HomeMy WebLinkAbout5H - 2008 JPA for Street Maintenance
4646 Dakota Street S.E.
Prior Lake, MN 55372-1714
CITY COUNCIL AGENDA REPORT
MEETING DATE:
AGENDA #:
PREPARED BY:
JANUARY 22,2008
5H
CRAIG ELDRED, STREET AND UTILITIES SUPERVISOR
CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE
EXECUTION OF THE 2008 JOINT POWERS AGREEMENT (JPA) FOR
STREET MAINTENANCE
AGENDA ITEM:
DISCUSSION:
Introduction
The purpose of this agenda item is for Council to authorize the execution of
the 2008 Joint Powers Agreement (JPA) for traffic markings, street sweeping,
crack sealing, screening and seal coating. A JPA is an agreement whereby
cities with similar powers act as if they were one entity for the delivery of
certain products or services.
Historv
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.
Current Circumstances
For the year 2008 street maintenance budget, we have budgeted $102,000.00
for services through the JPA. The practice is to perform maintenance activities
on streets which fall within the appropriate pavement management activity
ranges.
In 2008, staff has scheduled seal coating for the following areas: Duluth area,
Woodridge, Jeffers South and City Hall parking lot. 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.
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Conclusion
The language of the Agreement is identical to previous year's which was
reviewed and approved by the City Attorney.
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:
1. Approve a resolution authorizing the execution of the 2008 Joint Powers
Agreement for traffic markings, street sweeping, crack sealing, screening
and seal coating.
2. Table this agenda item for a specific reason.
3. Deny this agenda item for a specific reason and provide staff with direction.
RECOMMENDED
MOTION:
Alternative #1
R:\Council\2008 Agenda Reports\01 22 08\JPA 2008 agenda. DOC
Motion By:
Second By:
WHEREAS, Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee,
West St. Paul, New Prague and Dakota County 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 2008
Traffic Markings, Street Sweeping, Crack Sealing, Screening and Seal Coating
Contract has been reviewed and approved by 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 22nd DAY OF JANUARY, 2008.
YES
NO
Haugen Haugen
Erickson Erickson
Hedbera Hedbera
LeMair LeMair
Millar Millar
Frank Boyles, City Manager
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www.cityofpriorlake.com
Phone 952.447.9800 / Fax 952.447.4245
JOINT POWERS AGREEMENT
2008-2009 TRAFFIC MARKINGS, STREET SWEEPING
CRACK SEALING, SCREENING & SEAL COATING
BURNSVILLE, APPLE VALLEY, EAGAN, LAKEVILLE, ROSEMOUNT, SAVAGE,
PRIOR LAKE, SHAKOPEE, FARMINGTON, MENDOTA HEIGHTS,
WEST ST. PAUL AND DAKOTA COUNTY
AGREEMENT made tins 22nd day of January, 2008, by and between tile cities ofBumsville, ,
Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Farmington, Mendota
Heights, West St. Paul and Dakota County.
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 of Bumsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee,
Farmington, Mendota Heights, West St. Paul and Dakota County utilizing one common contractor
for each service.
NOW, THEREFORE, the parties agree as follows:
1. Subject to the other provisions of this agreement, Bumsville 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 Lalce, Shakopee, Farmington,
Mendota Heights, West St. Paul and Dakota County shall provide to Burnsville the estimated
quantities for these services in each respective city/county, and shall also approve the bid documents.
3. Burnsville shall tabulate the bids upon their receipt and make a recommendation of award
I
to Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Farmington, Mendota
Joint Powers Agreement
Page 2
Heights, West St. Paul and Dakota County and upon their approval, award the contract pursuant to
State Law.
4. Each city/county 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 final payments to the contractor.
. Pay a percentage of actual construction cost to City of Bumsville for legal and
administrative cost on a sliding scale basis as follows:
$0 - $50,000 - 1.5%
$50,000 - $100,000 - 1 %
Over $100,000 - .5%
5. In accordance with the specifications, the contractor will submit an itemized invoice to
each city/county separately for the work perfonned in each city/county. Upon approval of the
invoice by the respective city/county, that city!county 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, Mendota Heights, West St. Paul and Dakota County each of them,
indemnify, save, and hold harmless the City of Burnsville 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/county under this agreement, and that the cities of Apple Valley,
/
I
Joint Powers Agreement
Page 3
Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee, Farmington, Mendota Heights, West
S1. Paul and Dakota County further agree to defend, at their sole cost and expense, any actions or
proceedings commenced against their respective cities/counties for the purposes of asserting any
claim of whatsoever character arising hereunder. The participating cities/counties agree that liability
under this Agreement is controlled by Minnesota Statute 471.59, subdivision 1 a and that the total
liability for the participating cities shall not exceed the limits on governmental liability for a single
use of government as specified in 466.04, subdivision 1.
7. This agreement can be terminated on the part of any individual city/county by giving sixty
(60) days notice to the other cities/counties; otherwise the agreement will automatically tenninate on
March 15,2009.
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
Joint Powers Agreement
Page 4
CITY OF LAKEVILLE
BY: Mayor
DATE:
BY: Clerk
CITY OF ROSEMOUNT
BY: Mayor
DATE:
BY: Clerk
CITY OF SA V AGE
BY: Mayor
DATE:
BY: Clerk
CITY OF PRIOR LAKE
BY: Mayor
Jack Haugen DATE:
BY: City Manager
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
Joint Powers Agreement
Page 5
CITY OF WEST ST. PAUL
BY:
BY:
DAKOTA COUNTY
BY:
BY:
BY:
Mayor
Clerk
DATE:
Physical Development Director
Transportation Director
County Attorney
DATE: