Explanation
BACKGROUND: The Department of Public Health operates, through grant funds from the Ohio Department of Health, clinics for the Women, Infants and Children (WIC) Program. The WIC clinics have been extremely successful, such that some of the clinics have seen their caseloads increase to the point that their existing facilities are unable to adequately offer the quality of service that has been offered in the past. In this regard, a space has been identified at 4337 Cleveland Avenue, which will be a replacement clinic for one currently located at 5253 Cleveland Avenue. The existing clinic contains 2,900 square feet, while the new space at 4337 Cleveland contains 4,000 square feet.
This legislation authorizes the Director of the Department of Finance and Management, on behalf of Department of Public Health, to execute those documents necessary to enter into a lease agreement with Dr. Jacinto W. Beard for the occupancy of 4,000 square feet for the period commencing October 1, 2011 through September 30, 2012. Rental rate for this space will be $10.63 per square foot, for an annual rent of $42,500. The lease shall also contain five automatic one-year renewals at the sole option of the City. The first two renewals will be at the same rate as the original term, the following three at a to-be-negotiated rate.
Dr. Beard's Contract Compliance Number is 18858909; expiration date 05/20/2013.
Emergency action is requested in order to allow the landlord to begin necessary modifications to the new suite so WIC will be able to occupy the space in October.
Fiscal Impact The lease payments for the rental of this facility are entirely funded by the WIC grant. As such, the grantor, the Ohio Department of Health (ODH), will need to approve the moving of the Cleveland Avenue Clinic before the lease can be executed. Also, because the new WIC Project cannot be created until Health receives the Notice of Award letter from ODH, it is necessary to establish these contracts within the Health Special Revenue Fund. The Health Special Revenue Fund will be reimbursed for the expenses upon receipt of a Notice of Award from ODH. This grant does not generate revenue or require a City match.
Emergency Justification Emergency action is requested to allow for the immediate execution of the subject lease agreement so that the Lessor can undertake the necessary tenant improvements.
Title
To authorize and direct the Director of the Department of Finance and Management, on behalf of the Department of Public Health, to enter into a lease agreement with Dr. Jacinto W. Beard for the lease of clinic space for the WIC program for the period of October 1, 2011 through September 30, 2012; to authorize the expenditure of $42,500.00 from the Health Special Revenue Fund to pay the cost of said lease; and to declare an emergency. ($42,500.00)
Body
WHEREAS, the Ohio Department of Health (ODH) has designated the Department of Public Health as primary grantee agency and fund administrator for all WIC programs in Franklin County; and
WHEREAS, the City desires, for the benefit of the Department of Public Health, to enter into a lease agreement with Dr. Jacinto W. Beard for the rental of real property containing 4,000 square feet of space at 4337 Cleveland Avenue, Columbus, Ohio for the expansion of the Women, Infants and Children program; and
WHEREAS, the WIC Program has submitted a formal request to ODH because it is necessary and required that the City receive approval from the ODH to move the Cleveland Avenue Clinic before the lease is executed with Dr. Jacinto W. Beard; and
WHEREAS, because the new WIC Project cannot be created until Health receives the Notice of Award letter from ODH, it is necessary to establish these contracts within the Health Special Revenue Fund and to reimburse the Health Special Revenue Fund for the expenses upon receipt of a Notice of Award from ODH; and
WHEREAS, an emergency exists in the usual daily operation of the Health Department in that it is immediately necessary to enter into the lease as described herein, with automatic options to renew the lease if so desired, and for the immediate preservation of the public health, peace, property, safety and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Finance and Management, on behalf of Department of Public Health, is hereby authorized and directed to enter into a lease agreement for rental space for the relocation of a WIC clinic on the City's northeast side for the period of October 1, 2011 through September 30, 2012.
SECTION 2. That the terms and conditions of the lease are as stated in the lease agreement approved by the Real Estate Division, City Attorney's Office, and includes the following:
a) The lease agreement shall include five one-year automatic renewal options, which shall be effective for one year each, commencing on October 1 of each year and terminating on September 30, as provided in the lease agreement. The first two renewals will be at the same rate as the original term, the following three at a to-be-negotiated rate.
b) All rents are subject to appropriation of rental funds by City Council.
SECTION 3. That approval of the relocation must be approved by the State Department of Health, and the approval to execute this lease is also contingent upon this approval being received by the Department of Public Health.
SECTION 4. That to pay the costs of said lease, the expenditure of $42,500.00 is hereby authorized from the Health Department Special Revenue Fund, Fund No. 250, Division No. 50-01, OCA - 502047, Object Level One - 03, Object Level Three - 3301.
SECTION 5. That the City Auditor is authorized to make any accounting changes necessary to ensure that this contract is properly accounted for and recorded accurately on the City's financial records. That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 6. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.