November 5 2020 Board Work Session Minutes i
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MINUTES
WORK SESSION
FREDERICK COUNTY BOARD OF SUPERVISORS
THURSDAY, NOVEMBER 5, 2020
6:30 P.M.
BOARD ROOM, COUNTY ADMINISTRATION BUILDING
107 NORTH KENT STREET, WINCHESTER, VIRGINIA
ATTENDEES
Board of Supervisors: Charles S, DeHaven, Jr., Chairman; Blaine P. Dunn; Shawn L.
Graber; Judith McCann-Slaughter;and J. Douglas McCarthy. Gene E. Fisher and Robert W. Wells
were absent.
Staff present: Kris C, Tierney, County Administrator; Jay E. Tibbs, Deputy County
Administrator; Roderick B. Williams, County Attorney; Miss! Neal, Purchasing Manager; LeeAnna
Pyles, Director of Public Safety Communications; Denny Linaburg, Fire Chief; Steve Majchrzak,
Assistant Fire Chief; and Ann W. Phillips, Deputy Clerk to the Board of Supervisors.
CALL TO ORDER
Chairman DeHaven called the meeting to order at 6:30 p.m.
I�
PRESENTATION
Jay Tibbs, Deputy County Administrator, presented an overview of the County's public
safety radio system procurement project including the timeline of the radio study,the RFP process,
evaluation of the proposals and the negotiation phase. He said the County Negotiation Team
considered many factors when developing its recommendations including initial and long-term
costs, perceived risk, and confidence in the vendor offerings and design differences. He said the
goal was to recommend the vendor and offering that was in the best long-term interest of the
County,and at the conclusion of the work session,staff would be seeking guidance from the Board
on the following items: 1. Does the Board wish to move forward with this project?; 2. Board
consensus regarding staff s recommendation; and 3. Clarification from the Board regarding owned
versus leased sites. He identified the top two vendors as JVCKenwood(EF Johnson)and Motorola
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Board of Supervisors Work Session of November 5,2020
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saying that following negotiations, the committee and staff recommend the County enter into a
contract with EF Johnson.
Mike Milas of Mission Critical Partners reviewed the evaluation and negotiation process
and explained why the West Virginia SIRN option had been eliminated.
Mr. Tibbs reviewed the recommendation of the committee and staff including the business
case for County ownership of greenfield sites which accommodate new radio tower placements.
DISCUSSION
Supervisor McCarthy referenced a letter received from one of the top two vendors,
Motorola, disputing the committee's recommendation, and the Board, staff, and Mr. Milas
discussed the matter.
Mrs. Neal reviewed why the L3Harris proposal was eliminated from further consideration.
Supervisor Dunn requested clarification about how coverage in the southwest corner of
the County would be obtained and the Board, staff, and Mr. Milas discussed the issue.
Supervisor Graber listed concerns about all vendors being included in negotiations,
whether Mission Critical Partners had ever recommended the vendors not included in negotiations,
how Mission Critical Partners was getting paid, whether the radios in the recommended proposal
had been built yet, how the County is assured that the proposed service will be delivered, the
difficulty of locating towers on or near school sites, longevity of the proposed system,the references
for other systems installed by the recommended vendor, and whether Mission Critical Partners had
done vetting of those systems, He said he wished to have a separate consultant review all
proposals for a second opinion on the recommendation.
Supervisor Dunn and Mr. Tibbs discussed how the committee arrived at its unanimous
recommendation.
Supervisor McCarthy and Mr. Milas discussed new tower sites being determined by a team
effort of vendor and staff. Supervisor McCarthy and County Attorney Williams discussed the issue
of staff or Board members talking with the eliminated vendor prior to negotiations with Mr, Williams
cautioning that doing so with no parameters could invite a bidder protest.
Supervisor Dunn and Mr, Milas discussed whether the proposed system is proprietary or
is an open system.
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County of Frederick, Virginia
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The Board and Mrs. Neal discussed requiring a bond to ensure contractor performance.
Supervisor McCarthy and Mr. Milas discussed repair companies and EF Johnson's
designation of Radio Express for repair.
Supervisor McCarthy and Mr, Tibbs discussed the reasons that EF Johnson's proposal
stood out,
The Board and Mr, Tibbs discussed the information that would be included in a final
contract with the vendor.
The Board and Mr. Milas discussed the radio models listed in the EF Johnson proposal.
The Board and Mr. Tibbs discussed the possible use of the capital fund as wells as
financing options, Mr. Tibbs noted the contract would have benchmarks specifying when certain
payments would be due.
The Board agreed by consensus that ownership of tower sites would be preferred.
Supervisor Dunn noted receipt of an email saying a radio system could be built for $14
million instead of the preferred vendor's price.
The Board agreed by consensus to have a follow-up work session in two to three weeks
for further discussion.
ADJOURN
Upon motion of Supervisor McCarthy, seconded by Supervisor Slaughter,the meeting was
adjourned at 8;20 p,m.
Charles S. DeHaven,Jr. Kris C. Tierney
Chairman, Board of Supervisors Clerk, Board of Supervisors
Minutes Prepared By:
Ann W. Phillips
Deputy Clerk, Board of Supervisors
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Board of Supervisors Work Session of November S,1010
County of Frederick, Virginia