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Home My WebLink About5I-Street Maintenance JPA Expenditure O� PRIO U 4646 Dakota Street SE Prior Lake, NN 55372 � ESOvt CITY COUNCIL AGENDA REPORT MEETING DATE: APRIL 13, 2015 AGENDA#: 51 PREPARED BY: JAKE THEISEN, MAINTENANCE SUPERINTENDENT PRESENTED BY: JAKE THEISEN, MAINTENANCE SUPERINTENDENT AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE EXPENDITURE OF $210,707 FOR STREET MAINTENANCE SERVICES RELATED TO THE SOUTH METRO JOINT POWERS AGREEMENT. DISCUSSION: Introduction The purpose of this agenda item is to authorize the expenditure of$210,707 to complete street maintenance as part of the South Metro Joint Powers Agreement (JPA) including traffic markings, crack sealing, and seal coating. History A JPA is an agreement whereby Local Government Units (LGUs) with similar powers act collectively as an entity for the delivery of certain products or services. 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, Farmington, Mendota Heights and South St. Paul. Scott County joined this partnership in 2014. 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 JPA has streamlined the process of advertising for sealed bids and contracting for the previously mentioned street maintenance services. The City of Burnsville administers the JPA which includes compiling all of the quantities from each project partner, completeting the bidding process in accordance to state statute, and entering into and administering the construction contract. Each community pays a fee to Burnsville for this servicebased on a percentage of the total amount of services requested through the JPA. There is no change in this fee and it is billed as follows: $0 - $50,000 1.5% $50,000 - $100,000 1% Over$100,000 0.5% In 2012 the language of the JPA was modified slightly to have the agreement continue in effect until terminated instead of having an annual expiration. However, participating communities still need to authorize the quantities Phone 952.447.9800 / Fax 952.447.4245/www.cityofpriorlake.com submitted for bidding and estimated expenditures much like the fuel and salt contracts we participate in with the state. Current Circumstances The 2015 street maintenance budget has $210,707 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 2015 services will include 9.6 miles of seal coating, 28,500 lineal feet of crack sealing, and 30 miles of long line painting. These quantities are slightly over our pavement management goal of 7.0 miles annually of seal coating, however we were under this goal in 2014. The City of Burnsville has completed the bidding process with the results shown on the attached Burnsvilee City Council Report. Prior Lake's portion of the bids is as follows: Crack Sealing $7,096.50 Seal Coating $195,140.75 Long Line Painting $8,469.75 Conclusion The Council is being asked to approve work related to this agreement through the authorization of the expenditure. It is recommended to proceed with participation in this collaborative, cost saving effort. 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. Prior Lake has been participating in the JPA since 1995 and typically utilizes seal coating, crack sealing and traffic marking 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. FINANCIAL This Joint Powers Agreement is cost effective for city taxpayers. The State IMPACT: Legislature places a high priority on Local Government Units (LGU) combining their resources to accomplish day-to-day responsibilities. This is an excellent example of this practice. ALTERNATIVES: 1. Approve a resolution authorizing the expendityure of$210,707 for street maintenance related to the South Metro Joint Powers Agreement. 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: 2 O� PRt0r U 4646 Dakota Street SE :�Izso`tt Prior Lake, MN 55372 RESOLUTION 15-xxx A RESOLUTION AUTHORIZING THE EXPENDITURE OF UP TO$210,707 FOR ROADWAY MAINTENANCE PURPOSES Motion By: Second By: WHEREAS, Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, West St. Paul, Elko New Market, Waconia, Farmington, Mendota Heights, Scott County and South St. Paul entered into a Joint Powers Agreement to contract for traffic markings, street sweeping, crack sealing, screening and seal coating last amended in 2014; and WHEREAS, The Joint Powers Agreement describes the City's participation in the traffic markings, street sweeping, crack sealing, screening and seal coating Contract; and WHEREAS, The Joint Powers Agreement will result in cost savings to the City of Prior Lake and previously has been issued a commendation for interagency cooperation and cost savings by the State of Minnesota ; and WHEREAS, The City of Burnsville administers the JPA which includes compiling all of the quantities from each project partner, completing the bidding process in accordance to state statute, and entering into and administering the construction contract. WHEREAS, It is recommended that quantities be submitted to the City of Burnsville as part of the Street Maintenance JPA to complete 9.6 miles of seal coating, 28,500 lineal feet of crack sealing, and 30 miles of long line painting with an estimated cost of$210,707.00. 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 authorizes 9.6 miles of seal coating, 28,500 lineal feet of crack sealing, and 30 miles of long line painting be submitted to the City of Burnsville for inclusion in the Street Maintenance Joint Powers Agreement. 3. The City Council authorizes the expenditure of an estimated $210,707 for Traffic Markings, Crack Sealing, and Seal Coating as part of the Street Maintenance Joint Powers Agreement. 4. The funding for the street maintenance completed through the Joint Powers Agreement shall come from the Street Portion of the 2015 General Fund Budget. PASSED AND ADOPTED THIS 13th DAY OF APRIL, 2015. VOTE Hedberg Keeney McGuire Morton Thompson Aye ❑ ❑ ❑ ❑ ❑ Nay ❑ ❑ ❑ ❑ ❑ Abstain ❑ ❑ ❑ ❑ ❑ Absent ❑ ❑ ❑ ❑ ❑ Frank Boyles, City Manager CITY OF BURNSVILLE Meeting Date: 3/17/2015 CITY COUNCIL REGULAR BACKGROUND Item Number: <#> PRESENTER(S): n/a ITEM: Accept Bids and Award Contracts for the 2015 South Metro JPA for Roadway Maintenance Services Project(15- 303) POLICY DECISION/ACTION TO BE CONSIDERED: Accept Bids and Award Contracts for the 2015 South Metro JPA for Roadway Maintenance Services Project(15- 303)to the following contractors in the following amounts: Service Contractor Bid Amount Bituminous Fog Seal Allied Blacktop Co. $ 123,272.43 Bituminous Seal Coat Pearson Brothers,Inc. $ 1,936,485.93 Crack Sealing Asphalt Surface Technologies, Corp. $ 773,236.00 Pavement Markings Sir Lines-A-Lot Striping Co. $589,351.00 Spray Patching RCM Specialties, Inc. $ 124,276.53 FACTS: As the lead organization for the South Metro JPA for Roadway Maintenance Services,the City of Burnsville coordinates the JPA,prepares the contract documents, provides bidding services,awards the contracts and provides general contract administration for the member local government units acting as one organization. The bids were advertised,received, opened and read aloud as required by law. Several bids were received for each service as follows: Service Contractor Bid Amount Burnsville's Portion Bituminous Fog Seal Allied Blacktop Co. $ 123,272.43 ASTECH Corp. $ 148,521.00 Pearson Bros,Inc. $ 162,878.03 Bituminous Seal Coat Pearson Bros,Inc. $ 1,936,485.93 $ 120,645.44 ASTECH Corp. $2,007,405.89 Allied Blacktop Co. $2,269,425.90 Crack Sealing ASTECH Corp. $ 773,236.00 $ 85,400.00 American Pavement Solutions $ 805,457.50 Allied Blacktop Co. $ 1,222,717.50 Fahrner Asphalt, LLC $ 1,505,275.00 Pavement Markings Sir Lines-A-Lot, Co. $589,351.00 $83,250.00 AAA Striping Service $ 592,010.40 Traffic Marking Service $696,782.60 Spray Patching RCM Specialties, Inc. $ 124,276.53 $6,629.40 CITY COUNCIL REGULAR BACKGROUND Meeting Date:3/17/2015 PAGE 2 Item Number: <#> Burnsville's portion of the contract is$295,924.84. Annually,the City allocates$300,000-$400,000 from the Street Maintenance Fund to complete this work. The City's cost is below this year's allocation, and any savings will allow for additional preventative street maintenance work to be completed. ISSUES: Staff is not aware of any issues regarding this item at this time. RECOMMENDATION: Staff feels the bids are competitive and of good value at the time of the bid,and recommends accepting the bids and awarding the contracts to low responsible and responsive bidders as detailed above. All the low bidders are reputable contractors having worked for the JPA in the past. ATTACHMENT(S): n/a JJR