07-25-2011 Council Minutes - Laserfiche WebLink

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.0 MINUTES OF THE ORONO CITY COUNCIL MEETING Monday, July 25, 2011 7:00 o'clock p.m. • (9. PAVEMENT MANAGEMENT PLAN UPDATE, Continued) Printup stated he is not sure when the last time is that the City has done an RFP for engineering. Kellogg indicated they went through that process approximately four or five years ago. McMillan commented it is an interesting idea and that it would be an educational process for the Council to go through the RFP process. McMillan stated in the years she has been on the City Council, the City has not gone through that process. In light of the economy, there is a bigger issue with maintaining costs. Franchot stated it would probably be a complex process to go out for an RFP and that he would question how the City would get to that point. Franchot stated Council Member Printup has expressed concerns about the dollars being spent but that he is not sure going out for another RFP is the solution unless the. City has a very clear sense on why they are doing it and what they hope-to receive back in the process. Franchot stated in his view there is some preliminary work that should be done first. Rahn stated it makes good business sense to periodically go through that process. Bremer stated she does have some experience with RFPs and that it is more work for the person who issues the RFP than the person who responds to it. Bremer stated Staff will need to help with that process and that it can be an expensive process if you do it yourself. Rahn commented there are probably a number of generic items that are included in an RFP and that the • City could choose which ones they would like to include. Bremer noted that would be more of a cost estimate than an RFP. Bremer stated last time the Council discussed this they elected to go out more for pricing than an actual RFP. McMillan stated RFPs are created all the time and that what the City wants to do is tailor it to Orono's philosophy, which is low cost, low overhead projects, and rural design. Since the City does not have a road project in place right now, this is probably a good time to go out for an RFP. McMillan stated Staff could put together the preliminary framework necessary to go out for an RFP. Loftus noted the Orono Orchard Road project is on schedule as it relates to the Metropolitan Council agreement and that a feasibility report will be required in early fall. Loftus stated the Council may want to consider changing the timing of that project if they want to go through an RFP process. Franchot noted the MSA funds need to be used next year. Olson stated the City does need to use the funds in the very near future but that he is not sure of the exact time frame since the state was unable to give him a definite deadline for when the funds must be used. Franchot stated he. is not adverse to doing some cost checking but that he has not seen anything that indicates the City does not currently have outstanding engineer services. Franchot noted Bonestroo has . held their rates flat this past year. Kellogg noted they have also committed to no increase for next year as well. . Page 10 of 13