REPORT RAPPORT

DATE:	28 July 2014
TO:	Executive Director, Ottawa Police Services Board
FROM:	Chief of Police, Ottawa Police Service
SUBJECT:	21 CONCOURSE GATE – LEASE RENEWAL

RECOMMENDATION

That the Ottawa Police Services Board approve the execution of a lease renewal with Clarke Properties Ltd. for approximately 4,691 sq. ft. of space located at 21 Concourse Gate for a period of 5 years commencing January 1, 2015.

BACKGROUND

The Ottawa Police Service (OPS) has leased space at Concourse Gate since 1995.  Starting in 2014, the Concourse Gate space was re-allocated to serve the needs of several special projects which are underway, thus easing the overloading of other OPS facilities.  The current lease expires on December 31, 2014.

Staff are recommending that the Board renew the lease at Concourse Gate for a five year period.  This space can play an important role during the implementation of the Facility Strategic Plan (FSP).

DISCUSSION

Staff have developed the long-term FSP to support police operations for 2012-2031.  The FSP outlines the requirements for this period which include: addressing the existing shortfall of space, resolving health and safety issues, meeting operational service delivery changes, co-locating sections to improve operations, complying with business continuity plans, responding to growth throughout the city and replacing aging infrastructure.

Throughout 2014, Concourse Gate has been re-purposed for use as special project space for the Service Initiative Project, Job Evaluation Project, Collision Reporting Centres Project and Workplace Innovation Project.  Plans for 2015 see the space continuing to be used as a hub for special projects.  Some of the projects listed above will continue into 2015, and new projects will start-up and including the project which will be launched to start the development of the new South Division Facility. In the future Concourse Gate may also serve as temporary space for OPS units, swing space during fit-up carried out under the FSP and space that can be used in business continuity circumstances.

CONSULTATION

Public consultation is not a requirement for this report.

FINANCIAL STATEMENT

The current lease has a net rent of $11.50 per square foot (PSF) and the proposed renewal reduces the net rent by 13% to $10 PSF.  This change represents a budget reduction of $7k for 2015.

Funding of $116,000 for the Concourse Gate lease, utilities and repairs and maintenance costs was included in the 2014 operating budget and is allocated to the Police Facilities Cost Centre (#124300).  The lease provision will be adjusted accordingly in the 2015 budget.

Lease Term	Net Rent PSF	Operating Costs (2014 Est) PSF	Annual Rent (Est)
Jan 1/15 – Dec 31/20	$10.00	$6.21	$76,041.11

CONCLUSION

In accordance with the FSP, a requirement exists to provide temporary space.  An excellent opportunity exists to meet this need by continuing the current leased space at Concourse Gate at a reduced cost.   Funds are available in the operating budgets to cover this cost.  

(Original signed by)

Charles Bordeleau

Chief of Police

Report Prepared by: Director General Frazer