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<br />, <br /> <br />. <br /> <br />. <br /> <br />. <br /> <br />. <br /> <br />~ <br />~HILLS <br /> <br />MEMORANDUM <br /> <br />DATE: <br /> <br />Agenda Item 3.B <br /> <br />September 12, 2002 <br /> <br />TO: <br /> <br /> <br />Mayor and City Council <br /> <br />FROM: <br /> <br />Joe Lynch, City Administrator <br /> <br />SUBJECT: <br /> <br />Joint Maintenance Facility <br /> <br />ENCLOSURE: <br /> <br />Phase I Public Works Facility Agreement for Services <br /> <br />Backl!round <br />The City Council previously authorized staffto enter into an agreement with Ramsey County and <br />ToItz, King, Duvall & Anderson (TKDA) to provide architectural services to review the space <br />needs analysis previously performed by the same company in 1998 for Ramsey County and the <br />City on the joint maintenance facility. The space needs analysis produced a document which <br />indicated the City would need approximately 22,000 square feet of heated space for office, <br />equipment and vehicle storage maintenance area, as well as approximately 2,000 of cold storage <br />for supplies and related equipment. The report also outlined the potential costs based on the <br />preliminary needs analysis to the City of Arden Hills in the amount of $1.9 million for heated <br />and unheated space and an operating maintenance cost on an annual basis of approximately <br />$123,000. <br /> <br />The Maintenance Facility Task Force formed by asking some members of the Operations & <br />Maintenance Committee to meet with other interested parties, to review the information provided <br />by Ramsey County and TKDA and to make recommendations to the City Council on the space <br />needs analysis and the capital and operating costs. That information will be presented to the City <br />Council at your Worksession September 16, 2002, by the Chair of that task force, Clayton <br />Zimmerman. At that the time of this writing, staff is not aware of the recommendations being <br />made by the Maintenance Facility Task Force on space needs, capital costs, and operating and <br />maintenance costs, <br /> <br />Staff met with Jolli Mangini and Bruce Thompson of Ramsey County Property Management to <br />discuss the agreement for Phase I services which would include schematics, site plan, fifty <br />percent construction drawings. As well, staff also discussed with Ramsey County staff their <br />understanding of the property owner relationship between Ramsey County and the City of Arden <br />Hills. At that meeting, staff indicated that there were some concerns regarding the language of <br />the agreement. Ramsey County agreed to take a look at changes in that agreement. It was also <br />agreed that the capital cost was based on the space needs analysis and the City could, if they <br />desired, change the amount of space they would require. The payment for Phase I services <br />would also be changed to reflect the change in the percentage of space relative to the total <br />amount. As previously indicated, Ramsey County Board of Commissioners was in favor of a <br />