HomeMy WebLinkAboutDoc 683 - Lease to State - Computer ServerDeschutes 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 December 20, 2010
Please see directions for completing this document on the next page.
DATE: December 14, 2010
FROM: Teresa Rozic Property & Facilities 385-1414
TITLE OF AGENDA ITEM:
Consideration of County Administrator's Signature of Document 2010-683, an Addendum to a Lease
between Deschutes County and the State of Oregon for Computer Server Space.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
The State of Oregon, Department of Consumer and Business Services ("DCBS") wishes to exercise its
option to extend its lease. The lease is for approximately eight (8) square feet of space within the
County's Computer Center (a "server rack") for their remote back-up system. DCBS is Oregon's largest
regulatory agency. The department administers state laws and rules and protects consumers and
workers in the areas of workers' compensation, occupational safety and health, financial services,
insurance, building codes, and targeted contracting opportunities for small businesses.
The Deschutes County Information Technology Department technology division manager negotiated
the rental rate and services with his counterpart at the DCBS. This is a two-year extension with an
option to renew.
FISCAL IMPLICATIONS:
There is an annual base rental amount of $28,344. Additional charges may apply, based on extra
services provided by the County IT Department.
RECOMMENDATION & ACTION REQUESTED:
Staff recommends signature by the County Administrator of Document 2010-683.
ATTENDANCE: Teresa Rozic
DISTRIBUTION OF DOCUMENTS:
Three originals to Teresa Rozic for signature by the 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.)
Date:
12/14/10
Please complete all sections above the Official Review line.
Department:
Contractor/Supplier/Consultant Name:
Contractor Contact:
Diana Yashar
Property & Facilities
State of Oregon
Type of Document: Addendum to Lease
Goods and/or Services: N/A
Contractor Phone #:
503.373.7131
Background & History: The State of Oregon, Department of Consumer and
Business Services ("DCBS") wishes to extend its lease of approximately eight (8)
square feet of space within the Computer Center (a "server rack") for their remote back-
up system. The Deschutes County Information Technology Department technology
division manager negotiated the rental rate and services with his counterpart at the
DCBS. This is a two-year extension with an option to renew.
Agreement Starting Date:
01/01/2011
Ending Date:
12/31/2013
Annual Value or Total Payment: CThere is an annual base rental amount of $28,344
Additional charges may apply, based on extra services provided by the IT Department.
N/A ❑ Insurance Certificate Received (check box)
Insurance Expiration Date:
State of Oregon provides its own
insurance within the limits of
ORS 30.260 — 30.300
N/A Check all that apply:
❑ RFP, Solicitation or Bid Process
❑ Informal quotes (<$150K)
❑ Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
N/A Funding Source: (Included in current budget? ❑ Yes ❑ No
If No, has budget amendment been submitted? ❑ Yes ❑ No
Is this a Grant Agreement providing revenue to the County? ❑ Yes ® No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
12/14/2010
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: ❑ Yes ❑ No
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title:
Teresa Rozic Phone #: 385-1414
Department Director Approval:
Signature Date
Distribution of Document: Originals to Teresa Rozic for signature by the lessee.
Official Review:
County Signature Required (check one): ❑ BOCC
❑ Department Director (if <$25K)
❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No.
Legal Review Date
Document Number 2010-683
12/14/2010
REVIEWED
LEGAL COUNSEL
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
WHEREAS, Lessor and Lessee entered into a Lease (DC 2009-664) with an
effective date 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, the parties desire to extend the term of the Lease;
NOW, THEREFORE, the parties agree that the Lease is hereby amended to
read as follows:
1. Term and Renewal: The effective date of this Lease shall be January 1, 2011
and shall continue until December 31, 2013. 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 Tess 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.
2. Lessee shall pay to Lessor as base rent the sum of Two Thousand Three
Hundred Sixty -Two Dollars ($2,362.00) per month. Rent shall be payable on the first
day of each month without notice or demand at the office of Deschutes County Property
& Facilities Department, 14 NW Kearney Avenue, Bend, Oregon 97701, or at such
other place as may be designated in writing by Lessor. Rent may be prorated for the
first partial month.
Base rent includes utilities as defined in Section 10(a) and Internet service with a
minimum bandwidth capacity of 30Mb/sec.
DC 2010-683
DAS LEA
Lessee Initial & Date
Page 1 of 2
ROL NUMBER 2888
Lessor Initial & Date
oc 2010.x,83
Except as otherwise provided in this'Adderidum, the terms and conditions of the
Agreement remain in effect
LESSOR:
DATED this day of , 2010
DESCHUTES COUNTY
By:
Dave Kanner, County Administrator
LESSEE: STATE OF OREGON acti
Departm au,of Consr
B
rough its
ess Services
DATED this da
10
APPROVAL: STATE OF OREGON acting by and through its
Department of Administrative Services
By:
DATED this day of , 2010
DC 2010-683
DAS LEA
Lessee Initial & Date
Page 2 of 2
NTROL NUMBER 2888
Lessor initial & Date