SR-100-003-05
Council Meeting: September 28, 2004 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Authorization of the City Manager to Negotiate and Execute an
Amendment to the City’s Agreement with Advanced Electronics for an
Antenna Site Lease over a Period of Five Years for an Amount not to
exceed $112,000
Introduction
This report recommends that the City Council authorize the City Manager to negotiate
and execute an amendment to the agreement with Advanced Electronics for an antenna
site lease over a period of five years for an amount not to exceed $112,000, including
tax.
Background
On July 9, 2003, the Big Blue Bus executed a contract with Siemens VDO Corporation
for the implementation of an Advanced Fleet Management System (AFMS). One
component of the AFMS project involves the upgrade of the equipment that the Big Blue
Bus owns at the Hollywood Hills antenna site, operated and maintained by Advance
Electronics.
Discussion
The Hollywood Hills antenna site currently houses a single transponder that the Big
Blue Bus owns. To support the new features and functions of the AFMS project, the Big
Blue Bus is required to replace the existing transponder at the Hollywood Hills site with
three new transponders. This new equipment will occupy additional floor space and has
higher power usage than the equipment currently in place. As a result, the Big Blue Bus
is obligated to amend its existing site lease agreement with Advanced Electronics which
has the leasing authority over the site, to account for the increased utilization of the site.
Budget/Financial
The cost for the antenna site lease will not exceed $112,000 over the next five years.
Funds of $22,400 for the first year are available in the Big Blue Bus Radio Systems
account C410100.589000 for the FY 2004/05 antenna site lease. Future antenna site
lease budgets will be determined by the amounts appropriated by Council in fiscal years,
2005/06, 2006/07, 2007/08 and 2008/2009. If the necessary funds for a subsequent
fiscal year are not appropriated by City Council, the agreement will allow for termination
of further services without penalty at the sole discretion of the City.
Recommendation
It is recommended that Council Authorize the City Manager to negotiate and execute an
amendment to the City’s agreement with Advanced Electronics for an antenna site
lease over a period of five years for an amount not to exceed $112,000, including tax,
with contract language reflecting annual funding authorizations as set forth above; and
authorize four additional one year renewal options at an estimated annual expenditure
of $22,400.
Prepared by: Stephanie Negriff, Director of Transit Services
Joe Stitcher, Assistant Director of Transit Services
Jory Wolf, Chief Information Officer
Al Dave, Software Systems Officer
Colin Probert, Transit Systems Analyst