03-23-2020 Council Packet - Laserfiche WebLink

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COUNCIL MINUTES DRAFT 4 Councilmember Cavegn asked about the safety of the vents; could anything get stuck in there? Ms. 116 Gelhar suggested that only water would enter through the vents; City Engineer Hankee explained that the 117 vents are tested, designed and approved for this type of use. 118 It was clarified that the flood systems are designed to last the life of the home. The council also 119 discussed that fill would seem to be a better solution; Ms. Gelhar explained the issues that could be 120 created by fill. 121 Councilmember Lyden moved to approve Resolution No. 20-21 as presented. Councilmember 122 Cavegn the motion. Motion carried on a voice vote. 123 6C) Consider Resolution No. 20-19, Approving Bid Policy – City Engineer Hankee reviewed her 124 written report. The new policy has been reviewed by the City Attorney and follows a standard of the 125 League of Minnesota Cities. She noted that the policy covers and allows for an electronic bidding 126 process that is supported by staff. 127 Councilmember Stoesz asked if there is a “seal” process so that changes can’t occur after a bid is 128 submitted. Ms. Hankee explained how the contract process follows the bid and the price cannot be 129 changed; in addition, the bids are viewed when opened by everyone so that would prevent change. 130 Councilmember Stoesz moved to approve Resolution No. 20-19 as presented. Councilmember 131 Ruhland the motion. Motion carried on a voice vote. 132 6D) Consider Resolution No. 20-13, Accepting bids, Awarding a Construction Contract, and 133 Approving the Construction Services Contract for East Cedar Street & 24th Avenue/Elmcrest 134 Avenue North Improvement Project – City Engineer Hankee reviewed her written staff report 135 outlining the history of this project, the elements proposed for this project, the previous rejection of bids 136 and the more favorable bid received at this point. She noted the City’s share of costs and how that will 137 be funded. The proposed schedule for the project was noted. 138 Mayor Rafferty asked about the split of costs with the City of Hugo. Ms. Hankee noted the City’s is 139 approximate two-thirds. The mayor also asked about the need to have WSB staff on site for the period 140 noted; Ms. Hankee reviewed the need to work with subcontractors on the project. Ms. Hankee noted 141 that WSB has reduced the construction services element already. 142 Councilmember Lyden noted that he shares the Mayor’s concerns. It is an important project but he’s 143 concerned about hiring someone to watch someone doing their job. There seem to be a lot of soft costs. 144 Ms. Hankee indicated that the contingency won’t be spent unless necessary. Ms. Hankee explained how 145 necessary oversight can be. 146 Adminstrator Karlson said his experience has been that projects can really suffer without adequate 147 oversight. 148 Councilmember Ruhland asked about the reduction from last year’s bid; what area does that show? 149 Ms. Hankee remarked that timing was part of the situation as well as watershed permitting; some value 150 engineering was achieved working with the Public Works Department to do some work ahead. 151 Councilmember Stoesz moved to approve Resolution No. 20-13 withholding the WSB element for 152 further refinement. Councilmember Lyden seconded the motion. Motion carried on a voice vote. 153 6E) Consider Resolution No. 20-14, Accepting Quotes and Awarding a Construction Contract, 154 Sanitary Sewer to Water Tower No. 3 – City Engineer Hankee reviewed her written report. 155