DEPARTMENT: Information Technology Services Department
DEPARTMENT HEAD: Craig Hopkins
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
San Antonio Public Safety Radio System
SUMMARY:
This ordinance authorizes the extension to the South Breeze Tower lease agreement with American Tower, L.P. 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 $5,395.68 from April 22, 2021 to April 21, 2024, for an overall total cost of $171,498.32. The recurring monthly fee under this agreement shall increase from $4,188.41 to $4,500.00 on April 22, 2021, for an annual cost of $51,912.38 for FY 2021. Funding for FY 2021 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 February 18, 2001 City Council Ordinance 93402 approved a site agreement with American Tower, L.P. to affix antennae on the existing tower at 23706 South Breeze and to place transmission equipment at the site as part of the 800 MHZ Public Safety Radio System.
On June 18, 2009, City Council Ordinance 2009 06-18-0515 approved the authorization of an amendment to the existing lease with American Tower, L.P. increasing the annual amount from $15,000 to $27,120 for the installation of an antenna system on the tower at 23706 South Breeze.
The second amendment to the co-location agreement extends the current agreement to April 21, 2024. 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 $4,188.41 to $4,500.00 on April 22, 2021. The overall operational increase is $5,395.68 from April 22, 2021 to April 21, 2024, for an overall total cost of $171,498.32. The Monthly License Fee shall be increased by four percent (4%) ("Annual Escalator") effective upon April 22, 2022, and each anniversary thereafter during the term. After April 21, 2024, all EDACS equipment will be shut down as all land-mobile radio (LMR) communications will be supported by the new P25 Phase II Public Safety Radio Communication System. Immediately following the expiration of the extension term, there shall be two (2) additional periods of one (1) year each (each a “Renewal Term”). The agreement shall automatically renew for each successive renewal term unless either party notifies the other in writing of its intention not to renew this agreement at least ninety (90) days prior to the end of the then existing term.
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 $250,000, 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 South Breeze Tower lease agreement with American Tower, L.P. 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 $5,395.68 from April 22, 2021 to April 21, 2024, for an overall total cost of $171,498.32. The recurring monthly fee under this agreement shall increase from $4,188.41 to $4,500.00 on April 22, 2021, for an annual cost of $51,912.38 for FY 2021. Funding for FY 2021 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 South Breeze in support of EDACS.