HomeMy WebLinkAbout6.u. Community Center/Armory Maintenance Agreement with Minnesota National GuardCITY OF ROSEMOUNT
EXECUTIVE SUMMARY FOR ACTION
City Council Meeting Date December 21, 2004
AGENDA ITEM: Community Center /Armory Maintenance
AGENDA SECTION:
Agreement with Minnesota Army National
CONSENT
Guard
PREPARED BY: Dan Schultz, Parks and Recreation
Director
AGEND O
it
ATTACHMENTS: Proposed Maintenance Agreement
APPROVED BY:
RECOMMENDED ACTION: Motion to approve attached 2005 Community Cent r /Armory
Maintenance Agreement with the Minnesota Army National Guard
ACTION.
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 The only proposed change from
last year's agreement is an increase in the amount of the reimbursement the City receives for
coordinating 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
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
I 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
$18,744 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 gyrn 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- 191720vi 1
RS215 -7
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 beginning on January 1,
2005, and shall terminate on December 31, 2005 unless modified or extended by written
agreement of the parties The Agreement may be terminated by either party h ereto b y
thing (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_
CITY OF ROSEMOUNT
By
Its Mayor
By
Its Clerk
MINNESOTA ARMY NATIONAL
GUARD
Terrence Palmer, MSABC -EXDIR
Lo
cLw91720vi 2
RS215 -7
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 Tlus
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
Vacuunirugs
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
Auditorium
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 tacdities listed below:
Ceramic Tile Floor (upper level)
Scrub the the using a walk behind floor scrubber
Drill Floor (Gymnasium)
Scrub the tile using a walk behind floor scrubber
Tile Hallway (lower level)
Scrub the the using a walk behind floor scrubber
The CITY will also perform the follow mg 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)