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<br /> STAFF REPORT <br />DATE: September 16, 2025 <br /> CONSENT <br /> <br />TO: City Council <br />FROM: Mike Rusenovich, Project Engineer <br />AGENDA ITEM: Accept Bids and Award Contract for the 2025 Mill and Overlay Project <br />REVIEWED BY: Nicole Miller, City Administrator <br /> Clarissa Hadler, Finance Director <br /> Marty Powers, Public Works Director <br /> Nate Stanley, City Engineer <br /> Chad Isakson, Assistant City Engineer <br /> <br /> <br />CORE STRATEGIES: <br /> <br />☐ Vibrant, inclusive, connected community ☒ Efficient, reliable, innovative services <br />☐ Responsive, transparent, adaptive governance ☐ Balanced Finances now and future <br />☐ Managed Growth ☒ Resilient Infrastructure <br /> <br /> <br />BACKGROUND: In accordance with the City’s annual street maintenance program, Lake Jane Trail <br />between 42nd Street N and Jamaca Ave N has been scheduled for a Mill and Overlay project in 2025. See <br />attached Location Map. <br /> <br />A “mill & overlay” is a street maintenance technique that requires the removal of the top pavement layer <br />of the street by the grinding action of a large milling machine. After the top layer is removed, a new layer <br />of bituminous pavement is placed. Prior to the mill and overlay, localized areas with significant distress <br />and potential subgrade failure are corrected by completing a full depth patch (removal and replacement of <br />the entire aggregate base and pavement layers). The mill and overlay will remove the surface distresses, <br />improve ride quality, and will preserve the lower portion of the pavement. Cracks that extend the full <br />depth of the pavement are likely to reflect into the new pavement within a short period of time. <br /> <br />The street maintenance work programmed in 2025 was reviewed jointly by Public Works and <br />Engineering to confirm the work to be completed. The project was advertised on QuestCDN and in the <br />Stillwater Gazette in accordance with Minnesota competitive bidding requirements. <br /> <br />ISSUE BEFORE COUNCIL: Should the City Council accept bids and award a contract for the 2025 Mill <br />and Overlay Project? <br /> <br />PROPOSAL DETAILS/ANALYSIS: Plans and specifications were completed for the 2025 Mill and <br />Overlay Project and contractor bids were received, publicly opened, and read aloud on Thursday, September <br />4, 2025. An Engineer’s Letter of Recommendation and a Tabulation of Bids has been prepared and attached. <br />The City received three bids for this project, with Bituminous Roadways, Inc. providing the lowest bid in <br />the amount of $108,504.75. Following review and verification of the bid tabulations, the City Engineer and