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Mounds View City Council August 24, 2015 <br />Regular Meeting Page 10 <br /> <br />Mayor Flaherty requested comment from the Bolton & Menk representative. He questioned what <br />type of RFP they received. Mark Kasma, Bolton & Menk representative, stated he did not receive <br />an RFP but rather received a phone call from Brian Erickson requesting Bolton & Menk put <br />together a proposal for Area I. He stated he identified the project, understood the scope of the <br />services and forwarded an estimate to the City of Mounds View. He believed that both firms had <br />the opportunity to provide the City with a bid with an understanding of the scope of the project <br />and Bolton & Menk provided the low bid. <br /> <br />Mayor Flaherty asked if both firms were given the same information for the RFP. He asked if <br />Bolton & Menk was requested to provide design, bidding and construction costs. Joe Rein, <br />Bolton & Menk, believed that a City would want all of this information in order to properly <br />prepare for a street and utility improvement project. He commented that more thorough design <br />could be done upfront in order to reduce fieldwork; or a less detailed design could be drafted and <br />plans could be finalized in the field. He stated the bottom line was, he did not believe that the <br />City had ever received such a low engineering design/construction fee in the past. <br /> <br />Mayor Flaherty questioned why the engineering fees received from Stantec were not firm. Mr. <br />Gravel stated he only provided a firm number for the design services, which was his normal <br />practice with the City of Mounds View and the other numbers were estimates. He suggested that <br />the City use $180,000 for a construction number. He discussed how the Area H estimates came <br />in conservatively high and were adjusted as the project continued. <br /> <br />Council Member Gunn expressed frustration that the bid numbers from both firms had been <br />printed and was uncertain how to address the situation. Mr. Gravel reiterated that he had <br />followed the same bidding process that had been followed with former Public Works Director <br />DeBar and only provided a firm number for the design phase with estimates for the bidding and <br />construction phases. He believed that the construction services for Area H were not approved <br />until the spring of 2015, which he anticipated would be the same process Area I would follow. <br />He commented again, that he was only requested to provide the City with a design number and <br />not a construction number. <br /> <br />Council Member Gunn questioned where the rough estimate numbers from Stantec came from. <br />Mr. Gravel explained that he provided estimated construction manager hours. <br /> <br />Mayor Flaherty believed that the Council would have to go with the low bid even if each was an <br />estimation. <br /> <br />MOTION/SECOND: Gunn/Hull. To Waive the Reading and Adopt Resolution 8449, <br />Authorizing Bolton & Menk to Perform Professional Engineering Design Services and Prepare <br />Bidding Documents for Area I of the Street and Utility Improvement Program. <br /> <br />Council Member Meehlhause supported the item being delayed. He was uncomfortable with <br />making a decision given the fact that the Public Works Director was not in attendance at the <br />meeting. He wanted further clarification on the discrepancy on the information that was <br />requested from staff and what was provided.