SR 06-11-2019 3E
City Council
Report
City Council Meeting: June 11, 2019
Agenda Item: 3.E
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To: Mayor and City Council
From: Edward King, Director, Big Blue Bus, Finance & Administrative Services
Subject: Approval of Big Blue Bus (BBB) lease extension with Bearcomm for
Hollywood Hills Radio Site
Recommended Action
Staff recommends that City Council authorize the City Manager to negotiate and
execute a second amendment and reinstatement of agreement #4553 in the amount of
$181,000 with Bear Communications, Inc., a California corporation, for extension of an
antenna site lease. The change would result in a 20-year amended agreement with a
total contract amount not to exceed $507,000, with future year funding contingent on
Council budget approval.
Summary
In 2005, Big Blue Bus (BBB) entered into an agreement with Advanced Electronics, the
predecessor-in-interest to Bear Communications, Inc., for the sublease of an antenna
site in the Hollywood Hills to install radio transponders to allow BBB to communicate
with its vehicles across its service area. The antenna site is the only location available
to adequately provide data signals to BBB’s operational systems. Staff recommends
that City Council authorize the City Manager to negotiate and execute a second
amendment and reinstatement to the Antenna Site Sublease Agreement #4553 with
Bear Communications, Inc. for one year with four additional one-year options, and for
additional compensation in an amount not to exceed $181,000. The amount for the first
year of the extension would be $32,600. This would result in a 20-year amended
agreement with a new total contract amount not to exceed $507,000, with future year
funding contingent on Council budget approval. This is a sole source procurement due
to Federal Communications Commission (FCC) regulations regarding the BBB’s ability
to transmit radio signals.
Discussion
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BBB implemented an Advanced Fleet Management System (AFMS) in 2003 for transit
vehicles that provides Computer Aided Dispatch/Automatic Vehicle Location (CAD/AVL)
data. In support of the AFMS, the City entered into a sublease with Advanced
Electronics, the predecessor-in-interest to Bear Communications, Inc. on February 8,
2005 to install radio transponders at the Hollywood Hills antenna site. Currently, the
Hollywood Hills antenna site houses BBB’s radio equipment which provides support for
the AFMS, voice communication (two-way radio between buses and dispatch), data for
real-time signage and customer trip-planning applications such as NextBus, Transit, and
Google Transit, and vehicle tracking. BBB utilizes these radio frequencies to
communicate with vehicles, collect data to locate and monitor those vehicles, and
provide real-time scheduling information to many other transit agencies and systems.
The data provides real-time information to customers on bus arrival information through
various applications, providing an advanced customer service experience to the
community. The sublease was for a five (5) year term with two separate options to
extend for five (5) years each. The City exercised both options, and the second option
expired on April 30, 2019. The BBB seeks to reinstate this sublease to prevent any
interruption of radio communications, impacting services provided by BBB and other
regional transit operators.
Past Council Actions
Meeting Date Description
September 28, 2004
(attachment A)
Authorization of 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, with options, for an Amount not to exceed $112,000.
Financial Impacts and Budget Actions
Staff seeks authority to increase the amount of agreement with Bear Communications,
Inc. for a lease for an antenna site for Big Blue Bus.
Contract/Agreement/Purchase Order Modification Request
Agreement
#
Current
Authorized
Amount
Modified
Request
Amount
FY 2018-19 Budget
Dept/CIP Account #
Total Revised
Contract
Amount
#4553 $326,000 $181,000 C6004770.689000 $507,000
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Future funding is contingent upon Council approval.
Prepared By: Enny Chung, Sr. Admin Analyst - Grants
Approved
Forwarded to Council
Attachments:
A. SR- 09282004
B. OAKS INITIATIVE DISCLOSURE FORM_Bearcomm
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’sAgreement 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’sagreement 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
REFERENCE:
Contract No. 10857
(CCS)