REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
October 8, 2019
FROM
TERRY W. THOMPSON, Director, Real Estate Services Department
BOB DUTTON, Assessor-Recorder-County Clerk, Assessor-Recorder-County Clerk
SUBJECT
Title
Amendment No. 1 to License Agreement with the Judicial Council of California for Office Space for the Assessor-Recorder-County Clerk in Big Bear Lake
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 to License Agreement No. 14-855 with the Judicial Council of California to extend the term of the license 10 years for the period of November 1, 2019 through October 31, 2029, adjust the rental rate, and update standard license agreement language for the use of 341 square feet of office space in the Big Bear Courthouse located at 477 Summit Boulevard in Big Bear Lake for the Assessor-Recorder-County Clerk in the amount of $58,872.
(Presenter: Terry W. Thompson, Director, 387-5252)
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COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The total cost of this 10-year amendment is $58,872. License payments will be paid from the Rents budget (7810001000) and reimbursed from the Assessor-Recorder-County Clerk (ARC) budget (3112151000). Other costs associated with this license include janitorial, telephone, and data expenses, which will be paid from the ARC budget. Sufficient appropriation is included in the 2019-20 Rents and ARC budgets and will be included in future recommended budgets. Annual license costs are as follows:
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Year |
Annual License Cost |
Estimate of Other Costs Associated With This License |
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November 1, 2019 to October 31, 2020 |
$ 5,136 |
$ 733 |
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November 1, 2020 to October 31, 2021 |
$ 5,292 |
$ 755 |
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November 1, 2021 to October 31, 2022 |
$ 5,448 |
$ 778 |
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November 1, 2022 to October 31, 2023 |
$ 5,616 |
$ 801 |
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November 1, 2023 to October 31, 2024 |
$ 5,784 |
$ 825 |
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November 1, 2024 to October 31, 2025 |
$ 5,952 |
$ 850 |
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November 1, 2025 to October 31, 2026 |
$ 6,132 |
$ 876 |
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November 1, 2026 to October 31, 2027 |
$ 6,312 |
$ 902 |
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November 1, 2027 to October 31, 2028 |
$ 6,504 |
$ 929 |
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November 1, 2028 to October 31, 2029 |
$ 6,696 |
$ 957 |
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Total Cost |
$58,872 |
$8,406 |
BACKGROUND INFORMATION
The recommended action will amend the existing license with the Judicial Council of California (JCC) to extend the term of the license 10 years for the period of November 1, 2019 through October 31, 2029, adjust the rental rate, and update standard license agreement language for approximately 341 square feet of office space at 477 Summit Boulevard in Big Bear Lake because of ARC’s continuing need for office space at the Big Bear Courthouse.
On October 21, 2014 (Item No. 40), the Board of Supervisors (Board) approved a five-year License Agreement No. 14-855, for approximately 341 square feet of office space within the Big Bear Courthouse located at 477 Summit Boulevard in Big Bear Lake, which was executed by JCC on October 27, 2014. The original term of the license was for the period of November 1, 2014 through October 31, 2019.
The Real Estate Services Department (RESD) negotiated a 10-year extension of the license agreement with JCC at the rate of $1.26 per square foot ($5,136 annually) an increase of $0.04 from the prior rate of $1.22 per square foot ($4,992 annually), for the period of November 1, 2019 through October 31, 2029, under the same provisions as the existing license, with the exception that the monthly rent increased by approximately 3% per year and incorporated updates to standard license agreement language, for approximately 341 square feet of office space at 477 Summit Boulevard in Big Bear Lake. Either party may terminate this agreement by giving 30-days’ notice. All other terms and conditions of the license remain unchanged.
Staff has reviewed the recommended action pursuant to the California Environmental Quality Act (CEQA) and has determined that it does not constitute a project. Accordingly, no further action is required under CEQA.
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Summary of License Terms |
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Licensor: |
Judicial Council of California (Stephen Saddler, Manager) |
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Location: |
477 Summit Boulevard, Big Bear Lake |
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Size: |
341 square feet of office space |
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Term: |
10 years commencing November 1, 2019 |
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Options: |
None |
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Rent: |
Cost per sq. ft. per month: Approximately $1.26* full service gross |
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Monthly: $428 |
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Annual: 5,136 |
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*Mid-range for comparable facilities in the Big Bear area per the competitive set analysis on file with RESD |
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Annual Increases: |
Approximately 3% |
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Improvement Costs: |
None |
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Custodial: |
Provided by County |
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Maintenance: |
Provided by County |
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Utilities: |
Provided by Licensor |
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Insurance: |
Both parties are self-insured public entities |
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Right to Terminate: |
Each party may terminate this license with 30-days’ notice |
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Parking: |
Sufficient for County needs |
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Agnes Cheng, Deputy County Counsel, 387-5455) on September 5, 2019; ARC (Chris Wilhite, Assistant Assessor, 382-3202) on August 14, 2019; Purchasing Department (Michelle Churchill, Buyer III, 387-2070) on September 6, 2019; Finance (Carl Lofton, 386-5404, Administrative Analyst, 387-5426 and Wen Mai, Principal Administrative Analyst, 387-4020) on September 19, 2019; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on September 22, 2019.
(PN: 677-8321)