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Home My WebLink About5F JPA Street Maintenance~0~4 ~PR'~~~ .~ ti ~~~~ ~'- y t 4646 Dakota Street S.E. U U' x ~ Prior Lake, NN 55372F1714 ._~ ~ `~ ~IMVESO"~P,°~e CITY COUNCIL AGENDA REPORT MEETING DATE: JANUARY 20, 2009 AGENDA #: 5F PREPARED BY: CR~~IG ELDRED, STREET AND UTILITIES SUPERVISOR AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE EXECUTION OF THE 2009 JOINT POWERS AGREEMENT (JPA) FOR STREET MAINTENANCE DISCUSSION: Introduction The purpose of this agenda item is to provide the City Council with the opportunity to consider entering into a 2009 Joint Powers Agreement (JPA) for traffic markings, street sweeping, crack sealing, screening and seal coating. A JPA is an agreement whereby cities with similar powers act as if they were one entity for the delivery of certain products or services. Histor~r For many years several south suburban communities have been participating in a JPA to jointly acquire various street maintenance services including traffic marlings, street sweeping, crack sealing, screening, and seal coating. Prior Laki;; has been participating in the JPA since 1995. This arrangement has streamlined the process of advertising for sealed bids and contracting for the previously mentioned street maintenance services. By combining the quantities of each community, contractors have been able to discount the unit bid price which has a net effect of lower prices for all participating communities. The City of Burnsville administers the JPA for a fee paid by each community invo~ved based on the total amount of street maintenance services requested through the JPA. Current Circumstances The 2009 street maintenance budget has $117,000.00 budgeted for services through the JPA. The practice is to perform maintenance activities on streets which fall within the appropriate pavement management activity ranges. In 2()09, staff has scheduled seal coating for the following areas: Downtown north and south of CSAH 21, Glynwater and Wilds Parkway areas of Wood Duclc, Woods in the Wilds, and cul-de-sacs adjacent on Wilds Parkway. A map highlighting the areas is attached for your review. This maintenance activity normally extends the life of the wearing surface of the bituminous street for a period of seven to ten years. www. cityofpriorlake. com R:\Council\2009 Agenda Reports\01 :~0 09~~re~~'I~rr~e~n~00~9 ~~~47.4245 Conclusion The language of the Agreement is identical to previous year's which was reviewed and approved by the City Attorney. ISSUES: The fundamental reason for performing this work through a Joint Powers Agreement is to get better products for the least expensive prices. We also find that the oversight and administration of this work is considerably easier when it is done in collaboration with others. FINANCIAL This Joint Powers Agreement is cost effective for city taxpayers. The State IMPACT: Legislature places a high priority on cities combining their resources to accomplish day-to-day responsibilities. This is an excellent example of this practice. ALTERNATIVES: 1. Approve a resolution authorizing the execution of the 2009 Joint Powers Agreement for traffic markings, street sweeping, crack sealing, screening and seal coating. 2. Table this agenda item for a specific reason. 3. Deny this agenda item for a specific reason and provide staff with direction RECOMMENDED Alternative #1 MOTION: Reviewed y: ~---• Frank Boyles, City R:\Council\2009 Agenda Reports\01 l_0 09\JPA Street Maintenance 2009 agenda.DOC ... ~~ ~ P I s ~'i ~~ti ' j v~` 4646 Dakota Street S.E. v ~, x ~ Prior Lake, 1y:N 55372-1714 ~ ~ RESOLUTION 09-XXX A RESOLUTION TO APF<'ROVE THE EXECUTION OF THE 2009 JOINT POWERS AGREEMENT (JPA) FOR STREET MAINTENANCE Motion By: Second By: WHEREAS, Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, West St. Paul, New Prague and Dakota County annually enter into a Joint Powers Agreement ~~:o contract for traffic markings, street sweeping, crack sealing, screening and seal coating; and WHEREAS, This Joint Powers Agreement will result in cost savings to the City of Prior Lake and previously this particular Joint Powers Agreement has been issued a commendation for interagency cooperation and cost savings by the State of Minnesota; and WHEREAS, The attached Joint Powers Agreement outlining the City's participation in the 2009 Traffic Markings, Street Sweeping, Crack Sealing, Screening and Seal Coating Contract has been reviewed and approved by the City Council. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The Mayor and City R/lanager are hereby authorized to execute the attached Joint Powers Agreement on behalf of the City of Prior Lake and forward it back to the City of Burnsville for proper execution. PASSED AND ADOPTED THIS 20t" DAY OF JANUARY, 2009. YES NO Hau en Hau en Erickson Erickson Hedber Hedber LeMair LeMair Millar Millar Frank Boyles, City Manager R:\Council\2009 Agenda Reports\01 20 09\JPA Street Maintenance 2009 reso.doc www. cityofpriorlake. com Phone 952.447.9800 /Fax 952.447.4245 JOINT POWERS AGREEMENT 20092410 TRAFFIC MARI~Il~TGS, STREET SWEEPING CRACK SEALING, SCREENING & SEAL COATING BURNSVILLE, APPLE VALLEY, EAGAN, LAKEVII,LE, ROSEMOUNT, SAVAGE, PRIOR LAKE, SHAKOPEE, FARA~IINGTON, MENDOTA HEIGHTS, WEST ST. PAUL, AND SOUTH ST. PAUL AGREEMENT made this 20°a day o£ January, 2009, by and between the cities of Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lalce, Shakopee, Fai~nington, Mendota Heights, West St. Paul, and South St. Paul. RECITALS This agreement is made pursuant to the authority confei~•ed upon the parties pursuant to Minnesota Statutes 47L59. The purpose of this agreement is to provide street maintenance materials and service for the cities of Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Farmington, Mendota Heights, West St. Paul, and South St. Paul trtilizing one common contractor for each service. NOW, THEREFORE, the parties agree as follows: 1. Subject to the other provisions of this agreement, Buz~nsville shall prepare any plans, specifications, bid proposals and advertise for bids for the placement of street traffic markings, street sweeping, cracksealing, :;creeping and sealcoating services. 2. Apple Valley, Eagan, Lakeville, Rosemount, Savage, Pxiox La1ce, Shakopee, Farmington, Mendota Heights, West lit. Paul, and South St. Paul shall provide to Burnsville the estimated quantities for these services in each respective city, and shall also approve the bid documents. 3. Burnsville shall tabulate the bids upon their receipt and make a recommendation of award to Apple Valley, Eagan, ~~akeville, Rosemount, Savage, Prior Lalce, Shakopee, Farmington, Mendota Heights, West St. Paul, and South St. Paul and upon their approval, award the contract pursuant to State Law. Joint Powers Agreement Page 2 4, Each city shall be responsible for; • Preparing maps showing the proposed locations for these services including estimating the quantities. • Preparing the streets for markings in accordance with the specifications and coordinating with the contractor as to the timing of the actual work. • Irrspef,ting the contractor's work, measuring the quantities of work per~foirned, approving and certifying the progress or final payments to the contractor, • Pay a pexcentage of actual construction cost to City of Burnsville for Legal and administrative cost on a sliding scale basis as follows; $0 - $50,000 -1,5% $50,000 - $100,000 -1% Over $100,000 - .5% 5. In accordance with the specifications, the contractor will submit an itemized invoice to each city separately for the work performed in each city, Upon approval of the invoice by the respective city, that city will remit the approved invoice amount directly to the contractor. 6. It is agreed that the cities of Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lalce, Shalopee, Farmington, Mendota Heights, West St. Paul, and South St. Paul each of them, indemnify, save, and hold harmless the City of Burnsville and all of its agents and employees fiom 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 Lalce, Shakopee, Farmington, Mendota Heights, West St. Paul, and South St. Paul further agree to defend, at their sole cost and expense, any actions or proceedings commenced against their respective cities for the purposes of asserting any claim of whatsoever Joint Powers Agreement Page 3 charactex arising hereunder. The participating cities agree that liability under this Agreement is controlled by Minnesota Statute 471.59, subdivision 1 a and that the total liability for the participating cities shall not exceed the Limits on governmental liability for a single use of government as specified :m 466.04, subdivision 1. 7. This agreement can be terminated on the part of any individual city by giving sixty (60) days notice to the other cities; otherwise the agreement will automatically teirninate on March 1 S, 2010. IN WITNESS W~REOF, the panties have caused this Agreement to be executed on the date indicated below. CITY OF BURNSVILLE BY: Mayor Elizabeth 13. Rautz DATE: BY; City Manager Craig L, Ebeling CITY OF APPLE VALL:~Y BY: Mayor DATE: BY: Clerk CITY OF EAGAN BY: Mayor DATE: BY: Clerk CITY OF LAKEVII~LE BY; Mayor DATE: BY: Clerk Joint Powers Agreeme~it Page 4 CITY OF ROSEMOUN7C . BY; Mayor BY: Clerk CITY OF SAVAGE BY: Mayor BY; Clerk CITY OF PRIOR LAKE BY: Mayor Jack Haugen BY: City Manager Frank Boyles CITY OF SHAKOPEE BY: ~ Mayor BY: Clerk CITY OF FARMIl\TGTON BY: Mayor BY• Clerk ' CITY OF MENDOTA AEIGHTS BY: Mayor BY: Clerk CITY OF WEST ST. PAUL BY: Mayor BY: Cleric CITY OF SOIITH ST. PAUL BY: Mayor BY: Clerk DATE: DATE: DATE: DATE: DATE: , :: DATE; DATE: DATE: City of Prior Lake ,.--~~, Minnesota N ~t n. ~~; ~~ ~ ~:~~ ~ 2009 2009 SEALCOAT PROJECT € ~f SEALCOAT AREA Last Updated January 2009 City of Prior Lake Public Works Department X:\Public_Works\Street Maintenance\ Sealcoat\2009_sealcoat.apr This drawing is neither a legally recorded map nor a survey and is not intended to be used as one. This drawing is a compilation of records, information and data from various city, county and state offices and other sources. This document should be used for reference only. No representation is made that features presented accurately reflect true location. The City of Prior Lake, or any other entity from which data was obtained, assumes no liability for any errors or omissions herein. If discrepancies are found, please contact the City of Prior Lake. ST C i I I r R L AREA 1 (DOWNTOWN -EAST) 1200 0 1200 FI i U~'A `,) fL..,,,,,_.,`kWy 160TH ST , J Q > ,~. 1500 0 1500 Feet AREA 2 (WEST) Du ,F r \nnv- ~~ a¢ a UO l F?`n ~~ o~ ooN LAKE r{ ~D ~, 3 0 O O t, ~ q~CO w .., m U ~? O~ N LL ' COUGAR ¢ v PATH o ~ O) I a \ I c w i ~ p N~ ? 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