City of Kingston Report to Council Report Number

Transcription

1 To: From: Resource Staff: Date of Meeting: Subject: Executive Summary: City of Kingston Report to Council Report Number Mayor and Members of Council Denis Leger, Commissioner, Transportation, Facilities and Emergency Services Rhéaume Chaput, Fire Chief, Kingston Fire & Rescue Radio Tower Lease Corporate-Wide Mobile Radio System Staff is seeking Council authority to proceed with a new contract to secure and lease space on the new SBA Canada, ULC communication tower located at 1174 McAdoo Lane. The current tower will be decommissioned and the existing lease will be terminated once the new replacement tower is operational. SBA Canada, ULC requires tenants to provide a capital investment component which secures the tenants space on the new communications tower. In consideration for the amount of the capital investment, the lessor has provided a minimum of a ten year lease commitment and reduced monthly lease costs. The tower will meet the corporate long term requirements and provide a secure site for the foreseeable future by providing a robust and dependable communications site for the City of Kingston Corporate- Wide Mobile Radio System. The City of Kingston awarded a contract to Motorola Solutions Canada to install a city-wide P25 simulcast trunking 700 mhz radio system. As part of this solution, the continued existence of a communication link at McAdoo Lane was identified as a key part of the core infrastructure requirements. Recommendation: That Council authorize the Mayor and Clerk to execute a lease agreement with SBA Canada, ULC for space on a new communication tower to be constructed at 1174 McAdoo at a total initial capital cost of $50,000 plus HST and a five year average monthly lease cost of $4,048 plus HST, in a form satisfactory to the Director of Legal Services. Council Meeting 16 10

2 Page 2 of 5 Authorizing Signatures: Denis Leger, Transportation, Facilities & Emergency Services Gerard Hunt, Chief Administrative Officer Consultation with the following Members of the Corporate Management Team: Cynthia Beach, Corporate & Strategic Initiatives Lanie Hurdle, Community Services Jim Keech, President and CEO, Utilities Kingston Desiree Kennedy, Chief Financial Officer & City Treasurer Council Meeting 16 11

3 Options/Discussion: Page 3 of 5 Kingston Fire & Rescue and Kingston Police Services currently lease space on the communication tower at 1174 McAdoo Lane for existing radio systems. The current tower is near the end of its life cycle and a new replacement tower is being constructed by SBA Canada, ULC. The current tower will be decommissioned and the existing lease will be terminated once the new replacement tower is operational. Staff is seeking Council authority to proceed with the award of a new contract to secure and lease space on the replacement communication tower to be located at 1174 McAdoo Lane. This is a key communication link required for the implementation of the new Corporate-Wide Mobile Radio System Project. The City of Kingston earlier awarded a contract to Motorola Solutions Canada to install a citywide P25 simulcast trunking 700 mhz radio system. As part of this solution, the continued existence of a communication link at McAdoo Lane was identified as a key part of the core infrastructure requirements. Staff initially sought and received budget approval of $400,000 to construct its own communications tower as it was generally considered to be more costeffective. In addition at the time it was unknown that the existing tower would be replaced. It was subsequently determined that the existing supplier and lessor of the communications tower would build a new structure. Staff further reviewed the implications of building its own structure vis-à-vis the economies of scale of pursuing a new contractual arrangement with SBA Canada ULC and it was determined that the latter would be more beneficial and cost-effective. This would also eliminate the costs and risks associated with construction project management and provide an ideal location for the required tower. The new communications tower being constructed by SBA Canada ULC will be the same height as the existing tower and will be constructed on the existing site. The new tower meets current regulations and is designed to accommodate new communications equipment. The new tower is strategically situated to provide ideal efficiency and will accommodate the long term needs for the new Corporate-Wide Mobile Radio System. The new SBA communication tower is an intricate component and one of four communication towers required for the Corporate- Wide Mobile Radio System. The new radio system will require the use of three other communication towers, one of which will be city-owned and is being constructed at Fire Station #9 at Rock Road and Highway 38 and the other two which are currently in existence and leased. SBA Canada, ULC requires tenants to provide a capital investment component which secures the tenants space on the new communications tower. In consideration for the amount of the capital investment, the lessor has provided a minimum of a ten year lease commitment and reduced monthly lease costs. The current monthly lease amounts for the existing tower are $2,876/month for Kingston Fire & Rescue and $2,259/month for Kingston Police Services for a combined total of $5,135/month. The proposed five-year average total monthly cost is a combined $4,048 resulting in a net monthly saving of $1,087. The initial capital contribution of $50,000 and the reduced monthly costs are deemed to be good value and the agreement is critical as it relates to the specific Council Meeting 16 12

4 Page 4 of 5 needs of height, location and support for this key public safety infrastructure. The location is crucial and necessary for delivery of the required public safety core infrastructure. In consultation with the stakeholders below, it has been agreed that the respective share of cost for the tower lease will be shared on a proportionate basis. The cost was determined prorated on the basis of the number of mobile and personal radios each agency maintains. The new monthly lease cost will be shared as follows: Kingston Police Services $1,478 Kingston Fire & Rescue $1,073 Utilities Kingston $ 607 Public Works $ 607 Transit $ 283 The radio tower is considered a public safety core infrastructure that will allow the installation of radio antennas and microwave dishes as part of the solution for the Corporate- Wide Mobile Radio System. The tower is expected to be fully operational by September 1, The new lease costs will be prorated upon the completion of transition of infrastructure to the new tower. Existing Policy/By-Law: Purchasing by law # as amended Notice Provisions: There is no notice provision required for this report. Accessibility Considerations: Not applicable Financial Considerations: There are sufficient funds in the approved capital budget to proceed with the $50,000 capital investment required for this project. The reduced monthly lease payments will be incorporated in future years operating budget submissions. Contacts: Rhéaume Chaput, Fire Chief, Kingston Fire & Rescue ext Greg Robinson, Executive Officer, Kingston Fire & Rescue ext Scott Geoffrey, Director Information Services, Kingston Police ext Council Meeting 16 13

5 Page 5 of 5 Other City of Kingston Staff Consulted: Lana Foulds, Manager, Financial Planning Alan McLeod, Senior Legal Counsel Exhibits Attached: Not applicable Council Meeting 16 14