HomeMy WebLinkAboutDoc 486 - Extend 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 1!/., 2013
Please see directions for completing this document on the next page.
DATE: September 3,2013
FROM: James Lewis Property and Facilities 541-385-1414
TITLE OF AGENDA ITEM:
Consideration of Board Signature of Document 2014-486 an Addendum/Extension to a Lease between
Deschutes County, Lessor, and the State of Oregon Department of Administrative Services, Lessee.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
In 2009 Deschutes County leased approximately eight (8) square feet of space within Deschutes
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, within the Department of Administrative Services. Since
2009, there have been four addendums to the lease to reflect the change in agency name (to correct the
name of the actual Lessee), and three previous lease extensions. According to the terms of the lease,
this is an authorized one-year extension.
FISCAL IMPLICATIONS:
Annual Rent is $41,160.00
RECOMMENDATION & ACTION REOUESTED:
Staff recommends Board signature on Document 2014-486
ATTENDANCE: James Lewis
DISTRIBUTION OF DOCUMENTS:
Return original document to James Lewis for County records and copy to Lessee.
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 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: 109/03/201 ~ Department: IProperty & Facilitieij
Type of Document: Fifth Lease Addendum
Goods and/or Services: NIA
Background & History: In 2009 Deschutes County leased approximately eight (8)
square feet of space within Deschutes 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, within the Department of Administrative Services.
Since 2009, there have been four addendums to the lease to reflect the change in
agency name (to correct the name of the actual Lessee), and three previous lease
extensions. According to the terms of the lease, this is an authorized one-year
extension.
Agreement Starting Date: P1/01/20151 Ending Date: 112/31/20151
Annual Value or Total Payment: 1$41,160.001
N/ 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? 0 Yes No
If No, has budget amendment been submitted? DYes 0 No
Is this a Grant Agreement providing revenue to the County? D Yes ~ No
9/1612014
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
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title: Jjes Lewis _ Phone #: 541-385-1414
Department Director Approval: --f~-=------~----
'SignatUre Date
Distribution of Document:
Original to James Lewis for County records and Lessee. f
I
Official Review:
County Signature Required (check one): D soee D Department Director (if <$25K)
D Administrator (if >$25K but <$150K; if >$150K, soce Order No. _____.)
Legal Review Date
Document Number 2014-486
9/16/2014
REVIEWED
LEGAL COUNSEL
FIFTH ADDENDUM TO LEASE
parties:
LESSOR: DESCHUTES COUNTY, a poJiticalsubdivision 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, (lithe Lease', covering space desoribed 88 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 I
11,2012 (DC 2012-168), January 1,2013 (DC 2012-659); and September 16,2013 (DC 2013-I
334), and; I ,,
WHEREAS, the parties desire to renew the Lease;
NOW, THEREFORE, the parties agree that the Lease Is hereby amended 88 follows:
1. Term and Renewal: The effective date of this Lease shall be January 1, 2011 and
ahall continue until December 31,.2.Ql§. This Lease may be terminated by either party
upon thirty (30) days' prior written notice. If this Leale Is not terminated and Leasee Is
not In default, Lelsee Ihall have the option to renew trill lease for successive terms 'of
twelve (12) months each (from January 1, to December 31). This option, If exereleed,
shall be made by written notice to lessor given not les8 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 _______, 2014
BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
,
. TAMMY BANEY, CHAIR.
ATIEST: ANTHONY DEBONE, VICE CHAIR
Recording Secretary ALAN UNGER, COMMISSIONER
DC 2014-486 Page 1 of 2
I
~, ..
LESSEE:
DATED this 9V dayof~~~~.J....c::, 2014
APPROVAL:
8Y:'~4M~~~~~~________
DATED this i day Cif --lo.cllll"td.l......:...
DC 2014486 Page 2 of 2