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Council reviews 2025 resurfacing plan; staff says Smith Paving quote requires council waiver of formal bidding
Summary
City staff recommended dropping Walnut Street from the 2025 resurfacing package and using funds to resurface Foxfire Lane; because the work exceeds the formal bidding threshold and was not part of the original bid package, staff said council would need to waive bidding to continue with Smith Paving.
City engineering presented the 2025 annual street resurfacing plan and recommended removing Walnut Street from this year’s package and instead resurfacing a deteriorated section of Foxfire Lane.
Staff told council that Walnut Street was removed because an adjacent private utility project will occupy the corridor this year. The city has a quote from Smith Paving and Excavating Inc. for the Foxfire work; the contractor’s proposed price for the added work exceeds the city’s formal competitive bidding threshold.
City staff said the original multi‑street bid package carried unit rates that can be applied to additional sections, but because the Foxfire work was not part of the original alternate bid package and the quote is above the statutory threshold (discussed in the meeting as $75,000), the council must waive formal bidding to authorize Smith Paving to perform the added work under the existing unit rates.
Council members questioned whether waiving the bidding process would be compliant; legal counsel present said waiving the formal bidding process by council motion is a valid compliance mechanism. Staff noted the city estimated the freed funds from Walnut Street would approximately cover the Foxfire resurface and that unit prices would remain consistent with the larger project.
The resurfacing plan and the waiver request appeared on the agenda (ordinance 20‑25‑66, authorizing waiving formal advertising and bidding and contracting with Smith Paving for the 2025 resurfacing plan). Staff said the timing of contractor work could permit consideration at the next meeting if council wished to delay a vote.
