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Home My WebLink About10B - 2006 JPA Streets 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 MEETING DATE: AGENDA #: PREPARED BY: AGENDA ITEM: DISCUSSION: CITY COUNCIL AGENDA REPORT JANUARY 17, 2006 108 CRAIG ELDRED, STREET AND UTILITIES SUPERVISOR CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE EXECUTION OF THE 2006 JOINT POWERS AGREEMENT (JPA) FOR TRAFFIC MARKINGS, STREET SWEEPING, CRACK SEALING, SCREENING AND SEAL COATING. Introduction The purpose of this agenda item is to authorize the execution of the 2006 Joint Powers Agreement (JPA) for traffic markings, street sweeping, crack sealing, screening and seal coating. A Joint Powers Agreement is a contract between utilities with similar powers to act as if they were one entity for the delivery of certain products or services. History For many years numerous south suburban communities have been participating in the JPA that jointly acquires various street maintenance services including traffic markings, street sweeping, crack sealing, screening, and seal coating. Prior Lake has been participating in the JPA since 1995. This arrangement has streamlined the process of advertising for sealed bids and contracting for the previously mentioned street maintenance services. By combining the quantities of 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. The language of the agreement is identical to last year's which was reviewed and approved by the City Attorney. A copy of the Agreement is attached for your review. Current Circumstances For the year 2006 street maintenance budget, we have budgeted $45,000 for seal coating and $27,000 for striping. The practice is to perform seal coating on streets which fall within the appropriate pavement management activity ranges, and streets which were crack sealed the previous year. agroE~rnent (4) doc C\Oocutnorts and SottiI'l9s\q]roen\LoCi)i www.cityofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 In 2006, we have scheduled seal coating for the following areas: Maves, Downtown Southwest, adjacent streets to County Road 44. A map highlighting the areas is 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. The streets that are normally striped are collector streets throughout Prior Lake. The work consists of center lane, lane dividers, block for crosswalks, directional symbols and numerous areas of safety sensitive travel. 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: There are three alternatives for the City Council to consider: 1. Approve Resolution 06-XX authorizing the execution of the 2006 Joint Powers Agreement for traffic markings, street sweeping, crack sealing, screening and seal coating. 2. Deny this item for a specific reason and provide staff with direction. 3. Table this item to a certain date in the future. RECOMMENDED MOTION: A motion and second to approve Resolution 06-XX authorizing the execution of the 2006 Joint Powers Agreement for the traffic markings, street sweeping, crack sealing, screening and seal coating. jl'~' Steve Albrecht, Public Works Director C'.\Docurncnts 2nd Set.tlngs\cgr(;i?~n\Loc.D1 ;\greernent 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 RESOLUTION 06-xx A RESOLUTION TO APPROVE THE EXECUTION OF THE 2006 JOINT POWERS AGREEMENT (JPA) FOR TRAFFIC MARKINGS, STREET SWEEPING, CRACK SEALING, SCREENING AND SEAL COATING Motion By: Second By: WHEREAS, Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake and Shakopee 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 citation 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 2006 Traffic Markings, Street Sweeping, Crack Sealing, Screening and Seal Coating Contract has been reviewed and approved 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 forward it back to the City of Burnsville for proper execution. PASSED AND ADOPTED THIS 17th DAY OF JANUARY, 2006. Hauaen Hauaen Dornbush Dornbush Erickson Erickson LeMair LeMair Millar Millar YES NO Frank Boyles, City Manager C'\Documents End Settings\c,greOr\LOC8i www.cityofpriorlake.com Phone 952.447.4230 / Fax 952.447.4245 JOINT POWERS AGREEMENT 2006-2007 TRAFFIC MARKINGS, STREET SWEEPING CRACK SEALING, SCREENING & SEAL COATING BURNSVILLE, APPLE VALLEY, EAGAN, LAKEVILLE, ROSEMOUNT, SAVAGE, PRIOR LAKE, SHAKO PEE, FARMINGTON AND MENDOTA HEIGHTS AGREEMENT made this 17th day of January, 2006, by and between the cities of Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Farmington and Mendota Heights. 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 ofBurnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Farmington and Mendota Heights 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 any plans, specifications, bid proposals and advertise for bids for the placement of street traffic markings, street sweeping, crack sealing, screening and seal coating services. 2. Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Farmington and Mendota Heights 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, Prior Lake, Shakopee, Farmington and Mendota Heights 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 [mal 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 - 2% $50,000 - $100,000 - 1.5% Over $100,000 - 1.0% 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, Prior Lake, Shakopee, Farmington and Mendota Heights each of them, indemnify, save, and hold harmless the City ofBumsville 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, Prior Lake, Shakopee, Farmington and Mendota Heights 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. ~..., .t.._-~._.~~.><---.__.._~~.4"'-~.'_'_"."'~___""'~'______'_'~__"_>__ Joint Powers Agreement Page 3 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, 2007. 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 DATE: BY: Clerk CITY OF EAGAN BY: Mayor DATE: BY: Clerk CITY OF LAKEVILLE BY: Mayor DATE: BY: Clerk CITY OF ROSEMOUNT BY: Mayor DATE: BY: Clerk CITY OF SAVAGE BY: Mayor DATE: BY: Clerk Joint Powers Agreement Page 4 CITY OF PRIOR LAKE BY: Mayor Jack Haugen DATE: BY:. Clerk Frank Boyles CITY OF SHAKOPEE BY: Mayor DATE: BY: Clerk CITY OF FARMINGTON BY: Mayor DATE: BY: Clerk CITY OF MENDOTA HEIGHTS BY: Mayor DATE: BY: Clerk