HomeMy WebLinkAbout4H - 1995-96 Joint Powers Agr. STAFF AGENDA REPORT
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AGENDA #:
PREPARED BY:
SUBJECT:
DATE:
INTRODUCTION:
BACKGROUND:
.DISCUSSION:
ISSUES:
4 (1~
VERLYN RAAEN, ENGINEERING TECHNICIAN
1995-1996 dOINT POWERS AGREEMENT FOR TRAFFIG MARKINGS,
STREET SWEEPING, CRACKSEALING AND SEALCOATING
JANUARY 17, 1995
The Joint Powers Agreement (JPA) being considered in this agenda item
offers the services referenced above, some of which Prior Lake has
contracted for on an individual community basis in the past. There
appears to be some advantages to entering into the JPA for these
services.
The City of Burnsville and some other south suburban communities have
been participating in the above referenced JPA in the past. This
arrangement has streamlined the process of contracting for these
services and resulted in a lower cost by utilizing the enhanced purchasing
power of several communities combined needs and by utilizing the sealed
bid process.
I compared our actual 1994 traffic marking costs ($5,130) to those of the
1994-1995 JPA Iow bid prices and determined that the JPA prices could
have saved Prior Lake approximately $1,000. I could not compare our
1994 cracksealing costs to the JPA since it was not bid in the 1994-1995
JPA as it Will be this year. The JPA communities typically have very large
proposed crack sealing projects which should keep bid prices Iow for
Prior Lake's relatively small needs. Prior Lake's sealcoating project is a
very large one so that there may not be a substantial savings with the
JPA, however, JPA bid prices should be very competitive if not lower than
those we would receive if we bid our project individually. We will also
save time by not having to administer a RFP process. Burnsville charges
a 2% fee for administering the JPA.
The last sealcoating project in the City of Prior Lake was done in 1993.
There were some problem areas with the project involving tracking of
aggregate and oil into homes especially in cul-de-sacs and the loss of
some sealcoat aggregate on a couple of the streets. Its virtually
impossible to say exactly why the failures occurred. However,
cul-de-sacs are especially difficult areas of the street to get the sealcoat
to adhere to due to the sharp turning movements of trucks and front
wheel drive cars. Burnsville and some other municipalities do not
sealcoat cul-de-sacs because of repeat problems in the past. Prior Lake
staff is debating whether or not to sealcoat cul-de-sacs in 1995. An
advantage of the 1995 project over the 1993 project is that most of the
streets proposed in this year's program are relatively new or have been
overlayed recently. This will reduce the problems which occurred in 1993.
Some of the problem areas in 1993 are thought to have been due to
some of the streets that were sealcoated being deteriorated beyond the
16200 Eagle Creek Ave., Prior Lake, Minnesota 553.~_2-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
ALTERNATIVES:
RECOMMENDATION:
ACTION REQUIRED:
AG116.ENG
point where sealcoating had a reasonable chance of performing well.
The 199,5 project will not contain streets which are in a deteriorated
condition. The aggregate required to be used by the JPA is a small
granite chip which is different from what Prior Lake has specified in the
past. It may have some advantages such as increased skid resistance
and better retention in the sealcoat oil. If staff is not convinced that the
Iow bid contractor in the 1995 JPA can provide a good quality project, we
have the option to not participate in the sealcoat portion of the JPA.
The alternatives are as follows:
.
Approve entering into the JPA.
Deny this item for a specific reason.
Table this item for a specific reason.
This JPA will streamline our contracting for certain services and probably
result in a cost savings and the recommendation is to enter into the
agreement. The state legislature places a high priority on cities
combining their talent~to accomplish day to day responsibilities. This is
an excellent example of this practice.
The Mayor and City Council are requested to authorize the Mayor and
City Manager to/enter into the "Joint Powers Agreement - 1995 Traffic
Mf~k ~eping, Cracksealing and Sealcoating".g~tre
in
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JOINT POWERS AGREEMENT
1995 TRAFFIC MARKINGS, STREET SWEEPING CRACKSEALING & SEALCOATING
BURNS~LLE, APPLE VALLEY, EAGAN, LAKEVILLE
ROSEMOUNT, SAVAGE AND PRIOR LAKE
AGREEMENT made this day of , 19 .. by and between the cities
of Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, ~avage and Prior Lake.
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, Lakeville, Rosemount, Savage and Prior Lake,
utilizing one common contractor for each service.
NOW, THEREFORE, the parties agree as follows:
1. Subject to the other provisions of this agreement, Bumsville shall
prepare any plans, specifications, bid proposals and advertise for bids for the
placement of street traffic markings, street sweeping, crack, sealing and
sealcoating services.
2. Apple Valley, Eagan, Lakeville, Rosemount, Savage and Prior Lake 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 and Prior
Lake 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.
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 2% of actual construction cost to City of Burnsville for legal and
administrative cost.
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 and Prior Lake, 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, Lakeville, Rosemount, Savage and Prior Lake 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 five cities, otherwise the agreement
will automatically terminate on October 31, 1995.
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IN WITNESS WHEREOF, the parties have caused this Agreement to be
executed on the date indicated below.
CITY OF BURNSVILLE
BY: Mayor
BY: Manager
CITY OF APPLE VALLEY
BY: Mayor
BY: Clerk
CITY OF EAGAN
BY: Mayor
BY: Clerk
CITY OF LAKEVILLE
BY: Mayor
BY: Clerk
CITY OF ROSEMOUNT
BY: Mayor
BY: Clerk
CITY OF SAVAGE
BY: Mayor
BY: Clerk
CITY OF PRIOR LAKE
BY: Mayor
BY: Manager
DATE:
DATE:
DATE:
DATE'
DATE:
DATE:
DATE:
City of
BURNSVILLE
100 Civic Center Parkway · Burnsville, Minnesota 55337-3817
December 16, 1994
Mr. Dennis Miranowski
City of Apple Valley
14200 Cedar Avenue
Apple Valley, MN 55124
Mr. Thomas Colbert
City of Eagan
3830 Pilot Knob Road
Eagan, MN 55122
(612) 895-4400
Mr. James Robinette
City of Lakeville
20195 Holyoke Avenue
Lakeville, MN 55044
Mr. Bud Osmondson
City of Rosemount
2875 145th Street West
Rosemount, MN 55068
Mr. Dave Hutton
City of Savage
6000 McColl Drive
Savage, MN 55378
Mr. Larry Anderson
City of Prior Lake
4629 Dakota Street S.E.
Prior Lake, MN 55372
RE: 1995-1996 JOINT POWERS AGREEMENT FOR TRAFFIC MARKINGS, STREET
SWEEPING, CRACKSEALING AND SEAL COATING
Dear Gentlemen:
Enclosed is a copy of the Joint Powers Agreement (JPA) for the joint bidding of the above
referenced items. This agreement has changed in two areas. First, cracksealing has been added
to this years list of materials. Second, to cover coordination, legal and administrative costs, a
2 % change on the actual construction cost of materials will be initiated this year.
Please call and indicate if you wish to participate in the 1995-96 JPA, and also place this 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 17, 1995, and the bid opening on February 17, 1995. I will be
calling in two weeks to get the necessary quantities.
Also, enclosed is a copy of the 1995-96 schedule, specifications/proposal and last years abstract
for your review. If you have any questions, comments or suggestions, please feel free to call
me at 895-4541.
Sincerely,
CITY OF BURNSVILLE
Cleve Crowningshield
Engineering Department
Enc:
1995-96 SCHEDULE
STREET MAINTENANCE MATERIALS
CITY OF BURNSVILLE
BURNSVILLE, MINNESOTA
CONTRACT PERIOD: MARCH 16, 1995 THRU MARCH 15, 1996
DETERMINE AREAS TO BE SEALCOATED:
(Start to Prepare Maps)
GET JOINT POWERS AGREEMENT TO CITIES
AND QUANTITIES FROM ALL CONCERNED:
PERMISSION TO AUTHORIZE AD FOR BIDS:
(Council Meeting)
CONSIDER JOINT POWERS AGREEMENT:
(Council Meeting)
PUBLISH: Fax Ad to Dakota County Tribune
PUBLISH: Fax Ad to Construction Bulletin
MAIL OUT BIDDERS LIST:
OPEN BIDS:
(Send Letters to Cities to
Concur Award of Bids)
COUNCIL CONSIDERS AWARD:
(Council Meeting)
LETTER, ABSTRACT & CONTRACTS
TO SUCCESSFUL BIDDERS:
LETTER TO CITIES & CONTRACTORS
ABOUT PRE-CONSTRUCTION MEETING:
LETTER & ABSTRACT TO UNSUCCESSFUL BIDDERS:
PRE-CONSTRUCTION MEETING:
LETTER AND MAP FOR PRESS RELEASE:
October- November 1994
December 3, 1994
January 17, 1995
January 17, 1995
January 18, 1995
January 18, 1995
January 20, 1995
February 17, 1995
MarCh 6, 1995
March 7, 1995
March 10, 1995
April 7, 1995
April 13, 1995
June 1, 1995