Title
a. Approve and authorize the Contracts / Purchasing Officer to sign a Lease Agreement with the State of California Department of General Services for use of tower space at the "Calandra LO" radio communications site for the term of ten (10) years in an amount not to exceed $18,546 in year one with 3% annual increases after the first year term;
b. Approve payment of back-rent in an amount not to exceed $5,818;
c. Accept Non-Standard County Liability, Indemnification, and Insurance Provisions as recommended by the Director of Emergency Communications; and
d. Authorize an auto-renewal clause as recommended by the Director of Emergency Communications.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Contracts / Purchasing Officer to sign a Lease Agreement with the State of California Department of General Services for use of tower space at the "Calandra LO" radio communications site for the term of ten (10) years in an amount not to exceed $18,546 in year one with 3% annual increases after the first year term;
b. Approve payment of back-rent in an amount not to exceed $5,818;
c. Accept Non-Standard County Liability, Indemnification, and Insurance Provisions as recommended by the Director of Emergency Communications; and
d. Authorize an auto-renewal clause as recommended by the Director of Emergency Communications.
SUMMARY/DISCUSSION:
This Lease Agreement provides for use of a tower and shelter for radio communications at the "Calandra LO" Next Generation Radio (NGEN) System site located on Williams Hill at an elevation of 2,780± above sea level and located in the W ½ of the SW ¼ of the SE ¼ of Section 4, T. 23 S., R. 9E., M.D.B. & M at 121°00'03" Longitude and 35°57'06" Latitude. The "Calandra LO" site will provide analog and digital public safety radio communications in South Monterey County.
This radio communications site will be part of the NGEN Analog Law, Fire, and Fire Paging Overlay systems. The NGEN Analog overlay is intended to provide coverage outside of the digital system currently being installed by the Harris Corporation. The County of Monterey will install communications equipment on the tower for analog overlay. This system will be installed by the Monterey County Department of Information Technology (ITD). Monterey County ITD will provide ongoing maintenance of this system.
This site will also provide Digital Coverage for the Trunked P25 700 MHz radio system. The digital system will be installed by the Harris Corporation.
Emergency Communications is serving as project administrator for the NGEN Project. This License Agreement includes an auto-renewal clause but also provides the County with the ability to terminate at any time with 60 days written notice. To reduce administrative time associated with written term extensions, the Director of Emergency Communications requests approval of this auto-renewal clause.
A copy of this Agreement is on file with the Clerk of the Board.
OTHER AGENCY INVOLVEMENT:
This Agreement has been generally approved by County Counsel as to form. Risk Management does not approve the non-standard liability, indemnification and insurance provisions due to the increase in potential liability to the County. The Agreement is not approved by the Auditor-Controller due to the requirement for payment of late fees. ITD has reviewed this agreement and confirmed their ability to meet the requirements of this Agreement related to ongoing occupancy.
FINANCING:
Revenue and appropriations for the recommended actions have been budgeted in the Emergency Communications Fiscal Year 2014/15 recommended budget. NGEN system users share the cost of this site through Operations and Maintenance payments which are shared by all system users based on radio counts. The County share of NGEN operations and maintenance costs are approximately 30% of total, with outside agencies funding the remaining 70%.
Prepared by: Approved by:
__________________ _______________________
John Vaught x8887 William Harry x8880
Administrative Manger Director of Emergency Communications
Attachment: Lease Agreement