05-11-26 - City Council Work Session Minutes

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The City Engineer reviewed Item 7C, Resolution No. 26-71, Rejecting Bids and Authorizing Rebid, 2026 Birch Street Sewer Crossing Project. She stated that the bids came in over budget. That when the project was bid the construction timeline was limited to the summer when school was not in session. They believe by extending the timeline it may be possible to get better bid prices. The Community Development Director reviewed Item 7D, Public Works Building Bid Package #2 Contract Awards. He stated that on Monday, May 10th the bids were opened. The bids came in on budget, there were a few project pieces that did not receive a bid, and quotes will be sought for that work. There are three bids that have alternates as part of the bid. The Community Development Director stated that staff is planning a "Building Breaking" event to kick off the start of the old building demolition and construction of the new building. Mayor Rafferty stated that those working in the current building have put up with a lot and it is exciting to see this new facility being built. Council Member Rennaker stated that to avoid any appearance of a conflict of interest, with his employer, he would be abstaining from the vote on Resolution No. 26-78, Accepting bids, Awarding Construction Contracts, Bid Package 2, Category 8B Sectional and Specialty Doors. The Community Development Director stated that Resolution No. 26-80 and 26-81 relate to rejecting the low bid and awarding the contract to the 2nd bid. This is because the low bids did not meet the bidding requirements for submitting a bid per the bid instructions. Councilmember Lyden stated that he was opposed to Resolution No. 26-82, Approving Amendment to Professional Services Contract with Oertel Architects, Civil Engineering. He did not favor a $25,600 increase in professional services fees over the current contract. The Community Development Director stated that the city made changes to the scope of the structural, electrical, plumbing, utility location and parking. In addition, the irrigation was not originally included. This resulted in a change in the scope of the work for Oertel Architects. Mayor Rafferty reviewed the scope of work change and professional services fees as a percentage of the total project. The City Administrator provided a report on the follow-up to public comments received by the Council during the public comment period. • The Environmental Specialist followed up with Mr. Roadfeldt, regarding the garbage truck oil spills reported at the April 27, 2026, meeting. He provided him with information including on the city licensing requirements for garbage trucks. The Community Development Director has been working with Teresa O'Connell regarding her suggestions/questions regarding the water and sewer system plans for the public works facility. It was shared that the municipal water has a higher upfront cost but a better long-term benefit. The sanitary sewer system would be cost neutral and cost effective over the short and long-term. In addition, if a septic system was installed on -site it would take up valuable space on an already constrained site. Page 2 of 3