HomeMy WebLinkAbout5I 2011 JPA for Street Maintenance4646 Dakota Street SE
Prior Lake. MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: FEBRUARY 22, 2011
AGENDA #: 51
PREPARED BY: JOE WIITA, STREET AND UTILITIES SUPERVISOR
PRESENTED BY: JOE WIITA, STREET AND UTILITIES SUPERVISOR
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE
EXECUTION OF THE 2011 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 2011 Joint Powers Agreement (JPA)
with other municipalities 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.
History
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, Waconia, Hastings, Mendota Heights 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 2011 street maintenance budget has $150,000.00 budgeted for services
through the JPA. The practice is to perform maintenance activities on streets
which fall within the appropriate pavement management activity ranges.
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The 2011 JPA services will include scheduled seal coating for the following
areas: Westbury Ponds, Wilds Ridge, Jeffers, McKenna and Shepherds Path.
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 This Joint Powers Agreement is cost effective for City taxpayers. SCALE and
IMPACT: the State Legislature place 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 2011 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 by:
Frank Boyles, CityaGlanage�
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4646 Dakota Street SE
Prior Lake. MN 55372
RESOLUTION 11 -XXX
A RESOLUTION TO APPROVE THE EXECUTION OF THE 2011 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, Elko New Market, Waconia, Hastings, Mendota Heights 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 Joint Powers Agreement describes the City's participation in the 2011 Traffic
Markings, Street Sweeping, Crack Sealing, Screening and Seal Coating Contract..
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 City Council approves the Joint Powers Agreement for Traffic Markings, Street Sweeping,
Crack Sealing, Screening and Seal Coating.
3. The Mayor and City Manager are hereby authorized to execute the above described 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 22 " DAY OF FEBRUARY, 2011.
YES
NO
M ser
M ser
Erickson
Erickson
Hedberg
Hedber
Keeney
Keene
Soukup
Souku
Frank Boyles, City Manager
JOINT POWERS AGREEMENT
2011 SOUTH METRO CITIES JOINT POWERS AGREEMENT FOR THE STREET
MAINTENANCE SERVICES OF BITUMINOUS SEAL COATING, CRACK SEALING,
PAVEMENT MARKINGS, SCREENING OF SALVAGED SEAL COAT AGGREGATE
AND SPRAY PATCHING
BURNSVILLE, APPLE VALLEY, EAGAN, ELKO NEW MARKET, HASTINGS,
LAKEVILLE, MENDOTA HEIGHTS, PRIOR LAKE, ROSEMOUNT, SAVAGE,
SHAKOPEE, SOUTH ST. PAUL, WACONIA AND WEST ST. PAUL
AGREEMENT made this 22 day of February, 2011, by and between the cities of
Burnsville, Apple Valley, Eagan, Elko New Market, Hastings, Lakeville, Mendota Heights, Prior
Lake, Rosemount, Savage, Shakopee, South St. Paul, Waconia, 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, Hastings, Lakeville, Mendota Heights,
Prior Lake, Rosemount, Savage, Shakopee, South St. Paul, Waconia and West St. Paul 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 all bid
documents and conduct bidding services pursuant to State Law for the work of bituminous seal coat,
crack sealing, pavement markings, screening of salvaged seal coat aggregate and spray patching
services.
2. Apple Valley, Eagan, Elko New Market, Hastings, Lakeville, Mendota Heights, Prior
Lake, Rosemount, Savage, Shakopee, South St. Paul, Waconia 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, Hastings, Lakeville, Mendota Heights, Prior Lake,
Joint Powers Agreement 12
Rosemount, Savage, Shakopee, South St. Paul, Waconia and West St. Paul and upon their approval,
award the contract pursuant to State Law.
4. Each city shall be responsible for:
• Preparing maps showing the proposed locations for these services including
estimating the quantities thereof
• Preparing the streets for the work to be done 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 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, Hastings, Lakeville,
Mendota Heights, Prior Lake, Rosemount, Savage, Shakopee, South St. Paul, Waconia and West St.
Paul; each of them, indemnify, save, and hold harmless the City of Burnsville 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, Hastings, Lakeville, Mendota Heights, Prior Lake, Rosemount, Savage,
Joint Powers Agreement 13
Shakopee, South St. Paul, Waconia 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 character 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 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 December 31,
2011.
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
Mary Hamann -Roland
DATE:
BY:
City Clerk
Pam Gackstetter
CITY OF
EAGAN
BY:
Mayor
Mike Maguire
DATE:
BY:
Deputy City Clerk
Mira Broyles
CITY OF
ELKO NEW MARKET
BY:
Mayor
Jason Ponsonby
DATE:
BY:
City Administrator
Thomas Terry
Joint Powers Agreement 14
CITY OF HASTINGS
BY:
Paul Hicks
BY:
Melanie Mesko Lee
CITY OF LAKEVILLE
BY:
Mark Bellows
BY:
Charlene Friedges
CITY OF MENDOTA HEIGHTS
BY:
Sandra Krebsbach
BY:
Sandie Thone
CITY OF PRIOR LAKE
BY:
Mike Myser
BY:
Frank Boyles
CITY OF ROSEMOUNT
BY:
William H. Droste
BY:
Amy Domeier
CITY OF SAVAGE
BY:
Janet Williams
BY:
Barry Stock
CITY OF SHAKOPEE
BY:
John J. Schmitt
BY:
Judy Cox
BY:
Mayor
City Clerk
Mayor
City Clerk
Mayor
City Clerk
Mayor
City Manager
Mayor
City Clerk
Mayor
City Administrator
DATE:
DATE:
DATE:
DATE:
DATE:
DATE:
Mayor
City Clerk
City Administrator
DATE:
Mark McNeill
Joint Powers Agreement 15
CITY OF SOUTH ST. PAUL
BY: Mayor
Beth A. Baumann
BY: Clerk
Christy M. Wilcox
CITY OF WACONIA
BY:
i
Jim Nash
Susan Arntz
CITY OF WEST ST. PAUL
BY:
IC •
John A. Zanmiller
John W. Remkus
Mayor
City Administrator
Mayor
City Manager
DATE:
DATE:
DATE: