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HomeMy WebLinkAbout6.j. Community Center/Armory Maintenance AgreementAGENDA ITEM: Community Center /Armory Maintenance Agreement AGENDA SECTION: Consent PREPARED BY: Dan Schultz, Parks and Recreation Director e AGENDt ii Li j ATTACHMENTS: Maintenance Agreement APPROVED BY:"7 Armory Maintenance RECOMMENDED ACTION: Motion to approve attached 2006 Agreement with the Minnesota Army National Guard. 4 ROSEMOUNT CITY COUNCIL City Council Regular Meeting: December 20, 2005 EXECUTIVE SUMMARY 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 lamtonal and hght 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. The only proposed change from Last year's agreement is an increase in the amount of the reimbursement the City receives for coordnnating the HVAC contract 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. This agreement is made by and between the Minnesota Army National Guard "Guard and the City of Rosemount "City MAINTENANCE AGREEMENT 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 and WHEREAS, the Guard and the City share responsibility for maintenance of the Center; 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 1. 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 $19,488 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 stnp and refinish the gym floor or tile hallways. The Guard will pay up to $2,000.00 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 $3,500 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. CLL- 191720v1 RS215 -7 1 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 authonzation and a work order number pnor to performing or contracting for work in the Center. Upon receipt of authonzation 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 beginning on January 1, 2006, and shall terminate on December 31, 2006 unless modified or extended by wntten 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 200 CLL-191720v1 RS215 -7 CITY OF ROSEMOUNT By: Its Mayor By: Its Clerk MINNESOTA ARMY NATIONAL GUARD By: By: Terrence Palmer, MSABC -EXDIR 2 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 debns. 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. Dnll Floor (Gymnasium) Will he dry mopped and spot mopped. Remove all tables and chairs. Remove trash and replace liners Attachment A Restrooms (upper level and lower level) Will be completely renovated which includes cleaning the toilets, unnals, sinks, floors, mirrors and restock all soap and paper products with National Guard product Remove trash and replace liners CLL- 191720v1 RS215 -7 3 Auditonum Remove trash Vacuum Put arm tables in a down right position. Sweep and clear stage Elevator Vacuum After all National Guard generated use; the CITY of ROSEMOUNT will provide the following services to ONLY the facilities listed below: Ceramic Tile Floor (upper level) Scrub the tile using a walk behind floor scrubber Dnll Floor (Gymnasium) Scrub the tile using a walk behind floor scrubber Tile Hallway (lower level) Scrub the tile using a walk behind floor scrubber The CITY will also perform the following duties on an annual a basis or as deemed necessary: Drill Floor (Gymnasium) Strip and seal the floor Tile Hallway (lower level) Strip and wax the tile Carpeted Hallways Deep clean the carpets (every six months) Classrooms Deep clean the carpets (every six months) CLL-19i720vi RS215 -7 4