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Chief Administrative Office, Facilities Division in conjunction with Health and Human Services Agency, recommending the Board:
1) Approve and authorize the Chair to sign Amendment I to Lease Agreement 619 (325-L1511) with Wesley L. & Gertrude B. Wilkinson Revocable Trust, Barry J. Wilkinson Revocable Family Trust, Jane C. Wilkinson Trust, and Cindy W. Seip Separate Property Trust for the property located at 3047 Briw Road Placerville, allowing for the provision of constructing building improvements requested by Lessee, and increase the maximum contractual obligation by $20,000, therefore increasing the total contractual obligation to $1,042,131.68; and
2) Authorize the Purchasing Agent, or designee, to execute further documents relating to Lease Agreement 619 (325-L1511), including amendments which do not increase the maximum dollar amount or term of the Lease, and contingent upon approval by County Counsel and Risk Management.
FUNDING: State and Federal funds with County match met primarily from Realignment funds.
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DEPARTMENT RECOMMENDATION
Chief Administrative Office, Facilities Division and Health and Human Services Agency (HHSA), recommend the Board approve Amendment I to Lease Agreement 619 (325-L1511) with Wesley L. & Gertrude B. Wilkinson Revocable Trust, Barry J. Wilkinson Revocable Family Trust, Jane C. Wilkinson Trust, and Cindy W. Seip Separate Property Trust, allowing for the completion of requested tenant improvements, and which will increase the maximum contractual obligation by $20,000.
DISCUSSION / BACKGROUND
HHSA has leased the office space located at 3047 Briw Road in Placerville since February 1, 2008 (279-L0811) and has leased the parking lot surrounding the office space located at 3047 Briw Road since October 1, 2008 (252-L0911). Lease Agreement 619 (325-L1511) combined the office space and the parking lot space into one lease, commencing on February 1, 2015 and expiring January 31, 2025 and includes two (2) options to extend the lease by five (5) years each.
The first tenant improvement includes the addition of an HVAC mini-split for the job resource room. Heavy use of the job resource room has resulted in uncomfortably high temperature and adjustments to the current HVAC system have not been successful. The new HVAC mini-split will help provide additional air circulation and improved temperature control in the job resource room. HHSA is proposing a second tenant improvement to increase the wall height of a temporary wall that separates the resource room from restricted staff only areas. The increased wall height will allow for improved privacy and security for staff handling confidential client information. For both tenant improvements, the building landlord will perform the work and HHSA will reimburse the landlord.
Appropriations for the HVAC are available in the FY 2018-19 Budget for approximately $6,000, however funds to improve the wall have not been identified. Should HHSA have savings during the year, they will be utilizing the savings to increase the wall in the building. The agreement amendment includes both tenant improvements to allow for the both improvements to take place if sufficient funding is identified, without returning to the Board a second time.
Approval of Amendment I to Lease Agreement 619 (325-L1511) will provide these tenant improvements.
ALTERNATIVES
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no Net County Cost associated with this Lease Agreement. With approval of the Lease Agreement, sufficient appropriations to cover the cost of reimbursing the landlord for the HVAC mini-split are availablie from savings, with no increase to net county cost. Should savings be identified to complete the tenant improvement to increase the wall height, there will be no net county cost associated with this tenant improvement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk to:
1) Obtain signature of Chair on two (2) original Amendment I of Lease Agreement #619 (325-L1511).
2) Forward fully executed documents to CAO, Facilities, 3000 Fair Lane Ct, Suite 1
and one certified copy to HHSA-Contracts Unit, 3057 Briw Road, Placerville for further processing.
STRATEGIC PLAN COMPONENT
County of El Dorado Strategic Plan; Good Governance and Infrastructure
CONTACT
Patricia Charles-Heathers, Ph.D., MPA, Director, Health and Human Services Agency
Russell Fackrell, Facilities Manager, Chief Administrative Office