Minutes - Council - 04/25/2023 - Laserfiche WebLink

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7.05: Adopt Resolution #23-089 Approving Plans and Authorizing Bids for Improvement Project #23-14, 2023 Critical Mill and Overlay Improvements City Engineer/Public Works Director Westby reviewed the Staff report and recommendation to approve plans and authorizing bids for the critical mill and overlay improvements, concerning pothole complaints. He explained that these are areas that the Council had previously approved spray patching for; however, with this winter they now require more attention. He stated that 14 times the amount of cold patch was used this winter as compared to other winters. Councilmember Riley thanked City Engineer/Public Works Director Westby for his work on this and shared that this has been talked about in detail lately and the roads are an ‘emergency’ that needs to be addressed. He stated that this cannot wait and that stopping work after the budget of $750,000 has been met is not a possibility. He added that hiring contractors seems to be necessary as City Staff will not be able to get this all done on their own and this matter cannot wait. He suggested starting the work on these roads immediately where possible, that would fall in line with bidding laws. He noted that he would like to approve going out with other plans at the next meeting. He mentioned discussing the possibility of overtime or additional seasonal Staff at the next meeting. Councilmember Specht agreed with Councilmember Riley and shared that he hears from residents, almost daily, about their concerns with the roads and potholes. He encouraged residents to continue to reach out with their concerns. He shared his appreciation for Staff and their hard work. Councilmember Musgrove asked City Engineer/Public Works Director Westby to explain the State Statute of not having to go out for bids under $175,000. City Engineer/Public Works Director Westby explained that State Statute allows for solicitation of quotes for projects with costs not in excess of $175,000 which the City typically tries to obtain two or three quotes for and they have the legal right to do this. Councilmember Musgrove asked if a motion is needed for this. City Engineer/Public Works Director Westby stated that he would appreciate a motion as to the scope of the project and dollar amount that they would be looking for to maximize a quote. Councilmember Musgrove stated that she struggled to make a motion with a total that is over the State Statute bid mark. She agreed that these projects need to get moving as quickly as possible. Mayor Kuzma suggested moving forward with a two part phase, first spending up to the $175,000 and in addition to that, they would be looking for additional quotes for the balance of the project. City Engineer/Public Works Director Westby stated that when they receive the quotes back, if they are in excess of $175,000 they cannot accept those quotes. City Attorney Knaak said that is correct. City Council /April 25, 2023 Page 7 of 10