Discussion and possible action on any and all matters regarding the approval of change orders associated with the previously approved purchases of a communications shelter and a Sabre 60-foot tower, and authorize a budget transfer. (Fernando Corona, Information Technology Manager)

On February 12, 2025, the City Council approved the purchase of a 16-by-27-foot concrete communications shelter from Sabre Industries in the amount of $336,917.10, PO#2025-00003095 and a 60-foot Sabre Model S3TL self-supporting Category VI tower in the amount of $98,871.03, PO#2025-00003094. These components will house critical communications and radio repeater equipment for the Yuma Regional Communication System (YRCS), supporting essential public safety communications infrastructure.
Since that approval, staff is requesting authorization for the following change order:

• An increase of $11,958.63 to upgrade the backup power system from propane to diesel and extend generator runtime to 48 hours, of the original proposed generator included in the 16-by-27-foot concrete communications shelter bid. This will improve system reliability during prolonged outages.
• An additional $56,773.18, to increase the concrete pad’s capacity and allow the tower to be expandable up to 100 feet. The upgrade also increases the tower's load-bearing capacity to 50% at the time of radio repeater activation. This design change was recommended during planning and design meetings to better prepare the City of San Luis for future infrastructure needs, including potential Smart City applications. The change directly affects the already approved original bid for a 60-foot Sabre tower.

The total of these change orders is $68,731.81.  Procurement will be made through the National Association of State Procurement Officials ("NASPO") State Contract #CTR069967 with Sabre Industries, which has provided a change order quote for the necessary structural and hardware changes. If the change orders are approved, a new purchase order will be issued for FY26 totaling $504,242.33 since the last FY25 purchase orders have been closed. The approved purchase orders from last FY25 will only be referenced in the new FY26 purchase order.

Staff is requesting a budget transfer of $104,242.33 from Waste Water Fund GL account 310-311-90015, Project 2025050, to Impact Fees Fund GL account 806-181-90000, Project 2025021. Although the change order totals a sum  of $68,731.81, we are asking for a total of $104,242.33 to cover the $35,510.52 expenses that did not carry over from the prior fiscal year. After the FY26 budget was approved, it was discovered that Sabre would be unable to deliver the project on schedule, causing these funds to carry over into the current fiscal year.


missing since we discovered, after budget FY26 was approved that Sabre would be unable to deliver the project on schedule, causing the $35,510.52 fiscal impact to carry over to fiscal year 2026 with the change orders included, the total project cost (shelter and tower) is now $504,242.33.