The City of Yamhill Council on Dec. 23 voted unanimously to award a $204,430 contract to Pacific Excavation Incorporated for the North Olive Street water-main replacement and authorized Public Works and city engineer AKS to negotiate a possible related project on Dahlia Street.

The decision came after residents raised questions during public comment about notice and transparency. “I was informed about 4 hours ago,” said one resident, Mr. Davis, who asked the council to make the names and amounts of the other bidders public. City staff responded that bids had been vetted and that AKS and Public Works recommended the low bid.

Council members and staff described the North Olive scope as replacing or installing about 850 feet of 8-inch iron pipe where 6-inch pipe currently exists, a change the city said will increase flow and pressure for nearby services. Staff said the project will also upgrade existing services for residents on North Olive and that the team is negotiating to add one hydrant in the project area; staff estimated an all-in cost of roughly $7,800 for a new hydrant, including labor and materials.

During discussion councilors asked why the city was retaining AKS for design, project management and observation when contractors provide on-site supervision. City staff said engineering plans and on-site engineer/project managers are required to ensure public-works standards are met and that county inspection services are not used for the city’s infrastructure projects.

Council members also discussed combining the Olive and Dahlia projects to capture savings. Staff said the Dahlia scope and contract terms remain to be negotiated; they will return to council for approval if negotiations produce terms that require additional authorization.

The motion to award the North Olive contract read in part: “I make a motion that we accept the contract for Pacific Excavation Incorporated, $204,430 for North Olive Street project.” The motion was seconded and passed unanimously.

A subsequent motion authorizing AKS and Public Works to negotiate with contractors for additional work on Dahlia Street also passed unanimously. Council directed staff to notify the council and return for approval if negotiations result in a contract needing council action.

City staff read a list of firms that submitted bids and said the procurement process included a qualification review; the city recorded the lowest responsive bid at $204,004.30 (administrative fees noted separately) with other bids reported at roughly $239,520 and $248,401 and higher amounts. The council’s adopted contract figure differs slightly from the lowest responsive bid number discussed during the meeting; staff and council used $204,430 in the motion language at the meeting.

The meeting closed with thanks to staff for preparing the packet and a unanimous adjournment.