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09.e PW-Staff Report Staff Report Date of Meeting: 1/ 16/2025 For: Mayor and City Council From: Charles Fischer – Director of Public Works Subject: PW - Staff Report Roads/ ROW Public Works has ceased ROW brush mowing due to other priorities and a transmission issue with the tractor. Tree trimming has been the focus now and will be over the next few months. Public Works has installed No Parking signs at two locations where parked vehicles have continually congested the roadway causing vehicle and pedestrian safety issues. The signs have been installed with temporary bases and will be permanently installed in the Spring. Due to the high volume of fallen trees during the spring/summer wet period and wind storms, the accumulation of tree and brush debris behind the Public Works building will be ground into mulch instead of burning as in years past. The brush pile mulching has been scheduled for the end of the month as the company is able to mobilize the equipment necessary for the project. Snow events have been minimal this year but have come at difficult times of the day or weather pattern. The most recent plowable snow event started with mild temperatures, but was quickly followed by frigid temperatures and light snow. Staff plowed and treated roads effectively and efficiently eliminating the need for a return to the plow routes the following day. Parks Public Works full time staff have been supplementing in the task of Zamboni operation and rink maintenance this season. The person hired for the role of Zamoni-Rink Maintenance operator has been off nearly as much as he has been able to work. This was known before hiring the operator and was planned for accordingly. He was the only applicant for the role of rink maintenance and has done very well when working. This is a difficult role to fill due to the limited hours and days available to work or people are not interested in this field of work. Vinterfest preparations have already started and the weather is looking good for the rink to hold up for the tournament after the brief warm up last week. Staff have been assisting the Park and Rec Committee with preparation tasks leading up to the event. Sewer Public Works has been compiling data and costs over the last ten years for each system. This process has been time consuming as documents detailing work completed prior to 2021 have been difficult to locate. Staff Report Date of Meeting: 1/ 16/2025 For: Mayor and City Council From: Charles Fischer – Director of Public Works Subject: PW - Staff Report Most of the data collected was recovered by searching through all the invoices in the system for the last ten years. Buildings The contractor building the new cold storage facility has been working on and off over the last month between holiday breaks, other issues and cold weather. Progress has been made and hope to see a finished building soon. The concrete floor and electrical service to the building will be installed in the spring. Equipment Last month the John Deere tractor which operates the ditch mowing equipment developed a transmission shift issue which resulted in not being able to use the lower operational gears. The tractor is currently in Rogers at Minnesota Equipment for diagnostics and repair. Public Works is estimating the work to be completed on the transmission will be in the $8,000-$10,000 range, unless less severe causes are found after removing and assessing the transmission internal parts. Request for Proposal For Demolition and Disposal/Removal: Cold Storage Building located at 14727 209th St N January 9, 2025 Section 1 – Administrative Information 1.1 Introduction This Request for Proposal is for demolition and disposal/removal of a structure located at 14727 209th St N in Scandia, MN. This Request for Proposal (“RFP”) does not commit the City of Scandia to enter into any agreement, to pay any expenses incurred in preparation of any response to this RFP, or to procure or contract for any supplies, goods, or services. The City of Scandia reserves the right, without liability to the City of Scandia, to cancel this RFP and to reject any proposal that does not comply with this RFP or applicable administrative rules, and to reject all responses received because of this RFP upon a finding that it is in the public interest to do so. 1.2 Scope of Work The City of Scandia is requesting proposals from those capable of efficiently dismantling and disposing /removing of all structural components of the building (including metal frame and supports), mechanical components (including natural gas heaters) electrical (including breaker panel, outlets, and lights), and exterior components of the building (including siding, roofing, access doors, windows and garage doors). Work also includes clean-up of all debris upon completion of demolition and removal. Pricing includes labor, materials, and equipment necessary to complete the scope of the project and established on the following qualifications unless otherwise agreed upon in writing. • Work to begin following the completion a new storage building currently under construction and the removal of all City owned property within the building is moved to the new building. • Work to be completed in a single mobilization unless otherwise agreed upon • Proposal is valid for 180 days • Permitting and inspection work will be coordinated by the City. • Proper site safety and security necessary to keep the public safe. 1.3 Insurance and Registration Due prior to signing an agreement • General Liability $1M/$2M • Auto Insurance $1M/$2M • Workers Compensation • Professional Liability $1M/$2M • Current Minnesota Licenses 1.4 Intended Schedule Advertisement of Requests for Proposals ………………………………. January 27, 2025 Questions Due………………………………………………………………………… February 21, 2025 Proposals Due…………………………………………………………………………. February 28, 2025, by noon Project Milestones Notice to Proceed……………………………………………………………………. March 7, 2024 Building Demolition…………………………………………………………………. No later than July 28, 2025 Final Clean up………………………………………………………………………….. No later than August 1, 2025 1.5 Questions Questions or requests for clarification must be submitted to mail@ci.scandia.mn.us. 1.6 Addenda This solicitation will only be modified by documents issued as addenda by the Owner. No other direction or comments received by Proposers, written or oral, will serve to change the solicitation document. 1.7 Incurred Costs The City of Scandia is not liable for any costs incurred by the proposer in the preparation of their proposals. 1.8 Public Record The City of Scandia will keep this RFQ , and each proposal received in response to it, together with all documents pertaining to the award of any contract, as part of the file or record that is open to public inspection. 1.9 Proposal Submission To be considered for selection, Proposals must arrive via email by February 28, 2025, by NOON.