HomeMy WebLinkAboutDoc 516 - Amend Lease - Space in DSCDeschutes 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 25,2013
Please see directions for completing this document on the next page.
DATE: September 9, 2013
FROM: Teresa Rozic Property & Facilities 541-385-1414
TITLE OF AGENDA ITEM:
Consideration of Board signature of Document 2013-516, a Lease Amendment between Deschutes
County and the State of Oregon, Department of Justice, Division of Child Support.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
In 2002, the State of Oregon leased approximately 8,000 square feet of office space in the Deschutes
Services Center, 1300 NW Wall Street. The Division of Child Support occupies the space. The lease
expires March 1, 2014. State of Oregon has requested a one-year extension.
FISCAL IMPLICATIONS:
Monthly rent is $15,012.48, a 3% increase from last year.
RECOMMENDATION & ACTION REQUESTED:
Staff recommends Board signature of Document 2013-516.
ATTENDANCE: Susan Ross
DISTRIBUTION OF DOCUMENTS:
All three originals to Teresa Rozic. State will return one fully signed original.
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form 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 Form is also required. If this form is not included with the document, the document will be retumed 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 form with your documents, please submit this form
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Date: [September 9, 2013 I Department: IProperty & Facilitieij
Type of Document: Lease Amendment
Goods and/or Services: N/A
Background & History: In 2002, the State of Oregon leased approximately 8,000
square feet of office space in the Deschutes Services Center, 1300 NW Wall Street.
The Division of Child Support occupies the space. The lease expires March 1, 2014.
State of Oregon has requested a one-year extension.
Agreement Starting Date: 103/01/20141 Ending Date: 102/28/2015\
Annual Value or Total Payment: !$180,149.7§
NI A -Statutory
D Insurance Certificate ReCeiVjd (ChjCk box)
Insurance Expiration Date:
N/A
Check all that apply:
D RFP, Solicitation or Bid Process
D Informal quotes «$150K)
D Exempt from RFP, Solicitation or Bid Process (specify see DCC §2.37)
N/A
Funding Source: (Included in current budget? DYes D No
If No, has budget amendment been submitted? DYes D No
Is this a Grant Agreement providing revenue to the County? DYes rgJ No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
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: DYes D No
9/9/2013
Contact information for the person responsible for grant compliance: Name:
Phone#:
Departmental Contact and Title: Teresa Rozic Phone #: 541-385-1414
~L--1/q/;;5Department Director Approval:
I Signature Date
Distribution of Document:
All three originals to Teresa Rozic. State will return one fully signed original.
Official Review:
County Signature Required (check one): 0 SOCC 0 Department Director (if <$25K)
o Administrator (if >$25K but <$150K; if >$150K, SOCC Order No. _____)
Legal Review Date
Document Number 2013-516
9/9/2013
•
STATE OF OREGON
LEASE AMENDMENT
THIS LEASE AMENDMENT, dated August 19,2013, is made by and between DESCl-illTES COUNTY, a
political subdivision of the State of Oregon (Lessor) and the STATE OF OREGON, acting by and through its
Department of Justice, Division of Child Support (Lessee).
Lessor and Lessee are parties to a lease dated October 10, 2002, as amended or supplemented by lease
amendments dated December 18, 2002, and April 16, 2004, (herein referred to as the Lease), covering
Premises described as approximately 8,037 rentable square feet of office space located at 1300 NW Wall
Street, Suite 100, Bend, Deschutes County, Oregon 9770 l.
Lessor and Lessee desire to amend or supplement the Lease.
In consideration of the mutual agreements contained herein, Lessor and Lessee agree that the Lease shall be
amended or supplemented as follows:
1. Term. The term of the Lease is hereby extended for one (1) year commencing March 1,2014, and
continuing through February 28, 2015.
2. Rent. Lessee shall pay Base Rent in arrears by the 10th day of each month for the preceding month or
partial month. The Base Rent for any partial month shall be prorated on a per diem basis. The monthly Base
Rent shall be per the following Rent Schedule:
LEASE PERIOD NET RENT BASE OP EXPNS* BASE RENT
03/01114 -02/28/15 $12,859 .98 $2,152.50 $15,012.48
*The Base Operating Expenses component in the Base Rent shall be subject to escalation and de-escalation
per actual costs accounted on an annual basis, as provided under Section 23 of the Lease.
3. Lessor's Liability Insurance. Effective March 1,2014, Section 12 of the Lease is hereby deleted in its
entirety and replaced with the following:
12. Lessor's Liability Insurance.
(a) Lessor shall obtain and keep in effect during the term of this Lease, a Comprehensive General
Liability policy or a Commercial General Liability policy for the Premises, covering bodily injury and
property damage from an insurance company authorized to do business in the State of Oregon. Insurance
coverage shall include bodily injury coverage, contractual liability coverage for the indemnity provided
under this Lease. Coverage limits shall not be less than $2,000,000 combined single limit per occurrence,
$4,000 ,000 aggregate for all claims per occurrence. Should the terms and conditions of Lessor's
insurance coverage change during the term of this Lease, the State reserves the right to require that
Lessor replace any coverage omitted or deleted by the change. There shall be no cancellation, material
change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s) without
thirty (30) days' prior written notice to Lessee from Lessor .
(b) Lessor shall indemnify and hold harmless the Lessee as named in this Lease, including its
officers, divisions, agents and employees, from all claims, suits, or actions of any nature resulting from
the acts or omissions of the Lessor, its officers, contractors, employees or agents under this Lease.
Page 1 DAS LEA E CONTROL NUMBER 2412
Les see Initial & Da Lessor Initial & Date DC 20 3 v 5 16
STATE OF OREGON, actin
By ________~~~~~~~~--~---------
Dme______________~~--+_--~=-------------
· ,
This Lease Amendment shall not become effective nor be binding on the State of Oregon or the Lessee
agency until it has been executed, in the signature spaces provided below, by all parties to the Lease
Amendment.
LESSOR: DESCHUTES COUNTY, a political subdivision of the State of Oregon
Dme________________________________________
By ________________________________________
Alan, Unger, Chair
By _____________________________________
Tammy Baney, Vice Chair
By _____________________________________
Anthony DeBone, Commissioner
By ________________________________________
Legal Counsel
LESSEE:
Department of J
APPROVAL: STATE OF OREGON, acting by and through its
Department of Administrative Services
By _____________________________________
Real Estate Services
Dme ________________________________________
2412 DO] Bend-Lease Amendment
08/19113 LB
CONTROL NUMBER 2412
Lessor lnitial & DateLessee lnitial & Dat