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Home My WebLink About5C - JPA for Street Maintenance O~ PR10~ .... (" E-. ~ U ~ t7! 'ESO~l'- MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: 4646 Dakota Street S.E. Prior Lake, MN 55372-1714 CITY COUNCIL AGENDA REPORT FEBRUARY 1, 2010 5C CRAIG ELDRED, STREET AND UTILITIES SUPERVISOR CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE EXECUTION OF THE 2010 JOINT POWERS AGREEMENT (JPA) FOR STREET MAINTENANCE Introduction The purpose of this agenda item is to provide the City Council with the opportunity to consider entering into a 2010 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 collectively as an entity for the delivery of certain products or services. Historv For many years several south suburban communities have entered into a JPA to acquire various street maintenance services including traffic markings, street sweeping, crack sealing, screening, and seal coating. This year's agreement includes the communities of Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, West St. Paul, Elko New Market, Farmington and South St. Paul. Prior Lake has been participating in the JPA since 1995 and typically utilizes seal coating, crack sealing and traffic markings services. Prior Lake does not have the required staff or equipment to complete large scale traffic marking, crack sealing or seal coating projects in-house. The JPA has streamlined the process of advertising for sealed bids and contracting for the previously mentioned street maintenance services. By combining the quantities needed by 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 involved based on the total amount of street maintenance services requested through the JPA. Current Circumstances The 2010 street maintenance budget has $175,000.00 budgeted for services through the JPA. The practice is to perform maintenance activities on streets which fall within the appropriate pavement management activity ranges. The 2010 JPA services will include scheduled seal coating for the following areas: Candy Cove, Oak Ridge, Frog Town, Wilds South, Woods in the Wilds, Carriage Hills, and Meadow view areas. A map highlighting the areas is www.cityofpriorlake.com R:\Council\2010 Agenda Reports\02 011~r~M~;?n~<20'O f~~ci47.4245 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. 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 IMPACT: This Joint Powers Agreement is cost effective for city taxpayers. The State 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 2010 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 MOTION: Alternative #1 Reviewed rl ~tJ Frank Boyles, crM L R:\Council\2010 Agenda Reports\02 01 1 O\JPA Street Maintenance 2010 agenda.doc 2 Motion By: Second By: WHEREAS, Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, West St. Paul, Elko New Market, Farmington and South St. Paul annually enter into a Joint Powers Agreement to 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 2010 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 Manager are hereby authorized to execute the attached Joint Powers Agreement on behalf of the City of Prior Lake and provide an executed copy to the City of Burnsville. . PASSED AND ADOPTED THIS 1st DAY OF FEBRUARY, 2010. YES NO I Myser Erickson Hedberg Keeney Millar Myser Erickson Hedberg Keeney Millar Frank Boyles, City Manager [Type text] www.cityofpriorlake.com Phone 952.447.9800 / Fax 952.447.4245 ~/ ~~ tlHORES 1ll ------- ><f In ........ /'<.~ ; ~~ ;:1;; ~ /C-------- ~1~ ---\ "'TH" ! ./" /Ff(OSTpOltIT~ Iii \ g~ I ~ \~_ f',IZON CIR \ d I \! _"'.....'1( I a OAK III L. --\ \~ # '0 M,W:S TRl ~ \ I- ~\" ~!~ "~...... '\ ~'" I ~ \ ~ a\.u ~l ,__ IftIfECIR "J ~';;o ~ ~tFoResTCT 1/ ~ '" 01 ~I r;)Po /~ ~~ ~I ~ /-;?~~ ~~-----" '\! "" / r ~ /r___-"\.. 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'J !if !~ '5 ~ ~ i ~1tw.tPTON iL lJ B~~FI pR"'"' y ~--- /' / /,7 ,-/ / V .~ ~ I~--.,..."".,."...._- \ . we'TWOOO DR I I BOUNTY ~..... Jlj'i< .r-.- -, ~! ~OSSA IDflAST ~; ROBtlSOIrl I eR- ~ SL oUIIERST ~ -./~) ~i ~,Ii .nr-, , 2010 N w-\>- ' s r' SEALCOAT PROJECT JOINT POWERS AGREEMENT f\J SEALCOAT AREA Last Updated January 2010 City of Prior Lake GIS X:/Public_WorkslStreetsJSeaICoat/SeBlCoat201 O.mxd 0.25 0.25 j 0.125 ........... Milo. ,,\, ~~ f Jg \...Jil If. Ih This drlllMng 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 oUler entity from wtich data was obtained. assumes no liability for any errors or omissions herein. If ciscrepancles are found, please contactthe City of Prior Lake. JOINT POWERS AGREEMENT 2010-2011 TRAFFIC MARKINGS, STREET SWEEPING CRACK SEALING, SCREENING & SEAL COATING BURNSVILLE, APPLE VALLEY, EAGAN, ELKO NEW MARKET, FARMINGTON, LAKEVILLE, PRIOR LAKE, ROSEMOUNT, SAVAGE, SHAKOPEE, SOlJ In ST. PAUL, AND WEST ST. PAUL AGREEMENT made this 2nd day of February, 2010, by and between the cities ofBurnsville, Apple Valley, Eagan, Elko New Market, Farmington, Lakeville, Prior Lake, Rosemount, Savage, Shakopee, South St. Paul, and West St. Paul. 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 of Burnsville, Apple Valley, Eagan, Elko New Market, Farmington, Lakeville, Prior Lake, Rosemount, Savage, Shakopee, South St. Paul, and West St. Paul utilizing one common Cuut..actor 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, cracksealing, screening and sealcoating services. 2. Apple Valley, Eagan, Elko New Market, Farmington, Lakeville, Prior Lake, Rosemount, Savage, Shakopee, South St. Paul, and West 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, Elko New Market, Farmington, Lakeville, Prior Lake, Rosemount, Savage, Shakopee, South St. Paul, and West 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. · Inspecting the contractor's work, measuring the quantities of work performed, approving and certifying the progress or fmal payments to the contractor. · Pay a percentage 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 - 0.5% 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, Elko New Market, Farmington, Lakeville, Prior Lake, Rosemount, Savage, Shakopee, South St. Paul, and West St. Paul each of them, indemnify, save, and hold harmless the City ofBurnsville and all of its agents and employees from any and all claims, demands, actions, or causes of action, for whatever nature, arising out 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, Elko New Market, Farmington, Lakeville, Prior Lake, Rosemount, Savage, Shakopee, South St. Paul, and West 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 character arising hereunder. The participating cities agree that liability under this Agreement is controlled by Minnesota Statute 471.59, subdivision la and that the total liability for the participating cities shall not exceed the limits on governmental liability for a single unit of government as specified in 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 terminate on March 15, 2011. IN WIlNESS 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 Mary Hamann-Roland DATE: BY: Clerk Pam Gackstetter CITY OF EAGAN BY: Mayor Mike Maguire DATE: BY: Clerk Maria Petersen CITY OF ELKO NEW MARKET BY: Mayor Jason Ponsonby DATE: BY: Clerk Patricia Nutt Joint Powers Agreement Page 4 CITY OF FARMINGTON BY: Mayor Todd Larson DATE: BY: City Administrator Peter Herlofsky CITY OF LAKEVILLE BY: Mayor Holly Dahl DATE: BY: Clerk Charlene Friedges CITY OF PRIOR LAKE BY: Mayor Mike Myser DATE: BY: City Manager Frank Boyles CITY OF ROSEMOUNT BY: Mayor William H. Droste DATE: BY: Clerk Amy Domeier CITY OF SA V AGE BY: Mayor Janet Williams DATE: BY: City Adminisn:ator Barry Stock CITY OF SHAKOPEE BY: Mayor John J. Schmitt DATE: BY: Clerk Judy Cox BY: City Administrator Mark McNeill Joint Powers Agreement Page 5 CITY OF SOUTH ST. PAUL BY: Mayor Beth A. Baumann BY: Clerk Christy M. Wilcox CITY OF WEST ST. PAUL BY: Mayor John A. Zanmiller BY: City Manager John W. Remkus DATE: DATE: