1e. 2010 Sealcoat Project: Approve JPA - Plans - Advertising
CITY OF
CHANHASSEN
7700 Market Boulevard
PO Box 147
Chanhassen, MN 55317
Administration
Phone: 952.227,1100
Fax: 952,227.1110
Building Inspections
Phone: 952.227,1180
Fax: 952.227,1190
Engineering
Phone: 952.227.1160
Fax: 952.227.1170
Finance
Phone: 952.227.1140
Fax: 952.227.1110
Park & Recreation
Phone: 952.227.1120
Fax: 952.227.1110
Recreation Center
2310 Coulter Boulevard
Phone: 952.227.1400
Fax: 952.227.1404
Planning &
Natural Resources
Phone: 952.227,1130
Fax: 952,227.1110
Public Works
1591 Park Road
Phone: 952.227.1300
Fax: 952.227,1310
Senior Center
Phone: 952:227.1125
Fax: 952.227.1110
Web Site
www.ci.chanhassen.mn.us
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MEMORANDUM
TO:
Todd Gerhardt, City Manager 0 .
Paul Oehme, City EngineerlDir. of Public Works"<'
FROM:
DATE:
March 8, 2010
o~
SUBJ:
2010 Sealcoat Project No. 10-04: Approve Joint Powers Agreement;
Approve Plans and Specifications; Authorize Advertising for Bids
PROPOSED MOTION
"The City Council approves a Joint Powers Agreement and plans and specifications, and
authorizes advertising for bids for the 2010 Sea1coat Project No. 10-04."
City Council approval requires a simple majority vote of the City Council present.
BACKGROUND
City administrators in Carver County have discussed forming a joint powers group for the
purpose of contracting sea1coat improvements jointly. Cities that are interested in
participating in this year's project are Waconia, Victoria, Mayer and Cologne. The City of
Chanhassen's city attorney has drafted an agreement for this work. Chanhassen staff will be
the lead agency for this project.
Sea1coating remains to be one of the most cost-effective maintenance tools toward pavement
management. It is estimated that a sealcoat application extends the life of pavement from
three to five years at a fraction of the cost of street rehabilitation or bituminous overlay
projects. It is therefore more cost effective to sealcoat roadways when pavement distresses
are fewer verses letting the pavement deteriorate until major, costly rehabilitation or
reconstruction projects are required.
In conjunction with the Pavement Management Program, staffhas reviewed the city street
network and recommends the streets shown on the attached map to be sealcoated in 2010.
Also included in this year's project is cracksealing and pavement traffic stripping at various
locations.
The estimated cost for the City ofChanhassen portion of the project is $220,000. The cost
includes traffic control and pavement stripping to match existing conditions.
The project's proposed schedule is as follows:
Construction Start:
Construction Completion:
July 6, 2010
September 3,2010
Funding for this project has been budgeted in the CIP (Pavement Management - ST -018).
Attachments
g:lenglsealcoat12Jiba9!laSSq,odscalfommunity for Life. Providing for Today and Planning for Tomorrow
JOINT POWER AGREEMENT
2010 TRAFFIC MARKINGS, STREET SWEEPING,
CRACK SEALING, SCREENING AND SEAL COATING
CITIES OF CHANHASSEN, MAYER, COLOGNE,
W ACONIA, AND VICTORIA
AGREEMENT made this day of ,2010, by, between and
among the cities ofChanhassen, Mayer, Cologne, Waconia, and Victoria.
RECITALS
A. Minn. Stat. S 471.59 authorizes two or more governmental units to enter into
agreements to jointly or cooperatively exercise any power common to the contracting parties or any
similar power.
B. The purposes of this Agreement is to provide seal coating for designated streets
and related services in the cities of Chanhassen, Mayer, Cologne, Waconia, and Victoria using
one common contractor for such service for calendar year 2010.
NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS:
1. Chanhassen shall prepare plans, specifications, bid and contract documents for the
placement of street traffic markings, street sweeping, crack sealing, screening and seal coating
services (hereinafter referred to as "The Project").
2. Mayer, Cologne, Waconia, and Victoria shall provide Chanhassen the estimated
quantities for The Project in their respective city for calendar year 2010 and shall approve the bid
and contract documents before Chanhassen advertises for bids.
3. Chanhassen will advertise for bids for the construction of The Project in
accordance with Minnesota Law and will provide Mayer, Cologne, Waconia, and Victoria with
an analysis of the bids received. Chanhassen must obtain the approval of Mayer, Cologne,
Waconia, and Victoria before awarding a contract. If approval is received, Chanhassen may enter
into a contract for The Project.
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.
149996v06 1
AMP:03/0l/201O
. Pay a percentage of actual construction cost to Chanhassen 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. 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, the city will
remit the approved invoice amount directly to the contractor.
6. Any change orders or supplemental agreements that affect The Project cost
payable by a party to this Agreement must be approved in writing by that party prior to execution
of the work.
7. Pursuant to Minnesota Statutes S 16C.05, Subd. 5, any books, records, documents,
and accounting procedures and practices of the parties to this Agreement relevant to the
Agreement are subject to examination by the other parties to this Agreement and the Legislative
Auditor or the State Auditor as appropriate. The parties agree to maintain these records for a
period of six years from the date of performance of all services covered under this Agreement.
8. The entire and integrated agreement of the parties contained in this Agreement
shall supersede all prior negotiations, representations, or agreements among the parties regarding
The Project whether written or oral.
9. It is agreed that the cities of Mayer, Cologne, Waconia, and Victoria each of
them, indemnify, save, and hold harmless the city of Chanhassen 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 Mayer, Cologne,
Waconia, and Victoria 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. The participating cities agree that liability under this
Agreement is controlled by Minnesota Statutes 471.59, subdivision 1a 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.
149996v06
AMP:03/01/20 1 0
2
IN WITNESS THEREOF, the parties have caused this Agreement to be executed by
their duly authorized officials.
Dated:
,2010.
CITY OF CHANHASSEN
BY:
Thomas A. Furlong, Mayor
AND
Todd Gerhardt, City Manager/Clerk
Dated:
,2010.
CITY OF MAYER
BY:
Its Mayor
AND
Its Clerk
Dated:
,2010.
CITY OF COLOGNE
BY:
Its Mayor
AND
Its Clerk
Dated:
,2010.
CITY OF W ACONIA
BY:
Its Mayor
AND
Its Clerk
149996v06
AMP:03/0l/201O
3
Dated:
,2010.
149996v06
AMP:03/0l/2010
CITY OF VICTORIA
BY:
AND
Its Mayor
Its Clerk
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Capital Improvemerit Program
City of Chanhassen, MN
2010 thru 2014
Department Street Improvements
Contact Paul Oehme
Project Name Pavement Management
Account #1 420-0000-4751
Account #3
Type Maintenance
Useful Life 7-IOyears
Category StreetslHighways
Priority nla
Project #
ST -018
Account #2
Account #4
Description
This project will provide maintenance such as crack sealing, seal-coating and pothole patching for Citystfl~ets. The projects will be determined
annually based on the pavement condition index as generated by the pavement management program.
Total Project Cost: $1,865,000
Justification
This will provide a centralized funding mechanism that will help reduce the effect on General Fund operating expenditures.
Prior
365,000 I
Total
Expenditures .
Maintenance
2010
300,000
300,000
2011
300,000
300,000
2012
300,000
300,000
2013
300,000
300,000
.2014
300,000
300,000
Total
1,500,000
1,500,000
Total
Prior Funding Sources 2010 2011 2012 2013 2014 Total
365,000 I MSA 100,000 100,000 100,000 100,000 100,000 500,000
Total Tax Levy 200,000 200,000 200,000 200,000 200,000 1,000,000
Total 300,000 300,000 300,000 300,000 300,000 1,500,000
Budget Impact/Other
These improvements will cost effectively prolong the life of the street so major improvements such as reconstruction projects can be delayed.
101