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HomeMy WebLinkAbout2B, Ramsey County Public Works Facility Discussion EN HILLS MEMORANDUM DATE: May 17, 2010 Item 2.11 TO: Honorable Mayor and City Council Members Patrick Klaers, City Administrator FROM: Sue Iverson, Finance Director/Treasurer SUBJECT: Ramsey County Public Works Facility Discussion Back round On November 10, 2003, the City Council approved Resolution 03-65, approving a Joint Agreement for the Financing, Operations and Use of the Ramsey County Public Works/Partners Facility. In 2004, the facility was occupied for use by Ramsey County, Arden Hills, and Mounds View School District. Discussion Over the past few years since our operations have been moved to this facility, there have been various questions about the agreement. Attached is the agreement that was signed by all three partners and the budget that was prepared for cost allocation purposes. On February 26, 2007, the City Council authorized the final payment on the facility project which resulted in a total cost of$2,132,383 to the City with a savings of$255,131 from the original budget. According to Attachment E in the original agreement, Arden Hills annual share of costs were estimated to be $82,033. Other than 2004 when we occupied the facility for only a fraction of the year ($24,084), the city has only been charge $82,033 a year for the facility lease payment. No other costs have been incurred. Council Action No action needs to be taken, council may wish to discuss and refer further questions to staff. City Council Meeting IlMetro-inetlardenhills1AdminlCouncillAgendas&Packet Information120 1 015-1 7-1 0 Worksession\Packet InformationlRamsey County Public Works Facility.doc Page 1 of 1 Attachment A .JOINT AGREEM ENT FOR FINANCING, OPERATIONS, AND USE OF RAMSEY COUNTY pUSLIC WORKS/PARTNERS FACILITY of Arden Hills, State of This Agzeement is made and entered into de H�lls'thand the Independent School District Minnesota,hereinafter referred to as"Clty of Arden Minnesota,hereafter referred to as"Mounds View School District; and the County 621, State of Minn County." _ of Ramsey, State of Minnesota,hereinafter referred to as"Ramsey tY WHEREAS,Ramsey County is constructing the new Ramsey County public works facility; and and City o Ramsey County, Mounds View School District, dA rden Hills WHEREAS, R y View School have recognized the need for a public works facility to serve the needs of Moun District and the City of Arden Hills; and Mounds View School District and City of Arden Hills have ncgd a WHEREAS, for th willingness to enter into a joint`po erks facility;g eand ent with RamseyCounty operations, and use of a public WHEREAS,the Parties recognize that such a joint venture s faciwoula tpraand vide certain economies of scale for construction and operation of a public work y parties have reached agreement on their rights and obligations in regards - WHEREAS, the Part to the financing, operations, and use of a public works facility; pursuant to the authority contained in Minnesota Statutes § NOW, THEREFORE,p known as the Joint powers Act, and in consideration of the mutual covenantsSchoolts her in commonly shall derive hereby, the Mounds herein contained and the Hills,s that each and Ram county agree as follows: District,the City of Arden I, PURPOSE OF THE AGREEMENT Of the parties regarding It is the purpose of this Agreement to set forth the understanding the financing, operation, and use of the public works facility- II TERM OF THE AGREEMENT is A eement shall be effective upon execution by all parto and shall Thgr -sions of this in full force and effect unless and until terminated pursuant p agreement_ III shall have the meanings stated: . DEFINITIONS The following terms, as used in this Agreement, 1of16 Created on 11/13/2003 7:36 AM ('nnnty Public workslParmers Agreement: B_ The Facility shall have the approximate space and features as identified in ATTACHMENT A and Al, hereto attached and made part of this agreement: V. FACILITY PROJECT CONSTRUCTION FUNDING The construction of the Facility will be funded as follows: total projct 1. The Ramsey County Board of Commissioners has approved are re dentifieden cost of$30,443,461. The funding sources for project ATTACHMENT B,which is incorporated and m made $2 par hereof identified 2. The City of Arden Hills shall contribute the s in ATTACHMENT C, for its share of the construction costs as follows: a_ The City of Arden Hills City Council shall first pass a resolution approving the contribution. Arden Hills shall make quarterly progress payments to b. The City of Ramsey County, without invoice from Ramsey County, during the construction process according to the following payment schedule: 1.) $ 596 878.50 Due> 2.) $ 596 878.50 Due> January 1 2004 3.) $ 596 878.50 Due> Aril 1 2004 4.) $ Balance Due> U on Substantial Com letion . 3. The Mounds View School District shall contribute the sum of$1 349,775 , plus interest and bond costs, as identified in the financing plan, for its share of the construction costs as follows: a. The Mounds View School District shall first pass a resolution approving the contribution and the financing plan. _ b. The Ramsey County Board of Commissioners has agreed to provide financing for the Mounds View School District portion of the facility in accordance with the Ramsey County and Mounds View School District Financing Plan Agreement, as approved by the County and the School 4. if the Mounds View School District, and/or iC construe y of n Hills, during of their respective construction of the Facility, request changes ges result in cost increases which exceed the requesting parcel, and such chan party's contribution under this Article, the requesting party shall be solely responsible for paying for such changes, and suchchanges shyll not by made unless and until the requesting party has forty sufficient funds to pay for the changes. If the Mounds View School District, and/or City of Arden Hills, during construction of the Facility, request changes in construction of their respective parcel, and such changes result in cost 3of16 Ramsey County Public WOIks/Parmers Agreement:Created on 11/13/2003 7:36 AM decreases,the decreased cost shall be applied solely to the requesting party's share of the construction cost. 5. Upon substantial completion of the project,the parties will jointly select and pay for the services of a registered architect. The architect shall prepare construction as-built drawings which identify the square footages encompassed in each party's respective parcel. These as-built drawings shall be added as Exhibit A2, when prepared. VI. EXCLUSIVE OCCUPANCY A. Ramsey County hereby grants to the City of Arden Hills exclusive occupancy rights to the Arden Hills Parcel and the non-exclusive right to use the Common Elements as delineated in the construction as-built drawings, subject to the terns of this Agreement and upon occurrence of the following: I. Execution of this Agreement; and 2. Receipt by Ramsey County of full payment from City of Arden Hills in accordance with the terms of this Agreement. B. Ramsey County hereby grants to the Mounds View School District exclusive occupancy rights to the Mounds View School District Parcel and the non- exclusive right to use the Common Elements as delineated in the construction as- built drawings, subject to the terms of this agreement and upon occurrence of the following. 1. Execution of this Agreement; and 2. Receipt by Ramsey County of full payment from the Mounds View School District in accordance with the terms of this Agreement- C. Ramsey County shall have the exclusive right to occupy the Ramsey County Parcel during the terra of this agreement and the non-exclusive right to use the Common Elements as delineated in the construction as-built drawings subject to the terms of this Agreement. D_ Neither the Mounds View School District nor the City of Arden Hills may convey or transfer any interest in their respective parcels to a non-governmental third party. Any conveyance or other transfer to a governmental entity during the terra of this agreement shall be subject to approval by Ramsey County, which approval shall not be unreasonably withheld. E_ The occupancy interest of the parties shall be subject to the terms, conditions, covenants, and restrictions of any deed transferring the property from the United States government to Ramsey County. 4 0#16 Ramsey County Public Works/Partners Agreement:Created on 11/13/2003 7:36 AM VII. OPERATIONS COMMITTEE A. The Operations Committee shall be comprised of the following members: l. The Ramsey County Manager or his/her designee. 2. The City Administrator of the City of Arden Hills, or his/her designee. 3. The Superintendent of the Mounds View School District, or his/her designee- B. In all matters affecting or relating to the duties,responsibilities, and authority of the Operations Committee, the Ramsey County member shall have eight(8) votes, the City of Arden Hills member shall have one(1)vote, and the Mounds View School District member shall have one(1)vote. VIII. POWERS OF THE OPERATIONS COMMITTEE A. The Operations Committee shall have the following powers and duties including, but not limited to: 1. Operation,care, improvement,upkeep and maintenance of the Facility including the Common Elements. 2. Determine and adopt the annual operating budget, and a five (5) year capital improvement budget, as required for the affairs of the Facility, including without limitation,the operation and maintenance of the Facility and reserves for repair,replacement, and improvements. a. The annual operating budget shall be prepared not later than March 1 of each calendar year_ Each party's proportionate share of the annual operating budget shall be calculated based upon the formula outlined in ATTACHMENT E, entitled"Annual Operating Budget Allocation". The City of Arden Hills and the Mounds View School District shall remit to Ramsey County their respective share of the Annual Operating Budget in two(2) installments, the first of which is due on or before January 5, and the second of which is due on or before July 1, of the calendar year for which the budget is proposed. b. In addition to the Annual Operating Budget and the capital improvement budget, the Operations Committee may, in any budget year, propose a special assessment applicable to that year only for the purpose of paying, in whole or in part, any unforeseen, emergency, or otherwise unbudgeted operating expense including, without limitation, the unexpected construction,reconstruction, repair, or replacement of a common element capital improvement. This special assessment is subject to County Board 5of16 Ramsey County Public Works.Tartners Agreement:Created on IV13/2003 7:36 AM ms approval. If the unbudgeted expense is due solely to the activity or operations of one party, that party shall be fully responsible for the expense. Otherwise, each parry's share of the expense will be proportional as in the annual operating budget. 3. Adoption;promulgation, and amendment of rules and regulations covering the details of operation and permitted use of the Facility provided that the Facility may only be used by governmental entities for governmental purposes. 4. Managing,maintaining, and repairing the Facility and repairing and reconstructing the Facility after damage or destruction by fire, or other casualty, or as a result of eminent domain proceedings. B. The Operations Committee shall delegate day-to-day operations of the Facility to the Ramsey County Property Management Department, which shall provide property management services for the Facility as an Internal Service Fund in accordance with standards applied to the management of other Ramsey County property, under the direction of the Director of the Ramsey County Department of Property Management. IX. USE OF FACILITY The Facility shall be used for governmental purposes only, and shall be operated in compliance with the rules and regulations adopted by the Operations Committee. X. DISPUTE RESOLUTION A. If a dispute arises between the parties relating to this agreement, the parties agree to use the following procedure prior to any party pursuing other remedies. Step 1: The Operations Committee shall meet and attempt, in good faith, to - resolve the issue to the satisfaction of all parties involved. Step 2: If within 30 days of this meeting, the parties are unable to agree on resolution, a meeting shall be held promptly between the parties, attended by Ramsey County Manager and the Arden Hills City Administrator and/or the Mounds View District School Superintendent(or his/her designee) regarding the dispute, to attempt in good faith to negotiate a resolution to the dispute. Step 3: If,within 30 days after such meeting, the parties have not succeeded in negotiating a resolution to the dispute, the dispute will be submitted to binding arbitration in accordance with the American Arbitration Association, or other such dispute resolution process as agreed to by the parties. Ramsey County Public Works/Partners Agreement:Created on 11W2003 3:34 PM 6 of 16 XI. ADDITIONAL CONSTRUCTION A. Ramsey County hereby reserves the right to construct such additional improvements to or on the Facility, as it, in its sole discretion, deems appropriate. To the extent such additional improvements result in increases to some or all operating costs as outlined in ATTACHMENT E, the relative shares of the parties operating costs shall be adjusted. B. The City of Arden Hills and/or the Mounds View School District may propose additions or improvements to the Facility to the Operations Committee, subject to approval by the Ramsey County Board. To the extent such additional improvements result in increases to some or all operating costs as outlined in ATTACHMENT E, the relative shares of the parties operating costs shall be adjusted. XII. GENERAL TERMS AND CONDITIONS A. Events of Termination 1. This Agreement maybe mutually ten- inated upon terms and conditions as agreed to by the Parties. 2. Except as hereinafter provided, no party may terminate this Agreement unilaterally during the initial ten-year period. Thereafter, the City of Arden Hills or the Mounds View School District may unilaterally terminate its participation in this Agreement upon 12 months' written notice, delivered in person to each of the other parties highest elected official or designee. 3. In the event that the City of Arden Hills or the Mounds View School District desire to terminate its participation in this Agreement, the City of Arden Hills or the Mounds View School District may negotiate the transfer of its interest in its respective parcel to one of the other parties. If a negotiated transfer is not achieved, the City of Arden Hills or the Mounds View School District may vacate their respective parcel, at which time the use of the space shall revert back to the County. 4. Upon expiration or early termination of participation in this Agreement, as herein provided, any funds remaining in the Retained Earnings account, shall be returned to the terminating party in an amount equal to the terminating party's contribution to the Retained Earnings account, less payment of all outstanding Facility debts. B. Indemnification Each Party to this Agreement shall be Iiable for its own acts to the extent provided by law and hereby agrees to indemnify, hold harmless, and defend the others, its officers and employees against any and all liability, loss, costs, damages, expenses, claims, or actions, including attorney's fees which the other, its officers and employees may hereafter sustain, incur, or be required to pay, arising out of Ramsey County Public Works/Partners Agreement:Created on 1 I/5/2003 3:34 PM 7 of 16 or by reason of any act or omission of the Party, its agents, servants, or employees. It is understood and agreed that each Party's liability shall be limited by the provisions of MINN. STAT. CH 466 (Tort Liability, Political Subdivisions) or other applicable law. C. Alterations Any alteration, variation,modification, or waiver of the provisions of this Agreement shall be valid only after it has been reduced to writing and duly signed by all parties- D. Insurance During the term of this Agreement, Ramsey County shall maintain property insurance on an all-risk basis on the Facility, including County owned contents, and will name the City of Arden Hills and the Mounds View School District as an additional insured on the policy as their interests may appear. The cost of such insurance will be borne by the building occupants and included in the annual operating budget. The City of Arden Hills and the Mounds View School District shall purchase and maintain insurance for contents within their respective parcels. E. Notice Any notice to be given under the terms of this Agreement shall be made by personal delivery or by first class mail, addressed as follows: For City of Arden Hills: City of Arden Hills Administrator City of Arden Hills City Hall 1245 West Highway 96 Arden Hills, Minnesota 55112 For Ramsey County: Ramsey County Manager 250 City Hall/Court House 15 West Kellogg,Boulevard Saint Paul, Minnesota 55101 For School District: Superintendent Mounds View School District 2959 North Hamlin Roseville, Minnesota 55113 F. Entire Agreement It is understood and agreed that the entire Agreement between the parties is contained here and this Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter. All items referred to in this Agreement are incorporated or attached and are deemed part of this Agreement. Ramsey County Public Works/Partners Agreement:Created on 11/5/2003 3:34 PM 8 of 16 IN WITNESS WHEREOF, the undersigned governmental units be action of their governina bodies have caused this Agreement to be executed this 11;%cIay ofy 20Q3. 4 COUNTY OF RAMSEY CITY OF ARDEN HILLS r r By - � By >m McDonough, Chair aansey County evenly Apl' ows Mayor Board of Commissioners City of Arden Hills Resolution 3 Resolution n B y �` Bonnie Jac e , Chief Clerk Michelle Wolfe Ramsey u y Board of Commissioners City Administrator Count Approval recommended: MOUND EW L 71�T Ju Mangine, irector By Ramsey County Property Management r. Janet L. Witthuhn, Superintendent Mounds View School District Resolution#: =ovedto janinsZura e: Assistant Ramsey ounty Attorney Funds are available: - Fund Number -rys Budgeting and Accounting Ramsey County Public Works/Parmers Agreement:Created on 11/12/2003 1:35 PM 9 al 3 G 1. ATTACHMENT A 0 >i o ti z - N to 0 C7 Z m M 3 Q 4 T I a d In - - - - - - - - - - - 7 W C7 Q v Cr � Yz a - CO c tt! v w _Z s _ u� n C� Z J O .3 LU Z) LL O z M N Z p cn LU Q =P U > O o ❑ LU >- 0 sn LUW w -1 (n �- w o d z V O tom/) x > a U O _l LU ® MERU ❑ ❑ G. vv) Ramsey County Public Works/Partners Agreement;Created on 11/13/2003 7:36 AM 10 of 16 ATTACHMENT Al cm _ co � U 0 LU U 2 u" Z o O d Ofo 0 a ❑ ❑ ❑ __ IAhAQ •:��: Ills 3 1111 _ - ~ Z r A Q z LL- o a � z J cl V � m � � d C].. a ATTACHMENT B Ramsey County Public Works Facility - Financing Plan July 1, 2003 Year Source Amount 1999 Public Works Operating Funds 150,000 2001 GIP Bonds 285,000 2002 CIP Bonds 5,400,000 2003 CIP Bonds 18,100,000 Current Financing Sources 23,935,000 2004 CIP Request 2,665,000 Total Requested Financing Sources 2,665,000 Total Ramsey County Financing Approved June 20, 2002 26,600,000 2004 Arden Hills 2,387,514 2004 Mounds View Public Schools 1,349,775 2004 Ramsey County Literary 75,000 2004 Xcel Energy Rebate 31,172 Total Other Revenues to be Appropriated 3,843,461 Total Public Works Budget 30,443,461 Ramsey County Public Works/Partners Agreement:Created on 11/13/2003 7:36 AM 12 of 16 ATTACHMENT C Ramsey County Public WorkslPartners Facility City of Arden Hills July 1, 2003 Total Estimated Project Budget: July 1, 2003 Arden Hills 2,387,51 Mounds View School District 1,349,775 Ramsey County Public Works 26,706,172 Total 30,443,461 NOTE: Total costs include construction,site development, design, FF&E and contingency. July 1, 2003 GSF1$GSF Arden Hills Space: Office 3,989 @ 127.96 Shops 1 Stock 1 Lab 1,498 @ 74.47 Heated Vehicle Storage 7,063@ 67.53 Vehicle Maintenance 952@ 105.8 Cold Storage 5,660@ 75.40 Canopy 450 @ 54.71 - Total 19,612 Total Project Space: Office 42,774 @ 127.9 Shops 1 Stock 1 Lab 30,8349 74.47 Heated Vehicle Storage 76,731 @ 67.53 Vehicle Maintenance 32,888@ 105.8 Cold Storage 34,487 @ 75.40 Canopy 8,003 @ 54.71 Out Buildings 28,800 @ TBD 254,517 Arden Hills % 1 7.71% NOTE: This percentage is used to allocate the costs associated with site acquisition and preparation, and miscellaneous expenses i.e. Inspections, Permits and SAC Charges. Ramsey County picks up the following costs: - One-time telecommunication costs _. - Miscellaneous expenses i.e. Insurance, Traffic Engineering, Inclusiveness in Contracting, Internal Staff Costs. 13 of 16 Ramsey County Public Works/Partners Agreement:Created on 11/13/2003 7:36 AM ATTACHMENT D Ramsey County Public Works/Partners Facility Mounds View School District July 1, 2003 Total Estimated Project Budget: July 1, 2003 Arden Hills 2,387,514 - Mounds View School District 1,349,775 Ramsey County Public Works 26,706,172 Total 30,443,461 NOTE: Total costs include construction, site development, design, FF&E" and contingency. July 1, 2003 GSFI$GSF Mounds View School District Space: Office 1,816@ 127.9 Shops I Stock 1 Lab 367 @ 74.47 Heated Vehicle Storage 5,156@ 67.53 Vehicle Maintenance 1,052@ 105.8 Cold Storage 1,954@ 75.40 _.... Canopy 1,575 @ 54.71 Total 11,920 Total Project Space: Office 42,774 @ 127.9 Shops I Stock 1 Lab 30,834 @ 74.47 Heated Vehicle Storage 76,731 @ 67.53 Vehicle Maintenance 32,888@ 105.86 Cold Storage 34,487@ 75.40 Canopy 8,003 @ 54.71 Out Buildings 28,800 @ TBD 254,517 Mounds View% 4.68% NOTE: This percentage is used to allocate the costs associated with site acquisition and preparation,and miscellaneous expenses i.e. Inspections, Permits and SAC Charges. Ramsey County picks up the following costs: - One-time telecommunication costs - Miscellaneous expenses i.e. Insurance, Traffic Engineering, Inclusiveness in Contracting, Internal Staff Costs. Ramsey County Public Works/Partners Agreement:Created on 11/13/2003 7:36 AM 14 of 16 ATTACHMENT E Ramsey County Public Works/Partners Facility Annual Operating Budget Allocation Calculation Methodology The total Annual Operating Budget Allocation shall be calculated based upon gross square footage per building type, including associated common area space in accordance with Article V, paragraph 4, multiplied by the budget cost per gross square foot, per building type, for each party in the Facility. The total cost of each building type per party represents that parry's share of the annual operating costs. The aggregate of all parties represents the total Annual Operating Budget. Each parry's annual operating costs _ will be converted to a percentage of the total budget to be used for additional assessments or distribution of unrestricted retained earning. Ramsey County Public Works Facility Estimated 2005 Annual Building Operating Budget July 1,2003 Shops/Stock/Lab Cold Out Office Heated&Vehicle Storage Canopy Buildings Cost Per Cost Per Cost Per Cost Per Cost Per Total Sq_Ft. Sq.Ft. Sq.Ft. Sq.Ft. Sq.Ft. Costs Janitorial/Cleaning(Full rate applies to office $ 1.13 $ 0.57 $ 0.28 $ - $ - $ 138,049 space and adjusted rate applies to other areas.) RepairstMaintenance 1.58 1.03 0.71 0.32 0.55 $ 255,137 Utilities See Report Per TKDA Report(adjusted for 5%escalation) 1.39 1.66 0.10 0.05 0.10 $ 299,337 Grounds/Security 0.66 0.66 0.33 0.33 0.33 $ 144,456 Property Management 0.66 0.66 0.33 0.33 0.33 $ 144,456 Capital Improvements 0.50 0.33 0.23 0.10 0.18 $ 81,652 Total Operating Costs $ 5.92 $ 4.91 $ 1.98 $ 1.13 $ 1.49 $1,063,087 GSF GSF GSF GSF GSF ShopslStocklLab Cold Out Annual Office Heated&Vehicle Storage Canopy Buildings Cost Ramsey County Public Works 35,221 124,365 25,673 5,978 28,800 $ 919,641 Ramsey County Soil and Conservation Board 1,748 - - - - $ 10,348 Ramsey County Library - - 1,200 - - $ 2,376 City of Arden hills 3,988 9,513 5,660 450 - $ 82,033 Ramsey County Public Works/Panners Agreement.Created on 11/13/2003 7:36 AM 15 of 16 Mounds View School District 1,817 6,575 1,954 1,575 - $ 48,689 Totals 42,774 140,453 34,487 8,003 28,800 $1,063,087 NOTE: The Estimated 2005 Annual Operating Budget is estimated based on information we have today,the actual 2005 Operating Budget will be developed in accordance with the"Operation Agreement"_ Ramsey County Public Works/Partners Agreement:Created on 11/13/2003 7:36 AM 16 of 16 EN HILLS CITY OF ARDEN HILLS RAMSEY COUNTY,MINNESOTA RESOLUTION NO. 03-50 A RESOLUTION APPROVING PARTICIPATION IN THE RAMSEY COUNTY JOINT MAINTENANCE FACILITY WHEREAS, the City of Arden Hills has an identified need for a new operations and maintenance facility; and WHEREAS,Ramsey County has acquired a portion of the TCAAP property for a new public works facility; and WHEREAS, the City Council convened the Maintenance Facility Taskforce to evaluate the possibility of a joint partnership with the Ramsey County; and WHEREAS, after reviewing all pertinent information, the Maintenance Facility - Taskforce unanimously recommended "that Council proceed with partnering with Ramsey County on the matter of a joint public works facility as an equity partner with the plans as currently drafted;" and WHEREAS, it was the consensus of the City Council at their May 27 h Special City Council Work Session to accept the Taskforce's recommendation to proceed with the inclusion of additional cold storage space; and WHEREAS, the City Council directed staff to prepare the necessary documents for the project to proceed; and WHEREAS, .the proposed space, including the additional cold storage area, consists of 14,888 usable square feet and 19,612 gross square feet as illustrated; and WHEREAS, M.A. Mortenson has submitted a gross maximum price for the project to the County and the County has indicated the Arden Hills portion of the project will cost$2,387,514; and WHEREAS, the School District approved its participation in the project at their June 24'meeting; and WHEREAS, the Ramsey County Board of Commissioners will consider final approval of the project at its July 0t, 2003 meeting. NOW THEREFORE BE IT RESOLVED, that the City Council for the City of Arden Hills approves participation in the Ramsey County Joint Maintenance Facility; and NOW THEREFORE BE IT FURTHER RESOLVED, that the City Council for the City of Arden Hills approves the establishment of an internal debt obligation for Fund 501, Permanent Improvement Revolving Fund, to finance the City of Arden Hills' portion of the project with repayment terms to be determined at a future date; and - NOW, THEREFORE BE IT FURTHER RESOLVED that the City Council of the City of Arden Hills, authorizes the execution of the purchase agreement attached as Exhibit A in the amount of $2,387,514 subject to minor revisions as approved by the Interim City Administrator and City Attorney; and NOW, THEREFORE BE IT FINALLY RESOLVED by the City Council of the City of Arden HiIIs approves of the formation of a Common Interest Community and finalization of C.I.C. Documents, subject to final City Council approval, as provided by Statute, between the City of Arden Hills, Mounds View School District and Ramsey County for the Public Works Facility. ADOPTED by the Council this 30'h day of June, 2003. Beverly AptikowgC, Mayor ATTEST: f _ Aaron Parrish, Interim City Administrator -AVEN HILLS City of Arden Hills Ramsey County,Minnesota Resolution 03-65 A Resolution Approving a Joint Agreement for the Financing,Operations and Use of the Ramsey County Public Works/Partners Facility WHEREAS, the City of Arden Hills has an identified need for a new operations and maintenance facility, and WHEREAS, Ramsey County is currently constructing a maintenance facility on a portion of the Twin Cities Army Ammunition plant property; and WHEREAS, both the City of Arden Hills and the Mounds View School District have indicated an interest in partnering with Ramsey County to collocate similar facilities; and WHEREAS, the City Council convened the Maintenance Facility Taskforce to evaluate the possibility of a joint partnership with the Ramsey County; and WHEREAS, after reviewing all pertinent information, the Maintenance Facility Taskforce unanimously recommended "that Council proceed with partnering with Ramsey V County on the matter of a joint public works facility as an equity partner with the plans as currently drafted;"and - WHEREAS, on June 30"', 2003, the Arden Hills City Council adopted Resolution No. 03-50, a resolution approving participation in the Ramsey County Joint Maintenance Facility; ; and NOW THEREFORE BE IT RESOLVED THAT THE CITY COUNCIL OF ARDEN HILLS,MINNESOTA„ authorizes execution of the agreement attached as Exhibit A, entitled "A ,Point Agreement for the Financing, Operations, and Use of the Ramsey County Public Works/Partners Facility." ADOPTED by the Council this 10th day of November, 2003. Beverly wsfi,MAYOR ATTEST: Michelle Wolfe,ADMINISTRATOR ' Resolution Board of Ramsey County Commissioners ssioners �sented By Commissioner Bennett Date November 18 , 2003 No_ 2 0 0 3-3 6 5 :ention: Budgeting and Accounting Jolly Mangine, Property Management Ken Haider, Public Works - WHEREAS, The Ramsey County Board has authorized and approved a $29.5 million financing plan for the Public Works Facility; and WHEREAS, Property Management has worked successfully with the City of Arden Hills and the Mounds View School District to incorporate the space needs of these entities into the new design of the Public Works Facility project, and WHEREAS, Property Management and the County Attorney's Office have formed a joint agreement with our partners, the City of Arden Hills and the Mounds View School District, to facilitate the financial and operational obligations of the partners, and such agreement will be approved by their respective governmental authorities; Now, Therefore, Be It RESOLVED, The Ramsey County Board of Commissioners hereby approves the Joint Agreement for Financing, Operations, and use of the Ramsey County Public Works/Partners Facility-, and Be It Further RESOLVED, The Ramsey County Board of Commissioners hereby authorizes the Chair and Chief Clerk to execute the Joint Agreement for Financing, Operations, and use of the Ramsey County Public Works/Partners Facility with the City of Arden Hills and Mounds View School District in substantially the form attached hereto, but subject to final negotiation, revision, and review and approval by the County Attorney, Budgeting and Accounting and Property Management; and Be It Further RESOLVED, The Ramsey County Board of Commissioners hereby accepts and approves the Project Budget and Financing Plan in the amount of $30,443,461 for the Ramsey County Public Works/Partners Facility Project. AMSEY COUNTY BOARD OF COMMISSIONERS YEA NAY OTHER -)r nnett X Jim McDonough hair ae. gh X at McDonough X afael Ortega X B ictoria Reinhardt X Ronnie C.7acic nice Rettman X Chief Clerk my Board n Messner Absent ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES NOVEMBER 10, 2003 9 would also save the City money because right now the pipes were leaking and the City was paying for the leaking water. MOTION: Councilmember Larson moved and Councilmember Holden seconded a motion to approve Resolution No. 03-66: Receiving the Feasibility Report and Calling for a Public Hearing for the 2004 Pavement Improvement Project (PMP), Edgewater Neighborhood. The motion carried unanimously (5-0). B. Resolution No. 03-65: Approving a Joint ALlreement for the Financin Operations, and Use of the Ramse Coun Public Works/Partners Facility Mr. Parrish stated the changes to the Joint Agreement for the Ramsey County Public Works Maintenance facility were not substantive and had been reviewed by the City Attorney. He requested Council consider approving this Resolution. Bruce Thompson, Assistant Director of Property Management for Ramsey County, stated they had worked hard to come up with an Operating Agreement for all of the partners involved. Councilmember Larson expressed concern about paragraph XI. Mr. Thompson stated he did not know if this document would answer every possible scenario, but they were committed to working with the City as partners in this facility. He noted the County would not do anything in detriment to their partners' interest. Councilmember Larson noted he wanted to see a clause inserted which stated if the County wanted to make any additions which would increase the operating costs for the partners, that the County seek the partners' approval. Mr. Filla stated this was a clause that could be added if requested by Council but he did not know if the County would approve it. Mr. Thompson replied it was his belief the County Board would struggle with this proposal. He stated however that the County was not going to do something to the detriment of their partners. Mr. Filla pointed out that if the County did something that benefited only them and increased some cost, that increased cost would be the County's responsibility. ARDEN HILLS REGULAR CITY COUNCIL MEETING MINUTES NOVEMBER 10, 2003 10 Councilmember Larson noted there was a dispute resolution in this document and he was comfortable with the document. Mr. Filla requested an Exhibit A2 be prepared setting out more specifically the square footage once as-builts are prepared for the facility. Mr. Thompson noted it was difficult to come up with all of the "what ifs" and they had tried to address as many concerns as possible. He indicated the overriding theory was that they were long-term partners and if there were a dispute in the future, the dispute resolution clause would come into effect. Mr. Filla suggested the following be added to paragraph XII A. 3. after the first sentence "or to another governmental entity subject to approval by Ramsey County, which approval shall not be unreasonably withheld". Mr. Thompson stated he believed the County would accept this. MOTION: Councilmember Grant moved and Councilmember Larson seconded a motion to approve Resolution No. 03-65: Approving a Joint Agreement for the Financing, Operations and Use of the Ramsey - .. County Public Works/Partners Facility modified as follows: V. 3. A. amended to refer to "The Mounds View School District Board...". V. 5. Add to the end of the section, "which shall be attached as Exhibit A2 when prepared". VII. A. 3. Add to the end of the first sentence "or to another governmental entity subject to approval by Ramsey County, which approval shall not be unreasonably withheld". The motion carried unanimously (5-0). Attachment B -A EN HILLS Request for Council Action A Prepared By: Sue Iverson Agenda Item: 4E Dept.: Finance Council Mtg-Date: February 26 2007 - Budgeted Amount- Final Action Needed By: February 26 2007 Actual Amount........ - Funding Source_ Councit Acton Request: ;Motion to approve payment to Ramsey County in the amount of $341,747.50 for Ifie final payment of the City of Arden Nills share-of the' :Ramsey County Public Works/Partners Facility, Staff Recommendation :Approve payment to Ramsey County in the amount of$341,747-50. - Adaiso ommission Action: Comrriissrarr � �Date .Planning: -_ Ac0on ... Supporting Documents: (attached) X Memo/letter. Dated 2-21-07 Sue Iverson _ ...____- - __ - Resofution No.: - - . Ordnance No.: - . Engineering Recommendation: - - 'Attorney Recommendation: X Other-Ramsey County Invoice Copy of Invoice from Ramsey County with Final Project Costs_ F3naricial ImpIicafioris The finaf costs were iower than budgeted,resulting . S g in a savings of$255,131.50 which may now be allocated to other protects. Administrator/Staff Comments; Uses of this savings will be evaluated in current/future capital projects and presented to the council r r -A EN HILLS MEMORANDUM DATE: February 21, 2007 AGENDA ITEM 4E TO: Honorable Mayor and City Council Michelle Wolfe, City Administrator FROM: Sue Iverson, Finance Director SUBJECT: Final Payment to Ramsey County for Joint Public Works Facility BACKGROUND In 2003, the City of Arden Hills entered into a Joint Agreement for Financing, Operations, and Use of the Ramsey County Public Works/Partners Facility. This agreement was between Ramsey County, Mounds View School District and the City of Arden Hills. Work started on the facility in August of 2003. The original budget for the facility was $30,443,461, of which $2,387,514 was allocated to the City of Arden Hills_ Per the agreement, the City made quarterly payments of$1,790,636, with the balance due upon substantial completion. $596,879 was set up in a contracts payable account in 2004. DISCUSSION The City has now received the final billing from Ramsey County. Total construction costs for the facility were $27,733,713 vs. the budgeted costs of$30,433,461. This results in a savings of $2,709,748, of which $255,131 is allocated to the City of Arden Hills. FINANCIAL IMPLICATIONS The amount that was reserved for these costs in the PIR capital fund is $596,879. The final bill to Ramsey County is $341,747.50. The difference is $255,131.50 which is now available to allocate to other capital improvements. CITY STAFF RECOMMENDATION Motion to approve payment to Ramsey County in the amount of$341,747.50 for the final payment of the City of Arden Hills share of the Ramsey County Public Works/Partners Facility. INVOICE Ramsey County (J Property Management Please Remit To: Ramsey County Page: 2 PROP REc&REv-Revenue Invoice No: PRMG-000495 azo Rcce-west Invoice Date: 12/1412006 SO west Kellogg Boulevard Customer Number: 004000 St PaUI rbv ssloz Payment Terms: Imlllediate United Stares Due Date: 1211:412006 Customer: AROEN HILLS CITY OF AMOUNT DUE: $341,747-50 Michelle Wolfe, City Administrator - 1245 WEST Hwy 96 ARD£N HELLS MN 55112 United States For billing uesttons please call 651-266-2246 Line Adj Identitiier t)escti lion �� �uanlity� UOht Unit Amt — Net Amount FINAL BAr.RNCE OWED FOR PARTICIPATION OF THE RAMSEY CD.jN'ry J?AR-HERS PUE3LIC WORKS FACILITY, Ip YOU HAVE ANY QUESTIONS PLEASE CONTACT CAN WINEK AT (SSLJ 266-2246. 1 PARTICIPATION FINAL BALANCE 1-00 HA 341,747.56 341,747-Se SUBTOTAL: $ 41 747 .50 rOTAI_AMOUNT DUI; : — 341,747 _50 ICee This Portion For Your Records STANDARD Original 12/31/2005 - Ramsey County Public Works Facility Total Estimated Project Budget-Cost Allocation RC Public Arden Mounds National Works Hills View Guard Total 1. Construction&Site Development: Office 4,730,587 510,436 232,377 0 5,473,400 Shops 1 Stock/Labs 2,157,314 111,556 27,330 fl 2,296,200 Heated Vehicle Storage 4,356,458 476,960 348,182 0 5,181,600 Vehicle Maintenance 3,269,368 100,778 111,364 0 3,481,600 Cold Storage 2,026,209 426,761 147,330 0 2,600,300 Canopy 327,023 24,617 86,160 0 437,800 Out Buildings 657,869 0 0 0 657,869 Site Work 3,397,537 298,821 181,621 0 3,877,979 - Equipment 408,669 26,155 5,026 0 439,850 Total Construction&Site Development 21,331,024 1,976,084 1,139,390 p 24,W,498 1a. Architects and Engineers-Phase If 796,278 70,040 42,570 0 908,888 Printing 65,710 5,780 3,510 0 75,000 Total GMP 22,193,012 2,051,904 1,185,470 0 25,430,386 87.27% 8.07% 4.66% TOTAL REVISED GMP 20,573,496 1,902,168 1,098,961 0 23,574,625 2. Furniture,Fixtures,Equipment 998,981 46,585 12,079 0 1,057,645 Contingency 0 0 0 0 0 Total Furniture,Fixtures,Equipment 998,981 46,585 12,079 0 1,057,645 3. Telecommunications/Data 348,780 0 0 0 348,780 Contingency(15.0%) 0 0 0 0 0 Total Telecommunications/Data 348,780 0 0 0 348,780 4. Professional Services: Architects and Engineers(7%): Phase 1 683,240 78,340 33,320 0 794,900 .... Preliminary Design Services-TKDA 91,540 0 0 0 91,540 FF&E 41,947 10,200 4,320 0 56,467 Design Services for Army National Guard 0 0 0 398,366 398,366 Total Professional Services 816,727 88,540 37,640 398,366 1,3R1,273 5. Site Acquisition and Preparation: Building Demo. 226,206 19,900 12,090 0 258,196 Army Core of Engineers 13,140 1,160 700 0 15,000 Cement Removal(To verify) 259,460 22,820 13,870 0 296,150 Hazardous Material Removal 315,504 27,750 16,870 0 360,124 Contingency(10.6%) 28,339 2,490 -1,510 0 32,339 Total Site Acquisition and Preparation 842,649 74,120 45,04p 0 961,8 99 6. Miscellaneous 96,695 0 0 0 96,695 Contingency(5.46%) 0 0 0 0 0 Total Miscellaneous 96,695 0 0 0 96,695 7. Project Management: Property Management 73,840 0 0 0 73,840 Inclusiveness in Contracting 0 0 © 0 0 Traffic Engineering 6,925 0 0 0 6,925 Special Inspections 52,820 4,650 2,820 0 60,290 Soil Borings 15,676 1,380 840 0 17,896 Construction Drawing Printing p 0 0 0 0 Conditional Use Permit 1,310 120 70 0 1,500 Permits and Fees 0 0 0 0 0 SAC Charge 48,035 4,220 2,570 0 54,825 Start-Up Costs 120,570 10,600 6,440 0 137,610 Project Contingency 0 0 0 0 0 Total Project Management_ 319,176 20,970 12,740 0 352,886 Total Estimated Project Budget 23,996,504 2,132,383 1,206,460 398,366 27,733,713 Original Estimated Budget 26,281,912 2,387,514 1,349,775 424,260 30,443,461 Final Savings 2,285,408 255,131 143,315 25,894 2,709,748