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MAYOR & COMMON COUNCIL AND
COMMUNITY DEVELOPMENT COMMISSION
MEETING BACKUP
MEETING DATE: May 1,2006
DEPUTY: Linda Sutherland
ITEM NO. STATUS
9 Continued to 5/15/06
14 Continued to 5/15/06
21 Continued to 5/15/06
24 Laid over to 5/15/06
R41 Continued to 5/15/06
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: April 1, 2006
Subject: Resolution of the Mayor and
Common Council of the City of San
Bernardino authorizing the Purchasing
Manager to sign a lease agreement with
the County of San Bernardino Real
Estate Services for offsite office space
on behalf of the San Bernardino Police
Department.
From: Michael A. Billdt, Chief of Police
Dept: Police
Synopsis of Previous Council Action:
None.
Recommended Motion:
Adopt Resolution.
l-y11J~jJ/l /L{I Rr
Michael A. Billdt, Chief of Police
Contact person: I t Mit('h::ll Kimhcll
Phone: 38.d-"f\?6
Supporting data attached:
VAS
Ward: All
FUNDING REQUIREMENTS: Amount: FY 05/06 $ 6,630; FY 06/07 $19,890
Source: 108-271-5181 Lease Payments
Finance
Council Notes:
Agenda Item No. J.I
5/1100
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
SUBJECT
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
Purchasing Manager to sign a lease agreement with the County of San Bernardino Real Estate
Services for offsite office space on behalf of the San Bernardino Police Department.
BACKGROUND
Since March I, 2004, the San Bernardino Police Department Vice and Narcotics Unit has been
housed in an offsite facility located at 385 S. Arrowhead Ave in the City of San Bernardino.
This facility is in a mixed commercial and residential district and is privately owned. On behalf
of the owners, California Diversified Properties managed the site and prepared the three year
lease agreement signed by-all parties in February 2004.
Soon after occupying' the building, some employees began experiencing an increase in
respiratory illness. Facilities Manager Jim Sharer coordinated structural and health inspections
of the building at the request of San Bernardino Police Department managers. This inspection,
and subsequent analysis of collected debris, determined that there was an abundance .of
Stachybotrys (black mold) in some parts of the facility. Termite infestation was also discovered,
which was verified by a professional pest control company (Ameristar). Due to the discovery of
the unhealthful conditions at 385 S. Arrowhead, the manager of the San Bernardino Police
Department Vice and Narcotics Unit began searching for a facility to house the unit. In the
interim. Robert Simmons from the City Attorney's Office negotiated the release of the San
Bernardino Police Department from the existing lease. Lease payments were made to the
property owners through December 2005 and the facility was completely vacated by San
Bernardino Police Department personnel by late October 2005.
As a courtesy, the San Bernardino County Sheriffs Department offered 1700 square feet of
interim office space rent free at their offsite facility located at 808 E. Mill Street. Since available
office space at the San Bernardino Police Department Central Station was inadequate, the
decision was made to house the San Bernardino Police Department Vice and Narcotics Unit in
the San Bernardino County Sheriffs Department facility, on a short term basis. San Bernardino
Police Department Vice and Narcotics personnel have been housed in the 1700 square feet of
office space at the 808 E. Mill street facility since November 2005.
The resulting co.operative' collaboration between the San Bernardino County Sheriffs
Department and San Bernardino Police Department narcotics teams has led San Bernardino
County Sheriff Gary Penrod to offer a sub-lease option, for the current occupied space. to the
City of San Bernardino and San Bernardino Police Department. San Bernardino County Real
Estate Services located at 825 E. Third Street, San Bernardino. California, has prepared a
standard county sub-lease agreement for fifteen (15) months with one (I) three year option
(Exhibit A).
The proposed lease agreement would be retroactive to April 1, 2006, and would terminate on
June 30, 2007, the same date the original lease expires between the San Bernardino County
Sheriffs Department and the current landlord. The San Bernardino County Sheriffs
Department expects to extend their lease of the 808 E Mill Street facility prior to its termination
on June 30, 2007. As a result, the City of San Bernardino and San Bernardino Police
Department could extend the 15 month lease for another three years, with a 180 day notice to
San Bernardino County Real Estate Services, prior to the expiration of the lease agreement.
Total cost to the City of San Bernardino and San Bernardino Police Department for the duration
of the initial fifteen ( 15) month contract is $2,210.00 per month or $33,150.00 over the life of the
fifteen month agreement.
The amount of $33.150 is well below the 544,400 in lease payments that would have been paid
to property owners of the facility at 385 S. Arrowhead during the final year of that lease
agreement. A cost analysis was conducted by the San Bernardino Police Department Vice and
Narcotics unit manager for a facility comparable to the current housing at 808 E Mill Street. The
only suitable commercial property found entailed lease payments of $5,000 a month; 560,000 a
year.
Considerations for remaining at the 808 E Mill Street location are:
. Reasonable cost
. Appropriate anonymity to safeguard investigations and department personnel
. Lease payments include all utility and janitorial services. At aJl prior offsite locations the
San Bernardino Police Department was responsible for utility payments. During the last
month of operations (October 2005) at the former 385 S. Arrowhead location, $2,268 in
utility payments were made, in addition to the $3500 in monthly lease payments.
. The premises and property are secured by fencing, internal and external alarm systems.
. There is adequate office space for Unit operations and Information Services has already
instaJled the required equipment for computer operations.
FINANCIAL IMPACT
For the remainder of FY 05/06 (3 months) and the next fiscal year, the San Bernardino Police
Department can expect to expend the foJlowing monies to the County of San Bernardino for
lease payments at the San Bernardino County Sheriff Department offsite facility located at 808
E. MiJl Street, San Bernardino, California.
FY 05/06
FY 06/07
5 6.630
S 26,520
If the City of San Bernardino and the San Bernardino Police Department exercises the three year
lease option, monetary expenditures for lease payments wiJl be S2,210 a month or $26,520 per
fiscal year.
RECO:\IMEi\'DA TIO:\S
Adopt Resolution.
Attachments: Exhibit A - San Bernardino County Real Estate Services lease agreement