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Home My WebLink About6.h. Maintenance Agreement with Department of Military AffairsCITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR ACTION CITY COUNCIL MEETING DATE: March 20, 2003 AGENDA ITEM: Maintenance Agreement with Department of Military Affairs AGENDA SECTION: CONSENT PREPARED BY: Dan Schultz, Parks and Recreation Director AGENPW- # Hz' ATTACHMENTS: Proposed 2003 Maintenance Agreement APPROVED of Attached is the proposed 2003 Maintenance Agreement between the City of Rosemount and the Department of Military Affairs. The agreement outlines the duties to be performed by both parties at the Rosemount Armory/ Community Center and the payments that will be made to the City. RECOMMENDED ACTION: Motion to approve the 2003 Department of Military Affairs Maintenance agreement at the National Guard Armory\Community Center. COUNCIL ACTION: 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: 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 $17,988.00 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 $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- 191720v 1 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 December January 1, 2003, and shall terminate on December 31, 2003 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 200_. CITY OF ROSEMOUNT By: Its Mayor By: Its Clerk MINNESOTA ARMY NATIONAL GUARD Jama M. Davidson, MAJ. FMO Terrence Palmer, MSABC -EXDIR CLL- 191720vl 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. 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. 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 facilities listed below: Ceramic Tile Floor (upper level) • Scrub the tile using a walk behind floor scrubber Drill Floor (Gymnasium) • Scrub the tile using a walk behind floor scrubber Tile Hallway (lower level) 0 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)