Broward County Commission Regular Meeting
Director's Name: Tracy Jackson
Department: Regional Emerg Svcs & Comm Division: Office of Regional Comm & Tech
Information
Requested Action
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MOTION TO APPROVE Second Amendment to the Lease Agreement between the City of Coconut Creek (City) and Broward County (County), for lease of property at 4900 West Copans Road, Coconut Creek, Florida 33063, for the operation of a E-911 Call Center (Second Amendment), in substantially the form attached as Exhibit 1, and authorize the County Administrator to further negotiate and execute the Second Amendment with any required modifications, provided the County Administrator determines such modifications benefit the County, and subject to review and approval as to legal sufficiency by the Office of the County Attorney; and authorize the County Administrator to take any necessary administrative and budgetary actions to implement the Agreement.
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Why Action is Necessary
Board of County Commissioners’ approval is required to lease property.
What Action Accomplishes
Provides for the ongoing operation of Broward County’s north regional E-911 Call Answering Center while design and construction of the replacement site at 1801 Spectrum Boulevard in Fort Lauderdale is completed, allowing a move of the north regional E911 call answering operation from the current Coconut Creek site to the new site, avoiding potential disruption of E911 answering service to Broward County’s E-911 callers.
Goal Related Icon(s)
☐County Commission
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Previous Action Taken
None
Summary Explanation/Background
THE OFFICE OF REGIONAL COMMUNICATIONS AND TECHNOLOGY RECOMMENDS APPROVAL OF THE ABOVE MOTION.
On September 23, 2013, the Broward County Board of County Commissioners approved the original five-year lease of 6,620 square feet for the E-911 Call Center in the City of Coconut Creek. On June 24, 2014, the Board approved the First Amendment to the lease, providing for a reduction in leased square footage (220) from 6,620 to 6,400. On February 20, 2018, the City and the County agreed to the five-year extension of the lease, from Fiscal Year 2018 through Fiscal Year 2023.
The lease allows for a potential term of thirty years, from October 1, 2013, through September 30, 2043. However, in December 2020, the City of Coconut Creek expressed its intent to leave the Regional Communications System effective October 2022. (In late 2022, E-911 calls, dispatch services, and teletype services for the City of Coconut Creek transferred from the Regional Communications System to the City of Coral Springs.) In 2021, the City finalized the separation of its fire rescue department from the City of Margate, creating a need for additional administrative office space. As part of these transitions, the City began expressing its desire to recover the square footage housing the E-911 Call Center.
To accommodate this request, the Board approved capital funding for the design and construction of a replacement E-911 Call Center at 1801 Spectrum Boulevard in Fort Lauderdale, the same building slated to hold the Property Appraiser and the Value Adjustment Board.
Given the need to maintain uninterrupted E-911 call services while constructing the replacement location, the City and the County began negotiating the Second Amendment to the lease in 2023. Negotiations have led to agreement on most terms, including one-time capital costs, increased cost per square foot, increased CPI, the acquisition of spot coolers, the reduction of square footage, revised tenant restrictions relative to the Broward Sheriff’s Office’s use and occupancy, and payment of costs to offset City expenses should the project be delayed beyond September 2025.
The only remaining point of negotiation is a City requested one-time penalty of $60,000 in October 2025, in addition to the agreed upon offset, should the County not vacate the premises by September 2025. The County Administrator does not recommend or support this provision. Approval of this item will provide the County Administrator with the authority to finalize negotiation and execute the Second Amendment.
Source of Additional Information
Tracy Jackson, Director, Regional Emergency Services and Communications, 954-831-3908
Michael W. Ruiz, Assistant County Administrator, County Administration, 954-357-7333
Fiscal Impact
Fiscal Impact/Cost Summary
The Second Amendment requires Broward County to pay the City of Coconut Creek a one-time fee of $295,000 for capital investments, reduces the total square footage leased by 225, increases the gross price per square foot from $20.84 to $24.65 resulting in a new annual lease cost of $152,200, an increase of $18,809 in FY 2024, increases the annual CPI from 2% to 4%, and requires Broward County to purchase and maintain two spot coolers on site at a cost of approximately $25,000.