HomeMy WebLinkAbout5H South Metro JPA Report
Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com
4646 Dakota Street SE
Prior Lake, MN 55372
CITY COUNCIL AGENDA REPORT
MEETING DATE: APRIL 2, 2018
AGENDA #: 5H
PREPARED BY: JAKE THEISEN, MAINTENANCE SUPERINTENDENT
PRESENTED BY: JAKE THEISEN, MAINTENANCE SUPERINTENDENT
AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION APPROVING 2018
STREET MAINTENANCE SERVICES THROUGH THE SOUTH METRO
JPA AND AUTHORIZING THE EXPENDITURE OF $209,000 FOR THE
SAME.
DISCUSSION: Introduction
The purpose of this agenda item is to authorize the expenditure of
$209,000.00 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, and seal coating.
The current 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,
Eagan, Empire Township, Spring Lake Township, and South St. Paul. 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, completing 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
service based 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 .5%
2
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
work and expenditure of funds once the bids are received.
Current Circumstances
The 2018 city street maintenance budget has $209,000 to purchase
materials and services through the JPA. The practice is to perform
maintenance activities on streets which fall within the appropriate
pavement management activity ranges in an effort to maintain an average
OSI rating of 70 on city streets as set forth in our 2040 Vision and Strategic
Plan.
The 2018 services will include 8.23 miles of seal coating, 11.36 miles of
crack sealing, and 45 miles of long line painting.
The City of Burnsville has completed the bidding process with the results
shown on the attached Burnsville City Council Report. Prior Lake’s portion
of the bids is as follows:
Crack Sealing $24,000
Seal Coating $173,275
Long Line Painting $11,725
Conclusion
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. The agreement can be terminated by giving Burnsville sixty
(60) days’ notice. The Council is being asked to approve work related to
this agreement. 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
IMPACT:
This Joint Powers Agreement is cost effective for city taxpayers. The State
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, as part of the consent agenda, authorizing the
expenditure of $209,000 for street maintenances services through the
South Metro Joint Powers Agreement.
3
2. Remove this item from the consent agenda for additional discussion.
RECOMMENDED
MOTION:
Alternative #1
ATTACHMENTS 1. Sealcoat Map
2. Striping Map
3. City of Burnsville Agenda Report
4646 Dakota Street SE
Prior Lake, MN 55372
RESOLUTION 18-___
A RESOLUTION AUTHORIZING THE EXPENDITURE OF UP TO $209,000 FOR STREET
MAINTENANCE SERVICES THROUGH THE SOUTH METRO JPA
Motion By: Second By:
WHEREAS, Prior Lake, Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage,
Shakopee, West St. Paul, Elko New Market, Waconia, Farmington, Mendota Heights, Eagan,
Empire Township, Spring Lake Township Scott County and South St. Paul wish to enter 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, and seal coating Contract; and
WHEREAS, The 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 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 the City complete 11.36 miles of crack sealing, 8.23 miles of seal
coating and 45 miles of long line painting with an estimated cost of $209,000.
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 the expenditure of an estimated $ 209,000 for Traffic Markings,
Crack Sealing and Seal Coating as part of the Street Maintenance Joint Powers Agreement.
3. The funding for the street maintenance completed through the Joint Powers Agreement
shall come from the street portion of the 2018 General Street Fund Budget
PASSED AND ADOPTED THIS 2ND DAY OF APRIL 2018
VOTE Briggs McGuire Thompson Braid Burkart
Aye ☐ ☐ ☐ ☐ ☐
Nay ☐ ☐ ☐ ☐ ☐
Abstain ☐ ☐ ☐ ☐ ☐
Absent ☐ ☐ ☐ ☐ ☐
________________________
Frank Boyles, City Manager
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SEAL COAT
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X:\Public_Works\Streets\Maint_Activities\Sealcoat2018.mxd
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D N E
COUNTRY
DR
ARBOR
L
N
A Q U I L A CIR
M A J E S T I C
L N
N W
P
R
A
I
R
I
E
G
RASS DR N W
161 ST E
F O X H UNTCTNE
LO
I
S
L
N
N
W
LA
N
G
F
O
R
D
A
V
BOUDIN ST NE
1 5 2 PL
146 TER W
PEACE AV
WALTER ST NW
V
I
R
G
I
N
I
A
A
V
S
HILLSBOR
O
C
T
M
C
C
A
N
N
C
T
M
A
P
L
E
L
N
S
E
F L A G A V S
LO
C
K
S
L
I
E
T
R
L
SUMMIT C I R N W
MIKE C T
L
E
M
L
E
YC I R S E
147 TER
SH
O
R
E
L
I
N
E
L
N
S
U
N
R
I
S
E
C
T
CO
U
N
T
R
Y
L
N
T A H I N K A C T N W
W I N F I E L D W A Y SW
N
A T U R E S W A Y S E
E
P P E
R O N
C I R N E W ATERSE
D
G
E
T
R
L
N
E
MARCIA L N
DAKOTA T R A I L
N O R T H
S
H
O
R
E
S
I
D
E
C
T
B
U
TT
E
R
N
U
T
C
I
R
N
W
H
U
M
M
I
N G
B I R D
T
R L NE
M A X I N E C I R E
L I N D E N C I R N W
S
A K P E
C I R
PAR K RD
E
R
I
E
AVSE
W I L L O W
L N
S W
S
U
M
M
I
T
O
A
K
SB A Y
PINEVIEWDR N W
180 ST E
C R E E K W O O D R D
G L A S C O W TRL SE
S A N T EE TRL NW
M
I
T
C
H
E
L
L
C
I
R
S
E
J A C K S O N C I R
O V
ERLOOKD
R
SE
TOWER ST SE
KI
N
G
S
C
T
V
E
N
T
U
R
A
P
L
MARK
C
T
179 ST E
H
O
R I Z O N
T R L
S E
RI
C
E
R
D
M
A
P
L
E
W
O
O
D
S
T
SE
H A R B O R
P L
N E
CAMB R I D G E
C I
R
S
E
PA H A
C I RCHATEAUAV
J O H A
N N A
D R
R
H
O
D
E
I
S
L
A
N
D
A
V
S
UTA
H
P
L
J E N N I F E R LN
1 4 6
S T
W
29 AV E
F A I R V I E W R D S W
FROST POINT CIR SE
T O D D R D S W
MAPLE DR
Z I N R A N A V
S
DA
I
R
Y
L
N
LAKE
V
I
E
W
C
I
R
AMOS AND ROSE CIR NW
180 ST E
174 ST E
MC K
A
Y
C
T
G R A I N W O O D C I R N E
E
D I N B O
R O U G H A V
N
E
BIRCH RD
SIOUX TRL
ANNA TRL SE
1 5 1 S T W
LONDONDERRY COVE
SWEETGRASS CIR NW
T A H I
N K A
P L
N
W
T I M B E R TRL SE
W
ILDHORS E PASS NW
LAKEODOWDPAR
K
N
E
V
A
D
A
A
V
S
S I M P KINS D R S W
15
3
P
L
170 ST E
13 9 ST W
OBRIEN CT SW
WOODRID
G
E
P
A
T
H
CROWNLINE RDNE
W E L C O M
E
A V
S E
E D G E W A T E R C
I R
N
E
COVE POINT C I R N
W
A S H
C I R
N
E
C
R
O
W
N
L
I
N
E
D
R
N
E
M A R L E N C I R S E
A
R
C
T
I
C
C
I
R
N
W160STNW
EAGLE CREEK CIR N W
B
R
O O K M
E
R
E
B L V D N W
CLEA
R
Y
T
R
L
S
E
WACIPI DR
B
I
R
C
HWOODAV
NE
Pla
n
n
e
d
F
L
E
M
MING C I R
S T
O
N
E
B R O O K E CURVE
160 ST E
PA
R
K
W
O
O
D
D
R
S
E
P O N D S P K W Y
S E
167 ST E
C R 1 2 F R O N T A G E R D
LU
E
D
K
E
L
N
M
A
R
Y
L
A
N
D
A
V
S
DOMIN I O N A V
NA
T
A
L
I
E
R
D
N
E
KI
L
L
A
R
N
E
Y
A
V
M A N I T O U R D N E
WE
D
G
E
W
O
O
D
L
N
S
W
H
W
Y
1
3
F
R
O
N
T
A
G
E
R
D
S
CREDIT UNION DR NW
CLEARY PL
A U T U M N
T
R
L
FARICY LN
K N O L LRIDGE DR NW
B R E W E R D R N W
P A R K N I C O L L E T
A V
S E
P
O
N
D
S
E
D
G
E
L
N
S
E
ALL
E
N
B
L
V
D
S
174 ST E
165 ST W
WESTWOOD DR SE160 ST W
L A K E V I E W D R
W
E
S
T
R
I
D
G
E
D
R
HILLSBORO W A Y
CR
E
E
K
W
O
O
D
D
R
COTTON
W
O
O
D
LN
SE
PRIORWOOD ST SE
T
H
U
N
D
E
R
B
I
R
D
CIR NW
B
R
E
E
Z
Y
P
O
I
N
T
R
D
S
E
J E F F E R S P K W Y
N W
S T O N E B ROOKE DR
M
A
P
LE T R L
S E
P O N D V I E W T RL SE
C
REEKW O O D
C I R
CREEKWOOD LN
F I S H E R A V
N E
H U N T E
R S
L
N
IS LA N D V I E W C I R NW
S U N S E T
A V
L I T T L E CROW DR NW
PE
B
B
L
E
B
R
O
O
K
C
T
S U N R A Y C I R S W
P E N I NSULA
P
O
I
N
T
RD
WE
S
T
S
I
D
E
D
R
K O P
P
K W Y S E
165 ST E
O
A
KRIDG E C I R S E
456775
456744
456712
456742
456781
456717
456781
456721
456770
456721
456782
456783
456742
456712
456779
456727
456721
456783
456742
456718
456742
456744
456717
456727
456723
456782
456787
456717
456714
456779
456721
456779
13
282
13
Lower PriorLake
MysticLake
HaasLake
CampbellLake
UpperPriorLake
Spring Lake
ClearyLake
Rice Lake
O'Dowd Lake
JeffersPond
HowardLake Cr
e
d
i
t
Ri
v
e
r
Cre
d
it
Riv
e
r
C
r e d it R i v e r
CLEARY LAKEREGIONALPARK
DEERFIELDPARK
JEFFERSPONDPARK
LAKEFRONTPARK
PIKELAKEPARK
RICELAKEPARK
SPRINGLAKEPARK
SPRING LAKEREGIONAL PARK
THEPONDSPARK
WHITETAILISLANDPARK
0 2,500 5,0001,250
Feet
City of Prior Lake²Minnesota
2018
RESTRIPING
JOINT POWERS AGREEMENT
X:\Public_Works\Streets\Maint_Activities\Striping2018.mxd