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Home My WebLink About15.C.1. Joint Powers Agreement for 2005 Street Maintenance Work IS c. J. CITY OF SHAKOPEE Memorandum C'~ r'~~1 TO: Mayor & City Council ';,,;V ,1$,. (i.;a , ~hl Mark McNeill, City Administrator FROM: Mike Hullander, Public Works Supervisor SUBJECT: Joint Powers Agreement for 2005 Street Maintenance Work DATE: February 15, 2005 INTRODUCTION: Attached is a Joint Powers Agreement (JP A) for 2005 Traffic Markings, Street Sweeping, Crack Sealing and Seal Coating work between Bumsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake and Shakopee for Council consideration. BACKGROUND: The City of Burnsville and other south suburban communities have been participating in the above referenced JP A in the past years. The purpose of the agreement is to provide street maintenance materials and service utilizing one common contractor for each service. This arrangement has streamlined the process of contracting for these services and resulted in a lower cost by utilizing the purchasing power of several Communities combined needs. The City of Shakopee has entered into this JP A since 1996. In this JP A, the City of Burnsville will coordinate the bid documents by preparing the plans, specifications, bid proposals and advertise for bids for street maintenance services, such as street traffic markings, street sweeping, crack sealing and seal coating. The City of Burnsville charges a 1 % to 2% fee for administering the lP A, depending on the amount of work. The City of Shakopee, for 2005, would be interested in street seal coating, street crack sealing and traffic markings. For this amount of work, the administration fee would be 1.5% of the cost. The 2005 budget has included the following work in the Street Division: . Bituminous Seal Coating $60,000.00 . Bituminous Pavement Crack Sealing $20,000.00 . Street Traffic Markings $11,000.00 Staff is proposing to enter into the JP A to complete the above referenced street maintenance work for 2005. Another advantage of the JP A is that due to the volume of work, the work for each service can be scheduled for the appropriate time. For instance, striping work will be done in early summer in the month of June, as weIl as the bituminous seal coating and crack sealing work. In the specifications, the City of Shakopee does retain the right to reject participation in the JP A, depending on unit bid price. In reviewing this JP A, staff believes the contract administration fee of 1.5% is reasonable and the volume of work will provide for lower bid prices. City staff has reviewed the JP A and feels that the specifications aIlow each City to decrease or increase the quantity of work, even to the point of opting out completely, so that the risk to the City of Shakopee is very minimal and there can be cost savings that can be realized by bidding with other Cities. ALTERNATIVES: 1. Authorize the appropriate City officials to execute the JPA for 2005 Traffic Markings, Street Sweeping, Crack Sealing and Seal Coating between the Cities of Burnsville, Apple VaIley, Eagan, Lakeville, Rosemount, Savage, Prior Lake and Shakopee. 2. Do not authorize the JP A. 3. Table for more information. RECOMMENDATION: Staff recommends Alternative No.1. ACTION REQUESTED: Authorize the appropriate City officials to execute the Joint Powers Agreement for 2005 Traffic Markings, Street Sweeping, Crack Sealing and Seal Coating between the Cities of Burnsville, Apple Valley Eagan, Lakeville, Rosemount, Savage, Prior Lake and Shakopee. ~~ Mike Hullander Public Works Supervisor * City of BURNSVILLE 952-895-4400 100 Civic Center Parkway · Burnsville, Minnesota 55337-3817 www.burnsville.org - ..... ........... December 8, 2004 Mr. Rod Rippentrap Mr. Tom Struve Mr. B:r:uce Loney City of Apple Valley City of Eagan City of Shakopee CMF 3501 Coachman Point 129 Holmes Street South 6442 l40th Street West Eagan, MN 55122 Shakopee,MN 55379 Apple Valley, MN 55124 Mr. Don Volk Mr. Rich Lonnquist Mr. Al Wiita City of Lakeville City of Rose mount City of Savage 20195 Holyoke Avenue 2875 145th Street West 6000 McColl Drive Lakeville, MN 55044 Rosemount, MN 55068 Savage,MN55378 Mr. Bud Osmundson Mr. Dave Sanocki Ms. Sue McDermott City of Prior Lake City of Farmington City ofMendota Heights 4629 Dakota Street SE 325 Oak Street 1101 Victoria Curve Prior Lake, MN 55372 Farmington, MN 55024 Mendota Heights, MN 55118 RE: 2005-2006 JOINT POWERS AGREEMENT FOR TRAFFIC MARKINGS, STREET SWEEPING, CRACK SEALING, SCREENING AND SEAL COATING Joint Powers Group: Enclosed is. a copy of the Joint Powers Agreement (JP A) for the joint bidding on the above referenced items. This Agreement includes the sliding scale percentage for the actual construction cost for each City. The City of Burnsville collects this cost to cover coordination, legal and administrative costs. This will be billed to each City at the end of the year. Please call and indicate if you wish to participate in the 2005-2006 JP A, and also place this Agreement on an early agenda for your Council's action. .After Council action, please sign the JPA for your City and return the original to me at the Burnsville Engineering Department. Our City Council is considering the JPA on January 18,2005, with the bid opening on February 18,2005. I will be calling in two weeks to get the necessary quantities. Also, enclosed is a copy of the 2005-2006 schedule and last year's abstract for your review. If you have any questions, comments or suggestions, please feel free to call me at (952) 895-4541. Sincerely, Zl OF BURNSVJLLE ~. Cleve Crowningshield Engineering Department Enclosures: Joint Powers Agreement 2004-2005 Abstract (0 ~q ," ..,. JOINT POWERS AGREEMENT 2005-2006 TRAFFIC MARKINGS, STREET SWEEPING CRACK SEALING, SCREENING & SEAL COATING BURNSVILLE, APPLE V ALLEY, EAGAN, LAKEVILLE, ROSEMOUNT, SAVAGE, PRIOR LAKE, SHAKOPEE, FARMINGTON AND MENDOTA HEIGHTS AGREEMENT made this 18th day of January, 2005, by and between the cities of Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Farmington and Mendota Heights. RECITALS This agreement is made pursuant to the authority conferred upon the parties pursuant to Minnesota Statutes 471.59. The purpose of this agreement is to provide street maintenance materials and service for the cities ofBumsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake,Shakopee, Fannington and Mendota Heights utilizing one common contractor for each service. NOW, THEREFORE, the parties agree as follows: 1. Subject to the other provisions of this agreement, Burnsville shall prepare any plans, specifications, bid proposals and advertise for bids for the placement of street traffic markings, street sweeping, crack sealing, screening and seal coating services. 2. Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Farmington and Mendota Heights shall provide to Burnsville the estimated quantities for these services in each respective community, and shall also approve the bid documents. 3. .Burnsville shall tabulate the bids upon their receipt and make a recommendation of award to Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Fannington and Mendota Heights and upon their approval, award the contract pursuant to State Law. . '. I' Joint Powers Agreement Page 2 4. Each city shall be responsible for: . Preparing maps showing the proposed locations for these services including estimating the quantities. . Preparing the streets for markings in accordance with the specifications and coordinating with the contractor as to the timing of the actual work. . Inspecting the contractor's work, measuring the quantities of work performed, approving and certifying the progress or final payments to the contractor. . Pay a percentage of actual construction cost to City of Bumsville for legal and administrative cost on a sliding scale basis as follows: $0 - $50,000 - 2% $50,000 - $100,000 - 1.5% Over $100,000 - 1.0% 5. In accordance with. the specifications, the contractor will submit an itemized invoice to each city separately for the work performed in each city. Upon approval of the invoice by the respective city,.that city will remit the approved invoice amount directly to the contractor. 6. It is agreed that the cities of Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Farmington and Mendota Heights each of them, indemnify, save, and hold harmless the City ofBumsville and all of its agents and employees from any and all claims, demands, actions, or causes of action, for whatever nature, arising out of the contracting procedure by reason of the execution or performance of the work purchased for each respective city under this agreement, and that the cities of Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Farmington and MendotaHeights further agree to defend, at their sole cost and expense, , any actions or proceedings commenced against their respective cities for the purposes of asserting any claim of whatsoever character arising hereunder. 7. This agreement can be terminated on the part of any individual city by giving sixty (60) days notice to the other cities; otherwise the agreement will automatically terminate on March 15, 2006. f . ~'- Joint Powers Agreement Page 3 IN.WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date indicated below. CITY OF BURNSVILLE BY: Mayor Elizabeth B. Kautz DATE: BY: City Manager Craig L. Ebeling CITY OF APPLE VALLEY BY: Mayor DATE: BY: Clerk CITY OF EAGAN BY: Mayor DATE: BY: Clerk CITY OF LAKEVILLE BY: Mayor DATE: BY: Clerk CITY OF ROSEMOUNT BY: Mayor DATE: BY: Clerk CITY OF SA V AGE BY: Mayor , DATE: BY: Clerk ~, . ''" j Joint Powers Agreement Page 4 CITY OF PRIOR LAKE BY: Mayor DATE: BY: Clerk CITY OF SHAKOPEE BY: Mayor DATE: BY: Clerk .. I I CITY OF FARMINGTON BY: Mayor DATE: BY: Clerk CITY OF MENDOTA HEIGHTS BY: Mayor DATE: BY: Clerk . 2005 - 2006 SCHEDULE STREET MAINTENANCE MATERIALS CITY PROJECT 05-303 BURNSVILLE, MINNESOTA CONTRACT PERIOD: MARCH 16,2005 THRU MARCH 15,2006 DETERMINE AREAS TO BE SEALCOATED: October - November 2004 (Start to Prepare Maps) GET JOINT POWERS AGREEMENT TO CITIES AND December 1,2004 QUANTITIES FROM ALL CONCERNED: CONSIDER JOINT POWERS AGREEMENT: January 18, 2005 (Council Meeting) PERMISSION TO AUTHORIZE AD FOR BIDS: January 18, 2005 (Council Meeting) PUBLISH: Send to Dakota County Tribune January 27, 2005 Publish€td: February 3, 2005 PUBLISH: Send to Paper - Construction Bulletin January 28,2005 Published: February 4 & 11,2005 PLANS & SPECIFICATIONS: February 4,2005 (Mail out to Bidders' List) OPEN BIDS: February 18, 2005 (Send Letters to Cities to Concur Award of Bids) COUNCIL CONSIDERS AWARD: March 21,2005 (Council Meeting) CONTRACTS TO SUCCESSFUL BIDDERS: March 25, 2005 LETTER TO CITIES & CONTRACTORS ABOUT March 28,2005 PRE-CONSTRUCTION MEETING: PRE-CONSTRUCTION MEETING: (10:00 a.m. - 12:00 p.m.) April 7, 2005 LETTER & ABSTRACT TO UNSUCCESSFUL BIDDERS: May 2, 2005 LETTER AND MAP FOR PRESS RELEASE: (Skelly) June 1,2005 F:\Cleve\2005-2006 Street Maintenance\Schedule.doc . ",UU4-itUU:; JU/NT POWERS BID OPENING. FEBRUARY 20, 2004 CITY OF BURNSVlllE . STREET MAINTENANCE MATERIAlS . Sea coating Traffic Marking Screen Sweeping l.iracksealing Companies Modified Gal Gal Gal Ton Bidding FA2 FA2 FA3 TOTAl Street SYM ~rk lots Total ~gregate Total Hour Total LF Total Allied Blacktop Company 1 0.56 1B 0.57 10. 10503 89th Avenue North Maple Grove, MN 55369 $110,112.92 2.55 $11,092.50 68.50 $6,850.00 Phone 763-425-0575 1A 1C 0.30 1E Fax 763-425-1046 Astech Corporation 1 .0.53 1B 0.66 1D PO Box 1025 Sl Cloud, MN 56302 $858,834.96 2.29 $9,961.50 65.00 $6,500.00 0.276 $149,163.12 Phone 1-320-363-8500 1A 1C 0.46 1E Fax 1-320-363-8700 . Pearson Bros. 1 0.65 1B 0.67 10 240 Sl Johns Sl Lorello, MN 55351 $884,178.52 1.85 $8,Q47.50 90.00 $9,000.00 Phone 763-479-3332 1A 1C 0.49 1E Fax 763-479-2958 Daffinson Asphalt 1455 Gruber Road Green Bay WI 54307 0.213 $146.135.26 Phone 1-800-236-7404 Fax 1-920-662-9655 AAA Stnping Service 5392 Quam Avenue PO Box 349 11.46 75.00 75.00 $260.376.60 Rogers, MN 55314 Phone 763-426-4322 Fax 763-426-8557 United Rental 14280 James Road Rogers, MN 55374 11.27 67.10 67.10 $244,985.95 Phone 763-426-8767 Fax 763-428-8675 Bergman Compaines 6615 US Highway 12 West PO Box 659 12.50 68.00 68.00 $261,226.50 0.314 $110,362.68 Eau Claire, WI 54702..Q659 Phone 1-600-491-4907 Fax 1-715-814-6711 Traffic Marking Services 3361 Co. Rd. 12 N Buffalo, MN 55313 11.13 78.95 16.95 $269,818.45 Phone 763-682-1484 Fax 763-682-0266 2004 Prices $ 0.50 $ 0.501 $ 0.538 $ 11.07 $ 76.49 $ 76.49 $ 2.88 $ 66.95 $ 0.2588 f',ocu;~.;'IId~ 2004-2005 JOINT POWERS BID OPENING - FEBRUARY 20, 2004 CITY OF BURNSVlLLE - STREET MAINTENANCE MATERiAlS . Sealcoating Traffic Marking Screen Sweeping Cracksealing Companies Modified Gal Gal Gal Ton Bidding FA2 FA2 FA3 TOTAL Street SYM ~rk Lots Total Aggregate Total Hour Total LF Total Allied Blacktop Company 1 0.56 1B 0.57 10, 10503 89th Avenue North Maple Grove, MN 55369 $710,112.92 2.55 $11,092.50 68.50 $6,850.00 Phone 763-425-0575 1A 1C 0.30 1E Fax 763-425-1046 Astech Corporation 1 0.53 1B 0.66 10 PO Box 1025 St. Cloud, MN 56302 $858,834.96 2.29 $9,961.50 65.00 $6,500.00 0.276 $149,763.12 Phone 1-320-363-8500 1A 1C 0.46 1E Fax 1-320-363-8700 Pearson Bros. 1 0.65 1B 0.67 10 240 81. Johns St. loretto, MN 55357 $884,778.52 1.85 $8,Q47.50 90.00 $9,000.00 Phone 763-479-3332 1A 1C 0.49 1E Fax 763-479-2958 Oaffinson Asphalt 1455 Gruber Road Green Bay WI 54307 0.273 $148,135.26 Phone 1-800-236-7404 Fax 1-920-662-9655 MA Striping Service 5392 Quam Avenue PO Box 349 11.48 75.00 75.00 $260,376.60 . Rogers, MN 55374 Phone 763-428-4322 Fax 763-428-8557 United Rental 14280 James Road Rogers, MN 55374 11.27 67.10 67.10 $244,985.95 Phone 763-428-8767 . Fax 763-428-8675 Bergman Compaines 6615 US Highway 12 West PO Box 659 12.50 68.00 68.00 $261,226.50 0.314 $170,382.68 Eau Claire, WI 54702-0659 . Phone 1-800-497-4907 Fax 1-715-874-6717 Traffic Marking Services - 3361 Co. Rd. 12 N Buffalo, MN 55313 11.73 78.95 78.95 $269,818.45 Phone 763-682-1484 . i: Fax 763-682-0266 2004 Prices $ 0.50 $ 0.501 $ 0.538 $ 11.07 $ 76.49 $ 76.49 $ 2.88 $ 66.95 $ 0.2588 flClEVEJ2tlO4.2005 JPA Bid Ope~