R96-176 ACCEPTING PROPOSAL - Laserfiche WebLink

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r ` r` staff requested updated bids from each vendor in an attempt to compare like equipment and get the best and final offer. Please find attached a breakdown of those proposals. Several issues were taken into consideration when making the recommendation on which RF vendor provided the most effective system. The first issue was whether each system provided the necessary coverage to provide adequate operation for the entire county. Although projected coverage appears to be adequate, coverage mapping cannot be exact until proper testing can be accomplished during the summer months. Final system acceptance and payment will only occur when coverage testing has been completed and is deemed acceptable by the City of Decatur. The second issue was whether the protocol and modem speeds utilized by each vendor would allow for the transmission of data and text at an acceptable level. Each RF vendor utilizes a unique protocol to send data and text through the system. Modem speed is also somewhat unique with each vendor with Motorola operating at the fastest modem speed of 19.2 bits per second. It was determined by staff that the most effective modem speed would have to be in the range of 9.6 bits per second or higher. This would allow for faster movement of data and text over the frequency and should allow for future growth in the use of more sophisticated text streams. Staff determined that although a faster modem speed sounds good, it may not result in the fastest and most efficient throughput for data and text over the RF. Throughput of data and text is a combination of modem speed and the type of protocol utilized. After evaluating all three systems staff determined that either Data Radio or Motorola would offer the most effective system to meet our needs. The final issue was related to cost and involved a comparison of equipment being offered taking into consideration quality, reliability and serviceability. Please refer to the attached bid comparison sheet for type of equipment being offered by each vendor. Staff determined that although Motorola offered the newest, "state of the art," equipment, this equipment has not been on the market long enough to withstand proper evaluation and cannot be offered in the same configuration by other vendors. It was also determined by staff that the system offered by Data Radio is proven equipment, and will work in our application. It is staff s recommendation that Council approve the resolution, accepting the bid of Data Radio Inc., and authorize the execution of an agreement to purchase the RF infrastructure and all entitlements at a cost of$259,346.09. Staff also recommends council acceptance of the quote, $10,822.40, from Segno, Inc., for the installation of equipment for utilization of the existing microwave link at the MSC. This is in lieu of installing an additional antenna on the tower and incurring monthly phone charges. Staff will be present at the council meeting to answer any questions.