ITEM 3.7 MMUA contract10
OtSTe F O
MINNESOTA
DEPARTMENT INFORMATION
Request for
City Council Action
ORGINATING DEPARTMENT:
REQUESTOR:
MEETING DATE:
Utilities
Kurt Neidermeier, Utility
September 22, 2014
Yes
Operations Supervisor
BACKGROUND/JUSTIFICATION:
PRESENTER(s):
REVIEWED BY:
ITEM #:
Consent Agenda
Lori Johnson, City Administrator
3.7
AGENDA ITEM DETAILS
RECOMMENDATION:
Staff recommends approval of the Minnesota Municipal Utilities Association contract for safety training
and safety documentation services. The contract was reviewed at the September 15th budget discussion
and brought to the September 16th Public Works Subcommittee with recommendation of approval.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
Yes
No
BACKGROUND/JUSTIFICATION:
The Safety Management Program contract with Minnesota Municipal Utilities Association (MMUA)
expires September 30, 2014. Services provided are focused on safety management and training goals.
The contract allows for one day per month to complete safety training, facility safety reviews & audits,
records management and safety program development. Renewal of the contract provides continued
service one day per month from October 1, 2014 through September 30, 2015 at a renewal rate of
$9,900.
Additional services have been recommended by the Safety Committee for assistance in completing Job
Hazard Analysis (JHA) and Standard Operating Procedures (SOP). The documents are required through
the Occupational Safety and Health Administration (OSHA) to be a part of an employer's AWAIR
program (A Workplace Accident and Injury Reduction).
A Job Hazard Analysis is a document written to identify potential hazards involved with a specific task.
JHAs are required for equipment, machinery and job conducted by staff. Standard Operating
Procedures are developed to provide staff information to avoid or minimize risks of identified hazards.
The Procedures include proper tools and personal protective equipment required by the task. Finally,
training based from the JHAs and SOPS provides the communication to the employee to avoid and
reduce injury and accidents.
Minnesota Municipal Utilities Association has provided a quote for one additional day per month
beginning January 1St, ending October 1St; (9 additional days total) to assist with Job Hazard Analysis and
Standard Operating Procedure development and documentation with training to all affected employees
as directed. The cost of the additional nine days is $4275 increasing the contract amount from $9900 to
$14,175.
SUPPORTING DOCUMENTS: (X) ATTACHED
0 Contract
MOTION: (Please word motion as you would like it to appear in the minutes.)
Motion to approve Minnesota Municipal Utilities Association contract beginning October 1St, 2014
ending September 30th, 2015 for $14,175.00.
BUDGET INFORMATION
FUNDING: BUDGETED: (X) YES
101—General Fund $10457.00
601/602 — Utilities $3718.00
ACTION TAKEN
❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes)
COMMENTS:
Minnesota Municipal Utilities Association
AMENDMENT TO SERVICES AGREEMENT
Safety Management Program
Contract Date: September 17, 2014 Contract Number: 187-2015
The services agreement entered into between Minnesota Municipal Utilities Association
(MMUA) and City of Otsego (Otsego), dated August 12, 2013, contract number 187-
2014, is amended as follows:
PART I, Section 1.
2.d. SCOPE OF SERVICES: Visit Otsego every month for approximately 8 hours in
a one -day period from October 1, 2014 until December 31, 2014. Visit Otsego
every month for approximately 16 hours in a two-day period from January 1, 2015
until September 30, 2015. The visits will be made on Otsego premises unless
circumstances lend a different location approved by Otsego management.
PART II, Section 1.
1. DURATION: This Agreement shall remain in force from October 1, 2014 until
September 30, 2015 (the "expiration date"), as described in PART I, Section 1.
above.
PART III, Section 1.
1. COMPENSATION: For the services covered by this Agreement, Otsego shall
pay MMUA a fee of two thousand four hundred seventy-five dollars and 00
cents ($ 2,475.00) for the period October 1, 2014 to December 31, 2014, and
a fee of eleven thousand seven hundred dollars and 00 cents ($ 11,700.00) for
the period January 1, 2015 to September 30, 2015. Such compensation shall
be due and payable according to the selected payment terms below.
Payment terms for the fees agreed to above shall be based on one of the
following options (select one):
❑ Annual Payment ($ 14,175.00)
❑ Quarterly Payments ($ 2,475.00 10-1-2014 to 12-31-2014
and $3,900.00 each quarter 1-1-2015 to 9-30-2015)
For any term of less than twelve full calendar months, the fee shall be a portion
of the annual fee, pro -rated based on the number of calendar months or partial
calendar months in which the services were provided as a percentage of twelve
(12).
The parties hereby accept the terms of the Agreement as modified.
City of Otsego Minnesota unicipal Utilities Association
By BY
Title Title Executive Director
Date Date September 17, 2014
Purchase Order #