03-250council File # jf 3 —�?o + l lJ
Green Sheet # 204566
RESOLUTION
CITY OF SAINT PAUL, MIlVNESOTA ��
Presented By:
Referred To: Committee:Date:
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2 RESOLVED, that the City of Saint Paul, Police Department, is authorized to enter into the attached
3 agreement wit6 Hamline University for police training space rental at Hamline University on March 4-6, 2003,
4 and April 16-18, 2003. A copy of said agreement is to be kept on file in the Office of Financial Services.
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Requested by Department of:
Adoption Certified
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Police
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Approval Re o ended by inancial Services:
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Form , pr ed by City Atto�
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Hamline University March 4-6 8 April 16-08, 2003.cr.03
Adopted by Council:Date: /�� /a: �?D�
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DEPAR7MENT/OFFICElCOUNCIL DATE INI7IATED
PoliceDeparnnent t�z4/2oo3 GREEN S ET tro. 20456
ONTA PER PH NE INRIAUDA INRIALIDATE
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MUST BE ON COUNCIL AGENDA BY (DATE) j � _
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TOTAL # OF SIGNATURE PAGES 1 (CLIP ALL LOCATIONS FOR SIGNATURE)
CTION REQUESTED
Signatiues on the attached council resolution authorizing the City of Saint Paul Police Depaztrnent, to enter into an agreement with
Hamline University.
RECOMMENDATI N App�ove (A) O� Rejetf (R) PERSONAL SERVICE CONTRACTS MUSTANSWERTHE FOLLOWING �UESTIONS:
7. Has fhis person/firtn ever worked under a contract for this departmenY?
PLANNING COMMISSfOPJ YES NO
CIB COMMITTEE 2. Has ihis person/firtn ever been a ciry employee?
CIVIL SERVICE COMMISSION YES NO
3. Does this persoNfifm possess a skill rwt rwrtnally possessed by any curteM city employee?
YES NO
4. Is this person/firtn a fargeted vendo�!
YES NO
Fxplain all yes answere on separa[e sheet and atlach to 9�een sheet
INITIATING PROBLEM ISSUE, OPPORTUNITY (WHO, WHA7, WHEN, WHERE, WHI�
The Saint Paul Police Department Professional Development Institute is sponsoring a 3-day Background Investigarions course, on
Mazch 4-6, 2003 and Reid Method of Interview & Interrogarion on April 16-18, 2003. Tlris training will be held at Haniline University,
1536 Hewitt Avenue in Saint Paul. These seminazs will be offered to ouuide police agencies, which in turn off-set the cost for
Saint Paul Police Officer to be irained in both seminars.
ADVANTAGESIFAPPROVED
Saint Paul Police Deparunent personnel will be hained at no cost.
DISADVANTAGES �P APPROVED
None noted.
DISADVANTAGES IF NO7 APPROVED
Saint Paul Police Department personnel will not be trained.
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TOTAL AMOUNT OF TRANSACTION $ 450.00 COST/REVENUE BUDGETED (CIRCLE ONE) YES NO
FUNDING SOURCE 436-34117-0282-40017 ACTIVI7V NUMBER 34117
FINANCIAL INFORMATION (EXPLAIN)
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REV�E� Le�e o��greement
Beriveen
Hamline University
And
St. Paul Police Training Unit
Date REVISED: January 14, 2003 �
Contracting Group: St. Paul Police Training Unit
Contact Sgt. Mary Nash
Address: 100 East i l Street
St. Paul, MN 55101
Phone: (651)
Event Name: St. Paul Police Training Sessions (D3301)
Date and Time: March 4— 6, 2003 (3 days)
April 16— 18, 2003 (3 days)
FACILITY RENTAL: Law-Graduate School Room 005/l OG
' @ $75.00/day x 6 days
The space rental rate for the aUove facilities is �4�0.00.
EQUIPMENT: TBD
SERVICES: TBD
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�450.00
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Additional Equipment and Services:
The University shall provide additional equipment and seivices, such as audio visual equipment, tables,
chairs, and labor £or set ups or security, provided that the Contracting Group has made a request to the
University for such services not less than 14 (fourteen) days pnor to Yhe date such services are required.
Tl�ere will be additional charges for this equipment and these services based on actual equipment needed
and length of timz required for set-ups or security. Please contact thc Scheduling and Confereuces Office
tbr price infonnauon.
CATERING SERVICES: TBD
Arrangements for special catered funetions, such as break refreshments, thirouglrthe-line cafeteria meals,
special dinners, and deliveries either inside or outside of Sorin I3a11, must be made directly with the
Umversity Catermg Director: 651-523-2410, at least two weeks prior to the event date.
DEPOSITS: By February 15, 2003, the Contractinc Group �vill retw this signed agreement with a
deposit of $112.50, which represents twenry-five percent (25`%�) of the space rental bilL This agreement is
void if not retumed by the �bove date with the deposit.
GUARANTEES:. 1-lamline University does not guarantee avail�bility ol catered food or meetine facilities
m excess of ]OS°-b oY the guaranteed n�unbers. lf a tlnal declaration ol numbers is not given to Hamline
Unrversity 14 (fowteen) days prior to the date of tlie first evcnt. the Conuactmg Group ���ill be responsible
for payment of e�penses for eighty percent (80%) of the estimated attenciance for all catered food ordered
and meehng facilities reseived under the onginal contract.
CANCELLATIONS: Either party may cancel this agreement under the follo�vmg conditions:
MS-C1907 • 1536 Hewitt Avenue, Sai�t Paul, MN 55104-1284 � 651-523-2474
651-5233078fax � mhueg@gw.hamline.edu � www.hamline.edu
Iluur�:�olcr's F'rs! 1>m r�:�'rh' � a Irraliliora of Nro�reering Since /8> i
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A. The Contracting Group may cancel 60 (sixty) days pnor to the tirst date of faciliues use and
receive a fifty percent (50%) deposit refund. If the Contracting Group cancels Izss than 60 (sixty)
days prior to the check-in/registration time, its deposit «iIl NOT bz reftmded.
B. It may be necessary to relocate the meetin�� facility and� or housmg accommodation
assi��nments made on behalf of the Contracting Group, in order to best use thz meetSn� facilities
and/or housing accommodations that are aeailable at Hamline Unicersit� durmg the dates of the
Contracting Group's event If deemed necessap• by the Schedulins Oftice. the Contracting Group
�vill be notitied of the changes as far in advance as possible. and e� ery effort �� ill bz made to find
suitable altemative facilities. Specifically, if Hamlfne Unirersih is clo�ed bzcause of severe
�veather or other emergency circumstances, Hamline ma�' cancei the reser� anon oY tile
Contracting Group. Further, Hamline University reserves the nght to terminare die reservations
made on behalY of tbe Contracting Group, should unforeseen emergenc�es occur �� luch make it
inadvisable, illegal, or impossible for the Contractin�, Group to occup�' particular faeiLties. If
Hamline University finds it necessary to terminute resercauons made on Uehalf of thz Contracting
Group, Hamline University will issue a full deposit refund to the grotip. If the Convacting Group
wishes to reschedule airy cancelled event, please contact the Campus ScheduLn�_ Otflce to begin
a new co��tracY.
BILLING: The full payment is due to Hamline [Jniversity 30 (thu ty) days atier the conclusion of the
event. Any chai�ges ineu�red above the written est�mate of costs �vill be billed m�med�atel� following the
event. All wipaid accounts will be due no later than 30 (tliirLy) days atter the date mdteatzd on the billing
statement If the balance �s not patd by Tl�e date on the final invo�ce a ten perecnt (10° �J 4ate Yee will be
assessed. If the bill Uecomes 90 (ninety) days overdue then tlie late fee ��'ill be raised to t�� enry-five
perceut (25`%�). In the event that Hamline University has to incur any expenses m collzcung payment from
the Contracting Group, the Contracting Group agrees to pay all ofthe Uni� ersit� �s cost oicollection. This
indudes, but is not limitecl to, a collection agency fee and/or a reasonable atrornec's fze.
INSURANCE: Tl�e Conuachng Group shall obtaiil its o��'n msurance ii om an outside source in the
amount ofno less than $1,000,000. Hamline Universiry is to be named as an addinonal msured m that
policy and �vill recerve a eertificate of said insuranee no less than 30 (thu't��) dacs before the tirst date that
appears on the contract. Failure to �rovide the necessar�� insuranee documentauon �s «irounds for
cancellahon of the event.
INDEMNITY & DAMAG�S: Tlie Conu'acting Group agrces that all the partic�pmlts of the�r group are
under the direct and complete supetvision of the Contracting G oup. The ndes and re<<ulatio�is of Ha�nline
University �vill be adhered to and follo�ved by all participants of said Contrachm_ Group and enforced by
the ConU'actina Group's leader(s). The Contractin�z Group and the undcrsiened indi� idual �� ill be liable of
any and all damages resultmg from the Contrachng Goup and it, participants' and �sue�r use of the
facilities and services of Hamline Umversiry. The Contrncung Group and the undersi �ned mdn'idual will
reimUw se liamlme Unrversrty for all the dama�es to fac�liUCS and services used b} the Contractma
Grou�, it's participants, or �uests. Each party agrees that it �vill hc respuils'ible for its o�� n scts and/or
omissions uz canying out the terms of this Agreement and thc results thereot to the e�tent authorized by
law and shall not be responsible for the acts and/or omiss�ons of the other part� and tliz rzsidts tllereof.
The provisions of the Minnesota Tort Claims Act, Mmnesota Statutes. Chaptcr �6G. et se��. .uld any other
applicable law shall govem the liabilrty of tl�e City of Samt PauL and thcir respectn e en�plo>'ees, o�ciats
and agents.
SMOKING AND ALCOHOL: Smoking and alcohol are not pemuttcd �� idiin am� me�tmg facility or
residence hall at tUe Handine University campus.
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TELEPHONES: Hamline University ��'ill accept only emer�_ency calls for ihe participants during the time
of the Conu'actin<, G�roup's event l he Contractin� Group �cill desi�:nate one of its members to contact the
Conference ofYice at 6�1-�23-2474 durina normal ��orkmg hours to derermine if any such calls have been
received. If there are any after-hours emergencies, they must Ue directed to the OFtice of Safety and
Security, which is open twenty-four hours a day at 6� 1-�23-2100.
ENTIRE AGREEMENT: This contract constitutes the complete a�,reement bet�� een the Contracting
Group and Hamline University and no amendment to this contract ���ill be �'alid unless si�ned by both the
Contracting Group and Hamline University.
CONFIRMATION: If the arran,ements contained within this Letter of Agreement meet ��•ith your
approval, please sign and retum thz extra copy by Februar� 15, 2003 alon�� ��'ith the required deposit.
After this date, the rooms will no lonaer be held. If these arrangements do not meet �cith your appro�al,
please do not hesitate to the Scheduling Oftice at 651-523-23)9.
On behalf of mline University
Signature: ��� ��-�a�
Date: January 14, 20D3
Name: Michelle M. Hueg`�
Title: Director
Campus Scheduliug Ofh �
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On UehalY of Group
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Name:
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NSK V.nNAGEMc�T DM,SION
CITY OF SAIVT PAUI. :eu c,r Teleykane 65/l266.•8b80
Xa�u:yXelly.M<yor f5R'enl:e�feggBl:d Fntsimile.� 65iQ66-8886
Sa1n7PemU.*.e SSiP2
January 13, 2003
Hamline University
Attn; Michelle Hueg
1535 Hewitt Avenue
Saint Paut, MN 55104
RE: lnsurance Verificetion for the E:ity of SainL Paul Police Gepattmeni
Dear Ms. Hueg:
7he City is seff-insured for a!i claims arising from its operation as a politicat subd'svision of
the State af Minnesota for which it is lega(ly liable. This legal li2bility is restricted to
S30J,000 per ctaimlSl,OOO,OpO per occurrence by �I�innesot2 5tatute �66.p4.
The City is self-insured ayainst „II clairns arising frarn ies activities as a politiaal subdivision
ot the State oi Minnesata and fpr which it is or may be found IsgallV Iiable, including the
ownership and operetion ot automobiies.
The City is self-insured for ail c7aims arising from its operation as a politic�l subdivision of
the State of Minnesota for wh;ch it is legaliy liable under Minnesota 5tat�te 9 78 regarding
workers compsnsation. Minnesota Statute 176.S8t auehorizes the Gity ta self-insure.
The City purehases reinsurance frpm the Nlinnesata VVorkers Compensation Resnsurance
Association (WCRA). The 2002 reteMi�n Iimit is 5700,pp0 which is adjusted arsnually by
tne WCRA.
if you have a;�y qusstions, please contact rhe Risk Management Division at 657-266-
$88G.
Sincerely, �
.1. _ " "`!' �
Sandra Badensteiner
Claims Manager
SB
CC: 5gt. Mary h�sh, SPPO, facsimile 651-292-3575
na-nna-s� e
TOTAL P.?i