Title
a. Approve and authorize the Director of Information Technology to execute Amendment No. 2 to Lease Agreement A-12749 with the State of California Department of General Services, retroactive to June 15, 2019, to modify radio equipment at the Calandra LO radio communications site and add $30,432 for a revised total Agreement amount not to exceed $263,944; and
b. Approve and authorize the Director of the Information Technology to sign Radio Vault Space Applications to make future equipment modifications, including an application fee not to exceed $5,000 per application, on an as-needed basis pursuant to this Agreement; and
c. Approve and authorize the Director of the Information Technology Department to execute up to three (3) additional amendments to the Agreement, subject to County Counsel approval, provided the terms of the Agreement remain substantially the same and provided the total amount of all extensions does not exceed more than 10% of the original annual cost ($21,843 maximum additional cost).
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Director of Information Technology to execute Amendment No. 2 to Lease Agreement A-12749 with the State of California Department of General Services, retroactive to June 15, 2019, to modify radio equipment at the Calandra LO radio communications site and add $30,432 for a revised total Agreement amount not to exceed $263,944; and
b. Approve and authorize the Director of the Information Technology to sign Radio Vault Space Applications to make future equipment modifications, including an application fee not to exceed $5,000 per application, on an as-needed basis pursuant to this Agreement; and
c. Approve and authorize the Director of the Information Technology Department to execute up to three (3) additional amendments to the Agreement, subject to County Counsel approval, provided the terms of the Agreement remain substantially the same and provided the total amount of all extensions does not exceed more than 10% of the original annual cost ($21,843 maximum additional cost).
SUMMARY/DISCUSSION:
On September 23, 2014, the Board of Supervisors approved a Communications Vault Lease with the State of California, to provide for the use of a tower and shelter for radio communications at the “Calandra LO” site located on Williams Hill, 20 miles Southeast of King City. The County of Monterey’s Information Technology Department (ITD) uses this site and equipment to provide analog and digital public safety radio communications to South Monterey County using 4 and one-half (4 ½) communications vault rack spaces and eight (8) antenna positions.
In 2019, the County requested more services and inventory from the State, which the State agreed to provide and has been providing since. The County repeatedly has asked for an updated invoice to reflect the increase in services. The State has finally provided an updated invoice, by way of Amendment No. 2, in 2021, approximately two years later. This Amendment No. 2 authorizes the ITD to modify existing telecommunications equipment by adding four (4) new YAGI antennas, adding one (1) new GPS antenna, replacing the Rain Data repeater and changing the frequency, and replacing the Fire Paging and Fire4B repeater and changing the frequency. These modifications allow for expanded public safety communications to new radio sites including Anderson Peak, which covers Big Sur, and Table Mountain, which covers southeast Monterey County and have been provided by the State, and used by the County, since 2019.
Despite the County’s best efforts, this Amendment is unavoidably retroactive to June 15, 2019, due to prolonged processing time by the State.
OTHER AGENCY INVOLVEMENT:
The Office of County Counsel has reviewed this lease Amendment as to form and cannot approve due to the non-standard provisions.
FINANCING:
Funding has been included in the ITD 2020-21 Adopted Budget under Dept 1930, Unit 8436, Appropriation INF002. Transactions relating to future fiscal years will be included in each respective Recommended Budget.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The transmissions from equipment maintained at this site provides critical public safety communications.
__Economic Development
__Administration
__Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Rayna Patel, Management Analyst II, 759-6938
Approved by:
______________________________________ Date: _________
Eric A. Chatham, Director of Information Technology, 759-6920
Attachments:
Amendment No. 2 Draft Lease Williams Hill
Amendment No. 2 Exhibit B Williams Hill
Amendment No. 1 Calandra Lookout Lease
Amendment No. 1 Calandra Lookout Lease Board Order
Williams Hill (Calandra) State of CA Application
Calandra County Original Lease Agreement
Williams Hill Original Board Order
Attachments are on file with the Clerk of the Board