Agenda Packets - 2015/10/26 - Laserfiche WebLink

Home Browse Search

Mounds View City Council August 24, 2015 Regular Meeting Page 10 Mayor Flaherty requested comment from the Bolton & Menk representative. He questioned what 1 type of RFP they received. Mark Kasma, Bolton & Menk representative, stated he did not 2 receive an RFP but rather received a phone call from Brian Erickson requesting Bolton & Menk 3 put together a proposal for Area I. He stated he identified the project, understood the scope of 4 the services and forwarded an estimate to the City of Mounds View. He believed that both firms 5 had the opportunity to provide the City with a bid with an understanding of the scope of the 6 project and Bolton & Menk provided the low bid. 7 8 Mayor Flaherty asked if both firms were given the same information for the RFP. He asked if 9 Bolton & Menk was requested to provide design, bidding and construction costs. Joe Rein, 10 Bolton & Menk, believed that a City would want all of this information in order to properly 11 prepare for a street and utility improvement project. He commented that more thorough design 12 could be done upfront in order to reduce fieldwork; or a less detailed design could be drafted and 13 plans could be finalized in the field. He stated the bottom line was, he did not believe that the 14 City had ever received such a low engineering design/construction fee in the past. 15 16 Mayor Flaherty questioned why the engineering fees received from Stantec were not firm. Mr. 17 Gravel stated he only provided a firm number for the design services, which was his normal 18 practice with the City of Mounds View and the other numbers were estimates. He suggested that 19 the City use $180,000 for a construction number. He discussed how the Area H estimates came 20 in conservatively high and were adjusted as the project continued. 21 22 Council Member Gunn expressed frustration that the bid numbers from both firms had been 23 printed and was uncertain how to address the situation. Mr. Gravel reiterated that he had 24 followed the same bidding process that had been followed with former Public Works Director 25 DeBar and only provided a firm number for the design phase with estimates for the bidding and 26 construction phases. He believed that the construction services for Area H were not approved 27 until the spring of 2015, which he anticipated would be the same process Area I would follow. 28 He commented again, that he was only requested to provide the City with a design number and 29 not a construction number. 30 31 Council Member Gunn questioned where the rough estimate numbers from Stantec came from. 32 Mr. Gravel explained that he provided estimated construction manager hours. 33 34 Mayor Flaherty believed that the Council would have to go with the low bid even if each was an 35 estimation. 36 37 MOTION/SECOND: Gunn/Hull. To Waive the Reading and Adopt Resolution 8449, 38 Authorizing Bolton & Menk to Perform Professional Engineering Design Services and Prepare 39 Bidding Documents for Area I of the Street and Utility Improvement Program. 40 41 Council Member Meehlhause supported the item being delayed. He was uncomfortable with 42 making a decision given the fact that the Public Works Director was not in attendance at the 43 meeting. He wanted further clarification on the discrepancy on the information that was 44 requested from staff and what was provided. 45