Title
a. Authorize the Chief Information Officer or his designee to execute Amendment No. 1 to the non-standard Antenna Site Agreement with SBA Structures, LLC, for the use of tower antenna and ground space for County telecommunications equipment, located at 3400 Red Wolf Drive, Carmel, CA, modifying the agreement to increase the monthly rent by $1,100 effective from the date when this Amendment is executed by both parties, for an adjusted agreement amount not to exceed $835,178;
b. Authorize the Chief Information Officer or his designee to execute up to three (3) future amendments to this Agreement, each extending the term by five years, with County Counsel review, provided the Agreement terms and conditions do not significantly change, and provided annual rent increases do not exceed 5% over the previous year’s rent.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Chief Information Officer or his designee to execute Amendment No. 1 to the non-standard Antenna Site Agreement with SBA Structures, LLC, for the use of tower antenna and ground space for County telecommunications equipment, located at 3400 Red Wolf Drive, Carmel, CA, modifying the agreement to increase the monthly rent by $1,100 effective from the date when this Amendment is executed by both parties, for an adjusted agreement amount not to exceed $835,178;
b. Authorize the Chief Information Officer or his designee to execute up to three (3) future amendments to this Agreement, each extending the term by five years, with County Counsel review, provided the Agreement terms and conditions do not significantly change, and provided annual rent increases do not exceed 5% over the previous year’s rent.
SUMMARY:
The County and SBA Structures, LLC have an Agreement for the 3400 Red Wolf Drive, Carmel, CA., Lobos Ridge radio site. This is a crucial component of the County’s public safety radio communications. This Amendment adds additional equipment related to a Carmel Police Department’s project, funded by a Homeland Security grant project that will expand public safety coverage in the Next Generation Radio System (NGEN) Communications System. The term of the Agreement remains unchanged from 2019 to 2044.
DISCUSSION:
In 2019, the Information Technology Department entered into a long-term lease with SBA Structures LLC to co-locate a single channel, public safety 2-way radio system, including transmitters and receivers and associated antenna systems, at the Lobos Ridge repeater site. The lease was set to automatically renew for four additional terms of five years each, through June 30, 2044. The system is being upgraded and expanded to add capacity and a more resilient microwave backhaul, which leads to a monthly rent increase of $1,100 effective from the date when this Amendment is executed by both parties; assumed to be September 2024. This Amendment is being presented to the Board of Supervisors for approval since the proposed rent increase exceeds the approved 5% amount specified in the previous Board Order for this Agreement.
The site will now host several analog channels, three digital channels with control, a high-capacity microwave link, and a higher-capacity emergency power bank. This site is critical to providing radio communications coverage to Carmel-by-the-Sea, Carmel Highlands, the western portion of Carmel Valley, and portions of Pebble Beach and Carmel Hills; radio communications from this site enable regional law, fire, and ambulance services to these areas.
Due to SBA Structures, LLC's business practice, they will sign the Amendment after the County and will return a fully executed Amendment.
The breakdown of the current and future payments, including a 5% annual escalator are included in Exhibit A.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved the non-standard Amendment No. 1 with SBA Structures LLC. The Auditor-Controller reviewed the Amendment but disagreed with the non-standard payment provisions.
FINANCING:
ITD has sufficient appropriations to support the cost of Amendment No. 1 within the FY 2024-2025 Adopted Budget, ITD 1930, Appropriations Unit INF002. Any future-year budget requirements will be included with each respective fiscal year budget submission.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Radio repeater equipment transmitting from this site provides critical public safety communications in and around Carmel-by-the-Sea, Carmel Highlands, the western portion of Carmel Valley, and portions of Pebble Beach and Carmel Hills.
__Economic Development
__Administration
__Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Teresa Meister, Management Analyst II, 759-6938
Approved by:
________________________ Date: _________________
Eric A. Chatham, Chief Information Officer, 759-6920
Attachments:
Exhibit A
SBA Structures
LLC Antenna Site Agreement
Amendment No. 1