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Chief Administrative Office, Facilities Division, recommending the Board adopt and authorize the Chair to sign Resolution 152-2016 to facilitate shared asphalt driveway repairs for $13,219, pursuant to the existing Common Driveway, Parking and Utility Easement and Maintenance Agreement, and delegate authority to the Purchasing Agent to authorize future repairs up to $20,000 regarding these shared areas at the West Slope Animal Shelter.
FUNDING: Accumulated Capital Outlay Fund.
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DEPARTMENT RECOMMENDATION
Chief Administrative Office, Facilities Division, recommending the Board adopt and authorize Resolution No.XXX-2016 to facilitate shared asphalt driveway repairs for $13,219, pursuant to the existing Common Driveway, Parking and Utility Easement and Maintenance Agreement, and delegate authority to the Purchasing Agent to authorize future repairs up to $20,000 regarding these shared areas at the West Slope Animal Shelter.
DISCUSSION / BACKGROUND
On December 12, 2012, the County entered into a Purchase and Sales Agreement to acquire property for the construction of a new West Slope Animal Shelter. Related to this acquisition, the County entered into a Common Driveway, Parking and Utility Easement and Maintenance Agreement (Maintenance Agreement) with the Patton Group LLC (the adjacent property owners) to address maintenance and repair needs concerning the shared areas of the property. In the Maintenance Agreement, under Article 1 Driveway Access, subsection C Maintenance Costs, it is required that any repair request in excess of $5,000 receive prior written approval from the County.
Due to the parking lot age, and recent past heavy construction activity, the shared driveway areas are in need of repair and the County has been contacted by agents representing the Patton Group LLC with a request to contribute $13,219 towards its share of said repairs with payment directly to the contractor; JB/TC Ventures Inc., doing business as JB Bostick Company. The Division additionally requests, for the sake of efficiency, delegation of authority to the Purchasing Agent regarding future similar repair requests over $5,000 but not in excess of $20,000. Repairs over $20,000 would require Board approval.
ALTERNATIVES
Article 1 Driveway Access, subsection C Maintenance Costs of the Common Driveway, Parking and Utility Easement and Maintenance Agreement stipulates repair approvals in excess of $5,000 “shall not be unreasonably withheld” which could potentially create a legal issue between the parties should we choose not to participate.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION
Facilities is a Division of the Chief Admininstrative Office, and the Office concurs with staff's recommendation.
FINANCIAL IMPACT
The cost of the current recommended action is $13,219. There is funding available in the FY 2016/17 Accumulated Capital Outlay Budget. There is no change in Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Return one executed Resolution to the Division for processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Russ Fackrell
Facilities Manager