HomeMy WebLinkAboutDoc 193 - Amend Lease with State Bldg Codes DivDeschutes 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 22, 2015
Please see directions for completing this document on the next page.
DATE: April 6, 2015
FROM: James Lewis Property & Facilities 541-385-1414
TITLE OF AGENDA ITEM:
Consideration of Chair signature of document 2015-193, a Fourth Addendum (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 original Lease was previously amended to increase the square
footage of the leased area and to extend the lease to June 30,2015, according to all other provisions
included in the original lease. This new amendment reflects an additional extension of the lease until
June 30, 2017 (two additional years), and an increase in the amount of the base rent (an increase to
$325 per month). All other provisions will remain the same.
FISCAL IMPLICATIONS:
Increasing base rent to $325 per month ($3,900 per year).
RECOMMENDATION & ACTION REQUESTED:
Staff recommends that the Board of County Commissioners authorize the Chair to sign Document
2015-193.
ATTENDANCE: James Lewis
i DISTRIBUTION OF DOCUMENTS:
I One fully signed original returned to James Lewis will come back for our permanent records and copy
to tenant.
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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 tonn is not included with the document. the document will be retumed 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 fonn with your documents, please submit this fonn
electronically to the Board Secretary.)
Please complete all sections above the Official Review line.
Date: @-6-20151 Department: IProperty & Facilitieij
Type of Document: Third Amendment to Lease
Goods and/or Services: N/A
Background & History: Effective July 1,2012, Deschutes COLinty leased office
space at 117 NW Lafayette Avenue, Bend, to the State Building Codes Division. The
original Lease was previously amended to increase the square footage of the leased
area and to extend the lease to June 30, 2015, according to all other provisions
included in the original lease. This new amendment reflects an additional extension of
the lease until June 30, 2017 (two additional years), and an increase in the amount of
the base rent (an increase to $325 per month). All other provisions will remain the
same.
Agreement Starting Date: puly 1, 20151 Ending Date: pune 30, 20171
Annual Value or Total Payment: $3,900 base ren~
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 o No
If No, has budget amendment been submitted? Yes o No
Is this a Grant Agreement providing revenue to the County? D Yes ~ No
Special conditions attached to this grant:
4/6/2015
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: --J.b"-----......b==:I:..-----
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): BOCC 0 Department Director (if <$25K)
o Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. _____)
Legal Review Date
Document Number 2015-193
4/3/2015
REVIEWED
LEGAL COUNSEL
FOURTH ADDENDUM TO LEASE
\-ESSOR: 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 entere~ 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) wfth an effective date of July 18, 2013, the Second Lease Addendum (DC 2014-347)
with an effective date of July 1,2014, and the ThIrd Lease Addendum (DC 2014-409) with an
effective date of October 1, 2014, (''the Lea~e") oovertng space' described as Room 111,
approximately one hundred fIfty-flve (155) square raet of office space Iooated 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 Tenn
and Renewal. and the Rent;
NOW. THEREFORE, the partiea agree that, effective July 1, 2015, the Lease Is
hereby amended to read as follows:
1. Term and Renewal. The effective date of this Lease shall be July 1, 2012, or the date
on which each party has signed this Leese, whichever Is later, and shall continue until
JIMe 30, a01i June 30, 2017. this Lease may be terminated by either party upon
thirty (30) days' prior written notice.
If this Lease Is not terminated end LesSee Is not In default, Lessee shall have the
option to renew this Lease for sucx:esstve terms of twelve (12) months each (from July
I1 to June 30). Thls op.tion. If exercised, shall be made by written nottoe to Lessor igiven not lass than sixty (eo) days prior to the last day of the exptring term. this
Leese shalt not be considered renewed for the additional twelve months unless and
untU Lessor,agrees In wrHIng.
2, BtJ:i. Lessee ahall 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. Rent shall be payable without notice or demand at the
office of Deachutes Cexmty Property & Faetlltles' Department. PO Box '6005. Bend,
Oregon (771)8..8005, or at such other place as may be d~lgnated In wrlUng by
Lessor. The monthly Base Rent shall be ,0Ae HWM,.EI RAy five Three Hundred
Twenty Five Dollars ~1il.9Q) ($325.00) per month. Base rent Includes office
fumlshlngs.
DC 2015·193 Page 1 of2
Except as otherwise provided in this Addendum. the terms and conditions of the original
Lease, and previous Addendurns thereto. remain In effect.
LESSOR: DATED this _ day of _______., 2015
BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
ANTHONY OEBONE. CHAIR
ATIEST: ALAN UNGER. VICE CHAIR
Recordtng Seoretary TAMMY BANEY, COMMISSIONER
L.ESSEE:
STATE OF OREGON, acting by and through Its Department of
Consumer and 8uslneas Servloes. Building Codes Division
I ",
DATED this Z-.ctay of ----'ljf'---"'..&..--" 2015
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DC 2015-193 Page 20f2