Title
a. Approve and authorize the Contracts / Purchasing Officer to sign a "Letter of Intent / Consent for Temporary Installation" with Onesimo Parcel C for use of an Existing Communications Site near Post Ranch Inn; and
b. Accept Non-Standard County Indemnification Provisions as recommended by the Sheriff and Director of Information Technology.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Contracts / Purchasing Officer to sign a "Letter of Intent / Consent for Temporary Installation" with Onesimo Parcel C for use of an Existing Communications Site near Post Ranch Inn; and
b. Accept Non-Standard County Indemnification Provisions as recommended by the Sheriff and Director of Information Technology.
SUMMARY/DISCUSSION:
The Department of Emergency Communications has been in negotiations with Onesimo Parcel C to construct a new radio site on property near the Post Ranch Inn as part of the NGEN Analog Overlay System. The NGEN Analog Overlay System is intended to provide coverage outside of the digital system currently being installed by Harris Corporation. This includes law, fire, and an interoperability channel as well as a paging channel for fire departments. This system will be installed by the Monterey County Department of Information Technology (ITD). This site would replace an existing site at "Little River Hill" and will improve public safety radio coverage along the Big Sur Coast.
While the lease negotiations continue, there is a critical need to relocate public safety radio equipment from Little River Hill to an existing radio communications site at Post Ranch Inn. The property owner at Little River Hill has advised that the County should remove equipment before May 1, 2013 or pay a share of costs for upgrade of that property.
Recognizing the County's urgent need to install radio equipment, Onesimo Parcel C has agreed to a Letter of Intent / Consent for Temporary Installation to permit the Department of Information Technology to install temporary equipment for the Sheriff and Big Sur Volunteer Fire Brigade pending the final site design to be negotiated between the County and Onesimo Parcel C. Upon approval of this temporary installation, the Department of Emergency Communications will continue lease negotiations for a longer term lease.
This letter of intent provides authorization for the County to use the existing radio site and outlines conditions to be followed by the County. Considering the urgent need to move to this site and the public safety need, the Sheriff and Director of Information Technology recommend accepting these non-standard indemnification terms. Upon approval of this temporary installation, the Department of Emergency Communications will continue lease negotiations for a longer term lease as part of the NGEN Analog Overlay system. Due to the short time available for completion of this Letter of Intent / Consent for Temporary Installation, additional minor changes may be required before final execution.
OTHER AGENCY INVOLVEMENT:
The Sheriff, Department of Information Technology, and Department of Emergency Communications have collaborated to identify and support this temporary solution. Due to the abbreviated timeline for review, Risk Management has not had an opportunity to review the non-standard indemnification terms but the indemnification terms requested by the property owner are broader than the standard language approved by Risk Management. County Counsel cannot approve the non-standard indemnification language or insurance provisions.
FINANCING:
There is no lease cost anticipated for this temporary installation. Costs to procure and build the temporary solution will be paid by the Sheriff and Big Sur Volunteer Fire Brigade through the Information Technology Department. Costs for future budget years will be requested in the appropriate fiscal year budget for the appropriate department. The County share of NGEN infrastructure, operations and maintenance costs are estimated at 30% of total, with outside agencies funding the remaining 70%.
Prepared by:
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DeAnna Hilbrants - Acting Director 769-8883
Approved by:
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Scott Miller - Monterey County Sheriff
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Dianah Neff - Director of Information Technology
Attachment: Letter of Intent / Consent for Temporary Installation