12/18/2001 - Laserfiche WebLink

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M/A COM's initial offering was to provide a replacement IMC/CEC controller, the same hardware they are installing in new 800 MHz radio systems, for the cost of installation and the agency's commitment to purchase sixty-one new radios at 50 percent off list price. Their proposal has the following pricing schedule: List Item Price Offer Modem Cabinet $ 327295 N/C IMC/CEC Switch Upgrade 3177291 N/C Installation Package 27,710 $277710 Again, to obtain the above pricing, they proposed that Indian River County agree to purchase a minimum of sixty-one (61) Jaguar portable radios at the price shown below: List _ Model Price Offer Jaguar 700P $3,195 $1,598 Emer & Dynamic Regroup 200 100 Network Operation 550 275 Total Price $3,945 $1,973 Staff has successfully negotiated a tentative agreement with M/A COM to reduce the number of new portable radios to forty-one, rather than the initial offer of sixty-one. An additional caveat agreed to was allowing these radio purchases to be spread our over the next six months instead of upon approval of the agreement. Staff also successfully argued that although the backbone equipment is the property of Indian River County: it is a multi -agency radio system and we should be allowed to count radio purchases from the municipalities and other users into our cumulative total of forty-one, M/A COM agreed. ALTERNATIVES AND ANALYSIS: M/A COM's offer of the system upgrade for the price of installation and a specific number of radio sales is a cost sharing proposal to resolve a problem for the manufacturer and the many 800 MHz radio system installations. Staff has been advised that this offer was only valid for six months and ends on December 31, 2001. Attempts to extend this offer into the next fiscal year have been unsuccessful. Whether the County takes advantage of M/A COM's proposal or delays purchase, the new IMC/CEC equipment offers digital features to the radio system that the County will need in the future. As new model radios are developed, component upgrades are required to the system infrastructure. In our radio system, by in large, most of these upgrades are incorporated with software changes. However, this proposal is a hardware upgrade. Should the County not take advantage of M/A COM's proposal, staff will be required to budget for this upgrade at the above list price in the future. Additionally, as our IMC/CEC unit becomes older, replacement parts become more difficult to obtain. Staff is keenly aware that this is a non -budget request and expenditures must be justified. Staff also understands that accepting this offer for the IMC/CEC upgrade obligates the Board to guaranty purchase of forty-one radios within six months. The Budget Office has determined that the County intends to purchase 21 new portable radios this fiscal year, which includes the Constitutional Officers. The cities of Vero DECEMBER 18, 2001 -90- Gil L;