Commissioners Court Meeting

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Meeting Date:	01/13/2020
Safe Haven Building Lease Contract-Final Approval
Submitted for:	Joe Lopez	Submitted By:	Joe Lopez
Department:	Purchasing

Subject:

Discussion and possible action to approve the execution of a twenty-one (21) month building lease contract effective January 13, 2020 and ending September 30, 2021 between Webb County and McPherson Plaza, LTD, pursuant to the prior approval and award of sole source lease contract for approximately 3,000 square feet of building space located at 5711 McPherson Road for the purpose of housing the Webb County Sheriff’s Safe Haven program and authorizing the Webb County Judge to execute any and all relevant documents; and any other matters incident thereto. [DOJ Grant #2018-FJ-AX-0007; Account #2607-1150-001-444100 (Space Rental OVW Justice for Families Program)]

Initial Lease Term Two (2) Years	Monthly Rent	Rent/SF/Year	Rent/Year
01-01-20 - 09-30-20	$5,400.00	$21.60	$48,600.00
10-01-20 - 09-30-21	$5,562.00	$22.25	$66,744.00
Option to Extend Term
10-01-21 - 09-30-22	$5,728.86	$22.92	$68.746.32

Issue: Commissioners Court authorized the Purchasing Agent to negotiate the lease terms with the awarded sole source vendor that met all the Grantors space requirements for the Safe Haven Program under the direction of the Webb County Sheriff.

Solution: Approve the final lease terms as submitted by the Purchasing Agent. Final rental amounts will fall under the grant budget for space rental expenditures. Lease terms include $18,000.00 of owner improvements to accommodate the space modifications to fit program needs.

Results: Execute the lease agreement to initiate the improvements needed to move in Webb County Sheriff's staff and proceed with safe haven operations provided to Webb County citizens needing a safe environment for visitation for custodial and non-custodial clients.

Background:

After solicitation of a number of sources, competition is determined inadequate. The Purchasing Agent has solicited for qualified proposals twice and none of the properties inspected met the GRANTORs requirements. Additional City owned properties were also inspected and did not meet the requirements of the Safe Haven program.

Under DOJ guidelines, it allows a non-competitive process to take place. The Safe Haven Staff has located a property that fits all the requirements of the GRANTOR in order to provide a safe environment for the custodial and non-custodial parents/guardians and their children.

Previous Court Action:

Approval of sole source building lease contract with Hurd Urban Development, DBA as McPherson Plaza, LTD on 9/23/19, item 19 g.

Fiscal Impact

Budget Account Number:	2607-1150-001-444100
Funding Source:	Space Rental
Balance:	$127,080.00
Financial Impact:
2607-1150-001-444100 Space Rental 2018-FJ-AX-007 DOJ Grant $127,080.00 Balance

Attachments
Safe Haven Lease with McPherson Plaza Ltd