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Home My WebLink About4.C.2. Joint Powers Agreement for 2012 Street Maintenance Work �,c.�. CITY OF SHAKOPEE Memnrundum ,- —, , ., TO: Mayor & City Council " �' " '- -- z « Mark McNeill, City Adtninistrator FROM: Mike Hullander, Public Works Superintendent SUBJECT: Joint Powers Agreement for 2012 Street Maintenance �Vork DATE: February 21, 2012 [NTRODUCTION: Attached is a Joint Powers Agrcement (JPA) for 2012 Traffic Markings, Crack Sealing and Seal Coating work between Burnsville, Apple Valley, Eagan, Elko New MarkeY, Fannington, Lakeville, Mendota Hcights, Rosemount, Savage, Prior Lake, Waconia, West St. Paul, South St. Paul, and Shakopee for Council consideration. BACKCROUND: The City of Bumsville and other communities have been participating in the above ref'erenced JPA in the past years. The purpose of the agreement is to provide street maintenance materials and service utilizing one common contractor for each service. This arrangement has streamlined the process of contracting for these services and resulted in a lower cost by utilizing the purchasing power of several Communities combined needs. The City of Shakopee has entered into this ]PA since 1996. hi this JPA, the City of Burnsville will coordinate the bid documents by preparing the plauis, specifications, bid proposals and advertise for bids for street maintenance services, such as street traffic markings, crack sealing and seal eoating. The Ciry of Burnsville charges a.5% to 1.5% fee for administering thc JPA, depending on thc amount of work. The City of Shakopee, for 2012, would be interested in street seal coating, street craek sealing and traftic markings. For tllis amount of work, the administration fee would be .5% of thc cost. Thc 2012 budget has included the following work in the Street Division: • Bituminous Sea] Coating $385,000.00 • Bituminous Pavement Crack Sealing $50,000.00 • Street Traffic Markings $38,000.00 Staff is proposing to enter into the JPA to complete the above referenced street maintenance work far 2012. Another advantage of the JPA is that due to the volume of work, the wark for each service can be scheduled for the appropriate time. For instance, striping work will be done in early summer in the month of June, as well as the bituminous seal coating and crack sealing work. In the specifications, the City of Sllakopee does retain the right to reject participatioit in the JPA, depending on unit bid price. In rcviewing this JPA, staff believes the contract adminisfration fee of .5% is reasonable and the volume of work will provide for lower bid prices. City staff has reviewed the JPA and feels that the specifications allow each City to decrease or increase the quantity of work, even to the point of opting out completely, so that tlte risk to the City of Shakopee is very minimal and there can be cost savings that can be realized by bidding with other Cities. ALTERI'ATIVES: 1. Authonze the appropriate City officials to execute the JPA for 2012 Traffic Markings, Crack Sealing and Seal Coating between the Cities of Burnsville, Apple Valley, Eagan, Elko New Market, Farmington, Lakeville, Mendota Heights, Rosemount, Savage, Prior Lake, Waconia, West St. Paul, South St. Paul, and Shakopee. 2. Do not authorize the JPA. 3. Table for more infonnation. REC01�4ME.'YDATIOIV• Staff recommends Altemative No. l. ACTION REOUESTED• Authorize the appropriate City officials to execute the Joint Powers Ageement for 2012 Traffic Markings, Crack Sealing and Scal Coating between the Cities of Bumsville, Apple Valley, Eagan, Elko New Market, Farmin��ton, Lakeville, Mendota Heights, Rosemount, Savage, Prior Lake, Waconia, West St. Paul, South St. Paul and Shakopee. -n�-f� 7�� Mike Hullander Public Works Superintendent JOINT POWERS AGREEMENT SOUTH METRO CITIES JOINT POR'ERS AGREENIENT FOR STREET MAINTENANCE SERVICES THIS JOINT POWERS AGREEMENT ("Agreement) is made tlus 21" day of February, 2012, by and between the City of Burnsville, ('Bumsville") and other south metropolitan cities choosina to participate in this Ag (`Participating Cit�' or "Pa�ticipating Cities"). (Bumsville, Participating City or Participating Cities shall collectively be referred to as the "parties"). RECITALS This A�n eement is made pursuant to [he authority confe�red upon the Panies pursuant to Minnesota Statutes 471.59. The purpose of this Agreement is to provide street maintenance services for the Parties utilizing a singular contracting procedure and one common contractor for each service. NOW, THEREFORE, the Parties agree as follows: 1. Subject to the other provisions of this Agreement, Bumsville for itself and on behalf of' the Participating Cities shall annually decide which services will be bid £or the collective bene6t of all Parties, prepare all bidding documents and conduct bidding services pursuant to State law Yor the work. 2. The Participating Ciries shall annually providc to Bumsville the estimated quantities for these services in each respective city, and shall also approve the bid documents. 3. Bumsville shall tabulate the bids upon their receipt and make a recommendation of award to each Participating City and upon their approval, award the contract pursuant to State law. 4. Eacli Participating City shall be responsible for: • Preparing maps showing the proposed locations far these services including estimating the quantities thereof iazsix�o2 ��l:oziosizoi z 1 • Preparing the streets for the work to be done in accoi•dance with the specifications and coordinating with the contractor as to the timing of the actual work. • Inspecting the contractor's work, measuring the quantities of work performed, approving and certifying the progess or final payments w the contractor. • Pay a percentage of actual construction costs to Bwnsville for legal and administrative costs on a sliding scalc basis as follows: 50 - $SQ000 -- 1.5% $50,000 - � 100,000 - 1 j Over S 100,000 - 0.5% 5. In accordance with the specifications, the contractor will submit an itemized invoice to each Participating City separately for the work performed in each city. Upon approval of the invoice by the respective city, that Participating City will remit the approved invoice amount directly to the contractor. 6. It is ageed that each Participating Ciry shall indemriify, save, and hold harmless Bumsville, and each of the other Participating Cities, and all of their agents and employees from any and all claims, demands, actions, or causes of action, for whatever nature, ansmg out of the execution or performance of the work purchased for each respective city under this Ageement, and that the Participating Cities further agree to defend, at their sole cost and expense, any actions or proceedings commenced against their mspective ciry for thc purposes of asserting any claim of' whatsocver character arising hereunder. The Parties agree that liability under this Agreement is eontrolled by Minnesota Statute 471.59, subdivision 1 a and that the total liability for the Parties 162318v02 1 JJ:02i0tl�2012 2 shall not excecd the limits on govemmental liability for a single unit of govemment as specified in 466.04, subdivision L(a). 7. This Agreement is to be executed betwecn Bumsville and each of the Partic;pating Cities. It may be executed in counterparts. Future Participating Cities may be added by action of theii• Council and execution of this Agreement. Upon addition of those Cities, a copy of the signature page and an updated appendix will be provided by Burnsville to all Participating Cities. Similar notification shall be provided far those that terminate theirparticipation in this Agreement. This Agreement shall continue in effect until terminated by the Panies or replaced. Each Par[icipating City may terminate this Agreament as to that Participating City by giving sixry (60) days notice to Burnsville. Burnsville may terminate this Ad eeinent by providing six months notice to the Participating Cities. IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed on the date indicated below. BURNSViLLE CITY OF BURNSVILLE BY: Mayor Elizabeth B. Kautz BY: DArE: City Manager Craig L. Ebeling PARTICIPATING CITlE5 CITY OF APpLE VALLEY BY: Mayor Mary Hamann-Roland BY: DATE: City Clerk Pam Gackstettcr i 623 i svoz �i�:oz,�os�zoiz 3 CITY OF EAGAN BY: Mayor Mike Maguire BY: DATE: City Clerk C�uistina M. Scipioni CITY OF ELKO NEW NIARKET BY: . Mayor Jason Ponsonhy By DATE: City Administrator Thomas Terry CITY OF FARIbIINGTON BY: Mayor Todd Larson BY: DATE: City Administrator David McKnight C[TY OF LA[{E VILLE BY: Mayor Mark Bellows BY: DATE: City Clerk Charlene Fnedges CITY OF b7ENDOTA HEIGHTS BY: Mayor Sandra Krebsbach BY: DATE: City Clerk Sandic Thone ibzsi8�oz J��: o�ios; zo tz 4 CITY OF PRIOR LAKE BY: Mayor Mike Myser BY: DATE: City Manager Frank Boyles CITY OF ROSEMOUNT BY: Mayor William H. Droste BY: DATE: City Clerk Amy Domeier CITY OF SAVAGE BY: Mayor Janet Williams BY: DATE: City Administrator Barry Stock CITY OF SHAKOPEE BY: Brad Tabke Mayor BY: DATE: . City Clerk Judy Cox BY: , City Administrator Mark McNei]l CITY OF SOUTH ST. PAUL BY: Mayor Beth A. Baumann BY: DATE: Clerk Christy M. Wilcox 1 623ISv02 llJ:02/08/2012 S CITY OF WACONIA BY: Mayor .Iim Nash BY: DATE: City Administrator Susan Arntz CITY OF WEST ST. PAUL BY: Mayor John A. Zanmiller BY: DATE: Acting City Manager/Asst. City Manager Sherrie Le I62318v02 1 D:02/OS/2012 6 APPENDIX A LIST OF PARTICIPATING CITIES BDRIVSVILLE, APPLE VALLEY, EAGAN, ELKO NEN' MARKET, FARIVIINGTOIV, LAKEVILLE, MENDOTA HEIGHTS, PR1pR LAKE, ROSEMOUNT, SAVAGE, SHAKOPEE, SOUTH ST. PAUL, W'ACONIA AIVD WEST ST. PAUL 16231�v02 JJ1:02/OR/2012 �