STAFF: S. Whicher, County Administrator; E. Marx, Planning Commissioner; M. Shakarjian, Capital Projects Coordinator; W. Skinner, Public Information Coordinator; U. Mukherjee, Administrative Services Coordinator

GUESTS: T. Joseph, Board of Representatives; D. Klemann, NYS Park Police; B. Steinkamp, WHCU; N. Huffman; J. Hill

CALL TO ORDER

The meeting opened at 11:33 a.m. 

ADDITIONS TO/DELETIONS FROM THE AGENDA

None 

APPROVAL OF MINUTES OF JULY 23 MEETING

It was decided to place the minutes for approval at the next meeting to allow more time to the members to read them.

REPORT ON PSCS RFP RESPONSES

Ms. Blanchard noted that Mr. Shurtleff and some others associated with the PSCS could not attend today’s meeting as a major public safety training was in progress at Ithaca College.

Ms. Shakarjian said that two vendors have responded to the RFP: Motorola and Clough Harbour. Motorola has given three separate proposals as the prime contractor for the entire project on a turnkey basis while Clough Harbour has quoted only as a subcontractor for project and site management. Motorola’s price varies between $10.8 and $15.5 million, excluding subscriber equipment, for the different proposals. They have proposed eight to 12 towers as a combination of new, existing and rebuilt sites. The three designs vary in the technology used - simulcast or multicast - but not in terms of operation. Designs are compatible with the SWN project. In reply to a question from Mr. Joseph on the reason for increased number of towers, Ms. Shakarjian said that this is primarily due to changes in proposed technology and coverage. In reply to another question from Mr. Whicher regarding the difference between the primary proposal and the first alternative, Ms. Shakarjian said that it is mainly in respect of coverage.         

Ms. Blanchard distributed a handout on the PSCS RFP Evaluation Process: Summary. She remarked that since we already appear to have a preferred vendor, we have to proceed to identify the preferred alternative. The next step would be negotiations with the vendor. She discussed the various stages of the evaluation process. In reply to a question from Mr. Booth, she said the evaluation team will be comprised of Mr. Whicher, Mr. Shurtleff, Ms. Shakarjian and Mr. Wood. Advice from NYSTEC consultants would be sought as needed.

Mr. Whicher mentioned that he will talk to SWN on the three proposals and seek their written commitment on the maximum dollar amount they will provide. This in turn will influence our selection of the proposal. 
Ms. Shakarjian added that NYSTEC would review the design and cost aspects. Performance testing has been incorporated in the contract. In reply to a question from Mr. Penniman regarding any deadline on acting on the Motorola proposal, Ms. Shakarjian said that their bid is valid for six months. Mr. Whicher said that SWN has set January 3, 2003 for opening of bids. Hence Motorola will have to wait till we obtain approval from SWN for our design, which may extend beyond six months. In reply to a question from Ms. Robertson, Ms. Blanchard said that user group will be comprised of two representatives from fire department and one each from Sheriff’s office, Ithaca Police Department, NY State Police and Bangs Ambulance.

PAGING PROJECT UPDATE

Ms. Blanchard spoke on Mr. Shurtleff’s comments as conveyed to her by e-mail. A scope of services is being prepared with United Radio to pursue final design options and begin pricing for procurement. The RFP responses contain information on the incorporation of paging into the system design but it is not clear if paging could be incorporated into the backbone, which would involve both engineering and siting considerations. The scope of services would be further defined after detailed study of the PSCS proposals. It may be necessary for United Radio to run additional coverage maps and propagation studies to determine systems compatibility.  

Mr. Marx arrived at this point at 12:25 p.m.

SWN UPDATE

Mr. Whicher said that the Governor’s office has authorized staff members working on the state network to negotiate the issue of partnership with Tompkins County. Hence we can now go ahead with discussions with SWN to determine the extent of support and the percentage of cost sharing.

COMMUNICATIONS CENTER BUILDING COMMITTEE REPORT

Ms. Blanchard said that the design and development documents were reviewed in a meeting of the Building Committee with Egner Associates on August 23. The cost is projected to go up by a couple of hundred thousand dollars at most due to the heavy electrical load envisaged and change in specification of design of the sprinkler system. The cost estimate will be refined as soon as equipment details are available. She said that the Building Committee is seeking authorization from ComCap to proceed with the contract with Egner.    

It was MOVED by Mr. Totman, seconded by Mr. Booth, and unanimously adopted by voice vote by members present, to authorize the County Administrator to go ahead with preparation of the communications center building design contract documents in association with Egner Associates.  
            
DOT RELOCATION PROJECT   

Mr. Marx said that the project is moving forward. Why the site under consideration should be the preferred location as well as related infrastructure issues will be discussed in a meeting with the Town Board on September 4. He mentioned that other sites have been looked at but do not appear suitable especially in view of DOT requirements. The design process must wait till the site is finalized which, he hoped, will be achieved in a month’s time. Meanwhile, preliminary work such as appraisal is being undertaken.   

ADJOURNMENT

The meeting adjourned at 12:52 p.m.
 

Submitted by Ujjal Mukherjee, Administrative Services Coordinator.