DATE: August 18, 2020
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
SUBJECT: Retroactive License Agreement with the City of Madera for Installation and Maintenance of Communications Equipment
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute a retroactive License Agreement with the City of Madera for a communication equipment site located at 325 South D Street, Madera, CA 93638, effective July 1, 2020, not to exceed 15 consecutive years, which includes a five-year base contract with two optional five-year extensions, total not to exceed $50,000; and,
2. Delegate authority to the County Administrative Officer, or his designee, to execute and deliver written notice pursuant to the License Agreement, and to amend the license fee schedule, as needed, to support radio operations.
REPORT
Approval of the first recommended action will allow the County to continue operating communications equipment and maintaining radio communications located at the Madera Radio Dispatch site. The equipment supports an emergency response network in eastern Fresno County, as part of an interagency effort to improve voice, data communications, and emergency dispatch in Fresno and Madera Counties. Approval of the second recommended action will allow the flexibility to add or remove equipment as radio operations require and adjust the license fee schedule accordingly. This item pertains to a location in Madera County and impacts the eastern portion of Fresno County.
ALTERNATIVE ACTION(S):
If the recommended actions are not approved, radio communication coverage will be limited in eastern Fresno County.
RETROACTIVE AGREEMENT:
The recommended agreement is retroactive to July 1, 2020, as a result of extended negotiations with the City of Madera and their legal counsel.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The license fee in the first year is $40 per month for each “U” of rack space (one ”U” equals 1.75” of powered rack space), and the fee will increase 3% annually. The County’s equipment currently occupies four “U” of space. The license fee for the first year for four “U” of rack space is $1,920. The recommended agreement includes an additional $14,290 in case the County needs to add “U” of rack space during the term. The maximum compensation for the potential 15-year term is $50,000. Sufficient appropriations and estimated revenues are included in the Internal Services Department, Org 8905 FY 2020-21 Recommended Budget and will be included in future budget requests.
DISCUSSION:
The Madera Radio Dispatch site is a part of an interagency effort to improve the regional emergency response network. The site consists of a communications tower and adjacent building located at 325 South D Street. The network was put in place prior to 2009. The improvements will occupy added rack space while modernizing the system to provide faster dissemination of information through direct law enforcement officer and firefighter communications and provides a redundancy factor in case of equipment or network failure.
The County is being assessed a fee by the City of Madera to install and operate communications equipment at the Dispatch site, based on the amount of rack space occupied. The County’s equipment occupies four “U” of rack space. The County Administrative Officer, or his designee, will be able to add, remove, and replace equipment as needed, and modify the license fee schedule accordingly to reflect any change in license fee.
With your Board’s approval, the County of Fresno will continue operating communications equipment at the Madero Radio Dispatch site. The City of Madera requires that the County sign the recommended agreement first. A fully executed copy of the recommended agreement will be forwarded to the Clerk of the Board of Supervisors after the City of Madera signs it.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - License Agreement
CAO ANALYST:
Sonia M. De La Rosa