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HomeMy WebLinkAboutC19-358 Mountain Recreation Office of the County Manager 970-328-8604 970-328-8629(f) eagleadmin@eaglecounty.us www.eaglecounty.us 500 Broadway, P.O. Box 850, Eagle, Colorado 81631 October 21, 2019 Mountain Recreation Attn: Janet Bartnik, Executive Director VIA EMAIL: jbartnik@mountainrec.org Re: Letter of Agreement between Eagle County (County) and Mountain Recreation (District) for the operation and maintenance of Freedom Park in Edwards, Colorado. Dear Janet: This letter is to confirm the agreement between the County and the District regarding operations and maintenance at Freedom Park and the associated fields for the 2020 – 2025 seasons (“Letter Agreement”): 1. District will continue to be responsible for the maintenance and operation of the recreational fields (“Leased Premises”) as set forth in the Lease Agreement between the County and District, dated May 3, 2005 (“Lease Agreement”). Exhibit A to this Letter Agreement shows the boundary of Freedom Park outlined in red; the boundary of the Leased Premises outlined in black; and areas excluded from the Lease and this Letter Agreement shaded in blue. All other areas shown on Exhibit A that are within the Freedom Park boundary represent District maintenance areas (“District Maintenance Areas”). 2. District will be responsible for the operation of Freedom Park and maintenance of all District Maintenance Areas within Freedom Park as set forth on the scope of work attached hereto as Exhibit B and incorporated herein. District agrees to use Exhibit B as the scope of work guide for the maintenance of Freedom Park. District may choose to employ workers or outsource to a contractor of choice for performance of such maintenance. 3. District will invoice the County on a quarterly basis for reimbursement of sums incurred for the performance of the maintenance services set forth on Exhibit B. The cost share between the County and District for such maintenance is set forth in the following schedule: 2020 – EC - 50% / District - 50%, not-to-exceed $52,500 maximum for Eagle County share 2021 – EC - 40% / District - 60%, not-to-exceed $42,000 maximum Eagle County share DocuSign Envelope ID: 4D3C42AF-A748-4265-BBC3-45BDB99F5E2D Office of the County Manager 970-328-8604 970-328-8629(f) eagleadmin@eaglecounty.us www.eaglecounty.us 500 Broadway, P.O. Box 850, Eagle, Colorado 81631 2022 – EC - 30% / District - 70% not-to-exceed $31,500 maximum Eagle County share 2023 – EC - 20% / District - 80% not-to-exceed $21,000 maximum Eagle County share 2024 – EC – 10% / District - 90% not-to-exceed $10,500 maximum Eagle County share 2025 – District – 100% In the event the District and the County agree upon the need for additional services beyond those described in Exhibit B (the “Additional Services”), District will first provide the County with a description of the additional services, along with a written estimate which shall include an estimate of the labor, materials without any mark up, and any additional costs necessary to perform the Additional Services. Each estimate must be approved by the District’s and the County’s representatives prior to commencement of the Additional Services. District will invoice the County on a quarterly basis for reimbursement of sums paid for any Additional Services. The total compensation from County to District for performance of the services set forth on Exhibit B shall not exceed the County’s maximum share outlined above in the cost share schedule. However, in the event fees for services exceed this sum, the County and the District will discuss the need and basis for the services and the cost sharing. 4. Capital replacement projects will be jointly discussed, planned and considered for replacement and funding as approved by the Eagle County Board of County Commissioners and the District Board. An initial meeting to discuss the Freedom Park playground equipment was conducted on June 20, 2019, where both parties agreed this equipment is nearing the end of its useful life and should be replaced. A project will be planned for 2021. Financial cost-sharing should be addressed in a separate letter of agreement after discussions have progressed. A meeting is planned for February, 2020 to discuss this project. 5. District will perform or use contractor of choice for the maintenance of the public restrooms in Freedom Park. 6. District will continue to be responsible for processing and approving mass gatherings and special events at Freedom Park, as set forth on Exhibit B. The County is planning to continue the positive working relationship with the District and will discuss any issues or concerns as they arise. If the points outlined above are acceptable, please indicate District’s concurrence by signing below. DocuSign Envelope ID: 4D3C42AF-A748-4265-BBC3-45BDB99F5E2D Office of the County Manager 970-328-8604 970-328-8629(f) eagleadmin@eaglecounty.us www.eaglecounty.us 500 Broadway, P.O. Box 850, Eagle, Colorado 81631 Yours very truly, Jeff Shroll County Manager AGREED TO: MOUNTAIN RECREATION By: ___________________________________ Date: __________________________ Title: ________________________________ Enclosures: Exhibit A - Summary of Maintenance Tasks Exhibit B - Boundary Map DocuSign Envelope ID: 4D3C42AF-A748-4265-BBC3-45BDB99F5E2D 10/23/2019 Executive Director EXHIBIT ADocuSign Envelope ID: 4D3C42AF-A748-4265-BBC3-45BDB99F5E2D y,//d ůůƌĞĂƐĂƌĞĐŽŶƐŝĚĞƌĞĚǁŝƚŚŝŶƚŚĞ&ƌĞĞĚŽŵWĂƌŬĂƌĞĂ dĂƐŬ ĞƐĐƌŝƉƚŝŽŶ ĞƌĂƚŝŽŶŽĨŐƌĂƐƐĂƌĞĂƐ ƐƌĞƋƵŝƌĞĚ &ĞƌƚŝůŝnjĂƚŝŽŶĂŶĚǁĞĞĚĐŽŶƚƌŽůŽĨŐƌĂƐƐĂƌĞĂƐ ƐƌĞƋƵŝƌĞĚ /ƌƌŝŐĂƚŝŽŶƐƚĂƌƚƵƉͬƐŚƵƚĚŽǁŶ ŽŶƚƌŽůƐLJƐƚĞŵĂŶĚƐƉƌŝŶŬůĞƌƐĐŚĞĚƵůĞƐ͘dŝŵŝŶŐďĂƐĞĚŽŶ/ƌƌŝŐĂƚŝŽŶ ĚŝƚĐŚ;ΕDĂLJϭͲKĐƚϭϱͿ /ƌƌŝŐĂƚŝŽŶƐLJƐƚĞŵŵĂŝŶƚĞŶĂŶĐĞƐ ^ƉƌŝŶŬůĞƌŚĞĂĚƐ͕ĐŽŶƚƌŽůůĞƌƐĞƚƚŝŶŐƐ͕ŝƌƌŝŐĂƚŝŽŶƚŝŵĞĐŚĂŶŐĞƐ͘/ŶĐůƵĚŝŶŐ ĐŽŶƚƌŽůďŽdžƚŽƉƐĂŶĚƐƉƌŝŶŬůĞƌĚĂŵĂŐĞĚĚƵƌŝŶŐĂĞƌĂƚŝŽŶĂŶĚƐůŝĐŝŶŐĂŶĚ ĚĂŵĂŐĞďLJĞǀĞŶƚǀĞŶĚŽƌƐ WƵŵƉ^ƚĂƚŝŽŶ^ƚĂƌƚƵƉͬ^ŚƵƚŽǁŶ ;ďĂƐĞĚŽŶŝƌƌŝŐĂƚŝŽŶĚŝƚĐŚŽƉĞƌĂƚŝŽŶƐͿ WƵŵƉ^ƚĂƚŝŽŶŵĂŝŶƚĞŶĂŶĐĞ ƐƌĞƋƵŝƌĞĚ DŽǁŝŶŐͬƚƌŝŵŵŝŶŐŽĨŐƌĂƐƐĂƌĞĂƐ/ŶĐůƵĚŝŶŐŶĂƚŝǀĞĂƌĞĂƐ͘ >ĞĂĨƌĞŵŽǀĂůhŶƚŝůƚŚĞůĞĂǀĞƐƋƵŝƚĨĂůůŝŶŐĨƌŽŵƚƌĞĞƐ͘ dƌĂƐŚ͗ŝŶƌĞĐĞƉƚĂĐůĞƐ͕ŽŶŐƌŽƵŶĚ͕ƉĂƌŬŝŶŐůŽƚŝƐƉŽƐĞ͕ƐƚŽĐŬďĂŐƐ͕ĐůĞĂŶ͕ƉƌŽǀŝĚĞƐƵƉƉůŝĞƐ͘ ŽŐƐƚĂƚŝŽŶƐ ŝƐƉŽƐĞ͕ƐƚŽĐŬďĂŐƐ͕ĐůĞĂŶ͕ƉƌŽǀŝĚĞƐƵƉƉůŝĞƐ͘ WĂƚŚǁĂLJƐ^ĞĂůĐƌĂĐŬƐ͕ƌĞƉĂŝƌďƌŽŬĞŶĂƌĞĂƐĂƐƌĞƋƵŝƌĞĚ͘ZĞŵŽǀĞƐŶŽǁǁŚĞŶϭΗŽƌ ŵŽƌĞĂĐĐƵŵƵůĂƚĞƐ WĂƚŚǁĂLJďƌŝĚŐĞƐDĂŝŶƚĂŝŶĂŶĚƌĞƉĂŝƌĂƐƌĞƋƵŝƌĞĚ͘ WĂǀŝůŝŽŶůĞĂŶĂŶĚƉŝĐŬƵƉƚƌĂƐŚĚĂŝůLJ͘WŽǁĞƌǁĂƐŚĐŽŶĐƌĞƚĞŵŽŶƚŚůLJĚƵƌŝŶŐ ƐƵŵŵĞƌƐĞĂƐŽŶ͘DĂŝŶƚĂŝŶĂŶĚƌĞƉĂŝƌĂƐƌĞƋƵŝƌĞĚ͘ WůĂLJŐƌŽƵŶĚŝŶƐƉĞĐƚŝŽŶƐ DŽŶƚŚůLJŝŶƐƚƌƵĐƚŝŽŶƉĞƌW^/ WůĂLJŐƌŽƵŶĚǁŽŽĚĐŚŝƉƐ&ůƵĨĨĂŶĚƌĂŬĞ͘ZĞƉůĞŶŝƐŚĨĂůůŵĂƚĞƌŝĂůƉĞƌƐƚĂŶĚĂƌĚƐ͘ WůĂLJŐƌŽƵŶĚĞƋƵŝƉŵĞŶƚDĂŝŶƚĂŝŶĂŶĚƌĞƉĂŝƌͬƌĞƉůĂĐĞďĂƐĞĚŽŶDŽƵŶƚĂŝŶZĞĐŝŶƐƉĞĐƚŝŽŶƌĞƉŽƌƚ ZĞƐƚƌŽŽŵƐƚĂƌƚƵƉͬƐŚƵƚĚŽǁŶ ΕƉƌŝůϭͲKĐƚŽďĞƌϯϬ͘/ŶĐůƵĚĞƐďůŽǁŝŶŐŽƵƚǁĂƚĞƌƐLJƐƚĞŵĂŶĚƌĞŵŽǀĂů ŽĨŵĞƚĞƌŝŶŐǀĂůǀĞƐŝŶĨĂƵĐĞƚƐ͘ ZĞƐƚƌŽŽŵƐ;ĐůĞĂŶŝŶŐ͕ƉƌŽǀŝĚŝŶŐƐƵƉƉůŝĞƐͿ ϮdžͬĚĂLJDͲ&͕ϯdžͬĚĂLJ^Ͳ^ĂŶĚǁŚĞŶĞǀĞŶƚƐĂƌĞƐĐŚĞĚƵůĞĚŽƌĂƐƌĞƋƵŝƌĞĚ ZĞƐƚƌŽŽŵŝŶƚĞƌŝŽƌĂŶĚĞdžƚĞƌŝŽƌĐŽŶĐƌĞƚĞ WŽǁĞƌǁĂƐŚŵŽŶƚŚůLJǁŚĞŶŽƉĞŶ͘ ZĞƐƚƌŽŽŵŵĂŝŶƚĞŶĂŶĐĞ ZĞƉĂŝƌǀĂŶĚĂůŝƐŵ͕ĚĂŵĂŐĞŽƌŽƚŚĞƌŝƐƐƵĞƐďĂƐĞĚŽŶDŽƵŶƚĂŝŶZĞĐ ŝŶƐƉĞĐƚŝŽŶ͘ ^ĂĨĞƚLJŶĞƚƚŝŶŐ ^ĞƚƵƉĂŶĚƚĂŬĞĚŽǁŶ͕ŵĂŝŶƚĂŝŶĂŶĚƌĞƉĂŝƌ͘dĂŬĞĚŽǁŶŽŶŽƌďĞĨŽƌĞ KĐƚŽďĞƌϯϭ͘ ^ĐŚĞĚƵůŝŶŐĂŶĚƉĞƌŵŝƚŝŶŐŽĨǀĞŶƚƐ ^ĐŚĞĚƵůĞĂŶĚƉĞƌŵŝƚĂůůƵƐĞƌƌĞƐĞƌǀĂƚŝŽŶƐ͘DŽƵŶƚĂŝŶZĞĐƚŽďĞŵĂŝŶ ĐŽŶƚĂĐƚǁŝƚŚŽƌŐĂŶŝnjĞƌƐ͘KƌŐĂŶnjĞƌƐƚŽƉƌŽǀŝĚĞƉĂƌŬŝŶŐĐŽŶƚƌŽůĂŶĚŽǁŶ ƚƌĂƐŚͬƌĞĐLJĐůŝŶŐͬƌĞƐƚƌŽŽŵƌĞĐĞƉƚĂĐůĞƐĂŶĚƉŝĐŬƵƉ͘ ^ŬĂƚĞƉĂƌŬŝŶƐƉĞĐƚŝŽŶƐ DŽƵŶƚĂŝŶZĞĐƚŽƌĞŵŽǀĞĂŶLJĨŽƌĞŝŐŶŵĂƚĞƌŝĂůƐĂŶĚŽďũĞĐƚƐǁŚĞŶ ĚŝƐĐŽǀĞƌĞĚ͘ ^ŬĂƚĞƉĂƌŬŵĂŝŶƚĞŶĂŶĐĞ ZĞƉĂŝƌǀĂŶĚĂůŝƐŵŽƌŵŝŶŽƌƐƚƌƵĐƚƵƌĂůƉƌŽďůĞŵƐŝŶĐŽŶĐƌĞƚĞ͕ƚŝůĞ͕ǁĂůůƐ͕ ƉůĂŶƚĞƌƐĂŶĚƌĂŝůƐ͘ĂƐĞĚŽŶDŽƵŶƚĂŝŶZĞĐŝŶƐƉĞĐƚŝŽŶ͘ ^ƉĞĐŝĂůĞǀĞŶƚƐƵƉĞƌǀŝƐŝŽŶĂŶĚŽƉĞƌĂƚŝŽŶƐ WƌŽǀŝĚĞŽŶͲƐŝƚĞƐƵƉĞƌǀŝƐŝŽŶĂŶĚƉƵďůŝĐƌĞůĂƚŝŽŶƐŶĞĞĚƐďĂƐĞĚŽŶĞǀĞŶƚ͕ ĨŝĞůĚƉƌĞƉ͕ůŝŶŝŶŐĂŶĚĐůĞĂŶƵƉŽĨƉĂǀŝůŝŽŶĂŶĚƌĞƐƚƌŽŽŵĂƌĞĂƐ ^ƉĞĐŝĂůĞǀĞŶƚĐŽŵŵƵŶŝƚLJƌĞůĂƚŝŽŶƐ ŽŶƚĂĐƚĂĨĨĞĐƚĞĚƉĂƌƚŝĞƐĂƐƌĞƋƵŝƌĞĚ ^ƉƌĂLJƉĂƌŬ^ƚĂƌƚƵƉĂŶĚƐŚƵƚĚŽǁŶDĞŵŽƌŝĂůĂLJƚŚƌŽƵŐŚ>ĂďŽƌĂLJ͘DĂŝŶƚĂŝŶĂŶĚ ƌĞƉĂŝƌďĂƐĞĚŽŶDŽƵŶƚĂŝŶZĞĐŝŶƐƉĞĐƚŝŽŶ͘ dƌĂƐŚƵŵƉƐƚĞƌ ŽŶƚƌĂĐƚǁŝƚŚŚĂƵůŝŶŐĐŽŵƉĂŶLJ dĂƐŬ>ŝƐƚ ͗ͰhƐĞƌƐͰĂŶĚƌĞǁ͘ŽǁĞŶͰŽǁŶůŽĂĚƐͰ>ĞƚƚĞƌŐƌĞĞŵĞŶƚdžŚŝďŝƚdĂƐŬ>ŝƐƚ͘džůƐdž DocuSign Envelope ID: 4D3C42AF-A748-4265-BBC3-45BDB99F5E2D