Council awards construction and engineering contracts, approves animal-shelter masonry work; staff flags bid irregularity on paving project

Rolla City Council considered several procurement items on May 5: staff recommended awarding a masonry contract for the animal-shelter kennels, presented a federally funded ADA-ramps grant contract, sought authority to contract HDR Engineering for an integrated management plan update, and reported an irregularity on a paving bid.

Kennel masonry: staff reported one bid of $165,000 from Build Tech Construction LLC for Project 541 to install masonry at the back of the animal-shelter kennel building. Staff recommended authorizing the mayor to sign the agreement with Build Tech for $165,000 and said the contract would spend most of funds raised for the animal shelter; staff noted the overall shelter project remained roughly $400,000 short of a full build-out. The ordinance authorizing the contract was moved, roll-call votes were recorded, and the measure passed.

ADA access ramps (Project 570): staff presented three bids for transportation-alternatives ADA access ramps near the high school and said Donald Magi Inc. (lowest responsive bidder) submitted $245,092.25. Because the project is grant-funded, staff said the city would receive reimbursement of approximately 78.6% and that the city share would be about $52,500. Council voted to award the bid contingent on MoDOT concurrence and authorized the mayor to execute the agreement.

Integrated management plan (HDR): staff said the city’s 2018 memorandum of understanding with the Missouri Department of Natural Resources requires a five-year update to the integrated management plan. Staff reported negotiating a scope and fee and requested council authority to enter an agreement with HDR Engineering for $64,700 to perform the update; staff noted exhibit A (scope) would be attached to the contract prior to execution. A reading of the ordinance occurred; the transcript did not record the final vote in the meeting minutes.

Paving bid irregularity (Project 610): staff reported three bids to replace concrete paving on Center Drive. The apparent low bidder, Barry Krause, submitted a cashier’s check rather than the required bid bond. Staff recommended deeming that bid irregular and awarded the contract to the next low bidder, Donald Magi, Inc., but council has authority to waive irregularities. Council discussed whether the city should accept cashier’s checks in the future and considered whether grant-funded projects may require stricter bonding rules; the council ultimately approved awarding the contract after discussion.

Why it matters: these items involve capital projects, grant administration (which affects city match obligations), and procurement rules. The integrated management plan is a regulatory compliance document tied to DNR permits and downstream wastewater/stormwater compliance. The paving bid irregularity raised questions about bid submission standards and whether city policy needs clarification.

Discussion vs. decision: council approved the Build Tech masonry contract and the ADA ramps award (contingent on MoDOT concurrence) and approved the paving contract after staff counsel’s recommendation; the ordinance for HDR Engineering was presented and read but a final vote was not recorded in the transcript.