Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, February 28, 1994 - 7:00 p.m.

Members present: Hagness, Beach, Beyer, Glassheim.

1. Application for permit to move building from 601 1st Street
NW, East Grand Forks to 1724 Dyke Avenue (rental property).
Al Grasser submitted pictures of the building, and it was noted that some repairs will be required to bring the house to Code (new wood foundation, updating of electrical and plumbing systems, installation of sidewalk, and removal of existing structures and other miscellaneous repairs). It was moved by Glassheim and Beach that the application be approved, subject to the public hearing. Motion carried.

2. Matter of Richard's West storm sewer improvements, proposed
procedures and contracts.
Keith Johnson, asst. city engineer, had sent a communication to the committee members relative to a meeting on the project, with the following recommendations: 1) that bidding of the project construction be delayed for 2 months because of notification of EDA grant but that bids for pumping equipment be secured at this time because of approx. 5-month delivery, which could delay project completion. Project costs were presented as follows: $1.4 Million for the larger project with $800,000 from CDBG grant, $166,000 to be picked up by City for tapping charges, $300,000 assessment to University Tech. Park and $140,000 in assessments to other commercial properties.

There was discussion relative to project funding; $800,000 CDBG grant for residential properties (with roughly $100,000 of those funds to go toward construction of bridge/box culvert on N. 55th Street mile north of Bergley Toyota), and $600,000 through special assessment and/or additional grants; a grant for EDA funding to assist non-residential properties has been applied for but eligibility or availability has not been determined at this date. It was noted that the assessment to the University Tech Park is something over $300,000; that the University has its own holding pond and is opposed to assessment cost, and there is some merit to request by the University for lowering of assessments; however, it was also noted that if the assessment to the University is lowered, assessment to other properties would be increased. It was noted that the Special Assessment Commission has to assess based on benefit. It was also noted that Van Raden Mobile Home Park is zoned as residential property. There also was some discussion re. reducing size of project, which would lower amount of grant received for residential property but would also decrease cost to commercial properties. The committee asked staff for information/map showing amount of assessments to properties.

Moved by Glassheim and Beach to authorize bidding of the pumping equipment for the project. Motion carried.


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February 28, 1994 - Page 2

3. Request to call for bids for aerial photography and mapping
for Proj. 3987, Corps of Engineers Red River Flood Study.
Ken Vein, asst. city engineer, reported that as part of the study the City was to do in-kind work for its share of the contract; that under first phase which included aerial photography and mapping, the Corps has decided they would prefer City to do bidding as in-kind service. Moved by Glassheim and Beyer that we authorize call for bids. Motion carried.

4. Amendment No. 1 to Architect/Engineer agreement for Proj.
4117, renovation of public works facility.
Mr. Vein reviewed matter of amendment; that original contract included only interior work, that City had planned to do outside work, however, after review decided to ask consultant to do entire project - from design to inspection, which would increase cost of A/E services from $130,000 to $165,000, on an hourly not to exceed basis. He stated this is best way to do from coordination standpoint. He reported that amendment will include following site improvements: fueling station, salt/sand building, yard storage area, fencing and gates, drives and walks, parking, site lighting and grading. The committee questioned construction of salt/sand building and Mr. Vein stated this is EPA requirement because of run-off. Moved by Glassheim and Beach that we approve Supplemental Agreement No.1 for additional A/E services, and that the contract be amended to increase the maximum-not-to-exceed amount from $130,000 to $165,000. Motion carried.

5. Matter of consideration of bids:
a) Proj. 4151, 1994 sidewalk repair.
Al Grasser, asst. city engineer, reviewed summary of bids received. He reported that Kalenze Construction was low bidder, and that he had the project last year. Moved by Beach and Beyer that we accept the low bid of S.M. Kalenze Construction on a unit price basis in the amount of $179,800. Motion carried.

b) Proj. 4152, 1994 concrete street repair.
Mr. Grasser reviewed bid summary and reported that Opp Construction was low bidder. Moved by Glassheim and Beach that we accept the low bid of Opp Construction in the amount of $284,970.00. Motion carried.

c) Proj. 4153, 1994 asphalt paving repair.
Mr. Grasser reviewed bid summary and reported that Valley Contracting low bidder. Moved by Beach and Beyer to accept the low bid of Valley Contracting Company in the amount of $18,405.00. Motion carried.

6. Matter of creating special assessment districts:
a) Proj. 4010, Dist, 220, watermain on S. Wash. St. from 28th
Avenue S. to 32nd Avenue S.
Mr. Grasser submitted copies of engineer's report and

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assessment district map for proposed project, and that he had included tapping fee area along entire length of Sunset Memorial Gardens property as discussed at last committee meeting; that project will install loop into distribution system and address fire protection. He reported that City's share of project for oversized line is $8,500 (dif. between 8" and 12" line), and $46,000 for tapping charges; and there was some discussion re. assessment of balance of project cost.

Moved by Beyer and Beach that we pass a resolution creating the special assessment district, approving the engineer's report, including estimate of cost, an assessment district map; that we pass a resolution instructing the city engineer to prepare detailed plans and specifications; and further that we declare intent to sell bonds to finance these improvements. Motion carried.

b) Proj. 4147, Dist. 526, paving N. Columbia Road from Hwy. 81 to north of Gateway Drive.
Mr. Grasser submitted copies of engineer's report and assessment district map for the proposed project; that project had been considered last year as change order to S. 42nd Street project but committee had recommended bringing in this year as special assessment project. He reported that est. cost of the project is $337,920, with 20% City share or $66,000 for classified street, that 50% of balance, or $168,960, be special assessed to property owners on east side of Columbia Road, and tapping charges of $168,960 to be picked up by City. He reported they will bid alternates, both concrete and asphalt; he noted there is more maintenance with asphalt; estimate is based on concrete street. He also reported that the entire west side of road is outside city limits, don't know if that area will be developed and when/if City will recoup tapping fees. It was also reported that the 20% City cost will be paid out of City's Share, and the tapping fee paid out of Street Reconstruction funds out of Highway Users. It was also noted that the project can be protested; that there is lot of maintenance for the street department on this road, and also becomes health issue because of dust problem.

Moved by Glassheim and Beach that we pass a resolution creating the special assessment district, approving the engineer's report, including estimate of cost, an assessment district map; that we pass a resolution instructing the city engineer to prepare detailed plans and specifications; and further that we declare our intent to sell bonds to finance these improvements. Motion carried; Hagness voted no.

7. Matter of plans and specifications:
a) Proj. 4144, Chestnut St. repair from 47th Ave.S. to 54th
Ave.S.
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Mr. Grasser reported this project was bid last year, but bids came in too high and project dropped at that time. He reported est. cost $8,000, with funds out of Highway Users. Moved by Beach and Beyer to approve plans and specifications, and authorize call for bids. Motion carried.

b) Proj. 4165, watermain replacement, S. 17th Street area.
Mr. Grasser reported this is second phase of watermain replacement project (done on priority basis), and areas included in this project are 600 and 700 blocks of S. 19th Street, 2000 block of 7th Avenue South, 1400, 1500 and 1600 blks. of 12th Avenue South, 900, 1000, 1100 1200, 1300 and 1400 blks. of S. 17th Street. Moved by Beyer and Glassheim to approve plans and specifications and authorize call for bids. Motion carried.

8. Matter of Change Order No. 2, Proj. 4006, DeMers Avenue Phase
II.
Mr. Grasser reviewed change order to project in the amount of $942.26 for extension of culverts near Amtrak, with cost to City under $200; contractor is Nodak Contracting. Moved by Beyer and Beach to approve the change order in the amount of $942.26. Motion carried.

9. Temporary and overtime statement for January.
The committee reviewed the statement. Moved by Glassheim and Beyer to approve. Motion carried. (committee only)

10. Matter of payment to Weekley for moving cars for English
Coulee diversion project.
Mrs. Beyer reported that the Hwy. 2 Beautification Comm. is looking for easements for Hwy. 2 project, and when approached Mr. Weekley he asked when the City was going to pay him for cars moved. It was suggested that this matter be placed on the next committee agenda for consideration as engineering department has just received bill in the amount of $21,300.

11. Change order No. 3 for Project No. 3936, Red Lake River Intake Line Replacement.
Ken Vein reviewed change order No. 3, for Project No. 3936, Red Lake River Intake Line Replacement, in the amount of $31,785.00 for claim for change in site conditions and link seal failure in the lump sum of $35,000, and adjustment of bid quantities to reflect actual installed quantities for deduct of $3,215.00, for net increase of $31,785.00. Moved by Glassheim and Beyer to approve the change order No. 3 with a net increase of $31,785.00. Motion carried.

Meeting adjourned.
Alice Fontaine
City Clerk
Dated: 3/1/94.