Title
Sheriff's Office recommending the Board:
1) Authorize the Chair to sign retroactive Amendment I to Agreement 7158 Communications Vault Lease L-1810 with the State of California, increasing the amount by $4,540 for a new total amount of $109,080, with new payments beginning March 1, 2026 with no change to the original term of the Agreement; and
2) Authorize the Purchasing Agent to sign future amendments to Agreement for Services 7158, that do not alter the total amount or term, contingent upon approval by County Counsel and Risk Management.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The Sheriff's Office has a main and a secondary radio frequency located at the Pine Hill site which is essential for the operation of radio and data systems for the lower half of our County. This site is the only one available that will work for this service area in the County.
On June 14th, 2022, with Legistar file 22-1019, the board approved and signed Communications Vault Lease L-1810 with the State of California for a ten-year term from July 1, 2022, through June 30, 2032, for the lease of property at Pine Hill in the amount of $104,540, and a one-time $5,000 Administration Lease Preparation fee, for the purpose of installing, operating and maintaining telecommunications equipment.
The radio tower is used to support the Sheriff's Office communications system, which is critical to public safety operations. In order to improve system functionality and ensure reliable communications, staff is installing data pathway devices that enable the simultaneous transmission of radio repeaters. The Sheriff's Office is requesting the Board approve Amendment I to Agreement 7158 to cover the addition of data pathways at the communications vault with a retroactive start date of March 1, 2026 for the new payment amounts. The expiration date of the term of this lease is not changing and remains June 30, 2032, with three successive five-year options to extend.
Adding Data Pathways Delivers Several Key Benefits:
-Improved Deputy Safety: Data pathways support integration with systems that directly affect Deputy safety, including emergency alerting, site security monitoring, backup power status, and environmental sensors. Faster detection of failures or threats helps ensure Deputies are not left without reliable communications in the field. In addition, it increases the reliability and stability of critical communications during high stress situations enabling clear command and control to reduce to potential for miscommunication.
-Future-Ready Public Safety Infrastructure: Law enforcement technology continues to evolve, including expanded use of data-driven dispatch, analytics, and next-generation communications. Including data pathways ensures tower infrastructure can support future systems without costly and disruptive retrofits. These data pathways will also ensure public funds are safeguarded by reducing the downtime of critical communications infrastructure.
-Support for Interoperability and Multi-Agency Operations: Data pathways make it easier to integrate the Sheriff’s radio system with other public safety partners, including police, fire, EMS, and emergency management. This supports coordinated responses, shared situational awareness, and joint operations during large scale incidents. Additionally, these pathways will ensure that allied agencies from adjacent jurisdictions and the allied agencies within the county can clearly communicate.
-Protection of Critical Public Safety: Radio towers are foundational to law enforcement operations. Data pathways ensure these assets remain reliable, adaptable, and resilient over their full lifecycle, directly supporting the Sheriff’s Office mission to protect life & public safety.
The contract is retroactive due to delays in receiving the lease amendment from the state and negotiations over the addition of the new equipment, as describe in attachment D.
ALTERNATIVES
There are no other viable alternatives and this is a critical part of the public safety communications system.
PRIOR BOARD ACTION
06/14/2022 Legistar file 22-1019
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel reviewed and approved
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
No Change to Net County Cost. These expenses are budgeted in the Sheriff’s Office’s annual operating budget, and will continue to be budgeted in following years.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Return one fully executed Amendment I back to the Sheriff's Office for distribution
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Undersheriff Eric Palmberg