HomeMy WebLinkAbout8E - Resolution 99-125 & 99-126
CITY COUNCIL AGENDA REPORT
AGENDA ITEM:
NOVEMBER 15, 1999
8E
SUE MCDERMOTT, ACTING DIRECTOR OF PUBLIC
WORKS/CITY ENGINEER
CONSIDER APPROVAL OF:
1) RESOLUTION 99-XX FOR TRAFFIC CONTROL
SIGNAL AGREEMENT NO. 79677R BETWEEN THE
STATE OF MINNESOTA AND THE CITY OF PRIOR LAKE,
AND 2) RESOLUTION 99-XX ACCEPTING BIDS AND
AWARDING THE CONTRACT FOR THE INSTALLATION
OF SIX EMERGENCY VEHICLE PREEMPTION (EVP)
SYSTEMS, CITY PROJECT 98-23.
MEETING DATE:
AGENDA #:
PREPARED BY:
DISCUSSION:
H/STORY
At the August 16, 1999 City Council meeting the Council
approved Resolution 99-75 approving plans, specifications
and solicitation of bids for the installation of emergency
vehicle preemption (EVP) equipment for six intersections in
the City. The subject intersections are:
1) TH 13 at Fish Point Road
2) TH 13 at CSAH 44
3) TH 13 at CSAH 21
4) CSAH 21 at CSAH 39 (Franklin Trail)
5) CSAH 44 at CSAH 39
6) CSAH 44 at Fish Point Road
The EVP equipment was previously purchased at a
substantial cost savings and is awaiting this installation
contract.
Bids for EVP installation were opened on September 8,
1999. Four bidders submitted bids. The bids have been
checked and tabulated. The low bid was submitted by
Electrical Installation and Maintenance of Maple Plain, MN in
the amount of $18,775.00. The contractor is experienced in
this line of work. The Engineer's Estimate was $35,000.
16200"8'.~reek Ave. S.E., Prior Lake. Minnesota 55372-1714 1 Ph. (612) 447-4230 1 Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
CURRENT CIRCUMSTANCES
The council previously directed that the staff determine the
contribution which MnDOT and the County would provide
since the equipment serves their roadways as well as city
streets. The county limits its contributions to maintenance of
the EVP equipment once it is installed.
The original EVP equipment purchase did not include the
confirmation lights which are installed on each signal arm to
indicate the system has been activated. Four lights will be
required at each intersection for a total of twenty-four lights
at a cost of $59.00 each plus shipping and handling
(approximately $1,750.00). The cost to install these lights is
included in the bid.
MnDOT will be participating in the cost of the TH 13 EVP
systems (three of the six intersections) in the amount of 50%
of the installation and equipment costs and 8% of the total
for engineering and inspection. The MnDOT agreement also
includes $20,500 for a cabinet and a pedestal pole to be
provided by MnDOT for the TH 13 intersections at CR 44
and Franklin Trail. MnDOT has completed the draft signal
agreement which is attached to this report. We will refine
this agreement and hope that final copies for execution will
be available at the Council meeting. With approval of the
signal agreement the council can then accept bids and
award the contract.
ISSUES
The Fire and Police departments have been anxiously
awaiting the installation of EVP systems at these high
volume intersections. Once installation is complete on these
six intersections the only remaining signals in the City
without EVP will be on CSAH 83, at Mystic Lake and at
CSAH 42. These two locations will be upgraded with future
roadway improvements.
CONCLUSION
The staff believes it is appropriate for the City Council to
approve the execution of the signal agreement, accept the
bids and award a contract for the installation of EVP
systems at six intersections within the City. Installation is
EVPAWARD.DOC
FINANCIAL IMPACT:
ALTERNATIVES:
EVPAWARD.DOC
expected to be completed by January 1, 2000, weather
permitting.
The total cost of this project as shown on the attached table
is $81,171 which compares to the original engineer's
estimate of $84,896.
Engineering Total City Share MnDOT Share
Design $19,000 $19,000 $0
Construction $5,000 $1,775 $3,225
Construction
Equipment* $38,246 $23,672 $14,723
Installation $18,775 $12,907 $5,868
Total $81,171 $57,354 $23,816
*Includes $16,146 for equipment that was previously paid
from 1998 contingency, $20,500 for MnDOT equipment plus
$1,750 for confirmation lights.
MnDOT has agreed to pay $23,816 of the total project
amount. This amount is 50% of the total equipment and
installation costs for the three TH 13 intersections plus 8% of
the total equipment and installation costs for engineering
and inspection.
The City Council has already authorized the acquisition of
the EVP equipment in the amount of $16,146 and the
$19,000 fee to prepare plans and specifications for the
equipment installation. This leaves $22,208 as the City's
portion of the project.
The attached resolutions would authorize execution of the
MnDOT agreement so we can receive the $23,816 MnDOT
share, award the bid for installation in the amount of $18,775
and approve the expenditure of $22,208 from the collector
street fund. Taken together, these costs equal the total
City's share of $57,354.
The alternatives are as follows:
1. Approval of Resolution 99-XX approving execution of the
signal agreement with MnDOT and approval of
Resolution 99-XX accepting bids and awarding the
contract for the installation of six EVP systems.
2. Deny this item for a specific reason and provide staff with
direction.
RECOMMENDED
MOTION:
REVIEWED BY:
EVPAWARD.DOC
3. Table this item until some date in the future.
1. Motion and second to approve Resolution 99-XX
authorizing Mayor and City Manager to execute Traffic
Signal Agreement No. 79677R between MnDOT and the
City of Prior Lake.
2. Motion and second to approve Resolution 99-XX
accepting bids and awarding the contract in the amount of
$18,775.00 to Electrical Installation and Maintenance of
Maple Plain, MN.
/1/;
;J ,~~ AUTHORIZING THE MAYOR AND CITY MANAGER TO EXECUTE
'1 tv N E S 0 TRAFFIC CONTROL SIGNAL AGREEMENT NO. 79677R
EEN THE STATE OF MINNESOTA, DEPARTMENT OF TRANSPORTATION AND THE
CITY OF PRIOR LAKE
MOTION BY:
SECOND BY:
WHEREAS, the Council approved Resolution 99-75 approving plans and specifications for
installation of Emergency Vehicle Preemption systems at six intersections within
the City, and
WHEREAS, MnDOT will share in the cost of equipment and installation in the amount of
$23,816.00
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE,
MINNESOTA: that the City of Prior Lake enter into an agreement with the State of Minnesota,
Department of Transportation for the following purposes, to wit:
To install new emergency vehicle pre-emption systems at the existing traffic control
signals on Trunk Highway 13 at Fish Point Road, at County State Aid Highway No. 44
(160th Street Southeast) - Main StreetlRidgemont Avenue, and at County State Aid
Highway No. 21 in accordance with the terms and conditions set forth and contained in
Agreement No. 79677R, a copy of which was before the Council.
BE IT FURTHER RESOLVED that the Mayor and City Manager are authorized to execute such
agreement on behalf of the City.
Passed and adopted this 15th day of November, 1999.
YES
NO
Mader
Kedrowski
Petersen
Schenk
Wuellner
Mader
Kedrowski
Petersen
Schenck
Wuellner
{Seal}
Frank Boyles
City Manager
City of Prior Lake
16200A~\lgl<Creek Ave, S,E., Prior Lake, Minnesota 55372-1714 1 Ph. (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
RESOLUTION 99-
IV,
EPTING BIDS AND AWARDING CONTRACT FOR INSTAllATION OF
EMERGENCY VEHICLE PREEMPTION SYSTEMS
AT SIX INTERSECTIONS (CITY PROJECT #98-23)
MOTION BY:
SECOND BY:
WHEREAS, pursuant to an advertisement for bids for the installation of Emergency Vehicle
Preemption systems at six intersections within the City, and
WHEREAS, The following bids were received, opened, and tabulated according to law
and the following bids were received complying with the advertisement:
CONTRACTORS
TOTAL BID
Electrical Installations and Maintenance
Killmor Electical
Peoples Electric
Ridgedale Electric
$18,775.00
$23,735.00
$27,943.00
$33,950.00
WHEREAS, it appears that Electrical Installations and Maintenance of Maple Plain,
Minnesota is the lowest responsible bidder.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCil OF PRIOR lAKE,
MINNESOTA:
1. The Mayor and City Manager are hereby authorized to enter into a contract with Electrical
Installations and Maintenance of Maple Plain, Minnesota in the name of the City of Prior
Lake for the installation of six Emergency Vehicle Preemption systems (City Project 98-23)
in the amount of $18,775.00, to be drawn from the Collector Street fund.
2. The City Manager is hereby authorized and directed to return to all bidders the deposits
made with their bids once a contract has been signed.
Passed and adopted this 15th day of November, 1999.
YES
NO
Mader
Kedrowski
Petersen
Schenk
Wuellner
Mader
Kedrowski
Petersen
Schenck
Wuellner
16200~eyI~~reek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 1 Fax (612) 447-4245
AT\ EQUAL OPPORTUNITY EMPLOYER
{Seal}
Frank Boyles
City Manager
City of Prior Lake
EVPAWARD.DOC
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WSB & ASSOCIATES
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MrNNESO~~ T~~SPORTATI~ DEPARTMENT
TRAFFIC CONTBOL SIGNAL
AGREEMEN'r NO. 7!J6l7R
~ET'W'EEN .
TKE STATE O? MINNESOTA 1 DE!AR~ME~T O? TRANS?OR~AT!ON
AND
THE CITY OF PRIoa LAKE
TO
Install new !mergency Vehicle ?re-eM?tio~ Systems at the exi5ting
Traffic Control Signals on Trunk High~~y No. 13 at FiSh Point
Road, ac County State Aid Highway No. '4 (160~h S~~ee~ Southeast)
- Main Street/RtQg~ont Avenue. and at County S~ate Aid Highway
No. 21 in Prior Lake, Scott County, Minnesc~a.
S.P. 7001....86
S.A.P. 201-030-01
~repared by ~raffic Engineering
ES~IMATED AMOUNT RECEiVABLE
AMOUNT ENCOMSEREO
ci~v 0; Prior Lake 510,250.00
Sl.9.710.00
~/~ Acc~tift~ XafOZDA~iDDr
rune:
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Budget oU~ce:
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WSB & ASSOCIATES INC.
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THIS AGREEMENT made and enteree into by ~nd between the
Sta:e of Minnesota, Depa.ement Qf 'lransportationl he:-eina.ft6:C
referr2d to as ~he .S~ate~, and che City of Prior Lake,
here.i.natt.er referred t.o as the RC1ty", WI'rNESSET~:
~iEREAS. Minnesota. Statutes Section 16l.20 (1999)
a\.ltborizes t:he Comm1s'sio~er of 'rransportation to rnak.e
arrangements with and cooper8~e with any governrnent:al au~hori~y
tor the purposes of con$~rueting. m.in~air.1ng and improving ~~e
~runk Highway system, and
~rnEREAS, it is justified ~nd considered mutually
desirahle to 1r.scall new emergenoy vehicle P%e-e~t1on syst~~s ~t:
t.he exist:ing traffic control signals' oz:. Trunk High'-lay No. l3 at:.
Fish Poi~t Road, at Count:y State Aid Highway ~c, 44 (160th Screet
Southeas~) - Main S~reet/RiQgemcnt ^ve~ue, and at Co~~y S~ate
hid Hioh~ay No. 21; and
WHEREAS, the City requests ~nd tr.e State 4~rees ~o tr-e
ir.stal1ation of !mergency Vehicle Pre-e~ption Systems.
hereir.l.after referred to as the "EVP Systems ~, as a part. of ~he
existing ~raffic cont~ol signAl installations on Trunk y.ighwaj
No. 13 at Fish Point Road, a~ County S~ate Aia Highway No, 44
(160t~ Street southeas~) - Main S~reet/Ri4gemont Aven~e, and at
Co~nty state Aid Highway No, 21 and in. accordance ~ith the ter.ms
and concitions hereinafter se~ forth} and
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\~SREAS, it is considered in the pUblic's best in~ere$t
for the city tQ provide twelve (~2) one way EVP detectors and
ligh~~, three (3) ph~SB selectors and J/Cf 20 cebl~. Such
materi~ls as described immediatel~ above shall he~einafter be
referred to as "City furn:Lsnec:! materials"; and
WHEREAS, it is consi~erea in the public's ~~s~ interest
for the S:a~e to provide one (l) pedestal shaft and base and a
new cabinet and controller for sai~ existing traffic cont=ol
sig~als. Su~h materi~ls as described L~ediatelY above s~all
hQreina.fter be referred to as. " State furnished rna.:.e%'ials "; ~nd
WHEREAS, the city artd State will pa~tieipace in ~r.e
cost, maintenance end ope~ation of the new EVP Syst~~s as
he.einafter set fortb;
NOW, THEREFORE, IT IS AGREED AS FOw~~~S:
1. The City shall prepare,the necessary p~an,
specif:cations and proposal which 5hall eon5~itut~. "Preliminary
Engineeri~~". The city shall also perform the construc~ion
inspec cio:1 required 'Co cCInp~'e'Ce eha i 'Carns of. work he::,einafeer set
fortb, \olhich shall const.itute "Engineering an4 Inspection" .and.
sha:l be so referred to hereinaf~er.
2. The City witb its own force. and equipment. or by
cont~aet shall install ne~ EVP Systems at the exis~ing t'.::,affie
control signals on Trunk Highway No. 13 at Fish Point Road, at
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County State Aid Hig:hway No. 44 (16{)\:h Street Sou.the~:it) - Main
street/Ridgemor.~ Aven~e, ~~a at County State Aid ~ighway No. 21
in accordance with.the plan and specifica~ion5 fer State Project
No. 7001-86 and sta~e Aid Project No. 201-030-01. Escima~ea
Construc~1on Cos~ is 536,500.00 whieh includes City furnished
mate~ials, State's share is 50 percent. City's share is
50 percent.
3. The s~a~e will furnish to the City the S~a~e
furniShed materials to be installeQ ~ith tr-e Ci~y work proviQed
in Paregraph 2. Es~imated cos~ for State furnished materials is
520,500.00. State's share is SO percent. Ci~y's share is
SO percent..
,. U~on execut10n Qt this agzeement and a request in
writing by t.he State. t.~e City shall advance eo the Sta~e an
amQunt e~ua: tc its portion of the costs as specified in
Paragraph 3. The City'S costs sh~ll be Dased on the estiroa~ed
CGsts for State furnished ~ateria18.
S. upon compilation of the actual cos~s for state
furnisr-ed materialsJ the amount of the f~nds advanced by ~h8 City
in excess of ~he City's share \~ill be retu:ned to the Ci~y
~icho~t interest ana the City agrees to pay to the s~a~e ~hat
amo~nt 0: its share wh~eh is in excess of the amount. of chs funQs
advanced by the city.
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6. Paymen~ to the city will be r~de oy the State for
SO percent of the actual costs pl~ eigh~ (S> percent of its
shere for the Cost of Engineeri~g and Inspection of the C:ty
furnished ma~eri41s tor paragraph 2 Lestim.~ed cost is
$13,500.00), furnisheQ eo tne project. and upon s~mi5sion by the
City of an invoice in quin:uplicate to the St~te'$ ASsis~~nt
~ivisicn Engineer at f.oseville it~~~ing ~he costs and cer~itied
by a responsible City official tha~ said ~~er1als have been
furr.ished ur.cer ~he terms of this agreement. The i~oice and
supporcing records are subject to audic by the State's
:representa.tives.
7. Upon CClll\pletio~ of the \!fork provided for in
Par~g~aph 2 hereof ~Q the sacis~ac~ion of ~ha state's A9sistant
D~vision Engineer at Roseville or his duly author~zed
rep~esencat1va, che State sball pay to tte City the State's
share of the actual Construction Costs pl~~ eight (8) ~arcent of
its share for the Cos~ of Bnsir.eexing ~nd Inspection.
B. The amount ~o be. encumbered for payme~~ to th~
Ci ty fro:n 'rr\lnk Highway Funds for the City fu.rni'shed mllterl.als
and for the constructior. ~o~~ performed under th~s Agreement is
~l5,7l0.00, which is ~he st~te'$ share of the Construction Costs,
City furnished material costs &:d Engiaee~lns and Ins~'ection. I~
the event t~at at any t~e it appea~s that such reirobursemen~
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will ey.ceed s~id su~, th~ ci~y shall prom~tly no~ify the State's
Assis~~nt Oivi5ion ~gi~eer a~ Roseville or his ~uly aU~horize4
representative of ~he reason fer the increase in cost and the
amount 0: addi~ional fu~d, necessary to complete the project. It
,approved by the State's AssiBCL~~ Division Engineer at Rosevil:e
or his du~y auchorized repr~sen~a~ive, addi~ioDal f~nQs shall be
e~cumb8rec DY tbe State ar.d notice ~y the State's Assistant
Division Engi~eer at Roseville or his duly .~uthorized
representative to che City of that additional encumbrance will
pe~mit the City to complete this p~cjec~.
9. Pa~.ent to the City will Qe made by ~he State for
such contract work which is ~o=plete and approved and up,on
submissio~ by the City ot an invoice in quint~plicate i~e~i%ing
the act~al Const~uction COSt anQ certified by a re5po~5i~le City
off:cial that said work h~s been completed under ~he te~ms or
this Agreemen~. The invoice and 5uppor~ing recQres are subject
to audit by ~he State's representative at ~he direction of the
State.
10. In tne event the City advertises for ~ids for all
or a portion of the work in Paragraph 2 hereof, the City shall
~ubmit to the S~ate a certified copy of the lo~ bid received ~~d
an abstract of all bids received by tne City, together with the
City's reques~ for concurrenee by the state in the awaro of a
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cocscruction contrace. Award of ~ne contrace shall not ~e ~4de
u~til the Stace advises the city in writing of ics concurrence.
11. The construction work provided for herein shall be
under the direction and supervision of che City. I~ is agreed,
however, that the s~a~e shall have ~he right tc periodically
inspect said cos~ sharing construction ~ork.
12. The EVP Sys~erns provided for in ~aragrap~ 2 hereof
s~all be installed, operated, rnainta1ne~ or rerrlovea in accordance
with th~ following condicions and requiremer.ts:
a). All maintenance of the EVP Systems shall be
done by S~ate fo~ces-
b) Emicter unit= may be installed an~ used .only
on vehicles responding ~o an emergency as
def1neo in Minnesota Statu~es Chapter 169.01,
Subdivision 5 and 169,03. The City will
provide the State's Assiscant Oivi5ion
Bngineer or his duly appointed representa~ive
a list Qf all such vehicles wi~h e~~~ter
uniC3. .
c) Halfunecion of ~he ~p Systems sh~:l be
reported to the state i~ediately.
dl In the event said.EV? Systems or componencs
~re. in the opinion of the Sta~e, being
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misused Qr the conditiGns set forth ~n
Paragra.ph b above are violat.ec., arId suoh
misuse or violation'contin~es after receipt
by the City of writ~en no~ice thereof from
che Sta~e, the s~a~e shall ~emove the EVP
Systems. Upon removal of ch-e EVl? systems
pur5uan~ co this Paragraph, ~he tield wiring,
cabinet wiring, ce~ector receivers, ir.frared
de~ector heads and injicator lamps and all
other components shall becom~ the property of
the City.
e) All timing, of said EVP systems shall be
determined by t:he State' through its
commissioner of 1ransportat10n.
13. ~~y and ~ll persons engaged in the aforesaid work
to be performed by the City shall noe be considered a~ployee$ of
the State ~nd any and all cla~ms that mayor might arise under
Lhe Worker's Co~pensa~ion Act of ~his S~ate on behalt of saia
employees w~ile so engaged, and ~y and all elai~s ~~de by any
third party as a consequence of any act 0= omission on the part
of said err~loyees while so eDgaged on any of che work
contemplated herein shall no~ be the obligation and
responsibility of the Sc~te. The Ci~y shall r.o~ be responsible
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under ~he Worke.'s Compens~tiGn Ac~ for any employees of ~e
Sta1:e.
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CITY OF pa~Q~ LAKE
APr~OVED AS TO FORM:
City Attorney
:By
Mayor
(City Seal)
By
city Manager
STA~E'OF MINNESOTA
bEPARTMENT OF TRANSPORTATION
RECOMMENDBD FOR APPROVAL:
DEPARTMEN~ OF TRANSPO~TATION
Assistant Division Engineer
By
Assi5tant Commissione~
'Dated
APPROVED AS TO FORN AND EXECUTION:
DEPART:t'~T OF ADMINISTRATION
5y
Assistant Atcorney General
Scate of M1nnesota
Da.ted
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