HomeMy WebLinkAbout5.C.1. Joint Powers agreement for 2009 Street Maintenance Work
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CITY OF SHAKOPEE CO~\~~~~~1
Memorandum ' (, .!h.~ , t ,;;~ "
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TO: Mayor & City Council
Mark McNeill, City Administrator
FROM: Mike Hullander, Public Works Superintendent
SUBJECT: Joint Powers Agreement for 2009
Street Maintenance Work
DATE: January 6, 2009
INTRODUCTION:
Attached is a Joint Powers Agreement (JP A) for 2009 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,
South St. Paul, 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 has entered into this JP A since 1996.
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 .5% to 1.5% fee for administering the JP A, depending on the
amount of work. The City of Shakopee, for 2009, 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 2009 budget has included the following work in the Street Division:
. Bituminous Seal Coating $240,000.00
. Bituminous Pavement Crack Sealing $20,000.00
. Street Traffic Markings $10,000.00
Staff is proposing to enter into the JP A to complete the above referenced street
maintenance work for 2009.
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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 JP A, 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 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 2009 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, South St. Paul, and Shakopee.
2. Do not authorize the JP A.
3. Table for more information.
RECOMMENDATION:
Staff recommends Alternative No.1.
ACTION REOUESTED:
Authorize the appropriate City officials to execute the Joint Powers Agreement for 2009
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 Hullande
Public Works Superintendent
~ City of
BURNSVILLE 952-895-4400
~ 100 Civic Center Parkway · Burnsville, Minnesota 55337-3817 www.burnsville.org
Decerlibera, m08
Mr. Mike Glewwe Mr. Tom Struve Mr. Dave Sanocki
City of Apple Valley City of Eagan City of Farmington
CMF, 6442 -14Oth Street West 3501 Coachman Point, 325 Oak Street,
Apple Valley, MN 55124 Eagan, MN 55122 Farmington, MN 55024
Mr. Chris Petree Mr. John Mazzitella Mr. Steve Albrecht
City of Lakeville City of Mendota Heights City of Prior Lake
20195 Holyoke Avenue, 1101 Victoria Curve, 17073 Adelmann St. SE,
Lakeville, MN 55044 Mendota Heights, MN 55118- Prior Lake, MN 55372
Mr. Rich Lonnquist Mr. John Powell Mr. Bruce Loney
City of Rosemount City of Savage City of Shakopee
2875 -145th Street West, 6000 McColl Drive, 129 Holmes Street S,
Rosemount, MN 55068 Savage, MN 55378 Shakopee, MN 55379
Mr. Matt Saam Ms Jenna Fabish
City of West St. Paul City of South St. Paul
1616 Humbolt Avenue, 125 Third Ave N
West St. Paul, MN 55118 South St. Paul, MN 55075
RE: 2009 - 2010 JOINT POWERS AGREEMENT FOR TRAFFIC MARKINGS, STREET SWEEPING,
CRACKSEALlNG, SCREENING, AND SEALCOA TING
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Enclosed is a copy of the Joint Powers Agreement (JPA) for 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 or e-mail and indicate if you wish to participate in the 2009 - 2010 JPA, and also place this Agreement
on an early agenda for your Council's action. After Council action, please sign the JPA for your City and return the
original to me at the Burnsville Engineering Department. Our City Council is considering the JPA on January 20,
2009, with the bid opening on February 27, 2009. I will be calling in two weeks to get the necessary quantities or
you can e-mail them to me by January 7, 2009.
Also, enclosed is a copy of the 2009 - 2010 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 a.NSVILL~
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Cleve cro=~1
Engineering Department
cleve. crowningshield@ci.burnsville.mn.us
Enclosures: Joint Powers Agreement
2009 - 2010 Schedule
2008 - 2009 Abstract
JOINT POWERS AGREEMENT
2009-2010 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,
WEST ST. PAUL, AND SOUTH ST. PAUL
AGREEMENT made this 20nd day of January, 2009, by and between the cities ofBurnsville,
Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Farmington, Mendota
Heights, West St. Paul, and South 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 ofBurnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee,
Farmington, Mendota Heights, West St. Paul, and South St. Paul 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, cracksealing, screening and sealcoating services.
2. Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Farmington,
Mendota Heights, West St. Paul, and South St. Paul shall provide to Burnsville the estimated
quantities for these services in each respective city, 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
Heights, West St. Paul, and South 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 - 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 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, West St. Paul, and South St. Paul each of them,
indemnify, save, and hold harmless the City ofBurnsville and all ofits 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 agreement, and that the cities of Apple Valley, Eagan, Lakeville,
Rosemount, Savage, Prior Lake, Shakopee, Farmington, Mendota Heights, West St. Paul, and South
St. Paul 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
Joint Powers Agreement
Page 3
character arising hereunder. The participating cities agree that liability under this Agreement is
controlled by Minnesota Statute 471.59, subdivision la 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 by giving sixty (60)
days notice to the other cities; otherwise the agreement will automatically terminate on March 15,
2010.
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
Joint Powers Agreement
Page 4
CITY OF ROSEMOUNT
BY: Mayor
DATE:
BY: Clerk
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 FARMINGTON
BY: Mayor
DATE:
BY: Clerk
CITY OF MENDOTA HEIGHTS
BY: Mayor
DATE:
BY: Clerk
CITY OF WEST ST. PAUL
BY: Mayor
DATE:
BY: Clerk
CITY OF WEST ST. PAUL
BY: Mayor
DATE:
BY: Clerk