DEPARTMENT: Information Technology Services Department
DEPARTMENT HEAD: Craig Hopkins
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
San Antonio Public Safety Radio System
SUMMARY:
Consideration of the following ordinance authorizing multiple tower lease agreements to secure radio tower sites for the installation of radio communications equipment in support of the Alamo Area Regional Radio System used by City of San Antonio (“City”) Police and Fire Departments, CPS Energy, Bexar County (“County”) and surrounding participating agencies. Costs for this item will be shared by the entities based on the Interlocal Agreement approved by the City, CPS Energy and Bexar County.
BACKGROUND INFORMATION:
On February 15, 2018, Council approved a contract with Dailey & Wells for the construction, system delivery, and system operation of a new P25 compliant public safety radio system, referred to as the Alamo Area Regional Radio System (“AARRS”). On the same date, Council also authorized the execution of an Interlocal Agreement (ILA) between the City, Bexar County (County), and CPS Energy (CPS) for County and CPS to make financial contributions to obtain ownership interests in the AARRS.
On March 7, 2019, Council approved ordinance 2019-03-07-0187 that authorized lease agreements for tower sites in support of the AARRS with Crown Castle USA, Inc., American Tower, Bexar Metro, CPS Energy, and San Antonio Water System comprising 17 of the 28 radio tower sites and one backup core location which will support the new radio system’s installation during the transition period starting April 1, 2019 and ending January 31, 2022.
The Information and Technology Services Department provided a project status update to City Council at B Session on February 20, 2019, and noted that the remaining lease agreements would be brought forward to City Council for consideration at a future date.
This ordinance authorizes the following lease agreements for tower sites in support of the AARRS with:
§ Cell-Tex
§ KSAT
§ SBA
§ Univision
§ SAWS
These agreements comprise five (5) of the remaining six (6) sites of the twenty eight (28) radio tower locations. The final commercial site lease agreement will be executed in the future. Additional changes regarding site-access to the previously-approved SAWS agreement (Ordinance 2019-03-07-0187) requires City Council approval. The lease agreements will support the locations during a transition period starting April 1, 2019 then ending January 31, 2022. The purpose of the transition period is to secure the necessary tower heights which are optimal for the P25 design, then build, install and test the radio equipment which will be used by the new P25 system. The new P25 system goes into full use following go-live on the project, which is scheduled for September 2021.
ISSUE:
These agreements will allow the City to install critical communications equipment to allow for continuity of radio communications and provide public safety services to the community. Attachment A summarizes the lease sites by provider and the cost of the lease. Furthermore, the lease costs are broken down between transition costs and post go-live costs. Transition costs reflect additional lease costs incurred prior to go-live to support implementation of the new P25 system. Post go-live lease costs reflect annual costs to support future operations of the system. With respect to the lease agreements with commercial entities, the business terms vary in some cases due to negotiations with the commercial entity and take into consideration negotiation position, industry practices, risk analysis, and economic terms.
ALTERNATIVES:
Should this action not be approved, alternate tower sites would have to be identified and leases renegotiated delaying the installation of the AARRS and requiring continued reliance on the current emergency radio network which is nearing end of life.
FISCAL IMPACT:
Lease costs associated with this item are identified in Attachment A. Transition costs, which are lease costs incurred during system implementation, will be capitalized and funded from the AARRS project’s existing appropriation. Lease costs incurred post go-live will be an operating expense subject to City Council appropriation.
The city is authorized to pay the entities identified in Attachment A and to bill the other AARRS partners in accordance with the Interlocal Agreement.
RECOMMENDATION:
Staff recommends approval of the multiple tower lease agreements to secure radio tower sites for the installation of radio communications equipment in support of the Alamo Area Regional Radio System.