HomeMy WebLinkAboutJuly 05, 2016 TENTATIVE AGENDA
Shakopee City Council
Regular Session 7:00 p.m. July 5, 2016
LOCATION Council Chambers City Hall 129 Holmes Street South
Shakopee Mission Statement
The Mission of the City of Shakopee is to provide the opportunity to live, work and play in a community with a proud
past,promising future, and small town atmosphere within a metropolitan setting.
Agenda items are tied to the following long-term goals that support the City's strategic vision as noted after each agenda item.
A.Keep Shakopee a safe and healthy community where residents can pursue active and quality lifestyles.
B.Positively manage the challenges and opportunities presented by growth development and change.
C.Maintain the City's strong financial health.
D.Maintain improve and create strong partnerships with other public and private sector entities.
E.Deliver effective and efficient public services by a staff of well-trained,caring,and professional employees.
F.Housekeeping item.
Mayor Bill Mars presiding
1. Roll Call
2. Pledge of Allegiance
3. Approval of Agenda
4. Consent Business - (All items listed in this section are anticipated to be routine. After a
discussion by the Mayor there will be an opportunity for members of the Council to
remove any items from the consent agenda for individual discussion. Those items
removed will be considered following the Public hearing portion of the agenda. Items
remaining on the Consent Agenda will not be discussed and will be approved in one
motion.)
A. Planning and Development
B. Police and Fire
1. *Acceptance of a Donation to the Shakopee Fire Department (A,D)
2. *Request to Adopt Resolution No. 7741, Renewing the Joint Powers Agreement
with Minnesota Internet Crimes Against Children Task Force and Bureau of
Criminal Apprehension (D)
3. *Declare Five Forfeited Vehicles as Surplus Property (F)
C. Public Works and Engineering
1. *Fleet Management Software Joint Powers Agreement, Res. No. 7746 (B,D,E)
2. *Award a Bid for the 2016 Sanitary Sewer Lateral Pipe Rehabilitation Project No.
2016-6, Res. No. 7745 (E)
3. *Approve Use of Re-purchase Agreement for Unit#132--John Deere 5085 Tractor
(E)
4. *2016 Trail Sealcoat Project (A, E)
5. *2016 Trail Reconstruction (A,E)
D. Personnel
1. *Change Code for 30.08 Criminal History Background Checks, Ord. No. 937 (E)
E. Parks and Recreation
F. General Administration
1. *City Bill List (F)
2. *Monetary Limits on Tort Liability for LMC Insurance Trust (F)
3. *Temporary Liquor License - Parish of St. Joachim & Anne
4. *Response to SMSC Fee to Trust Application - Tollefson Parcel (D,F)
5. RECOGNITION OF INVOLVED CITIZENS BY CITY COUNCIL - Provides an
opportunity for the public to address the Council on items which are not on the agenda.
Comments should not be more than five minutes in length. The Mayor may adjust that
time limit based upon the number of persons seeking to comment. This comment
period may not be used to make personal attacks, to air personality grievances, to
make political endorsements or for political campaign purposes. Council Members
will not enter into a dialog with citizens, and questions from Council will be for
clarification only. This period will not be used to problem solve issues or to react to
the comments made, but rather for informational purposes only.
6. Public Hearings:
A. Cable Franchise
7. Business removed from the Consent Agenda will be discussed at this time
8. General Business:
A. General Administration
1. Presentation by Bill Jaffa
2. Monthly Financial Review (C)
9. Liaison & Administrator Reports
10. Other Business
11. Adjourn to July 19, 2016 at 7:00 p.m.
PWA Consent Business 4. B. 1.
TO: Mayor and City Council
FROM: Joy Sutton, Grants & Special Projects Coordinator
DATE: 07/05/2016
SUBJECT: *Acceptance of a Donation to the Shakopee Fire Department (A,D)
iiiAction Sought
To accept a $975 CenterPoint Energy Community Partnership Grant for the purchase of gas
monitors.
Background
On April 24, 2016 the Shakopee Fire Department applied for a CenterPoint Energy
Community Partnership Grant to purchase two QRAE 3 Wireless 4-gas monitors. Having
obtained a quote, the cost of the two monitors is $1,920.00. CenterPoint Energy funds 50% of
asking amount. On May 10, 2016, Chief Rick Coleman was notified the Fire Department
received award of the grant for $960.00. CenterPoint Energy requested to present the grant
money to City Council.
Recommendation
Staff recommends acceptance of the CenterPoint Energy Community Grant of$960.00.
Budget Impact
The CenterPoint Community Energy Grant has a 50% match requirement. The Shakopee Fire
Department will match the $960.00 grant by using funds from operating supplies budgeted for
this fiscal year.
Relationship to Vision
A. Keep Shakopee a safe and healthy community where residents can pursue active and quality
lifestyles.
D. Maintain, improve and create strong partnerships with other public and private sector
entities.
Requested Action
If City Council concurs, accept the CenterPoint Energy donation to the Shakopee Fire
Department in the amount of$960.00.
�00"A Consent Business 4. B. 2.
TO: Mayor and City Council
FROM: Jeff Tate, Police Chief
DATE: 07/05/2016
SUBJECT: *Request to Adopt Resolution No. 7741, Renewing the Joint Powers Agreement
with Minnesota Internet Crimes Against Children Task Force and Bureau of
Criminal Apprehension (D)
iii Action Sought
Authorize city officials to adopt Resolution No. 7741, to renew the Joint Powers Agreement
with the Minnesota Internet Crimes Against Children Task Force (MICAC) and Bureau of
Criminal Apprehension (BCA). This agreement shall remain in effect through May 31, 2019.
Background
The Shakopee Police Department and the MICAC affiliated agencies are joined together in a
multi-agency task force intended to investigate and prosecute crimes committed against
children and the criminal exploitation of children that is committed and/or facilitated by or
through the use of computers and to disrupt and dismantle organizations engaging in such
activity. Currently, over 100 law enforcement agencies in Minnesota are ICAC affiliates,
including the Scott County Sheriffs Office.
The MICAC Multi-Agency Law Enforcement Agreement involves a three-pronged approach to
combat internet crimes against children—prevention, education and enforcement.
Enforcement is already being performed by the Shakopee Police Department by investigating
our own cases involving internet crimes against children. ICAC offers a program called
"Netsmart", which assists our department by providing presentations and educational material
for children and parents on the dangers of internet predators. Also, being an affiliate of the
ICAC task force allows police department members to get funding for future training
opportunities.
Recommendation
Staff recommends adopting Resolution No. 7741, renewing a Joint Powers Agreement with
the Minnesota Internet Crimes Against Children Multi-Agency Task Force and the State of
Minnesota, acting through its Commissioner of Public Safety, Bureau of Criminal
Apprehension. This agreement shall remain in effect through May 31, 2019.
Budget Impact
There is no financial impact to the City of Shakopee.
Relationship to Vision
This action supports: Goal D - Maintain, improve and create strong partnerships with other
public and private sector entities.
Requested Action
The City Council, if they concur, should by motion, adopt Resolution No. 7741, a Resolution Renewing a Joint
Powers Agreement with the Minnesota Internet Crimes Against Children Task Force and the State of
Minnesota, acting through its Commissioner of Public Safety, Bureau of Criminal Apprehension.
Attachments
Resolution#7741
MICAC Joint Powers Agreement, Contract No. 110316
CITY OF SHAKOPEE, MN
RESOLUTION NO. 7741
RESOLUTION RENEWING A JOINT POWERS AGREEMENT
with Minnesota Internet Crimes Against Children Task Force
WHEREAS, the City of Shakopee, on behalf of its Police Department, desires to renew a Joint
Powers Agreement with the State of Minnesota, acting through its Commissioner of Public Safety,
Bureau of Criminal Apprehension ("Grantee"), to join together in a multi-agency law
enforcement task force intended to investigate and prosecute crimes committed against
children and the criminal exploitation of children that is committed and/or facilitated by or
through the use of computers, and to disrupt and dismantle organizations engaging in such
activity. This agreement shall remain in effect through May 31, 2019.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of Shakopee, Minnesota, as follows:
1. That the renewal of the Multi-Agency Law Enforcement Joint Powers Agreement by and
between the State of Minnesota, acting through its Commissioner of Public Safety, Bureau of
Criminal Apprehension, and the City of Shakopee, on behalf of its Police Department, is hereby
approved. Copies of the Multi-Agency Law Enforcement Joint Powers Agreement are attached
to this Resolution and made a part of it.
2. That the Chief of Police/Emergency Management Director, Jeff Tate, or his successor, is
designated the Authorized Representative for the Police Department. The Authorized
Representative is also authorized to sign any subsequent amendment or agreement that may
be required by the State of Minnesota to maintain the City's connection to the systems and tools
offered by the State.
To assist the Authorized Representative with the administration of the agreement, the Captain of
the Services Division is appointed as the Authorized Representative's designee.
3. That Bill Mars, the Mayor for the City of Shakopee; Bill Reynolds, the City Administrator; and Lori
Hensen, the City Clerk, are authorized to sign the State of Minnesota Multi-Agency Law
Enforcement Joint Powers Agreement.
Passed and Adopted by the Council on this 5th day of July 2016.
CITY OF SHAKOPEE
By: [Bill Mars]
Its Mayor
ATTEST:
By: [Lori Hensen]
Its City Clerk
SWIFT Contract Number: 110316
ORI#MN0700400
Minnesota Internet Crimes Against Children Task Force
Multi-Agency Law Enforcement Joint Powers Agreement
This Multi-Agency Law Enforcement Joint Powers Agreement, and amendments and
supplements thereto, ("Agreement") is between the State of Minnesota, acting through its
Commissioner of Public Safety on behalf of the Bureau of Criminal Apprehension ("Grantee"),
empowered to enter into this Agreement pursuant to Minnesota Statutes§ 471.59, subdivisions
10 and 12, and Shakopee PD 475 Gorman Street Shakopee, MN 55379("Undersigned Law
Enforcement Agency"), empowered to enter into this Agreement pursuant to Minnesota Statutes
§471.59, subdivision 10.
I WHEREAS, the above subscribed parties have joined together in a multi-agency task force '
intended to investigate and prosecute crimes committed against children and the criminal
exploitation of children that is committed and/or facilitated by or through the use of computers,
and to disrupt and dismantle organizations engaging in such activity; and
WHEREAS,the undersigned agencies agree to utilize applicable state and federal laws to
prosecute criminal, civil, and forfeiture actions against identified violators, as appropriate; and
WHEREAS,the Grantee is the recipient of a federal grant, attached and incorporated into this
Agreement as Exhibit A, disbursed by the Office of Juvenile Justice and Delinquency Prevention
("OJJDP") in Washington, D.C. to assist law enforcement in investigating and combating the
exploitation of children which occurs through the use of computers by providing funding for
equipment, training, and expenses, including travel and overtime funding, which are incurred by
law enforcement as a result of such investigations; and
WHEREAS,the OJJDP Internet Crimes Against Children ("ICAC') has established a Working
Group of Directors representing each of the existing ICAC Task Forces to oversee the operation
of the grant and sub-grant recipients; and the State of Minnesota, acting through its
Commissioner of Public Safety on behalf of the Bureau of Criminal Apprehension ("BCA") has
designated Donald Cheung as the Commander of the Minnesota ICAC Task Force;
NOW THEREFORE, the parties agree as follows:
i
1. The Undersigned Law Enforcement Agency approves, authorizes, and enters into this
Agreement with the purpose of implementing a three-pronged approach, prevention,
education, and enforcement, to combat Internet Crimes Against Children; and j
2. The Undersigned Law Enforcement Agency shall adhere to the Minnesota ICAC Task
Force Program Standards identified in Exhibit B, attached and incorporated into this
Agreement, in addition to complying with applicable Minnesota state and federal laws in
the performance of this Agreement, including conducting undercover operations relative to
ICAC (a list of Regional ICAC Task Force, Minnesota State Affiliate Agency and Training &
Technical Assistance Program contact information is available at
http://www.olldp.gov/programs/progsummary.asp?pi=3#Resources); and
3. Exhibits A and B are incorporated into this Agreement and made a part thereof. In the
event of a conflict between this Agreement and the Exhibits, the terms of the Exhibits
ICAC JPA_MN Political Subdivision
Page 1 of 4
SWIFT Contract Number: 110316
ORI#MN0700400
prevail; and
4. The Undersigned Law Enforcement Agency and the Grantee agree that each party will be
responsible for its own acts and the results thereof to the extent authorized by law and
shall not be responsible for the acts of any others and the results thereof. The Grantee's
liability shall be governed by provisions of the Minnesota Tort Claims Act, Minnesota
Statutes § 3.736, and other applicable law, The Undersigned Law Enforcement Agency's
liability shall be governed by provisions of the Municipal Tort Claims Act, Minnesota
Statutes§§ 466.01-466.15, and other applicable law; and
5. All members and representatives of the Undersigned Law Enforcement Agency shall
continue to be employed and directly supervised by the same law enforcement agency
employer which currently employs the member performing Minnesota ICAC Task Force
assignments; and all services, duties, acts or omissions performed by the member will be
within the course and duty of that employment, and therefore, are covered by the Workers
Compensation programs of that employer; will be paid by that employer and entitled to that
employer's fringe benefits; and
6. The Undersigned Law Enforcement Agency must first submit a written request for funds
and receive approval for the funds from the Grantee to receive any funds from the
Grantee; and
7. The Undersigned Law Enforcement Agency must supply original receipts to be reimbursed
on pre-approved requests. Approved reimbursement will be paid directly by the Grantee to
the Undersigned Law Enforcement Agency within thirty (30) calendar days of the date of
j invoice, with payment made to Shakopee PD 475 Gorman Street Shakopee, MN 55379;
Iand
8. The Undersigned Law Enforcement Agency shall maintain accurate records pertaining to
prevention, education, and enforcement activities, to be collected and forwarded monthly to
the Minnesota ICAC Task Force Commander, or his successor or designee, for statistical
j reporting purposes; and
9. The Undersigned Law Enforcement Agency shall participate fully in any audits required by
the OJJDP. In addition, under Minnesota Statutes § 16C.05, subdivision 5, the
j Undersigned Law Enforcement Agency's books, records, documents, and accounting
procedures and practices relevant to this Agreement are subject to examination by the
Grantee and/or the Minnesota State Auditor and/or the Legislative Auditor, as appropriate,
for a minimum of six (6) years from the end date of this Agreement; and
10. The Undersigned Law Enforcement Agency shall make a reasonable good faith attempt to
be represented at any scheduled regional meetings in order to share information and
resources amongst the multiple entities; and
11. The Undersigned Law Enforcement Agency shall be solely responsible for forwarding
information relative to investigative targets to the Child Pornography Pointer System
("CPPS") pursuant to the OJJDP guidelines; and
12. In the event future federal funding is no longer available, or if this Agreement is terminated
ICAC JPA MN Political Subdivision
Page 2 of 4
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by either the State or the Undersigned Law Enforcement Agency, or if the Undersigned
Law Enforcement Agency breaches this Agreement, then the Undersigned Law
Enforcement Agency shall, at the request of the Minnesota ICAC Task Force Commander
or his successor or designee, return all investigative equipment acquired through OJJDP
funding within sixty(60) calendar days of such request.
13. That the Grantee may reimburse, the Undersigned Law Enforcement Agency for the
following duties:
A. Investigations by the Undersigned Law Enforcement Agency under this Agreement
shall be conducted in accordance with the OJJDP ICAC Task Force Program
Standards identified in Exhibit B, and concluded in a timely manner. The
Undersigned Law Enforcement Agency will only be reimbursed by the Grantee for
overtime hours inclusive of fringe benefits of actual hours and/or actual expenses
i incurred related to performing Minnesota ICAC Task Force assignments and/or
training approved by the Minnesota ICAC Task Force Commander, or his successor ,
i or designee, through the term of this Agreement or until all federal funds under the
OJJDP grant have been expended, whichever comes first.
B. The Undersigned Law Enforcement Agency participating in the Minnesota ICAC Task
I Force investigations will be reimbursed by the Grantee for actual costs as defined in
Clause 13, Section A, to the extent such actual costs have been reviewed and
w approved by the Minnesota ICAC Task Force Commander, or his successor or
designee.
f
14. Any amendment to this Agreement must be in writing and will not be effective until it has
been executed and approved by the same parties who executed and approved the original
agreement, or their successors in office.
i
15. The Undersigned Law Enforcement Agency and the Grantee may terminate this
Agreement at any time, with or without cause, upon 30 days written notice to the other
party.
16. Term of this Agreement
This Agreement shall be effective on the date the Grantee and the Undersigned Law
Enforcement Agency obtain all required signatures under Minnesota Statutes§ 16C.05,
subdivision 2, and shall remain in effective through May 31, 2019 unless terminated or
canceled. Upon the effective date of this Agreement, the Undersigned Law
Enforcement Agency will be entitled to reimbursements approved by the Grantee
dating back to June 1, 2016 for overtime salary including fringe benefits, equipment,
training and expenses to the extent Grantee has available funds to pay such and
they have been approved consistent with Clause 13, Sections A and B. Nothing in
this Agreement shall otherwise limit the jurisdiction, powers, and responsibilities normally
possessed by an employee as a member of the Undersigned Law Enforcement Agency.
17. Venue
Venue for all legal proceedings arising out of this Agreement, or its breach, must be in the
appropriate state or federal court with competent jurisdiction in Ramsey County,
Minnesota.
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ICAC JPA MN Political Subdivision
Page 3 of 4
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1. Undersigned Law Enforcement Agency
Undersigned Law Enforcement Agency certifies that the appropriate person(s) have
executed the Agreement on behalf of the Undersigned Law Enforcement Agency and its
jurisdictional government entity as required by applicable articles, laws, by-laws,
g resolutions, or ordinances.
By and Title Jeff Tate, Chief of Police Date
Undersigned Law Enforcement Agency
{Name}, {Title} Bill Reynolds, City Administrator Date
i
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{Name}, {Title) Lori Hensen, City Clerk Date
{Mayor or Board Chair}Mayor, Bill Mars Date
2. Department or Public Safety; Bureau of Criminal Apprehension
� Name: �
Signed:
� I
Title:
(With delegated authority) Date
3. Commissioner of Administration
As delegated to Materials Management Division
� I
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By and Title Date
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ICAC JPA_MN Political Subdivision
Page 4 of 4
PWA Consent Business 4. B. 3.
TO: Mayor and City Council
FROM: Chris Dellwo, Captain
DATE: 07/05/2016
SUBJECT: *Declare Five Forfeited Vehicles as Surplus Property (F)
iiiAction Sought
The Council is asked to declare five forfeited vehicles as surplus property.
Background
The following vehicles were obtained through successful forfeiture proceedings:
1. 2002 Oldsmobile Bravada, VIN: 1GHDT13S422393952
2. 2002 Mitsubishi Lancer, VIN: JA3AJ86E62U071927
3. 2004 Pontiac Grand Am, VIN: 1 G2NF52E24M709459
4. 2012 Nissan Maxima, VIN: 1N4AA5AP8CC847979
5. 2014 Nissan Altima, VIN: 1N4AL3APOEC284850
After being declared surplus, they will be sold at auction and the proceeds, if any, will be
disbursed according to Minnesota State Statute.
Relationship to Vision
This is a housekeeping item (F).
Action Requested
If the Council concurs, it is asked to declare the 2002 Oldsmobile Bravada, VIN:
1GHDT13S422393952; the 2002 Mitsubishi Lancer, VIN: JA3AJ86E62U071927; the 2004
Pontiac Grand Am, VIN: 1G2NF52E24M709459; the 2012 Nissan Maxima, VIN:
1N4AA5AP8CC847979; and the 2014 Nissan Altima, VIN: 1N4AL3APOEC284850 as surplus
property.
�POL"A Consent Business 4. C. 1.
TO: Mayor and City Council
FROM: Mike Hullander, Public Works Superintendent
DATE: 07/05/2016
SUBJECT: *Fleet Management Software Joint Powers Agreement, Res. No. 7746 (B,D,E)
iii Action Sought
Approve Resolution No. 7746 which authorizes the appropriate city officials to enter into a
Joint Powers Agreement with Scott County, Carver County, and City of Burnsville for Fleet
Management Software Collaboration.
Background
Governments working together: City of Shakopee will partner with Scott County, Carver
County, and City of Burnsville in the use of AssetWorks FleetFocus fleet management
software. By sharing resources, training, and knowledge, the member agencies and their
taxpayers save time and money.
The software that staff currently uses for managing the city fleet, Cartegraph, is obsolete as
they have upgraded their system and are no longer maintaining our version. The cost to us for
this upgrade would include implementation fees of$50,000-$75,000 plus annual maintenance
fees of about $25,000, leaving us with a cost of$75,000-$100,000 for the first year.
AssetWorks provides solutions for managing asset information for government, utilities, and
education including Fleet and Fuel Management, Surplus Asset Management, Public
Infrastructure and Roadways, Construction Program Management, Asset and Inventory
Management, Energy Management, Parking and Public Safety Software, Dispatch and Driver
Management, Workplace and Facilities Management.
The AssetWorks FleetFocus module aids to improve efficiency, increase vehicle utilization,
boost customer satisfaction while reducing ownership costs and liability of the city
fleet. FleetFocus will assist staff in the management of every aspect of a fleet vehicle from
cradle to grave, and every day between including complete vehicle equipment life-cycle
management, including budgeting, acquisition, capital improvement, campaigns, disposal
management, comprehensive preventive maintenance (PM) schedules, work orders and labor
tracking, as well as parts and inventory management.
Shakopee staff is grateful for the opportunity to join this partnership after the major setup work
and testing has already been completed by Scott County, Carver County, and City of
Burnsville. The original agreement between Scott County, Carver County, and City of
Burnsville is attached, as well as an amendment to the agreement, which adds the City of
Shakopee as a party to the agreement. From our staff reviews of the AssetWorks fleet
program, it has more capabilities than the current Cartegraph fleet program, thus we believe
this is an excellent opportunity to transition to this new software.
Recommendation
Approve Resolution No. 7746 which authorizes the appropriate city officials to enter into a
Joint Powers Agreement with Scott County, Carver County, and City of Burnsville for Fleet
Management Software Collaboration.
Budget Impact
The impact to the budget is negligible for 2016 and presents a savings over Cartegraph for
2017 going forward.
For 2016, the projected costs for maintenance of Cartegraph was $19,907.00.
Because of the transition to AssetWorks, we have already reduced the number of modules and
scaled Cartegraph back to a cost of$6,017.00. A one-time license fee of$11,030.00 for
AssetWorks is based on the number of pieces of equipment. This leaves us with a savings of
$2,860.00.
For 2017 and beyond, AssetWorks will cost $9,406.05 for hosting and maintenance. Also in
2017, there will be some hardware costs for new work stations.
Relationship to Vision
B. Positively manage the challenges and opportunities presented by growth development and
change.
D. Maintain improve and create strong partnerships with other public and private sector
entities.
E. Deliver effective and efficient public services by a staff of well-trained caring and
professional employees.
Requested Action
Approve Resolution No. 7746 which authorizes the appropriate city officials to enter into a
Joint Powers Agreement with Scott County, Carver County, and City of Burnsville for Fleet
Management Software Collaboration.
Attachments
Resolution, JPA, Amendment
RESOLUTION NO. 7746
A RESOLUTION OF THE CITY OF SHAKOPEE ENTERING INTO A JOINT
POWERS AGREEMENT WITH SCOTT COUNTY, CARVER COUNTY, AND CITY OF
BURNSVILLE FOR FLEET MANAGEMENT SOFTWARE COLLABORATION
WHEREAS, the Joint Powers Agreement("JPA")by and between the County of Scott, the
County of Carver, and the City of Burnsville, approved on October 21, 2014.
WHEREAS, the City of Shakopee seeks to be a party to the JPA; and
WHEREAS, the existing parties to the JPA are willing to allow the City to become a party
to the JPA; and
WHEREAS, City of Shakopee, Scott County, Carver County, and the City of Burnsville
(the "Parties") are units of government responsible for providing vehicle and equipment
maintenance that meet the highest possible safety standards in the most cost effective, efficient,
reliable, and environmentally friendly manner through the partnering of existing resources through
the joint use of a fleet management software system; and
WHEREAS, through the Scott County Association for Leadership and Efficiency
(S.C.A.L.E.) collaborative efforts, the Parties continually seek opportunities to work with other
local government entities for efficient, effective services; and
WHEREAS, the software system for fleet management should have the ability to provide
multiple tenancies to allow other government entities to collaborate with this effort should it be
determined to be of value in the future; and
WHEREAS, the agreement is made pursuant to authority conferred upon the Parties by
MN Statute §471.59.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF SHAKOPEE,
MINNESOTA, AS FOLLOWS:
1. The City of Shakopee enters into the JPA with Scott County, Carver County, and the City
of Burnsville; and
2. The Mayor and City Administrator are authorized to sign the first amended JPA; and
3. The City Administrator and staff are authorized and directed to take all other actions
required to secure approval and execution of the JPA.
Approved by the City Council of the City of Shakopee on this day of 2016.
Mayor
Attest:
City Clerk
JOINTPOWERS A(AMEMF"'NT t,,'STAHLISHING
FRANSIT FLEET MANAGEMENTSOFT WA.RE COLLA ORA MON
TIBS AGREENIENYA owered, intobyand b0wwt die uwkrsigned COL111fieS, cities,
1(�)wnis, an,[ m-gioual developtnent cominikshms MoNnal'ter die "Parties"), all being
sUbdihishns of the 5taste of Ndin nesota, "by and twough t1heir respective guveniing bodks
pwsuantto theauthurity contr.,dned in.the NJi inn. Stat. § 471 m59.,
W11F. AS, the, Parties u.t flfls .Agnwnwnt tire units (31'g(.j,%,crnjwnt responsitl4e R)I'
veldcle and equiptrtunt
WHEREAS, the Pai-Lies provide iud[vidual business units and iheir onpkwvees kvith vehicks and
eijuiptyi,ent;and
WHEREAS, dtrx�)ugh d-w Scort ('oanty Assm.iatio,rii k5r Le dct-Oiip and EATidenq (SATATA
efkxiscf�'Iv: Seeks to vvoi-k withother local gnvei-ntrteat
C-Pli t ics lint-u Me ien t7, efi':cfive ser v iccs,and
INHEREAA Me Whyare system for fleet rwiajwap�ennent shoulid have Ow, ability to pirovide
rnu[tiple tenaricies to aflow oth'�Ir entities' ii,e,otl'wr coonties aad c kies to collaborate with dds
effiwt shoold i,'t todeicrtnjned,io,he of vaWe in the Nutt;amd
WHERE,AS, the Wks Wsh to coopmatively wo& Wgpdwr to provide Atichs and equonnni
that irteet the highest possible sOby gandwAs in the must coshelleAve, efHeient, wSh4e, and
envkonmenwly fHendy tnarumr dwaQ the jmrtnerhig,of existing wsources;and
WHERI,'AS, it is wrWomod hut buh entities are governed ky their m8pective Boarcts.' and
would WHow their- indlivitittal fbr tour get.ary iwuls' Capital p'u,rchas&,s anti levy ap1mopri76ons
and
WHEREAS, this Agt-eenient is made: pursuant to authority eonf,urid tipon the Pai,,iies by Minn,
Sim. §47119,
NOW T 11 EREFOREjh ommidmation of die n mwA agmonew herohinker set SO, dw NOW,
agwe as 1611ow"':
1) PURPOSE
`rhis, Aggvenaent has beert executed I�y dw WE Ir dw; puqWse of coopomovd), and
jokay pwviding an, organive,41 eff6rt v�w inrovide vetijcle:s and, equipment that nicet the
highest possible safnaty standards in the most caste ff°rrc'five:, effielient, mfiah[Q, and
endr-omnenhil I hicnQ mannu(hrough the ParnICTin.67 ul"existi rig wesources through the
juint use 01",a fleet.inanagentient softmure sy4c,rw
The commkwc shaH be oampAsed of a voting represenfiltive from the County, a
tepmsenrative ftorn eaelt ofifite parficomig cides, and a ropro: erttmivo, firmllCaCh elIttly
johnog dw edubwMA
2) 1TTEIRNM
TO Agwment shMI be e0hake upott OIC RPjXX)V;Rl 01' t111
govel-ning bodies fo)(I i'(011 exectailott of dds agwWnwo by all], Purtics. it shaH Y,Q vnain in
ABI uakss and uAl it is ternihWed pwsmnt: to Section H, )I"erniiinadw, (W this
Agy,eVIOTeOL
This Agreenww my be attiendckhm[y by agpcicm.ent of the I'ardes as
evideii,ced by resolutions adopted. by their tresplective governing bdid s, '17his
Agr,eQniay111 Will be Wewmi evay 1(hrev (3) years ett a, niinitnutai, with costs
revW%vd amnmHy.
4)
W" is understocKI that cach Party is govu-ned 4y its reqwc6ve Bowd; and QxuwHs and
&H conkuc to RAW its Ndkidiud processes.
b) Scott Co unty will ami Me Poftxvlve license! and compensale Provider undur a,Separate
Agweenient.
c) 'T'he Parlics shaH pay Scott Cuunty baxcd (Yn the appropr[are pei,,,cQittw1ge of"
paakfants, kchdhg pronited ninintenanceand ficensing costs,
d) Scott County will he the priiatiwT Nvilh,Ote Provikier of diesuftmarc systurn f6r,
flect manage almil-
c) Ve Parties sh,rill, wcwk It)gether during ffic implenicitkitic)n and set tip of sysceith wide
f), :acb Parle would be: its owusitWithin tfiv$Q��m
Porty kvill hava a desi,tp°iated Adininishvior that wild be the Rrst pchut of comact
Ibr(rouble shooting sysont is AI"3II&KII-sysicin miai ritena noe..
5) X-EX 1,
Any neVNr pn�j-ty Contejj�jpjat,aj j.inder Minn. Stat. §41139, Subd. I inay be added A It
Inemb,er to tvi,-SJJrat!)�iI Managctnoint Sobwmv by Tt'veivilng tile
appmWal of Me OdOnA IMAS to Uds johill, IP1,1wers Agrectnent. AVLnew part.ics and
ateptillers a 4, The
gree to ahwe ly Q to and CmAAW of theJoint Po;wcri AgvQQnivr1 ,
essfing nwntbys cwam.wtiolls nuq be ntodihed prqpadhmally to Wect the addithnal
fkxrn t1te ncw inunber.
6) FEES AND PAYMENTS
vo Enh odgMal Pa tfy WH pq Me start up fees .;et Rh int Ewhibil A. 11tese fcQs ivill
'tic daalfa nca.l INaasawm.l on the number of panks to this A.getoncnt,
6
b) 'F[ic Cminly will till all parlics equaly-each Janumy 6w anwal ants. New membms
mill be MY hir ongoing costs per flie altached Exilibil,A
e) Som Uxoray will ac,,l as flie: ftwal agenit R)r thQ Parific��tnthis, Agu-ttithen.L mobmitfing
paylinlents to the pivvider of The Net software system an behalf of the,
Parlies foradill ilk istration of tho syMetn j.wogranrt aod wwrvices,,
d) Arty Party that has specific SAC, custs, SLIC41 as blil not flinited t(.),, soffivare irate gradio n,
%N'ill bQ billvd back at 10016.
e) SCOU County agrees k�) folll')Nv Slar)'C'11.1rd practicos and Immedms in all
(ransaclions,,
f) LJYLJc,ss Provided officl-wisQ 11creirk, Me Pardes agtee to pay 111.1 amounts Vduc under this,
Agmemervi ivithin thirty (30)days upon vccdpt of mi invoice From Scott Couilty.
7) (�:(NIRACJ
Socoll ("otin'tv vVill �'.v t1fe res[x)n'sitple Varty (br entering into contracts on,m belullf,ofthe
coftaboratiorl as deemed b)/ 1110, Nlfti,eS, (7onikracts, Ivill l�3e
considered mid entered into based (mi time nmlls of kfie Flect h1anagunient Sysbem.
SoMt Comy will be NOW Gm, my addhimmil modiules requested 1m,° the j)�rties to the
agreemem by pany toilizirig tbe added x-rwdoWs apve W shmv in Me cora ofdte adhd
rn,odtfle, and will be Wal ly dw Amy per Me cora We wl AwMAn EUR A
TECjjN�-IQQY
�
(L
13ach Patty is ropoosible for providill,g an, LT- staffmeralvr that is commilAW to this
Abri as needed or assigned,
Scott County
Keyn I Ike
200, FourthAve ntie West!
Shakopoe, MN 5$379,
9524964778
Burnsville 117 I)iivdor
ANVenaNes
I DO Civic Center llark:%v,�iy
Burnsville, 1414 :55337
952-895-4401
t!arver Got trily
Mellissa Rcacdcr
61)(31 East Fourth Street
(��haska, NIN 5 53 1�8
-"3 i1 1"S 19
InIbmiatkni lochm,)Iogy nzedi Vjlt It EnAtIaged throkigh ajointelff6rt Bmf the Parties, I ach,
Party is msponsible O�t mainta[nand savle eqdpmcn't that it originally p(.'swssod and (lie
Parties Nvill C"ollectivelly triiaintain artd wirvilm sharedcquipinent,
9)
J2MJNISIRAIDR
LIQ11 flaris rep pimisible fbr providing as slafTitionaher i1ruit is conintittO to thiis eff0i,t as
fievd,ed or
Scott collnt'y Systemn
Jason Altura
640 CamUry"RaH East
Jordan, NA N 553152
95'24%-8042
HumMe U1 Muctor
Toni Vembles
I(lilt)Civic ('enler Parkway
HumsOMiq BAN 55337
9518954401,
(�.',kwver Coivinty Businassi. Anal y.st
Jeff Garvey
6,00 F.ast Fourth Strete':
(',"haska, NIN 55318
951361-1929
It jNREM N
INISUR
The parties, tc)tat Batt-pility, Url"der rlds Agreement siliall be govenicid by Minn, Stat.
471 1 , Md. W.
Il atawwlm poll y,agleeS t1tat it will be responsible Aw IIIm acis (n oinissioins Oils(Aliia l"",
agents, and m11"loyees; and the res0b, in carryiilg olit 01'e, tel"'011"S of UAS
Agreement, troll extent authorized by tiw anAsItall mot lie tx,-,sponisible fiw Ow:
mad t1te requIts thereor. IN puMam% of domAnIg
total liabillity for dmmage% the pariddpaIng pamenmmental Wts arc mnsidencid in be a
&We govanmenWI unA, the Metall ON% of which AmIll not exceed the limits 1"Ur a
single glavemnental unit as pru6ded in Win, SOL § 46 04 MA L
1'tar la Parly agrees V) deknd, hold hammlims, and indamnib, the o1her Party, its, Officials,
agants, and entlAyeaq. f"m ails Rabiilky, lums, or darimlips die wher Pony may suRN of
incur as the result ot'derri,ands, Oaigns',jII.-IdVn.entq or coSt wiSh1j;out or or caused by the
indenmif;ing Party's ritlghgeact! In (he 1,1 rRm.-niance of its respectivic obifigations widcT
this Agreement This Shall Iwil, be construed mor operate as a "raiVer of any
o1qWcable linkahamn, aal fiabilit),, delftim krunmides, cmexceptions by sta�tute or
taw-
To thele fill extent plei,initted by law, actions by the parties �,)ursuahlt tem Ilds Ngiveortient ate
hilcutdod to be and Anil be constrUM as it "Cooperafive aClivity"' a�nd it is tit w irileta of the
8
paj'tic5 that thoy shall tw &Quned as "sirLgle gQV07tunental unk" &)r die purposes of
lbbidy, all as set rovib [n Nfinnesom Statutes, Section 471,59, SUbd, la(a); provided
ffirlher that lour purlpkmes of dul Mann, enh party to this A.greunent expres,,�,Jy de(Jine5
rospojisibility for Meids oromissW oFthe at paron
Ue Wks to this Agrecirient alru, ni�)t hable. r6r (I"lle acts 04, (Wfli's"Simls of the cltbo-
pardeipaw ix) this Agivenient except No the cxterit w o0iicti Oic), h ave aggved in %Vriflug
to be rvspomible thr viwor arnissions of the odier PariJim,
UAIATENACY
All data colloxted, cacuted, irceived, maintakied, air dissonlil"u-00 for any poirlpimes 1'�)y the
azdQWi ,i of 11w Parlies because of this Agreement is gcrvenied by the Minnesota
%vanment Data I'mokes Act, Minnesota SlAtU160S ("hapter 13, as atnouled, tfto
Minusota Ruks hnfleman%such Act nove in Size or as as vv ll as Fudeval
RCgldai'6011S om�i dam pdvzcy incluAng die Heafthi In.umuce Portabi1ity uncal
Accountability Act (QIWAW) 11111 Parties will Qooperalo in sipiing any iNeCeSS411r),
Agnenients related to this Provision (C"p,
Bosiluess Asso0aW oc TrmlWg 1%romrs
AgiveimenN). Each Party shall ble ivsI)cPnsible fix, release$ fov'r (1'ata mode bly iU owl-t
u' lVuaulr�,PMrtaatr r° euploy , , etits,nc
CQRP5:AYAjLo , "LJ(
pursuala: to milliieso,ta Su'ute 16CAM, mAd. 5, Me Pat-ties agree that the Pad ds or die
State Auditor, aur any-oltheir duly authorized represetitatives at any finie ditfing normal
buSess homs and as Wn as Mey uny reftsotnably deern ixciessary,, stioll have access (()
and the right to examine, aijidit, exceqA, and ti-anseribe uniy Wq &vurnouqppo,
recoAq et, whic1i are pertbavot to the accounh, pradi�cs -andl amid involve
transactions relaling t<y dans ern, The NOW, agrec,to RMilltailli these, records ffir a
pehind 4 s A(6)yews huni Me date or tumi cwtion of th is Agreernent.
ibis Agmenivil nmy be cmmdled with t,)i. Nvithoutcause by any Party upon (Nv0vu (l2)
months wriften rwfiee��,
may (jerniinafloncthe Parties agree to wod; togdhwAa Mum the opuakms to die
individually run pnigranis in the rnosi;effecliov anjdeffl6crit tnaar,rnnnu t',
Atty propewty broo')glit tl-je partnership or accluixed 14ter s,otuly in an oif" flic Parties'
nar nes shall, regitaith the P1 c')pelty of thit partner, Any, fiind,s or pm)perty obt;lined by the
Puilies dubW thcAemi of dih Agimnent thot 4 not clearly ildentiflab1c as propeoy o,:f
one of the 11all'I'L'S Shall be vaWed ami divkled ki proporticm to the annUal pQrQvirtage in
cNot,at We time Di the termination,
14 Pj 'L' ON
Ile Panks apur Owl dmiMmi w0hig idil be, hmidled according to Section 4, ofth[s
apmommiL Amy dispuWs Mwemi Me Parties diat cannot be remAved by the Dhedm or,
I
their Desiguves, will be LaRen to the Parties goventmg budies Or final resuhaion.
15)
For pupa ses Of Klr.hve'ry Of any molkes N) The NOW lummWen the mice shall W;
effuokv if delivered in ww-rifivg to Ile dalpomd(1,uk or AJn,,)4)ktsrwor 4,,Wf ca h, VartyA
fisting or the ramne rind address or ea(I't (Aerk or AdmdnkTo,'-a1'or sl"'mR, be Ou'ainlulitted by
Scott Couldy,
16) 1f �1l l�l�� 1�9�1��1PN jAJTJJOWN
During the perf'�mmtnce ofthis Agnm�,,nwu, Ow, pw'GQ� agrev to the Ad4mvitog:
No persoti,sItall,on Cite o�f race!' color,Wgiom' ag�j, wx,,disabifily, nawrkal statLPS.,
pulAic asdomwe smms, u1ninW, rewnt creed or rtatkmal origin be ex ladle fto-im fid]
empWymod rights ht pmfdpMWn J, bu denicil tho beawfits, c'4 or be offierwisciubjected
to under any and A ap1dicable FC&Tal and State lavvs-, apiml,
d1suhminarkm
10
"Il"NESS' WHEREOF,t&A"llaks have calls'eJ (b is Agre(mventto be duN xecuted.
IN W
(".701,TNTY OF SKAY11"
STATE OFAIINNESOTA
...................:L--,
+hn�-Wnifjltoil,Jon CA)"ric-Ak)
Scc�tt Caunty, Board ofCOR"I III I'S�5 1(15plell,�
Ailested
TV shollo
County Adniinistrat(M
g,\pprowd as to Form:
Date:
Susan K. N-1,QNCAli,s
Ass]sLAUt County-Alkyrrivy
STATE OF MINNEMYTA
t� I �'
Atte c to:
County Admink..'ormor
Apprcived as to forin:
Date:
Mark,MeU
12
CIT
F OF TNN (Y
,
1h4iihierA—ki, S67 Ily M,
a
Apilm,oved.as tea f;r'rni:
�
y ,� [, r
rM
1.4
EXHIBIT A
Vno pricing below -�s based on trhe amou.nt in rJur clarric;nt
contract wit,-Y� Wcj�i�,Jcs- nulmbrr's b,,n1cjvT 2(JG active-, 11nits
anti GOO cnrrq:.ionentzM fror each recipi 'nt . A6,1itional rcs7:s will
4f Other ot them goes iol'o., 'Yhe cost to, adicl a cxomponent is
$5.00 each. The cost to increase the rn=ket of Url.J '11,8 Js ba86d on the
ri%jmbQz� of.", i,,.inits and they C511f'�mly 1:5e ir'll (.",f 100
at$65. 67 each. By adding licewe fee, you will a] sn increase, the
inaUtenance costs to go up. The annaU. Ustinig ,irwl mainrenarure costs
o,in ned) are in the pr�iiing t�e,,Lcw but can t"J'P, asoo;med
these wc'-)111�1. 1)e IA'Ie: aunual fees after tho� f4r,.;,t F,.act
aq,r,mcy is for 100% of mq; cosw� with an y
or changes fiesi,qi-ic"d spec-ifically f-or theii ourn agencies
,and are not. in?d::]w.rdeid in I�Jd,s �Rxhit)it:
ONE TIME COST YEARLY COST
175 Equipment Licenses $11,030.00
Hosting of Software $5,11835
Maintenance&Support $4,28730
TOTALS: Q1,03010 $9,406.05
I
BOARD OF COUNTY C0NIMISSIONERS
SCOTT 'OUN , MINNESOTA
I
D�ate, October 21, 2014
"i; &n—No.:o.: 2014-1I
r ',rot sioner, Menden
Socondod b ".Commissioner,!_ " a njar ,,,, m
i
RESOLUTION NO.2014-:188; AUTHORIZING IZIN (ENTERING INTO A JOINT T POWERS
AGREEMENT(JPA)WITH THE CITYOF
BU SVIL E AND VE COUNTY TO ET
t,f'T THE TERM$,,CONDITIONS, AND I rTED WITH THE FLEET
MANAGEMENT SOFTWARE COLLABORATION
WHEIREAS, Scott County the city orBurnsville and,CaryK('ounty have a shated interest In veh:ioloa
and equipnnent that nieet the highest possible safety standards in the nmost cost effective, efffote,rat reliable and
den,arlr°onrnentallyfrlendly rrrafmnQro and
WHEREAS,, Scott f"ounty,s Manag;enaewft MEW 000-MPleted all overall study of the r"urrelmt flesh
software an,d
i
WHEREAS,EAS, damn the fleet mana,germ7ent study it was detarrrmined that artill inn a now fleet software
orfld tie the best wrote for tacatt�E,O4rnty.; and
u
MEREAS, on Ee-hralltry 13, 2013,the, County Board aper vod an Agmement Mtb A%satWork'for t1he u
porohalse and Installation of Fleet Management oftwareo and d
I
Wi-IEREA8, the purpose of this Joint Dowers AgmerrienI Is to establish the r°es onsi'tiflIties of the
Parties as,they relate to thesaftware oollataoration and to sat out the,process fey^which costs wilt be
detelrnmined„ assessed and paid by the Parties, and
WHEREAS, the City of BLArnsvflle%s taking this agromr meat to their Qt.tober '7, 2014 pity Coi,ldl meefing
for approval and yet this fall, Carver Colfnty will d taking it t their°County Borardl f'or al�pIraval'.
NOW THEREFORE,BE I,.I"F` ESOLVED that the Board of Com°nrnissl rtenrs in a+lad for the Courity of Scotj,.
I Inn"-'-( t,a, hereby aIathrarizez the Chairperson of the Board for enter into a,Joint Eraarwers Agreement with the
City of Burnsvillearid Calver County to swat Out the terkms,conditions and oast sharing associatedl with the F=eet
I anam iorrlr of tooft war c wollat rati'rA n, ooit� of tragi approvall approvalEy,the County Attarnay"s Office as to f'ow-nrm.
,MIS IONEI TI
_ ......... ..
wa ner f Yes I �»N � (rosea F-Absiairm
i
Wolf f7 Yes F"'No I" A'tn�ent I �kbstain
h1ofldrat
Fv- Yc� F-No C"Aitm.aetrt III,,,, Abstain
ars Ir II T7 Yen,,; I® o r,t"bsezut ��Abslrl,in
.� a
__ _ _ ___________ __ -____
t�I Ir i h .It c I" o r�,la sei t I- I:astaamrl
sa�r '0rtr!�1nmesotab
wrvQUFAyr 4r tY''C'+Y'Nttq
. �E'
V,�,Wwy'r ,ro tel ata,duly lal:rttrnfr;tl afi tQwfwuza rr use' moat nl iw9lt,al trpr 1l'*COoaadvty Of S--QM,Sbta of'rw�lnnawls.do hrersby rm�rifiy°fhst I have,zo rnperedJ to
foreguing D.,Py Q!a re.q-wuualon wlih oe g Ingl minutes of the proDeedings of the Bo ar'0i ounrly�,a�rYir1N���w�9'ru�I�d I�,� b'3' 7"lly mirA"��^r,0A,althe."%
AMENDMENT NO. 1 TO AGREEMENT
This Amendment to the Joint Powers Agreement(JPA) by and between the County of Scott, the County of
Carver and the City of Burnsville, approved on October 21, 2014 effective October 21, 2014, is made and
entered into by and between the County of Scott,the County of Carver and the City of Burnsville, hereinafter
referred to as the "Parties," and the City of Shakopee, hereinafter referred to as "City."
WITNESSETH THAT:
WHEREAS,the Parties have entered into a Joint Powers Agreement, effective October 21,
2014, for the purpose of cooperatively and jointly providing an organized effort to provide vehicles
and equipment that meet the highest possible safety standards in the most cost-effective, efficient,
reliable, and environmentally friendly manner through the partnering of existing resources through
the joint use of a fleet management software system; and
WHEREAS, the City of Shakopee seeks to be a party to this agreement; and
WHERAS, the Parties find it to be to their mutual benefit to revise the terms of the
aforementioned Agreement.
NOW THEREFORE, in consideration of the mutual covenants contained herein, the parties
hereto agree that the aforementioned Agreement is amended pursuant to Clause 3 CHANGES,
and Clause 5, NEW MEMBERS, of the Agreement.
1. The City of Shakopee is hereby joined as a Party to this JPA with all of the rights and
responsibilities arising therefrom.
2. All references to Transit Management Software Collaboration will be amended to read Fleet
Management Software Collaboration.0
3. Clause 3, CHANGES, SHALL BE AMENDED AS FOLLOWS (deletions struck through,
additions underlined):
This Agreement may be amended only by unanimous agreement of the Parties as evidenced
by resolutions adopted by their respective governing bodies unless the fiscal impact is less
than twenty-thousand dollars and no cents ($20,000.00) in which case changes can be
approved and signed for by each Parties' System Administrator or his/her designee. This
Agreement will be reviewed every three (3)years at a minimum, with costs reviewed annually.
4. Clause 6a, FEES AND PAYMENTS, SHALL BE AMENDED AS FOLLOWS (deletions struck
through additions underlined):
a) Each er+g+aal Party shall pay the startup fees set forth in the attached Exhibit A-1. These
fees will be determined based on the number of parties to this Agreement.
5. Clause 8, INFORMATION TECHNOLOGY, SHALL BE AMENDED AS FOLLOWS (deletions
struck through additions underlined):
INFORMATION TECHNOLOGY
EaGh Party is responsible for providing an I.T. staff member that is Gommitted te this effort as
needed er assigned.
Ito R He
ise
200 Fe ur+hAvenue Wes
1
Shakepee, MN 55379
952 4968779
BUFRSVille IT DlreGtor
Tem VeRables
100 Civic GenteF PaFkway
syol
BUFnle IVIN 66337
rn�rrsv�
962 896 4401-
GaFveF County InfE)Fmation Technology
Melissa Reeder
600 G-,+ Ce---r+h Q+roe+
952361 1519
Information technology needs will be managed through a joint effort of the Parties. Each Party
is responsible to maintain and service equipment that it originally possessed and the Parties
will collectively maintain and service shared equipment, if any.
6. Clause 9 SYSTEM ADMINISTRATOR, SHALL BE AMENDED AS FOLLOWS(deletions struck
through additions underlined).
1) SYSTEM ADMINISTRATOR
Each Party is responsible for providing a staff member that is committed to this effort as
needed or assigned.
Scott CountySystem Support TeGhnieiai
Jason Allen
600 Country Trail East
Jordan, MN 55352
952-496-8042
0allen(cDco.scott.mn.us
Burnsville IT DireGtGr City of Burnsville
Tem"enables Marie Maczko
100 Gin i,.Genter Dark ay 13713 Frontier Ct.
;;Ile MN 55337 Burnsville, MN 55337
052 895_4 n 01 952-895-4557
Marie.Maczko(a)burnsvillemn.gov
Carer County Business Analys+ Carver County
Jeff Gapvey Michael Legg
600 East FeuFth Street 11360 Highway 212
Chaska IMIN FerB1g Cologne, MN 55322
952-3 29 952-466-5241
mlegg(a)co.carver.mn.us
City of Shakopee
Christine Lusian
400 Gorman Street
Shakopee, MN 55379
952-233-9559
clusian(a)ShakopeeMN.gov
7. All other terms and conditions of the Agreement not specifically amended here shall continue
with full force and effect.
2
IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be duly executed
intending to be bound thereby.
SCOTT COUNTY
BY:
Barbara Marschall, Chair of the Board
DATE:
ATTEST:
Gary Shelton, County Administrator
APPROVED AS TO FORM:
Jeanne Andersen
Assistant Scott County Attorney
DATE:
3
CARVER COUNTY
BY:
James Ische, Chair of the Board
DATE:
ATTEST:
David Hemze, County Administrator
APPROVED AS TO FORM:
Mark Metz
County Attorney
DATE:
4
CITY OF BURNSVILLE
BY:
Elizabeth B. Kautz, Mayor
DATE:
ATTEST:
Heather A. Johnston, City Manager
APPROVED AS TO FORM:
Joel Jamnik
City Attorney
DATE:
5
CITY OF SHAKOPEE
BY:
Bill Mars, Mayor
DATE:
ATTEST:
William H. Reynolds, City Administrator
APPROVED AS TO FORM:
City Attorney
DATE:
6
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LU LL
�00"A Consent Business 4. C. 2.
TO: Mayor and City Council
FROM: Bruce Loney, Public Works Director
DATE: 07/05/2016
SUBJECT: *Award a Bid for the 2016 Sanitary Sewer Lateral Pipe Rehabilitation Project No.
2016-6, Res. No. 7745 (E)
iiiAction Sought
1. Approve Resolution No. 7745, which accepts the bid and awards a contract for 2016
Sanitary Sewer Lateral Pipe Rehabilitation, Project No. 2015-4,
2. Include a contingency amount equal to 5% of the contract to cover minor change orders
and quantity adjustments that may occur on the project,
3. Approve an Extension Agreement with SEH, Inc. for Construction Engineering Services.
Background
On May 17, 2016, City Council adopted Resolution No. 7728, which approved the plans and
specifications and authorized the advertisement for bids on the 2016 Sanitary Sewer Lateral
Pipe Rehabilitation.
On June 21, 2016, a bid opening was held for this project in which six bids were received. The
bids are summarized in the attached resolution. From the bid opening, the low bidder is BLD
Services LLC from Kenner, LA and a bid of$524,980.00. The Engineer's estimate for this
project was $756,275.00.
The project is funded 100% from the City's Sanitary Sewer Enterprise fund in which sufficient
funds exist.
Attached is a memo from Paul Pasko of SEH, Inc. who was the design engineer and his
recommendation on the bid. In the letter of recommendation, the low bidder BLD scored 10
points which is the minimum needed to be a qualified bidder. One issue on their bidder's proof
was in the area of site restoration. BLD indicated they do their own site restoration and
checking with references it was indicated they use local contractors. Further checking with
BLD project superintendent, they intend to use GM Contracting who was the same contractor
used last year and were acceptable.
BLD did receive high praise in their lining work and their proposed project foreman which is
the main work of the project. In consulting with our City Attorney, if the bidder receives 10
points, they are considered a qualified bidder. Both the City attorney and I feel it is difficult to
reject the low bid of BLD.
Another factor for Council to consider is that the differences of bids is $108,495.00 and there
are strict quality control specifications to address site restoration concerns. The Council does
have the authority to award to the lowest, qualified, responsible bidder. Staff believes that
BLD, LLC is the lowest, qualified, responsible bidder for the project.
If Council awards a contract, staff is also requesting a contingency amount equal to 5% of the
contract to cover minor change orders and quantity adjustments that may occur on the project.
Also an Extension Agreement for construction engineering services from SEH Inc. is attached
for execution by the appropriate city officials.
Recommendation
1. Accept the low base bid from BLD Services LLC and adopt Resolution No. 7745.
2. Approve a 5% contingency amount for this project for use by the City Engineer in
authorizing change orders or quantity adjustments on this project.
3. Authorize the appropriate city officials to execute an extension agreement with SEH Inc. for
construction engineering services on the 2016 Sewer Lateral Pipe Rehabilitation project no.
2016-6.
Budget Impact
The project is funded 100% from the City's Sanitary Sewer Fund.
Relationship to Vision
This supports Goal E: Deliver effective and efficient public services by a staff of well-trained,
caring, and professional employees.
Requested Action
1. Approve Resolution No. 7745, which accepts the bid and awards a contract for 2016
Sanitary Sewer Lateral Pipe Rehabilitation, Project No. 2015-4,
2. Include a contingency amount equal to 5% of the contract to cover minor change orders
and quantity adjustments that may occur on the project,
3. Approve an Extension Agreement with SEH, Inc. for Construction Engineering Services.
Attachments
Res. No. 7745
Extension Agreement SEH, Inc.
SEH Inc. Letter of Recommendation
RESOLUTION NO. 7745
A Resolution Accepting Bids For
For The 2016 Sanitary Sewer Lateral Pipe Rehabilitation
Project No. 2016-6
WHEREAS,pursuant to an advertisement for bids for the 2016 Sanitary Sewer Lateral Pipe
Rehabilitation, Project No. 2016-6, bids were received, opened on June 21, 2016, and tabulated
according to law, and the following bids were received complying with the advertisement:
BIDDER BID
BLD SERVICES, LLC $524,980.00
PERFORMANCE PIPELINING, INC. $549,640.00
NATIONAL WATER MAIN CLEANING CO. $633,475.00
MUSSON BROTHERS, INC. $740,840.00
QUAM CONSTRUCTION CO., INC $765,175.50
UNITED PIPE RENEWAL, INC. $880,652.00
WHEREAS, it appears that BLD Services, LLC, 2424 Tyler St., Kenner, LA 70062, is the
lowest responsible bidder for the 2016 Sanitary Sewer Lateral Pipe Rehabilitation Project.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SHAKOPEE,MINNESOTA:
1. The appropriate City officials are hereby authorized and directed to enter into a
contract for the base bid amount of$524,980.00 with BLD Services, LLC,. in the name of the City
of Shakopee for the 2016 Sanitary Sewer Lateral Pipe Rehabilitation Project according to the plans
and specifications therefore approved by the City Council and on file in the office of the City Clerk.
2. The City Clerk is hereby authorized and directed to return forthwith to all bidders
the deposits made with their bids, except that the deposits of the successful bidder and the next
lowest bidder shall be retained until a contract has been signed.
Adopted in session of the City Council of the City of Shakopee,
Minnesota,held this day of ,2016.
Mayor of the City of Shakopee
ATTEST:
City Clerk
ENGR/2016PROJECTS/SANITARYSEWERLATERALPIPE/RES774SAWARD-CONTRACT
_.;00,11;A� ,
SEH
tatii k.,�.i l u':T'ta.,i V'dr,rU
[or AA of I I,,,
June 29, 2016 RE: City of Shakopee
2016 Sanitary Sewer Lateral Pipe
Rehabilitation
SEH No. 135369 14.00
Bruce Loney, PE
Public Works Director
City of Shakopee
129 Holmes Street S
Shakopee, MN 55379
Dear Bruce:
In accordance with the Master Agreement for Professional Services between the City and SEH, effective
July 13, 2011, we are providing this Supplemental Letter Agreement dated June 27, 2016 to assist the
City on the construction phase services for the referenced project. For your convenience, this
Supplemental Letter Agreement is divided into sections titled Scope, Schedule, and Fee.
SCOPE
Rehabilitating laterals to about 8 feet beyond the back of the concrete curb and gutter using the
trenchless method structural cured-in-place pipe lining for laterals (CIPPLL) is relatively new to the City.
Therefore the City may want to periodically ask SEH to provide part-time assistance to its inspector for
the following tasks:
1. Enforcing the project's SEH prepared contract documents.
2. Preparing or back checking the content of communications that update affected property owners
about the status of the rehabilitation.
The goal of this scope is for SEH to provide technical support and guidance to the City's field staff on
trenchless technology requirements and assisting them in learning the process to utilize on future
rehabilitation program projects. We are essentially a resource for the City and its staff to use in any
capacity they desire.
SCHEDULE
We divided our services reported by the enclosed Task Hour Budget according to the rehabilitation
periods described in Appendix D of the Contract documents. The table below reports the periods date
ranges:
Period Date Range No. of Weeks
Pre-Rehabilitation 6/21/16—7/16/16 3
Rehabilitation 7/18/16— 10/29/16 16
Correction 10/29/16— 10/29/18 105
Warranty 10/29/18— 10/29/21 156
Engineers i Architects i Planners i Scientists
Short Elliott Hendrickson Inc., 10901 Red Circle Drive,Suite 300,Minnetonka,MN 55343-9302
SEH is 100%employee-owned i sehinc.com 1 952.912.2600 1 800.734.6757 1 888.908.8166 fax
Bruce Loney, PE
June 29, 2016
Page 2
FEE
The enclosed task hour budget describes in detail our approach to complete this project's scope and
calculates our fee. Our fee is hourly and estimated to be $83,022 including expenses. It is an estimate
because we will expend these fees only when requested by the City. The City can request more, or less,
of the amount of services described by this proposal.
Please contact me with questions and comments at 952.912.2611 or ppasko@sehinc.com.
Sincerely,
SHORT ELLIOTT HENDRICKSON INC.
S 1 X—
Paul J. Pasko III, PE
Project Manager
JLS
Enclosure
c: John Rodeberg, SEH
Dave Hutton, SEH
Jen Schumann, SEH
p:\pt\s\shako\135369\1-genl\10-setup-cont\03-proposal\construction phase services proposal\20160629 final proposal letter.docx
City of Shakopee, Minnesota
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June 30, 2016 RE: Shakopee, Minnesota
2016 Sanitary Sewer Lateral Pipe
Rehabilitation
SEH No. SHAKO 136671 14.00
Bruce Loney, PE
Public Works Director
City of Shakopee
129 Holmes Street South
Shakopee, MN 55379
Dear Bruce:
On June 21, 2016 at 10:00 a.m. bids were publicly opened and read on the 2016 Sanitary Sewer Lateral
Pipe Rehabilitation Project. A total of 6 bids were received as summarized below.
Bidder name and address Total bid
1 BLD Services Kenner, LA $524,980.00
2 Performance Pipelining, Inc. ((Ottawa, IL) $549,640.00
3 National Water Main Cleaning Co. (Kearney, NJ $633,475.00
4 Musson Bros, Inc. (Brookfield, WI) $740,840.00
5 Quam (Wilmar, MN) $765,175.50
6 United Pipe Renewal, Inc. Johnston, IA $880,652.00
Engineer's Opinion of Probable Cost was $756,275.00
We offer this letter of recommendation to the City for the bid award for the above referenced project. For
your convenience, this letter is divided into sections titled Background of The Bidders Proof of
Responsibility(Proof), Results of Our Review of The Proof, and Recommendation.
BACKGROUND OF THE BIDDERS PROOF OF RESPONSIBILITY(PROOF)
Please recall that Paragraph 22 of the Instructions to Bidders in the Bidding Documents requires bidders
to submit a detailed Proof with their proposal form. The Proof contained a detailed Contractor
Questionnaire. For your convenience, a complete Proof is attached to this letter as Exhibit 1. Please note
that Section 1.0 of the Proof states that each structural cured-in-place pipe lateral lining (CIPPLL) project
submitted by a bidder for consideration must consist of"at least 12 CIPPLL at least 5 feet long each using
the blindshot method". The blindshot method is required as the City does not want any cleanouts added
to the laterals and is a much more complicated installation process and requires experienced contractors
and crews to complete.
In addition to the CIPPLL section of the Proof, Section 2.0 is relate to their site work qualifications. Site
work is generally described as not actually related to the lining itself, such as trench excavations,
boulevard restorations, driveway/pavement/curb restoration and traffic control. Occasionally during
CIPPLL projects a lateral will need to be excavated to assist with the installation of the liner. We refer to
Engineers i Architects i Planners i Scientists
Short Elliott Hendrickson Inc., 10901 Red Circle Drive,Suite 300,Minnetonka,MN 55343-9302
SEH is 100%employee-owned i sehinc.com 1 952.912.2600 1 800.734.6757 1 888.908.8166 fax
Bruce Loney, PE
June 30, 2016
Page 2
this excavation, and the activities supporting it, as site work. Should site work become necessary, Section
2.0 measures how responsible a bidder will be as they complete it. Usually in CIPPLL projects, the
amount of necessary site work is negligible. Site work, if it becomes necessary, is incidental to the cost of
the project. The contractor is not paid to complete it via contract unit items. This fact causes the CIPPLL
contractor to be extra careful during their CIPPLL operations to prevent site work from becoming
necessary. Because site work will erode their profit margins.
The objective of the Proof is not to discourage bidding or make it difficult for qualified bidders to submit
bids. Neither was it intended to discourage beginning contractors. It was intended to make it possible for
the City to have exact information on financial ability, equipment and experience involved in awarding
contracts to Contractors that would likely be unfamiliar to the City.
RESULTS OF OUR REVIEW OF THE PROOF
Exhibit 2 enclosed with this recommendation summarizes our scoring for the Proof of Responsibility
requirements for all bids received based on their responses to the questionnaire submitted with their bid.
The score sheet outlines their total bid price, which structural cured-in-place pipe lining for laterals
(CIPPLL) is proposed via the blindshot method tool, and the qualifying projects and project foreman and
staff proposed. A minimum Proof score of 10 points is required for a bidder to be qualified.
After totaling the amount of points each bidder accrued in Sections 1.0 and 2.0, we determined that 3 of
the 6 bidders qualify with a minimum score of at least 10 points. Those bidders are BLD Services (BLD),
National Water Main Cleaning Co (NWMCC)and United Pipe Renewal
Even though only 3 bidders met the Proof's qualifications, we do not believe the bidders Proof is that
difficult to prepare. In fact we allow the bidders to use alternative formats to provide the information to us,
as long as all of the information required for us to adequately score them is provided. We believe the
bidders did not give it the proper importance during bid preparation. We intend to work with City staff to
review and possibly modify the Proof process for future projects.
However, even though BLD scored 10 points, in our opinion BLD is unqualified due to an anomaly in their
Proof. BLD's anomaly is that while they demonstrate significant bench strength completing Section 1.0
work, BLD severely lacks the bench strength needed to complete Section 2.0 work. This is a significant
anomaly because BLD indicated on their Proof that they would do their own Section 2.0 work. BLD did
provide references for Section 2.0 work. After calling those references we discovered that BLD did not
complete their own site work in those projects. Instead they used a general contractor or sub-contractor to
complete their site work. Because they did not list a subcontractor in this Proof. BLD received a full 12
point deduction in Section 2.0.
On the other hand, NWMCC significant bench strength in both Sections 1.0 and 2.0 work. Please recall
that NWMCC is the contractor that is now in the warranty period having completed all of the field work in
last year's Shakopee lateral lining project. In our opinion, NWMCC performed very well. Just as last year,
NWMCC will again team with GM Contracting to complete Section 2.0 work. NWMCC only submitted 2
reference site work projects rather than the required three. We accordingly deducted 2 points each in
both the project and foreman sections of Section 2.0. Because of past history with GM, deducting these 4
points because of site work does not concern us. We are confident in GM's ability to help NWMCC
successfully complete this project. Even with that deduction NWMCC scored the minimum 10 points
based on the bench strength of their CIPPLL work.
United Pipe Renewal (UPR) scored 14 points in the Proof. However, we will not discuss UPR's Proof
score because the amount of their bid put them in 6th place among the 6 bidders.
Bruce Loney, PE
June 30, 2016
Page 3
RECOMMENDATION
Based on BLD, NWMCC, and UPR's bid amount, experience and quality of their work on previous
CIPPLL contracts, the long-term value of their CIPPLL experience, and their Section 2.0 work experience,
we recommend the City award its contract for the referenced project to NWMCC. Because NWMCC meet
all of the Proof's requirements and to date have successfully completed Shakopee's 2015 Lateral Lining
project. NWMCC's bid of$633,475.00 is approximately 84% of the Engineers Opinion of Probable Cost.
Even though BLD said they will complete Section 2.0 work themselves, they did not provide any
information on Section 2.0 of the Proof. Despite the full point deduction for Section 2.0 work, BLD meets
the minimum 10 points based alone on the bench strength of their Section 1.0 work. BLD's references
spoke very highly of their Section 1.0 work. The references also spoke highly of the project foreman BLD
has assigned to the Shakopee project for Section 1.0 work. Despite this praise, we cannot recommend
the City award this work to BLD. In our opinion, trenchless work like this is fickle. Unforeseen
circumstances can rapidly appear and disappear. The contracting team needs to display nimbleness as
they adapt and improvise `on-the-fly' to overcome challenges. Sometimes overcoming those challenges
relies on a seasoned municipal style site work contractor mobilizing quickly to the site at the worst
possible time to rapidly complete Section 2.0 work so a property owner can continue to use their
plumbing. We do not believe BLD can meet Section 2.0 challenges. Our significant experience with
trenchless projects tells us that property owners will quickly forget, if they even knew it was going
happening, the best trenchless work because it is `out-of-site-and-out-of-mind.' However if the site work
did not occur quickly enough, without enough care, or was completed with the property owner perceiving
their needs were disrespected by either the contractor team as a whole or an individual member of that
team; that property owners will remember for a very long time. Despite the fact that the trenchless work
might have been completed flawlessly.
Understanding that usually Site 2.0 work can be, but is not always, negligible we understand if the City
Council decides to go against our recommendation. The project specifications do have strict quality
controls on how to address any unforeseen conditions that may result in Section 2.0 work. If the Council
does go against our recommendation, we strongly recommend the City immediately direct BLD to provide
detailed information about which local sub-contractor they will use for Section 2.0 work.
Please contact me with questions and comments at 952.912.2611 or ppasko _sehinc.com.
Sincerely,
SHORT ELLIOTT HENDRICKSON INC.
? q,eay.,00 = I
Paul J. Pasko III, PE
Project Manager
pj p3
Enclosures
c: Rick Thomson, City of Shakopee
John Rodeberg, SEH
Jennifer Schumann, SEH
Dave Hutton, SEH
Brady Jackson, SEH
p:\pt\s\shako\136671\6-const-contract\award recommendation\20160629_rev_ award recommendation.docx
EXHIBIT 1
20. NONDISCRIMINATION IN EMPLOYMENT- If awarded the project, the Bidder agrees not to
discriminate on account of race, creed or color as per Minnesota Statutes, Section 181.59 and
Minnesota Statutes 363.
21. SURETY DEPOSITS-All out-of-state contractors on construction work over$100,000 will be
required to file an exemption from Surety Deposit (Form SD-E) prior to their first progress
payment.
22. BIDDERS PROOF OF RESPONSIBILITY-This Bidders Proof of Responsibility must be
submitted in accordance Instructions to Bidders.
On all contracts, bidder must submit a full and complete statement sworn to before any officer
authorized to administer oaths of financial ability, equipment, experience in the work prescribed,
and such other matters as the municipality may require for the protection and welfare of the
public.
The objective of the questionnaire is not to discourage bidding or make it difficult for qualified
bidders to file bids. Neither is it intended to discourage beginning contractors. It is intended to
make it possible for the Owner to have exact information on financial ability, equipment and
experience involved in awarding contracts to parties unfamiliar to the Owner. Owner reserves the
right to require additional information before awarding the contract in order to determine
qualification for the work.
The contents of this questionnaire will be considered confidential.
This questionnaire is to be submitted with the Bid Form.
If the Owner is not satisfied with the sufficiency of the answers to the questionnaire a financial
statement may be required or they may reject the bid or require additional information.
REQUIREMENTS FOR QUALIFICATION
1. In order to be considered acceptable,the Contractor must demonstrate,to the Owner's satisfaction,
compliance with the following requirements:
A. These bidding documents allow only the use of in this rehabilitation project leak-resistant
structural cured-in-place lateral pipe lining (CIPPLL) products T-Liner as manufactured by
LMK Enterprises, Inc., connection seal and lateral liner as manufactured by BLD Services,
and Epros DrainMtH Liner as manufactured by Trelleborg, Inc. Because the City believes
these products not only meet ASTM 1216 or ASTM 2561; or both ASTM 1216 and ASTM
2561; but they can also be installed using blindshot method.
B. The Contractor must have at least three (3)years active experience in the commercial
installation of one of these CIPPLL products.
C. The Contractor must satisfy all safety, insurance, financial, and bonding requirements of the
Owner.
D. The Contractor must certify that the installation of the product will be done in accordance with
the manufacturer's recommended procedures.
QUALIFYING PROJECTS
Experience requirements shall include:
CONTRACTOR shall be licensed and certified by the manufacturer of the CIPLL Blindshot process and
have successfully completed two qualifying projects within the last three (3) years prior to the bid opening
date for the manufacturer proposed using the specific method of installation and curing proposed.*
2016 Sanitary Sewer Lateral Pipe Rehabilitation ITB
Project No.2016-6 Page 4
Installation crew(s) sent to this project must be directly supervised by a dedicated FOREMAN having
successfully completed two qualifying projects within the last three (3) years prior to the bid opening date
for the manufacturer proposed using the specific method of installation and curing proposed.
Exclusive of the foreman, installation crew(s) sent to this project must include at least 2 CREW
MEMBERS who have each successfully completed two qualifying projects within the last three (3) years
prior to the bid opening date for the manufacturer proposed using the specific method of installation and
curing proposed.
A qualifying project shall consist of:
1. The installation of at least 12 CIPPLL at least 5 feet long each using blindshot method in an
established residential or commercial subdivision with minimal impacts to the property owners use
of their sanitary sewer collection system, driveways, and street rights-of-ways.
Upon request, the Contractor must submit a letter from the manufacturer stating that the Contractor is a
licensed installer of the product, and that the manufacturer will provide on-site technical support during
the entire CIPPLL blindshot liner installation portion of the project. On-site technical support shall include
at a minimum; inspection, installation design, resin impregnation, installation of CIPPLL, curing, cool-
down, reinstatement, and inspection and testing.
*The following meet the Contactor's company experience requirements: Acquisition of a company with
relevant successful experience within three (3)years prior to the bid opening date by the Bidder; a
company in existence for less than three (3) years that meets the minimum experience requirements for
the foreman and at least 2 crew members.
QUALIFICATIONS OF BIDDER
As described in the Instructions to Bidders, bidders are required to submit this Bidders Proof of
Responsibility form as evidence that they have practical knowledge of the particular work bid upon, and
that they have the financial resources to complete the proposed work. Failure on the part of any Bidder to
carry out previous contracts satisfactorily or his lack of experience or equipment necessary for the
satisfactory and timely completion of this project may be deemed sufficient cause for disqualification of
said Bidder.
The Bidder must readily and independently document that the Bidder possesses the experience,
available personnel, equipment and financial resources for a timely and professional completion of this
project. The Bidder shall submit, on the forms provided, the requested information that will assist the
Owner in determining whether the Bidder is adequately prepared to fulfill the Contract.
Evaluation of Contractor Questionnaires is separated into two (2) sections as follows:
1.0 CIPPLL Work
a. This work is defined as the lining of the lateral pipe.
2.0 Site Work
(a) This work is defined as all work not related to actual lining of the lateral pipe. This
includes work related to traditional street and utility construction projects including
but not limited to open cut excavations, boulevard restoration, bituminous and
concrete paving and traffic control within an established subdivision.
If the Bidder by themselves will complete all of the work included in section 1.0 and 2.0 listed above, then
the Bidder shall complete and submit only Section 1.0 of the Contractor Questionnaire. If the Bidder will
use a subcontractor for either the CIPPLL work or some or all of the Site Work, then the Bidder and
subcontractor shall complete and submit Sections 1.0 and 2.0 of the Contractor Questionnaire. This
format of evaluation is necessary to protect the Owner from poor cooperation among potential members
of the Contractor team. Poor cooperation results in unnecessary production issues that affect both
property owners in the project area and the Owner.
Bidders are required to submit evidence that they have practical knowledge of the particular work bid
upon and that they have the financial resources to complete the proposed work. Failure on the part of
2016 Sanitary Sewer Lateral Pipe Rehabilitation ITB
Project No.2016-6 Page 5
any Bidder to carry out previous contracts satisfactorily, or his lack of experience or equipment necessary
for the satisfactory and timely completion of this project, may be deemed sufficient cause for
disqualification of said Bidder.
A Bidder will not be considered as a qualified contractor for this project unless the Bidder receives a
rating of at least 10 points, as determined by the Owner, using the following system for assigning or
deducting points:
1.0 CIPP Work
Contracting company experience completing 2 qualifying projects
within the last three years prior to the bid opening date to the 5 points
satisfaction of the Owner.
➢ For each additional qualifying project completed by the
Contracting company within the last 3 years prior to the 1 point each
bid opening date to the satisfaction of the Owner
Experience of the foreman assigned to this project completely
supervising 2 qualifying projects within the last three years prior 5 points
to the bid opening date to the satisfaction of the Owner
➢ For each additional qualifying project completely
supervised by the foreman assigned to this project within 1 point each
the last three years prior to the bid opening date to the
satisfaction of the Owner
Experience for at least 2 crew members assigned to this project
participating in the completion of 2 qualifying projects within the 5 points
last 3 years prior to the bid opening date to the satisfaction of the
Owner.
For each additional qualifying project the at least 2 crew
members assigned to this project participated in 1 point each
completing within the last three years prior to the bid
opening date to the satisfaction of the Owner.
History of initiating change orders (not at the owner's request) Deduct 2 points
that total more than 5% of the original bid within the last five for each confirmed
ears project
History of complaints regarding completion deadlines or the Deduct 2 points
quality of the work of projects within the last five years for each confirmed
project
2.0 Site Work
Experience in street reconstruction/utility projects entailing 0 points for three (3)or
aspects of open cut excavations, installations of temporary sewer more projects
bypass systems, paving operations, restoration and traffic control Deduct 2 points for each
similar in scope to this project within the last three years project less than three
3
Experience of the assigned job superintendent in supervising 0 points for three (3)or
street reconstruction/utility projects entailing aspects of open cut more projects
excavations, installations of temporary sewer bypass systems, Deduct 2 points for each
paving operations, restoration and traffic control similar in scope project less than three
to this project within the last three years 3
History of initiating change orders (not at the owner's request) Deduct 2 points
that total more than 5% of the original bid within the last three for each confirmed
ears project
History of complaints regarding completion deadlines or the Deduct 2 points
quality of the work of projects within the last three years for each confirmed
project
The Owner may give partial credit for points or deducts depending upon the nature of
the projects.
The object of the request for the Bidder's qualifications is to make it possible for the Owner to have exact
information of the financial ability, equipment and personnel available and past performance and
experience of the Bidder, in order to reduce the hazards involved in awarding a Contract to a party
2016 Sanitary Sewer Lateral Pipe Rehabilitation ITB
Project No.2016-6 Page 6
apparently not qualified to perform it, and to select only those Bidders qualified to properly complete the
work.
The Owner reserves the right to reject any Proposal where an investigation of the available evidence or
information does not satisfy the Owner that the Bidder is qualified to carry out the terms of the Contract.
False information by the bidder shall also be cause for rejecting bids. The Owner's decision as to
qualifications of the Bidder shall be final.
The Owner has limited financial resources to commit to the project. Accordingly, the project must be
accomplished with a minimum of interruption, on time and without cost overruns. The Owner believes
that only a contractor with good experience in installing CIPPLL via blindshot method is necessary for a
successful project. Therefore, the Owner will take into consideration the quality and experience of each
Bidder.
The Owner will award a contract to the Bidder whose bid price, quality and experience best conform to
the overall interests of the Owner. The Owner will consider the long-term value of the Contractor's
previous construction experience. The Contractor's adaptability on previous contracts and suitability to
the bid the contract will be considered in determining a contract award.
BEGIN BIDDERS PROOF OF RESPONSIBILITY FORM
CONTRACTOR QUESTIONNAIRE
1.0 CIPPLL Work
1.1 BIDDER GENERAL INFORMATION
1.1.1. Name of Bidder:
State Type of Contractor:
1.1.2. Bidder's Address:
1.1.3. When Organized:
1.1.4. Where Incorporated:
1.1.5 How many years have you been engaged in the contracting business under the present name?
1.1.6 Contracts on hand (attach a list of present contracts, including the nature of the work, a schedule
as to estimated completion date, and gross amount of each contract).
1.1.7 General character of the work performed by your firm:
1.1.8. Have you ever failed to complete any work awarded to you?
Yes No If yes, attach a statement explaining where and why.
1.1.9. Have you ever defaulted on a contract?
Yes No If yes, attach a statement explaining where and why.
1.1.10. Attach a list of the more important contracts completed by your firm, including the kind of work
and approximate cost.
1.1.11. Attach a list of the major equipment that you have available.
2016 Sanitary Sewer Lateral Pipe Rehabilitation ITB
Project No.2016-6 Page 7
1.2 QUALIFYING PROJECTS
1.2.1. Qualifying Project Experience Within Last Three Years:
a.) Project Name
b.) Brief Description of Work
c.) Number of Laterals Receiving a CIPPLL at least 5 feet long in Project Using Blindshot Method
d.) Date of Contract
e.) Owner
f.) Owner's Representative
g.) Title Phone
h.) Name of General/ Prime Contractor for Project
i.) General Contractor's Project Superintendent
Phone
j.) Your Jobsite Foreman
k.) Original Contract Amount(your contract only) $
I.) Final Contract Amount$
m.) If Change Orders were issued were they requested by the Contractor or Owner? (circle one)
n.) Amount of the Change Orders requested by the Contractor for this project? $
o.) Original Completion Date for project
p.) Actual Date that all work including any punch list items were finished
q.) Contract Time Extensions Issued
r.) Reason Contract was extended
s.) List Complaints involving Quality of Work or Completion Deadlines:
(Include above information for other qualifying projects in the last three (3) years that you want
considered in evaluation in the same format provided and attach to your submittal.)
1.2.2. Credit available. Furnish written evidence, preferably from banks.
1.2.3. Submit a signed statement from the contractor's bonding company, establishing the bonding
capacity for the firm.
2016 Sanitary Sewer Lateral Pipe Rehabilitation ITB
Project No.2016-6 Page 8
1.3 QUALIFYING FOREMAN
1.3.1 Qualifying Foreman Experience:
Name of Foreman proposed for this project
List the following information regarding qualifying projects that the above named foreman managed within
the last three (3) years:
a.) Project Name
b.) Brief Description of Project
c.) Number of Laterals Receiving a CIPPLL at least 5 feet long in Project Using Blindshot Method
d.) Contract Amount$
e.) Original Contract Completion Date
f.) Was project completed by the above date? (yes/ no, reason)
g.) Owner
h.) Owner Representative
i.) Title Phone
(Include above information for other qualifying projects in last three (3) years managed by the above
foreman that you want considered in evaluation in the same format provided and attach to your
submittal.)
1.4 QUALIFYING 2 CREW MEMBERS
1.4.1 Qualifying 2 Crew Members Experience:
Name of Project 2 crew members proposed for this project
List the following information regarding qualifying projects that the above named 2 crew members
participated in completing within the last three (3) years:
a.) Project Name
b.) Brief Description of Project
c.) Number of Laterals Receiving a CIPPLL at least 5 feet long in Project Using Blindshot Method
d.) Contract Amount$
e.) Original Contract Completion Date
f.) Was project completed by the above date? (yes/ no, reason)
2016 Sanitary Sewer Lateral Pipe Rehabilitation ITB
Project No.2016-6 Page 9
g.) Owner
h.) Owner Representative
i.) Title Phone
(Include above information for other qualifying projects in last three (3) years completed by the above 2
crew members that you want considered in evaluation in the same format provided and attach to your
submittal.)
2.0 Site Work
2.1 BIDDER GENERAL INFORMATION
1.1.1. Name of Bidder:
State Type of Contractor:
2.1.2 Bidder's Address:
2.1.3 When Organized:
2.1.4 Where Incorporated:
2.1.5 How many years have you been engaged in the contracting business under the present name?
2.1.6 Contracts on hand (attach a list of present contracts, including the nature of the work, a schedule as
to estimated completion date, and gross amount of each contract).
2.1.7 General character of the work performed by your firm:
2.1.8. Have you ever failed to complete any work awarded to you?
Yes No If yes, attach a statement explaining where and why.
2.1.9. Have you ever defaulted on a contract?
Yes No If yes, attach a statement explaining where and why.
2.1.10. Attach a list of the more important contracts completed by your firm, including the kind of work
and approximate cost.
2.1.11. Attach a list of the major equipment that you have available and the hourly rates for each piece
(list whether equipment prices are with or without operator).
2.2 QUALIFYING PROJECTS
2.2.1 Experience requirements shall include:
The Contractor's company, project superintendent and job site foreman must all have successful
construction experience on three qualifying projects within the last five years prior to the bid
opening date.* A qualifying project is an urban residential reconstruction/utility project with a
minimum Engineer's Estimate of$400,000.
*The following meet the Contactor's company experience requirements: Acquisition of a
company with relevant successful experience within five (5) years prior to the bid opening date by
the Bidder; a company in existence for less than five (5) years that meets the minimum
experience requirements for the project superintendent and job site foreman.
2016 Sanitary Sewer Lateral Pipe Rehabilitation ITB
Project No.2016-6 Page 10
2.2.2. Qualifying Prosect Experience Within Last Five Years:
a.) Project Name
b.) Brief Description of Work(List if Project included Open Cut Excavations, Installations of Temporary
Sewer Bypass Systems, Paving Operations, Restorations and Traffic Control)
c.) Date of Contract
d.) Owner
e.) Owner's Representative
f.) Title Phone
g.) Name of General/ Prime Contractor for Project
h.) General Contractor's Project Superintendent
Phone
i.) Your Jobsite Foreman
j.) Original Contract Amount(your contract only) $
k.) Final Contract Amount$
I.) If Change Orders were issued were they requested by the Contractor or Owner? (circle one)
m.) Amount of the Change Orders requested by the Contractor for this project? $
n.) Original Completion Date for project
o.) Actual Date that all work including any punch list items were finished
p.) Contract Time Extensions Issued
q.) Reason Contract was extended
r.) List Complaints involving Quality of Work or Completion Deadlines:
(Include above information for at least two (2)other qualifying projects in the last five (5) years that you
want considered in evaluations in the same format provided and attach to your submittal.)
2.2.3. Credit available. Furnish written evidence, preferably from banks.
2.2.4. Submit a signed statement from the contractor's bonding company, establishing the bonding
capacity for the firm.
2.3 QUALIFYING PROJECT SUPERVISOR
2.3.1 Qualifying Prosect Supervisor Experience:
Name of Project Supervisor proposed for this project
2016 Sanitary Sewer Lateral Pipe Rehabilitation ITB
Project No.2016-6 Page 11
List the following information regarding qualifying projects that the above named supervisor managed
within the last five (5) years:
a.) Project Name
b.) Brief Description of Work(List if Supervision included Open Cut Excavations, Installations of
Temporary Sewer Bypass Systems, Paving Operations, Restorations and Traffic Control)
c.) Contract Amount$
d.) Original Contract Completion Date
e.) Was project completed by the above date? (yes/ no, reason)
f.) Owner
g.) Owner Representative
h.) Title Phone
(Include above information for at least two (2)other qualifying projects in last five (5)years managed by
the above supervisor that you want considered in evaluation in the same format provided and attach to
your submittal.)
2.4 COORDINATION
2.4.1 Describe the methods, communications and procedures proposed that will ensure cooperation
between the CIPPLL contractor and the site work contractor to ensure that this project's required
coordination results in a project that is completed on-time and within budget.
Certified as true and correct this day of 2016.
(Company Name)
(Authorized Signature)
(Title)
(Signer's Printed Name)
END BIDDERS PROOF OF RESPONSIBILITY FORM
Submit Bidders Proof of Responsibility with your proposal form.
2016 Sanitary Sewer Lateral Pipe Rehabilitation ITB
Project No.2016-6 Page 12
SEH EXI
CITY OF SHAKOPEE,MN
2016 SANITARY SEWER LATERAL PIPE REHABILITATION PROGRAM
SCORING BIDDERS PROOF OF RESPONSIBILITY FORMS
CITY PROJECT NO.2016-6
SEH NO.SHAKO 136671
Date:06/27/16
Revised Date:6/29/16
P:\PT\S\Shako\136671\6-const-contract\Award Recommendation\20160629 REV Bid Scori nq.xlsxl Bidders 1 2 3
Bidder
BLD Services LLC Performance Pipelining Inc Ni
TOTAL BID $524,980.00 $549,640.00
CIPPLL Product to be Installed Meets this 2561
ASTM Standard 1216 X
1216 and 2561 X
Name of CIPPLL Product to be Installed BLD Connection Seal+Lateral Liner LMK T-Liner
REQUIREMENTS FOR QUALIFICATION
Paragraph No. Meth Comment Meth Comment Y orCo(Y ormment
1.A-These bidding documents allow only the use of in this rehabilitation
proiect leak-resistant structural cured-in-place lateral pipe lining(CIPPLL)
products T-Liner as manufactured by LMK Enterprises.Inc..connection
seal and lateral liner as manufactured by BLD Services,and Epros See'Name of CIPPLL Product to See'Name of CIPPLL Product to
DrainMtH Liner as manufactured by Trelleborg,Inc.Because the City Y be Installed'above Y be Installed'above Y
believes these products not only meet ASTM 1216 or ASTM 2561;or both
ASTM 1216 and ASTM 2561;but they can also be installed using blindshot
method.
1.13-The Contractor must have at least three(3)years active experience in See Qualifications of Bidders See Qualifications of Bidders
the commercial installation of one of these CIPPLL products. Y Section 1.0 CIPPLL Work N Section 1.0 CIPPLL Work Y
1.0-The Contractor must satisfy all safety,insurance,financial,and Y Y Y
bonding requirements of the Owner.
1.D-The Contractor must certify that the installation of the product will be
done in accordance with the manufacturer's recommended procedures. N No letter provided N No letter provided N
QUALIFYING PROJECTS(1)(2)
QUALIFICATIONS OF BIDDER(2)
Section No.1.0 CIPPLL Work Points Comment Points Comment Point:
Three detailed projects were
submitted,all having good reviews
using the blindshot method from
the contracting agency All referenced projects submitted
Contracting company experience completing 2 qualifying projects within the representative.Project#1 Louisville do not appear to be qualifying as
last three years prior to the bid opening date to the satisfaction of the 5 FY 16 Sewer Rehab,Projects#2= 0 they utilize cleanouts rather than 5
Owner. Mishawaka,In and Project#3-
Greenwood,In meet the required blindshot method.
size and number of services,
lengths,etc.and all utilzied the
blind shot method.
The spreadsheet attached to their
submittal which has an extensive
listing of projects(2009-2016)but
only those that were completed
For each additional qualifying project completed by the Contracting within the last 3 years and met the
company within the last 3 years prior to the bid opening date to the 11 qualifying requirements were 0 Same comment as above 8
satisfaction of the Owner counted.They also appear to be a
subconsultant on a large number of
projects,so only those projects
whereby they were the prime
contractor were counted.
Bidder did not indicate which
foreman would be assigned to this
Experience of the foreman assigned to this project completely supervising Proposed foreman,Steve Ward, project,even though several
2 qualifying projects within the last three years prior to the bid opening date 5 was project foreman for all 3 0 foreman do have blind shot 5
to the satisfaction of the Owner projects cited above in#1. experience.Others do not.Absent
more specific information,no score
can be given.
For each additional qualifying project completely supervised by the Based on the three projects listed
foreman assigned to this project within the last three years prior to the 1 above,he would receive one extra 0 Same comment as above 1
bid opening date to the satisfaction of the Owner project point
Experience for at least 2 crew members assigned to this project Only one project reference provided
participating in the completion of 2 qualifying projects within the last 3 years 0 0 No information provided. 0
prior to the bid opening date to the satisfaction of the Owner. for crew members.
SEH
CITY OF SHAKOPEE,MN
2016 SANITARY SEWER LATERAL PIPE REHABILITATION PROGRAM
SCORING BIDDERS PROOF OF RESPONSIBILITY FORMS
CITY PROJECT NO.2016-6
SEH NO.SHAKO 136671
Date:06/27/16
Revised Date:6/29/16
P:\PT\S\Shako\136671\6-const-contract\Award Recommendation\20160629 REV Bid Scorin .xlsx Bidders 1 2 3
Bidder
Musson Brothers Inc Oijam Cnnqtnirtinn
TOTAL BID $740,840.00 $765,175.50
CIPPLL Product to be Installed Meets this 2561
ASTM Standard 1216
1216 and 2561 X X
Name of CIPPLL Product to be Installed LMK T-Liner LMK T-Liner
REQUIREMENTS FOR QUALIFICATION
Paragraph No. Y Met
tor N Comment Y Met
tor N Comment Y
1.A-These bidding documents allow only the use of in this rehabilitation
project leak-resistant structural cured-in-place lateral pipe lining(CIPPLL)
products T-Liner as manufactured by LMK Enterprises,Inc.,connection seal See'Name of CIPPLL Product to be See'Name of CIPPLL Product to be
and lateral liner as manufactured by BLD Services,and Epros DrainMtH Y Y
Liner as manufactured by Trelleborg,Inc.Because the City believes these Installed'above Installed'above
products not only meet ASTM 1216 or ASTM 2561;or both ASTM 1216 and
ASTM 2561;but they can also be installed using blindshot method.
1.13-The Contractor must have at least three(3)years active experience in See Qualifications of Bidders See Qualifications of Bidders
the commercial installation of one of these CIPPLL products. Y Section 1.0 CIPPLL Work Y Section 1.0 CIPPLL Work
1.0-The Contractor must satisfy all safety,insurance,financial,and bonding Y Y
requirements of the Owner.
1.D-The Contractor must certify that the installation of the product will be Per June 21,2016 letter.Will also
done in accordance with the manufacturer's recommended procedures. N No letter provided Y have the mfrs rep on site for the
first 50 liners
QUALIFYING PROJECTS(1)(2)
QUALIFICATIONS OF BIDDER(2)
Section No.1.0 CIPPLL Work Points Comment Points Comment P(
Projects referenced don't meet the
requirement of laterals being at
least 5 feet long while utilizing the
blind shot method.(THe 4 projects
they refer to with "no cleanouts"
Project#1-City of Racine 2015 were all involving short laterals,2
Sewer Main&Lateral Lining meets feet long).The one project
qualifications,but only 85% (Napolean,ND)that does have
Contractingcompany experience completing 2 qualifying projects within the Complete. Project#2-Claymont, longer laterals is described as using
p y p g g q y g p t 5 p t y 0 Vac-A-Tees,which is a method to
last three years prior to the bid opening date to the satisfaction of the Owner. Highland Woods,&Pennrose install a cleanout.Based on the
CIPPLL Newcastle County,DE: information provided,the contractor
meets qualifications and does not meet this requirement.
substantially complete. Their letter of June 21,2016 refers
to completed projectds totalling 302
laterals using a variety of methods,
including blind shot"but no
documentation was provided to
support this claim.
Attachment includes 43 projects,
but most do not meet the required
criteria of qualifying information:a)
project must be completed(on The addtional projects referenced
For each additional qualifying project completed by the Contracting going projects don't qualify) b)must do not describe any lining projects
company within the last 3 years prior to the bid opening date to the 3 be within 3 years so projects older 0 and appear to be regular
satisfaction of the Owner than that aren't eligible and c)they sewer/water projects.
must use blindshot method(no
methodology was provided in list of
projects). Three projects appear to
be qualified
One project was referenced with
the proposed foreman(Napolean
Experience of the foreman assigned to this project completely supervising 2 Only 1 project listed with the ND)but as discussed under the
qualifying projects within the last three years prior to the bid opening date to 0 proposed foreman's name 0 project section,it is unclear as to
the satisfaction of the Owner associated with it whether the blindshot method was
used.No other projects were
provided.
For each additional qualifying project completely supervised by the
foreman assigned to this project within the last three years prior to the bid 0 none provided 0 none provided
nneninn rlate to The catkfacfinn of the Chimer
�POL"A Consent Business 4. C. 3.
TO: Mayor and City Council
FROM: Mike Hullander, Public Works Superintendent
DATE: 07/05/2016
SUBJECT: *Approve Use of Re-purchase Agreement for Unit #132--John Deere 5085 Tractor
(E)
iiiAction Sought
Motion to authorize staff to utilize the re-purchase agreement with Ag Power Enterprises, Inc.
on unit #132, a 2014 John Deere 5085 Tractor, for the price of$6,400.00 with the funds to be
expended from the Capital Equipment Internal Service Fund.
Background
Public Works has re-purchase agreements with Ag Power Enterprises, Inc. on five JD 5085
Tractors, three JD Mowers, one JD Gator and one JD 6430 Tractor. The 5085 tractor
agreements are trade every 18 months for $4,000.00 up to 250 hours and $12.00 per every
additional hour after 250 hours. Unit#132 was purchased in 2014 and is estimated to have 450
hours of operation at the time of trade for a price of$6.400.00. Staff will be using State Bid
Contract#90702.
Recommendation
Staff recommends utilizing these re-purchase agreements.
Budget Impact
Funds to be expended from the Capital Equipment Internal Service Fund.
Relationship to Vision
E. Deliver effective and efficient public services by a staff of well-trained caring and
professional employees.
Requested Action
Move to authorize staff to utilize the re-purchase agreement with Ag Power Enterprises, Inc. on
unit#132, a 2014 John Deere 5085 Tractor, for the price of$6,400.00 with the funds to be
expended from the Capital Equipment Internal Service Fund.
Attachments
0131 Replacement Quote
JOHN DEERE
[Uh—fid"AIN
MA,ph�FAN 1A
"I
----------
ALL PURCHASE ORDERS MUST BE MADE OUT ALL PURCHASE ORDERS MUST BE SENT
TO(VENDOR): TO DELIVERING DEALER:
Deere&Company Ag Power Enterprises, Inc.
2000 John Deere Run 1051 Old Hwy 169 Blvd
Cary, NC 27513 Belle Plaine, IVIN 56011
FED CCD: 36-2382580; DUNS#: 60-7690989 952-873-2224
AgPowerAdmin@agpowerjd.com
Quote Summary
Prepared For: Delivering Dealer:
City Of Shakopee Public Works Ag Power Enterprises, Inc.
400 Gorman St Ryan Wester
Shakopee, MN 55379 1051 Old Hwy 169 Bind
Business,,952-233-3825 Belle Plaine, MN! 56011
Phone- 952-873-2224
ryanwester@agpowerjd,com
Quote ICD: 12724215
Created On: 01 February 2016
Last Modified On: 31 March 2016
Expiration Date: 30 April 2016
Equipment Summary Selling Price Qty Extended
JOHN DEERE 5085M Utility Tractor $58,033,04 X 1 $ 58,03104
(70 PTO hp) - ILV5085MKFJ744225
Contract: MN Tractors—Sub Compact Utility_90702
Price Effective Date: February 1, 2016
Equipment Total $ 58,,033.04
Trade In Summary Qty Each Extended
2013 JOHN DEERE 5085M- 1 $48„331„04 $48,:381.04
1 LV5085MHDJ643773
PayOff $ 0.00
Total Trade Allowance $48,381.04
Trade In Total $48,381.04
Includes Fees and Non-contract items Quote Summary
Equipment Total $58,033.04
Trade In $(48,381.04)
SubTotal $9,652.00
Total $9,652,00
Down Payment (0.00)
Rental Applies d (0.00)
Balance Due $ 9,652.00
Salesperson:X Accepted By X
..........
Confidential
�POL"A Consent Business 4. C. 4.
TO: Mayor and City Council
FROM: Mike Hullander, Public Works Superintendent
DATE: 07/05/2016
SUBJECT: *2016 Trail Sealcoat Project(A, E)
iii Action Sought
Move to accept the quote from Gopher State Sealcoat, Inc. for the price of$39,303.00 and
authorize staff to proceed with the 2016 Trail Sealcoat Project. Funds to be expended from the
2016 Park Maintenance Budget.
Background
Staff is recommending to Sealcoat approximately 40,000 square yards of bituminous trail in
and along various streets and parks, see attached map. Staff sent out bid requests to six
contractors and only received one quote. Staff is recommending accepting the quote from
Gopher State Sealcoat, Inc. for the price of$39,303.00. Staff budgeted $50,000.00 for trail and
court resurfacing in the 2016 Park Maintenance Budget.
Recommendation
Staff recommends accepting the quote and authorizing the project.
Budget Impact
Funding has been budgeted in the 2016 Park Maintenance Budget.
Relationship to Vision
A. Keep Shakopee a safe and healthy community where residents can pursue active and
quality lifestyles.
E. Deliver effective and efficient public services by a staff of well-trained caring and
professional employees.
Requested Action
Move to accept the quote from Gopher State Sealcoat, Inc. for the price of$39,303.00 and
authorize staff to proceed with the 2016 Trail Sealcoat Project. Funds to be expended from the
2016 Park Maintenance Budget.
Attachments
Trail Sealcoat 2016
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2016 Trail Sea[ Coat P'lan
Estimate 39,700-SY
(3.5 Miles,"113.5%,of the CAy 5Z3 MOe Trait System)
WORK AREA .Lv'* 191P;N-410Mrrrrrrr
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12519 Rhode Island avenue South
wo
Savage, Minnesota 55378
Phone: 952,931.9188 Proposal
Fax: 952.931.0956
,Gopher tateSealcoat.com
p at'' To JE InsUllaboa she
James A. Henderson walkways
City of Shakopee various locations, per maps provided
4001 Norman Street Shakopee
Shakopee, MN 55379
Account# Quote# Quote Crate Valid Thru Terms Estimator
5233 22882 06127/2016 07/27/2016 NET10 Randy
Work# Fax# Mobile# Email Address
952-233-9366 952-233-3807 jhenderson@shakopeeMN.gov
Description Total Price
Asphalt Emulsion Sealcoat and Crack Seal--approximately 39,700 sy: $39,303.00
Clean out cracks.
Seal cracks with MnDOT spec#3723 hot pour rubberized crackfiller.
Touch up old cracks.
Power clean asphalt.surface.
Prime bad oil spots as necessary.
With a.squeegee machine,apply one coat.MicroPave Supreme,a 3%polymer-modified asphalt emulsion sealer,
containing 2-44 pounds of silica sand per gallon.
With a spray machine„ apply one coat MicroPave Supreme„ a 3%polymer-modified asphalt emulsion sealer„
containing 2-4 pounds of silica sand per gallon.
Please note vehicles must be cleared and sprinklers turned off for24 hours.
Quote Total
$39,303.00
We propose to furnish material and labor,complete in accordance with the above specifications,for the sum and terms outlined above. All material is
guaranteed to be as specified'. All work is to be completed in a workmanlike manner according to standard practices, Any alteration or deviation from
specifications invoiving extra costs will be executed upon written orders,and will become an extra charge over and above the estimate. Aid agreements
are contingent upon strikes,accidents or delays beyond our control'. Property owner is responsible for all permits and fees.
PRC?PC1S/ t �1kTE B � �
Autrized Signature Print Name Date
ACC TANCE OF PROPOSAL: The above prices, specifications and conditions are satisfactory and hereby accepted.
You are authorized to complete this contract as specified. Payment will be made as outlined.
Authorized Signature Print Name Date
�00"A Consent Business 4. C. 5.
TO: Mayor and City Council
FROM: Mike Hullander, Public Works Superintendent
DATE: 07/05/2016
SUBJECT: *2016 Trail Reconstruction (A,E)
iii Action Sought
Move to accept the low quote and authorize staff to contract with Northwest Asphalt, Inc. for
the 2016 Trail Reconstruction Project for the price of$65,296.90. The funding for this project
to be expended from the Internal Service Park Asset Fund.
Background
Public Works staff included a budget estimate of$60,000.00 in the 2016 Internal Service Park
Asset Fund for park trail bituminous pavement reconstruction. The 2016 project includes the
trails along the Upper Valley Drainage Way from CSAH 79 to Vierling Dr., Mint CR. to
Lupine Ct. and the trails in Meadows Park (See attached map). Staff is recommending
alternative number 2 to remove the existing trail, add needed class 5 material, and re-pave the
trail to City Standards (8 foot). The pedestrian ramps will also be reconstructed to current ADA
standards. Five requests for quotes were sent out with two quotes received for this project as
follows: Bituminous Roadways, Inc. - $114,141.20 and Northwest Asphalt, Inc. - $65,296.90.
Recommendation
Staff recommends approval of 2016 Trail Reconstruction Project.
Budget Impact
Funding is to be expended from the Internal Service Park Asset Fund.
Relationship to Vision
A. Keep Shakopee a safe and healthy community where residents can pursue active and
quality lifestyles.
E. Deliver effective and efficient public services by a staff of well-trained caring and
professional employees.
Requested Action
Move to accept the low quote and authorize staff to contract with Northwest Asphalt, Inc. for
the 2016 Trail Reconstruction Project for the price of$65,296.90. The funding for this project
to be expended from the Internal Service Park Asset Fund.
Attachments
2016 Trail Reconstruction
2016 trail reconstruction map
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Alt. # 1 RECLAIM & REPAVE
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ITEM U`TT Q'FY PER-UNITTCS"IAL Notes
COST
I Mobilization US 1
2 Reclaim.Bituminous SY 1495 .�
3 Class V TON 50
4 Dirt work/Widening trait SY 500
wSay,a
6 Pave 2.5" (SI'WEA240B) SY 3066
'71"90
Concrete Ped-Ramps 6'" SF 4911
Concrete Io, "
8 Truckated Domes 2'X 2" EA 21 r
4�a q
Restoration I, 1
(topso 1,seed,mulch-as needed) � .~a.e' o e
"Coral
Alt. # 2 REMOVE & REPAVE
ITEM UNIT QTY
I. Mobilization L.S 1 140,Dal Z-100.
ou
2 Remove Bituminous SY 1495C3LIZ ell¢".'w
3 Class V "'I"C7N 250
4 Dirt work/Widening trail SY 500
6 Pave 2.5" (SPWEA240B) SY 3066 71
7 Concrete Ped-Ramps 6" SF 490
Concrete lofSSS co
8Truckated Domes 2" 2' EA 21
, a ,3
i
Restoration
(tnlrosnil,seed,mulch-as needed) LS
1 7 r} y , cc>
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ary
t
Bitummous
1520 Commerce Drive, Mendota Heights,MN 55120
1 �
Phone 651-686-7001 Fax 651-687-9857
Visk us at%%wbitmadscorn
To, CITY OF SHAKOPEE contact: JIM HENDERSON
Address, 400 GORMAN STREET Phone: (952)233-9556
SHAKOPEE, MN 55379 Fant (952)233-3807
Project Name, SHAKOPEE TRAM RECON Bid Number"
Project Location, Bid Date: 6/29/2013.6
Line# Item# Item Description Estimated Quantity unit Unit Price Total Pace
ALT#1-RECLAIM&REPAVE
1 2021.. MOBILIZATION 1.00 LS $7,493.00 $7,493,0107
501/00010
2 2333. RECLAIM BITUMINOUS 2,419.00 SY $2.20 $5,321.801
604/007060
3 2213 AGGREGATE BASE CLASS 5 50.00 TON $16.50 $825,00
501/00050
4 21.05, DIRT WORK/WIDEN TRAIL 500.00 SY $22.501 $11,250.00
501/00010
6 23601. TYPE SP 9.5 WEARING COURSE MIXTURE 3,0766.00 SY $9,841 $30,046,80
501/12200 (2,B),2.5-
7 21010. CONCRETE PED-RAMP 6"CONCRETE 490,4341 SE $10.50 $5,1.45.0107
601/00008
8 2531. TRUNCATED DOMES 21,00 EACH $57.00 $1,197.010
618/000101
9 2575. RESTORATION(TOPSOIL, SEED, MULCH-AS 1.00 LS $42,338.0741 $42,338.010
501/00010 NEEED
Total Price for above ALT#1•RECLAIM &REPAVE Items, $103,616.60
ALT#2-REMOVE&REPAVE
1 2021.. MOBILIZATION 1.007 LS $7,493.00 $7,493,010
503/000107
2 2331, REMOVE BITUMINOUS PAVEMENT 2„419.00 SY $5.64.9 $13,546,40
604/00060
3 2211, AGGREGATE BASE CLASS 5 2507.003 TON $16.50 $4,125.00
501/00050
4 21.05, DIRT WORKIWIDEN"TRAIL 5001.00 SY $207.50 $1.0,250.00
501/00010
6 2360. TYPE SP 9.5 WEARING COURSE MIXTURE 3,0966,0107 SY $9.80 $301,0146.801
5071/122030 (2,B),2.5-
7 21090, CONCRETE PED-RAMP 6 CONCRETE 490.0101 SE $107.501 $5,145.4101
601/00008
8 2531, TRUNCATED DOMES 21.00 EACH $57.0703 $1„197,070
618/00010
9 2575, RESTORATION(TOPSOIL,SEED,MULCH-AS 1.00 L $42,338.001 $42,338.00
501/00010 NEEED
Total Price for above ALT#2-REMOVE&REPAVE Items. $114,141~.20
6/24/2:0116 12:43:32 PM Page 1 of 2
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�00"A Consent Business 4. D. 1.
SI'LAM,)11",J'
TO: Mayor and City Council
FROM: Jennifer Gabbard, Human Resources Manager
DATE: 07/05/2016
SUBJECT: *Change Code for 30.08 Criminal History Background Checks, Ord. No. 937 (E)
iii Action Sought
To approve a change of City Code No. 30.08 - Criminal History Background Checks.
Background
The City currently may complete a pre-employment background check on candidates seeking
employment with the City of Shakopee. Per Personnel Handbook, this may include a criminal
record check, and a credit check depending on the job duties of the position being filled.
City Code Section 30.08 Criminal History Background Checks states that only the Police
Department is authorized to conduct criminal history background investigations for volunteer
positions, and only on applicants for employment who are selected for interviews or receive
conditional offers of employment.
The Police Department supports a third party vendor to conduct criminal history background
checks, as this would allow their officers additional time to do other duties including protecting
and serving the residents of the City of Shakopee.
We are seeking to change 30.08 to allow for an authorized third party vendor to also complete
criminal history background check investigations. Our preferred vendor is Verified
Credentials, which is a company located in Lakeville, MN. Verified Credentials was also
recommended by the League of Minnesota Cities.
If adopted, the revisions to City Code Section 30.08 (1) and (2) would allow the Police
Department and/or a Human Resources authorized vendor to be authorized to conduct criminal
history background investigations.
Recommendation
In conjunction, and with the approval of, the Shakopee Police Department,the Human Resources Department is
asking that Council amend City Code Section No. 30.08 to also allow a third party vendor to
complete criminal history background checks for the City of Shakopee.
Budget Impact
This action is expected to cost approximately $2,500, but would be offset by the increased
efficiencies in the Police Department.
Relationship to Vision
This agenda item relates to Goal E: Deliver effective and efficient public services by a staff of
well-trained, caring and professional employees.
Requested Action
Adopt ordinance 937, amending the City's Code No. 30.08 - Criminal History Background
Checks.
Attachments
Ord. 937
ORDINANCE NO. 937
AN ORDINANCE OF THE CITY OF SHAKOPEE AMENDING SECTION 30.08 OF
THE CITY CODE RELATING TO
CRIMINAL HISTORY BACKGROUND CHECKS
THE CITY COUNCIL OF THE CITY OF SHAKOPEE, MINNESOTA,DOES ORDAINS:
Section 1. City Code Chapter 30, General Provisions, Section 30.08 Criminal History Background Checks,
Subd. A. Criminal background checks authorized is hereby amended by adding the language which is
underlined.
(A) Criminal history background checks authorized.
(1) The Police Department and/or a Human Resources authorized vendor is authorized to
conduct a criminal history background investigation on applicants for paid and volunteer positions with the
city, as provided by this section. For paid employment positions, this section applies only to those applicants
who are selected for interviews or receive conditional offers of employment.
(2) The Police Department and/or a Human Resources authorized vendor may not perform a
background investigation unless the applicant consents in writing to the investigation and to the release of the
investigation information to the City Administrator and other city staff as is appropriate.
Section 2. Effective Date. This ordinance becomes effective from and after its passage and publication.
Adopted in regular session of the City Council of the City of Shakopee,Minnesota held the 5th day of
July,2016.
Mayor
ATTEST:
City Clerk
1
PWA Consent Business 4. F. 1.
TO: Mayor and City Council
FROM: Darin Nelson, Finance Director
DATE: 07/05/2016
SUBJECT: *City Bill List(F)
,,,
Action Sought
Attached is the most recent monthly Financial Report for the General Fund. This reports reflect
the expenditures as recorded for 2016 activity. The following transactions are notable for this
reporting cycle:
• Several contractors have submitted payment requests for the City Hall Project:
• Automated Logic Contracting Services, $2,707.50
• Electrical Production Services, Inc $14,736.87
• General Sprinkler Corp. $3,990.00,
• Hollenback & Nelson, Inc $8,550.
• S & J Glass, Inc $11,875.00
• S M Hentges & Sons, Inc $140,600.00
• Twin City Acustics, Inc $1,710.00
• Wasche Commercial Finishers, Inc $1,040.91
•Rachel Contracting Inc submitted pay voucher #2 for the Quarry Park Phase 1 Site
Development Project, $206,648.94.
• Scott County has requested payment for the city's portion of the cooperative agreement,
CH 16-31/Eagle Creek Blvd., $1,025,567.17
Included in the check list are various refunds, returns, and pass through.
Action Requested
Move to approve the bills and electronic transfers in the amount of$1,896,045.69, payroll
transfers in the amount of$547,702.30 for a total of$2,443,747.99.
Attachments
Bill List
Monthly Financial Report
Check Register
Check Summary
Funds transferred electronically June 22, 2016 to July 5, 2016
PAYROLL $ 312,448.80
FIT/FICA $ 93,597.01
STATE INCOME TAX $ 18,765.40
PERA $ 81,840.82
HEALTH CARE SAVINGS $ 11,490.17
HEALTH SAVINGS ACCT $ 6,520.78
NATIONWIDE DEF COMP $ 13,691.75
ICMA DEFERRED COMP $ 1,904.02
MSRS $ 3,048.36
FSA $ 4,250.96
MN WAGE LEVY $ 144.23
Total $ 547,702.30
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PWA Consent Business 4. F. 2.
TO: Mayor and City Council
FROM: Lori Hensen, City Clerk
DATE: 07/05/2016
SUBJECT: *Monetary Limits on Tort Liability for LMC Insurance Trust (F)
iiiAction Sought
A determination that the city will not waive the monetary limits on tort liability coverage for
the upcoming League of Minnesota Cities Insurance Trust (LMCIT) property and liability
insurance renewal.
Background
Each year when the city renews its property and liability insurance, the League of MN Cities
Insurance Trust asks whether the city wishes to waive the monetary limits on tort liability
established by state law. While this is a routine action, the League specifically requires council
action. The city's past practice has been not to waive the limits which is also staff s
recommendation for the upcoming year as well.
Assuming the council does not waive the limit, there would be a liability limit of$500,000 for
a single claimant and a $1,500,000 for all claimants for a single occurrence.
Budget Impact
If the council chooses not to waive coverage, there is no financial impact. However, if it does
waive coverage limits, there would be an additional (undetermined) cost for increased
insurance premiums.
Requested Action
Council is asked to elect not to waive the monetary limits on tort liability, as established by
Minnesota Statute 466.04.
Attachments
Tort Liability Form
IG2UECONNECTING &INNOVATING
MINNESOTA SINCE 1913
CITIES
LIABILITY COVERAGE - WAIVER FORM
LMCIT members purchasing coverage must complete and return this form to LMCIT before the effective date of
the coverage. Please return the completed form to your underwriter or email to pstech@lmc.org
This decision must be made by the member's governing body every year. You may also wish to discuss these issues with
your attorney.
League of Minnesota Cities Insurance Trust(LMCIT)members that obtain liability coverage from LMCIT must decide
whether to waive the statutory tort liability limits to the extent of the coverage purchased. The decision has the following
effects:
If the member does not waive the statutory tort limits, an individual claimant would be able to recover no more than
$500,000 on any claim to which the statutory tort limits apply. The total all claimants would be able to recover for a
single occurrence to which the statutory tort limits apply would be limited to$1,500,000. These statutory tort limits
apply regardless of whether the city purchases the optional excess liability coverage.
If the member waives the statutory tort limits and does not purchase excess liability coverage, a single claimant could
potentially recover up to$2,000,000 for a single occurrence. (Under this option, the tort cap liability limits are waived to
the extent of the member's liability coverage limits, and the LMCIT per occurrence limit is$2 million.)The total all
claimants would be able to recover for a single occurrence to which the statutory tort limits apply would also be limited
to$2,000,000, regardless of the number of claimants.
If the member waives the statutory tort limits and purchases excess liability coverage, a single claimant could
potentially recover an amount up to the limit of the coverage purchased. The total all claimants would be able to
recover for a single occurrence to which the statutory tort limits apply would also be limited to the amount of coverage
purchased, regardless of the number of claimants.
Claims to which the statutory municipal tort limits do not apply are not affected by this decision.
LMCIT Member Name
Check one:
❑ The member DOES NOT WAIVE the monetary limits on municipal tort liability established by Minnesota Statutes,
Section 466.04.
The member WAIVES the monetary limits on municipal tort liability established by Minnesota Statutes, Section
466.04 to the extent of the limits of the liability coverage obtained from LMCIT.
Date of city council/governing body meeting
Signature Position
145 UNIVERSITY AVE. WEST PHONE:(651)281-1200 FAX:(651)281-1299
ST. PAUL, MN 55103-2044 TOLL FREE:(800)925-1122 WEB:WWW.LMC.oRc
PWA Consent Business 4. F. 3.
TO: Mayor and City Council
FROM: Lori Hensen, City Clerk
DATE: 07/05/2016
SUBJECT: *Temporary Liquor License - Parish of St. Joachim & Anne
iiiAction Sought
Authorize the issuance of a temporary liquor license for the Julifest being held by the Parish of
St. Joachim & Anne
Background
The Parish of St. Joachim & Anne have made application for a temporary on-sale liquor license
for July 29 through July 31, 2016 for their annual Julifest to be held on parish grounds between
Atwood Street and Scott Street.
The application is in order. I have been in contact with the Police Chief regarding the
application and he has no issues with the approval of the license.
Relationship to Vision
Goal F: Housekeeping
Requested Action
Move to approve the application and grant a temporary on-sale liquor license to the Parish of
St. Joachim & Anne, 2700 17th Avenue East, for July 29 through July 31, 2016
PWA Consent Business 4. F. 4.
TO: Mayor and City Council
FROM: William H. Reynolds, City Administrator
DATE: 07/05/2016
SUBJECT: *Response to SMSC Fee to Trust Application - Tollefson Parcel (D,F)
iiiAction Sought
Authorize the mayor to sign the attached letter regarding the Shakopee Mdewakanton Sioux
Community's (SMSC) application to move the identified parcel into trust status.
Background
On June 9, 2016 the city received notice from the Bureau of Indian Affairs that the SMSC has
requested to have real property currently in fee transferred to trust status with the Unites States
of America. The parcel is identified by Scott County Tax Parcel# 279140170, and is known
as the Tollefson Parcel. The attached parcel map identifies the parcel.
The parcel is currently mostly prairie, containing a portion of CSAH 21, Scott County's Eagle
Creek Transit Center, and a storm water pond.
Recommendation
Approval.
Requested Action
Authorization for the mayor to sign the attached response on behalf of the City of Shakopee
regarding the SMSC's application to move the identified parcel into trust status.
Attachments
Tollefson Fee to Trust Notice
Parcel Map
City Response to BIA
�MErIT o� pyF
United States Department of the Interior,
HBUREAU OF INDIAN AFFAIRS
a
Midwest Regional Office
5600 West American Boulevard,Suite 500
M,gAC14 3 Bloomington,Minnesota 55437
IN REPLY REFER TO: B t� _
Division of Fee to Trust JUN 9 2016
Tollefson
NOTICE OF(NON-GAMING)
LAND ACQUISITION APPLICATION
Pursuant to the Code of Federal Regulations, Title 25, INDIANS, Part 151.10, notice is
given of the application filed by the Shakopee Mdewakanton Sioux Community to have
real property accepted "in trust" for said applicant by the United States of America. The
determination whether to acquire this property "in trust" will be made in the exercise of
discretionary authority which is vested in the Secretary of the Interior, or his authorized
representative, U.S. Department of Interior. To assist us in the exercise of that
discretion, we invite your comments on the proposed acquisition. In order for the
Secretary to assess the impact of the removal of the subject property from the tax rolls,
and if applicable to your organization, we also request that you provide the following
information:
1) If known, the annual amount of property taxes currently levied on
the subject property allocated to your organization;
2) Any special assessments, and amounts thereof, that are currently
assessed against the property in support of your organization;
3) Any governmental services that are currently provided to the
property by your organization; and
4) If subject to zoning, how the intended use is consistent or
inconsistent with the zoning.
We provide the following information regarding this application: h
i
Applicant
Shakopee Mdewakanton Sioux Community
Legal Land Description/Site Location:
That part of the Southwest Quarter of Section 14, Township 115, Range
22, Scott County, Minnesota, lying southerly of the center line of County
Road No. 16, also known as Eagle Creek Boulevard, EXCEPT the
following described parcel:
i
Commencing at the southeast corner of said Southwest Quarter of Section
14; thence North 0 degrees 18 minutes 13 seconds East, assumed
bearing, along the east line of said Southwest Quarter, a distance of
1198.75 feet to the point of beginning of the land to be described; thence
North 89 degrees 41 minutes 47 seconds West 314.88 feet; thence
southwesterly 176.44 feet, along a tangential curve, concave to the
southeast, having a radius of 400.00 feet, and a central angle of 25
degrees 16 minutes 23 seconds; thence North 31 degrees 36 minutes 25
seconds West, not tangent to the last described curve 118.74 feet; thence
South 74 degrees 28 minutes 13 seconds West 140.73 feet; thence
North 86 degrees 59 minutes 05 seconds West 446.87; thence North 0
degrees 17 minutes 27 seconds East 892.61 feet to the center line of
County Road No.16, also known as Eagle Creek Boulevard; thence South
76 degrees 11 minutes 41 seconds East, along said center line, a distance
of 1162.51 feet to the east line of said Southwest Quarter; thence South 0
degrees 18 minutes 13 seconds West, along said east line, a distance
666.45 feet to the point of beginning.
Abstract Property
114 Acres, more or less.
Scott County tax parcel number: 279140170.
Project Description/Proposed Land Use:
The Midwest Regional Office has under consideration an application for the transfer of
real property held by the Shakopee Mdewakanton Sioux Community to be transferred to
the United States in trust for the benefit of the Shakopee Mdewakanton Sioux
Community.
The subject property "is mostly a prairie. It also hosts a portion of CSAH 21, Scott
County's Eagle Creek Transit Center (a park and ride facility), and a storm water pond
associated with the highway and transit center."' The Tribe will maintain the current
uses of this property.2
As indicated above, the purpose for seeking your comments regarding the proposed
trust land acquisition is to obtain sufficient data that would enable an analysis of the
potential impact on local/state government, which may result from the removal of the
subject property from the tax roll and local jurisdiction.
This notice does not constitute, or replace, a notice that might be issued for the purpose
of compliance with the National Environmental Policy Act of 1969.
Your written comments should be addressed to the Bureau of Indian Affairs office listed'
at the top of this notice. Any comments received within thirty days of your receipt of this
notice will be considered and made a part of our record. You may be granted one thirty
1 Shakopee Mdewakanton Sioux Community General Council,Written Request for Trust Acquisition to United States
Government,Secretary of the Interior at.2(May 25,2016)(on file at BIA Midwest Regional Office).
2 Shakopee Mdewakanton Sioux Community General Council, Written Request for Trust Acquisition to United States
Government,Secretary of the Interior at 3-4(May 25,2016)(on file at BIA Midwest Regional Office).
day extension of time to furnish comments, provided you submit a written justification
requesting such an extension within thirty days of receipt of this letter. Copies of all
timely received comments will be provided to the applicant for a response. You will be
notified of the decision to approve or deny the application.
If any party receiving this notice is aware of additional governmental entities that may be
affected by the subject acquisition, please forward a copy to said party.
A copy of the application, excluding any documentation exempted under the Freedom of
Information Act, is available for review at the above address. A request to make an
appointment to review the application, or questions regarding the application, may be
directed to Thomas Wilkins, Realty Specialist, Division of Fee to Trust, at (612) 725-
4584.
Sincerely,
Regional Director
BY CERTIFIED MAIL:
Office of the Governor, State of Minnesota 9171 9690 0935 0036 0684 39
116 Veterans Service Building
20 W 12th St
St. Paul, MN 55155
Scott County Administrator 9171 9690 0935 0036 0684 46
200 Fourth Ave W
Shakopee, MN 55379-1220
Office of the Mayor 9171 9690 0935 0036 0684 53
City of Shakopee
129 Holmes St
Shakopee, MN 55379
Minnesota DOT 9171 9690 0935 0036 0684 60
Office of Aeronautics
222 East Plato Blvd., MS410
St. Paul, MN 55107
BY FIRST CLASS MAIL:
Stanley Ellison, Land Manager
Shakopee Mdewakanton Sioux Community
2330 Sioux Trail NW
Prior Lake, MN 55372
1
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C
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SHAKOPEE
i;
June 28,2o16
Map Powered by DataLink
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I
SHAKOPEE
June 29, 2016,
Fee to Trust Division
Midwest Regional Office
Bureau of Indian Affairs, U.S. Department of the Interior
5600 West American Blvd., Suite 500
Bloomington, MN 55437
Re: Notice of(Non-Gaming) Land Trust Acquisition Application by Shakopee Mdewakanton Sioux
Community for Tollefson Parcel,Scott County, Minnesota Tax ID#279140170
In response to the Bureau of Indian Affairs' (BIA) letter of June 9, 2016,the City of Shakopee, Minnesota
(City) hereby provides comment regarding the Shakopee Mdewakanton Sioux Community's(SMSC)
application to have the above subject parcel accepted "in trust" by the United States of America.
The City provides the following requested information with respect to the parcel in question:
1. If known; the annual amount of property taxes currently levied on the subject property allocated
to your organization:
-The 2016 taxes allocated to the City of Shakopee are$14,430.30.
r
2. Any special assessments, and amounts thereof, that are currently assessed against the property
in support of your organizations:
- None.
3. Any governmental services that are currently provided to the property by your organization:
- None, but the City of Shakopee would provide police and fire services as needed.
4. If subject to zoning, how the intended use is consistent or inconsistent with the zoning:
- The proposed use of prairie, portion of CSAH 21, Scott County's Eagle Creek Transit ''
Center, and a storm water pond is consistent with the zoning of the property.
If you require any additional information, please do not hesitate to contact Mr.William Reynolds, City is
Administrator.
Sincerely,
William P. Mars
Mayor
COMMUNITY PRIDE SINCE 1857
129 Holmes Street South • Shakopee,Minnesota • 55379-1351 • 952-233-9300 FAX 952-233-3801 • www.ShakopeeNIN.gov
PWA General Business 8. A. 2.
1IAW11-'1„l,
TO: Mayor and City Council
FROM: Darin Nelson, Finance Director
DATE: 07/05/2016
SUBJECT: Monthly Financial Review (C)
iiiAction Sought
No official action is sought, this is the monthly review of the General Fund revenues and expenditures.
The attached report provides the monthly (June) and cumulative year-to-date revenues and expenditures. The far
right column provides year-to-date revenues and expenditures through this same time period last year.
Revenues tend to be sporadic rather than recurring evenly from month-to-month. Comparing the same time
frame from one year to the next may provide additional insight as to what is or is not occurring in the current
year.
As of June 30 the city is halfway or 50 percent complete with the year. Total revenues are now at 55 percent
of the budget estimate. Council may recall that as of May 31 the City had only collected 15 percent of its
anticipated revenues. The first half 2016 tax settlement was received from the county in June. The yellow
highlighted cell in the taxes row reflects this collection.
Other highlights of note include; licenses &permit revenues, finance expenditures, and transfers in and out.
Licenses and permits have surpassed the entire year's budget forecast indicating strong construction type
activity. Finance total expenditures increased in June due to a$258,000 payment to Scott County for 2016
assessing services. Lastly, annual budgeted transfers in and out were completed in June. These transfers were
approved in the 2016 budget and are transferred via a journal entry to account for the transfers between funds.
Overall at the year's halfway point the General Fund is sitting in a good financial position. Total revenues are at
55 percent while expenditures are only at 42 percent.
In addition to the financial review, I will be reviewing the city's fund balance/equity policy. Just last month we
reviewed with our auditor the financial statements as of December 31, 2015,which included reviewing the fund
balance policy for the General Fund,but not necessarily the policy for the city's other funds. As we move into
the budget season, it is important that we understand the financial position of all the city's funds. Attached to
this memo is the fund balance/equity policy.
Also attached are graphs of the actual fund balances by fund type over the last 5 years. It is important to
note the actual fund balance/equity is a snapshot in time at December 31 each year. Taking into consideration
past balances and the future course of action is key in developing the long-term stability and viability of each
fund. I will review the policy and compare actual balances to the current policy.
Attachments
June Financial Report
Fund Balance/Equity Policy
5-Year Fund Balance Comparison by Fund Type
CITY OF SHAKOPEE
Monthly Financial Report
YTD June YTD Budget Cumulative 6
2016 2016 2016 Balance Percent 2015
Budget Actual Actual Remaining Used Actual
01000-GENERAL FUND
REVENUES:
*- TAXES (17,150,900) (8,863,045) (8,955,391) (8,195,509) 52%, (8,426,208)
*- SPECIAL ASSESSMENTS (11,500) (23,140) 6,025 (17,525) (52)%4 8,717
*-LICENSES AND PERMITS (1,504,100) (229,886) (1,508,316) 4,216 100% (707,492)
*- INTERGOVERNMENTAL (1,108,500) (1,500) (290,638) (817,862) 26%4 (312,700)
*- CHARGES FOR SERVICES (4,235,775) (374,958) (2,395,622) (1,840,153) 57% (2,048,972)
*-FINES AND FORFEITS (1,500) (100) (1,308) (192) 87% (4,838)
*-MISCELLANEOUS (215,748) (10,968) (83,984) (131,764) 39%4 (94,292)
TOTAL REVENUES (24,228,023) (9,503,597) (13,229,234) (10,998,789) 55% , (11,585,786)
EXPENDITURES:
11 -MAYOR&COUNCIL 185,260 2,006 91,063 94,197 49% 92,362
12 -ADMINISTRATION 1,555,530 94,580 594,732 960,798 38% 480,539
13 - CITY CLERK 399,170 23,026 133,302 265,868 33% 147,727
15 -FINANCE 1,243,700 334,989 660,788 582,912 53% 619,018
17- COMMUNITY DEVELOPMENT 674,905 28,339 191,734 483,171 28% 351,986
18 -FACILITIES 408,986 13,109 158,460 250,526 39% 167,028
31 -POLICE DEPARTMENT 7,625,014 542,924 3,587,621 4,037,393 47% 3,542,650
32 -FIRE 2,079,785 93,260 849,t82 1,230,603 41% 916,066
33 - INSPECTION-BLDG-PLMBG-HTG 669,967 45,833 314,674 355,293 47% 294,776
41 -ENGINEERING 739,178 56,910 306,667 432,511 41% 277,893
42- STREET MAINTENANCE 2,225,116 103,595 770,024 1,455,092 35% 697,019
44-FLEET 429,595 30,892 192,601 236,994 45% 170,206
46-PARK MAINTENANCE 1,644,596 114,858 614,991 1,029,605 37% 637,117
66-NATURAL RESOURCES 198,092 14,170 84,355 113,737 43% 62,909
67-RECREATION 2,529,679 188,057 1,033,814 1,495,865 41% 997,479
91 - UNALLOCATED 218,450 772 2,460 215,990 1% 3,144
TOTAL EXPENDITURES 22,827,023 1,687,321 9,586,469 13,240,554 42% 9,457,919
OTHER FINANCING
*- TRANSFERS IN (250,000) (250,000) (250,000) 0 100% (250,000)
*- TRANSFERS OUT 2,100,000 2,100,000 2,100,000 0 100% 1,900,000
OTHER FINANCING TOTAL 1,850,000 1,850,000 1,850,000 0 100% 1,650,000
FUND TOTAL 449,000 (5,966,276) (1,792,765) 2,241,765 (477,867)
Key
Varies more than 10%than budget positively
�• Varies more than 10%than budget negatively
;. Within 10%of budget
Fund Balance/Equity
Fund balance is the difference between the assets and liabilities in a governmental fund. A governmental
fund generally involves tax support and the focus of accounting is the flow or control of money. The
General, Special Revenue,Debt Service and Capital Projects funds are governmental funds.
Fund equity is similar to fund balance but applies to enterprise and internal services fund and has a longer
term focus including fixed assets, accumulated depreciation and long term debt.
General Fund:
• This Fund Balance Policy applies to unrestricted fund balances comprised of committed,
assigned, unassigned amounts.
• When more than one category of fund balance can be used to fund an expenditure,the highest
(most restrictive)level shall be used first.
• The target level of unassigned fund balance is 40 to 45% of expenditures. This is to provide
working capital for cash flow,unexpected decline in revenue such as state aid unallotment and
unforeseen expenditures such as natural disasters.
• Unassigned fund balance can be spent down by City Council action or appropriation or due to
emergency situations.
• Replenishing fund balance when it falls below the target level shall be accomplished by inter-
fund transfers or budgeting for expenditures and other uses to be less than revenue and other
sources over a period not to exceed three years.
• Annually the City Council will decide what to do with the General Fund unreserved fund balance
that exceeds 45% of expenditures and transfers out.
Special Revenue Funds: These funds shall maintain sufficient fund balance to provide for working
capital.
Debt Service Funds: These funds shall maintain sufficient fund balance to provide for the timely
payment of principal,interest and service charges.
Capital Project Funds: There are no fund balance requirements for these funds.
Enterprise Funds: These funds shall have sufficient equity and liquid assets to provide for three to five
months operating costs and to have at least as much as the amount of accumulated depreciation.
Internal Service Funds: These funds shall have sufficient equity to smooth out the"peaks and valleys"
of major expenditures over the long term and to provide full funding for employee compensated absences
and other post-employment benefits.
RESOLUTION NO. 7O51
ARESOLUTION ADOPTING AFUND BALANCE POLICY
WHEREAS,the governmental Accounting Standards Board has adopted statement 54 which changes the
categories for fund balance ingovernmental funds, and
WHEREAS, it is recommended that a fund balance policy be adopted concerning fund balances,
NOW THEREFORE BE [TRESOLVED 0YTHE CITY COUNCIL(]FTHE CITY OFSHAWOPEE, COUNTY QFSCOTT,
MINNESOTA,that the following policy is adopted.
1. This policy applies tothe General Fund. Other governmental fund type fund balance
categories are determined bythe nature ofthe fund.
2. This Fund Balance Policy applies to unrestricted fund balances comprised of committed,
assigned, unassigned amounts.
3. The City Council can assign fund balance by expressing its intent or the Finance Director
ishereby authorized toassign fund balance.
4. When more than one category offund balance can beused tofund anexpenditure,the
highest(most restrictive) level shall beused first.
5. The target level of unassigned fund balance is4Oto 450 of expenditures. This is to
provide working capital for cash flow, unexpected decline in revenue such as state aid
unaUotmentand unforeseen expenditures such asnatural disasters.
6. Unrestricted fund balance can be spent down by City Council action or appropriation or
due toemergency situations.
7. Replenishing fund balance when it falls below the target level shall be accomplished by
inter-fund transfers or budgeting for expenditures and other uses to be less than
revenue and other sources over aperiod not toexceed three years.
Ado session of the City Council of the City of Shakopee, Minnesota held this
day ofOctobery2OlO[
City of Shakopee
5-Year Fund Balance/Equity Comparison by Fund Type
GeneirA Fund
1..2,0)00,000 55.0%
1..0,000,000 50.0%
8,000,000 .lno iowirii ��
Nn�iiwnm wanHrcn�,�i�����ipa
��mmi iwu�uma ouo�hrcrcrcry �rcrcmiaaian 45,0%
6,000,000
40.0%
4,000,000
2,000,000 35.0%
0 �! 30.0`"/x,
2011 201.2 2013 2014 201.5
Fund Balance Floor IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII Fund Balance
IIIIIIIIIIIIIIIIIIIIIIII Fund Balance Cedingwa1'0--,,l':und f3alance as a%of I3u41get
21500,000 1..80.0`"!x,
1..60.0%
2,000,0 00 �n������u�a�ux��A�a�w�un���� 1.140.0%
120.0%
Il.„5Q10�,00C�1 �qi�
i III 1..00.0%
11.„000,000 a a 80.0%
60.0%
N��ryry,yplW!IWIWPAYWWNY�
p�
�.20.0`%
0 4..0%
201.1. 201..2 201.3 201.4 201.5
IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII F:und Balance ^"-40"^-dF a ld 1.3 alar"Ice as a%4T4 11::.XI.,)enditl.ire3s
City of Shakopee
5-Year Fund Balance/Equity Comparison by Fund Type
Debt SeiMce IFunds
1.2,000,000 400.0%
1.0,000,000 350.0%
300.0%
8,000,000 S% 250.0%
6,000,000 200.0%
4,000,000 150.0%
1.00.0%
2,000,000 50.0%
0 0.0%
2011 2012 201.3 201.4 201.5
iiiiiiiiiiiiiiiiiiiiiillillillillillilI F1und Balance IM40011,-F41nd Balance as a%of F:und Balance
Calplitall IPirjt IFunds
1.21000,000 500.0%
,1.0,000,000 450.0%
400.0%
8,000,000 350.0%
300.0%
6,000,000 pNN 250.0%
200.0%
4,000,000
1.50.0%
2,000,000 1.00.0%
50.0%
0 0.0%
201.1. 201.2 201.3 201.4 201.5
iiiiiiiiiiiiiiiiiiiiiillillillillillilI F:und 1.3alance F:1.111 d 13aIaance a s a%of:I x1penditures
City of Shakopee
5-Year Fund Balance/Equity Comparison by Fund Type
Sewer F:�urid
1..L„000,000
1..6„000,000 °!
AA!!!!I!!!!!!!! A A!!IIII!!! A!!!!! Allm\\I ®\\I \\\ \\\ \\\ \\\ \\
N!!!,!,
1..4,000,000 AAA !!!!!!!!!!!NNNNNN!!!!°„N Ill lll1�llppwwl 111\\\�;A ANV!MMtlA!ad Al ! P1' nm
My, II IWAllAAYlAlI01WIA1UYl N M✓/bNNAYIn!� �Juw`Wlllm\ mIWIIIIII II
III A11111 Uli1 illl l l l IA1IANI �I�
1..2,000,000 �» A!!!!!!N!!! A,I�,II,!!!!!!!!�!A��
IAIIIINIl01UAAY111101U1A1W!uIIINNIIIOWym!puu4111mNNbNttNmA!N IOkNNNNRdMm�'mAA�!A!!W441AlIIINUd40N
��4 /l�llllll�lllmllllll�ll�lll�ll�Il�ll�Il l
�fOIUIIM llllllll
1..0,000,000
8,.000,000
0„000,000
4„000,000
1.01..1.. 201..1 1011..3 201..4 1011..5
-Ammmmmm ,f it q a i ty Ceiling °F.:q u ii Ly F:crew r Net liii:q u i ty
1..8„000,000
16,000,000 ,AA Au!!!!�A!!A�,!!!A�,,,,,,,,,,!!!!�A!!A�A!!
mAouAAou!!mmom!uoim!mmuoummmmmooummmuoim!mmmmuoim!mmuoim!mmmmmouuuuuuuuouuuuuuumuummumouuuuuuuuouuuuuuuuuuuum!of
1..4„000,000
12„000,q:)OC) �„„
ry7jP�lYii�I�It�YIIYiVUJIYiNlfflifl�flllVtYiflllVtYiflllVtYiIPllYIIYiNJY�11�011�YiN)PJIVYIi�1JIYiN��ll1'VW111YiNIIVJ1Y1VUYl�iNllYii�(G(1 ���flVIVl91'�h°"W1V" arca ”r�iirii�)�����o'a'o'i1/i�)�yly�yil�
1..0,(.)00,000) tri
8,000,000
6,000,000
1.01:1.:1. 2012. 1.01.3 1.01.4 201.5
Net l::.�quiity liiiquiity dei iin�g Ili::quity I:::Icrar
City of Shakopee
5-Year Fund Balance/Equity Comparison by Fund Type
lrvt irinall Service IFunds
22,000,000
IIIIIOWIOVNNNNRNW�N�HHNNWVHNNNNNNRT•+HHI'WNW�NNIIIu
nN l//lll/ Wl//llllW�
20„000,000 II���NW��"lW �lW
ttHNflNN✓WNRNdV'NRRMMMNI/W/UW���l%lll/ll111111111/lull/fll/WUUIU/lll//IIIUWIImIW IW� IIIIIIl1lYU1111
I..?,C1 C1 C1,C')C:h C)
1..6,000,000
III�III�NIIII�III�NIIII�III�NIIII�III�NIIII�III�NIIII�IIIHINI �
12,000,000
1..0,000,0()()
2.01.1. 201.2 201..3 201.4 2.071.5
U in rest r i cued IN et Iii:q u i ty -Iii:;q u Ity Ceiling Iiil q u i ty IFloor