HomeMy WebLinkAboutCOM 0748.000 2004-2006
~tY Os y
Harry Kim William Takaba
iNnY°r Direc (ar
- Nancy F. Crawford
r~ o%M'M• Depun' Direclnr
i
County of Hawaii
Finance Department
25 Aupuni Street, Room 118 • Hilo, Hawaii 96720
(808) 961-8234 • Fax(808)961-8248
March 7, 2006
Stacy K. Higa, Chairman and
Members of the Hawai'i County Council
Hawai'i County Council
25 Aupuni Street
Hilo, Hawaii 96720
Re: Resolution for multi-year lease
Enclosed is a resolution authorizing the Hawai'i County Office of Aging to enter into a
multi-year lease for ten (10) years for office and storage space located at 1055 Kino'ole
Street in Hilo. This centralized site, on the grounds of the old Sun Sun Lau building, will
serve as the one-stop Aging & Disability Resource Center (ADRC) where information,
counseling, and access to all long-term support matters will be made available to the
public.
The Office of Aging recently received a federal grant for $495,000 from the State
Executive Office on Aging to develop the ADRC as a pilot site. In addition to this
funding, rental income will be generated through sub-leases of space to certain
participating agencies. If there are any questions, please do not hesitate to call Alan
Parker of the Hawai'i County Office of Aging.
l~ ,
William Tak ba
Director of Finance
APPROVED:
Harry Kim
Mayor
Enc.
cc: Hawai'i County Office of Aging Comm. No.
/ Ref. To:
\9_W. d87 _0V' Hawaii County is an Equal Opportunity Provider and Employer Raf• DptB
Form B-52
7/15/05
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: Office of Aging DATE: March 1, 2006
STAFF CONTACT: Alan Parker PHONE: 961-8600
County of Hawaii to enter into lease agreement for establishment of a One-Stop Aging &
A. REQUEST: Disability Resource Center on the grounds of the former Sun Sun Lau building at 1055 Kinoole
Street, Hilo, HI, Census Tract: 204 TMK: (3) - 2 - 2 - 20: 14.
Rent based on approximately two dollars per square foot all inclusive for the office space and approximately 50 cents
per square foot for the storage space. Anticipated revenue will amount to approximately $121,500.
B. BACKGROUND AND JUSTIFICATION (Use additional sheets as needed):
In an effort to improve services to our islands' caregivers, Mayor Harry Kim has directed the Hawaii County Office
of Aging to pursue establishment of a resource center for caregivers capable of providing in a one-stop setting,
information and counseling on long term care issues.
Currently, long term support services are sustained by numerous funding streams, administered by multiple
agencies, and have complex, fragmented and often duplicative intake, assessment, and eligibility functions. Figuring
out how to obtain services is difficult both for the persons who qualify for publicly-funded supports and for those who
can pay privately for such supports. In addition, many individuals are channeled towards an institution without ever
being informed about supports that are available to assist them in remaining in the community.
The resource center will provide "one-stop shopping" for information, counseling, and access on all long term
support matters, including a single entry point for accessing public long term support programs and services. The
center will minimize confusion and support citizen choice and informed decision-making. The center will improve the
state and counties ability to manage public resources, monitor program quality and costs, respond to system problems,
improve services, and limit unnecessary use of high-cost services including nursing facility services.
The proposed project will address an identified critical need for a visible and accessible resource center that can
provide caregivers, seniors, and the disabilities community with needed information, counseling, training, emotional
support, and services - a one-stop access point recognized in the community as "the place to go for information and
assistance on a full range of long term care support options."
See Attachment
SIGNED:' DATE: 3
Department Head
B. BACKGROUND AND JUSTIFICATION (Continuation)
The 14,200 square foot facility with an additional 2,610 square feet of storage will house key agencies charged with
needs assessment and resource allocation responsibilities - the Hawaii County Office of Aging (Area Agency on Aging),
Center for Independent Living (Lead agency for disabilities community), State Department of Human Services, Adult and
Community Care Services Branch (Medicaid, Nursing Home Without Walls), Case Management Agency (Short-term
assistance to stabilize long term supports for individuals and their families in times of immediate need before they have
been connected to long term supports). The center will also house other programs and services that provided assistance
for caregivers. The center will also provide: resource libraries, conference/training rooms, interagency office space, office
space for AARP volunteers and SAGE Plus volunteers (Medicare/Medicaid counseling).
DRAFT 2: 313/06
OFFER TO LEASE
PROPOSED GENERAL TERMS AND CONDITIONS
Date: March 6, 2006
CHARLES E. ENSEY
MONIKA MALLICK
P.O. BOX 47
PAPAIKOU, HI 96781
COUNTY OF HAWATI ("Lessee"), offers to lease the premises described below from
CHARLES E. ENSEY AND MONIKA MALLICK ("Lessor"), on the following terms and
conditions:
AREA AND LOCATION: Approximately 14,200 square feet of office space
and approximately 2,610 square feet of storage
space located at 1055 Kino'ole Street, Hilo, Hawaii
(old Sun Sun Lau building). The actual square
footage and location of the premises shall be
determined by agreement prior to the execution of
the lease by Lessor and Lessee.
USE OF PREMISES: The premises shall be used for the following
purposes:
Office and commercial spaces for the Aging and
Disability Resource Center under the Office of
Aging, County of Hawai'i. The Lessees reserve the
right to sub-lease sections of the premises to other
agencies, organizations, and/businesses that
participate in the Aging and Disability Resource
Center.
TERM: The term of the lease shall be ten (10) years
beginning January 1, 2007, or upon the submittal
and receipt of the Occupancy Certificate by Lessor,
whichever occurs later, and ending ten (10) years
later.
OPTION: Lessee shall have the option to renew the lease for
two (2) additional five (5) year(s) upon one hundred
eighty (180) days written notice prior to the
Page 1 of 5 Lessee Approval/Date: /
Lessor Approval/Date: /
DRAFT 2: 3/3/06
expiration of the term of the lease. The rent to be
charged during the extended term shall be based
upon the then fair market value of the premises. In
the event the parties fail to reach agreement, the rent
shall be determined by arbitration as prescribed in
the lease.
RENT: Gross rent for the area leased shall be:
Office Space $2.00/sq. ft./mo. (all inclusive), years
1 - 5; $2.35/sq. ft./mo. (all inclusive), years 6 - 10.
Storage Space $0.50/sq. ft./mo. (all inclusive),
years 1 - 5; $.60/sq.ft./mo. (all inclusive), years 6 -
10.
METHOD OF PAYMENT: Payments shall be made in advance. First payment
shall be made on the date of occupancy, for the
period beginning with the date of occupancy to June
30 of that same year; future payments shall be made
one year in advance, beginning July 1.
BUILDING SERVICES: The following services shall be provided and
included in the rent paid by the Lessee:
• Building fire insurance
• Exterior building repairs and maintenance
(includes, but not limited to, painting and roof
repairs)
• Structural repairs and repairs of damages to
building not caused by lessees or sub-lessees
• Parking lot maintenance
• Real Property Taxes - exempt status
HAZARDOUS MATERIALS: To Lessor's current actual knowledge, the premises
are free of hazardous waste.
PARKING: Lessor agrees to provide Lessee with use of all
stalls in existing parking areas.
EXCISE TAX: In addition to the rent, Lessee shall pay the Hawai'i
General Excise Tax (currently 4.166%), or any
successor tax, which may be payable thereon.
DEPOSIT: None.
Page 2 of 5 Lessee Approval/Date: /
Lessor Approval/Date: /
DRAFT 2: 3/3/06
OCCUPANCY: Lessee shall be given occupancy of the premises by
January 1, 2007, or upon submittal and receipt of
the Occupancy Certificate, whichever occurs later.
However, if there is a delay in Lessor giving
occupancy, which delays caused by events beyond
the control of the Lessor, the obligation to pay rent
shall be deferred until such occupancy shall be
granted in writing to Lessee by Lessor, and the
expiration date of the lease shall be adjusted back
the same number of days as the period delay in the
commencement date of the lease.
LEASEHOLD IMPROVEMENTS: Lessor shall pay for the following leasehold
improvements prior to occupancy:
• Central air conditioning system
• Dropped ceiling
• Recessed fluorescent lighting and ceiling system
• Glass entry doors
• Computer outlets
• Phone outlets
• Electrical switches in each room
• Electrical outlets in each room
• Floor covering with cove base
• Other interior improvements specified in plans
and specifications agreed upon by Lessor and
Lessee (to be attached to contract).
From time to time, the Lessee shall be allowed to
make other leasehold improvements upon
consultation with Lessor.
FACSIMILES: The parties hereto agree that telephone facsimile
("FAX") copies of any documents required to be
executed by the provision herein will be accepted as
if signed in person, as originals. Upon request, the
party submitting the facsimile shall provide the
original document within a reasonable time,
however, failure to provide such an original shall
have no effect upon the validity of the execution by
facsimile.
COUNTERPARTS: The parties hereto agree that this Offer may be
executed in several counterparts, each of which
shall be deemed an original, and all executed
Page 3 of S Lessee Approval/Date: /
Lessor Approval/Date: /
DRAFT 2: 3/3/06
counterparts when taken together shall constitute a
single complete agreement as long as each party has
signed at lease one counterpart.
INSURANCE: Lessee is self-insured government entity. No
Insurance policy is required.
ADA: Lessor shall ensure that the building, all
improvements, and its common areas comply with
the American with Disabilities Act ("ADA").
LEASE: Lessee shall prepare a lease in conformity with the
terms and conditions specified in this Offer to
Lease, together with its standard lease terms,
conditions and covenants. This offer shall be
subject to the Lessor and Lessee agreeing on the
terms, conditions, and covenants of the final lease.
SPECIAL CONDITIONS: This offer shall also be subject to the approval of
the Hawaii County Council.
AGENCY DISCLOSURES: No agency or broker represents Lessor in this
transaction.
DURATION OF OFFER: This Offer to Lease shall remain open for
acceptance until May 31, 2006. If a signed
acceptance is not returned to the Lessee by the date
and hour specified above, the Offer shall be null and
void, unless extended in writing, and
aforementioned deposit shall be promptly returned
to Lessee.
ACCEPTANCE OF OFFER: The acceptance of this Offer, or the acceptance of a
counteroffer, shall not create legal rights or
obligations with respect to the lease of the premises.
Legal rights and obligations shall be created only
upon the execution of the lease by Lessor and
Lessee. Both parties understand that neither this
Offer to Lease nor any discussions or negotiations
which the parties may have had or may have in the
Page 4 of S Lessee Approval/Date: /
Lessor Approval/Date: /
DRAFT 2: 3/3/06
future regarding the premises shall create any
obligation whatsoever on the part of either party to
enter into a final and binding contract.
Page 5 of 5 Lessee Approval/Date: /
Lessor Approval/Date: /