Title
Health and Human Services Agency and the Chief Administrative Office, Facilities Management Division, recommending the Board consider the following:
1) Authorize Amendment III to Lease Agreement 252-L0911 with Wilkinson Revocable Trust for the provision of 68 over-flow parking and storage spaces, and two storage unit spaces, extending the term through August 31, 2015. Extension of the term increases the maximum obligation of the Lease Agreement by one year in the amount of $14,400 for a total obligation of $91,900 for the term of the Agreement, which started October 1, 2008; and
2) Authorize the Purchasing Agent, or designee, to execute further documents relating to Lease Agreement 252-L0911, including amendments that do not increase the maximum dollar amount or term of the Agreement and contingent upon approval by County Counsel and Risk Management.
FUNDING: State and Federal Funds.
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Budget Summary: |
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Budget.............................................................................. |
$14,400 |
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Total Funding Available.................................................. |
$14,400 |
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Change To Net County Cost.......................................... |
$0.00 |
Fiscal Impact/Change to Net County Cost
There is no change to the Net County Cost associated with this agenda item. Sufficient appropriations are included in the Fiscal Year 2014-15 budget and will be included in future County Budget Requests.
Background
The Health and Human Services Agency (HHSA) has leased the parking lot at 3047 Briw Road in Placerville from the Wilkinson Revocable Trust since 1999 for the provision of overflow parking and space to accommodate the placement of two (2) storage containers. The Board of Supervisors approved Lease 252-L0911 on September 23, 2008, which permitted continuation of leasing the 3047 Briw Road parking lot for over-flow parking for the employees of the Department of Human Services, effective October 1, 2008. In 2009, the Board of Supervisors approved Amendment I to Lease Agreement 252-L0911, which increased the number of parking and storage spaces, as well as increased the monthly rental amount to $1,200 per month. In 2011, the Board of Supervisors approved Amendment II to Lease Agreement 252-L0911, which exercised the option to increase the lease by three (3) additional one-year periods to end August 31, 2014 with no change in the monthly rent. The storage containers were removed on July 30, 2014, which will now grant two (2) additional parking spaces for staff and visitors.
Further, on May 20, 2014, the City of Placerville conditionally approved a request by Wilkinson Revocable Trust to amend their Site Plan Review 2005-03, to construct a permanent parking lot consisting of fifty (50) new parking spaces at 3047 Briw Road. The Site Plan Review eliminates the previously approved Phases III and IV construction of one (1) additional office building. The City of Placerville granted a Temporary Use Permit to permit parking of vehicles in the parking area during parking lot construction, which is limited to 18 months. The Contractor anticipates completing all construction in less than 18 months. Upon the City of Placerville's approval of the completed construction, HHSA and the Chief Administrative Office - Facilities Management Division, intend to negotiate extending the parking lot lease with Wilkinson Revocable Trust.
HHSA employees assist the residents of El Dorado County with accessing, enrolling in, and participating in Federal and State-mandated services, including but not limited to CalWORKs, CalFresh, and Child Protective Services. To access said services, HHSA requires parking spaces for its employees and the general public.
Reason for Recommendation
Approval of Amendment III to Lease Agreement 252-L0911 will ensure continued overflow parking availability for HHSA employees and the general public, at the rate of $1,200 per month ($14,400 per year) established in Amendment I, which was approved by the Board of Supervisors in 2009. Failure to approve Amendment III to Lease Agreement 252-L0911 will result in a decreased availability for employee and general public parking. Furthermore, decreased parking will negatively impact existing parking availability.
Clerk of the Board Follow Up Actions
1) The Clerk of the Board to obtain the Chair's signature on the two (2) originals of Amendment III to Agreement for Services 252-L0911.
2) The Clerk of the Board to forward one (1) fully executed original Amendment III to HHSA Contracts Unit at Briw Road for further processing.
Contact
Don Ashton, M.P.A., HHSA Director
Russell Fackrell, Facilities Manager, Chief Administrative Office
Concurrences
County Counsel and Risk Management