DEPARTMENT: Information Technology Services Department
DEPARTMENT HEAD: Craig Hopkins
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
San Antonio Public Safety Radio System - Pearsall Road Tower lease agreement
SUMMARY:
This ordinance authorizes the extension to the Pearsall Road Tower lease agreement with Crown Castle Towers 06-2 LLC, a Delaware limited liability company in support of the Enhanced Digital Access Communication System (EDACS) used by the City of San Antonio’s Police and Fire Departments, Bexar County and surrounding participating agencies. The increase cost for this extension will be shared by the City (80%) and the County (20%) based on the 2001 Interlocal Agreement. The overall operational increase is $48,331.35 from January 1, 2021 to March 31, 2023, for an overall cost of $76,950. Funding for FY 2021 in the amount of $25,650 is available in the FY 2021 Information Technology Services Fund Budget and funding for future years is subject to City Council approval of the annual budget.
BACKGROUND INFORMATION:
On December 10, 2002, the City entered into an agreement with CPS Communications Facility (“CPS”) to lease space on a monopole facility at Pearsall Rd.
On May 19, 2008, the City updated the agreement with CPS to replace equipment and location on the monopole at Pearsall Rd.
On June 18, 2015, City Council Ordinance 2015-06-18-0581 approved the assignment of tower license agreements with CPS Energy to Crown Castle. This assignment included Pearsall Rd. The ordinance acknowledged the following:
1. CPS Energy assigned all of rights, title, and interest in the "Fratt", "Grey Forest", "Hill Country" and "Pearsall Rd" tower license agreements with the City to Crown Castle.
2. Crown Castle accepts all right, title, and interest in the Tower Licenses with the City and agrees to assume, satisfy, perform, and discharge its obligations in accordance with the terms of the Tower Licenses.
3. All approval of the assignment of the Tower Licenses will allow service to remain in place for traffic management.
4. The City will compensate Crown Castle under the terms of the Tower Licenses.
The second amendment to the co-location agreement extends the current agreement to March 31, 2023. The extension aligns with the completion and acceptance of the new P25 Phase II Public Radio System. The recurring monthly fee under this agreement shall increase from $1,059.95 to $2,850.00 on January 1, 2021. The overall operational increase of $1,790.05 monthly is $48,331.35 from January 1, 2021 to March 31, 2023. After March 31, 2023, all EDACS equipment will be shut down as all land-mobile radio (LMR) communications will be supported by New P25 Phase II Public Safety Radio Communication System.
ISSUE:
This agreement will allow the City to continue operating critical communications equipment to allow for continuity of radio communications and provide public safety services to the community.
ALTERNATIVES:
Should this action not be approved, alternate tower sites would have to be identified and new equipment would need to be purchased to prevent any loss of communications. The cost of the new equipment and installation is an estimated $80,000, which is more than the lease increase. There is a risk the City could be forced to remove the EDACS equipment without extending the lease.
FISCAL IMPACT:
This ordinance authorizes the extension to the Pearsall Road Tower lease agreement with Crown Castle Towers 06-2 LLC, a Delaware limited liability company in support of the Enhanced Digital Access Communication System (EDACS) used by the City of San Antonio’s Police and Fire Departments, Bexar County and surrounding participating agencies. The increase cost for this extension will be shared by the City (80%) and the County (20%) based on the 2001 Interlocal Agreement. The overall operational increase is $48,331.35 from January 1, 2021 to March 31, 2023, for an overall cost of $76,950. Funding for FY 2021 in the amount of $25,650 is available in the FY 2021 Information Technology Services Fund Budget and funding for future years is subject to City Council approval of the annual budget
RECOMMENDATION:
Staff recommends approval of this tower lease amendment to secure radio tower site for telecommunications equipment on Pearsall Rd in support of EDACS.