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Home My WebLink About5G 2019 Street Maintenance Services 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 1, 2019 AGENDA #: 5G PREPARED BY: JAKE THEISEN, MAINTENANCE SUPERVISOR PRESENTED BY: JAKE THEISEN AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION APPROVING 2019 STREET MAINTENANCE SERVICES THROUGH THE SOUTH METRO JPA AND AUTHORIZING THE EXPENDITURE OF $183,872 FOR THE SAME GOAL AREA AND OBJECTIVE: Transportation & Mobility 1. Maintain quality local street system based on a financially stable plan that meets Overall Condition targets. DISCUSSION: Introduction The purpose of this agenda item is to authorize the expenditure of $183,872.00 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, 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% In 2012 the language of the JPA was modified 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 2019 city street maintenance budget has $200,000 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 2019 services will include 7 miles of seal coating, 13.25 miles of crack sealing, and 47 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 $30,800 Seal Coating $139,089 Long Line Painting $13,983 Conclusion In 2012 the language of the JPA was modified 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 $183,872 for street maintenances services through the South Metro Joint Powers Agreement. 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 19-___ A RESOLUTION AUTHORIZING THE EXPENDITURE OF UP TO $183,872 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 2012; 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 13.25 miles of crack sealing, 7 miles of seal coating and 47 miles of long line painting with an estimated cost of $183,872 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 $ 183,872 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 2019 General Street Fund Budget Passed and adopted by the Prior Lake City Council this 1st day of April 2019. VOTE Briggs Thompson Burkart Braid Erickson Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Michael Plante, City Manager THOMAS RYANMEMORIALPARK JEFFERSSOUTHPARK HAAS LAKEPARK THEPONDSPARK RICELAKEPARK JEFFERSPOND PARK KNOBHILLPARK SPRINGLAKEPARK PIKE LAKEPARK WHITETAILISLANDPARK LAKEFRONTPARK SPRING LAKEREGIONAL PARK DEERFIELDPARK CLEARY LAKEREGIONAL PARK P OIN TE PASS N W 149 PL140ST NWDEWITTEAVE SWZINRAN CTWRENCT SE149 CIR 165TH ST NW MISSIONTRL SEPHEASANTRUN CT NW CEDAR CIR SE FOX TRL NW G R O U S E C I R NW WES T VIR G I N I A C T OVERL O O K CIR SE TACOMA CIR SE TERRICIR SEVIEWCREST CIR NWMULBERRYCIR STERRACECIR SW B L U E S T E M C T S E 141 ST W 170 ST EMA R K L E Y L A K E C THILLCIR SECOYOTECIR NWFOX HOLL O W N W ORCHARDCIR NE BASS ST SE ROBINSON CIR SE RUSTICHILL CTHIG H L ANDCT N E PARKVIEW CIR SE PINTO LNBLACK BEARCIR NWHILLCRES T S T S E KESTRELTRLW ILD ERNESSTRLSEBLUEDORNCIR SEBADGERCIR NWPRIOR CIR SE 149 ST W GRISTCT SW 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VERGUSAVB R EEZYP O I N T RDSEJ E F F E R S P K W Y N W ANNATRL SES T O N E BROOKEDR MARCIALN MAPLETRL SEC REEKWOODCIRPONDVIE W TRLS E BELMONTAVNW MU S H T O WN R D N O R T H W O O D R D N W 138 ST W 175 ST E 180 ST E CREEKWOOD LN P RAIRIEGRASSDRNWG L Y N W A T E R T R L N W LONEPINECTDAKOTAHPKWY NWFISHERAVNEGRE E N O A KS T R L S E HUNTERSLNSHADYBEACH TRLNEPONDSPKWY SEIS L A N D V I E W C IR N W FAIRLAWNSHORESTRLSE STEMMERRIDGE RD NWDAKOTAH PKWY P ARK RDSUNSETAVNORTON DR LANGFORD AVWOODDUCKDRNW SPRING LAKE CIR WHITEWOOD AVRIDGEMONT AV SELEAVITT WOODS LN SOUTHSHOREDRL ITTLE C R O W DR NW WI LDSRI DGENWPEBBLE BROOK CTSUNRAYCIR SW PENIN S U L A POIN T R D WIL D S P K W Y N WVISTARIDGELN WESTSIDE DRMURPHY LAKE BLVD167 ST E CASEY PKWY HAMPSHIRE AV SHORIZONDR KOPPKWYSE160 ST NW 169 ST E 180 ST E 170 ST E PIKELAKETRLNE160 ST NW 165 ST E 456770 456781 456712 456716 456779 456721 456742 456718 456783 456742 456744 456727 456723 456782 456787 456717 456714 456779 456721 282 13 13 Lower PriorLake PikeLake MysticLake HaasLake UpperPriorLake Spring Lake Cleary Lake ArcticLake Rice Lake O'DowdLake JeffersPond HowardLake City of Prior Lake ²Minnesota 2019 Striping Joint Powers AgreementStriping CI TY C OUNC I L REGULAR AG END A REP ORT 3/19/2019 Item No. 4.M. I TE M Accept Bids and Award Contracts for the 2019 South Metro J PA for Roadway Maintenance Services Project (19-303) PO LI CY DECI SI O N / ACT I ON REQ U EST ED Accept the bids and award contracts for the 2019 South Metro J PA for Roadway Maintenance Services Project (19- 303) to the following contractors in the following amounts: Serv ice Contractor Bid Amount Bituminous Fog Seal Pearson Bros., Inc.$200,344.64 Bituminous Seal Coat Pearson Bros., Inc.$1,532,710.06 Crack Sealing Asphalt Surface Technologies, Corp $1,045,180.32 Pavement Markings Sir Lines-A-Lot $771,123.90 B A C KGR OUND As the lead organization for the South Metro JPA for Roadway Maintenance Services, the City of Burnsville coordinates the J PA, prepares the contract documents, provides bidding services, awards the contracts and provides general contract administration for the member local governments acting as one organization. T he bids were advertised, received, opened and read aloud as required by law. T he following bids were received: Serv ice Contractor Bid Amount Burnsville ’s Portion Bituminous Fog Seal Pearson Bros., Inc.$ 200,344.64 $ 0 Allied Blacktop Co.$ 223,357.20 Asphalt Surface Technologies $ 280,888.60 Bituminous Seal Coat Pearson Bros., Inc.$1,532,710.06 $131.760 Asphalt Surface Technologies $1,575,284.84 Allied Blacktop Co.$1,675,803.90 Crack Sealing Asphalt Surface Technologies $1,045,180.32 $131.800 Fahrner Asphalt, LLC $1,514,481.36 Allied Blacktop Co.$1,742,729.60 Pavement Markings Sir Lines-A-Lot $ 771,123.90 $ 80,550 AAA Striping Service $ 973,398.00 Bidding these routine maintenance services on a joint basis allows the member local governments to reduce their administration costs in bidding and administering these contracts and offers economy of scale pricing the members could not get by bidding the work alone. Burnsville is reimbursed a portion of the amount of work each member does with the J PA contractors. T he reimbursement roughly equates to our increased administration time and effort to manage the JPA and contracts. T he economy of scale pricing benefits all members, Burnsville included. T he South Metro JPA includes the cities of Apply Valley, Bloomington, Burnsville, Eagan, Elko New Market, Farmington, Hastings, Lakeville, Mendota Heights, Prior Lake, Rosemount, Savage, Shakopee, South St. Paul, Waconia and West St. Paul, along with Scott County and the townships of Empire, New Market, Sand Creek and Spring Lake. T his is the largest J PA of its type in the state and the JPA quite often has the largest contracts in the state for some of the work. B U D GET IMPAC T Burnsville's portion of the contracts total $344,110.00. T he funding for this work comes out of the Street Maintenance Fund. T he remainder of the Street Maintenance Fund's allocation, authorized previously, goes toward other materials and services bid and quoted separately that are individual to Burnsville's street maintenance needs. T he other quotes and bids needing Council approval will be brought forward as the work within the fund continues through the summer and fall. R ECOMMEN D ATI ON Staff feels the bids are competitive and of good value at the time of the bid, and recommends accepting the bids and awarding the contracts to the low responsible and responsive bidders as detailed above. All the contractors are reputable roadway maintenance contractors and have successfully completed these contracts in previous years. R EL AT ED ENDS & OUT C OME S STAT EMENT(S) C IT Y S ERV IC E S: C ontinued implementation of service consolidations and partnerships with Dakota C ounty and other cities. TR A N S P ORTATION: People feel that the community roadway system is well maintained at a reasonable cost., The safety, longevity and quality of residential neighborhood streets are maintained, improved or enhanced. Staff Contact: Jeff Radick Department: Public Works G:\ENGINEER\Projects\2019\19-303 Street Maintenance\Contracts\19-303 Bid Tab and Abstract.xls Bid Tab 2019 JOINT POWERS BID OPENING - 11:00 a.m. March 12, 2019 2019 STREET MAINTENANCE SERVICES (19-303) Gal Gal Gal Total TOTAL LF Total Street SYM Park Lot Total AAA Striping Service 1a 2a 2b 2c 2g 3a 12220 43rd Street NE 2d 3b St. Michael, MN 55376 -$ 2e -$ 3c -$ $22.00 $98.00 $90.00 973,398.00$ Phone 763-428-4322 2f 3d Fax 763-428-8557 Allied Blacktop Company 1a 3.30$ 2a 2.50$ 2b 2.30$ 2c 0.72 2g 7.55 3a 0.70$ 10503 89th Avenue North 2d 0.26 3b 0.70$ Maple Grove, MN 55369 223,357.20$ 2e 1.12 1,675,803.90$ 3c 0.71$ 1,742,729.60$ -$ Phone 763-425-0575 2f 0.66 3d 0.71$ Fax 763-425-1046 Astech Corporation 1a 4.15$ 2a 2.29$ 2b 2.05$ 2c 0.63 2g 6.50 3a 0.44$ PO Box 1025 2d 0.30 3b 0.38$ St. Cloud, MN 56302 280,888.60$ 2e 2.10 1,575,284.84$ 3c 0.44$ 1,045,180.32$ -$ Phone 320-363-8500 2f 2.20 3d 0.38$ Fax 320-363-8700 Fahrner Asphalt 1a 2a 2b 2c 2g 3a 0.62$ 6615 Hwy 12 West 2d 3b 0.59$ Eau Claire, WI 54703 -$ 2e -$ 3c 0.62$ 1,514,481.36$ -$ Phone 800-497-4907 2f 3d 0.59$ Fax 715-874-6717 Pearson Bros.1a 2.96$ 2a 2.40$ 2b 2.15$ 2c 0.57 2g 5.83 3a 11079 Lamont Ave., N.E.2d 0.37 3b Hanover, MN 55341-4063 200,344.64$ 2e 1.75 1,532,710.06$ 3c -$ -$ Phone 763-391-6622 2f 1.25 3d Fax 763-391-6627 Sir Lines-A-Lot 1a 2a 2b 2c 2g 3a P.O. Box 201923 2d 3b Bloomington MN 55420 -$ 2e -$ 3c -$ $17.70 $72.00 $90.00 771,123.90$ Phone: 952-913-8382 2f 3d Fax: 612-926-8201 2018 Prices 1a 2.70$ 2a 2.07$ 2b 1.97$ 2c 0.58$ 2g 3.00$ 3a 0.380$ $14.30 $75.00 $85.00 2d 0.33$ 3b 0.380$ 2e 1.64$ 3c 0.380$ 3d 0.380$ 1a - Bituminous Fog Seal - Streets, Trails & Parking Lots 2a - Bituminous Material for Seal Coat(CRS-2P)3a - Crack Sealing - Mn/DOT 3723 - Route & Seal 2b - Bituminous Material for Seal Coat (CRS-2)3b - Crack Sealing - Mn/DOT 3723 - Clean & Seal 2c - Furnish & Install Seal Coat (FA2 - Mod 1/8")3c - Crack Sealing - Mn/DOT 3725 - Route & Seal 2d - Install Screened Seal Coat (FA-2 - Mod 1/8")3d - Crack Sealing - Mn/DOT 3725 - Clean & Seal 2e - Furnish & Install Seal Coat (FA-2 Mod 1/8") Parking Lots 2f - Install Screened Seal Coat (FA-2 - Mod 1/8") Parking Lots 2g- Screen Salvaged Seal Coat Aggregate Companies Bidding FA-2 Mod 1/8"CRS-2P CRS-2 Bituminous Seal Coat Pavement Marking Gal Scr. Agg. Bituminous Fog Seal Crack Sealing