Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, April 25, 1994 - 7:00 p.m.

Members present: Hagness, Beach, Glassheim.

1. Application for moving permit by Richard G. Swangler to move
building from 814 N. Columbia Road to 724 S. 18th Street.
Mr. Swangler stated there was fire damage on first floor, and building has been completely gutted, will re-side and do interior. Chairman Hagness read report from building inspector listing repairs required to bring house to Code, Mr. Swangler agreed to repairs as recommended and stated he will be living in the house. It was moved by Glassheim and Beach to approve application, contingent upon the public hearing. Motion carried.

2. Matter of driveway width variance for Simonson's gas station
at 1402 S. Washington Street.
Mr. Grasser reported that Simonson's had problem with access, trucks coming in at angle and can't always make turn, miss driveway and dig up berm. He stated driveway now at max. allowed, and would recommend an additional 10 ft. Mr. Swanson advised that committee can do by waiver, but would recommend committee take serious look at changing width of driveways under the code. Mr. Vein suggested changing code to give engineering department authority to grant to a max. Archie Simonson stated they would appreciate the variance. Moved by Glassheim and Beach to approve request for variance to allow an additional 10 ft. Motion carried.

Moved by Beach and Glassheim to refer to the city attorney the matter of amending the code to allow engineering department to grant to certain width, with right of appeal. Motion carried. (committee only)

2.1 Request by Floor to Ceiling Store for access .
Lynn Holbrook of the Floor to Ceiling Store, 2475 S. Washington Street, presented request to pave access to property on City right of way. Al Grasser presented drawing of area, that there is citizen concern re. blocking traffic on S. 12th Street - trucks loading/unloading.

Moved by Beach and Glassheim to approve request contingent upon signing of an indemnity and hold harmless agreement, and also if there is need to excavate City right of way for repair of utilities, etc. they would agree to repair at their expense.

Mr. Vein stated that this is only 6 ft. from curb line and during winter when cleaning street there may be some snow dumped onto concrete slab; Mr. Holbrook stated this would not be a problem.

Upon call for the question, the motion carried.

3. Plans and specs. for Proj. 4117, renovation of public works
facility (Coca-Cola building).

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April 25, 1994 - Page 2

Mark Lambrecht introduced Dean Johnson and Peter Brozek of
TKDA, and stated they are asking for approval of plans and specs., and setting of bid date.

It was noted that the City paid $2.7 Million for this property and vacant lot to the north.

Mr. Johnson and Mr. Brozek reviewed plans with the committee, and briefly reviewed background of project; and renovation of the property in 3 phases: that preparing documents and bidding is Phase I. They reported that a portion of the building continues to be leased by New Flyer; overall site expanded for yard storage, fuel facility and future salt and sand storage, parking expanded on south and east side of facility to accommodate employees. They reported that departments moving into building under first phase: street maintenance and sign shop, sanitation, and electrical departments, with electrical department on upper level of facility; office staff - with offices remaining in front of building. He noted that container repair and sign shop centrall located in the building; amd temporary parking on east side of the building for vehicles that are unable to fit into the building. It was noted that under Phase I no improvements to the site, all monies went to make facility operational.

Under Phase II, additional street vehicles will move indoors, as well as sanitation department. It was noted that wastewater, stormwater and water maintenance would come into building under this phase.

There was some discussion relative to funding of the project in addition to the $2.6 Million for purchase of property; $250,000 coming from the sale of street department building to Acme Electric, and $160,000 in Public Buildings Fund from previous sale of street department lot; addition of $0.05 gal. for fuel to amortize cost of fueling facility; and approx. $1.6 Million in revenue bonds financed by utility departments, including water and wastewater, as well as rents from New Flyer.

Moved by Beach and Glassheim to approve plans and specifications and to proceed with call for bids. Motion carried.

4. Consideration of bids for motor grader for street dept.
Jim Eck, Butler Machinery, and Doug Benson, Midwest Equipment, were present. Gary Fish, street supt., reported there were two bidders, that Midwest Equipment submitted low bid of $89,649, that funds available and both bids met specifications.
Mr. Lambrecht recommended outright purchase of the equipment.

There was considerable discussion relative to proposals for lease payment with buy-out at the end of five years. Mr. Eck proposed lease payment of $7,965 for five years, with buy-out price of

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April 25, 1994 - Page 3

$84,615 at the end of that time, with an interest rate of 5.5%; Midwest Industrial submitted lease payment figure of $20,647.52 for five years, with interest rate of 7.5%, and zero balance at end of five years. The committee stated that difference in the bids is prime value of the money.

After further discussion the committee suggested referring to the auditor's office for recommendation, have to assign some value to this money. Mr. Benson stated that if go with Butler, to give him opportunity to bid same way, that not way spec'd. Mr. Eck opposed; stated they read same bids. Mr. Swanson stated that there are too many variables in lease, interest rate, balloon payment, would need to determine parameter of lease.

Held in committee for 2 weeks for additional information.

5. Request to call for bids for sludge truck for water dept.
Mr. Lambrecht presented authorization to advertise for 2 trucks, one primary and one back-up; they would trade present back-up vehicle; this is budgeted item. He reported that they are going from 12-yd. to 16-yd. box. Hazel Fetters-Sletten, water treatment plant supt., reported they haul 9 to 10 loads a day, 5-day operation, limited by landfill hours. Moved by Beach and Glassheim to authorize call for bids. Motion carried. (comm. only)

6. Matter of engineering services contract for Project 4045,
surface water treatment rule improvements, and Project 4202,
standby power for water treatment plant and sludge plant.
Charlie Vein presented revised copies of agreement, that they have itemized 8 different project components: 1) clearwell baffling and reroute, 2) automatic disinfection system, 3) 56/84 Plant filter upgrade; 4) automatic pH adjustment, 5) disinfection, filters and carbon dioxide control system with data logger, 6) building modifications, 7) standby generator and building, and 8) chlorine scrubber. He reported that in providing total engineering services, the would be using the services of EMA, Inc., St. Paul for control and instrumentation work, SSR, Inc., East Grand Forks for standby power and electric inspection work, Porter Architects & Interiors for architectural work, and Malcolm Pirnie for oversight and technical review of the overall project; that total project is est. at $2,787,000 and reviewed break-down of engineering services on an hourly basis with maximum of $576,000. There was some discussion re. cost for engineering services, and it was noted that because of complexity of project, 3 separate plants, etc. engineering services at a higher percentage; however, contract based on hourly rate with max.

Moved by Glassheim and Beach to approve agreement for engineering services with Advanced Engineering & Environmental Services, Inc. MINUTES/PUBLIC SERVICE COMMITTEE
April 25, 1994 - Page 4

on an hourly rate with a maximum payment for labor and expenses of $576,000. Motion carried.

9. Matter of paving on 32nd Avenue South.
Al Grasser and Doug Herzog, CPS, Ltd. were present. Mr. Grasser reported they have reviewed project work schedules, etc. and need to go to consultant to get project done this year. He requested that the committee approve engineering department selection of CPS, Ltd. to do preliminary engineering of paving extensions on 32nd Avenue South; that DOT will not do engineering, and can't change order in on their project. He also reported that they have asked CPS, Ltd. to do more than typical on this project, asked them to do the right of way plats identifying additional right of way. It was reported that project designed to City specifications, with time table as follows: plans and specs. May 23, advertising June 7, with bid opening and award on June 21.

Moved by Glassheim and Beach to concur with engineering department in selection of CPS, Ltd. to do preliminary engineering for this project. Motion carried.

Moved by Glassheim and Beach to authorize entering into preliminary engineerting agreement with CPS, Ltd. for paving on 32nd Avenue South, on an hourly basis plus expenses, in an amount not to exceed $33,630.00. Motion carried.

RECESS FOR 5-MINUTES at 8:50 p.m.

12. Plans and specifications for:
c) Proj. 4208, san.sewer for Kuster 3rd
d) Proj. 4209, watermain for Kuster 3rd
e) Proj. 4210, storm sewer for Kuster 3rd
f) Proj. 4211, paving in Kuster 3rd
Jeff Hussey, engineer for the developer, was present. Mr. Grasser reported that they have reviewed plans and specifications for projects off 17th Avenue South, and all of the engineering department's comments have been incorporated; paving is standard cul de sac; and costs paid by the developer. Moved by Glassheim and Beach to approve plans and specifications for the projects. Motion carried.

16. Status report on Red River Flood Study by Corps of Engrs.
Ed McNally, Corps of Engineers, reported they are three months into a 36-month study, and are collecting data: looking at existing facilities to assess their quality, and assess how incorporate into new plan, trying to get as much data as they can. He stated they will try to walk the areas where existing levees, looking at some alignments for different alternatives. He stated they are working with number of alternatives in first phase, there are a total of four phases; that in first phase,

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looking at possible ways to solve problems - aerial photography, soil borings, etc. and that information will be available to the City for its own uses. He stated that when they gent into screening of alternative options, will come back to committee.

The committee asked if the City chooses not to continue with the study will it affect funding if have flood emergency in the future; Mr. McNally stated no, there is difference between emergency actions and planning actions.

Mr. McNally reported that October 15 is completion date for Phase I, that various alternatives will be analyzed; that there are 13 alternatives looking at in Phase I, screening out alternatives that do not have economic feasibility, etc.; second phase has fewer number of alternatives and they will screen out ones not acceptable; third phase will be preferred plan, plan they would recommend, and if continue with fourth phase, City would concur with recommendation and then get into construction mode. He also reported that freeboard requirements will be looked at in first phase. It was noted that one of the prime goals is to take as much of community as possible out of flood plain.

Mr. Lambrecht stated that under study stability of existing measures evaluated, to identify any weak points, one of the benefits of study is critique of existing facilities, and that Member Beyer had specifically asked about that. Mr. McNally reported there will be two tests of existing facilities, boring tests and template analysis, that they will look at elevation, side slopes, etc.

Information only.

Matter of condition of 30th Avenue South.
Gary Fish, street supt., presented matter of condition of 30th Avenue South behind Road King Inn. Mr. Grasser reported this was built as temporary street, and paid for out of Highway Users' funds; now condition of street is bad because of heavy truck traffic to construction area; and asked what should City's responsibility be as far as maintaining; options are 1) close street; 2) repair (haul asphalt materials out and haul in gravel); concern is if fix too good, get into maintenance cycle. It was noted that this street will never get federal funding. It was suggested that they talk to property owners, if they want to pay for additional repairs, etc. It was also noted that this street not very well signed, no signs from west to east. Mr. Fish stated signs put up several times, blew down. No action - information only.

7. Matter of 1994 Sidewalk List No. 1.
The committee briefly reviewed listing. Mr. Grasser recommended approval of the listing with deletion of curbing on

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South 12th Street. Moved by Beach and Glassheim that Sidewalk List No. 1 be approved, with deletion of curbing on South 12th Street. Motion carried.

8. Matter of 1994 calcium chloride quotes.
Mr. Grasser presented request for quotes for calcium chloride for dust control, with monies from Alley Gravel Fund and Highway Users Fund. Mr. Fish recommended not using calcium chloride on streets, that those properties with gravel roads have at their option, that calcium chloride hard on employees, damages equipment and ruins gravel (takes binder out of gravel). It was noted that gravel streets where this material used are: North 55th Street, in Anderson's Addition, North 52nd Street, Omega, Linden Court, Lincoln Court, etc. It was also noted that because of time restraints, difficult to set up assessment districts to special assess costs. After further discussion it was moved by Beach and Glassheim that we obtain quotes for calcium chloride to a max. of $5,000. Motion carried.

10. Matter of Planning Comm. recommendation for connection of
31st Ave.S. with S. 38th Street.
Mr. Grasser submitted map showing new connection with 42nd Street, that there is now development in the area and question raised whether City should install permanent intersection at est. cost of $55,000; project would require tearing out of existing paving and re-doing, street built by developer. He stated they thought they would be able to add onto 32nd Avenue S. paving project, but now won't until improve 31st Ave.s. or S. 38th St. He also noted that they haven't had opportunity to discuss with Menard's. Info. only. Moved by Beach and Glassheim to receive and file. Motion carried. (committee only)

11. Matter of consideration of bids:
a) Proj. 4206, Dist. 347, san.sewer on S. 21st Street
b) Proj. 4207, Dist. 232, watermain on S. 21st St. and 26th
Ave.S.
Mr. Grasser submitted tabulation of bids indicating Geo.E. Haggart, Inc., Fargo, was low bidder and recommended award to the low bidder. Moved by Beach and Glassheim that we accept the low bid of Geo. E. Haggart, Inc., Fargo, in the amount of $20,214.70 for Sewer Project 4206, and $36,649.70 for Watermain Project No. 4207, for a total combined bid of $56,864.40. Motion carried.

c) Proj. 4169, Dist. 348, san. sewer to Col.Park 22nd
d) Proj. 4170, Dist. 230, watermain to Col.Park 22nd
Mr. Grasser submitted tabulation of bids for sanitary sewer and water to serve Truck Plaza and GFG Food Services, indicating that Geo.E. Haggart, Inc. was low bidder and recommended award to the low bidder. Moved by Beach and Glassheim that we accept the low bid of Geo. E. Haggart, Inc., Fargo, in the amount of $135,862.90 for Sewer Project No. 4169 and $222,957.05 for

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Watermain Project 4170, for a total combined bid of $358,819.05. Motion carried.

e) Proj. 4147, Dist. 526, paving N. Columbia Road
Mr. Grasser submitted bid tabulation and stated that they have sixty days to award contract, as they don't have R/W resolved, and recommended holding bids. It was suggested that they could award contingent upon acquiring R/W (from State and State Mill). Mr. Grasser also noted that they called for alternate bids for asphalt and/or concrete, and that Valley Contracting was low bidder for both types of paving. He also reported that City's share is 20% because arterial street and with City picking up tapping charges for those areas outside city limits, City will be paying over 50% of cost. Costs for 8" concrete with a life of 30 years are $366,100.25 and $272,560.25 for 8" asphalt with 12" base with life of 20 years. Moved by Beach and Glassheim that we accept the low bid of Valley Contracting Company for asphalt paving in the amount of $272,560.25, contingent upon acquisition of right of way. Motion carried.

f) Proj. 4182, traffic signal painting.
Mr. Grasser reviewed tabulation of bids and recommended award of portion of the bid: repainting of signals at 2nd Avenue N. and N. Washington Street, University Avenue and North Washington Street, and 5th Avenue N. and N. Washington Street in the amount of $2,500, $2,800 and $2,500 respectively; and traffic signal controller boxes at 2nd Ave.N. and N. Washington Street, and at 13th Avenue S. and s. Washington Street in the amount of $175.00 each location, for a total bid award of $8,150.00. Moved by Beach and Glassheim that we accept the bid of Dahlstrom Decorating as recommended by the engineering department. Motion carried. (committee only)

12. Plans and specifications for:
Al Grasser reviewed plans and specs. for the following projects.
a) Proj. 4180, 1994 sanitary sewer rehab.
Moved by Glassheim and Beach that we approve plans and specifications and authorize call for bids with a due date of May 23, 1994. Motion carried.

b) Proj. 4190, Riverside Dam 1993 flood repair.
Moved by Glassheim and Beach to approve plans and specifications and authorize call for bids. Motion carried.

g) Proj. 4217, san.sewer rehab. on 3rd Avenue South, 600 blk.
Mr. Grasser noted that this is in area of granitoid streets. Moved by Beach and Glassheim to approve plans and specifications and authorize call for bids with a due date of May 31, 1994. Motion carried.

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13. Matter of creating special assessment districts:
a) Proj. 4146, Dist. 10, pedestrian bridge over English
Coulee.
Mr. Grasser reported this is located between Kuster Third Resub. and Johnson's 2nd, and they will take to the Special Assessment Commission for determination of benefits. He also noted that est. cost $17,000, with City paying 80% out of Highway Users, and 20% assessed to benefitting areas and $3,900 for sidewalks assessed to benefitting properties, for total of $9,400 to be assessed; and project needed to provide access to school and park, easements no good without bridge. Committee questioned why City paying 80%, and it was noted that 80% of bikepath projects covered by federal funds and they were equating to that. Moved by Beach and Glassheim that we adopt a resolution creating the assessment district, approving the engineer's report, including estimate of cost, an assessment district map, and further that we pass a resolution instructing the city engineer to prepare detailed plans and specifications, that we declare intent to sell bonds to finance these improvements, and further that the City's share be 50% of the cost of the pedestrian bridge. Motion carried.

b) Proj. 4216, Dist. 350, san. sewer on S. 34th Street
Mr. Grasser reviewed proposed project with the committee, south of DeMers Avenue to serve golf course and Blue Pines. There was some discussion re. boundaries of the assessment district, whether to include Lots A, C and E, and committee directed to leave as is. Moved by Glassheim and Beach that we adopt a resolution creating the assessment district, approving the engineer's report, including estimate 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 our intent to sell bonds to finance these improvements. Motion carried.

14. Matter of preliminary engineering agreement for bridge/
culvert on N. 55th Street.
Held in committee.

15. Matter of utility easement for fire hydrants on DeMers Ave.
reconstruction project, Phase II, Proj. 4006.
Mr. Grasser reviewed matter of easement for DeMers Avenue reconstruction project, cost $1.00. Moved by Beach and Glassheim to approve the easement from Concrete, Inc. for and in consideration of the sum of $1.00. Motion carried.

17. Temporary and overtime statement for March.
Moved by Beach and Glassheim to approve. Motion carried. (committee only)

Meeting adjourned. Alice Fontaine, City Clerk

Dated: April 26, 1994.