4. Lake Susan Park Improvement I ., 4--
CITYOF
1
CHANHASSEN
liVit 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317
I (612) 937-1900 • FAX (612) 937-5739
Aetwre try Crtty a -.,i„ w y::
MEMORANDUM
TO: Don Ashworth , City Manager Ra}&cte t
I FROM: Gary Warren , City Engineer
Del S � 1 2_
r. pegs Subnaltd to commisticr,
DATE: August 8, 1990
1 , _ Dale aebrtar to Cauri
SUBJ: Award of Bids f " t ` 9 °
Lake Susan Park Improvement Project No. 89-3
IIOn July 23, 1990 the City Council approved the plans and
specifications and authorized advertising for bids for the Lake
1 Susan Park Expansion Project. In order to complete the turf
establishment in time for the 1991 season, we have been pursuing
an accelerated schedule for the award of bids in order to take
1 advantage of what time is left in this year 's construction
season. These specifications call for construction to begin no
later than August 27 , 1990 with all work required to complete the
seeding and sodding of the baseball fields to be completed by
1 September 21 , 1990 . This work shall result in a completed
ballfield with irrigation system, fencing, aglime and player
benches. The boat access/ramp on the other hand is to begin in
1 May of 1991 and be completed no later than June 28 , 1991 in order
to minimize the environmental impacts to Lake Susan.
1 In an attempt to avoid the difficulties which were encountered
with the Lake Ann Park Expansion Project, the specifications have
called for prequalification of bidders. The bids will be opened
this Friday, August 10, at 10: 00 a.m. and a summary of the bids
1 and recommendation as to the lowest "responsible" bidder will be
made by Scott Harri of Van Doren-Hazard-Stallings. In order to
give the Council benefit of review prior to Monday night's
I meeting, a subsequent staff report will be prepared Friday
afternoon and delivered Friday for your consideration.
1 jms
Attachment: Excerpt from Handbook for Minnesota Cities regarding
"Meaning of Lowest Responsible Bidder"
Ic: Scott Harri , Van Doren Hazard Stallings
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Chapter 23
I improvement code, publication of the re- for bids on local improvement projects financed
quest may be for any length of time the with special assessments, when the council adver-
council feels is desirable. If the estimated tises for bids,it may direct two or more designated
I cost of the improvement exceeds $15,000, officers or agents of the city to open bids publicly
however, the first publication must be at and tabulate them in advance of the meeting when
least 10 days before the city opens bids to the council will consider them. 92 The process of
the public. 90 opening and tabulating bids may occur outside a
I full council meeting, but must be open to the
3. If the estimated cost of a public improve- public. Since there is no reason for not doing so,
meat project financed by special assess- the city should follow this step on local improve-
ments under the local improvement code ment projects as well.
I exceeds $100,000, publication must appear
in the city's official newspaper and at least Unless the council expects the bids to be un-
once in a newspaper or trade paper usually complex, it should ask at least three public
published in a city of the first class, not officials, plus any interested bidders, to open bids
I later than three weeks before the last date at a public meeting the afternoon of the day on
for submission of bids. 91 which the council plans to take action.The request
for bids should include the time of opening and
l These procedures are minimum, not maximum council consideration.
requirements. As the number of people or firms
receiving notification increases, so will the chance Investigation
of more favorable contract terms. Consequently,
I the council should go beyond these minimum legal After opening all bids, the council should inves-
tigate when soliciting bids. In particular, it tigate their compliance with specifications,
should advertise in magazines, newspapers, and reasonableness, responsibility (the probability of
trade journals having readers who could supply the the bidder being able to perform adequately), and
I needed article or construction work. For example, other conditions. The council should have in-
the Construction Bulletin is an appropriate journal formation available to help evaluate each of the
for publishing a notification of bids for any con- bids.The city engineer,purchasing agent, or some
I templated city construction project. In addition, is inves-
the city may personally contact merchants or con- ligation.
tractors it thinks or knows from past experience other designated person may perform this
might be interested in submitting a bid. Disposition of the Bids
IThe published notice should contain the follow- After the investigation, the council may either
ing information: accept one of the bids or reject all of them. 93 In
the latter case, it may either issue a call for new
1. A description of the project or purchase bids or, if the project is a construction program,
the city is seeking; decide to undertake it using day labor.If the coun-
cil awards a contract, it must go to the lowest
I 2. The availability of specifications in the of- responsible bidder.
fice of the city clerk;
Meaning of Lowest Responsible Bidder
3. The last day for submission of bids and the
I place where they are due; The term lowest responsible bidder does not
mean that bidder whose offer, in terms of price,
4. The time and place for opening bids; and is best. It means, rather, the lowest bidder most
I likely,in regard to skill, ability, and integrity,to do
5. A statement reserving the right of the city faithful,conscientious work,and to promptly fulfill y
to reject all bids. the contract according to the agreements.94 When A
bids on items of equipment are not capable of
I Opening and Tabulation of Bids precise specifications, the council may exercise
reasonable discretion in determining who is the
The city clerk should keep all bids unopened un- lowest bidder. And, in so doing, the council can
til after the last date for their submission. Except
IHandbook for Minnesota Cities
Page 363
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Expenditures, Purchasing, and Contracts
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consider the quality, suitability, and adaptability of
Lthe article the city is seeking. 95 public accountants 102 or certified public accoun-
tants. 103 Home rule charter cities should hire a
certified public accountant unless the charter
When Bidding Is Unnecessary clearly provides otherwise. 104 i
In the absence of a statutory requirement, it is Other Consultants
not necessary for a city to advertise for bids.Cities
may advertise for bids even if the law doesn't re- All cities of whatever size, will at one time or
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quire them to do so. An increasing number of another, consider hiring a consultant, even though
cities are using the bid process for certain pur- the law doesn't require it.Before making the final
chases. It is not necessary for cities to advertise decision on hiring a consultant, the council should
Ifor bids for: answer the following questions.
1. Professional services such as those of doc- 1. Do members of the city work force
tors,engineers,lawyers,architects,accoun- (officers or employees)have the capability
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tants, and other services requiring techni- of performing the job?
cal, scientific, or professional training; 96
2. Are there other alternatives to an outside
2. The purchase or lease of real estate; 97 consultant? These alternatives could in-
clude: a citizens advisory task force; a
3. Non-competitive products which are loaned executive or specialist from a local
patented or obtainable from only one or statewide business; similar consultant
source; or 98 work on similar problems in other cities; I
assistance from neighboring cities, towns,
4. For insurance generally and for group in- counties, regions, or special purpose dis-
surance for less than 25 employees. YI tricts; or research capabilities of college
faculty and students.
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G. Purchasing Consultant Services 3. What is the nature of the problem for which
Often a city may consider using a consultant a consultant is necessary? Unless the coon-
such as an attorney,architect,engineer,accountant cil can draft a brief statement (100 words
or other person with technical,scientific or profes- or less) concerning what the consultant is
sional training. In certain cases, a city must hire a to accomplish, the council should discuss I
state-licensed professional . the issue further.
En ineers and Architects 4. Can the council justify the decision to hire
g a consultant to the citizens of the city?
For most construction projects (buildings, Selecting a Consultant 1
streets,remodeling),the city must retain a licensed g
architect or engineer. 100 There are only a few
limited exceptions to this requirement. Failure to The following are suggested steps for hiring a
use a qualified person may create future liability consultant. 105
problems for the city.
1. Outline briefly (100 words or less) the
Registered Land Surveyor scope of the problem and what the consul-
tant should accomplish. .
A registered land surveyor must certify all plats, 2. Make a list of possible consultants. Check
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maps, subdivisions, or surveys which the city must with other cities concerning who they have
file with the county recorder: used and how well the consultants per-
formed. Often, the city staff person who
Accountants worked with the consultant can give the
best evaluation. Often, professional as-
People who audit, examine, and report on the sociations can provide a list. If a state or
books and records of a statutory city must be
Page 364 Handbook for Minnesota Cities
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