HomeMy WebLinkAbout6.i. Community Center - Armory Maintenance Agreement4ROSEMOUNTEXECUTIVE SUMMARY
CITY COUNCIL
City Council Regular Meeting: February 17, 2015
AGENDA ITEM: Community Center/Armory Maintenance
AGENDA SECTION:
Agreement
Consent
PREPARED BY: Dan Schultz, Parks and Recreation
6.1.
Director
AGENDA NO.
ATTACHMENTS: Maintenance Agreement
APPROVED BY: ddj
RECOMMENDED ACTION: Motion to approve the 2015 Armory Maintenance Agreement
with the Minnesota State Armory Building Commission (MSABC).
ISSUE
Annually, the City Council reviews the maintenance agreement with the Minnesota Army National Guard
for the Community Center/Armory. The maintenance agreement outlines what the City will provide in the
form of janitorial and light maintenance services at the Community Center/Armory in the shared use
areas. This arrangement has been in place for a number of years and has worked very well for both parties.
Under this agreement, the Minnesota Army National Guard would be responsible for reimbursing the City
for the costs involved with providing services to the shared use portions of the facility.
SUMMARY
The Parks and Recreation Department staff is recommending approval of the attached maintenance
agreement with the Minnesota Army National Guard.
MAINTENANCE AGREEMENT
This agreement is made by and between the Minnesota Army National Guard ("Guard') and the City of
Rosemount ("City').
WHEREAS, the Minnesota State Armory Building Commission ('MSABC') leased to the City
a portion of the Rosemount National Guard Training and Community Center ("Center') on terms and
conditions specified in the attached lease agreement ("Lease'); and
WHEREAS, the Guard and the City share responsibility for maintenance of the Center; and
WHEREAS, The Guard and the City desire to agree upon certain terms and conditions relating
to their respective maintenance responsibilities for the Center.
NOW, THEREFORE, BE IT AGREED that for good and valuable consideration the parties
agree as follows:
The City will perform the following maintenance duties listed in attachment A. The Guard will
pay the City $12,000.00 to reimburse the City for the costs of providing the services. The City
and Guard may agree to increase the amount of reimbursement in future years. The City will
invoice the Guard monthly for the services provided.
2. The City will enter into a mechanical air handler contract. The Guard will pay the City an
amount not to exceed $24,000.00 to reimburse the cost of this contract. The City will invoice
the Guard monthly for such reimbursement.
3. The City will continue to provide janitorial supplies (light bulbs, hand towels, toilet paper, hand
soap, all cleaning agents and other necessary supplies) in shared use areas of the Center. This
does not include supplies to strip and refinish the gym floor or tile hallways. The Guard will pay
up to $3,000.00 for its pro rata share (based on facility use) of the cost of such supplies. The
City will monthly invoice the Guard for reimbursement of these expenses.
4. The Guard will pay its portion of the "chiller" maintenance contract, elevator maintenance
contract, fire protection services, boiler inspections and any other service contracts needed.
These items are all separate from the air handler contract and are not to exceed $4,500.00 The
City will invoice the Guard monthly for its pro rata portion (based on facility use) of the contract
expense.
5. The Department of Military Affairs, State of Minnesota, shall pay the City $16,000.00 for the
direct costs of services provided to the National Guard for grounds keeping and snow removal.
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6. The Guard will keep all equipment purchased, wholly or in part, with Guard funds at the Center
for custodial or maintenance activities. The Guard may reassign tools or equipment purchased
solely with state funds to other sites but the City shall have no obligation to replace such tools or
equipment.
7. The Guard or MSABC will identify and pay for repairs, changes or alterations to space used
solely by the Guard. The City may identify needed repairs, changes or alterations in shared use
spaces. The City shall request the Guard's authorization and a work order number prior to
performing or contracting for work in the Center. Upon receipt of authorization and a work
order number, the City may invoice the Guard for repairs, changes or alterations to the Center.
The City may perform emergency work immediately and notify the Guard as soon as is
practical.
8. The terms and conditions of this agreement shall be effective begriming on February 18, 2015,
and shall terminate on February 17, 2016 unless modified or extended by written agreement of
the parties. The Agreement may be terminated by either party hereto by thirty (30) days written
notice to the other party.
The parties acknowledge the terms and conditions of the Lease and agree that any provision of the
Lease that is inconsistent with the foregoing terms and conditions shall be deemed superceded and
replaced by the terms herein.
IN WITNESS WHEREOF, the parties have executed this agreement this day of
, 2015.
CITY OF ROSEMOUNT
By:
Its Mayor
By:
Its Clerk
MINNESOTA ARMY NATIONAL
GUARD
By:
By:
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Attachment A
List of Duties for shared use Areas:
After all National Guard generated use, the Guard will:
Bring all shared use areas to a "customer ready" condition. This
will include the following shared use areas and duties:
Classrooms
• All floors will be cleaned and vacuumed.
• White boards will be cleaned.
• Trash will be removed from wastebaskets and reline.
• Tables will be located in the standard classroom set up with the chair cushions setting on the
tables.
• Tables will be cleaned.
Carpeted Hallways
• Will be vacuumed and cleared of any debris.
Tile Hallway (lower level)
• Will be dry mopped and spot mopped.
National Guard Armory Entrance
• Dry mop and spot mop floor
• Vacuum rugs
• Empty ash urns
• Clean glass
Ceramic Tile Floor and Stairs (upper level)
• Will be dry mopped and spot mopped.
Drill Floor (Gymnasium)
• Will be dry mopped and spot mopped.
• Remove all tables and chairs.
• Remove trash and replace liners.
Restrooms (upper level and lower level)
• Will be completely renovated which includes cleaning the toilets, urinals, sinks, floors, mirrors and
restock all soap and paper products with National Guard product.
• Remove trash and replace liners.
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Auditorium
a Remove trash
a Vacuum
a Put arm tables in a down right position.
a Sweep and clear stage.
Elevator
a Vacuum
After all National Guard generated use; the CITY of ROSEMOUNT will provide the following
s e rvice s to ONLY the facilitie s lis to d be low:
Ceramic Tile Floor (upper level)
a Scrub the tile using a walk behind floor scrubber
Drill Floor (Gymnasium)
a Scrub the tile using a walk behind floor scrubber
Tile Hallway (lower level)
a Scrub the tile using a walk behind floor scrubber
The CITY will also pe rfo rm the following duties as deemed necessary:
Drill Floor (Gymnasium)
a Strip and seal the floor
Tile Hallway (lower level)
a Strip and wax the tile
Carpeted Hallways
a Deep clean the carpets (every six months)
Classrooms
a Deep clean the carpets (every twelve)
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