HomeMy WebLinkAbout03-12-07 Item7B, Review of 2006 Joint Powers Agreement with Roseville
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Request for Council Action
Prepared By:
Depl.:
Council Mtg. Date:
Final Action Needed By:
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Engineering
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3/12/07
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Agenda Item.
78
Budgeted Amount:
Actual Amount:
Funding Source:___
N/A
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INo action is requested. Information only.
No action is requested. Information only.
x ' ~..~.. Memo from the City of Roseville Engineering Department
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...... No.:
Recommendation:
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EN HILLS
MEMORANDUM
DATE:
March 8, 2007
AGENDA ITEM 7B
TO:
Mayor and City Council
Michelle Wolfe, City Administrator
FROM:
City ofRoseville Engineering Department
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SUBJECT:
2006 Review of the Joint Powers Agreement with the City of Roseville
for Engineering Services
Overview
The Joint Powers Agreement (JP A) for Engineering Services has been in place since January
2006, The agreement, as approved by both City Councils, detailed the expectations for
providing engineering services. Initially, we anticipated the minimum shared employee hours as
1670. In crafting the JP A, we anticipated that a majority of the hours would be provided by the
Civil Engineer position, currently held by Kristine Giga, We have put together a summary of the
2006 total billing based on what was anticipated in the original agreement:
Agreement Actual
Billing for Civil Engineer $88,493.30 $75,457.77
(not related to the 2007 PMP)
Billing for other employees N/A $14,711.10
(not related to the 2007 PMP)
2007 PMP related costs N/A $15,209.03
Total Billing for 2006 $105,377.90
Over the last year, we have worked with Arden Hills staff on many different projects within the
City, On the whole, there was an additional cost of$I,675.57 above the anticipated employee
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cost share, not including the 2007 PMP related costs. The additional employee hours were
linked to the following projects:
. City Engineer Designation: When we entered into the agreement, the decision had not
been made to designate Roseville as the City Engineer for Arden Hills. This designation
expanded the agreement to include Municipal State Aid reporting and oversight of
projects, We also revised the URS contract to reflect this designation,
. CIP Development: We worked on updating the City's five-year and long range Capital
Improvement Plan, To accomplish this, we expanded Roseville's contract with
GoodPointe Technology to utilize the City's ICON pavement management software. This
enabled the cities to utilize this tool at a substantial cost savings to Arden Hills. Along
with the development of this database, we utilized Roseville's GIS technician to provide
graphical representations of the proposed CIP, We were also able to utilize the expertise
of Duane Schwartz, Roseville Public Works Director, whose background and experience
with CIP development were invaluable in this effort.
. IDSE Stage II Standard Monitoring Plan: With the vacant Public Works Director
position, it fell upon the Civil Engineer to assist in the development of Arden Hills IDSE
Stage II Standard Monitoring Plan,
. Project No. 06-10- Infiltration and Inflow: With the vacant Public Works Director
position, it fell upon the Civil Engineer to put together the report for the Metropolitan
Council regarding 1&1 efforts by the City. This will be an ongoing effort to eliminate the
excessive 1&1 that has been identified by the Met CounciL
. NPDES Phase II Permit Update: With the vacant Public Works Director position, it fell
upon the Civil Engineer to update Arden Hills' Phase II permit. This additional time
included City Engineer and Roseville support staff involvement.
. Project No. 06-13- 2006 PMP project: Due to budget and transition issues, we spent a
considerable amount of time getting the 2006 PMP project out to bid and under contract.
Issues such as easements, cost overruns, citizen information, storm water design, trees and
other design concerns consumed about a third of the Civil Engineer's time, It also
consumed other Roseville employee time to support these efforts, Mailings, meetings,
location maps, contract discussion, easement negotiations were attended by the City
Engineer and the Roseville Public Works Director.
Additional Work:
We have expanded the scope of our original agreement to provide Arden Hills with
additional engineering support. Project 07-07- Mill and Overlay, is being designed and
developed by the Roseville Engineering Department. Our proposed costs for the design
and feasibility report were estimated at $56,045.48, The total costs spent through
December 31, 2006 are $15,209.03, A summary:
2006 PMP
3/8/2007
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Total Civil Engineer $5,431.48 (102,5 hours)
Total all employees $9,248.80 (302,75 hours)
Total project costs to date $15,209.03
At the end of2006, the plans and specifications for this project were at 65%
development. As a result, we anticipate that design and feasibility studies cost will be
less than anticipated in the scoping document. We approached this proj ect with the intent
to save both cities money,
· For the City of Arden Hills the savings are mainly in engineering costs, This is
accomplished through engineering rate, Roseville's 15% vs, URS's 22% of the
project costs, Cost savings were also achieved by having the Civil Engineer as a
direct project cost instead of an oversight project cost, where her hours would be
billed over and above the project's 22% engineering costs,
· For the City of Roseville it is through construction costs, we can achieve
economies of scale in pursuing a joint project for bidding this spring,
2006 Hours Summary:
As shown on the following table, the conditions ofthe total staff hours committed to in
the JP A, 1670 hours, was fulfilled in 2006, These totals include all work completed by
the City ofRoseville in 2006, including work on the 2007 PMP,
Actual
Engineering hours (not Civil 413,83
Engineer)
Civil Engineer hours 1526.50
Total hours 1940.33
We believe our first year has been a success, On the whole, we have achieved added value for
both of our cities with this Joint Powers Agreement.
Anticipated Activities/Goals for 2007
Some of the more notable goals and activities we are anticipating for 2007 are:
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2007 PMP Mill and Overlay Project
2007 Seal coat Project
Begin work on the 2008 PMP reconstruction project
Continue updating the Five-year Capital Improvement Plan
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.
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. Working with the Public Works Department to develop/implement and 1&1 reduction
program
. Working with the Public Works Department to develop/implement a feasible
maintenance program for the Stormwater Pollution Prevention Plan (SWPPP)
. Working with the Community Development Department to update/adopt ordinances,
including Erosion Control and Tree Preservation
. Working with the Community Development Department on the 2008 Comprehensive
Plan Update
. Developing a more comprehensive checklist and guidelines for development reviews
2006 PMP
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