HomeMy WebLinkAbout4C - 1998 Joint Powers / Traffic & Streets
STAFF AGENDA REPORT
AGENDA #:
PREPARED BY:
SUBJECT:
4C
GREG ILKKA, DIRECTOR OF PUBLIC WORKS I CITY
ENGINEER
CONSIDER APPROVAL OF RESOLUTION 98-XX
AUTHORIZING THE EXECUTION OF THE 1998 JOINT
POWERS AGREEMENT FOR TRAFFIC MARKINGS,
STREET SWEEPING, CRACK SEALING, AND SEAL
COA TING.
DATE:
JANUARY 5, 1998
INTRODUCTION:
The purpose of this Agenda item is to consider approval of
the enclosed Joint Powers Agreement (JPA) for traffic
markings, street sweeping, crack sealing, and seal coating
for 1998. The City has participated in the JPA since 1995.
BACKGROUND:
The City of Burnsville and other south suburban
communities have been participating in the above
referenced JPA in past years. Prior Lake participated for the
first time in 1995. This arrangement has streamlined the
legal process of contracting for these services and resulted
in lower cost by utilizing the combined purchasing power of
several communities through the sealed bid process. The
language of the agreement is identical to last year's.
DISCUSSION:
The JPA allows the participating communities to combine
their quantities of work together thereby making it more cost
effective for a contractor to bid a lower per unit price on the
larger quantities. In addition to these lower per unit costs,
the staff time saved by not having to administer the bid
process is also a distinct advantage and cost savings to the
City.
Since the inception of the JPA the prices for these services,
with the exception of the traffic markings, has remained
stable or decreased. The price of traffic markings has risen
sharply in these years because the State has moved to a
new paint specification that is more environmentally friendly.
16200~e Creek Ave. S.E., Prior Lake. Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY E'vlPLOYER
ISSUES:
ALTERNATIVES:
lP A98.DOC
In the process, the contractors have had to re-tool their
equipment. Hopefully we will see these prices stabilize at
their current levels or decrease as more volume of the new
paint is used. A summary of the bid prices since 1994 is
included in the following table.
1994 1995 1996 1997
Traffic Marking
Street $8.58/gal $9.08/gal $12.00/gal $12.45/gal
Symbols $50.00/gal $55.00/gal $75.00/gal $75.00/gal
Parking Lots $75.00/gal $55.00/gal $80.00/gal $80.00/gal
Sweeping N/A $57.85/hr $59.50/hr $59.00/hr
Crack Sealing $O.235/lf $O.2276/lf $0.224/lf $O.2146/1f
Seal Coating $0.3685/sy $0.4025/sy $0.40/sy $0.39/sy
As a comparison, we asked two of the vendors who
provided services under the 1997 JPA to quote what our
cost would have been if we had contracted alone for their
work. AAA Striping, who did our traffic marking work,
estimated they would have quoted approximately $10,000
for the work they performed in 1997. The City's actual cost
was $8,429.15, a 19% savings through the JPA. Bergman
Companies, who performed our cracksealing, estimated
their quote would have been between $0.25 to $0.30 per
lineal foot based on our quantity if quoted alone. Based on
our actual cost of $0.2146 per lineal foot the savings was
between 16% to 40% through the JPA.
The City of Burnsville administers this program and charges
a sliding scale fee of 1 % - 2% for this service based on
dollar volume of work. Based on our 1997 experience this
fee amounted to $291.05 for the City of Prior Lake.
As the price comparisons above show, this Joint Powers
Agreement is cost effective for City taxpayers. In 1998, in
response to the Council's direction to look at improving the
effectiveness of one department annually, we are evaluating
the use of contract street sweeping. Contract sweeping
could expedite the process, reducing salt/sand pollution into
Prior Lake. We believe the Watershed District may want to
assist us financially with this experiment.
The alternatives are as follows:
1. Approve Resolution 98-XX.
RECOMMENDATION:
ACTION REQUIRED:
1P A98 DOC
2. Deny this Agenda item for a specific reason.
3. Table this Agenda item for a specific reason.
Alternative NO.1. This JPA will continue to streamline our
contracting for these services and will result in a cost
savings. The state legislature places a high priority on cities
combining their talents to accomplish day to day
responsibilities. This is an excellent example of this
practice.
Motion and second to approve Resolution 98-XX authorizing
the Mayor and City Manager to execute the "Joint Powers
Agreement - 1998 Traffic Markings, Street Sweeping, Crack
Sealing, and Seal Co ing".
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REVIU
RESOLUTION 98-XX
AUTHORIZING THE EXECUTION
OF A JOINT POWERS AGREEMENT WITH
BURNSVILLE, APPLE VALLEY, EAGAN, LAKEVILLE
ROSEMOUNT, SAVAGE, PRIOR LAKE AND SHAKOPEE
FOR THE
1998 TRAFFIC MARKINGS, STREET SWEEPING, CRACK SEALING
AND SEAL COATING
MOTION BY: SECOND BY:
WHEREAS, Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage,
Prior Lake and Shakopee annually join together to contract for
traffic markings, street sweeping, crack sealing and seal coating;
and
WHEREAS, this type of Joint Powers Agreement results in cost savings to
the City of Prior Lake and is highly encouraged by the State of
Minnesota; and
WHEREAS, the attached Joint Powers Agreement outlining the City's
participation in the 1998 Traffic Markings, Street Sweeping,
Crack Sealing, and Seal Coating Contract has been reviewed
and approved by the City Council.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
that the Mayor and City Manager are hereby authorized to execute the attached Joint
Powers Agreement and forward it back to the City of Burnsville for proper execution.
Passed and adopted this 5th day of January, 1998.
YES
NO
I Mader
I Kedrowski
I Petersen
I Schenck
I Vacant
Mader
Kedrowski
Petersen
Schenck
Vacant
{Seal}
City Manager
City of Prior Lake
JP A9g,DOC
JOINT POWERS AGREEMENT
1998 TRA.1ililC MARKINGS, STREET SWEEPING, CRACK SEALING & SEAL
COATING
BURNSVILLE, APPLE VALLEY, EAGAN, LAKEVILLE
ROSEMOUNT, SA V AGE, PRIOR LAKE AND SHAKOPEE
AGREEMENT made this 20th day of January, 1998 by and between the cities of
Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake and Shakopee.
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 and Shakopee
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 and seal coating services.
2. Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake and Shakopee shall
provide to Bumsville the estimated quantities for these services in each respective community, and
shall also approve the bid documents.
3. Bumsville shall tabulate the bids upon their receipt and make a
recommendation of award to Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior
Lake and Shakopee and upon their approval, award the contract pursuant to State Law.
4. Each city shall be L';'':'l'onsible 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 contractors work, measuring the quantities of work performed,
approving and certifying the progress or final payments to the contractor.
· Pay a percentage of actual construction cost to City ofBumsville 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 and Shakopee each of them, indemnify, save, and hold harmless the City of Bumsville 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 and Shakopee 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 cities, otherwise the agreement will automatically terminate on October 31,
1998.
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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
Elizabeth B. Kautz
DATE:
BY:
Manager
Gregory J. Konat
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
CITY PRIOR LAKE
BY:
Mayor
DATE:
BY:
Clerk
CITY SHAKOPEE
BY:
Mayor
DATE:
BY:
Clerk
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