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Home My WebLink About05(F) - Consider Adoption of Resolution 20-051 Approving 2020 Street Maintenance Services through the South Metro JPA Report ITEM: 5F CITY COUNCIL AGENDA REPORT MEETING DATE: April 06, 2020 PREPARED BY: Jake Theisen, Maintenance Superintendent PRESENTED BY: Jake Theisen, Maintenance Superintendent AGENDA ITEM: Consider Adoption of Resolution No. 20-051 Approving 2020 Street Maintenance Services through the South Metro JPA and authorizing the expenditure of $241,186 for the same. GOAL AREA Transportation & Mobility OBJECTIVE: 1. Maintain quality local street system based on a financially stable plan that meets Overall Condition targets. RECOMMENDED ACTION: Approve a Resolution Approving the 2020 Maintenance Services through the South Metro JPA and authorize the expenditure of $241,186 for the same BACKGROUND: The purpose of this agenda item is to authorize the expenditure of $241,186 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: City of Prior Lake | 4646 Dakota Street SE | Prior Lake MN 55372 Item 5F Page | 2 $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 2020 city street maintenance budget has $250,000 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 2020 services will include 7.5 miles of seal coating, 14 miles of crack sealing, and 49 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 $33,600 Seal Coating $190,486 Long Line Painting $16,100 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. 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. 1. Approve a resolution, as part of the consent agenda, authorizing the expenditure of $241,186 for street maintenance services through the South Metro Joint Powers Agreement. 2. Remove this item from the consent agenda for additional discussion. Item 5F Page | 3 ATTACHMENTS: 1. JPA RES 4646 Dakota Street SE Prior Lake, MN 55372 RESOLUTION 20-051 A RESOLUTION AUTHORIZING THE EXPENDITURE OF UP TO $241,186 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 are all members of 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, crack sealing, and seal coating; 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 Joint Powers Agreement 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; and WHEREAS, It is recommended that the City complete 14 miles of crack sealing, 7.5 miles of seal coating and 49 miles of long line painting with an estimated cost of $241,186 all as part of the Joint Powers Agreement. 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 amount not to exceed $ 241,186 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 2020 General Street Fund Budget Passed and adopted by the Prior Lake City Council this 6th day of April, 2020. VOTE Briggs Thompson Burkart Braid Erickson Aye ☐ ☐ ☐ ☐ ☐ Nay ☐ ☐ ☐ ☐ ☐ Abstain ☐ ☐ ☐ ☐ ☐ Absent ☐ ☐ ☐ ☐ ☐ ______________________________ Jason Wedel, City Manager C:\\Users\\aorlofsky\\AppData\\Local\\Temp\\Report Attachment - JPA RES_626649\\Report Attachment - JPA RES.docx 2