HomeMy WebLinkAboutDoc 101 - Lease to State Police - LafayetteDeschutes 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 February 25, 2015
Please see directions jor completing this document on the next page.
DATE: February 3, 2015
FROM: James Lewis Property & Facilities 541-385-1414
TITLE OF AGENDA ITEM:
Consideration of Chair signature of document 2015-101.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
Effective January 1, 2015, The State of Oregon -Department of State Police, entered into an
intergovernmental office space agreement (lease) with Deschutes County for approximately 410 square
feet of office space (Suites 201A and 201B) at 117 NW Lafayette Avenue, Bend. The premises is used
for functions related to its business as a law enforcement agency. Since that time, the State Police has
indicated a need for additional space within the same building related to their existing use. The
amendment will add Suite 201-C, add the right for one additional parking space, and will increase the
base rent to $1,187. The Term of the agreement will not change and will remain January 1,2015
through June 30, 2018.
FISCAL IMPLICATIONS:
Annual rental income is $ 14,244 ($1187/month).
RECOMMENDATION & ACTION REQUESTED:
Staff recommends that the Board of County Commissioners sign Document 2015-101.
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 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 tor tracking purposes, and not directly to Legal Counsel. the
County Administrator or the Commissioners. In addition to submitting this tonn with your documents, please submit this tonn
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Date: ~-3-2015! Department: \Property & Facilitie~
Contractor/Supplier/Consultant Name:
Contractor Contact: Rand Hinrichse
Type of Document: Intergovernmental Office Space Agreement (Lease) -Amendment
Goods and/or Services: N/A
Background & History: Effective January 1, 2015, The State of Oregon
Department of State Police, entered into an intergovernmental office space agreement
(lease) with Deschutes County for approximately 410 square feet of office space (Suites
201A and 201 B) at 117 NW Lafayette Avenue, Bend. The premises is used for
functions related to its business as a law enforcement agency. Since that time, the
State Police has indicated a need for additional space within the same building related
to their existing use. The amendment will add Suite 201-C, add the right for one
additional parking space, and will increase the base rent to $1,187. The Term of the
agreement will not change and will remain January 1, 2015 through June 30, 2018.
Agreement Starting Date: IJanuary 1, 201~ Ending Date: Rune 30, 201 @
.Annual Value or Total Payment: [$14,244 ($1 ,187 base rent per month]
=-------~---+--------~~----~--~--------~~
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 D No
If No, has budget amendment been submitted? DYes D No
Is this a Grant Agreement providing revenue to the County? DYes I2l No
Special conditions attached to this grant:
2/3/2015
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: James Lewis Phone #: 541-385-1414
Department Director Approval: L ~ z -3:> -Z-LJ/S
rslQnature Date
Distribution of Document: One fully signed original returned to James Lewis for our
permanent records and copy to tenant.
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 2015-101
2/3/2015
Lessee Initial & Date
STATE OF OREGON
INTERGOVERNMENTAL OFFICE SPACE AGREEMENT
THIS AMENDMENT, datcd Fcbruary 3, 2015, is made by and betwccn DESCHUTES COUNTY, a political
subdivision of the State of Oregon ("Lessor") and THE STATE OF OREGON, acting by and through its
Department of State Police ("Lessee").
Lessor and Lessee are parties to a lease dated December 8, 2014, (herein referred to as the Lease), covering
premises described as approximatcly 410 square feet of office space in Suites 201A and 201B in a building
located at 117 NW Lafayette Avenue, Bend, Deschutes County, Oregon 9770 I.
In consideration of the mutual agreements contained herein, Lessor and Lessee agree that the Lease shall be
amended or supplemented as follows:
1. Premises. Effective February t, 2015, the Premises section shall be deleted in its entirety and replaced
with the following:
PI·cmises. Approximately 550 squal'e feet of office space in Suites 20IA, 20IB, and 20Ie, in a
building located at 117 NW Lafayette Avenue Bend, Deschutes County, Oregon 9770 t, as shown on the
modified Exhibit B attached.
2. Rent. Effective Februal'Y 1,2015, Section 2 -Rent of the lease is hereby deleted in its entirety and
rel)laced with the following:
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 PHONE & DATA BASE RENT
02/01115 -06/30118 $1 ,087.80 $100.00 $1 187.80
3. Parking. Effective February 1,2015, Section 5 -Option to Extend of the lease is hereby deleted in its
entirety and replaced with the following: .
5. Parking. Lessee, its employees, and clientele shall have the right to park in four (4) spaces of which
two (2) are secured, in the parking lot shown on the original Exhibit A. Parking for the disabled will
always be provided in compliance with the Oregon Revised Statutes (ORS) 447.233.
This Lease shall not become effective and shall not be binding upon the State of Oregon or any agency
thereof until it has been executed, in the signature spaces provided below, by aU parties to this Lease,
including those whose approval is required.
ONTROL NUMBER 3169
Lessor Initial & Date
EXHlBITS
Date,_~_'__~-.....:.....,--------=-7_'_:__--
LESSEE:
Date_____----"''---_ '--'-----"--________
APPROVAL: STATE OF OREGON, acting by and through its
Department of Administrative Services
By __________________________--------~~
Real Estate Services
D~e ___ ______________ ~~~_
1. Modified Exhibit B -Floor Plan
LESSOR: DESCHUTES COUNTY, a political subdivision of the State of Oregon
By ___________________________________
By__________________________________ __
By ____ ~~--~----=_--~~=_------------
DG 1115115
Lessor Initial &. Date
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Exhibit 8 -Bldg Plan Lease 3169