HomeMy WebLinkAbout15.A.1. 2004 Joint Powers Agreement for Street Maintenance Work
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CITY OF SHAKOPEE
Memorandum C~p~~r\)~T
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TO: Mayor & City Council It. . ",iJj Ii
Mark McNeill, City Administrator
FROM: Bruce Loney, Public Works Director
SUBJECT: Joint Powers Agreement for 2004
Street Maintenance Work
DATE: January 20,2004
INTRODUCTION:
Attached is a Joint Powers Agreement (JP A) for 2004 Traffic Markings, Street Sweeping,
Crack Sealing and Seal Coating work between Bumsville, Apple Valley, Eagan,
Lakeville, Rosemount, Savage, Prior Lake and Shakopee for Council consideration.
BACKGROUND:
The City of Bumsville and other south suburban communities have been 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 entered into this JP A in 1996 through 2003.
In this JP A, the City of Bumsville 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 Bumsville charges a 1 % to 2% fee for administering the JP A, depending on the
amount of work. The City of Shakopee, for 2004, would be interested in street seal
coating, street crack sealing and traffic markings. For this amount of work, the
administration fee would be 1.5% of the cost.
The 2004 budget has included the following work in the Street Division:
. Bituminous Seal Coating $40,000,00
. Bituminous Pavement Crack Sealing $10,000.00
. Street Traffic Markings $10,000.00
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 JPA, 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 JP 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.
ALTERNATIVES:
1. Authorize the appropriate City officials to execute the JP A for 2004 Traffic Markings,
Street Sweeping, Crack Sealing and Seal Coating between the Cities of Bumsville,
Inver Grove Heights, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake
and Shakopee.
2. Do not authorize the JP A.
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 2004
Traffic Markings, Street Sweeping, Crack Sealing and Seal Coating between the Cities of
Burnsville, Apple Valley Eagan, Lakeville, Rosemount, Savage, Prior Lake and
Shakopee.
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Public Works Director
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JPA
~ City of
BURNSVILLE
~ 100 Civic Center Parkway. Burnsville, Minnesota 55337-3817 (952) 895-4400
---
December 19,2003
Mr. Rod Rippentrap Mr, Tom Struve Mr. Bruce Loney
City of Apple Valley City of Eagan City of Shakopee
14200 Cedar Avenue 3501 Coachman Point 129 Holmes Street S.
Apple Valley, MN 55124 Eagan, MN 55122 Shakopee,MN 55379
Mr. Don Volk Mr, Rich Lonnquist Mr, Al Wiita
City of Lakeville City of Rose mount City of Savage
20195 Holyoke Avenue 2875 l45th Street West 6000 McColl Drive
Lakeville,MN 55044 Rosemount, MN 55068 Savage,1fN 55378
Mr. Bud Osmundson Mr, Dave Westermayer
City of Prior Lake City of Inver Grove Heights
4629 Dakota Street S,E. 8150 Barbara Avenue
Prior Lake, MN 55372 Inver Grove Heights, MN 55077
RE: 2004-2005 JOINT POWERS AGREEMENT FOR TRAFFIC MARKINGS, STREET SWEEPING,
CRACK SEALING, SCREENING AND SEAL COATING.
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DearJ-entl~ S~/ l.~ t2
Enclosed is a copy of the Joint Powe~' Agreement (JP A) or the joint bidding on the above referenced items, This
Agreement includes the sliding scale percentage for the actual construction cost for each City, The City of
Burnsville collects this cost to cover coordination, legal and administrative costs. This will be billed to each City
at the end of the year,
Please call and indicate if you wish to participate in the 2004-2005 JP A, and also place this Agreement on an early
agenda for your Council's action. After Council action, please sign the JP A for your City and return the original to
me at the Burnsville Engineering Department. Our City Council is considering the JP A on January 20th, 2004 with
the bid opening on February 20th, 2004. I will be calling in two weeks to get the necessary quantities.
Also, enclosed is a copy of the 2004-2005 schedule and last year's abstract for your review, If you have any
questions, comments or suggestions, please feel free to call me at 952-895-4541.
Sincerely,
CITY OF BURNSVlLLE
"1
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Cleve Crowningshield
Engineering Department
Ene: two (2)
JOINT POWERS AGREEMENT
2004-2005 TRAFFIC MARKINGS, STREET SWEEPING
CRACK SEALING, SCREENING & SEAL COATING
BURNSVILLE, APPLE V ALLEY, EAGAN, LAKEVILLE
ROSEMOUNT, SA V AGE, PRIOR LAKE, SHAKOPEE AND INVER GROVE HEIGHTS
AGREEMENT made this 20th day of January, 2004 by and between the cities ofBumsville,
Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee and Inver Grove
Heights.
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 and
Inver Grove Heights utilizing one common contractor for each service.
NOW, THEREFORE, the parties agree as follows:
1. Subject to the other provisions of this agreement, Bumsville 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 and Inver
Grove Heights 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 and Inver
Grove Heights and upon their approval, award the contract pursuant to State Law,
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 final payments to the contractor,
. Pay a percentage of actual construction cost to City ofBumsville 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 ofthe 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 and Inver Grove Heights each of them, indemnify, save, and hold harmless the City
ofBumsville and all of its agents and employees from any and all claims, demands, actions, or
causes of action, for whatever nature, arising out ofthe contracting procedure by reason ofthe
execution or performance of the work purchased for each respective city under this agreement, and
that the cities of Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee and
Inver Grove Heights further agree to defend, at their sole cost and expense, any actions or
proceedings commenced against their respective cities for the purposes of asserting any claim of
whatsoever character arising hereunder.
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,
2005.
Joint Powers Agreement
Page 3
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
Joint Powers Agreement
Page 4
CITY OF SA V AGE
BY: Mayor
DATE:
BY: Clerk
CITY OF PRIOR LAKE
BY: Mayor
DATE:
BY: Clerk
CITY OF SHAKOPEE
BY: Mayor
DATE
BY: Clerk
CITY OF INVER GROVE HEIGHTS
BY: Mayor
DATE:
BY: Clerk
2004- 2005 SCHEDULE
STREET MAINTENANCE MATERIALS
CITY PROJECT 04-303
BURNSVILLE, l\1INNESOT A
CONTRACT PERIOD: MARCH 16, 2004 THRU MARCH 15,2005
DETERMINE AREAS TO BE SEALCOATED: October - November 2003
(Start to Prepare Maps)
GET JOINT POWERS AGREEMENT TO CITIES AND December 1, 2003
QUANTITIES FROM ALL CONCERNED:
CONSIDER JOINT POWERS AGREEMENT: January 20,2004
(Council Meeting)
PERMISSION TO AUTHORIZE AD FOR BIDS: January 20,2004
(Council Meeting)
PUBLISH: Send to Dakota County Tribune January 29,2004
Published: February 5, 2004
PUBLISH: Send to Paper - Construction Bulletin January30,2004
Published: February 6 & 13, 2004
PLANS & SPECIFICATIONS (Mail out to Bidders List): February 6, 2004
OPEN BIDS: February 20, 2004
(Send Letters to Cities to
Concur Award of Bids)
COUNCIL CONSIDERS AWARD: March 15, 2004
(Council Meeting)
LETTER TO CITIES & CONTRACTS TO SUCCESSFUL March 19, 2004
BIDDERS:
LETTER TO CITIES & CONTRACTORS ABOUT March 29, 2004
PRE-CONSTRUCTION MEETING:
LETTER & ABSTRACT TO UNSUCCESSFUL BIDDERS: May 3,2004
PRE-CONSTRUCTION MEETING: (10:a.m, - 12:p,m.) April 8, 2004
LETTER AND MAP FOR PRES RELEASE: (Skelly) June 1,2004
f/c1eve/04 street maintlcleve street project schedule
2003-2004 JOINT POWERS BID OPENING. FEBRUARY 21,2003 AT 11:00 A.M.
CITY OF BURNSVIl.LE. STREET MAINTENANCE MATERIALS
Seelcoetlna Traffic Marklnll Screenln,,- Sweenlnll Crackseallna
Companle. ModifIed Gal Gal Gal Ton
Blddlna FA2 FA2 FA3 TOTAL Street SYM Prk Lots Total Aggregate Total Hour Total LF !i Total
Allied Blacktop Company 1 .50 1B ,501 10 .538
10503 89th Avenue North
Maple Glove, MN 55369 $814.152.01 3,00 $4,050,00 66.95 $10.042,50
Phone 763-425-0575 1A .24 1C ,24 1E ,35
Fax 763-425-1046
Aslech Corporallon 1 ,68 1B ,76 10 ,69
PO Box 1025
51. Cloud, MN 56302 $1,288.393,72 2,88 $3.888,00 68,50 $10.275.00 0.279 $213,435.00
Phone 1.320-363-8500 1A ,53 1C ,50 1E .55
Fax 1.320-383-8700
Peerson 6ros, 1 ,56 lB .565 10 ,63
240 51, Johns 51.
Lorello, MN 55357 $946.794.31 4.50 $6,075.00 74.00 $11.100,00
Phone 783-479-3332 1A .44 lC .33 lE ,0
Fax 763-479-2958
Precision Sealcoallng, Inc.
Box 24 - NG6450 River Rd
Princeton, WI 54968 0,3325 $254,362.50
Phone 1-920-295-6006
Fax 1-920-295-6006
Oaffinson Aspha~
1455 Gruber Road
Green Bay WI 54307 0,2588 $197,982,00
Phone 1-920-662-9662
Fax 1-920-662-9655
AAA Striping Service
5392 Quam Avenue
PO Box 349 11.48 85.00 90,00 $267.176,96
Rogers, MN 55374
Phone 763-428-4322
Fax 763-428-8557
United Rental
14280 James Road
Rogers, MN 55374 12,75 72.73 72.73 $262.704.20
Phone 763-428-8767
Fax 763-428-8675
Bergman Compaines
6615 US Highway 12 West
PO Box 659
Eau Claire, WI 54702-0659 12.5 78,75 78,75 $269,206,25 0,298 $227,970.00
Phone 1-80D-497-4907
Fax 1-715-874-6717 .
Traffic Marking Services
3361 Co. Rd, 12 N
Buffalo, MN 55313 11.07 76.49 76.49 $248,971.24
Phone 763-682-1464
Fax 763-682-0266
2003 Prices $ 0.47 $ 0,47 $ 0.60 $ 13.00 $ 80,00 $ 80,00 $ 2.00 $ 68,00 $ 0.26
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