D002729City of Saint Paul
OFFICE OF THE MAYOR
ADMINISTRATIVE ORDER
ADMINISTRATIVE ORDER,
No: p Do3���
Date: �—�
WHEREAS, the Saint Paul Public Library has negotiated a Lease Agreement with National Broadcasting
Corporation (MSNBC) to permit the use of lease portions of the Central Library buiiding from Friday, August 29,
2008 through Friday, September 5, 2008 during the RNC Convention; now, therefore be it,
ORDERED, that library officials are hereby authorized and directed to execute Lease Agreement LIB/3 for said
purpose.
APPROVED AS TO FORM
��y
Assistant ity Attorney
Date �� `/ �U�
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epartment Head f
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Financial Services Director
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Administrative Assistant to Mayor
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Ll - Lbraries
CoMact Person 8 Phone:
Sue Ellingwood
67072
Doc. Type: OTHER ADMINISiRATIVE OF
E-0xument Required: N
Document ConfaM:
ConWCt Phone:
31-JUL-08
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Assign
Number
Eor
Routing
Order
Total # of Signature Pages _(Clip All Locations for Signature)
Green Sheet NO: 3057597
0 �braries '—
1 ibraries DenartmentDirector %3�
2 �'tyAt[orneY I
3 ncisl Services ce Ftivancial Services
4 ' Clerk
Approval of Administrative Order authorizing the lease of portions of the Central Library to MSNBC from August 29 to September
5, 2008 during the RNC.
iaauons: Hpprove �n� or H
Planning Commission
CIB CommiKee
Civil Service Commission
1. Has this person/firm ever worked under a coniract for this department?
Yes No
2. Has this person/firm ever been a ciry employee?
Yes No
3. Does fhis perso�rm possess a skill not normally possessed by any
current city employee?
Yes No
Explain all yes answers on separate sheet and attach to green sheet
Initiating Problem, Issues, Opportunity (Who, What, When, Where, Why):
MSNBC will be using portions of the Cenhal Library to headquarter during the RNC, this will not interFere with normal library hours.
Advantages If Approved:
This will raise awazeness of the Library and the Library will receive revenue.
DisadvanWges If Approved:
None.
_ T.�; gme. �.�m[,ta
,- _ � ' >.,� �
�
DisadvanWges If Not Approved:
The Library will miss an opportunity to play a role in the RNC activites and receive free publiciry.
7ransaction: $18,000.00
Funding Source:
CostlRevenue Budgeted: N
Financial Information: MSNBC will be paying the Library.
(Explain)
Activity Number: 33450
_ _ — r " t ,
A ��' 0 ? 2008
��Ty C�ERK
July 31, 2008 9:03 AM Page 1
JU�. 22. 2008 10:33Hn4 N�C NEW,S NETDESK ND. � i 1 P. 2
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"S"his Lease A�eement is entered into this day of rune, 2008 between tlie $aint
Patri 1'ublic Libzary Agency("SPPLA"}, 90 W, Fourth Streef, Saint Pau1,1�LN, 55102, and
National $roadcasting Cprparahon ("MSNBC"). 30 Rockefeller Plaza, �iew i'ork, NX l0I I2.
1• Leased Premises. Sl'PLA herebp leases to IvISIdBC the faLtowing portions of Ehe
Cez�trat Librar5° Buitding: 4�' Floor T arce Conference Room, adjacent kitchen area, thzee offices
on 4�' floor, (iu-o mediwn siZed roozas, and one targer room), together with use of those common
arcas needed to access the leased ,portions from the entzance, and non-exclusive use of restrooms
Iocated on the 4ih f�ooz, as set forth in $xhibit l, attached hereto and made a part hereof by
xeference. Furniture included in the meeting/staff xooms includes twelve (12) rectangular tables,
three (3) rottnd tables, twenty (20) office chairs, si� (64) chairs, one (1) couch; six (6}
easy chairs, and one (1) land line telepixone for local nuznbers onIy. No computer hardwara,
televiszon monitors or electronic equigments will be provided as part of the Laase.
Parking is not included as part of the 7 ease.
Because the kitchen area is not st�f'ficient £or full-scale meai preparation, such food
preparation shali be done off=site. Cateri�g access to the building 1�n1I be pravided by library
en��Ioyees and/or security staff: Caterers wi11 provide all necessary equipment an@ utensils fox
meals and reznove them after each use.
2. Terim of Lease. This lease shaIl be in effect beginning at 6:00 p.m. {C5'� Friday,
Aug,tst 29, 2Q0S through 5:00 p.m. (CST) Friday, September 5, 2008.
3. Use oi �x MSN$C shall use and oocupy the Lease@ Premises for the followizzg
purpos�:
Access by 90-104 employees ofMSNBC Forthe purpose ofuse as
office space durin4 the Republzcan Nafional Convention. 2+Ta
filtning in.cide the Cenlral Librat is permitted except within the
Leased Premises, No alcohoI will be allowed in'the leased
premis�s.
atkd for na other purpose without the prior wti.tten consent of SPPLA.
4. Access to premises. Only credentialed M5N$C emplpyees willliave key card access to
the building during the hours the library is closed. Access to the leased prenzises shail be
through the staff entrance doox in first floor lobby and staff` enlsance doar to sta�F' area pn
4th ttoor.
5. Rent.
A. Basic RenY. Tn exchange fbr the use of the Leased premises, MSN$C shatl pay
the SPPT_A the sum of 52,400 per day from August 30 throug� Septe�ber S, 2005 and $1,200 foz
�IU�. 22, 2008 10:33AM NBC NE�4S NETDESK fV��. 811 P. 3
� oo a7�-�
Au�rust 29- 2008 for a tptal basic zent of $ 15,004 during tbe Lease Term.
B. Additiona112ent. Additiozxai Reat means aJl amounts ofher than $asic T'.ent
provided �or in 4.�. that MSN�$C shall be obligated to pay uader this paragranh or other
pzovisions ofthis Lease. Add'ztional Rent shaii incZude, but zs not ]imited to, the foIIowing fees
costs and ea,°penses_ Utilities, ?vlaintenance, Security, Access Cards cable wiring in meeting and
green rooms, teclsaology suppaxt, hardu7zed and vrireIess internet access. Costs �or each o£these
shaIl Ue as set forth in Exhibit 2, attached hereto.
C• AII Basic and Additional Reut shall be payable oz� the date certaiu provided
hereizz or — if no date cerPain is provided — witbin 30 daps of the billinc date. Ttee Lessor shall
chazge interest of 1.5% per montii on any. Basic or Additionai Rent remaining unpaid beyond the
due date as here provided.
6, ltight of Entry. At ail tim,es dtaing tbe term of this lexse, SPPLA sha11 have the right,
by itseIf, its agents and employees, to enter into and upon the Leased Preztuses during reasonable
business hours ox, in the event of an emergency, at any time for any legitimate purpose, The
Cevtral Library building in which the leased premises are located wvill be open to the public from
9;00 anx, unti15:30 p.m. from September 2 2008 through Septembex S, 2008.
7. Security,
A. A city employee will be on site 24 Iiours per dap durin� the termx of this
Agreez�aent for the puxpase of havizzg a maintenance staff inember available in the event
assistance is needed. TIie building �w�ii be locked and not availabte to the public aftex business
hours duxing t]ie period of this Ageement, 'with access permitted by keycazd. The City as not
zesponsible for the loss, theft or damage to any pxoperty of MSNBC stored or �Cept on the
prernises during the Lease term.
�. MSNBC will provide security ir� the leased prezsaised during the entire Iease tec�a,
and additionalls� sha3I provide security in the first �1oor lobby during the lease Cerm at all times
the library building is closed to the public.
8. Tns�uance. At aIl ta�ues during the term of this Lease, MSNBC sha11 caxry insurance in
the kinds and aznounts as set £orth belox�:
A, General Liability: $1,200,000 per person /$2,400,000 per occurrenee (limits may
be znet with umbrella or excess policies)
B. Workers Compensation� $500,000 per person! $SOO per disease /$500,000
per accident - eznpl4yers liability; woz'kers compensation per MN statutes.
C. $roadcaster's �iability: �1 pes person J$2,400,000 per occunence (limits
may be met with umbrelta 4r excess policies)
JUL 22. 206$ 10:33AN� h�BC NEVdS NETDE�K NU. 81 i P, 4
p6a27a-�
D. Personal Property First Party Covera�e - for all contents owned or rerated by
MSNBC Fue Insurance / Property Insuxazzce £or zented space - to cover all rented
/ Ieased space and any potential dam�ages done at ox by ihe employees or agents of
UISI�TEC.
All policzes shali be writfen on an occurrence basis or as acceptable to tize City. Ceztificate o£
insurance must indicate if the policy is issued on a claims-made or occurrence basis_ Certifxcates
of insurance must be on file with the City's 1Zisk Manager at least five days prior to the effective
date of the I,ease.
9. Assignment/sabletting. IvISN�C sl�all not assi� or sublet this Lease withont the
�z�ritten consent of the SPl'LA, which consent must be obtained prior to the executipn of any
agreement to sublease ttie Leased Premises.
10. Ntauitenance and Re�rairs. SPPLA shall be responsible fox daily maintenance {one-
time per day cleanu�) and upkeep of the 7�ased Premises, including but not li mited to
eniergency rep�irs of any land: routine maintenance and repair to keep the Lzasad Premises in
�ood repair, safe and in compliance with appIxcable fzre., healtl2, building and other Ii£e-safety
codes; and all rapairs and maintenance needed to keep the buildings or structiu�es on itze Leased
Premises in good condition. MSI�TBC at the expiration of this lease, shail c�uit p�aeefully and
surrender possession of said property and its appuztezaazzces to SPPLA in as good order and
condition as the properiy was delivercd fo MSNSC, and Shall be re5pozxsibl8 for the costs of any
damages to the pzezx�ises eaused by its tenancy, excepting ordinary weaz and tear, Costs of any
such repairs sha11 be payable within rtrirty days of i�eceipt of an invoiee from SPPLA.
11. Technology access au.d supporE. 'I`he City will pro�Zde technology set up suppozt in the
form of t�i�o {2) TS staff for eight houas at tkze cost of �40 per person. Any additional time far
setup due to unexpected circumcranr.es will be sepazately billed at $40/hour per person. Citp wiIl
provide Comcast Cable TV and Tnternet Services in the Leased Pz•emises by nwning main cable
from th� basement to the fourth floor and installing modems. Ethemet Cable will be made
available to three rooms in the Adrxzinistz'ation Qffiee. Costs including the instsllat�on £ees,
cable, one montb of cable service and one z�tonth of Intemet Service plus labor and materials cvill
be as szC faztk� in E�kubit 2. Additional charges incurred due Yo any unexpected labor or materials
useage shall be billed at the rates set forth therein.
12. �ndeznuity. MSN'�C agxees to defend, indenu�i.fy and hold harmless the City of Sazzzt
Pau1, SPPLA and azzy agents, officers and employees thereofi from aU claims, dem�ds, actions
ox causes of actian of whatsoevex nahue or character, arising out of or by reason of the Lease of
the hereixr desCribed Leased Pr�mises by IvISNBC as a result of the operations or business
activities takrna place on the I,eased Premises, cxcept to the exteut that any such claims arise out
of the aegligence of the $PPLA or khe City of Saint Paul.
13. Eveuts of Befault. 7he failure by MSNBC to obseive and perform any covenant,
condition or agreement on its paxt to be observed or performed as required by tkzis Lease; and to
JU1.22.i006 10,33Ah;4 NBC P�E;RS f�!ETDESK
ND. 811 P. 5
[�e�a�a�
remedq such bxeacla pxomptiy upon notificaxion sha11 be considered an erexaf of de�'aul� and the
SPPLA s�all tertninate the Lease. All Basic and Additional Rent sha]t zemain payable upon
default by MSN`BC.
I4. Alterarions. Ivo structural or desiga alterat±ons of any ldnd may be made to the
premises by or qa behaif of MSVBC. �VIS�EC is permitted to run a cable through an open
windotiv in the meeting room and to place a camera in an open window of Room TM 408. MSNBC
wzII provzde piassfic covex�ng £ox tYae poxrtzon of rhe wzndow{s) that remains open, and the
adequacy of the plastic covering will be subj ect to approval by the fiacilities n�laaager. �
15. Amendments. Anp amendments to this Lease must be in writing by mutval consent of
the arties hereto.
16. Go�-erning Law.1'his Agreement shall be governed by, consYrued and enforced in
accoxdance v��ith the intenxal laws of the State of Iv�innesota, �xthout segard to choice of la�x�
provisions and venue sha11 be in fhe district court of Ramsey County
IN WITNESS VTEZEREOk', tbe parties hereto have set Yhe'vr hands and seals the day and yeaz in
this Lease first above-written.
SAINT PAUL PUBLIC LIBRARY
AGENCX
Patrick Harris, Soard Chair
Finance Director
I�TATTaNAL BROAT}CASTTIvCr
CORPORATION
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.
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Approved as to £orm:
-,,-°/.
Assis ity �ttomey
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EXHIBTI' B
The following items aze considered to be "additional rent" as set forth in Pazagraph SB of the
lease.
1) Utilities:
Daily cost 8/29-9/1:
Daily cost 9/2-9,�5:
2) Maintenance:
Cost 8/29-9/1
Cost 9/2-9/5
Additional Trash pickup
Kev cards:
$500/day=$1,750
$225/day= $900
24 hr. maintenanc� $2,940
Additional shifts=$1,040
$50/day=$350
Approx. 90-100 access cards @$12.00 per card =$1,080-$1,200 (exact number TBD)
3) Technolo�v Costs: $2,109.90 (see cost breakout below)
Costs for Comcast Cable TV and Internet service
Run main cable from basement to 4th floor
Installarion Fee (for installing modem etc.)
1 Month Cable Service
1 Month Internet Service(SOmeg down Smeg up)
Costs to Cat 6 Ethernet Cable to 3 rooms in Administration Office
Wire (cat. 6 wire/1 wire to each room)
Labar (4hrs @ $80/hr)
Costs for IS staff to help with Setup
2 IS Staff for the day ($80/per hour for 8hrs)
$550.00
$250.00
$ 69.95
$199.95
$1,069.90
$100.00
$300.00
i�� 11 11
$ 640.00
Total technology costs: $ 2,109. 90
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Contact Person ffi Phone: �epattrner�t. Sent To Person InitiaWate
- Melanie Huggins � � 0 _ 'es
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Tofal # o,f Signature pages _(Clip All Locations fdr Signature)- . _ - - , �
� AEtiorcRequested: � - . -- � - _ � - -_ - � . - '
. Approval of_a Lea,s.e agree`ntent between IyISI�C and the Saint-Paul Public Library Agency for space usg dtuing the Republican '
1Vaflonal Convention: '
,- '.R�commendations. Approve'(8j or Reject (R): ' '-' �-"-_ Rersonal_Sgr'vice Cqntraits Must.Answerthe Fallowidg QuesHons: � ,�
� Planning Commis.sion_ - ,_, �� 1. Has thi`s person/firm e�er woiketl under a�contract fioathis department? ; ' -_ � -
CI9 CommiUee,:�. _ , -Ye,s -Na . • _ - _ - � _ _ "
� Ci�il'Sernce Co�rrxss�on _;� ':. � 2.]ias thi"s peis6n/firm ever tieen acity EmpJo.y�e� - -� _ �
_: v : : :.',; , ... _-._ . - :�'es � ., -. < , ,�, - ... - -. - -_ .
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. _ _- - . - _ . � oLrzen}`citjng�ploye'�-2 � � - ��.
_ " � Yes No `. � �.-- ,�_�, __. -, " - ,
- _ - . ' -E�y3tam all yz'sanswers on�eparate sheet:and attach-to greep''sheet - , - .
lriitiatmgProblem Issues 6pportumtyQYYho What,Wyhen Where,�Whya ',� � . �� _ _ ' � -
IiISNCB iv�71'�ie using space withisfhe Librazy �129 threei`9/5/08. T�heq will pa� _r'ent and costa '�� - ,, _ �
kilvantages If Approved. � � . '. _°` � � . , �- � , . � .,° � � , ^ � - - _. _ � �
The pres,ence: of IvISNBG 1n the Libracyv✓ill rai'se eommuni4y awareness and provide frea pubLeity foz the Library, : "
� ' �Diudvantages;IPAp,prakeYl>, - ; - _ � -, _ _ . � � � � - _
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Tlie Lilinry' ivIIl m�ss ati°opp'`ortnnity'to play a r.o,le.in fheRI�IG'event.
Tofal`NnouAt Qf � ^ - • � _ - : � � � - - " - - - - - . - - - .i -. .
T $18,000.�� " -Co,s,ORevenueBudgeted: �� - , . --
. Pund�n.y Source. _ ' , _ . - Aet�yity Number. ��'�0 - ', ` _ . - _ _ . -
Finanaallmformat�on..j�SNBC will bs paying the Libnry:.
� �-�- ` _(Eieptai�7` � �. �
: July 22, 2�08 2�9 RI�I Pag��� � � � � �