HomeMy WebLinkAbout#10 - Seal Coat Project Joint Services Agreement STAFF REPORT
DATE: May 15, 2018
CONSENT
ITEM #: 10
AGENDA ITEM: 2018 Seal Coat Project – West Lakeland Township Joint Services Agreement
SUBMITTED BY: Jack Griffin, City Engineer
REVIEWED BY: Kristina Handt, City Administrator Rob Weldon, Public Works Director
Amanda Groh, Project Engineer
ISSUE BEFORE COUNCIL: Should the City Council approve the West Lakeland Township Joint
Services Agreement for the 2018 Seal Coat Project?
BACKGROUND: Since 2012, Lake Elmo and West Lakeland Township have successfully contracted
jointly for the annual street seal coat projects to share and reduce overall project costs. This year Lake
Elmo also included Denmark Township for both crack seal and seal coat services (the Joint Services
Agreement with Denmark was approved by the Lake Elmo City Council on April 17, 2018). Each
jurisdiction pays its portion of the construction costs and shares in the engineering design, bidding and
construction administration costs. The construction observation services are contracted directly by each
jurisdiction.
PROPOSAL DETAILS/ANALYSIS: 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,
therefore, staff has reviewed and updated the Joint Services Agreement with West Lakeland Township in
preparation of the 2018 Seal Coat Project. The agreement identifies the terms and conditions upon which
the City of Lake Elmo prepares and administers a contract for the 2018 Seal Coat Project to be completed
on streets within both the City and Township. 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 $3,000 to reimburse the City for the Township’s share of 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 on West Lakeland streets.
FISCAL IMPACT: Cost savings of $3,000 in engineering and administration services. Staff believes that
a unit price savings for the seal coat work is also likely due to the economy of scale at the time of
bid/construction.
Through a joint project effort, the City of Lake Elmo and West Lakeland Township, have been realizing
project cost savings 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 for multiple communities, we can continue to promote a more favorable bidding
environment that may result in lower overall construction costs.
RECOMMENDATION: Staff is recommending that the City Council consider approving, as part of the
consent agenda, the West Lakeland Township Joint Services Agreement for the 2018 Seal Coat Project.
If removed from the consent agenda, the recommended motion for this action is as follows:
“Move to approve the West Lakeland Township Joint Services Agreement
for the 2018 Seal Coat Project.”
ATTACHMENTS:
1. West Lakeland Township Joint Services Agreement for the 2018 Seal Coat Project.