HomeMy WebLinkAboutMINUTES - 06262001 - C.86 � •gam
TO: BOARD OF SUPERVISORS 7.
FROM: Steven Steinbrecher
7•,
CIO, Department of Information Technology
n�tiTq ('UVN'�,CJ'
DATE: June 12, 2001
SUBJECT: Telecommunications Services with Advanced Voice and Data
Specific Request(s)or Recommendations(s)&Background&Justification
I. RECOMMENDED ACTION:
APPROVE and AUTHORIZE the Chief Information Officer or his designee to execute an
agreement with AVD (Advanced Voice and Data) for the period of July 1, 2001. to June 30, 2002 in
the amount of$65,000.
II. FINANCIAL IMPACT:
Funds will not be encumbered by the agreement and no additional General Fund monies are
requested. Services will be charged out to requesting departments.
III. REASON FOR RECOMMENDATION AND BACKGROUND:
County telecommunication service requests continue to increase due to the rapid technological
changes in voice and data systems. To meet our customer's service requests,we have augmented
our permanent staff with temporary technician staff and with contract staff from AVD.
IV. CONSEQUENCES OF NEGATIVE ACTION:
If this contract is not approved, then telecommunications work for departments will be delayed, as
the county,does not have adequate staff to meet the current volume of service requests generated by
departments.
CONTINUED ON ATTACHMENT:_Y/S SIGNATURE:
✓Recommendation of County Administrator
Recommendation of Board Committee
Approve Other
Si nature(s):
Action of Bo r on: Approved as Recommended Other
VOTE OF SUPERVISORS: I HEREBY CERTIFY THAT THIS IS A TRUE
AND CORRECT COPY OF AN ACTION TAKEN
Unanimous (Absent ANVVV t ) AND ENTERED ON THE MINUTES OF THE
Ayes: Noes: _ BOARD OF SUPERVISORS ON DATE SHOWN.
Absent: Abstain:
Attested:
cc: (2) Department of Information Technology John Sweeig i, Clerk of the Board of
(1)Auditor Controller of Supervisors and County Administrator
By: �
DEPUTY
M382(10/88)
INTEROFFICE ROUTING MEMO-Department of General Services
TO: �f&'Gc,
Location: S cS '
Date: I l l
( ) Information ( ) Sign & Return
( ) Per Our Discussion ( )Action
( ) Per Your Request kFile
E�EWC� Li
DEC 1 2 2001
CLERK BOARD OF�URERVISORS
CONTRA COSTA Co.
FROM: CHRISTIE BEARDSLEY
Lease Management Division
1220 Morello Avenue, Suite 100
Martinez, CA 94553-4711
Phone: (925) 313-7184 Fax: (925) 313-7299
i
BOARD OF SUPERVISORS
FROM: Barton J. Gilbert, Director of General Services Contra
i,
DATE: July 24, 2001 Costa
County
SUBJECT: AMENDMENT TO LEASE — 2520 STANWELL DRIVE, CONCORD CA BLDG. T00576
SPECIFIC REQUESTS OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
I. RECOMMENDATION
APPROVE an Amendment to Lease, dated April 6, 1999, with Fjeld Family Limited Partnership,
to add Suites 105, 125, 130, 135, 137 and 139 (First Floor Suites) to the leased premises at
2520 Stanwell Drive, Concord,. California, for use by Community Services Department, under
the terms and conditions more particularly set forth in said Lease, and AUTHORIZE the Director
of General Services to EXECUTE said Amendment on behalf of the County.
II. FINANCIALIMPACT
MPACT
The addition of the First Floor Suites will increase the net rental square feet from 4,246 sq.ft. to
8,212 sq.ft. at an increased cost of $6,147.00 per month for FY 2001/02. The increased costs
will be funded from Federal and State grants and contracts. The lease costs are included in the
department's indirect costs which are allocated to grant and contract funded programs. No
County General Funds are required.
III. REASONS FOR RECOMMENDATION/BACKGROUND
This Amendment will allow the Community Services Department to consolidate their operations
from three other locations into one location, provide needed expansion space for current staff
and additional space for new staff.
COWLWW&Q.QW ATTACHMENT: /YES SIGNATURE:
EEOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
✓APPROVE _OTHER
SIGNATURE(S): 9�4�-
ACTION
OF BOARO, i-��IL y .�7�S2!X111 APPROVED AS RECOMMENDED _6YFfER
VOTE OF SUPERVISORS
UNANIMOUS(ABSENT 1
AYES: NOES:
ABSENTS: ABSTAIN:
MEDIA CONTACT: BARTON J.GILBERT(313-7100)
CC: Clerk of the Board(via UM) 1 HEREBY CERTIFY THAT THIS IS A TRUE
County theAuditor-Controllerand(viaIJI(via UM) AND CORRECT COPY OF AN ACTION TAKEN
AND ENTERED ON THE MINUTES OF THE BOARD
Community Services Department(via UM) OF SUPERVISORSA THE DATE SHOWN.
R.N.Field(via UM)
Orig: General Services Department-L/M ATTESTED 11��
W TEN, LRK OF THE BOARD OF
R SORS D COUNTY ADMINISTRATOR
?LHN
DEPUTY.
I'
AMENDMENT TO LEASE
FOR
COMMUNITY SERVICES DEPARTMENT
2520 STANWELL DRIVE
CONCORD, CALIFORNIA
1. PARTIES: Effective on July 24, 2001, Fjeld Family Limited Partnership,
hereinafter called "LESSOR", and the COUNTY OF CONTRA COSTA, a political
subdivision of the State of California, hereinafter called "COUNTY", mutually agree and
promise as follows:
2. PURPOSE: The parties desire to amend that Lease entered into between LESSOR
and COUNTY dated April 6, 1999 for Suite 200, 220, 240, 250 and 260 ("Second Floor
Suites") in the building located at 2520 Stanwell Drive, Concord to add six first floor suites
and a conference room. _
3. AMENDMENT A: The following shall be added to Paragraph A.2., LEASE OF
PREMISES:
A2. LEASE OF PREMISES: Effective September 1, 2001, the Premises shall be
expanded to include Suite numbers 105, 125, 130, 135, 137 and 139 ("First Floor
Suites"), containing approximately 3,405 useable square feet, plus 561 common area
for a first floor total of approximately 3,966 square feet, as shown on Exhibit "A-1"
which is attached hereto and made a part hereof.
Effective January 1, 2002, the Premises shall be expanded to include a
conference room in the west building containing approximately 725 useable square
feet, plus 123 square feet common area for a rentable total of 848 square feet, also
shown on Exhibit "A-1."
The Premises, as amended, totals 9,060 rentable square feet.
AMENDMENT B: Paragraph AA., RENT, shall be deleted in its entirety and
replaced with the following:
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A.4. RENT: Although the Lease commences July 1, 1999, the obligation of the
COUNTY to pay rent for the Second Floor Suites shall commence on September 20,
1999. Rent shall be paid at the following rate:
2°d Floor Suites
Period Monthly Rental
9/20 — 9/30/99 $1,947.00
10/1/99 to 6/30/00 $5,310.00
7/1/00 to 6/30/01 $5,465.00
7/1/01 to 6/30/02 $5,630.00
7/1/02 to 6/30/03 $5,800.00
7/1/03 to 6/30/04 $5,970.00
Rent for the First Floor Suites shall commence September 1, 2001 as follows:
I"Floor Suites
Period Monthly Rent
9/1/01 to 6/30/02 $6,147.00
7/1/02 to 6/30/03 $6,346.00
7/1/03 to 6/30/04 $6,544.00
Rent for the Conference Room shall commence January 1, 2001 as follows:
Conference Room
Period Monthly Rent
1/1/02 to 6/30/02 $1,314.00
7/1/02 to 6/30/03 $1,357.00
7/1/03 to 6/30/04 $1,399.00
Rent shall be payable in advance on the tenth day of each month during the
term of this Lease and any extension thereof. Payments shall be made payable to
LESSOR and mailed to: R. N. Field Construction, 3450 Third Street, Unit IA, San
Francisco, CA 94124 or other location as specified by LESSOR from time to time.
AMENDMENT C: Paragraph A.5., EXTENSION, shall be deleted in its entirety
and replaced with the following:
A.5. EXTENSION: This Lease may, at the option of the COUNTY, be extended
upon the same terms and conditions, except the rental shall be adjusted as follows:
a. First Option: For a three (3) year term,.commencing July 1, 2004 and ending
June 30, 2007, at the following rate:
1st Floor Stes 2nd Floor Stes Conf. Room
Period Monthly Rent Monthly Rent Monthly Rent Total Rent
7/1/04-6/30/05 $6,730.00 $6,150.00 $1,442.00 $14,322.00
7/1/05-6/30/06 $6,943.00 $6,335.00 $1,484.00 $14,762.00
7/1/06-6/30/07 $7,152.00 $6,525.00 $1,526.00 $15,203.00
- 2 -
b. Second Option: For a three (3) year term, commencing July 1, 2007 and
ending June 30, 2010, at the following monthly rate:
1 st Floor Stes 2nd Floor Stes Conf. Room
Period Monthly Rent Monthly Rent Monthly Rent Total Rent
7/1/07-6/30/08 $7,365.00 $6,720.00 $1,577.00 $15,662.00
7/1/08-6/30/09 $7,586.00 $6,920.00 $1,620.00 $16,126.00
7/1/09-6/30/10 $7,814.00 $7,130.00 $1,671.00 $16,615.00
It is understood and agreed COUNTY shall give LESSOR ninety (90) days
prior written notice of its intention to exercise any option to extend this Lease.
However, in the event COUNTY does not give such written notice, its right to
exercise any option before termination of the Lease shall not expire until fifteen (15)
working days after receipt of LESSOR's written demand to exercise or forfeit said
option.
AMENDMENT D: The following paragraph shall be added to the lease:
C.7. ACCOMPLISHMENT OF FIRST FLOOR SUITE IMPROVEMENTS:
a. LESSOR shall construct improvements to the Conference Room in the West
Building and the First Floor Suites per Proposals by Patrick Field labeled
Exhibit "D-1," Job #21-143 dated December 3, 2001, and "D-2," Job #21-143
Revision #1 dated December 4, 2001 and tenant improvement drawings
consisting of eleven sheets dated October 15, 2001, prepared by Facilities
Design Group labeled Exhibit "E" which are attached hereto and made a part
hereof. LESSOR shall not make or cause to be made any changes in the plans
or specifications without the prior written consent of COUNTY. LESSOR
shall make changes, additions or deletions upon written Change Order from
COUNTY and such items shall be charged at a rate not to exceed direct cost.
COUNTY shall receive full credit for any deletions. COUNTY hereby
reserves the right to inspect during construction of improvements as specified
herein, but will not interfere with LESSOR's work and will notify LESSOR of
any requests, recommendations or discrepancies. LESSOR shall comply with
the California Labor Code Sections 1720-1861 as they apply to the
accomplishment of the improvements.
- 3 -
b. LESSOR shall apply for building permit within ten (10) business days
of execution of this Amendment to Lease and shall commence
construction within fifteen (15) business days, and the improvements
shall be complete, including final inspections and issuance of a
Certificate of Occupancy, by February 15, 2002. If actual construction
has not commenced within sixty (60) days of the execution date of this
Amendment to Lease, COUNTY may, upon written notice to
LESSOR, cancel this Amendment without further cost or obligation to
COUNTY. COUNTY's obligation for payment of rent for the First
Floor Suites and the Conference Room in the West Building shall
immediately terminate and LESSOR shall refund to COUNTY the
prorated share of any rent for the month in which the termination
occurred.
C. Upon LESSOR's written request and COUNTY's written approval,
which may be granted or withheld in COUNTY's sole discretion, the
dates in this paragraph shall be extended by the time lost as a result of
work stoppages, strikes, shortages of material or Act of God; provided
such time lost is entirely beyond LESSOR's control.
7. AMENDMENT: The following paragraph shall be added to the Lease:
C.8. COMPLETION AND OCCUPANCY OF FIRST FLOOR SUITES: The
following procedure shall apply for completion and acceptance of the remodeling of
the Conference Room in the West Building and the First Floor Suites, hereinafter
called improvements.
a. Upon LESSOR's completion of improvements and written notice
thereof to the County Lease Manager, COUNTY shall inspect within
three (3) workdays after receiving the notice and shall accept or reject
the improvements within six (6) workdays of receipt of such written
notice.
- 4 -
b. The sole basis for rejection of the improvements shall be
nonconformity with plans and specifications or applicable laws or
ordinances. In the event COUNTY rejects the improvements,
COUNTY shall provide LESSOR with a reasonably detailed list of the
deficient portions or details of the improvements.
C. LESSOR shall immediately commence to complete or correct the
rejected portion.
d. Acceptance of the improvements shall not constitute a waiver of any
warranty of any defect in regard to workmanship or material of the
improvements on the Premises.
e. Upon completion and acceptance of improvements as provided in
subparagraphs a, b and c above, COUNTY shall pay to LESSOR SIX
THOUSAND NINE HUNDRED FIFTY SIX AND NO/100
DOLLARS ($6,956.00) for improvements specified in Exhibit "D-1",
plus ONE HUNDRED THIRTY ONE THOUSAND NINE
HUNDRED NINETY FIVE AND N0/100 DOLLARS ($131,995.00)
for improvements as specified in Exhibits "D-2" and "E". This total
includes calculation of LESSOR's contribution for carpet allowance in
the amount of$6,996.00 and LESSOR's provision of one coat of paint
at LESSOR's cost.
- 5 -
4. EFFECT: Except for the Amendments agreed to herein, the Lease of April 6, 1999
remains in full force and effect.
COUNTY LESSOR
COUNTY OF CONTRA COSTA, a Fjeld Family Limited Partnership
political subdivision of the State of
California
By 2- - By
Director of General Services j tlk C )'
RECOMMENDED FOR APPROVAL:
r for o pital Facilities and
D t Management
By�
Lease Manager
By 94
R-.-�- /2/7/0
Deputy General Services Director
By
Community Servi es Department
APPROVED AS TO FORM:
SILVANO MARCHESI, County Counsel
B � 5-
Y
Deputy
2520 Stanwell Amendment
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'jN 17:52 FAX 415 648 4319 R N FIELD CONSTR 1?1002
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R.N. FIELD CONSTRUCTION INC.
3450 Third Street, Unil lA, San Francisco, CA 94124
(415) 648.8141) Fax(415) 648-4319
L'yuna Nu.3061KH
December 3, 2001
Ms. Christie Beardsley Re: Job#21-143
Contra Costa County Contra Costa County_.
General Services Department 2520 Stanwell Drive
1220 Morello Avenue, Suite 100 Concord, CA
Martinez, CA 94553 Change Proposal 021-143.01
Dear Christie:
In response to your request to price the installation of a HVAC unit to service the additional leased
space, we submit our Change Proposal in the amount of$6,956.
Breakdown is as follows*
2-Ton Split system $4,620
Rework duct system 660
Carpentry (install sleepers) 260
Roof patching 475
Acoustic ceiling work 196
Overhead and Fee 745
Total 56,956
This Change Proposal is based on the following:
Exclusions-
1. Overtime.
2. Permit fees.
A contract will be submitted upon your review and acceptance of this Change Proposal.
Should you have any questions, please do not hesitate to call.
Very truly yours,
Patrick Field
PRF/mbc EXHIBIT D-1: HVAC WORK
Conference Room, West Building
2520 Stanwell Drive, Concord
C.-My DOCUM ISIChange pMVQ3818141-14941 Change vropaxa.dcc
1L/U4/U1 lut 11:01 rAA 410 040 4010 riza.0 VVl4J11\
R.N. FIELD CONSTRUCTION INC.
allow-
3450 Third Street, Unit I A, San Francisco, (..A 94124
(415) 648-8140 Fax (415) 648-4319
I-i¢un.-j Nn.306094
December 4, 2001
Ms. Christie Beardsley Re: Job#21-143
Contra Costa County Contra Costa County
General Services Department 2520 Stanwell Drive
1220 Morello Avenue, Suite 110 Concord, CA
Martinez, CA 94553 Proposal#21-143-0
Revision#1
Dear Christie:
In response to your request to price the tenant improvements in accordance with Facilities Design
Group drawings A-1, A-2, A-3.1, A-3.2, A-3.3, A-8, A-10, A-11, SP-1, SP-2 SP-3 dated 10/15/01, we
submit our Proposal in the amount of$110,012.
Breakdown is as follows:
Base Price: $110,012
Alternate A: Lavatory and millwork in conference room#135 $ 15,748
Alternate B: Install Owner provided carpet and base 6,235
Total with Alternates: $131,995
Clarifications:
1. Ten percent building management fee for JNA Properties has been waived for using R.N. Field
Construction.
2. Corridor doors and frames to match existing.
3. There is no cost for first coat of paint in leased area, building owner to pay.
4. Carpet allowance from JNA Properties has been deducted. (3498 square feet @ $2.00 per)
5. First coat of paint allowance from JNA Properties has been deducted.
6. Owner provided allowance for HVAC work has been deducted ($6,997)from base proposal.
7. Construction will not be completed by December 1, 2001. A construction schedule will be
submitted once the proposal has been approved.
Inclusions:
1. Permit and fees.
2. Remove and replace existing ceiling tile for other trades where applicable,
Exclusions:
1. Overtime.
2. ADA upgrades to restrooms.
A contract will be submitted upon your review and acceptance of this Proposal.
Should you have any questions, please do not hesitate to call.
Very truly yours,
Patnck Field
PRFlmbc EXHIBIT D-2: TENANT IMPROVEMENTS
First Floor Suites
2520 Stanwell Drive, Concord
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