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Department Approval �:i � � REQUEST FOR COUNCIL ACTION Date: January 4, 2016 Item No.: 8.c City Manager Approval Item Description: Designate 2016 Legal Newspaper and City Website as `Alternative Means of Dissemination' BACKGROUND Minnesota Statutes §331A requires cities annually to designate a legal newspaper for publication of ordinances and other notices. The City requested bids from the Pioneer Press, Roseville Review and Star Tribune. The Pioneer Press and Roseville Review submitted bids. The Pioneer Press rates were $4.00 per column inch. Roseville publications would be grouped under a larger North Suburban regional section within the paper. The Roseville Review rates were higher at $6.55 per column inch. City Staff recommends awarding the three year contract to Roseville Review despite the higher rate. City Staff believes that the Roseville Review reaches mare residents and information is easily retrievable to Roseville residents. Little Canada, Maplewood, and the Roseville Area School District also use the Roseville Review for their legal publications. � Minnesota State Statutes allows the use of the City's website in lieu of publishing notices in the official newspaper for the purposes of seeking bids and/or proposals. Designating the City's website as the alternative means of dissemination for all public improvement projects would allow staff to advertise for bids more efficiently and decrease the time between Council approval of advertisement for bids, � actual publication and bid opening. The City would still be required to publish official notices in the officially designated newspaper regarding any public hearings related to the project or any other public action such as easement vacations. If the City Council approves this request there are some requirements in order to comply with State Statutes: • The city must simultaneously publish, either as part of the minutes of a regular meeting or in a separate notice published in the official newspaper, a description of all the bid advertisements, requests for information, and request for proposals that have undergone alternative dissemination and the means by which the dissemination occurred. • The alternative dissemination of notice must be in substantially the same format and for the same period of time as is generally required for notices published in the newspaper. � • For the first six months after a city designates an alternative means of dissemination, it must � continue to publish bid advertisements, requests for information, and requests for proposals in the official newspaper in addition to the alternative method. The publication in the official Page 1 of 2