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MINUTES/PUBLIC SERVICE COMMITTEE
Monday, February 14, 2000 - 7:00 p.m.

Members present: Hafner, Klave, Lucke, Lunak.

1. Matter of encroachment agreement with Lumber Mart, Inc., 1901 32nd Ave. S.
Bev Collings, Code Enf. Officer, stated this involves a sign encroaching 4.5 ft. into easement, that they have encroachments on same easement up and down 32nd Ave. S. but have required property owners to move the signs that were being placed there; that engineering dept. is not in favor of approving an encroachment as they don’t know future use of the easement. She noted that a sign had been in this location previously, but this is a new base and owner did it because he thought it was a correct place to put the sign. It was noted that there is a hold harmless in the agreement should sign have to be removed. Bob Peabody stated when he replatted property gave City 10 ft. easement off front of the property but didn’t realize he couldn’t use that. He stated their problem is that in order to move sign they would have to remove both base footings with considerable expense involved. He stated they recognize that if sign has to come down it would be at their cost. Klave stated he doesn’t want to allow everyone to do this, but should consider on a case by case basis. Mr. Grasser reported that Mr. Vein’s recommendation is that the request be denied. as matter of meeting Code. Moved by Klave and Lucke to authorize entering City to enter into the encroachment agreement. Motion carried.

Lunak reported present.

7. Matter of opticon coverage for the new South End Fire Station
Mark Anderson, engineering department, stated they have been notified by fire department that there are some intersections in the southend of town that will need the opticon system (32nd Ave. S. and Columbia Road, 32nd Ave S. and 31st St., and north bound signal on 24th Ave. S. and Columbia Road), that the costs have been researched, and there would be substantial savings to the City using city personnel and direct purchase of materials, est. cost $14,500.00, with funding from Highway Users taxes. He noted that the opticon system is basically a system that allows shutting down intersection lighting to allow emergency vehicles to pass through. It was noted that there are no CDBG funds left in their building fund to cover this. Moved by Klave and Lucke to authorize opticon system installation by city personnel at intersections noted and funding to be taken out of Highway Users taxes. Motion carried.

8. Matter of agreements for engineering services for various projects:
a) Study and Report Agreement with KLM, Proj. 5031, Repaint Minnesota Ave.
Mark Lambrecht, CPS/Floan-Sanders, stated this is in response to a request for proposals prepared by the engineering department, that the CIP has carried forward the painting of the Point Bridge as a budget item, that this is specialty work, and in response to the RFP KLM Engineering, Inc., Lake Elmo, MN proposed an inspection and evaluation along with an inspection report (testing would test existing coatings for lead and chromium content) and benefit from study of this nature that carries forward to the preparation of plans and specs. CPS/Floan Sanders will be involved only to less than 10% of the fees of the project, that they
have worked with KLM in the past for coatings of water towers, water plant equipment, etc. and
KLM asked if they would be involved for local legwork, traffic control, etc. He reported the
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proposal has been reviewed by the engineering department, and agreement is on an hourly not to exceed fee of $20,995.00. The committee questioned whether this was a cost share with the City of East Grand Forks; Mr. Grasser stated that this project is taken on by the City of Grand Forks, doesn’t know how formalized discussions have been with East Grand Forks, but information he has heard back is that East Grand Forks would basically keep track of this when the project comes and count it back towards our half of the total project, so in essence it’s cost share but not upfront, East Grand Forks is planning on funding the painting with State money so they don’t have a mechanism of pulling that money out ahead of time, and that because of nature of potential hazardous waste generation that occurs here, and wanted before getting further into the project we need to clarify cost. Hafner asked if we could get indication from EGF that they would agree to that; Mr. Grasser stated they would do that. There were some questions re. rate schedule which didn’t coincide with hourly rates and staff will check. Moved by Klave and Lucke to authorize entering into the agreement with KLM, Inc., at a rate not to exceed $20,995.00, and staff to check cost share with the City of East Grand Forks, MN on that figure. Motion carried.

b) Design Agreement with Ulteig, Proj. 4974, Bikeway along 17th Ave. S. (20th to 34th St.)
Mark Anderson distributed copies of worksheet for services for design services for the bikeway, that the actual agreement is in transit, with a not to exceed amount of $20,800.00 or approx. 11% of the est. $190,000 construction cost. He noted that the section of bikeway will run along the south side of 17th Ave. from 25th St. to 34th St. and on the north side of 17th from 34th Street to Odessy, the 5 ft. sidewalk will be removed and 10 ft. wide concrete path installed.
It was noted that the 17th Ave. bikepath project would be bid in November and construction will take place in 2001. Moved by Klave and Lucke approved the agreement for engineering services with Ulteig Engineers, Inc. in an amount not to exceed $20,800.00. Motion carried.

c) Construction Administration Agreement with AE, Proj. 4757.2, Mill & Overlay Downtown Streets (CDBG)
Charlie Vein, Advanced Engineering, stated mill and overlay part was designed and bid last year and will be constructed this year, (located between 5th Street and Red River and between University and Minnesota Aves.) and covers the asphalt streets, contractor is Nodak Contracting, and contract is a standard NDDOT agreement and has a not to exceed amount of $78,217.17. He stated they are utilizing the firm of Kadrmas Lee & Jackson (subconsultant) and that they are asphalt certified and will be performing the on-site construction observation and AE will be involved with coordination of the project and the overall project management. He stated that of the total cost, AE’s fees will be $10,059.89 and Kadrmas Lee & Jackson’s amount will be $68,157.28. He stated that out of these dollars 80.93% will be from ER funds from the DOT, which amounts to $63,301.00 and the City will be paying the balance from CDBG in the amount of $14,926.00. Moved by Lucke and Klave to approve the engineering agreement with Advanced Engineering in the amount not to exceed $78,217.17. Motion carried.

9. Matter of amendments to engineering services agreements for various projects:
a) Amendment No. 29 (Extra Work), GFEG, Proj. 4923, Watermain on 47th Ave. S. from Washington to Chestnut St.
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Mr. Vein reviewed the amendment for engineering services in the amount of $8,866.09, for additional work involved with the project: telephone company missed the locates on the original data gathering and they had to go out and relocate the watermain route, that they had estimated 4 weeks of construction and ended up with 5 weeks, and some compaction changes and some change order deducts. He stated work has been done but was discussed with the engineering department back in November and there were some additional negotiations and final agreement made this week. Hafner noted that Advanced Eng. asked telephone company to locate, they missed locates and cost City more money. Mr. Vein stated they asked utilities to locate, laid out watermains and when came to construct, one call came out and located again in a different location. Mr. Grasser stated they were planning to get more aggressive pursuing reimbursement on that, this isn’t an isolated incident; and he will send communication to the utility. Moved by Klave and Lucke to approve Amendment No. 29 in an amount of $8,866.09. Motion carried.

b) Amendment No. 30 (Extra Work), GFEG, Proj. 4880, Watermain on S. 20th St. from 47th to 51st Ave.
Mr. Vein reviewed amendment in the amount of $3,276.00 to correct an error on an original amendment - original work on project was $8,276 and incorrectly listed as $5,000, and this amendment changes that amount back to the original amount of $8,276. Moved by Klave and Lucke to approve the amendment in the amount of $3,276.00. Motion carried.

c) Amendment No. 31 (Extra Work), GFEG, Proj. 4784, South End Water Tower (CDBG)
Mr. Vein presented the amendment to contract with KLM to perform construction observation during erection and application of coating. Lucke asked if they could paint it white, and that they want to put Arnold Palmer’s name on it so it’s an effective sign for the golf course, and that if it’s no additional cost we should acknowledge that. Mr. Grasser stated that if there’s some interest, we should get some input from Park Board to the city engineer and they would evaluate it; that putting a signature up there could be pricey item and Lucke stated Park District could pay for that. Mr. Vein stated they are reviewing the shop drawings and could request that cost from the contractor. He reported they had a cost of $7,770.00 but their type of inspection is not close to the inspections KLM will be doing, they say that you can get another 50% more of life out of painting system if it’s properly done; that CB&I is the contractor; and KLM’s cost to do the inspection is $25,315.00 and AE cost was $7,770.00 which would be deducted from that, or a total increase in cost of $17,545.00. Moved by Klave and Lucke to approve amendment No. 31 in the amount of $17,545.00, project CDBG funded Motion carried.

Mr. Grasser reported they will have to increase the budget and thinks they should be able to find dollars to do that, and will be discussed at Urban Development.

d) Amendment No. 1 (Construction Administration), AE, Proj. 4973, Watermain Replacement Loop on N. 15th St. and 8th Ave. N.
Mr. Vein stated that this is for the construction observation of watermain starting at DeMers and Washington, proceed north on Washington to 1st Avenue N. and then proceed west two
blocks to 15th Street, proceed to 8th Avenue N. and cross Washington and proceed to 3rd Street, and is a very extensive project, Wagner Construction is contractor, and expects it will take full
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construction season. He stated they have est. construction adm. fees to be $169,080.00 and of that $38,000 was unused from original design portion, and asking for amendment to increase maximum by $131,080; this is a CDBG funded project. Moved by Klave and Lucke to approve Amendment No. 1 in an amount of $131,080.00, CDBG funded project.
Motion carried.

e) Amendment No. 1 (Construction Administration), WFW, Proj. 4981 & 4982, Rehabilitate Sanitary Pump Station No.14 & No.15
Tom Hanson, WFW, reported Station14 located on S. 12th St. behind Ski & Bike Shop, and Station 15 located by the Blind School on 6th Avenue N. He noted this is for the construction phase services in an amount not to exceed $56,874.00. Moved by Klave and Lucke to approve Amendment No. 1 in an amount not to exceed $56,874. Motion carried.

10. Matter of creating special assessment districts for Proj. 5119, Dist. 577, Alley Paving in 1100 block between Almonte and Reeves_______________________________________
Mr. Anderson reported that project costs are $60,000, and project requested by property owners; that the project will not have storm drainage in the alley because grades are sufficient to drain to the streets; and project 100% assessed. Moved by Lunak and Lucke that we adopt a resolution creating the assessment district, approving the engineer’s report, including estimates of cost, an assessment district map, and further that we pass a resolution instructing the city engineer to prepare detailed plans and specifications, and that we declare intent to sell bonds to finance these improvements. Motion carried.

11. Matter of Plans and Specifications for various projects:
a) Proj. 5102, 2000 Casting Quotes
b) Proj. 5106, 2000 ADA Curb Ramps
c) Proj. 5103, 2000 Sidewalk Repairs
d) Proj. 5138, 2000 Watermain Replacement
Mr. Anderson stated these are part of yearly program, ADA curb ramps are at various locations around the city and are investigated and selected on citizen request; that the watermain replacement work locations are 5th Street between 6th and 7th Aves. N, Robertson Court, 17th Ave. S. between Washington and S. 15th St. Moved by Klave and Lucke to approve plans and specifications for these projects. Motion carried.

e) Proj. 5050, Dist. 19, Bikeway Repairs along the English Coulee from 22nd to 24th Ave. S
Mr. Lambrecht presented plans and specifications for the project, that City Bikeway Maint. funds were going to pay $20,000 and remainder from special assessment district of which the Park District is the only benefiting property. Moved by Lucke and Klave to pass a resolution approving the plans and specifications for this construction, and further that the city auditor be directed to advertise for bids on the project. Motion carried.

f) Proj. 5048, Dist. 563, Paving 42nd St. from University Ave. to 29th Ave. S., 17th Ave. S.
from 35th to 42nd St., and 11th Ave. S. from 40th to 42nd St.
Mr. Lambrecht requested approval of plans and specs, this project will be bid in two phases
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because of size, that the northerly part will be bid first through the State Highway’s letting process on April 14, and second phase a month later on May 19. He stated this is reconstruction of pavement as well as new street lights and associated drainage; and reported that they have encountered an expensive item at the crossing of the BNRR at DeMers Avenue (that the signaling for control of the whole yard is in that intersection and BN warned us that it would be an extensive relocation and it turned out that it’s about $1.7 million to move it and so they are moving the road to the west approx. 30 ft. and can be done without a detriment to the design and the University has worked with them as this moves it into their area (there’s a billboard owned by Shaw Poster to be relocated but are coordinating that and this should not be detrimental to the project and better to know all the specifics now, it probably will mean that there will be one more easement coming back to committee, and wanted them to be aware of that, and asked for approval of plans and specs. Moved by Klave and Lunak to pass a resolution approving the plans and specifications for this construction, and further that the city auditor be directed to advertise for bids on the project. Motion carried.

Mr. Grasser stated that they need to investigate the additional cost as it relates to the underpass project as he knows there wasn’t any $1.7 million figured into that, and questioned if that might not tip it between an underpass to an overpass, and overpass may go over without moving it, and with underpass may have to move it. Mr. Lambrecht stated that there is a potential if the underpass goes where it’s programmed to go, to the west, then this may not be in the way, and that they have a call into the NDDOT to see if they would have a pool of money to help with this relocation on the premise that it is preparatory for the underpass.

Upon call for the question, the motion carried.

12. Matter of Change Orders for various projects:
a) Proj. 5015, Flood Mitigation Phase I, C.O. No. 9 (CDBG)
Mr. Lambrecht reported this is contract with Nodak Contracting for earthwork levees on the interim flood protection over the past summer, that the allowance of $259,275.00 was identified from a funding source and would enable this work to continue this summer. Mr. Grasser reported this is to fill in the gaps of houses that have been removed, and wherever property allows will try to fill those breaks in. Moved by Klave and Lunak to approve the change order. Motion carried.

b) Proj. 4849, Pump Station No. 40 – General Contract, C.O. No. 1
Tom Hanson, WFW, reported they rerouted some piping in the station to provide better access for maintenance of the vent piping, $496.00, Industrial Contract Services, Inc. Moved by Lucke and Klave to approve. Motion carried.

c) Proj. 4860, Storm Sewer Restoration Area 2, C.O. No. 10 (CDBG)
Mr. Hanson reported there were some items they found had been done on previous work, and to repair outfall on Division as there was an abandoned pipe, $30,274.17, Molstad Excavating, Inc. Moved by Klave and Lucke to approve the change order. Motion carried.


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d) Proj. 4861, Sanitary Sewer Restoration Area 1, C.O. No. 4 (CDBG)
Mr. Hanson reported they were increasing the quantity of manhole rehabilitation, $19,780.00, Molstad Excavating, Inc. Moved by Klave and Lunak to approve the change order. Motion carried.

e) Proj. 4862, Storm Sewer Restoration Area 1, C.O. No. 2 (CDBG)
Mr. Hanson reported they found piece of undersized pipe that should have been up-sized in the drawings and this does that - to replace 8” with 12” pipe to comply with City standards. Robert Gibb & Sons, contractor, $7,900.00. Moved by Klave and Lunak to approve the change order. Motion carried.

f) Proj. 4866, Storm Sewer Restoration Area 4, C.O. No. 4 (CDBG)
Mr. Hanson reported there was repair needed of 46’ length and not the 30’ that was originally bid because of further deterioration (FEMA money) and another where hydrant located above it and had to install a bend; Molstad Excavating, Inc., $2,900.00. Moved by Lucke and Lunak to approve the change order. Motion carried.

g) Proj. 4225, Paving S. Washington St. from Hammerling to 26th Ave. S., C.O. No.9
Mark Anderson reviewed change order which increases the project cost to $11,336.23 and there are participating funds, or 80% federal, 10% State and 10% local funding; some adjustments to the design as construction proceeded, pavement removal, realignment, median construction. Moved by Klave and Lucke to approve the change order. Motion carried.

2. Matter of specifications and call for bids:
a) Gas Chromatograph/Mass Spectrometer (Water Treatment)
Mike Shea reported bid specs. were enclosed in packets, and asked for approval of bid specs and grant permission to call for bids for the lab. Moved by Klave and Lunak to approve specs. and authorize call for bids. Motion carried. (Comm.only)\

b) Trucks and Packers (Sanitation Dept.)
c) Payloader (Sanitation Dept)
Dick Newman, Sanitation, reported they have 3 trucks and packers budgeted for this year, 2 front-loads and 1 side-load, and that specs. do not call for trade-in units as there is such a long wait for trucks and not fair for bidder to give price for a trade-in vehicle and not knowing what condition it will be in 10 months, that they plan to purchase the trucks and after delivery have old vehicles declared surplus and offer for sale at that time. He stated they may have to amend budget but have cash carryover to handle that. He stated they will be trading payloader in at time of purchase. Moved by Klave and Lucke to approve specs. for trucks and packers, and for payloader, and authorize call for bids. Motion carried. (Comm.only)

3. Matter of change orders, Public Works Facility Renovation, Proj. No. 4822:
a) General construction - Diversified Contractors - $2,451
b) Mechanical construction - C.L. Linfoot - $500 (deduct)
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Todd Feland, Public Works, reported that a) has an add of $2451.00 to delete the sealer in locker room and water maintenance room and to install vinyl tile. He stated that the second change order is to delete several transformers that were not needed with a deduct of $500.
Moved by Lunak and Lucke to approve the change orders. Motion carried.

4. Matter of change order, 7MG Reservoir, Proj. No. 5042.
C.Vein reviewed change order for modifications on reservoir, Moorhead Construction, contractor, and is a no cost change order; the contractor has requested to extend substantial and final completion dates by 49 days - to June 1 and June 15, 2000; and reason for change is due to time it took to get the proper legal opinion on insurance to see that it complied with specs. Moved by Klave and Lucke to approve the change order. Motion carried.

5. Matter of change orders, Baling Facility Structure, Proj. No. 5086.
Tom Hanson, WFW, stated the in-plant enclosure and scale house are both modular enclosures, and set inside the other building, stronger roof deck, etc. $1,412.00. Moved by Lunak and Lucke to approve the change orders.

6. Matter of change orders for various project s:
a) Proj. 4809, Sanitary Lift Sta. #1, C.O. # ____, moving 1 Lincoln Drive.
Mike Yavarow, eng. dept., reported that Urban Dev. has a contract with Tony Anderson Const. for historic house moving and want to change order in the moving of 1 Lincoln (property for Lift Sta. 1) and is part of the mitigation agreement with Historic Commission and SHPPO, at cost of $60,700.00, and recoup most of the cost when resell the property; he noted this is part of the flood project; contractor will move house 3 blocks west, new foundation, etc. so City can resell the house. Klave questioned if there were any Code violations on the interior of the house they have to be brought up to date. Bev Collings reported they have done an inspection of the property, has gone through moving process and will include Code updates. Mr. Yavarow stated that included in the specs. it stated house was to be brought to Code. Klave stated he did not see anything re. Code
upgrades (wiring, etc.) Klave stated if property comes back to committee with additional costs for updating to Code, there could be additional costs. Moved by Klave and Lucke to approve the change order. Motion carried, Lunak voted no.

It was noted that Urban Development purchased houses that were under the dike or on the wet side; this is dry side property that was required for lift station.

b) Proj. 4811, Sanitary Lift Sta. #5, C.O. #_____, demolish north section of 720 N. 3rd St.
Mr. Yavarow stated this is the former school maint. building, that Urban Dev. has two open market commercial demo. contracts (one with Landwehr and one with Gowan) received change order prices from both, Gowan low bidder at $36,750, and recommending change ordering with Gowan, and this covers the building from the north side to the north wall of the auto shop, which is the new steel building on the southend and next shop area is the auto building, need that building in place to provide electricity to the rest of the building. It was noted that there were discussions that they may not stop at that wall but continue. Moved by Klave and Lucke to approve the change order. Motion carried.
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c) salvage agreement:
Mr. Yavarow presented copies of salvage agreement; and that the School Dist. wants the boiler to use in another building (they would remove the boiler); and there are two ways of handling this - either City removing it and selling as surplus or as a salvage agreement; that with the buyouts anything that is removed and given back to the owner has to have salvage price established for it. Mr. Yavarow reported that Urban Dev. purchased, and flood project purchased from them so we are getting credit for that building under the flood control project, Corps is going to allow us to cost-share that or give us credit for the project so that anything that is taken away from the value of the building, have to have an agreement that makes the deduct on paper to show reflected and what we paid for the building. Gowan doesn’t want to save anything, School could negotiate with him. Moved by Klave and Lucke to approve agreement with appropriate staff to negotiate a fair and equitable price. Motion carried; Lunak voted no.

13. Matter of additional refuse pickup.
This item was held for 2 weeks.

11. g) Plans and specs. for Project 5136, N. 69th Street watermain.
Todd Feland stated this project serving the baling facility and eventually the wastewater treatment plant. Mr. Hanson stated this is a 16” watermain that goes by the Humane Society and up to the RR R/W where wastewater will pick it up; that they received R/W from the County Water Board and other easements in process. Moved by Klave and Lucke to approve plans and specs. and authorization to call for bids. Motion carried.

14. Matter of final report of sewer smoke testing for Proj. 4719, Sanitary Sewer Restoration Project in Area 2________________________________________
Mr. Hanson stated that they conducted smoke testing of Lift Station 5 service area - and reviewed results of the testing: buildings identified which still had roof drains connected to the sanitary sewer; locations identified where smoke entered the storm sewer from adjusting rings; locations that may require new cleanout caps; locations where houses torn down and sanitary service had not been capped properly; structure found in berm to be an access for house’s sanitary service; sanitary manhole castings leaking smoke from the casting or adj. paving; smoke found in building that indicates potential safety issue for occupants; locations where smoke did not come from vents; and found three residences where the sanitary sewers were hooked up to the storm sewer, two removed and went back and found a third one. He stated that Inspections has a copy of this report. Hafner asked if roof drains were supposed to be done years ago; and it was noted that there is a penalty for not having it done.

Klave asked if they had considered making an internal plumbing cleanout mandatory leaving the external as an option, and if there’s a cleanout inside the house in the basement floor, it’s a very simple fix; Ms. Collings stated she would have to talk with Joe Kalenze. Ms. Collings reported that items will be corrected as soon as possible, and letters will be sent from their office, and do have a plan.

Moved by Lucke and Lunak to adjourn; meeting adjourned at 8:35 p.m.

Alice Fontaine
City Clerk
Dated: 4/15/00