HomeMy WebLinkAboutItem 10 2013 Seal Coat WLT Agreement AGENDA ITEMMAYOR AND COUNCIL COMMUNICATION
DATE: 2/19/2013
CONSENT
ITEM #: 10
MOTION As part of Consent Agenda
AGENDA ITEM: 2013 Seal Coat Project – Project Agreement for Joint Services with West
Lakeland Township
SUBMITTED BY: Ryan Stempski, Assistant City Engineer
THROUGH: Dean A. Zuleger, City Administrator
REVIEWED BY: Mike Bouthilet, Public Works
Jack Griffin, City Engineer
SUMMARY AND ACTION REQUESTED: The City Council is respectfully requested to
consider approving the 2013 Seal Coat Project Agreement for Joint Services with West Lakeland
Township.
STAFF REPORT: Staff has reviewed and updated the Joint Services Agreement with West
Lakeland Township in preparation of the 2013 Seal Coat Project. Staff is recommending that the
city continue to work jointly with West Lakeland Township to perform seal coating for routine
maintenance of city and township streets. Through a joint project effort, it is anticipated that
project cost savings can be realized through an economy of scale and sharing in project expenses
for preparation of plans and specifications, bidding, and construction administration. In addition,
staff believes that by combining the project work from both communities, we can continue to
promote a more favorable bidding environment that can result in lower overall construction
costs. In 2012, the jointly bid project resulted in a very favorable unit construction cost in the
amount of $1.21 per square yard. This arrangement has resulted in a cost savings for both the
city and township over the past two years.
The agreement identifies the terms and conditions upon which the City of Lake Elmo prepares
and administrates a contract for the 2013 Seal Coat Project to be completed on streets within
both the city and the township. Each jurisdiction pays its portion of the construction costs and
shares in the engineering design, bidding and construction administration costs. The construction
observation services would be contracted directly by each jurisdiction.
The City of Lake Elmo is defined as the lead entity and prepares the plans and specifications
with input from the township. The city bids the project and enters into a contract with the
selected contractor for all the work. West Lakeland will pay a fee to the city in the amount of
6% of the township’s construction costs as received at the time of bid. The 6% is considered
reimbursement to the city for the design, bidding and construction administration services related
to the project. The township will reimburse the city within 30 days of receiving contractor
invoices for the work performed by the contractor on West Lakeland streets.
RECOMMENDATION: Staff is recommending that the City Council consider approving, as a
part of the Consent Agenda, the 2013 Seal Coat Project Agreement for Joint Services with West
Lakeland Township.
ATTACHMENTS:
1. 2013 Seal Coat Project Agreement for Joint Services