Adopt Resolution #26-039 Approving Proposals for Engineering Design Services for 2026 Neighborhood Pavement Overlay Improvements, Improvement Project #26-08

Purpose:
The purpose of this case is to adopt Resolution #26-039 approving proposals for engineering design services for 2026 Neighborhood Pavement Overlay Improvements, Improvement Project #26-08.
 
Background:
The 2026 – 2035 Capital Improvement Plan (CIP) identifies mill and overlay of five (5) subdivisions within the City. A street segment summary for the project is attached to this case.
 
Project History

• April 22, 2025, the Ramsey City Council adopted Resolution #25-082, accepting and awarding a proposal to Hakanson Anderson for topographic survey and wetland delineation of the project area.
• May 13, 2025, the Ramsey City Council adopted Resolution #25-101, accepting and awarding a proposal to Independent Testing Technologies for a geotechnical report of the project area.
• June 17, 025, the Ramsey Public Works Committee recommended City Council order plans and specifications for said improvements.
• June 24, 2025, the Ramsey City Council adopted Resolution #25-125, ordering plans and specifications for said improvements
• December 16, 2025, the Ramsey Public Works Committee recommended City Council order request for proposals for said improvements.
• January 13, 2026, the Ramsey City Council adopted Resolution #26-011, ordering request for proposals for engineering design services for said improvements.

 
Project Scope
This project proposes to mill and overlay four (4) subdivision within the City.

• Alpine Woods
• Evergreen Point Townhomes 1^st & 2^nd
• Hall-Anderson Acres (TH 47 Service Road only)
• Section 16 Unplatted

Riverside West (Ebony Street only)
 
Because of its proximity and small size, Riverside West (Ebony Street) is proposed to be added to the Riverside West street reconstruction project (137^th Avenue and Dolomite Street).
 
The updated project totals 1.39 miles in length, and is split between urban and rural sections. The project is not proposing any repairs to watermain or sanitary sewer, minor storm sewer structure repairs typically consisting of re-grouting catch basins is proposed. Additionally, any pedestrian ramps will be brought up to current ADA compliance, the project area is estimated to include 24 pedestrian ramps. This will be further explored during project design.
 
Based on GPR data and as-built information a 2-inch mill and overlay are proposed on all streets; Evergreen Point Townhomes will require a 1-inch mill with 2-inch overlay. This will be verified during project design.
 
Project Timelines
The following are the proposed general project timelines:
 
February 10, 2026                               City Council awards RFP for engineering design services
February / March 2026                       Preparation of plans and specifications
April 7, 2026                                       City Council approves plans, authorizes bidding
Week of May 4^th, 2026                       Bid opening
May 12, 2026                                      City Council awards contract to the lowest responsible bidder
June / July 2026                                  Construction
 
Engineering Design Services
Due to the 2026 project design workload, and unforeseen staff unavailability during the winter of 2026, city staff does not have the capacity to prepare plans and specifications for these improvements in time to bid the project in early spring of 2026 and be ready for summer construction.
 
Staff sent proposals to two (2) local firms known to perform this type of work, the two (2) proposals received back are listed below:
 

Project	Bolton & Menk	Hakanson Anderson
IP 26-08 2026 Neighborhood Pavement Overlay Improvements	$25,300.00	$38,500.00

 
Bolton & Menk submitted the lowest responsible proposal in the total not-to-exceed amount of $25,300.00. Bolton & Menk will be required to complete final plans and specifications in time for May 2026 bidding, to allow for June / July 2026 construction of the improvements, per the schedule in the RFP. The proposal does not include construction inspection services, which are proposed to be performed in-house as part of city staff’s regular duties.

If City Council accepts the proposed engineering design services, staff will send out an update letter to property owners impacted by the improvements.

Observations:
If project design remains in-house, the proposed project schedule will be moved back by approximately 8 weeks, resulting in mid-July 2026 bid opening and project award most likely occurring in August 2026. Late season bidding typically lends to fewer bidders and higher construction costs, due to contractor’s schedules being relatively full.
 
Alternatives:
Motion to adopt Resolution #26-039 approving proposals for engineering design services for 2026 Neighborhood Pavement Overlay Improvements, Improvement Project #26-08.

Funding for engineering design services would come from a combination of Pavement Management Funds and Stormwater Utility Funds, which are proposed to pay for the 2026 Neighborhood Overlay Improvements, per the CIP.

Staff recommends adopting Resolution #26-039 approving proposals for engineering design services for 2026 Neighborhood Pavement Overlay Improvements, Improvement Project #26-08.

Motion to adopt Resolution #26-039 approving proposals for engineering design services for 2026 Neighborhood Pavement Overlay Improvements, Improvement Project #26-08.