To: Sonoma County Board of Supervisors
Department or Agency Name(s): Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2550
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Telecommunications Site Lease - Geyser Peak
End
Recommended Action:
Recommended action
A) Delegate authority to the Director of Sonoma County Public Infrastructure to negotiate and execute a proposed lease with Communications & Control, Inc., as landlord, for telecommunications vault and tower space purposes at 8770 Geysers Road, Geyserville, CA, for a term through up to December 31, 2034, with up to four, 5-year options to extend, and rent not to exceed $10,000/month subject to up to 3% annual adjustment, in form approved by County Counsel.
B) Delegate authority to the Director of Sonoma County Public Infrastructure to exercise and execute the extension options under the proposed lease, in form approved by County Counsel, and contingent on availability of adequate funding for such.
end
Executive Summary:
The General Services Department (currently, “Sonoma County Public Infrastructure”) manages the site agreements for the telecommunications sites and related projects necessary to support the public safety and emergency communications of the Sonoma County Sheriff’s Office. County currently leases the premises at the Geyser Peak site under a holdover provision of the former lease. County desires to enter into a new long-term site lease for the premises, to continue operations for Sheriff’s Office Telecommunications purposes.
Discussion:
The subject telecommunications site on Geyser Peak is subject to a master lease between the property owner and Communications & Control, Inc. The County has leased (pursuant to a sublease) the space at this site since 1999 pursuant to agreement with Communications & Control under an original lease initially expiring December 31, 2008, and later amended and extended to December 31, 2018. Since the term expiration, County has been on holdover status, with the landlord’s consent.
The premises location is critical to emergency and safety communications for the County. The County has a fire watch camera at this site which is used in cooperation with Sonoma Water. County currently pays the Landlord approximately $215/month for electrical service, and $125/ month for road access charges. (As there is an existing lease in place currently, prior appropriations have been authorized for payment of rent and other charges for this site).
County staff recommends ending the month-to-month holdover and entering into a new, long-term lease, since this site is critical and necessary for continued operations in the north Sonoma County area, and there are no alternative sites that could provide adequate telecommunications and radio coverage. County desires to enter into a new long-term lease, which remains under negotiation with Communications & Control, Inc. SPI staff is negotiating for a proposed lease to commence on or about February 15, 2023, and to expire December 31, 2034. Staff is also seeking to obtain four successive 5-year options to extend the lease term, at then-current market rents.
At the current leased premises, County operates and maintains eight equipment racks in the existing vault and leases space on the existing towers for nine antennas, one camera, and three microwave antennas. Current rent for the premises during the month-to-month holdover is approximately $9,870/month. Base rent under the proposed new lease for the initial lease term is expected not to exceed $10,000/month. Additional financial obligations under the proposed lease are expected to include: an electricity use charge of approximately $340/month; an access road use charge of $125/month; ten percent of road maintenance charges based on actual costs incurred by Landlord (and County payment towards said road maintenance charges to be approximately $5,000 cumulatively every five years); and twenty-five percent of total propane costs incurred by Landlord for access to Landlord’s emergency generator estimated at approximately $1,000 per year.
The proposed lease will be substantially in accord with the proposed lease attached to this Report, with final terms and conditions consistent with those outlined above.
Government Code Section 25350 requires two Board actions, which includes publication of a notice of intent for three (3) consecutive weeks prior to consummation of a lease agreement valued at more than $50,000. The Clerk published the notice of intent as approved by your Board on or immediately after November 8, 2022.
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Resilient Infrastructure
Goal: Goal 2: Invest in capital systems to ensure continuity of operations and disaster response.
Objective: Objective 1: Strengthen critical communications infrastructure, interoperability, and information technology tools relied upon during disasters.
Prior Board Actions:
11/08/22 - Declared intent to enter into the proposed Lease.
09/12/06 - Authorized the General Services Director to execute the First Amendment to lease pursuant to Resolution No. 06-0789.
04/08/03 - Authorized the General Services Director to execute the Original Lease pursuant to Resolution 03-0358.
Fiscal Summary
|
Expenditures |
FY 22-23 Adopted |
FY23-24 Projected |
FY 24-25 Projected |
|
Budgeted Expenses |
$118,411 |
$121,963 |
$125,622 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$118,411 |
$121,963 |
$125,622 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
$118,411 |
$121,963 |
$125,622 |
|
State/Federal |
|
|
|
|
Fees/Other |
|
|
|
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$118,411 |
$121,963 |
$125,622 |
Narrative Explanation of Fiscal Impacts:
Prior authorization for payment of lease rent amounts were previously granted by the Board as the proposed lease is a renewal of an existing lease, and lease payments are included in the General Services FY 2022-23 Adopted Budget. Lease rent for FY23-24 and FY24-25 are anticipated to be approximately $121,963 and $125,622, respectively, with fixed increases not to exceed 3%.
Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
Copy of Proposed Lease Agreement
Related Items “On File” with the Clerk of the Board:
None