HomeMy WebLinkAboutMaintenance in Lieu of Rent
Augusta Richmond GA
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DOCUMENT TYPE: ~r~~v-)~
YEAR: 1-ffi~
BOX NUMBER: 1-\
FILE NUMBER: \"\ LJ 5
NUMBER OF PAGES:
5
iIiDHR
Maria Greene, Actin!:! Commissioner
Department of Human Resources. 2 Peachtree Street, NW . Suite 29.250 . Atlanta. Georgia 30303-3142 404-651-6314
CERTIFIED MAIL 7002 0510 0002 14002936
April 29, 2004
From:
Georgia Department of Human Resources -
Office of FacIlities and Support Services
To:
Augusta-Richmond City Consolidated Government
530 Greene Street
City/County Building
Augusta, GA 30911-4406
Subject:
DFCS Facility, Richmond County, Augusta, GA
Maintenance in Lieu of Rent #3246
Enclosed is the Maintenance in Lieu of Rent Agreement for the State fiscal year of 2004 for the
Richmond County Division of Family & Children Services Office fully executed by the State and
the Augusta-Richmond City Consolidated Government for your records.
Thank you for your assistance in providing office space to be used for service to the citizens and
employees of the State of Georgia.
An Equal Opportunity Employer
From the Desk of.. .Mike Spring
Leasing Specialist
Gcorgia Department of Human Rcsources
Office of Facilities and Support Services
2 Pcaehtree Street, Cubicle 32.217
Atlanta, Cia 30303-3142
Phonc 404-651-7479
Fax 404-657-5847
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Lease.#
3246
. Georgia Department of Human Resources
Division of Family and Children Services
FY 7004
LOCAL STATEMENT OF SERVICE AND MAINTENANCE COSTS
IN LIEU OF RENT IN PUBLIC BUILDINGS
OR
THIRD PARTY LEASING ARRANGEMENT
PREP ARE
IN
QUADRUPLICA TE
OFFICE OF THE AUGUSTA-RICHMOND CTY CONSOLIDATED GOVERNMENT
AUGUSTA
RICHMOND
COUNTY
GEORGIA
TO: GEORGIA DEPT. OF HUMAN RESOURCES/RICHMOND COUNTY DFCS
For third party space Dr service and maintenance costs in providing you agency with office space in the public facility building
know as the
Georgia Department of Human Resources
building, located at 520 FENWICK STREET
77,159 Square Feet@
Georgia. ~
IS,;z.:zo?()fi} ~ I/} i./.; iI/.j-
1 S , 2211 Q Per Square Foot per Annum }., 1"7 G , 44.5
AUGUSTA
Monthly Charge (Charge per Annum Divided by 12)
~ ,tna.41
91,f6? 7j~
THIS MONTHLY CHARGE, in lieu of rent or for third party lease payment, is to remain constant for a minimum period of
twelve (12) months from date of acceptance by the local Human Resources program, and the basis on which it is computed is shown on the
reverse side herein.
This monthly charge has been determined solely for the purpose of obtaining State and Federal Participation in costs incurred by
County/City fiscal authorities in providing office space for a Human Resources program. It is understood that acceptance by the Georgia
Department of Human Resources is subject to review and audit by the Internal Audit Unit, and the County/City fiscal records form which
such costs have been determined will be open for their inspection. The audit may be either State or Federal (or both).
I DECLARE THAT the infonnation furnished herein to the best of my ,
complete.
Date
t; /t(/O?
I
crJ
(Signature of
~~
(Title)
(AFTER EXECUTION, COUNTY FISCAL AUTHORITY WILL TRANSMIT IN TRIPLICATE TO DIRECTOR)
~~.
C Commissioner, DHR :::,
Date . '-\. ~ "J..~..... ~-e<f
b
PA YMENTS against this agreement are to be made to:
~ (11), ~ ....ff
DEPT. OF ADM
SPACE "A~TRATIVE SERVICES
DATE:_ '}.11J~
-;61
FORM 746 (3-84)
~g~ ~NVEN10~Y PUR~OStS owlv4
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S.CHEDllLE A- SERVICE AND MAINTENANCE EXPENSES
For the County Fiscal Year Ended
2004
TABLE I - ELEMENTS OF EXPENSE Applicable To All Applicable To Human
OccuDwlts of Building Resource Prolrra n Only
Heat 2...368
Lights 94,448
Water 4.014
Custodian Service if. hQ<
Janitor and Maid Service 61,843
Elevator Service
Cleaning Supplies and Contracts 67,068
Painting and Decorating
Maintenance Repairs:
Repairs and Repair Parts:
Electrical
Plumbing and Heating
Elevators 1,908
Building, General 8~089
Maintenance Repair and Engineering Service II~ ~W -4,765
Upkeep of Grounds -
Insurance
Depreciation (From Table 2)
Hand Tools and Minor Maintenance Equipment
Other Expenses (Specify) 54, 719 )
*Third Party Lease Agreement 840.477
Total Expense h 174,445 .......
Total Square Footage of Building 77 .159 sq. ft. ;./1 ?~ S/IJ ~r:--
Annual Cost per Square Foot 1,s":.22t? 70' ~
(Divide Total Expenses by Total Square Footage) tS,22110
Square FODtage Occupied by Human Resource Program 77 159 sq. ft.
Pro-rata Annual Cost to Human Resource Program
(Square Feet Occupied by Annual Cost per Square Foot) . sq. ft.
~')
A)
B)
TOTAL ANNUAL CHARGE TO HUMAN RESOURCE PROGRAM
(Add (A) and (B))
ANNUAL CHARGE PER SOUARE FOOT TO HUMAN RESOURCE PROGRAM
(Divide Total Annual Charge by Square Feet Occupied)
TABLE 2 - EXPLANATION FORDEPRECIAIIOKCLAlMEDIN TABLE 1
Type Construction of Date Estimated Life Cost Depreciation in Remaining Cost Depreciation this Depreciation
Bui]ding Acquired to be used in (exclusive ofland) Prior Years Beginning of Year Rate
Accumulating Year
Depreciation
1. Masonrv, Solid 50 2%
2. Masonrv, Frame 33 1/3 3%
3. Frame 25 4%
Additions: (if any)
4.
5.
TOTAL (Enter as Depreciation Expense, above, under Table I)
Classify building as to type of construction as indicated above, lines 1 thru 3. Additions if any, lines 4 and 5. Use appropriate
depreciation rate. See page 4 for detailed instructions.
C:\HHH\MIL Form.docFORM 746 (3-84)
Page 2 of4
1
Schedule in support of Third Pa~ Space OR Service and Maintenance Costs in Lieu of Rent in,Public Buildings
.
SCHEDULE A - SERVICE AND MAINTENANCE EXPENSES (CONTINUED)'
TABLE 3 - BUILDING DESCRIPTION
2004
Department of Human Resources
Name and Location of Building RICHMOND CTY DFCS-520 FENWICK STREET, AUGUSTA, GA
General Description of Building (Attach sketch of space occupied.)
(Type and material of construction, etc.) ORIGINAL SINGLE STORY BRICK BUILDING, AND A
THREE (3) STORY DRYIT ADJOINING BUILDING
General Condition
GOOD
Age
12
Yrs.
ft.
Dimensions of Building: Length
Square Footage of Building
(Net usable space)
77,159
HUMAN RESOURCES PROGRAM OCCUPIES THE ENTIRE BUILDING
77,159
Location in building of Human Resource Program(s)
Width
ft. No. of Floors
Average Square Footage per Floor
(Net usable space) 77 , 159
Number of Rooms Occupied by Human Resources Program ALL
Total Square Footage Occupied
Facilities Furnished to the Human Resource program (See Instructions) FIRE INSURANCE, JANITORIAL AND MAID SERVICE,
UTILITIES BUILDING MAINTENANCE, SECURITY SERVICES, SECURITY GUARDS (2),
AND PARKING,
FUNDING OUT CLAUSE
Notwithstanding any other provision of this agreement, the parties hereto agree that the rent hereunder is payable by the Lessee solely
from appropriations received by the Lessee from the General Assembly of the State of Georgia. In the event such appropriations are
determined, in the sole discretion of the chief operating officer of the Lessee, no longer to exist or to be insufficient with respect to the rent
payable hereunder, this agreement shall terminate without further obligation of the Lessee as of that moment (hereinafter referred to as
"Event"). In such Event, the chief operating officer of the Lessee shall certify to the Landlord the occurrence thereof, and such certification
shall be conclusive.
INSTRUCTIONS FOR LOCAL STATEMENT OF SERVICE AND MAINTENANCE COSTS
GENERAL INSTRUCTIONS
These instructions are to explain the purpose of, and describe requirements in the preparation of Form 746, Local Statement of Service and Maintenance Costs
in Lieu of Rent in Public Buildings OR Third Party Leasing Arrangements.
Purpose of Forms
The purpose of this form is to pro. ide for State and Federal participaticn
in those costs incurred and paid directly by the county/city fiscal authorities
for operation and maintaining a public building in which a Human Resource
prog1:all1oc~piJ:S_spa~.__ __ uu __
Prepared by Whom
This form is to be prepared, in quadruplicate, in the office of the
county/city fiscal authority. Certificate of county/city official preparing, or
furnishing information for preparation of Schedule A. Tables 1,2 and 3, from
which monthly charge for space is determined, is required on page 3.
Proposal for claiming Federal participation in the monthly charge so
determined is made over the signature of the county/city fiscal authority in
space provided on page I. Where fiscal authority is vested in a Board of
Commissioners, the signature shall be that of the Chairman.
C:\HHH\MIL Form.docFOR.M 746 (3-84)
Acceptance-Effective Date
Proposals for Federal matching of service and maintenance costs become
effective with the month in which they are accepted by the local Human
Resource program.
-&
Basis for Charges
Charges for office space under this policy provision will be allowed on the
basis of a uniform monthly per square foot charge, with a unit cost based on
the total of such expenses paid directly by the county fiscal authorities for the
preceding county/city fiscal year, but in no instance to exceed the cost that
would be required for occupancy of comparable space in a private building.
The monthly per square foot charge, after establishment and acceptance by
the local Human Resource program, must remain constant for a minimum of
twelve months. Revisions, either upward or downward, may be negotiated
after the expiration of this required term.
Please remember that documentation for charges shown on Tables I, 2 and
3 of the Local Statement of Service and Maintenance Costs will be the
responsibility of the local county/city fiscal authority. The Georgia
Department of Human Resources assumes no liability for audit exceptions.
Page 3 of4
\. ~~
PREPARARTION OF SCHEDULE A
TABLE 1- ELEMENTS OF EXPENSE
Th~ following instructions describe the classes of expenditures which may be claimed as Service and Maintenance Co~ts. These expenditures may be
pm-rated tv all occupants of the building, or joint costs may be prorated and expenditures for the exclusive benefits of the human resource program charged
direct in the column provided. If direct charges are made to the human resource program, expenditures for the exclusive benefit of other occupants are to be
excluded from proration.
Painting and Decorating, Maintenance Repairs, and Upkeep of Grounds included herein are routine or ordinary, not materially prolonging the life, or
increasing the value of the property.
Items or services purchased in large quantities, for several or all buildings of a county/city, may be prorated among buildings, on a basis of reasonable
approximation by the use of a COmmon unit of measure. For any and all such items, working papers, memorandums, or otrer data used in compiling costs
should be held for examination by State and Federal auditors.
Do not claim in this statement, any expenditures form the bank account of the human resource program.
HEAT, LIGHT, WATER: Included costs of providing heat, lights, and
water, whether purchased, or furnished by a county organization.
CUSTODIAN, JANITOR AND MAID, ELEVATOR SERVICE: Include
services of building superintendent, custodian, watchmen, janitors, porters,
maids, elevator operators, etc. Maintenance and grounds personnel are
included in another category.
CLEANING SUPPLIES AND CONTRACTS: Include costs of articles and
products used in keeping building and equipment in sanitary and efficient
condition. Also building cleaning or service contracts, such as window
cleaning service, towel service, etc.
PAINTING AND DECORATING: Include cost of painting building interior,
floor refinishing, plastering, papering, etc. Also. include services of painter,
plasterer, etc. Do not include painting or otherwise refinishing entire
exterior of building, or decorating projects that materially prolong the life or
increase the value of the building.
MAINTENANCE REPAIRS AND REPAIR PARTS: Include by category,
minor or ordinary repairs by outside agencies, and repair material or parts
used by regular maintenance employees in making routine repairs.
MAINTENANCE REPAIRS ANDENGINEERING SERVICE: Include
services of county employed maintenance and engineering employees (full
time, per diem, or hourly basis), such as building engineers, mechanics,
electricians, carpenters, etc.
Do not include under Maintenance Repairs, expenditures which materially
prolong the life, or increase the value of the building, or building equipment,
and therefore should be added to its cost and recovered by annual
depreciation or amortization allowances.
UPKEEP OF GROUNDS: Include services of gardeners, yardmen, etc., and
agricultural and botanical supplies used in upkeep of building grounds. Do
not include extensive grounds improvements or outlays which materially
enhance the property.
INSURANCE: Include premiums for insurance covering loss or damage of
building or contents. Premiums paid in advance are to be apportioned
annually, over the life of the policy on a straight time. basis. Do not include
public liability insurance.
HAND TOOLS AND MINOR MAINTENANCE EQUIPMENT: Include
expenditures for hand tools and minor items of equipment used by employees
in the maintenance of the building and upkeep .of the grounds, such as,
carpenter tools, plumbing tools, paint brushes, shears, rakes, shovels,
lawnmowers, hose, etc.
OTIIER EXPENSES: Include expenditures relative to the service and
maintenance of the building, but not classified under preceding headings.
.Rental reimbursement for private lease.
TOTAL SQUARE FOOTAGE: Include tenantable areas only, i.e., offices,
courtrooms, jury rooms, judges' chambers, etc. Do not include halls,
corridors, stair wells, toilets, or other non-tenantable areas.
TABLE 2 - DEPRECIATION
Since these instructions relate to the measuring of depreciation, they may be disregarded by counties/cities not claiming depreciation, or whose building
are beyond the ages stated in Table 2.
lYPE OF CONSTRUCTION: C[assify building as to type of construction, as
follow:
1.
W..ASONR Y, SOLID: Building of slow burning or fireproof
construction - such as masonry, brick, concrete, concrete or cinder
blocks, tile, brick and steel, steel frame, steel and stucco, etc.
MASONRY, FRAME: Buildings of the same exteriors as above, but
with wooden frame interiors.
2.
3.
FRAME: Buildings of wooden frame or similar construction.
COST: Show cost of purchase or construction of building. This cost to be
exclusive of the cost of the land upon which the building stands. Ifland cost
is not known, a reasonable estimate or appraisal will be accepted.
DEPREClA nON IN PRIOR YEARS: Compute depreciation for prior years,
i.e., from date of acquisition by county to current year, by use of appropriate
annual rate, and insert in this C<Jlumn.
REMAINING COST BEGINNING OF YEAR: Value of building after prior
years depreciation is deducted from original cost.
DEPREClA nON TIllS YEAR: Compute depreciation for current year by
4-5. ADDmONS: Describe the addition to building. Give estimated useful use of appropriate rate and insert in this column. Also, carry this amount to
life. Apply allpropriate depJ~.~ia!ion @tJ:, j.e'L ratc:..J!P.Rli,C;!ib'-~ typ.e .of Table I.
. COnStruction, as given in Table 2.
~
TABLE 3 - BUILDING DESCRIPTION
Give name and location of Building: ''Newton County Courthouse, Covington, Georgia, n or "Cobb County Office Building, Marietta, Georgia". Give
general description: "Two story red brick building." Show general condition of repair as: Excellent, Good, Fair, Poor, Rundown. Shabby, etc. Give
measurements of building and square footage. Net usable space is gross square footage less non-tenantable areas, such as halls, toilets, etc. Give location of
human resource program: ''N.W. Corner of second floor," and number of rooms and square footage occupied by that program. List facilities and services
furnished the human resource program: "Private toilet, janitor service, lights, heat, water," etc., whose costs are included in Table 1.
PREPARATION OF SCHEDULE B
This statement of comparable rent (Form 5465) is to establish the fact that the charge to the human resource program for service and maintenance costs
is not in excess of current rent in the community, for comparable space, facilities and service in a private building. These three statements must be from a
disinterested qualified person: realtor, building and loan association official, bank official, etc. It cannot be from a public official.
After "FROM," insert name of person making the statement After "OF'" insert his address. Giye his professional qualifications, such as, Member Real
Estate Board: President, John Doe Reality Co., etc.
C:\HHH\MIL Fonn.docFORM 746 (3-84)
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