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Home My WebLink About6.i. Joint Powers Agreement for 2003 Traffic Markings, Cracksealing and SealcoatingN CITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR ACTION CITY COUNCIL MEETING DATE: January 7, 2003 AGENDA ITEM: Joint Powers Agreement for 2003 Traffic Markings, AGENDA SECTION: Cracksealing and Sealcoating Consent PREPARED BY: Andrew J. Brotzler, P.E., City Engineer AGE ?ft F z' f R ATTACHMENTS: Joint Powers Agreement APPROVED B This item is for adopting the attached Joint Powers Agreement for Traffic Markings, Cracksealing and Sealcoating for the year 2003. This program has been an asset to the City of Rosemount for many years and will be again in 2003. The 2003 City budget includes a line item for this project. The completion of this project on an annual basis is an integral part of the City's street maintenance program. For the past several years, the City of Rosemount has participated in a joint contract with surrounding communities for the completion of an annual cracksealing and sealcoating project. The completion of this project in combination with other cities allows for a larger project which typically results in contract unit prices significantly lower than the pricing the City would receive for a project of our own. Staff recommends approval of this motion. RECOMMENDED ACTION: MOTION TO APPROVE THE 2003 JOINT POWERS AGREEMENT FOR TRAFFIC MARKINGS, CRACKSEALING AND SEALCOATING AND AUTHORIZE THE NECESSARY SIGNATURES TO EXECUTE. COUNCIL ACTION: 2 City of BURNSVILLE 100 Civic Center Parkway • Burnsville, Minnesota 55337 -3817 December 19, 2001 Mr. Pat Flanders City of Apple Valley 14200 Cedar Avenue Apple Valley, MN 55124 Mr. Don Volk City of Lakeville 20195 Holyoke Avenue Lakeville, MN 55044 Mr. Bud Osmundson City of Prior Lake 4629 Dakota Street S.E. Prior Lake, MN 55372 Mr. Amie Erhart City of Eagan 3501 Coachman Point Eagan, MN 55122 Mr. Rich Lonnquist City of Rosemount 2875 145th Street West Rosemount, MN 55068 Mr. Dave Westermayer City of Inver Grove Heights 8150 Barbara Avenue Inver Grove Heights, MN 55077 (952) 895 -4400 Mr. Bruce Loney City of Shakopee 129 Holmes Street S. Shakopee, MN 55379 Mr. Al Wiita City of Savage 6000 McColl Drive Savage, MN 55378 RE: 2003 -2004 JOINT POWERS AGREEMENT FOR TRAFFIC MARKINGS, STREET SWEEPING, CRACK SEALING, SCREENING AND SEAL COATING. Dear Gentlemen: Enclosed is a copy of the Joint Powers Agreement (JPA) for the joint bidding on the above referenced items. This Agreement includes the sliding scale percentage for the actual construction cost for each City. The City of Burnsville collects this cost to cover coordination, legal and administrative costs. This will be billed to each City at the end of the year. Please call and indicate if you wish to participate in the 2003 -2004 JPA, and also place this Agreement on an early agenda for your Council's action. After Council action, please sign the JPA for your City and return the original to me at the Burnsville Engineering Department. Our City Council is considering the JPA on January 21 st, 2003 with the bid opening on February 21 2003. I will be calling in two weeks to get the necessary quantities. Also, enclosed is a copy of the 2003 -2004 schedule and last year's abstract for your review. If you have any questions, comments or suggestions, please feel free to call me at 952- 895 -4541. Sincerely, CITY OF BURNSVILLE Cleve Crowningshield Engineering Department Enc: cc /pb JOINT POWERS AGREEMENT 2003 -2004 TRAFFIC MARKINGS, STREET SWEEPING CRACK SEALING, SCREENING & SEAL COATING BURNSVILLE, APPLE VALLEY, EAGAN, LAKEVILLE ROSEMOUNT, SAVAGE, PRIOR LAKE, SHAKOPEE AND INVER GROVE HEIGHTS AGREEMENT made this 21" day of January, 2003 by and between the cities of Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee and Inver Grove Heights. 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 Burnsville, Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee and Inver Grove Heights 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, screening and seal coating services. 2. Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee and Inver Grove Heights shall provide to Burnsville the estimated quantities for these services in each respective community, and shall also approve the bid documents. 3. Burnsville shall tabulate the bids upon their receipt and make a recommendation of award to Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee and Inver Grove Heights and upon their approval, award the contract pursuant to State Law. Joint Powers Agreement Page 2 4. Each city 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. 0 Pay a percentage of actual construction cost to City of Burnsville 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, Shakopee and Inver Grove Heights 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 under this agreement, and that the cities of Apple Valley, Eagan, Lakeville, Rosemount, Savage, Prior Lake, Shakopee and Inver Grove Heights 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 March 15, 0 .1119 t Joint Powers Agreement Page 3 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: Acting City Manager Thomas W. Hansen 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 OF PRIOR LAKE BY: Mayor BY: Clerk CITY OF SHAKOPEE BY: Mayor CITY OF DWER GROVE HEIGHTS mm Clerk Mayor DATE: DATE: DA BY: Clerk If 2003 — 2004 SCHEDULE STREET MAINTENANCE MATERIALS CITY PROJECT 03 -303 BURNSVILLE, MINNESOTA CONTRACT PERIOD: MARCH 16, 2003 THRU MARCH 15, 2004 DETERMINE AREAS TO BE SEALCOATED: October — November 2002 (Start to Prepare Maps) GET JOINT POWERS AGREEMENT TO CITIES AND December 1, 2002 QUANTITIES FROM ALL CONCERNED: CONSIDER JOINT POWERS AGREEMENT: January 21, 2003 (Council Meeting) PERMISSION TO AUTHORIZE AD FOR BIDS: January 21, 2003 (Council Meeting) PUBLISH: Send to Dakota County Tribune January 30, 2003 Published: February 6, 2003 PUBLISH: Send to Paper — Construction Bulletin January3 1, 2003 Published: February 7 & 14, 2003 PLANS & SPECIFICATIONS (Mail out to Bidders List): February 7, 2003 OPEN BIDS: February 21, 2003 (Send Letters to Cities to Concur Award of Bids) COUNCIL CONSIDERS AWARD: March 17, 2003 (Council Meeting) LETTER TO CITIES & CONTRACTS TO SUCCESSFUL March 21, 2003 BIDDERS: LETTER TO CITIES & CONTRACTORS ABOUT March 28, 2003 PRE- CONSTRUCTION MEETING: LETTER & ABSTRACT TO UNSUCCESSFUL BIDDERS: May 1, 2003 PRE - CONSTRUCTION MEETING: (I O:a.m. — 12:p.m.) April 10, 2003 LETTER AND MAP FOR PRES RELEASE: (Skelly) June 3, 2003 f /cleve/03 street maint/cleve street project schedule