HomeMy WebLinkAboutDoc 334 - Amend Lease - Server Space to StateDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of September 16, 2013
Please see directions for completing this document on the next page.
DATE: September 3,2013
FROM: Teresa Rozic Property & Facilities 541-385-1414
TITLE OF AGENDA ITEM:
Consideration of Chair Signature of Document 2013-334, an Addendum to Lease between Deschutes
County, Lessor, and State of Oregon, Lessee.
PUBLIC HEARING ON THIS DATE? NO
BACKGROUND AND POLICY IMPLICATIONS:
In 2009, Deschutes County leased approximately eight (8) square feet of space within the County's
Computer Center (a "server rack") to the State of Oregon, Department of Consumer and Business
Services ("DCBS"), for their remote back-up system. DCBS is a regulatory agency that administers
state laws and rules. DCBS integrated with the State Data Center and the agency is now called
Enterprise Technologies Services. According to the terms of the lease, this is a one-year extension.
FISCAL 1MPLICATIONS:
Annual rental is $41,160.00.
RECOMMENDATION & ACTION REQUESTED:
Staff recommends Board authorize Chair to sign Document 2013-334 ..
ATTENDANCE: Teresa Rozic
DISTRIBUTION OF DOCUMENTS:
Two originals to Teresa Rozic for the Lessee.
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This fonn is required to be submitted with ALL contracts and other agreements. regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda. the Agenda Request Fonn is also required. If this fonn is not included with the document. the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes. and not directly to Legal Counsel. the
County Administrator or the Commissioners. In addition to submitting this fonn with your documents. please submit this fonn
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Date: \09/03/20131 Department: IProperty & Facilitiesl
Type of Document: Fourth Lease Addendum
Goods and/or Services: NIA
Background & History: In 2009, Deschutes County leased approximately eight (8)
square feet of space within the County's Computer Center (a "server rack") to the State
of Oregon, Department of Consumer and Business Services ("DCBS"), for their remote
back-up system. DCBS is a regulatory agency that administers state laws and rules.
DCBS integrated with the State Data Center and the agency is now called Enterprise
Technologies Services. According to the terms of the lease, this is a one-year
extension.
Agreement Starting Date: 101/01/2014j Ending Date: 112/31/2014j
Annual Value or Total Payment: ~41 ,160.0q
N/ A -Statutory o Insurance Certificate ReCeiVjd (ChjCk box)
Insurance Expiration Date:
N/A
Check all that apply:
o RFP, Solicitation or Bid Process o Informal quotes «$150K) o Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37)
N/A
Funding Source: (Included in current budget? 0 Yes 0 No
If No, has budget amendment been submitted? 0 Yes 0 No
Is this a Grant Agreement providing revenue to the County? 0 Yes [Z] No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
9/3/2013
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant-funded position so that this will be noted in the offer letter: 0 Yes 0 No
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title: Teresa Rozic Phone #: 541-385-1414
Department Director Approval: -+hv0-=------====-
Signature Date
Distribution of Document:
One original to Teresa Rozic for the Lessee.
Official Review:
County Signature Required (check one): 0 BOCC D Department Director (if <$25K)
D Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. _____)
Legal Review ~/bV Date q ~ (, .. (5
Document Number 2013-334
9/3/2013
REVIEWn ..... n ~l-.,~y
LEGAL COUNSEL
FOURTH ADDENDUM TO LEASE
Parties:
LESSOR: DESCHUTES COUNTY, a political subdivision of the State of Oregon
LESSEE: STATE OF OREGON, acting by and through its DEPARTMENT of ADMINISTRATIVE
SERVICES, ENTERPRISE TECHNOLOGIES SERVICES
WHEREAS, Lessor and Lessee entered into a Lease (DC 2009-664) with an effective date
of December 10, 2009, ("the Lease") covering space described as approximately eight (8) square
feet of space within the Computer Center of the building located at 14 NW Kearney Avenue Bend,
Deschutes County, Oregon 97701 (the "Premises"); and
WHEREAS, Lessor and Lessee amended the Lease January 1,2011 (DC 2010-683), April
11,2012 (DC 2012-168) and January 1, 2013 (DC 2012-659); and
WHEREAS, the parties desire to renew the Lease;
NOW, THEREFORE, the parties agree that the Lease is hereby amended as follows:
1. Term and Renewal: The effective date of this Lease shall be January 1, 2011 and
shall continue until December 31! 2014. This Lease may be terminated by either party
upon thirty (30) days' prior written notice. If this Lease is not terminated and Lessee is
not in default, Lessee shall have the option to renew this lease for successive terms of
twelve (12) months each (from January 1, to December 31). This option, if exercised,
shall be made by written notice to lessor given not less than sixty (60) days prior to the
last day of the expiring term. This Lease shall not be considered renewed for the
additional twelve months unless and until Lessor agrees in writing.
Except as otherwise provided in this Addendum, the terms and conditions of the Lease remain in
effect.
LESSOR: DATED this __day of _____, 2013
DESCHUTES COUNTY
By: _______________________________
Alan Unger. Chair
Deschutes County Board of Commissioners
MORE SIGNATURES FOLLOW
DC 2013-334 Page 1 of 2
LESSEE: STATE OF OREGON acting by and through its
Department of Administrative Services,
Enterprise Technologies Services
By I\J>,(\:J u ~
DATED this ~day of ~\d.6t ,2013
APPROVAL:
DA TE D this -.-!!!day of ---=-.!.:>Ifit..::...,;;;~-
DC 2013-334 Page 2 of 2