HomeMy WebLinkAboutDoc 409 - Amend Lease with State Building Code - Server SpaceDeschutes County Board of Commissioners
l300 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 August 13, 2014
Please see directions for completing this document on the next page.
DATE: August 7, 2014
FROM: James Lewis Property & Facilities 541-385-1414
TITLE OF AGENDA ITEM:
Consideration of Chair signature of document 2014-409, Third Amendment to Lease between
Deschutes County and the State of Oregon, Building Codes Division.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
Effective July 1,2012, Deschutes County leased office space at 117 NW Lafayette Avenue, Bend, to
the State Building Codes Division. The Term of the Lease was recently extended until June 30, 2015,
according to the same provisions included in the original lease and a previous addendum thereto. This
new amendment reflects a change to the physical room and area of space leased (an increase of 25
square feet), and the amount of the base rent (an increase of$25 per month). The leased area will now
be 155 square feet, with a base rent of $155 per month.
FISCAL IMPLICATIONS:
Increasing base rent to $155 per month ($1,860 per year), and retaining the existing $20 per month
($240 per year) for utilities.
RECOMMENDATION & ACTION REQUESTED:
Staff recommends that the Board of County Commissioners authorize the Chair to sign Document
2014-409.
ATTENDANCE: James Lewis
DISTRIBUTION OF DOCUMENTS:
One fully signed original returned to James Lewis will come back for our permanent records and copy
to tenant.
DESCHUTES COlJNTY 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 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 form with your documents, please submit this form
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Date: 18-132014) Department: IProperty & Facilitieij
Type of Document: Third Amendment to Lease
Goods and/or Services: N/A
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Background & History: Effective July 1, 2012, Deschutes County leased office
space at 117 NW Lafayette Avenue, Bend, to the State Building Codes Division. The
Term of the Lease was recently extended until June 30, 2015, according to the same
provisions included in the original lease and a previous addendum thereto. This new
amendment reflects a change to the physical room and area of space leased (an
increase of 25 square feet), and the amount of the base rent (an increase of $25 per
month). The leased area will now be 155 square feet, with a base rent of $155 per
month.
I Agreement Starting Date: IOctober 1, 2011 Ending Date: pune 30, 20151
Annual Value or Total Payment: §1 ,860 base rent, $240 for utilitiesl
N/A -statutory coverage
D Insurance Certificate Received
~~------~-----------.
Insurance Expiration Date: State of Ore on is self insured
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
I Is this a Grant Agreement providing revenue to the County? D Yes ~ No
Special conditions attached to this grant:
81712014
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: D Yes No
Contact information for the person responsible for grant compliance: Name:
Phone#:
I Departmental Contact and Title: James Lewis Phone #: 541-385-1414
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Department Director Approval: ~;l L VI£ i
t Signature Date
Distribution of Document: One fully signed original returned to James Lewis for our
permanent records and copy to tenant.
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Official Review:
County Signature Required (check one): 0 BOCC Department Director (if <$25K)
Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. ____-'
Legal Review Date
Document Number 2014-409
8/6/2014
I
i
I REVIEWED
J LEGAL COUNSEL .~
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THIRD 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 CONSUMER
AND BUSINESS SERVICES, BUILDING CODES DIVISION;
WHEREAS, Lessor and Lessee entered into a Lease (DC.2012-378) with an effective
date of July 1, 2012, as amended or supplemented by the First Lease Addendum (DC 2013
053) with an effective date of July 18, 2013, and the Second Lease Addendum (DC 2014
347) with an effective date of July 1, 2014, ("the Lease") covering space described as Room
212. approximately one hundred thirty (130) square feet of office space located at 117 NW
Lafayette Avenue, Bend, Oregon 97701 Deschutes County (the "Premises"); and
WHEREAS, the parties now desire to make changes to the Lease regarding the
Premises and the Rent;
NOW, THEREFORE, the parties agree that, effective October 1, 2014, the Lease is
hereby amended to read as follows:
Lessor hereby leases to Lessee and Lessee takes from Lessor the "Premises· described as
follows:
Room ~11 i, approximately one hundred .tRif:t:y fifty-five ~(155) square feet of
office space located at 117 NW Lafayette Avenue, Bend. Oregon 97701, (the
"Premises").
2. Rent. Lessee shall pay Base Rent in arrears by the 1Dth 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. Rent shall be payable without notice or demand at the
office of Deschutes County Property & Facilities Department, PO Box 6005. Bend,
Oregon 97708-6005, or at such other place as may be designated in writing by
Lessor. The monthly Base Rent shall be One Hundred ~Fifty-five Dollars
($130.00) ($155,00) per month.
Base rent includes office furnishings.
Except as otherwise provided in this Addendum, the terms and conditions of the original
Lease. and previous Addendums thereto, remain in effect.
SIGNATURES FOLLOW
DC 2014-409 Page 1 of 2
LESSOR: DATED this __ day of ________, 2014
BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
TAMMY BANEY, CHAIR
ATTEST: ANTHONY DEBONE, VICE CHAIR
Recording Secretary ALAN UNGER, COMMISSIONER
LESSEE:
STATE OF OREGON, acting by and through its Department of
By. ":::;Lf-~~~:LI..8L:1.fti!tJ~:::I.-----
DA ED fhis.'3Lday of \. 1uXt O ,2014
this 5 day of Ilursk ,2014
Consumer and . ess Service • Building Codes Division
DC 2014-409 Page 2 of 2