HomeMy WebLinkAbout5.B.2. Joint Powers Agreement for 2008 Street Maintenance Work CITY OF SHAKOPEE
Memorandum
TO: Mayor & City Council
Mark McNeill, City Administrator
FROM: Mike Hullander, Public Works Superintendent
SUBJECT: Joint Powers Agreement for 2008
Street Maintenance Work
DATE: January 15, 2008
INTRODUCTION:
Attached is a Joint Powers Agreement (JPA) for 2008 Traffic Markings, Street Sweeping,
Crack Sealing and Seal Coating work between Burnsville, 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 been participating in
the above referenced JPA 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 JPA 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 .5% to 1.5% fee for administering the JPA, depending on the
amount of work. The City of Shakopee, for 2008, would be interested in street seal
coating, street crack sealing and traffic markings. For this amount of work, the
administration fee would be .5% of the cost.
The 2008 budget has included the following work in the Street Division:
• Bituminous Seal Coating $160,000.00
• Bituminous Pavement Crack Sealing $20,000.00
• Street Traffic Markings $10,000.00
Staff is proposing to enter into the JPA to complete the above referenced street
maintenance work for 2008.
Another advantage of the JPA 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 JPA, depending on unit bid price.
In reviewing this JPA, staff believes the contract administration fee of .5% is reasonable
and the volume of work will provide for lower bid prices.
City staff has reviewed the JPA 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 minirraal and there can be cost savings that
can be realized by bidding with other Cities.
ALTERNATIVES:
1. Authorize the appropriate City officials to execute the JPA for 2008 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 3PA.
3. Table for more information.
RECOMMENDATION:
Staff recommends Alternative No. 1.
ACTION REQUESTED:
Authorize the appropriate City officials to execute the Joint Powers Agreement for 2008
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, and Shakopee.
Mike Hullander
Public Works Supervisor
JOINT POWERS AGREEMENT
2008-2009 TRAFFIC MARI~IVGS, STREET SWEEPING
CRACK SEALING, SCREENING & SEAL COATING
BURNSVILLE, APPLE VALLEY, EAGAN, LAKEVILLE, ROSEMOUNT, SAVAGE,
PRIOR LAKE, SHAKOPEE, FARMINGTON, MENDOTA HEIGHTS,
WEST ST. PAUL AND DAKOTA COUNTY
AGREEMENT made tlus 22nd day of January, 2008, by and between the cities of Burnsville,
Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shal{opee, Farmington, Mendota
Heights, West St. Paul and Dakota County.
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 of Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee,
Farmington, Mendota Heights, West St. Paul and Dakota County utilizing one common contractor
for each service.
NOW, THEREFORE, the parties agree as follows:
1. Subject to the other provisions of this agreement, Burnsville shall prepare any plans,
specifications,. bid proposals and advertise for bids for the placement 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, West St. Paul and Dakota County shall provide to Burnsville the estimated
quantities for these services in each respective city/county, and shall also approve the bid documents.
3. Burnsville 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
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Page 2
Heights, West St. Paul and Dakota County and upon their approval, award the contract pursuant to
State Law.
4. Each city/county shall be responsible for:
• Preparing maps showuig the proposed locations for these services including
estimating the quantities.
• Preparing the streets for markings in accordance with the specifications and
coordinatuig with the contractor as to the timing of the actual work.
• Inspecting the contractor's work, measuring the quantities of work performed,
approving aild certifying the progress or final payments to the contractor.
• Pay a percentage of actual construction cost to City of Burnsville for legal and
administrative cost on a sliding scale basis as follows:
$0 - $50,000 -1.5%
$50,000 - $100,000 - 1%
Over $100,000 - .5%
5. In accordance with the specifications, the contractor will submit an itemized invoice to
each city/county separately for the work performed in each city/county. Upon approval of the
invoice by the respective city/county, that city/county 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, West St. Paul and Dakota County each of theirs,
indemnify, save, and hold harmless 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/county under this agreement, and that the cities of Apple Valley,
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Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Farmington, Mendota Heights, West
St. Paul and Dakota County further agree to defend, at their sole cost and expense, any actions or
proceedings commenced against their respective cities/counties for the purposes of asserting any
claim of whatsoever character arising hereunder. The participating cities/counties agree that liability
under this Agreement is controlled by Minnesota Statute 471.59, subdivision 1 a and that the total
liability for the participating cities shall not exceed the limits on governmental liability for a single
use of government as specified in 466.04, subdivision 1.
7. This agreement can be terminated on the part of any individual city/county by giving sixty
(60) days notice to the other cities/counties; otherwise the agreement will automatically terminate on
March 15, 2009.
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
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Page 4
CITY OF LAKEVILLE
By; Mayor
DATE:
By; Clerk
CITY OF ROSEMOUNT
By; Mayor
DATE:
By; Clerk
CITY OF SAVAGE
BY: Mayor
DATE:
By: Clerk
CITY OF PRIOR LAKE
BY: Mayor
DATE:
By; Clerk
CITY OF SHAKOPEE
By; Mayor
DATE:
By: Clerk
CITY OF FARMIINGTON
By; Mayor
DATE:
By; Clerk
CITY OF MENDOTA IiEIGHTS
By; Mayor
DATE:
By; Clerk
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CITY OF WEST ST. PAUL
By; Mayor
DATE:
By; Clerk
DAKOTA COUNTY
gy; Physical Development Director
By; Transportation Director
gy; County Attorney DATE: