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JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
TO: . Board of CommiAljioners
FROM: Sheriff Anthony Hernandez (by Larry Southwick, Projeet Manager)
DATE: August 9, 2010
RE: Approve Resolution to Rejeet Proposal by Day WlI"eless and Authorize
Request for Proposals for JEFFooM 9-1-1 Simuleast Radio System
Improvements Version 2
STATEl\fEN'I' OF ISSUE: The final stage of the JefiCom Radio System Improvement Project is
to procure and install a simulcast radio system. The selection process for the contractor will be
under the provisions of Chapter 39.04.270 RCW which provides the authority for a 'request for
proposals' and selection of a qualified contractor that is not exclusively based on the cost.
Proposals were opened for the Project at the July 6 Board of Commissioners meeting. Only one
proposal was received and the cost greatly exceeded the available budget for this portion of the
project The JefiCom AdminiR1n.lti.ve Board rejected the single proposal at their meeting on July 22.
Consultants have conferred with several other professional sources and revised the Request for
Proposals, now labeled Version 2.
The revised Request for Proposals, JefiCom 911 Procurement and Inst'lllation ofVHF and UHF
Simulcast Radio System Improvements Version 2 will be sent to The Leader, official publication.
for advertisement on August 11 and 18 with opening of proposals at the Board of County
Commissioners meeting at 9:30 am on September 7, 2010. After opening. the Proposals will be
evaluated by a team of County staff and project consultants. The team will select the best proposals
and conduct interviews before malring a recommendation to the Jeflt':om Administrative Board for
award of conttact. The final contJ;act will be prepared and presented to the Board of County
Commissioners for approval and execution. The complete Request for Proposals with an engineer's
cost estimate has been filed with the Clerk of the Board of County Commissioners.
ANAL YSI~: JEFFCOM 9-1-1 intends to utilize RCW 39.04.270 procedures which state that:
(2) A municipality may acquire electronic data processing or telecommunications equipment,
software, or services through competitive negotiation rather than through competitive bidding.
(3) "Competitive negotiation," for purposes of this section, shall include, as a minimum, the
following requirements:
(a) A request for proposal shall be prepared and submitted to an adequate number of qualified
sources, as determined by the municipality in its discretion, to permit rea.qnn!lhle competition
consistent with the requirements of the procurement. Notice of the request for the proposal must be
published in a newspaper of general circulation in the municipality at least thirteen days before the
last date upon which proposals will be received. The request for proposal shall identify significant
-
evaluation factors, including price. and their relative iwpolhwce.
(b) The municipality shall provide IelIS(l1mble procedures for technical evaluation of the
proposaIs received. identification of qualified. sources. and selection for awarding the con1ract
(c) The award sbaIl be made to the qllal,fied bidder whose proposal is most advantageous to the
munic:ipaJity with price and other factots oo"sidered. The munic:ipaJity may reject any and all
proposals fur good cause and requeat newp1u~
FISCAL lMPA,pT,; Funds will be plQvkled by the left'Com Rnl'-ent Fund 121 which WlIS
funded by a 2007 bond issue. Cost to publish the Request for Proposals will be detP.rm;....n by The
Leader based. on their l1lte$ and the aim of the adverlisem.ellt but it Will be several1nm<ll'ed. dollars.
RECO~A,TION: Move to approve l'lffllCbed Resolution No. _ which rejects the Day
Wireless Proposal dated July 2. 2010 and auth(nizes Jetrom:t to advertise the Request for
Proposals. Version 2 as ~~
'(5(C(' ;;~
Date
IN THE MATIER OF REJECTING A )
PROPOSAL BY DAY WIRELESS DATED)
JULY 2, 2010 AND AUTHORIZING )
JEFFCOM TO RE-ISSUE A REQUEST )
FOR PROPOSALS, FOR PROCUREMENl)
AND INSTALLATION OF VHF AND UHF)
SIMULCAST RADIO SYSTEM )
IMPROVEMENTS VERSION 2 )
Resolution #
WHEREAS, a 2007 bond issue has been provided to :fund JeftU>m 911 Radio System Improvements; and
WHEREAS, on June 16 and 23, 2010, JeftU>m advertised a Request for Proposals for Procurement and
Installation ofVHF and UHF Simulcast Radio System Improvements in the Port Townsend/Jefferson
County Leader; and
WHEREAS, proposals were opened at the Board of County CQmm;,..uoners meeting on July 6, 2010 and
only one proposal from Day Wrreless was received at that time; and
WHEREAS, JeflThm staff and consultants have negotiated with Day Wrreless to potentially reduce the
cost of the proposed work, Day Wireless replied with a lower proposed cost, but the proposed cost still
greatly exceeds the available budget; and
WHEREAS, the JeflThm Administrative Board rejected the Day Wrreless Proposal at its meeting on July
22, 2010;
NOW THEREFORE, BE IT HEREBY RESOLVED by the Jefferson County Comm;,.,uon as follows:
That in accordance with state law and in furtherance of the JeflThm 911 Radio System Improvements, the
proposal by Day Wrreless dated July 2, 2010 is hereby rejected and JeflThm is authorized to re-issue a
request for proposals that modifies the previous request in order to achieve more cost effective proposals.
Dated this
day of
.2010
SEAL:
COUNTY OF ~N
BOARD OF COMMISSIONERS
David W. Sullivan, Chair
Phil Johnson, Member
John Austin, Member
ATfEST:
Approved as to form only this
day of .2010
Lorna L. Delaney, Clerk of the Board
JEFFCOM 9-1-1 Attorney