HomeMy WebLinkAboutLease Extension - State Use of County FacilitiesDeschutes 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 April 8, 2015
Please see directions for completing this document on the next page.
DATE: March 26, 2015
FROM: James Lewis Property & Facilities 541-385-1414
TITLE OF AGENDA ITEM:
Consideration of Board signature of document 2015-202.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
A 7-month lease extension for approximately 8,037 square feet of office space (1300 NW Wall Street,
Suite 100) to the State of Oregon -Department of Justice, Division of Child Support. The DOJ is
currently seeking new space and therefore only requires a 7-month extension at this time. The premises
will continue to be used for functions related to its business as a social service provider. The Term of
the agreement is from July 1, 2015 through January 31, 2016. The base rent is $15,012.48 (which
includes $2,152.50 for base operating expenses) per month through the entire length of the term.
FISCAL IMPLICATIONS:
Annual (term) rental income is $60,169.92 ($15,012.48/month).
RECOMMENDATION & ACTION REOUESTED:
Staff recommends that the Board of County Commissioners sign Document 2015-202.
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 tonn 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 fonn with your documents, please submit this fonn
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Date: :3-2620151 Department: IProperty & Facilitieij
Contractor/Supplier/Consultant Name: I State of Oregon -Department of Justice,1
IDivision of Child Suppoij
Contractor Contact: ILisa Haved Contractor Phone #: 1503-373-708~
Type of Document: Lease Extension (Lease)
Goods and/or Services: N/A
Background & History: A 7 -month lease extension for approximately 8,037 square
feet of office space (1300 NW Wall Street, Suite 100) to the State of Oregon
Department of Justice, Division of Child Support. The premises will be used for
functions related to its business as a social service provider. The Term of the
agreement is from July 1, 2015 to January 31, 2016. The base rent is $15,012.48
(which includes $2,152.50 for base operating expenses) per month through the entire
length of the term.
Agreement Starting Date: I July 1,20151 Ending Date: panuary 31,20161
Annual Value or Total Payment: 1$60,169.92 ($15,012.48 base rent per month~
N/A -statutory coverage o I nsurance Certificate Received (check box
~~------~----------~ Insurance Expiration Date: State of Ore on is self insured
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 DeC §2.37)
N/A
Funding Source: (Included in current budget? 0 Yes 0 No
If No, has budget amendment been submitted? 0 Yes 0 No
Is this a Grant Agreement providing revenue to the County? 0 Yes [:gJ No
Special conditions attached to this grant:
\
1
3/26/2015
___
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: __I-~V_~_____
, Signature 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. _____1
Legal Review Date
Document Number 2015-202
3/26/2015
-Oregon
Kale Brown, Governor Department of Administrative Services
Enterprise Asset Management -Real Estate Services
1225 Ferry Street SE, UlOO
Salem, OR 97301-4281
PHONE: 503-373-7084
FAX: 503-373-7210
March 25,2015
Deschutes County
~. (
PO Box 6005
Bend, Oregon 97708-6005
A TIN: Susan Ross, or successor
Re: Lease between DESCHUTES 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)
Dear Ms. Ross,
The above referenced Lease dated October 10, 2002, (DAS Lease #2412), is due to expire on June 30,
2015.
The Lessee would like to extend the lease to January 31,2016.
Therefore, this letter shall serve as fonnal documentation that the Lease between Lessor and Lessee dated
October 10, 2002, as amended or supplemented by lease amendments dated December 18, 2001, April 16,
2004 and August 19, 2013, and lease extension letter dated December 19,2014 (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 97701, shall remain in full force and
effect pursuant to current tenns until January 31, 2016.
This letter is being sent by Department of Administrative Services acting as leasing agent for Lessee, the
STATE OF OREGON, acting by and through its Department of Justice, Division of Child Support.
Thank you for your consideration in this matter. ACCEPTED AND AGREED:
Sincerely,
LESSEE: STATE OF OREGON, acting by and through
its Department of Justice, Division of Child Support
BY'~
Lisa Haver, Leasing & Property Agent Date: ______________
Dept. of Administrative Services
Enterprise Asset Management
Real Estate Services
1225 Feny Street SE, UI00
Salem, OR 97301-42&1
Phone: 503-373-70&4
Fax: 503-373-7210
SIGNATURES FOLLOW
I IJ': 1.
DC 2015-20r.~
REVIEWED
LEGAL COUNSEL
DATED this __day of _______ BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
ANTHONY DEBONE, Chair
ATTEST: ALAN UNGER, Vice-Chair
Recording Secretary TAMMY BANEY, Commissioner
STATE OF OREGON
County of Deschutes
)
)
)
ss.
Before me, a Notary Public, personally appeared ANTHONY DEBONE, ALAN UNGER and TAMMY
BANEY, the above-named Board of County Commissioners of Deschutes County, Oregon and
acknowledged the foregoing instrument on behalf of Deschutes County, Oregon.
DATED this __day of ______
My Commission Expires: ________
Notary Public for Oregon
DOCUMENT NO. 2015-____ 2&1F2