Okaloosa County BOCC — May 5, 2015 — Request Board Approval Quote to Midland Radio — agenda request

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: May 5, 2015 TO: Honorable Chairman and Members of the Board FROM: Zan Fedorak SUBJECT: Request Board Approval Quote to Midland Radio DEPARTMENT: Purchasing BCC DISTRICT: All STATEMENT OF ISSUE: Request approval to award a quote to Baker’s Communications for the purchase and installation of Midland radios for a total cost of $58,782. BACKGROUND & ANALYSIS: Public Safety entered a requisition to purchase and install a radio system to expand their Public Safety system. Staff obtained a quote in lieu of bids from Baker’s Communications which used the base pricing from the Florida State Contract for a total cost of $58,782. The Florida State contract base price of the radios was $11,111.04 which is a standard configuration. The requested radios did not require the complete configuration which allowed the price to be reduced to $8,400 per base radio. The total quote of $58,782 includes all other items and labor to install the systems. Baker’s Communications originally engineered and installed the existing system and the new components will be required to interface to maintain compatibility. Purchasing staff verified that Baker’s Communications is the only vendor in the northwest Florida area for warranty work on Midland radios. Staff requests to award the quote to Baker’s Communication in lieu of bids for the radio systems based on a sole source. Staff will process a requisition for if/when the Board approves the purchase. Funding is available for the purchase. This equipment purchase is part of a larger project to improve the very high frequency (VHF) emergency communications coverage in the northwest corner of Okaloosa County. The VHF system is utilized for alerting Emergency Medical Services (EMS) and the north fire districts, as well as serving as a form of primary and backup communications system in the north end. We currently have VHF tower locations in Crestview and Laurel Hill, and this purchase will enhance the emergency communications and alerting for agencies in the Baker area. This purchase will allow us to connect the three towers via microwave connectivity to assist with redundancy for maintaining critical communications for first responders. OPTIONS: Approve/Deny to award a quote in lieu of bids to Baker’s Communications for the purchase and installation of Midland radios for a total cost of $58,782. RECOMMENDATION: Staff recommends approval of a quote in lieu of bids to Baker’s Communications for the purchase and installation of Midland radios for a total cost of $58,782. RECOMMENDED BY: APPROVED BY: John Hofstad, County Administrator