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Home My WebLink About15.D.2. Joint Powers Agreement for 2003 Street Maintenance Work IS; 0.)" , CITY OF SHAKO PEE Memorandum CONSENT TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Joint Powers Agreement for 2003 Street Maintenance Work DATE: January 21, 2003 INTRODUCTION: Attached is a Joint Powers Agreement (JPA) for 2003 Traffic Markings, Street Sweeping, Crack Sealing and Seal Coating work between Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake and Shakopee for Council consideration. BACKGROUND: The City of Burnsville 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 2002. In this JP A, 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 1 % to 2% fee for administering the JP A, depending on the amount of work. The City of Shakopee, for 2003, 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 2003 budget has included the following work in the Street Division: . Bituminous Seal Coating $50,000.00 . Bituminous Pavement Crack Sealing $10,000.00 . Street Traffic Markings $10,000.00 Staff is proposing to enter into the JP A to complete the above referenced street maintenance work for 2003 at the following reduced amounts to meet a 6% budget reduction: . Bituminous Seal Coating $25,000.00 . Bituminous Pavement Crack Sealing $ 5,000.00 . 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 IP A, depending on unit bid price. In reviewing this JP 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 IP 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 2003 Traffic Markings, Street Sweeping, Crack Sealing and Seal Coating between the Cities of Burnsville, 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 2003 Traffic Markings, Street Sweeping, Crack Sealing and Seal Coating between the Cities of Burnsville, Apple Valley Eagan, Lakeville, Rosemount, Savage, Prior Lake and Shakopee. t&~~ Bruce Loney Public Works DIrector BUpmp lPA ~ City of BURNSVILLE ~ 100 Civic Center Parkway · Burnsville, Minnesota 55337-3817 (952) 895-4400 --- December 19,2001 Mr. Pat Flanders Mr. Arnie Erhart 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,~ 55379 Mr. Don Volk Mr, Rich Lonnquist Mr. Al Wiita City of Lakeville City of Rose mount City of Savage 20195 Holyoke Avenue 2875 145th Street West 6000 McColl Drive Lakeville, MN 55044 Rosemount, MN 55068 Savage,MN 55378 Mr. Bud Osmundson Mr, Dave Westermayer City of Prior Lake City of mver Grove Heights 4629 Dakota Street S.E. 8150 Barbara Avenue Prior Lake, MN 55372 mver Grove Heights, MN 55077 RE: 2003-2004 JOINT POWERS AGREEMENT FOR TRAFFIC MARKINGS, STREET SWEEPING, CRACK SEALING, SCREE~,J~~AL COATING. De~ihud .,. VJ"' ~ 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 and indicate if you wish to participate in the 2003-2004 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 Bumsville Engineering Department. Our City Council is considering the JP A on January 21 st, 2003 with the bid opening on February 21St, 2003. I will be calling in two weeks to get the necessary quantities. Also, enclosed is a copy of the 2003-2004 schedule and last year's abstract for your review. If you have any questions, comments or ~ggestions, please feel free to call me at 952-895-4541. Sincerely, CITY OF BURNSVILLE f!1 7 _ ffuJ2' Cleve Crowningshield Engineering Department Ene: cc/pb JOINT POWERS AGREEMENT 2003-2004 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 21 st day of January, 2003 by and between the cities ofBurnsville, 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. Subj ect 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 . fuspecting 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 of Bumsville 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 and fuver Grove Heights each ofthem, inderrmify, save, and hold harmless the City ofBurnsville 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 fuver 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; othetwise the agreement will automatically terminate on March 15, 2004. Joint Powers Agreement Page 3 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date indicated below. CITY OF BURNSVll,LE BY: Mayor Elizabeth B, Kautz DATE: BY: Acting City Manager Thomas W, Hansen CITY OF APPLE VALLEY BY: Mayor DATE: BY: Clerk CITY OF EAGAN BY: Mayor DATE: BY: Clerk CITY OF LAKEVll,LE BY: Mayor DATE: BY: Clerk CITY OF ROSEMOUNT BY: Mayor DATE: BY: Clerk CITY OF SA V AGE BY: Mayor DATE: BY: Clerk Joint Powers Agreement 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 2003 - 2004 SCHEDULE STREET MAINTENANCE MATERIALS CITY PROJECT 03-303 BURNSVILLE, MINNESOTA CONTRACT PERIOD: MARCH 16, 2003 THRU MARCH 15, 2004 DETERMINE AREAS TO BE SEALCOATED: October - November 2002 (Start to Prepare Maps) GET JOINT POWERS AGREEMENT TO CITIES AND December 1, 2002 QUANTITIES FROM ALL CONCERNED: CONSIDER JOINT POWERS AGREEMENT: January 21,2003 (Council Meeting) PERMISSION TO AUTHORIZE AD FOR BIDS: January 21,2003 (Council Meeting) PUBLISH: Send to Dakota County Tribune January 30,2003 Published: February 6, 2003 PUBLISH: Send to Paper - Construction Bulletin January31,2003 Published: February 7 & 14, 2003 PLANS & SPECIFICATIONS (Mail out to Bidders List): February 7,2003 OPEN BIDS: February 21,2003 (Send Letters to Cities to Concur Award of Bids) COUNCIL CONSIDERS A WARD: March 17, 2003 (Council Meeting) LETTER TO CITIES & CONTRACTS TO SUCCESSFUL March 21, 2003 BIDDERS: LETTER TO CITIES & CONTRACTORS ABOUT March 28, 2003 PRE-CONSTRUCTION MEETING: LETTER & ABSTRACT TO UNSUCCESSFUL BIDDERS: May 1, 2003 PRE-CONSTRUCTION MEETING: (lO:a.m. - 12:p.m.) April 1 0, 2003 LETTER AND MAP FOR PRES RELEASE: (Skelly) June 3, 2003 f/c1eve/03 street maintlcleve street project schedule " <=> <=>.. -J ~ ~ :: ~ ~ ~ ~ gl fi! 5i? ~ ~ ~;;- ~ ~ 4...~. g ~ ~ ~. _ ~ N ~1. ~ " " .. 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