Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, April 11, 1994 - 7:00 p.m.

Members present: Hagness, Beach, Beyer, Glassheim

1. Consideration of bids for vertical mixed floor pump w/motors
Project No. 3821, Richard's West storm sewer/lift station.
Tom Hanson, Webster, Foster & Weston, reported that they had tabulated bids, that the bid of Dakota Pump & Control is the lowest responsive, responsible bid, and recommended award to Dakota Pump in the amount of $92,843.95. Keith Johnson, asst. city engineer, concurred, but recommended that award be contingent upon appropriate financing. He stated he had talked with John O'Leary re. available grant funds. Mr. Vein stated that project had been delayed to see if EDA funding available, that decision should be reached soon; and that project costs not covered by grant monies would be special assessed. The committee asked if funds not available, how costs paid, and Mr. Vein stated through interim financing until bonds sold, and they have followed procedures to do this. Moved By Beach and Glassheim that we accept the bid of Dakota Pump & Control Company in the amount of $92,843.95, contingent upon funding. Motion carried.

2. Matter of engineering services contract, Project 4199, Pump
Station #22 (also #23 and #7).
Keith Johnson reported that project calls for rehab. of 3 lift stations, and they are asking for contract for engineering services for that work on an hourly basis with a max., that engineering contract is 17% of amount budgeted. Tom Hanson, WFW, stated that budget not going to work, that Simplot adding 50-75% of flow, that it's more convenient to be able to require that this lift station have additional capacity than finding out after construction. Keith Johnson reported that if not enough funds in wastewater budget, will have to bid projects separately. Mr. Vein stated they haven't defined scope of project, that percentage of engineering higher on smaller projects than on larger, and engineering services higher on remodeling projects than on project to design new one. Tom Hanson stated this is 3 projects, all lift stations have to be kept operational while making repairs. Both Mr. Johnson and Mr. Vein recommended approval of the contract. Mr. Hanson stated that the rate same as their last contract (except 2 new staff members at lower rate). Moved by Glassheim and Beyer for approval of the contract with Webster, Foster & Weston as submitted on an hourly basis not to exceed $34,600. Motion carried.

Mr. Vein informed committee that he will be investigating methods of determining pricing on engineering services, and he has some options in mind to standardize.

3. Consideration of bids for roll-off truck and hoist for
sanitation department.
Dick Newman, solid waste manager, reviewed bid tabulation; that Rydell Chevrolet low but didn't meet specs., Hansen Ford did

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, April 11, 1994 - Page 2

not bid; and recommended award of the truck to Reiten & Young. He noted that there is $85,000 budgeted and total bid is $84,560. Moved by Beyer and Beach to award bid for the truck to Reiten & Young in the amount of $63,886.00, and award of hoist and tarp to Swanston Equipment in the amount of $20,674.00. Motion carried.

3.1 Request to call for bids for containers.
Mr. Newman requested authorization to send out quotes for containers. Moved by Glassheim and Beach to approve request. Motion carried. (committee only)

4. Consideration of bids for aerial photography and topographic
mapping services for Proj. 3987, Corps of Engrs. Red River
Flood Study.
Ken Vein, city engineer, reviewed bidding process and tabulation of bids which were broken down into four areas (aerial photography, enc 2; aerial photography, enc 3; ground control surveys; and topographic mapping); that low bid submitted by Horizons, Inc. (and CPS, Ltd.) with a bid of $111,226.00, however, Horizons didn't notarize non-collusion certificate didn't detail breakdown of task and cost; however, detailed scope included in initial package but not as part of bid proposal. Mr. Swanson advised that defects wouldn't rise to level of failure to include bid bond. Mr. Woods of Horizons, Inc. stated they have since filed properly notarized certificate of non-collusion. There was some discussion as to whether including detailed breakdown matter of interpretation, as KBM only bidder that did that.

Mr. Vein stated they looked at capability of all firms and all have qualifications to do the project.

Moved by Beach that we not waive the two defects in the bid and award to KBM, Inc. in the amount of $113,654.00. Hagness seconded the motion.

After discussion it was moved by Glassheim and Beyer to waive the defects in the bid and award to the low bidder, Horizons, Inc., for $111,226.00.

After further discussion and upon call for the question on the amendment, Beyer and Glassheim voted in favor; and Hagness and Beach voted against. The motion failed.

Upon call for the question on the original motion to award to KBM Beach and Hagness voted for the motion; Beyer and Glassheim voted against. The motion will go to council with a 2-2 vote.

Mr. Herzog, CPS, and Mr. Woods stated they would not protest decision of the committee at the council meeting.


MINUTES/PUBLIC SERVICE COMMITTEE
Monday, April 11, 1994 - Page 3

5. Matter of setting public hearing date on Project 4044, 6th
Avenue North reconstruction.
Mr. Grasser asked that this matter be held. Moved by Beach and Glassheim to hold. Motion carried. (committee only)

6. Matter of preliminary concept report for Project 3947,
bikepath from DeMers to 17th Avenue South.
Mr. Grasser asked that this matter be held. Moved by Beyer and Glassheim to hold. Motion carried. (committee only)

7. Matter of preliminary concept report for Project 4109, bridge
replacement S. 42nd Street.
Hugh Veit, KBM, Inc., reported this is concept report for bridge located at 42nd Street and 17th Avenue South, and briefly reviewed report. He stated they first considered whether structure replacement to be bridge or box culvert and have determined box culvert would work better, based on fact of future road improvements and some site conditions that prohibit the use of a bridge. He stated the alternative is a box culvert, 84 ft. long; that they did look at relocation of 17th Ave. but because recently paved, that was not feasible. He stated they would like to bid this project with two alternatives, pre-cast or cast in place, and committee may want to consider bidding pre-cast only, because of length of time road closed - 4 weeks with cast in place and 1 week with pre-cast. He also reported they have up-dated estimates, $222,300 total; $124,020 federal share, and $81,040, City share, with County and GFCRB $8,260 each.

Mr. Veit stated they don't usually have public hearing on bridge project; they would recommend that they issue a notice of opportunity for public hearing and if you get a request from that notice, meet with individual(s) and solve concerns individually, and if get large number of requests, then hold a public hearing. He also noted that adjacent property owners would be talked with re. acquisition of R/W. The committee suggested they check with the State re. hearing requirement, and also set date for receiving plat so can begin acquisition of R/W etc.

There was some disc. re. estimated costs.

Moved by Beyer and Glassheim to approve preliminary concept report, contingent upon engineering department comments. Motion carried.

8. Matter of plans and specifications:
a) Project 4180, 1994 sanitary sewer rehab.
Held.

b) Project 4184, rip-rap leveling at lagoon.
Mr. Grasser reported this is continuation of project; is a process of leveling, hauling in dirt and taking care of

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, April 11, 1994 - Page 4

erosion; and that there is $10,000 budgeted. Moved by Glassheim and Beyer to approve plans and specifications and call for bids. Motion carried.

9. Matter of water needs from Garrison Diversion.
Frank Orthmeyer, rep. his position as director of the Garrison Conservancy District, stated that they are talking about revisioning the Garrison project, looking at where going, and one thing that keeps coming up is the matter of the water to be taken from the Sheyenne River and to be put into the McCluskey Canal and the New Rockford Canal and into the Red River to be used for drinking water for Fargo and Grand Forks; that they have technical committee that met, and they are asking the cities to send in letter of support or if they need water out of the Red River, that several years ago received letter from Fargo saying they didn't need water, and received letter from Grand Forks saying that they need water, and when technical committee looked at, would like to have stronger recommendation from the cities; and if they want water, are going to have to pass resolution asking for the water.

It was noted that there are a lot of things to consider, anyone using water out of McCluskey Canal will pay for it. He noted that the cities would be asking for water from Garrison project with idea to have another chance to look at before signing contract. The committee asking what kind of dollars they are looking at; and Mr. Orthmeyer reported that the Bureau of Reclamation coming up with costs by first of June.

Mr. Vein reported he had attended several meetings re. Garrison, trying to define needs of State of North Dakota, quantity and quality. Mr. Orthmeyer recommended that if the City needs water, to pass the resolution asking for it.

After considerable discussion it was moved by Glassheim and Beach to adopt a resolution requesting water from the Garrison project. Motion carried.

10. Matter of ND Dept. of Transp. bids for construction projects on Gateway Drive, North 47th Street and 32nd Avenue South.
Mr. Grasser submitted letter from ND Dept. of Transportation asking for concurrence in bids for the following projects: #IM-STI-6-029 (002)136, #NH-STN-6-002(043)354, IM-6-029(014)141, and S-NHU/S-TNU-6-081(029)940 - I-29 from 32nd Avenue north to the north Grand Forks interchange, southbound lane; I-29 from north Grand Forks interchange north to Ardoch; Gateway Drive from N. 55th Street to I-29; North 47th Street from Gateway Drive to 12th Avenue North; and 32nd Avenue South from 42nd Street to west of I-29; that low bid was submitted by James Cape & Sons Company of Racine, Wisconsin in the amount of $15,669,881.65, with City's share est. at $1,409,078. He also noted that portion of City's

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, April 11, 1994 - page 5

share will be special assessed, approx. 2/3rds or $668,000+

Moved by Glassheim and Beach that we concur in award of bid to James Cape & Sons Company of Racine, Wisconsin in the amount of $15,669,881.65, with City's share estimated at $1,409.078. Motion carried.

11. Mr. Vein reported they are in final negotiations on engineering services for water treatment plant, and if reach agreement will schedule meeting for Monday at 7:15 p.m.

Meeting adjourned.

Alice Fontaine
City Clerk

Dated: 4/12/94.