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described 'in a communications study completed in 1993 by a
<br />communications consultant. The infrastructure design was for
<br />approximately 1,000 users utilizing ten (10) channels simulcast
<br />east of I-95 on two new towers and two (2) conventional channels in
<br />the western part of the county utilizing an existing tower. The
<br />project was predicated on the fact that the County would construct
<br />the backbone with sufficient capacity to support the various users'
<br />radio equipment which each municipality, agency, or jurisdiction
<br />would purchase. The source of funding for the project was as
<br />follows:
<br />1994 BCC APPROVED F'UNnrNa vnR Tenn titer. cven"F..
<br />USE SOURCE
<br />SYSTEM
<br />Infrastructure One Cent Sales Tax
<br />User Equipment One Cent Sales Tax
<br />q$4,081.8
<br />911 Surcharge
<br />TOTAL
<br />In January, 1995, Purchasing Manager Fran Powell contacted each
<br />major communications system vendor informing them of the County's
<br />intent to procure a communications system from an existing county
<br />contract. Each vendor was informed that, if they had an interest,
<br />in bR,mg considered as the system vendor, they should provide the
<br />County with a contract from which the County could consider
<br />piggybacking in lieu of doing an RFP. This was done with the
<br />knowledge that several larger counties in the state had already bid
<br />800 MHz systems much larger than the one anticipated for this
<br />County, and it was felt better pricing could be obtained using this
<br />process. Ericsson, Inc., was the only vendor that responded
<br />favorably by providing contracts from Dade, Hillsborough, and
<br />Volusia counties. On April 18, 1995, the Board authorized staff to
<br />negotiate with Ericsson, Inc., for a communications system
<br />contract.
<br />Negotiations were initiated with Ericsson on May 4, 1995, and have
<br />been ongoing for approximately six (6) months. The negotiations
<br />have demanded significant research and contact with. various
<br />jurisdictions around the State to preclude common mistakes made by
<br />other entities during contract development in terms of system
<br />design, costs, radio coverage, terms and conditions, system
<br />acceptance procedures, and scope of services. Due to the technical
<br />issues involved, numerous meetings have been held and extensive
<br />staff time and effort has been devoted to this project.
<br />During the final phase of negotiations, the Board approved a staff
<br />request to utilize the services of Dick Warden, of Warden and
<br />Associates, to independently review and validate/not validate the
<br />proposed contract. Mr. Warden has been an asset and his firm was
<br />instrumental in bringing many issues back to the table for
<br />negotiation and resolution, which resulted in additional savings as
<br />well as improvement in the overall communications system.
<br />In detailing information and requirements through the negotiation
<br />process, a list of items developed that were not originally planned
<br />for. The result is an increase in the proposed cost from
<br />$4,081,800 to $5,776,373, an increase of $1,694,573 which includes
<br />$60,000 in funds for the County portion of tower cost sharing with
<br />TALCOM, INC. See Attachment "A-4" for reconciliation of the
<br />increased cost for the communications system.
<br />PROPOSED CONTRACT EXPENSE FOR 800 MHz
<br />SYSTEM
<br />USE 1994 BUDGET
<br />1995 CONTRACT
<br />DIFFERENCE
<br />tructure $2,475,500
<br />$3,855,064
<br />$1,379,564
<br />quipment 1,606,300
<br />P*Includes
<br />1,921,309
<br />315 009
<br />$4,081 800
<br />$5,776,373*
<br />$1,694,573 *
<br />$60,000 to,cost
<br />sharing.
<br />The communications system cost has increased as a result of the
<br />equipment or features as follows:
<br />51
<br />December 19, 1995 BOOK 96 FnE 621
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