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Home My WebLink About6.f. Community Center Armory Maintenance E X E C U T I V E S U M M A R Y City Council Regular Meeting: February 7, 2023 AGENDA ITEM: Community Center/Armory Maintenance Agreement AGENDA SECTION: Consent PREPARED BY: Dan Schultz, Parks and Recreation Director AGENDA NO. 6.f. ATTACHMENTS: Maintenance Agreement APPROVED BY: LJM RECOMMENDED ACTION: Motion to approve the 2023 Armory Maintenance Agreement with the Minnesota State Armory Building Commission (MSABC) BACKGROUND 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. There are no changes being made to the pre-existing 2022 Maintenance Agreement that was approved by the City Council other than some grammatical corrections and dates of the agreement being updated for 2023. RECOMMENDATION The Parks and Recreation Department staff is recommending approval of the attached 2023 Maintenance Agreement with the Minnesota Army National Guard. 1 MAINTENANCE AGREEMENT This agreement is made by and between the State of Minnesota, Department of Military Affairs (“State”) 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 State and the City share responsibility for maintenance of the Center; and WHEREAS, The State 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 State will pay the City an amount not to exceed $12,000.00 annually to reimburse the City for the costs of providing the services. The City will invoice the State monthly for the services provided. 2. The City will enter into a mechanical air handler contract. The State will pay the City an amount not to exceed $24,000.00 to reimburse the cost of this contract. The City will invoice the State monthly for such reimbursement. 3. The City will 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 State will pay an amount not to exceed $3,000.00 for its pro rata share (based on facility use) of the cost of such supplies. The City will invoice the State monthly for reimbursement of these expenses. 4. The State will pay an amount not to exceed $4,500.00 annually for 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. The City will invoice the State monthly for its pro rata portion (based on facility use) of the contract expense. 5. The State shall pay the City a one time payment of $16,000.00 for the annual direct costs of services provided to the National Guard for grounds keeping and snow removal. The City shall be responsible for snow and ice removal on the grounds. 2 6. The State will keep tools and equipment purchased, wholly or in part, with State funds at the Center for custodial or maintenance activities. The City shall have no obligation to replace or repair such tools or equipment, unless the City or it’s invitees cause such tools or equipment to be lost, stolen, destroyed, or broken. 7. The State or MSABC will identify and pay for repairs, changes or alterations to space used solely by the State. The City may identify needed repairs, changes or alterations in shared use spaces. The City shall request the State’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 from the State, the City may invoice the State for repairs, changes or alterations to the Center. 8. The terms and conditions of this agreement shall be effective beginning on January 18, 2023 and shall terminate on January 17, 2024 unless modified or extended by written agreement of the parties. The Agreement may be terminated by either party upon 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 , 2023. CITY OF ROSEMOUNT By: Its Mayor By: Its Clerk STATE OF MINNESOTA DEPARTMENT OF MILITARY AFFAIRS By: By: 3 Attachment A List of Duties for shared use Areas: After all National Guard generated use, the State 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. 4 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) • Scrub the tile using a walk behind floor scrubber The CITY will also perform the following duties 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 twelve)