1g. Coop Agreemnt with MnDOT & Eden Prairie for Hwy 5 at Dell I
CITYOF
CHANHASSEN
690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
c' (612) 937-1900 • FAX (612) 937-5739
Er
MEMORANDUM ''" ✓ - -
TO: Don Ashworth, City Manager Y� Ri °4'� `
� 4 Ode 743/9
FROM: Gary Warren , City Engineer k1,- �'���"� �' u'm -S' 1
' DRiSa— J t:. . - ---
DATE: June 29 , 1990 Tj'' '
719/9b
' SUBJ: Approve Cooperative Agreement with MnDOT and Eden Prairie
for Signalization of Trunk Highway 5 at Dell Road
File No. 88-28A-1
The attached cooperative agreement has been prepared by MnDOT and
' specifically addresses the cost sharing for the Dell Road/Trunk
Highway 5 signalization. As noted therein, each city is
responsible for one-quarter of the construction costs for the
' signal system which is consistent with MnDOT policy based on the
number of intersecting legs we own (MnDOT picks up 50%) . We have
further negotiated with the City of Eden Prairie in that they are
responsible for relamping, painting and general maintenance of
' the signal system. In exchange, the City of Chanhassen is
responsible for paying the electrical useage for the signals . We
believe that this is an equitable division of the
' responsibilities in this regard.
The construction costs ($25 ,000 if no federal participation) for
the improvements would be funded from Fund 467 (Economic
' Development District No. 1) and the operation expense would be
funded out of the City's General Fund, Department 135 (Street
Lighting and Signals) . It is recommended that the attached
' cooperative agreement for signalization of Dell Road at Trunk
Highway 5 be approved and authorized for execution.
' ktm
Attachment: Cooperative Agreement
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MINNESOTA TRANSPORTATION DEPARTMENT
' TRAFFIC CONTROL SIGNAL
' AGREEMENT NO. 67390
BETWEEN
' THE STATE OF MINNESOTA, DEPARTMENT OF TRANSPORTATION
AND
' THE CITY OF EDEN PRAIRIE
' AND
THE CITY OF CHANHASSEN
' TO
' Install a new Traffic Signal with Street Lights and Signing on
Trunk Highway No. 5 at 184th Street (Dell Road) in Eden Prairie
and Chanhassen, Hennepin County, Minnesota.
S .P. 2701-34
' F.P. F 014-3(41)
' Prepared by Traffic Engineering
ESTIMATED AMOUNT RECEIVABLE AMOUNT ENCUMBERED
' City of Eden Prairie $6,857 .47
City of Chanhassen $6, 857 .47 None
Otherwise Covered
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THIS AGREEMENT made and entered into by and between the
State of Minnesota, Department of Transportation, hereinafter
referred to as the "State" , and the City of Eden Prairie, ,
hereinafter referred to as "Eden Prairie" , and the City of
Chanhassen, hereinafter referred to as "Chanhassen" , WITNESSETH:
WHEREAS, Minnesota Statute 161. 20 authorizes the
Commissioner of Transportation to make arrangements with and
cooperate with any governmental authority for the purposes of '
constructing, maintaining and improving the Trunk Highway system;
and
WHEREAS, the State has determined that there is
justification and it is in the public 's best interest to install '
a new traffic control signal with street lights and signing on
Trunk Highway No. 5 at 184th Street (Dell Road) ; and
WHEREAS, it is considered in the public 's best interest '
for the State to provide a new cabinet and control equipment to
operate said traffic control signal; and ,
WHEREAS, it is anticipated that the traffic control
signal with street lights and signing work is eligible for 76 .75
percent Federal-aid Primary Funds; and '
WHEREAS, Eden Prairie, Chanhassen, and the State will
participate in the cost, maintenance and operation of the traffic ,
67390 ,
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control signal with street lights and signing as hereinafter set
' forth;
' NOW, THEREFORE, IT IS AGREED AS FOLLOWS:
1 . The State shall prepare the necessary plan,
' specifications and proposal and shall perform the engineering and
inspection required to complete the items of work hereinafter set
' forth. Such work as described immediately above shall constitute
' "Engineering and Inspection" and shall be so referred to
hereinafter.
' 2 . The contract cost of the work or, if the work is
not contracted, the cost of all labor, materials, and equipment
' rental required to complete the work, except the cost of
providing the power supply to the service pole or pad, shall
constitute the actual "Construction Cost" and shall be so
' referred to hereinafter.
3. The State with its own forces and equipment or by
contract shall install a new traffic control signal with street
' lights in accordance with State Project No. 2701-34 and
Federal-aid Project No. F 014-3(41) on Trunk Highway No. 5 at
184th Street (Dell Road) . Estimated Construction Cost is
$111,300 . 00 which includes State furnished materials.
Anticipated Federal-aid share is 76 .75 percent. Anticipated
State ' s share is 11.625 percent. Eden Prairie's share is 5 . 8125
67390
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percent. Chanhassen' s share is 5, 8125 percent.
4 . The State shall install or cause the installation '
of overhead signing and shall maintain said signing all at no '
cost to Eden Prairie or Chanhassen.
5 . Upon execution of this agreement and a request in
writing by the State, Eden Prairie and Chanhassen shall each
advance to the State an amount equal to their portion of the ,
project costs . Eden Prairie ' s and Chanhassen' s total portion
shall consist of the sum of the following:
a. Eden Prairie ' s and Chanhassen' s respective '
share (as specified in Paragraph 3) based on
the actual bid prices and the estimated State , ,
furnished materials costs .
b. Six (6 ) percent of each respective share
[Item (a) above] for the cost of Engineering
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and Inspection.
6 . Upon completion and final acceptance of the '
project, Eden Prairie 's and Chanhassen's final share shall
consist of the sum of the following:
a. Eden Prairie 's and Chanhassen's respective
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share (as specified in Paragraph 3) , based on
the final payment to the Contractor and the '
actual State furnished materials costs .
67390 '
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b. Six (6 ) percent of each respective final
' share [Item (a) above] for the cost of
Engineering and Inspection.
' The amount of the funds advanced by Eden Prairie
and Chanhassen in excess of Eden Prairie ' s and Chanhassen' s final
share will be returned to Eden Prairie and Chanhassen without
' interest and Eden Prairie and Chanhassen agrees to pay to the
State that amount of their final share which is in excess of the
' amount of the funds advanced by Eden Prairie and Chanhassen.
7 . Chanhassen shall provide an adequate electrical
power supply to the service pad or pole, and upon completion of
' said traffic control signal with street lights installation shall
provide necessary electrical power for its operation at the cost
1 and expense of Chanhassen.
' 8 . Upon completion of the work contemplated in
Paragraph 3 hereof, it shall be the Eden Prairie 's
' responsibility, at its cost and expense, to: ( 1) maintain the
luminaires ; (2) relamp the traffic control signal and street
' lights ; and (3) clean and paint the traffic control signal,
cabinet and luminaire mast arm extensions. It shall be the
State ' s responsibility, at its cost and expense, to perform all
1 other traffic control signal and street light maintenance.
' 67390
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9 . Any and all persons engaged in the aforesaid work
to be performed by the State shall not be considered employees of - II
Eden Prairie or Chanhassen and any and all claims that may or
might arise under the Worker' s Compensation Act of this State on
behalf of said employees while so engaged, and any and all claims I
made by any fourth party as a consequence of any act or omission
on the part of said employees while so engaged on any of the work '
contemplated herein shall not be the obligation and
responsibility of Eden Prairie and Chanhassen. The State shall
not be responsible under the Worker's Compensation Act for any I
employees of Eden Prairie or Chanhassen.
10 . Timing of the traffic control signal provided for '
herein shall be determined by the State, through its Commissioner
of Transportation, and no changes shall be made therein except
with the approval of the State. t
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67390 '
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CITY OF EDEN PRAIRIE
i
APPROVED AS TO FORM: •
By
City Attorney Mayor
(City Seal)
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By
City Manager
CITY OF CHANHASSEN
APPROVED AS TO FORM:
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By
City. Attorney Mayor
(City Seal)
By
City Manager
67390
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STATE OF MINNESOTA
DEPARTMENT OF TRANSPORTATION I
RECOMMENDED FOR APPROVAL: DEPARTMENT OF TRANSPORTATION I
By
District Engineer Assistant Commissioner
Operations Division
Dated
APPROVED AS TO FORM AND EXECUTION: I
DEPARTMENT OF ADMINISTRATION
By
Y
Assistant Attorney General
State of Minnesota
Dated
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6739Q
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RESOLUTION
BE IT RESOLVED that the City of Eden Prairie enter into an
agreement with the State of Minnesota, Department of Transportation
for the following purposes, to wit:
To install a new traffic control signal with
' street lights and signing on Trunk Highway No. 5
at 184th Street (Dell Road) in accordance with
' the terms and conditions set forth and contained
' in Agreement No. 67390, a copy of which was
before the Council .
' BE IT FURTHER RESOLVED that the proper City officers be
and hereby are authorized to execute such agreement, and thereby
assume for and on behalf of the City all of the contractual
' obligations contained therein.
CERTIFICATION
State of ,Minnesota
County of Hennepin
City of Eden Prairie
' I herby certify that the foregoing Resolution is a true
and correct copy of a resolution presented to and adopted by the
Council of the City of Eden Prairie at a duly authorized meeting
II thereof held on the day of , 1990, as
shown by the minutes of said meeting in my possession.
City Clerk
(Seal)
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RESOLUTION
BE IT RESOLVED that the City of Chanhassen enter into an
agreement with the State of Minnesota, Department of Transportation
for the following purposes, to wit:
To install a new traffic control signal with
street lights and signing on Trunk Highway No. 5 '
at 184th Street (Dell Road) in accordance with
the terms and conditions set forth and contained '
in Agreement No. 67390, a copy of which was
before the Council .
BE IT FURTHER RESOLVED that the proper City officers be
and hereby are authorized to execute such agreement, and thereby
assume for and on behalf of the City all of the contractual
obligations contained therein. ,
CERTIFICATION
State of Minnesota I
County of Hennepin
•
City of Chanhassen I
I herby certify that the foregoing Resolution is a true
and correct copy of a resolution presented to and adopted by the
Council of the City of Chanhassen at a duly authorized meeting
thereof held on the day of , 1990, as
shown by the minutes of said meeting in my possession.
City Manager
(Seal)
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CITY OF tD,,k
cllANBAssrx yr,
690 COULTER DRIVE • P.O. BOX
147• CHANHASSEN, MINNESOTA 55317
(612) 937-1900 • FAX (612) 937-5739
1
' MEMORANDUM
TO: Don Ashworth, City Manager
' FROM: Scott Harr, Assistant Public Safety Director,
DATE: June 20, 1990
' SUBJ: Vehicle Bids
' Pursuant to Council action, we have received the following bids
in response to our request for bids dated June 14:
Lenzen Chevrolet-Buick, Inc. $13,517.00
' Thurk Bros . Chevrolet Co. $13,673.00
Waconia Ford-Mercury, Inc. $16,789.00
' Walser Ford $14, 141.00
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CITYOF -1
1 t
CHANHASSEN,„. -, , I
...t__.- 690 COULTER DRIVE • P.O. BOX 147• CHANHASSEN, MINNESOTA 55317 I
` ± (612) 937-1900 e FAX(612)937-5739
MEMORANDUM I
TO: Mayor and City Council
I
FROM: Don Ashworth, City Manager
DATE: June 25, 1990 I
SUBJ: CSO Vehicle
Earlier this month, the City Council acted to approve the staff
recommendation of rejecting bids received for a used CSO vehicle. I
As you will recall, most of the bids hovered at the $15,000 range
with several having higher mileage, i.e. 8,000 to 16,000 miles.
I am extremely pleased '4th the current bidding climate/process. I
All bidders met specifications with bids ranging from a low of
$13,517 (Lenzen Chevrolet) to a high of $16,789. As the Council
may recall, the original estimates for the vehicle were $16,000 to
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$18,000. Staff was askqd to search other options to bring costs •
down. That action tricgered the $15,000 options. Those bids,
again, were rejected With the current bid of $13,517 being
significantly below the early estimates and within the guidelines I
of the animal contract with our neighboring communities.
Approval of awarding the low bid to Lenzen Chevrolet in the amount
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of $13,517 is recommended.
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CITY OF
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Tizirr„
_ CHANHASSEN
Vik:A 4417
690 COULTER DRIVE• P.O. BOX 147• CHANHASSEN,MINNESOTA 55317
' (612)937-1900• FAX(612)937-5739
' MEMORANDUM
' TO: Mayor and City Council
FROM: Don Ashworth, City Manager -1)WPC k.
' DATE: June 21, 1990
SUBJ: Consider Purchase of a Building Inspection Vehicle
' This office anticipated includingtthis item as a part of the CSO
bid documents (Item No. 3) . The paragraph which had been included
' in the earlier item read as follows:
"Approximately 3 to 4 years ago we received excellent bids on
a new front end loader. I recall that Councilman Horn was so
' impressed with the bids thathe stated "let's buy two". To
this day, I am not sure if he was serious or not. However,
purchasing two pick-ups at this time makes sense. The Council
has asked staff not to seek bids on the administrative vehicle
which was included in the 1990 budget. Both the 1985 Mercury
Lynx and the 1986 Escort (both used as inspection vehicles)
are in bad shape. These vehicles simply were not designed for
' the type of driving our inspectors put them through.
Replacement of both of these vehicles will be looked at as a
part of the 1991 budgetary process. Reallocating dollars
' budgeted for an administrative vehicle will build relief for
next years budget while providing an additional vehicle for
employees such as Sharmin/Jo Ann/Todd Hoffman/Jerry
' Ruegemer/etc. "
The intent of the above paragraph as 'to reach a conclusion that
the Council should confider purchasing two of 'the pickups at
$13,517. This recommendation recognizes the approximate $2,000 to
$3,000 savings over bids which had been- ar�lier considered.
Unfortunately, state statute does not allow the Council to do such,
' i.e. the formal bid process must be followed if the bid exceeds
$15,000. A city cannot separate bids solely for the purpose of
avoiding the publication/formal bidding process.
Attached please find a memorandum from the Public Safety Director
outlining the reasons the City should be considering another
vehicle. I would recommend that the Council authorize staff to
' again seek quotations.
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I , R C I TY O F
I ,p'
,.,.:.l tY4 Y r
' 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
(612) 937-1900 • FAX (612) 937-5739
II
MEMORANDUM
IITO: Jim Chaffee, Public Safety Director
FROM: Scott Harr, Assistant Public Safety Director
IIDATE: April 18, 1990
ISUBJ: Building Inspection Vehicle
I The purpose of this memo is to provide a status report on the vehicle situation
pertaining to the Building Inspection Department.
BACKGROUND:
IWe have five building inspectors and three relatively new inspection vehicles.
Two of the inspectors, however, are still operating the older building inspec-
' tion vehicles.
While the newer vehicles are serving their purpose well, the older vehicles are
II causing problems. The Mercury Lynx is now on its second engine, and the Ford
Escort is experiencing mechanical problems as well. These two vehicles are not
heavy duty enough so as to withstand the constant type of driving our inspection
vehicles are used for (i.e. rough terrain in construction sites, etc.).
IANALYSIS:
I Rather than continuing to put money into these vehicles, I believe the City
should consider at least replacing one of these cars now, with an eye on the
future for replacing the other. It is important to remember that these are not
vehicles that are used for ordinary transportation; rather, these vehicles are
1 in constant use, driving in situations that are difficult. The inspectors are
frequently driving through construction sites that are snowy, rocky, hilly,
bumpy, and the frequency of their stop-and-go driving would be difficult on any
Ivehicle, but particularly vehicles as lightweight as the Lynx and Escort.
RECCMMENDATI( , t
The four wheel drive vehicles that we have urchased for our inspectors pectors have
proven to be particularly well suited for their use. Not only have they gotten
the inspectors where they need to go, but they have been available for use by
I our staff during snow emergencies, etc., when needed. Rather than to continue
to put money into vehicles that are not as well suited for such use as the Bla-
zers are, it seems very logical that we provide vehicles to our inspectors that
IIwill be able to stand up to the task.
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DIRECTOR' S COMMENTS:
I fully concur with Scott 's assessments of the vehicle
situation for the Building Inspection Department. We continue
to experience mechanical problems with the two small vehicles
presently assigned to the Building Inspection Department. I
had discussed this problem with Harold Brose, our Fleet Services
Manager, who also concurs with our assessment and the need for
a new vehicle.
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