HomeMy WebLinkAbout03/17/1992, C-10 - FIRE TRAINING FACILITY PROJECT MODIFICATION AND ECOSLO AGREEMENT. �II�I�III�IIIIIIIIIp IIIIIiI city of San LUIS OBI SPO Meeting Date: 3/17/92
COUNCIL AGENDA REPORT Item Number: C—'O
FROM: Robert F. Neumann, Fire Chief
SUBJECT:
Fire Training Facility Project modification and ECOSLO agreement.
CAO RECOMMENDATION:
• Authorize the Fire Department to prepare and issue a RFP for
architectural services for the preparation of plans and
specifications for a new training facility at the Prado Road
site.
• By motion, modify the existing lease agreement between the City
of San Luis Obispo and ECOSLO for continued use as a recycling
center.
DISCUSSION:
Background
The City Administrative Officer directed the San Luis Obispo Fire
Department in the spring of 1983 to consider developing a functional,
modern fire training facility. Upon approval in August of 1983 ,
professional services were used to complete the concept and schematic
design for a City Fire Training Facility.
Richmond, Rossi and Montgomery (RRM) developed a program to study and
evaluate various sites within or adjacent to the City. The RRM study
prompted the City to consider a joint use training facility with
California Polytechnic State University (Cal Poly) . The joint use _
concept grew to include California Men's Colony, California Department
of Forestry (CDF/County Fire Department) in addition to Cal Poly for
the possible development of a regional training facility. During the
FY 1985-86 CIP appropriations, Council approved funds for the final
design of a fire training facility with direction that the training
facility should be a regional project with multi-agency participation.
Currently, 60% of the final design for a regional fire training
facility at Goldtree Road (just outside the City) has been completed.
However, anticipated construction funds from the State and County are
unavailable. Staff finds that without their participation, the joint
Training Facility is no longer feasible.
A previous Council Agenda Report for a study session held on September
21, 1987 states, "Failure to build a Regional Training Facility does
not eliminate the Fire Department's need for a training facility. "
Essential elements for developing and maintaining emergency response
skills are, a large paved area for multi-company training evolutions
and a means for conducting above ground (tower) operational training.
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i COUNCIL AGENDA REPORT
Page 2
Currently, the Fire Department finds itself in a position of having no
usable above ground (tower) facility. As pointed out in the 1987
Council Agenda Report (attached) , the present wood training tower to
the rear of Fire Station #2 is decaying, very unsafe, and should be
removed.
Additionally, the department has marginal training grounds, due to the
conflicts resulting from the ECOSLO operations. Temporary; stop-gap
measures, including the use of City buildings, parking structures, and
vacant parking lots available only on weekends have been adopted.
However, these efforts have only served to underline the need for more
appropriate facilities.
Description of Proposed Site
Since the late 1960's, the Fire Department has been property manager
of 1. 8 acres located at 60 Prado Rd. This flat, fenced site is
located between the City's Corporation Yard and the Sewer Treatment
drying ponds. The site is basically unimproved, with the exception of
a small fire pit, two fire hydrants, and some paving.
The Fire Department is currently sharing the site with two non-profit
agencies. The first agency is the San Luis Gun Club which operates a
small arms firing range in a 1, 300 sq. ft. building located at the
rear of the parcel. The activities of the Gun Club are outside the
normal operating hours of both ECOSLO and the Fire Department
Drillgrounds. Their activities do not involve the property outside
their cinder block building. This shared use is compatible with Fire
Department operations and no change is recommended.
The second agency the Fire Department shares with is ECOSLO. Since
1971, the City has allowed ECOSLO to use 10, 000 sq. ft. for the
purpose of operating a recycling center. ECOSLO, for some time has
been in violation of the City's month-to-month rental agreement in
regards to allotted occupied area and site cleanliness. With the
expanded role of recycling in our community, the recycling center is
no longer able to fit within the 10, 000 sq. ft. allotted area and has
expanded to 30, 000 square feet which is occupying the majority of the
Fire Department's available training space. Fire Department staff
finds three possible solutions to the current problem.
• The first is for ECOSLO to vacate the site. The gun club
would be allowed to remain.
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• The second is for the Fire Department to relocate to a new
site. While somewhat outdated, the original RRM study
(1983) did find a number of other sites that still offer
some potential as a drill grounds. However, all potential
sites would require extensive improvements (Stenner Creek or '
Laguna Lake Park) or additional land purchase, at
substantial expense to the City.
• The third solution is to modify the existing lease with
ECOSLO allowing them to expand their "contracted" square
footage, but to reduce the square footage they are now
actually using. The lease would also address concerns over
appropriate site use and cleanliness. Fire Department staff
feels that for a period of up to three years we could allow
ECOSLO to use a total of 23 ,450 sq. feet which is 13 , 450
more than allowed under the existing contract. ECOSLO feels
this will meet their short term needs. It should be noted
that ECOSLO is currently using approximately 30, 000 sq. ft.
STAFF RECOMMENDATION
The Fire Department, ECOSLO, Public Works and Planning Departments
have agreed upon a plan which will allow ECOSLO to remain on site,
moving to the front of the lot (see attached maps) . Concerns over
visual impacts are to be minimized by screening with vegetation and
fence slats and by the placement of yard equipment and office trailers
to the rear of the expanded area.
The Fire Department will be responsible for the installation of the
new fence separating the new facility. ECOSLO will be responsible for
the installation of one new gate and providing visual screening along
the front and sides of the expanded areas. Additionally, ECOSLO will
be required to rework the front gates to accommodate the off-hours
drop-site, the source of numerous citizen complaints, behind the
fenced/screened area.
ECOSLO anticipates continued growth in their operations, and their
personnel are reportedly researching the availability of sites
offering more space than can be made available at the Prado Road
facility. This alternative will therefore allow ECOSLO to continue
operation while looking for a new site which, the Fire Department
agrees, is the ultimate solution.
PROJECT DESCRIPTION
The training tower would consist of a building 20' x 20' and three
stories in height. There would be a one story 10' x 20' room attached
to provide storage of training aids. The training tower would be
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Page 4
constructed of material which would be aesthetically pleasing and
acceptable for the area. The ground area surrounding this tower would
be concrete and/or asphalt to provide a firm surface for the 30, 000
lbs. fire trucks. In the future the Fire Department will expand into
the area used by ECOSLO for additional simulated emergency response
situations, such as environmental, transportation and medical
emergencies, trench and heavy rescue.
FISCAL IMPACT:
In 1983 the City authorized $45, 000 from the Ventures and
Contingencies fund for a site analysis and feasibility study of a
regional fire training facility. In the 1987-89 CIP the City funded
$320, 000 for the design and construction of a facility to be located
at the Goldtree site. $65, 000 of the approved funds have been spent
on design work, leaving a remaining balance of $255, 000. In the 1992
mid-year budget review Council re-directed $150, 000 of the remaining
$255, 000 to be used for the design and construction of a City fire
training facility at 60 Prado Road. The remaining $105, 000 will
remain in the Capital Outlay fund balance.
ALTERNATIVES:
1. Do nothing and allow the previously approved funds to return to
the capital account.
Pro - This would save the City approximately $150, 000.
Con - Pressing Fire Department training needs will not be
met, which might lead to the injury of improperly
trained Firefighters.
2 . Approve a smaller amount and spread the work out over future
capital budgets.
Pro - The City could spread the costs over a longer period of
time, thereby reducing the impact to any one budget.
Con - The size of this project is not significantly large
enough to efficiently spread it over a number of years.
CONCURRENCE:
City staff, Fire, Public Works and Planning. have reached concurrence
on the plan and support the movement of ECOSLO to the front of the
lot. Kurt Kupper, Director of ECOSLO, has been actively involved in
the development of this proposal and also concurs.
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COUNCIL AGENDA REPORT
Page 5
ATTACE ENTS
Attachment 1 Proposed Site Plans
Attachment 2 Original Lease Agreement
Attachment 3 Council Agenda Report of September 21, 1987
Attachment 4 Amended Lease Agreement
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�d ,GINAL LEASE
AGREEMENT
1 This Agreement, dated November 15, 1971 for the convenience of the parties heretc
2 is between the City of San Luis Obispo, California, a chartered municipal corporation,
3 (hereinafter sometimes referred to as "City') and the Environmental Center of San Luis
4 Obispo,.an association, (hereinafter sometimes referred to as "Center');
6 WITNESSETH:
6 WHEREAS, City and Center are both interested in and committed to the protection
7 of the environment and the landscape; and
8 WHEREAS, Center desires to operate for six months a trialro
p gram for recialmit
9 and recycling glass, metal and other products as mutually agreed upon by the
lI''parties,
10 which program could potentially be of lasting benefit to the environment, the Aandscape
11 and the City and its citizens, thereby serving a valuable public purpose;
12 NOW, THEREFORE, City and Center, for and in consideration of the mutual
13 benefits, promises and agreements set forth herein, do agree as follows:
14 1. This Agreement shall be effective as of the date it is executed by both of die
15 parties hereto, and shall terminate May 15, 1972.
18
17 .2.- City agrees to permit Center to use up to 10,000 square feet of open space as
designated by the City Administrative Officer from time to time at the City's fire training
18 facility at the sewer plant.on Prado Road in the City of San Luis Obispo.
19
20 g. Center agrees to use said open space only for the purposes of conducting a
21 program for the recycling of glass, metal and other products as mutually agreed upon by
the parties.
22 4. Center agrees to accept suitable materials for recycling from the public at
23 month
least 12 hours per zwk, pursuant to a schedule posted at the recycling site.
24 S. Center agrees to maintain said recycling site in a manner at all times
2S satisfactory to the City Administrative Officer or his designated representatives.
28 6. Center shall provide sufficient personnel and equipment to conduct its operati
27 without undue congestion or unsightliness.
28 7. Center shall•it all time provide the City Administrative Officer with a turret
29 list of three or more persons representing the Center, at least one of whore can be
30 contacted by the Administrative Officer whenever he desires Information concerning the
31 operation of dhe Center or seeks correction of conditions at the recycling site.
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ANZ32 S• Center shall hold the City harmless from all claims and liability
arising fror.
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00- AL LEASE
1 the operation of the recycling site or any other conduct or site condition connected with
3
2 the recycling Program. Center shall obtain and keep current a liability insurance policy
with property damage coverage of not less tha
4 n $50,000.00 for each person on account
of any one occurrence, and with personal in
6 fury coverage of not less than $100,000.DO
for each person and ;300,000.00 total for each occu�ence, The City shall be specificall
8 listed as a a �iC
named insured in said policy.
7
8
9. Center and all of its agents, representatives, and participants in any manner in 9 the recycling y g Program shall be independent contractors or volunteers for Center and shall
not for an Purpose y pu ose be considered as employees or agents of City. Center agrees to hold
10 the City harmless and defend the City In any action
11 , proceeding or hearing wherein the cau
Of action or claim is based upon a claim that any y person participating in die recycling
Program is an employee or agent of the City.
13
10. Center shall limit
14 or cease all operations within seventy-two (72) hours at the
•
16 recycling site whenever so requested by the City's Administrative Officer. Center may
le appeal any such request by the Administrative Officer to the next regular meeting of die
17City Council.
18 11. The Center shall provide the City with monthly statements of gross revenue
19and expenses connected with the operation of the recycling program
20 12. 'Phe Center agrees to leave the premises in a condition satisfactory to City upo)
termination';of die recycling program normal wear and tear excepted,
22
21
13. If Center shouldld fail to correct any condition at the recycling site within seventh
23
two (72) hours after being requested to do so by the City Administrative Officer, the City 24 shall have the right to correct the condition with City forces or contract labor, or both 251 and the Center Shall be liable for all costs, both direct and indirect, connected with such
correction.
28
14. The City Council may by motion terminate this Agreement at its sole discretior.
27 28 after a
public hearing held upon ten (10) days written notice to Center. Said termination
shall be effective
29 fifteen (15) days after City malls notice of termination to Center.
30
31
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1 15. For Purposes of notice under this Agreement, all notices shall be considered
2 effective upon being sent by registered mall to the following addresses:
3
City: City Clerk
4 City Hall
990 Palm Street
5 San Luis Obispo, CA 93401
8 Center: Environmental Center
Box 1014
7 San Luis Obispo, CA 93401
8 IN WITNESS WHEREOF, the Parties hereto have executed this Agreement by theiz
9 Proper officers duly authorized, as of the date first above written.
10
11 ATTEST:
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12 CITY OF SAN LUIS OBISPO
13
14 By: --C
yor
15
ENVIRONMENTAL CENTER OF SAN LU
18 OBISPO
17
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21 C0-chairman
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23
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27
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ATTACHMENT #2
ORIGIN& LEASE
FIRST AMENDMENT TO LEASE AGREEMENT
I The Lease Agreement dated November 15, 1971, between the City of San Luis
2 Obispo and the Environmental Center of San Luis Obispo, which lease permits the
3 Center to conduct recycling operations upon City-owned property,
4 to extend said lease for an additional period Of three months, is hereby amended
8 The termination date of said lease set out inara
8 �avelnaz.,- if P graph 1 thereof is amended
to reader 11972
7
All other terms, conditions, and provisions of said lease remain in full
and effect. force
8
9
IN WITNESS WHEREOF, the parties hereto have executed this Agreement by
10 their proper officers duly authorized.
I1
12
ATTEST: -�
13 ity rk CITY OF SAN LUIS OBISPO
14
15
Date;
18 By:
17 yor
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18 Date: ENVIRONMENTAL CENTER OF
19 SAN LUIS OBISPO
20
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• 15, 1973
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Sai. .is Obispo, California
1 SECOND AMENDMENT TO LEASE AGREEMENT
2 The Lease Agreement dated November 15, 1971, between the City of San Luis
3 Obispo and the Environmental Center of San Luis Obispo, as amended by a First
4 Amendment thereto dated July 8, 1972, is hereby further amended as follows:
6 1. The termination date of said lease set forth in Paragraph 1 thereof is
9 hereby amended to read: "December 31, 1973."
7 2. Paragraph 3 of said lease is hereby amended to read in full as follows:
8 "3. Center agrees to use said open space only for the purposes of
9
10 conducting a program for the recycling of glass, metal, newspaper,
and other products as mutually agreed upon by the parties."
11
12 All other terms, conditions and provisions of said lease remain in full force
and effect.
13
14 IN WITNESS WHEREOF, the parties hereto have executed this Agreement by
their proper officers duly authorized.
15
18
17 ATTEST: • / < <��. CITY OF SAN LUIS OBISPO
.' its- rk
18
19
20 By:
21 Tyor
22
ENVIRONMENTAL CENTER OF
23 SAN LUIS OBISPO
24
25
28 $v-G'fia man
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i. OATG3NAL LEASE
1G THIRD AMENDMENT TO LEASE AGREEMENT
2�
Th,, Lease Agreement dated November 15, 1971, between the Cicy
3� of San Luis Obispo and the Environmental Center of San Luis Jbispo,
411 as amended by a First Amendment dated July 8, 1972, and a Second
50 Amendment dated January 15, 1973, is hereby further amended as
S.- follows:
I. The lease termination date in Paragraph 1 of said lease
8 will hereafter be determined in accordance with th
9! provisions: a following
10:
"The term of this lease agreement shall be on a
.. 111' month-to-month basis.
The agreement shall be auto-
13
121i matically extended on the first day of each calendar 14 month for an additional one month period unless either
' party has
perviously given to the other party written
15 notice of termination."
le All other terms, conditions and provisions of said lease
17G remain in full force and effect.
18:
F IN WITNESS WIMREOF, the parties hereto have executed this
19. by their proper officers duly authorized.
20h�
2Agreewent
1 DATED:
PPP CITY OF SAN LUIS OBISPO
23I ATTEST:
24 B
ayor
25
26 v- J aye
27 !
281 ENVIRONMENTAL CENTER OF SAN LUIS
I� OBISPO
29
31
32
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Date:'
9/21/87
�I� I;��f�►I�III city Or San LUIS oi3isp0 ITEM NUr�6ER.
COUNCIL.. ,AGENDA REPORT
FROM Michael Dolder, Fire Chief By: Lewis Schmutz
Training Chief
SUBJECT: Consideration of Approving an Agreement between the City and Richmond,
Rossi & Montgomery to Provide Architectural Services for Schematic and
60% Final Design for Regional Fire Training Facilities
CAO RECOMMENDATION:
Adopt a Resolution approving an extension of previous agreement flowing from a request
for proposal for architectural services.
BACKGROUND:
Early in the spring of 1983, the CAO directed the San Luis Obispo Fire Department to
consider developing a functional and modernistic fire training facility. In August, 19$3
the City Council adopted a Resolution approving an agreement between the City and
Richmond, Rossi & Montgomery (RRM) for professional services to complete the concept
and schematic design for a City fire training facility. This Resolution was based upon a
request for proposal which followed established procedures for contracting professional
services. RRM developed a programming study and alternative site evaluation which
identified various sites within or adjacent to the city. This alternative site evaluation
included the current 1.7 acre training site located on Prado Rd. A potential location was
selected on Highland Dr. within the Cal Poly State University campus.
RRM coordinated negotiations between the City and Cal Poly for the joint use of a
training facility at this 2.6 acre university location. Cal Poly rejected this location due
to its close proximity to the campus core. However, Cal Poly was receptive to the
possibility of leasing land for a regional training facility near the California Men's
Colony on Highway 1. During the FY85-87 CIP appropriations, Council approved funds
for the final design of a fire training facility with direction that the training facility
should be a regional project with joint participation. Council further directed that
construction funds would only be considered when written commitments were obtained
from participating agencies.
I
Following Cal Poly's direction to consider lands near CMC and Council's direction to
regionalize the training project, RRM initiated negotiations between CMC, California
Department of Forestry (CDF) and Cal Poly for possible development of a regional
training facility (Attachments 2-4).
A 15 acre parcel on Goldtree Road (Attachment 5) was jointly agreed upon by all parties.
On March 10, 1986 Cal Poly agreed, in concept, to develop a 30 year lease with options.
In return CMC would allow Cal Poly to utilize adjacent.CMC land to replace the lost
agricultural lands. CDF would use a portion of the parcel for relocating their
headquarters fire station and administrative offices. The remaining six acres would be
used for a regional training facility.
This project has taken over four years to progress to the current situation (Attachment
5). The process of negotiating an agreement for land use with these agencies w-as
complex and time consuming. Current work on the project was completed in March, 1987
with the submittal of a topographic map prepared by CDF at a cost savings to the city.
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gi;% AGENDA REPORT"
Originally, RRM had completed a schematic design on the 2.6 Highland rive acreage site.
Due to the larger and more complex site, 6 acres vs. 2.6 acre RRM, must develop another
schematic design to reflect the size of the expanded site and different topography.
Failure to build a regional training facility does not eliminate the Fire Department's need
for training facilities. The current wood training tower located in the rear of Fire
Station #2 is decaying and will be torn down during Fiscal Years 1987/89 as part of
station repairs. A cost analysis comparison of the Prado Road site and the Goldtree
Road site was formulated by RRM (Attachment 6). This comparison used the criteria
specified in the program study developed by RRM in August of 1983. To construct a fire
training facility at the existing Prado Road site would cost the City approximately
51,044,000. If the same facility is.developed at the Goldtree site, the City's contribution
would be as high as $430,000.
The Fire Department staff has had the opportunity to work with RRM throughout this
process and have been favorably impressed with their performance. They have exhibited
excellent cooperation and understanding of the specific Fire Department needs.
Throughout this process, RRM has developed special knowledge pertinent to the
uniqueness of the project. Continuance of the professional services with RRM will save
time and money which would be needed to bring a new and different company up to
current speed.
The concept of this proposed project is intended to be a regional fire training facility,
including financial participation from other agencies and private industry. The
development of a joint cost sharing agreement between interested parties will be
negotiated prior to Council funding the construction phase. Input on design from all
committed agencies will be necessary to meet each agency's training needs. The City's
financial commitment will be to complete 60% of the final design of the project.
Following completion of 60% of the project's design, the project's cost estimates and
design specifics will be presented to interested agencies to obtain their written and
financial commitment. Joint funding to complete the remaining 40% of final design and a
funding commitment for construction of the project will be obtained prior to additional
project activity.
At the request of the Fire Department, RRM has submitted a proposal for architectural
services based upon an understanding that the final design will'be two phased. The
features of this proposal (Exhibit 1) include the following:
A. Complete schematic design phase of the 6 acre site utilizing input from Cal Poly,
CDF, and San Luis Obispo Fire Department as well as make a presentation to City
Council ($9375.00).
B. After City Council approval of the schematic design, RRM will complete the final
design, which would be a 2 phase process.
Phase 1 - This phase includes preliminary drawing from structural, civil, mechanical
and electrical engineers to obtain detail cost estimate. This phase will be
approximately 60% of total design phase work. These cost estimates will be used
for presentations to other agencies and private industry in an effort to obtain
agreements for joint participation in the regional fire training facility project
($35,980.00).
I
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city o� san L.-.Is 0131SPO
COUNCIL AGENDA REPORT
Phase 2 - This phase would complete the final design and would only be
implemented after Council approval and firm written financial commitments from
other agencies and private industry have been made ($37,150.00).
Alternatives
Option #1 - Adopt Resolution approving agreement with RRM for architectural
services for completing schematic design and 60% of final design of
fire training facilities.
Option #2 - Direct Fire Chief to initiate a new recruitment for architectural
services for the fire training facilities. This option will cause
further delay in the project.
Option #3 - Continue review to a later date to allow Fire Chief to renegotiate
the agreement and/or provide more information. This process will
also delay the project.
Fiscal Impact
The cost of final schematic design and 60% final design (Phase 1) will be approximately
$45,400. Financing for this project is available through encumbered 1986-87 CIP funds
($45,700.) and approved 1987-88 CIP monies ($20,000). Phase 2, completing the remaining
40% of final design ($37,150), will be considered at a future date. The cost of Phase 2
will be financed by the participating agencies. The City's contribution beyond the 60%
final design phase will depend upon a negotiated agreement between interested parties
willing to financially participate in the remaining 40% of final design and future
construction.
CAO Recommendation:
Adopt Resolution authorizing the CAO to sign agreement with RRM for architectural
services for the fire training facilities.
Attachments
Attachment I Resolution
Attachment 2 Cal Poly Letter of Intent
Attachment 3 CDF/County Fire Letter of Interest
Attachment 4 CMC Letter of Interest
Attachment 5 Goldtree Road Site Map
Attachment 6 Chronological Order of Major Events
Attachment 7 Fire Training Facilities Site Cost Comparison
Exhibit 1 Proposal for Architectural Services
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AITAC HMENT #4
AMENDED LEASE
FOURTH AMENDMENT TO LEASE
The Lease Agreement dated November 15, 1971, between the city
of San Luis Obispo and the Environmental Center of San Luis Obispo,
as amended by a First Amendment dated" July 8, 1972, a Second
Amendment dated January 15, 1973 , and a Third Amendment dated April
16, 1974, is hereby further amended as follows:
1. The term of the lease stated in Paragraph 1 of said lease
will hereafter be determined in accordance with the following
provisions:
"The term of this lease agreement shall be for
one year, commencing on March 1, 1992 . The
one-year tenancy shall be automatically
extended for an additional year on March 1,
1993 and March 1, 1994 unless either party has
previously given to the other party written
notice of termination, or the lease is
otherwise terminated pursuant to Paragraph 14.
In any event, this lease agreement shall
terminate on March 1; 1995. "
2. The description of the leased premises in paragraph 2 of
said lease will hereafter be determined in accordance with the
following provisions:
"City agrees to permit Center to use up to
21,820 square feet of open space at the City's
fire training facility at the sewer plant on
1
'?TACHMENT #4
.42CM LEASE
Prado Road in the City of San Luis Obispo. The
boundaries of said area is set forth in the
attached Exhibit A. as the Expanded Area. "
3 . The insurance requirements stated in Paragraph 8 of said
lease will hereafter be determined in accordance with the following
provisions:
"Center shall defend and hold the City, its
officers, agents, and employees, harmless from
all claims and liability arising from the
operation of the recycling site or any other
conduct or site condition connected with the
recycling program. Center shall obtain and
keep current a liability insurance policy with
property damage coverage of not less than
$100, 000.00 for each person on account of any
one occurrence, and with personal injury
coverage of not less than $11000, 000.00 for
each person and $1, 000, 000. 00 for each
occurrence. The City shall be specifically
listed as a named additional insured in said
policy. "
All other terms, conditions and provisions of said lease, as
amended, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this
Fourth Amendment by their proper officials duly authorized.
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ATDCRiENT #4
AMENDED LEASE
Dated: This day of , 1992 .
CITY OF SAN LUIS OBISPO
By:
Mayor Ron Dunin
ATTEST:
City Clerk
ENVIRONMENTAL CENTER OF
SAN LUIS OBISPO
By:
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