HomeMy WebLinkAbout5.D.3. Joint Powers Agreement for 2007 Street Maintenance Work
CITY OF SHAKOPEE S. D. 3.,
Memorandum
TO: Mayor & City Council CO~~A~~~r
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Mark McNeill, City Administrator ' ' ~ fi -~ ,o;.....-:a
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FROM: Mike Hullander, Public Works Supervisor
SUBJECT: Joint Powers Agreement for 2007
Street Maintenance Work
DATE: January 16,2007
INTRODUCTION:
Attached is a Joint Powers Agreement (JP A) for 2007 Traffic Markings, Street Sweeping,
Crack Sealing and Seal Coating work between Bumsville, Apple Valley, Eagan,
Lakeville, Rosemount, Savage, Prior Lake, Farmington, Mendota Heights, West St. Paul
and Shakopee for Council consideration.
BACKGROUND:
The City of Burnsville and other south suburban communities have be7n participating in
the above referenced JP A in the past years. The purpose of the agreement is to' provide
street maintenance materials and service utilizing one common contractor for each
service. This arrangement has streamlined the process of contracting for these services
and resulted in a lower cost by utilizing the purchasing power of several Communities
combined needs. The City of Shakopee has entered into this JP A since 1996.
In this JPA, the City of Burnsville will coordinate the bid documents by preparing the
plans, specifications, bid proposals and advertise for bids for street maintenance services,
such as street traffic markings, street sweeping, crack sealing and seal coating. The City
of Burnsville charges a I % to 2% fee for administering the JP A, depending on the
amount of work. The City of Shakopee, for 2007, would be interested in street seal
coating, street crack sealing and traffic markings. F or this amount of work, the
administration fee would be 1.5% of the cost.
The 2007 budget has included the following work in the Street Division:
. Bituminous Seal Coating $110,000.00
. Bituminous Pavement Crack Sealing $20,000.00
. Street Traffic Markings $12,000.00
Staff i~ proposing to enter into the JP A to complete the above referenced street
maintenance work for 2007.
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Another advantage of the JP A is that due to' the volume of work, the work for each
service can be scheduled for the appropriate time. For instance, striping work will be
done in early summer in the month of June, as well as the bituminous seal coating and
crack sealing work.
In the specifications, the City of Shakopee does retain the right to reject participation in
the JP A, depending on unit bid price.
In reviewing this lP A, staff believes the contract administration fee of 1.5% is reasonable
and the volume of work will provide for lower bid prices.
City staff has reviewed the lP A and feels that the specifications allow each City to
decrease or increase the quantity of work, even to the point of opting out completely, so
that the risk to the City of Shakopee is very minimal and there can be cost savings that
can be realized by bidding with other Cities.
AL TERNA TIVES:
1. Authorize the appropriate City officials to execute the JP A for 2007 Traffic Markings,
Street Sweeping, Crack Sealing and Seal Coating between the Cities of Burnsville,
Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Farmington,
Mendota Heights, West St. Paul and Shakopee.
2. Do not authorize the JP A.
3. Table for more information.
VISIONING RELATIONSHIP:
This action supports Goal B "High Quality of Life" and Strategy 6 "Provide High Quality
Services" along with Goal E "Financially Strong" and Strategy 10 "Ensure City'sPiscal
Health".
RECOMMENDATION:
Staff recommends Alternative No. I.
ACTION REQUESTED:
Authorize the appropriate City officials to execute the Joint Powers Agreement for 2007
Traffic Markings, Street Sweeping, Crack Sealing and Seal Coating between the Cities of
Bumsville, Apple Valley Eagan, Lakeville, Rosemount, .Savage, Prior Lake, Farmington,
Mendota Heights, and Shakopee.
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Mike Hullander
Public Works Supervisor
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JOINT POWERS AGREEMENT
2007-2008 TRAFFIC MARKINGS, STREET SWEEPING
CRACK SEALING, SCREENING & SEAL COATING
BURNSVILLE, APPLE V ALLEY, EAGAN, LAKEVILLE, ROSEMOUNT, SA V AGE,
PRIOR LAKE, SHAKOPEE, FARMINGTON, MENDOTA HEIGHTS.
AND WEST ST. PAUL
AGREEMENT made this 16th day of January, 2007, by and between the cities ofBumsville,
Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Farmington, Mendota
Heights, and West St. Paul.
RECITALS
This agreement is made pursuant to the authority conferred upon the parties pursuant to
Minnesota Statutes 471.59.
The purpose of this agreement is to provide street maintenance materials and service for the
cities ofBumsville, Apple Valley, Eagan, Lakeville, Rosemount; Savage~ Prior Lake, Shakopee,
Fannington, Mendota Heights and West St. Paul utilizing one common contractor for each service.
NOW, THEREFORE, the parties agree as follows:
'1. Subj ect to the other provisions of this agreement, Bumsville shall prepare any plans,
specifications, bid proposals and advertise for bids for the phicement of street traffic markings, street
sweeping, crack sealing, screening and seal coating services.
2. Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Farmington,
Mendota Heights, and West St. Paul shall provide to Bumsville the estimated quantities for these
services in each respective community, and shall also approve the bid documents.
3. Bumsville shall tabulate the bids upon their receipt and make a recommendation of award
to Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Farmington, Mendota
Heights and West St. Paul and upon their approval, award the contract pursuant to State Law.
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Joint Powers Agreement
Page 2
4. Each city shall be responsible for:
. Preparing maps showing the proposed locations for these services including
estimating the quantities.
. Preparing the streets for markings in accordance with the specifications and
coordinating with the contractor as to the timing of the actual work.
. Inspecting the contractor's work, measuring the quantities of work performed,
approving and certifying the progress or fmal payments to the contractor.
. Pay a percentage of actual construction cost to City ofBurnsville for legal and
administrative cost on a sliding scale basis as follows:
$0- $50,000 - 2%
$50,000 - $100,000 - 1.5%
Over $100,000 - 1.0%
5. In accordance with the specifications, the contractor will submit an itemized invoice to
each city separately for the work performed in each city. Upon approval of the invoice by the
respective city, that city will remit the approved invoice amount directly to the contractor.
6. It is agreed that the cities of Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior.
Lake, Shakopee, Farmington, Mendota Heights and West St. Paul each of them, indemnify, save,
and hold haimIess the City of Burnsville and all of its agents and employees from any and all
claims, .demands, actions, or causes of action, for whatever nature,. arising out of the contracting
procedure by reason of the execution or performance of the work purchased for each respective city
. under this ~greement, and that the citie~ of Apple Valley, Eagan, Lakeville, RosemoUnt, Savage,
Prior Lake, Shakopee, Farmington, Mendota Heights and West St. Paul further agree to defend, at
their sole cost and expense, any actions or proceedings commenced against their re;spective cities
for the purposes of asserting any claim of whatsoever character arising hereunder.
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Johit Powers Agreement
Page 3
7. This agreement can be terminated on the part of any individual city by giving sixty (60)
days notice to the other cities; otherwise the agreement will automatically terminate on March 15,
2008.
IN WITNESS WHEREOF, the'parties have caused this Agreement to be.executed on the
date indicated below.
CITY OF BURNSVILLE
BY: Mayor
Elizabeth B. Kautz DATE:
BY: City Manager
Craig L. Ebeling
CITY OF APPLE VALLEY
BY: Mayor
DATE:
BY: Clerk
CITY OF EAGAN
BY: Mayor
DATE:
BY: Clerk
CITY OF LAKEVILLE
BY: Mayor
DATE:
BY: Clerk
CITY OF ROSEMOUNT
BY: Mayor
DATE:
BY: Clerk
CITYOF SA V AGE
BY: Mayor
DATE:
BY: Clerk
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Joint Powers Agreement
Page 4
CITY OF PRIOR LAKE
BY: Mayor
DATE:
BY: Clerk
CITY OF SHAKOPEE
BY: Mayor
DATE:
BY: Clerk
CITY OF FARMlNGTON
BY: Mayor
DATE:
BY: Clerk
CITY OF l\fENDOTA HEIGHTS
BY: Mayor
DATE:
BY: Clerk
CITY OF WEST ST. PAUL
BY: Mayor
DATE:
BY: Clerk