07192018 Agenda Review Session - Laserfiche WebLink

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AGENDA REVIEW SESSION JULY 19, 2018 222 WHEREAS, the original five (5) year lease term has expired, and the City on behalf of the HRC desires to enter a similar lease for another five year term with owner and landlord MedPro Properties, LLC a copy of which proposed lease is attached hereto as Exhibit 1; and WHEREAS, notice of a public hearing of the City's desire to commence a similar lease with the current owner of the Property was issued by publication in the South Bend Tribune as prescribed by law under Ind. Code 36-1-10-13, and public hearing was conducted by the Board of Public Works of the City of South Bend, Indiana ("the Board") pursuant to that notice on July 19, 2018, and no person appeared at that hearing to object to the proposed lease; and WHEREAS, since the Common Council initially determined the need for this leased property in 2012, there has been no change in the circumstances of the HRC's need for this fully accessible space which is convenient to the HRC and its many service applicants which space is not available in any currently City owned real estate; and WHEREAS, the Board held a public hearing pursuant to Ind. Code § 36-1-10-13 with respect to the appropriateness of the proposed lease renewal at its July 19, 2018, meeting; and WHEREAS, the Board has found that this proposed lease of the same space occupied by the HRC remains necessary for the HRC; that no similarly appropriate City -owned property exists at this time or within the near future; and that the lease rate is fair and reasonable. NOW, THEREFORE, BE IT RESOLVED by the Board of Public Works of the City of South Bend, Indiana, as follows: Section I. The improved building located at 319 Niles Avenue currently used as the administrative office of the South Bend Human Rights Commission remains needed for that purpose, and it is appropriate to continue the City's tenancy at the Property. Section II. The rental rate of the Property under the proposed lease (Exhibit 1) is fair and reasonable. Section III. The City of South Bend is authorized to enter the lease of the Property as substantially set out in Exhibit 1 after review by the South Bend Common Council, and either Lonnie Douglas, Human Rights Commission Director, or Christina Brooks, Diversity and Inclusion Officer is authorized to execute Exhibit 1 on behalf of the City. However, pursuant to Ind. Code 36-1-10-13(d), the Board may modify, confirm, or rescind such lease except that it may not increase the rental rate as set out in the published notice. Section IV. This Resolution shall be in full force and effect from and after its adoption by the Board. CITY OF SOUTH BEND BOARD OF PUBLIC WORKS s/ Gary A. Gilot s/ Therese J. Dorau s/ Suzanna M. Fritzberg ATTEST: s/Linda M. Martin, Clerk Board members discussed the following item(s) from the agenda. - Unified Lease Agreement — Canon Solutions America, Inc. Mr. Shawn Delahanty, IT, stated there are four (4) pieces to this lease for printer fleet replacement. He explained there is the lease of all new machines, and the Managed Print Service that covers all parts, labor, and supplies excluding paper. The UniFlow service will offer options such as allowing printing anywhere in the city. Mr. Dan O'Connor added you can put a code in at the printer to print, explaining this will decrease the number of wasted print jobs that are sent to the printer and never picked up. Mr. Gilot questioned the operating amount on the agenda. Mr. O'Connor stated the $42,000 is an estimate based on previous historical use. He noted the lease is for sixty (60) months. Ms. Fritzberg asked if you have options to track individual print amounts. Mr. Delahanty stated there are those options as well as others that can help reduce costs such as limiting color printing.