ORDER NO 26946 EXl"END DEADLINE FOR RESPONSES TO RFP'S SHERIFF'S DEPT. COMMUNICATION SYSTEM Dn this the 26th day of March Commissigner Griffin, seconde Court unanimously approved by deadline for- response:, to the comm~.~ni.cation system from May Year 2001. c001, ~_ipon motion made by J by Cgmmissioner• Aaldwin, the a vote of 4-Q~-0, to extend the RFP';i for• Sheriff's P.epar•tment 11th, Year c'@01, to May 25th, COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND NINE COPIES OF THIS ItEOUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: W.R Hierholzer MEETING DATE: March 26, 2001 SUBJECT: (PLEASE BE SPECIFIC) OFFICE: Kerr County Sheriffs Office TIME PREFERRED: Consider and discuss granting extension for receipt of RFP'S for new communication system EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) NAME OF PERSON ADDRESSING THE COURT: ESTIMATED LENGTH OF PRESENTATION: IF PERSONNEL MATTER -NAME OF EMPLOYEE: W.R Hierholz~ '7 ..,...,.ra Time for submiaing this request for Court to assure that the maser is posted in accordance with Title 5, Chapter 551 and 552, Govemmem Code, is as follows: Meeting scheduled for Mondays: THIS REQUEST RECEIVED BY THIS REQUEST RECEIVED ON: 5:00 P.M. previous Tuesday. All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepazed for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards your request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court. DATE: March 26, 2001 TO: Kea County Judge Fred Henneke and Kerr County Commissioners' Court FROM: Sheriff W.R. Hierholzer RE: Extension on RFP's for Communications System Consider and discuss approval of extension for receipt of RFP's for new communication system Trott Communications has requested that the time be extended from May t 1, 2001 to May 25, 2001. ~TI~OTT COMMUNICATIONS GROUP March 19, 2001 W. R. Hierholzer, Sheriff Kerr County, Texas Law Enforcement Center 400 Clearwater Paseo Kerrville, Texas 78028 Dear Sheriff: During our Pre-Proposal conference held on Wednesday, March 14, 2001, a request was presented to delay the receipt of proposals for 30 days due to the amount of work required for each potential vendor to acquire reasonable assurance of site availability and cost as required by the RFP. Per our discussions at that time, I suggested that we delay the receipt of proposals for two weeks, until May 25, 2001. After consideration of the issues involved, I believe the two-week delay is reasonable and I suggest that this issue be presented to the County Commissioners through the County Judge. I also suggest and recommend that the County grant that extension of time to the vendors in an effort to obtain as complete and competent proposals as possible. I make this recommendation taking into consideration your goal to have the system upgrade implemented as soon as possible. However, I feel that if the potential vendors are not given adequate time prior to completing their proposal, that time will be expended after receipt of proposals but prior to Contract completion in order to gather complete and accurate information, Therefore, I feel that this extension will have minimal impact upon the ultimate completion of the project. Please let me know of the County's final decision on this issue so that I can complete the draft of the County's response to vendor's questions and RFP addendum. Please call me if you have any further questions. Regards, r/GL George .Weimer, P.E. Vice president i-+ of Engineering 1425 Greenway Drive, SuiTe 350, Irving, Texas 75038, 972/580-1911, Fax: 972/580-0641, www.troitgroup.com