WORK SESSION AGENDA REQUEST

Raymond E. Graham, Cedar Run District Supervisor                    January 21, 2003

Department, Organization                                                          Board of Supervisors

or Person Making Request                                                               Meeting Date

Anthony I. Hooper, Assistant County Administrator

Staff Person & Department

Topic               Public Safety Radio System Update

  1. Towers

·        Negotiations have been completed for the Enzors Shop Road site and the purchase should be closed this month.

·        Construction on the View Tree Tower is scheduled to begin the week of January 13, 2003 .

·        Blue Mountain – Discussions have been initiated with Game and Inland Fisheries officials.  An update will be provided at the meeting.

·        We are planning to complete contract negotiations for engineering services for two new towers sites the week of January 13, 2003 .

  1. Budget and Change Orders

For several months we have been negotiating change orders with Motorola.  There are two change orders now ready for Board discussion.

    • Change Order 01 – Approved – Upgrade of radios to XTS 5000 Series
    • Change Order 02 – Relocation of Back-up Center
    • Change Order 03 – Add two Channels to system

An explanation concerning Change Order 02 and Change Order 03 is attached. 

We will receive a credit of $60,923 on Change Order 02 and incur an increase of $178,446 if we elect to increase the channel capacity.  This results in a net increase of $117,523.

An update of the Project Budget is shown below.  This reflects internal revisions made to recognize that it is in the County’s financial interest to construct rather than lease two of the towers.

There are other Change Orders anticipated related to a revised micro-wave alignment, a shelter at View Tree and the possibility of some cost sharing with Culpeper County .  The Culpeper option is in the early stages of development and would entail the use of some of our equipment that would provide savings to be shared by both jurisdictions.  It would also enable the dispatch centers in the two communities to serve as a back up for each other.  Other jurisdictions have effectively utilized this approach of sharing the master site control system.

We are also exploring Federal Homeland Security funds for a portion of the radio equipment.  An application for this purpose may be submitted in March 2003.  Given the costs associated with the construction of three towers it appears likely that additional funding will be required from future change order reductions (the shared facilities with Culpeper), from grants or from an additional appropriation of funds.

Requested Action of the Board of Supervisors

Provide guidance concerning Change Order 02 and Change Order 03.

Financial Impacts Analysis

See budget summary.

Identify Any Other Departments, Organizations or Individuals That Would be Affected by This Request

Sheriff’s Office

Department of Fire and Emergency Services

Fire and Rescue Association

Warrenton-Fauquier Joint Communications Center

Procurement

County Attorney  

Public Safety Radio Project
Current Budget Allocation

 

Appropriation

Expended/Encumbered

Reserved/Projected

Motorola Contract

$7,200,000

$7,200,000

$

Engineering

     300,000

    184,312

    100,000

In-building Modification

     100,000

 

    100,000

Paging

     200,000

 

     200,000

Towers:

 

 

 

  View Tree

     200,000

    194,444

 

  Enzor Shop Road

     200,000

 

     200,000

  Blue Mountain

       85,000

 

       85,000

Contingency

     117,000

 

     117,744

TOTALS:

$ 8,386,500

$ 7,583,756

$ 802,744