Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, June 13, 1994 - 7:00 p.m.

Members present: Hagness, Beach, Beyer, Glassheim.

1. Matter of substandard building at 615 South 5th Street.
Held for 2 weeks for further information.

2. Request to write specs. and call for bids for traffic paint.
Moved by Beach and Hagness to approve request. Motion carried. (committee only)

Beyer reported present.

3. Consideration of bids for sludge truck for water dept.
Dwight Wurzbacher, supt. water maint., reported they had received 3 bids; however, none of the bids met specs. re. height requirement, and that he would like to reject and call for new bids. A rep. of W.W. Wallworks, Fargo, low bidder, stated there was provision for exclusion which could have been bid. There were some comments that bid prices known, and Mr. Swanson stated that doesn't preclude from rejecting and rebidding equipment. Mark Lambrecht, asst. public works dir., recommended rebidding.

Moved by Beach and Beyer to reject all bids, and to rebid the equipment. Motion carried.

4. Consideration of bids on surplus equipment:
a) carbon dioxide tank at water plant.
Mr. Lambrecht reported that Hazel Fetters-Sletten had requested this equipment to be declared surplus and offered for sale as there is no longer any need for the equipment, equipment unused for 3 years. Mr. Lambrecht reviewed two bids received, a bid from Heller's Carbonic, Inc., Madison, Wisconsin in the amount of $14,750 with their dismantling all fittings under supervision of water department staff; and a bid from, KB Greenhouses, Brighton, CO for $15,000 with City responsible for disconnecting tank from electrical power and from any plumbing connections, with monies to be credited to water utility fund. Mr. Lambrecht stated that dismantling and disconnection would have to be under supervision of City staff, and would recommend acceptance of bid of KB Greenhouses in the amount of $15,000.
Moved by Beach and Beyer to accept the bid of KB Greenhouses, Brighton, CO in the amount of $15,000. Motion carried.

5. Petition relative to condition of North 55th Street.
Al Grasser, asst. city engineer, reported this is gravel section, and caused maintenance problems for street department; that significant portion of area outside city limits, and submitted est. costs for paving based on dollar amounts for North Columbia Road project, and that doesn't include storm sewer. He stated possibly several hundred thousand for storm sewer, little over half in city limits, and portions outside paid through tapping charge. It was noted there is significant truck traffic

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on this street. Shawn Vroman, 159 Victoria Court, Honda Motors, stated there is lot of traffic to trailer court in addition to truck traffic, condition of street really bad, dangerous if go speed limit, and this street should be paved as well as North Columbia Road and North 42nd Street.

Glassheim reported present.

Darrell Boucher, Dietrich Bus Service, stated they need to know numbers, road impossible, but need numbers from the City, and how much City responsible for, etc.

Steve Sully, Valley Electric & Petro Equip. also stated that they need figures.

Mr. Grasser reported that City would pick up 20% of cost because classified street, over and above any tapping charges; storm sewer would be totally assessed. Gary Fish stated City maintains, and that street department is out there 2 or 3 times a week.

Mr. Beach stated that residents of trailer court "eat" dust day after day, key is continued development of that area, that with development starting to take shape, hope that we put up as few obstacles as possible to that - from planning office, council, etc. Mr. Hagness stated not to put up obstacles but not to give them the farm.

The Committee stated they would like engineering to come up with some figures, and also need petition from property owners.
The engineering department will meet with businesses and residents and then come back to committee. Held in committee.

6. Matter of Project No. 4144, Chestnut Street repair.
Mr. Vein reported City took bids this spring, that bids were held, and need to decide whether to proceed with project or not. (Project consists of repairing 25 utility trenches, that 23 of those trenches are on the gravel portion of Chestnut Street from 47th Ave.S. to 55th Ave.S. and remaining 2 trenches are on 52nd Ave.S. between Belmont Road and Chestnut Street; and that this work includes excavating 3.5 feet of aggregate backfill in each trench and replacing it with a 3 ft. compacted clay cap with 6" of aggregate surfacing.) It was noted that Robinson Excavating was low bidder and he will honor those bid prices; project cost will be paid out of Highway Users Funds. Moved by Beyer and Glassheim to accept bid of Dave Robinson Excavating in the amount of $9,880.00. Motion carried.

7. Matter of Proj. 4146, pedestrian bridge.
Lynn Kvidt, 3681 Lynwood Circle, stated she had received letter re. specials; and had some questions re. project; that if

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for kids, questioned if in the proper location. Mr. Grasser reported location determined by Planning and Zoning, platted and those are easements we have, intention is to provide access for student population and also access to the park. He stated when paving done, City required to put in sidewalks, however, because of proposed pedestrian bridge and part of this project is to install those sidewalks; they will bid two options: 1) concrete precast with rails, and 2) continental bridge. He stated Special Assessment Commission has reviewed, City picking up 50% of the cost of the bridge, special assessments $8,500 for bridge. Dana Erickson stated he would like to see nice looking structure, and questioned why need 8' width. Mr. Grasser reported they are bidding two alternates, are in a floodway.

Mrs. Kvidt stated that if special assessed to entire area, would feel better about project; Mr. Vein stated district is large but not everyone benefits. Committee advised her to talk to Dale Sailer in auditor's office re. assessment district. No action taken.

8. Matter of Proj. 4044, 6th Ave.N. Reconstruction:
a) set public hearing date
Tom Hanson, WFW, reported they haven't received Federal Hwy. Adm. comments, need to set hearing and advertise for hearing, Committee scheduled meeting for July 11 at 7:00 p.m. (first item on agenda)

b) selection of appraiser - right of way
Mr. Hanson stated that City has to select appraiser for procurement from University, has to be independent appraiser, but don't have to advertise if select from approved listing. Moved by Beyer and Beach that we direct Ray LeClerc, City Platting and R/W Officer, to select the appraiser. Motion carried.

c) amend engineering services agreement
Mr. Hanson reported there has been signification increases in the project, met with city engineering staff and reviewed; basic items added are: traffic signals at Columbia Road, storm sewer in Richard's West Subdivision now provides relief that allows that project to be done economically at west end of the project; watermain replacements, now 12 required in project, R/W coordinate with UND, mod. to parking lot in Med. Science, forcemain replacement, etc. Mr. Grasser reported additional $21,000 in engineering costs ($59,000 preliminary cost - 6.1% of $1.38Million contract and with this additional engineering new contract $80,000 or 5.8% of the construction cost), doesn't include right of way work, and contract based on hours worked based on established price that was negotiated on original contract; that the contract is set up as direct out of pocket costs with the overhead multiplier and profit and no profit on those things that are new to the scope of the project. Moved by

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Beach and Glassheim for approval of the amendment in the amount of $21,000. Motion carried.

9. Matter of street repair policy - information only.
Mr. Grasser reported this item referred because of drainage problems at 1708 and 1712 5th Avenue North, area where have water ponding to mid block, residents have called several times, and policy has been explained to them., and explained to committee what internal policy is. He stated they look at problem, if can do with minor work, do repair at no cost to the property owner, when project more extensive, looking at street maintenance or rehab and go to property owner to assist. Info. only.

10. C.O. No. 1, Proj. 4170, watermain to Columbia Park 22nd
and 23rd Additions.
Mr. Grasser reviewed change order with the committee; that the NDDOT is requiring City to add 211' of 24" casing pipe through the I-29 R/W under the on/off ramps at a cost of $21,044. Moved by Beyer and Beach to approve the change order.

11. Matter of 1994 construction project schedule - Info. only.
This schedule was for committee's information and review.

12. Consideration of bids:
a) Proj. 4216, Dist. 350, san.sewer on S. 34th and Duke Dr.
Mr. Grasser reported that low bid submitted by Robert Gibb & Sons, Inc. in the amount of $57,120; however, developer, Crary Real Estate, was looking to combine one of his projects with the City's and sent letter agreeing to pay for additional cost to extend the sanitary sewer line which runs along 34th Street and 11th Avenue South and will either reimburse the City or pay the contractor directly; and suggested awarding to Gibb and approving concept of change order as they did not have costs. A letter from Medical Facilities, Greg Gerloff, agreeing to this change was presented. Mr. Swanson advised that they only award bid at this time. Moved by Beyer and Glassheim to accept the low bid of Robert Gibb & Sons, Inc. in the amount of $57,120. Motion carried.

The matter of change order was held until Monday, June 20, at 7:00 p.m.

b) Proj. 4196, replace outfall line at sample bldg.
Mr. Grasser recommended rejecting bids. Moved by Beyer and Glassheim to reject all bids. Motion carried.

13. Plans and specifications:
a) Proj. 4195, Dist. 99, st.lighting in Johnson's 3rd.
Mr. Grasser reviewed plans and specs. with committee Moved by Beyer and Glassheim that we pass a resolution approving the plans and specifications for this construction and further that

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the city auditor be directed to advertise for bids on the project and set the date for opening bids as July 11. Motion carried.

b) Proj. 4232, Dist. 100, st.lighting Horizon Circle
c) Proj. 4233, Dist. 101, st.lighting Dawn Circle
d) Proj. 4234, Dist. 102, st.lighting Big Sky Circle
Mr. Grasser reviewed plans and specs. with committee. Moved by Beach and Beyer that we pass resolutions approving the plans and specifications for this construction, and further that the city auditor be directed to advertise for bids on the projects and set the date for opening bids as July 11. Motion carried.

14. Matter of creating assessment districts:
a) Proj. 4227, Dist. 529, street rehab. on 30th Ave.S. from
S. 20th to S. 25th St.
Mr. Grasser reported they had project in 1989 to seal coat that street and that project protested out, that City share at that time was 25% or $3,500 and local share $12,700; that current project more extensive because of deterioration of street, and City's share under current policy 50% or $16,500, and local share $21,120, which includes assessment mark-up. He reported they were requested to come up with options to the policy in situations where project protested, and presented the following options: 1) limit future City share to what original City share would have been; 2) reduce future City share by (10%, 20 or 25%) each time protests received; 3) eliminate City contributions for future maintenance if protests received; or 4) leave policy as is.

Mr. Grasser recommended option 2 with a reduction of 10% each time protest received. Mr. Vein recommended option #1. After discussion it was moved by Beach and Beyer to amend policy to include Option 2 with a reduction of 25% of total project. Motion carried; Glassheim voted no.

Moved by Beyer 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, and that we declare our intent to sell bonds to finance these improvements. Motion carried.

15. Change Order to Proj. 4170, 32nd Avenue S. paving extension.
Mr. Grasser reported that the City had hired CPS to do engineering on the paving extension, and presented preliminary change order for paving of 32nd Ave.S. in the amount of $399,086.81, to include paving of 32nd Ave.S. to west property line of Travel Plaza, that originally they planned to change order but DOT not agreeable; that CPS advertised and took bids; and that State had change of mind, and is now willing to change

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order in on project. Dean Weiland, CPS, Ltd. reported that this will mean a substantial saving to City of $40-50,000; that he met with contractor and based on their bid items, but some bid items not included, still negotiating. Held until Monday, June 20, at 7:15 p.m.

Meeting adjourned.

Alice Fontaine
City Clerk

Dated: 6/14/94.