ITEM 3.7 MMUAOtsTeF o
MINNESOTA
DEPARTMENT INFORMATION
Request for
City Council Action
ORGINATING DEPARTMENT:
REQUESTOR:
MEETING DATE:
Utilities
Utility Manager, Kurt
September 28, 2015
Neidermeier
PRESENTER(s):
REVIEWED BY:
ITEM #:
Consent Agenda
Administrator, Lori Johnson
3.7
AGENDA ITEM DETAILS
RECOMMENDATION:
Staff recommends approval of Minnesota Municipal Utilities Association contract for safety training and
program management services. The contract was reviewed at the September 22nd Public Works
Subcommittee with recommendation of approval.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
�No
Yes
BACKGROUND/JUSTIFICATION:
The Safety Management Program contract with Minnesota Municipal Utilities Association (MMUA)
expires September 30, 2015. The attached contract continues services for the remainder of 2015 and
fulfillment of the 2016 calendar year; a total of twenty three 8 hour site visits for a total contract price of
$15,475.00. For reference the MMUA contact from October 1, 2014 through — September 30, 2015
including a total of 21 visits was $14,175. Cost of the program is divided between departments based on
number of employees.
Services provided are focused on safety management and training including site visits a minimum of one
day per month to complete safety training, facility safety reviews & audits, records management and
safety program development. Priorities in 2016 include job hazard assessment continuation, arc flash
implementation, added seasonal staff training and record upkeep.
The Safety Committee recommends contract approval from October 1, 2015 through December 31,
2016 for twenty three 8 hour visits and contract price of $15,475.00.
SUPPORTING DOCUMENTS: (X) ATTACHED
• Contract
MOTION: (Please word motion as you would like it to appear in the minutes.)
Motion to approve the Minnesota Municipal Utilities Association Safety Services contract beginning
October V 2015 ending December 315Y 2016 for a total of $15,475,00.
BUDGET INFORMATION
FUNDING: BUDGETED: (X) YES
101— General Fund $11,296.75
601/602 — Utilities $4,178.25
ACTION TAKEN
Minnesota Municipal Utilities Association
AMENDMENT TO SERVICES AGREEMENT
Safety Management Program
Contract Date: September 1 2015 Contract Number: 187-2016
The services agreement entered into between Minnesota Municipal Utilities Association
(MMUA) and City of Otsego (Otsego), dated September 17, 2014, contract number 187-
2015, is amended as follows:
PART I. Section 1.
2.d. SCOPE OF SERVICES: Visit Otsego for 3 visits (approximately 8 hours in a one -
day visit) from October 1, 2015 until December 31, 2015. Visit Otsego for 20 visits
(approximately 8 hours in a one -day visit) from January 1, 2016 until December 31,
2016. The visits will be made on Otsego premises unless circumstances lend a
different location approved by Otsego management.
PART II. Section 1.
1. DURATION: This Agreement shall remain in force from October 1, 2015 until
December 31, 2016 (the "expiration date"), as described in PART I, Section 1.
above.
PART III. Section 1.
1. COMPENSATION: For the services covered by this Agreement, Otsego shall
pay MMUA a fee of two thousand four hundred seventy-five dollars and 00 cents
($ 2,475.00) for the period October 1, 2015 to December 31, 2015, and a fee of
thirteen thousand dollars and 00 cents ($ 13,000.00) for the period January 1,
2016 to December 31, 2016. 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):
❑ Full -term Upfront Payment ($ 15,475.00)
❑ Quarterly Payments ($ 2,475.00 10-1-2015 to 12-31-2015
and $3,250.00 each quarter 1-1-2016 to 12-31-2016)
For any term of less than fifteen full calendar months, the fee shall be a portion
of the full -term fee, pro -rated based on the number of calendar months or partial
calendar months in which the services were provided as a percentage of fifteen
(15).
The parties hereby accept the terms of the Agreement as modified.
City of Otsego Minnesota Municipal Utilities Association
By By '
Title Title Director of Finance
Date Date September 1 2015
Purchase Order #