Pre-Bid Mandatory Sign in Sheet~1.docx

This is a Pre-Bid Mandatory Sign-In Sheet for Yamhill County, Oregon's Public Safety Radio System procurement, documented under ITB S-47100-00015229. The document serves as an attendance record for the mandatory pre-bid meeting related to this Request for Information (RFI) seeking a comprehensive independent assessment of the county's existing radio communications infrastructure. The county is soliciting qualified respondents to evaluate its current UHF simulcast radio system, which operates across ten towers on five channels and serves multiple local agencies including city law enforcement, fire districts, county services, and tribal emergency services. Key deliverables include detailed analysis of system performance, identification of risks and deficiencies, and recommendations for future improvements. Responses are due by January 22, 2026, at 12:00 pm. The document captures attendance at the mandatory pre-bid meeting, which is a critical requirement for potential bidders to participate in this procurement.

The current analog, narrowband UHF system operates at 465 MHz, was initially installed in 2005, and supports approximately 170 mobile and 240 portable radios. The assessment must evaluate system coverage targeting 90-95% reliability in urban areas and 80-85% in rural regions, analyze signal propagation, assess voice and data communication performance, and identify potential system vulnerabilities. Yamhill County owns 47 individual FCC licenses across HF, UHF, and VHF frequencies available for potential integration and system improvement strategies. No specific budget range is mentioned in the documentation, though the procurement seeks cost structures accommodating both county funding and potential external investor contributions. The RFI does not explicitly specify set-aside designations or restrictions on responding organizations, and no incumbent vendors are identified. Respondents should possess extensive expertise in public safety radio communication systems, infrastructure assessment, and technology integration with particular focus on municipal and county-level emergency communication networks.