Consider Recommending City Council Order Request for Proposals for 2026 Neighborhood Overlay Improvements, Improvement Project #26-08

Purpose:
The purpose of this case is to consider recommending City Council order Request for Proposals for engineering design services for the 2026 Neighborhood 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

 
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
City staff is no longer proposing to prepare plans and specifications for this project. But would seek a recommendation to send out Request for Proposals (RFP)s for engineering design services, including preparing final plans and specifications.
 
The following are the proposed general project timelines:
 
January 13, 2026                                 City Council orders RFP for engineering design services
February 10, 2026                               City Council award RFP for engineering design services
February / March 2026                       Preparation of plans and specifications
April 7, 2026                                       City Council approve plans, authorize 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.

Notification is not required for this case.

Timeframe:
Staff estimates up to 10 minutes will be required to present this case and respond to questions.
 
Observations:
If project design remains in-house, the project 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. In staff’s opinion, late-season bidding typically lends to fewer bidders and higher construction costs, due to contractor’s schedules being relatively full.
 
Alternatives:
Alternative #1 – Motion recommending City Council order Request for Proposals for engineering design services for the 2026 Neighborhood Overlay Improvements, Improvement Project #26-08.
 
Alternative #2 – Motion of other.

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 Alternative #1.

Motion to recommend City Council order Request for Proposals for engineering design services for the 2026 Neighborhood Overlay Improvements, Improvement Project #26-08.