Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Tuesday, July 5, 1994 - 6:15 p.m.

Members present: Hagness, Klave, Hamerlik.

1. Consideration of bids for sludge truck for water dept.
Mark Lambrecht, asst. director of public works, reported they had taken bids which were opened this afternoon, total of 4 bids received, low bidder W.W. Wallwork, that they are replacing existing truck with mileage of 131,000, truck used to take reclaimed sludge and haul to landfill for disposal. He also stated they offered to trade existing vehicle, and bidder to list exceptions to the bid, asked for warranty for pickup and delivery, low bidder excluded, and that was only exception offered. He also reported that W.W. Wallwork made arrangement for servicing, all warranty service work performed in Grand Forks; and would recommend purchase of this truck from W.W. Wallwork. He reported that there is $60,000 budgeted, that bid exceeds by $1,998.00 and they will transfer funds to cover shortfall. Mr. Hamerlik asked if there was local preference allowed in bidding, and Mr. Swanson stated they cannot give local preference.

Greg Bryson, Rydell Chevrolet, stated he feels council should do what's best for Grand Forks, feels that council has jeopardized bidding process, that rejecting first call for bids - that once bids opened, unless change specs., allowed every other dealer in State know what bid is; process cost City $3,699 by reletting and accepting bid of W.W.Wallwork. Mr. Bryson also noted that his bid is not low. Mr. Swanson advised that this issue has nothing to do with issue before committee, accept one of these bids or reject, and sees nothing to reject bid.

Moved by Klave and Hamerlik that we accept the low bid of W.W. Wallwork, Inc. in the amount of $61,998.00. Motion carried.

2. Bids for Project 4199-A, valve replacement bypass riser and
manhole rehab. at Lift Station #22.
Keith Johnson, asst. city engineer, and Tom Hanson, WFW, consulting engineer, reported bids had been received for repair/rehab. of lift station north end of Grand Forks which serves Simplot, that this work has to be done during month of July when Simplot shut down, main project will be bid in August. Mr. Johnson reported this is budgeted, is part of Lift Station rehab project, only one bid received - from Duckstad Contracting, Inc. in the amount of $25,000. It was noted that engineer's estimate, $14,100. Mr. Hanson reported that this work needs to get done by first of August, contractors busy, and not take high risk without benefit; penalty clause which says contractor responsible for delays. Mr. Hagness asked if project could be delayed for another year; Mr. Hanson stated new pumps need to be on line to handle additional flow because of expansion. Mr. Hagness stated that because of increased capacity by Simplot no other choice, but project should be scheduled better. Mr. Vein
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stated it was matter of workload.

Moved by Hamerlik and Klave that we accept the bid of Duckstad Contracting, Inc. in the amount of $25,000. Motion carried.

3. Request for waiver of building permit fee by Quad County
Community Action Agency.
Brooke Spellman, Vista Volunteer with Quad County for one year, reviewed project, which is a community service project, 16 students to arrive Sunday to do painting and rehab of senior citizen's houses, material donated or purchased through fund raising; $7,000 raised with 95% used for materials; and that they are asking for waiver of building permit fees on 2 houses, one is siding project and 1 possible roofing project, fees are about $25.00 each. She also noted that residents are contributing to projects, with least amount of financial impact but get involved in project. It was noted that these are low income individuals, and work wouldn't be done without Quad County. Mr. Vein stated they prefer that every permit be paid with appropriate fee, but permit must be taken out even if fee waived.

Moved by Klave and Hamerlik that we approve request for waiver of building permit fees at a) 1014 1st Avenue North, and b) 1110 Sunset Drive. Motion carried.

4. Matter of change orders:
a) CO #1, Proj. IM-6-029(014)141, S. 47th Street
(deduct of $2,934.00)
b) CO #1, Proj. NH-STN-6-002(043)354, Gateway (51st to 55th)
(deduct of $9,046.50)
c) CO #1, Proj. S-NHU-S-TNU-6-081(029)940 - 32nd Ave.S.
(increase of $4,807.10)
d) CO #3, Proj. IM-STI-6-029(002)136 - Gateway Dr. (to 51st)
(deduct of $53,950.89)
Al Grasser, asst. city engineer, reviewed change orders for DOT projects, City participating in projects at approx. 20%, that three are decrease in costs, and one increase. Moved by Klave and Hamerlik that these change orders be approved. Motion carried.

5. Matter of consideration of bids:
a) Proj. 4222, Dist. 528, paving 30th Ave.S. and S. 34th St.
Mr. Grasser reviewed bids received, that Valley Contracting low bidder, and recommended award of the bid. Moved by Hamerlik and Klave that we accept the low bid of Valley Contracting Company in the amount of $129,388.25, subject to protest. Motion carried.

b) Proj. 4146, Dist. 10, ped. bridge over English Coulee
Mr. Grasser reviewed bids which were over 25% higher than engineer's estimate, that City's share 50% of the cost and 50%

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special assessed, and were recommending continuing of public hearing to July 18. Mr. Swanson stated that protest period ended, that property owners don't have right of protest, but that doesn't mean council can't accept protest. The bids were held in committee until July 11.

c) Proj. 4205, sanitary sewer re-route at street dept.
Mr. Grasser reviewed bids which indicated that Molstad Excavating was low bidder in the amount of $19,836.00, and recommended award contingent upon letter of agreement from Acme that they will pay 50% of the cost; they have verbally agreed to that; Acme still has option to do on their own. Mr. Swanson informed committee he is working on sale agreement. Moved by Klave and Hamerlik that we accept the low bid of Molstad Excavating in the amount of $19,836.00, contingent upon letter of agreement from Acme Electric, Inc. that they will pay 50% of the cost. Motion carried.

6. Matter of creating assessment district:
a) Proj. 4218, Dist. 351, temp. lift station west of I-29 at
32nd Ave.S.
Held in committee.

7. Plans and specifications:
a) Proj. 4098, paving S. 50th St. from 10th to 11th Aves.S.
Mr. Grasser reported this project is in Industrial Park, Community Development has funding to pay for street, and engineering dept. was directed to prepare plans and specs. Moved by Hamerlik and Klave that we approve plans and specifications, and authorize call for bids. Motion carried.

b) Proj. 4227, Dist. 529, resurface 30th Ave.S. from 20th
St. to 25th Street
Mr. Grasser reviewed plans and specs., this project located behind new theatre, that several years ago project protested, and rather than seal coat will mill out bad areas and put in 2" overlay to put into condition. He also noted that City changed formula for City participation - that City will pick up only 25% of the cost because project protested out, at time protested cost 25-30% of present cost. Moved by Klave and Hamerlik that we 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.

8. Matter of financial assurance for 1995 bikeway project.
Mr. Grasser reported that the DOT is looking for financial assurance that local entities commit their share of funds to plan, design, and build this project; project will receive federal funding through Federal Transportation Enhancement grant; project costs are $236,668, with grant covering $144,974, local
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match to be split 50/50 between City and Park Dist. ($46,347 each).

Moved by Klave and Hamerlik that we assure City's contribution subject to Park District participation. Motion carried.

9. Matter of easements:
a) Proj. 4171, drainage easement from Bateman
b) Proj. 4171, temp. const. easement from Greenberg
c) Proj. 4171, temp. const. easement from Odegard
d) Proj. 4146, temp const. easement from Laffen
Mr. Grasser reviewed easements with the committee. Moved by Hamerlik and Klave to approve and to authorize proper City officials to sign. Motion carried.

10. Matter of installation of sidewalk in easement on east side
of Glenn Circle to park.
Held.

11. Matter of Sun Land West development.
Dan Schmaltz presented proposal 1) to hire CPS, LTD as its engineer to design project to construct 7th Avenue North for approx. 810 feet west of North 51st Street, and to install all the facilities required (as approved by the city engineer) at its own cost; and 2) in the matter of project to construct North 51st Street for approx. 554 feet from 6th Avenue North to 130 feet north of 7th Avenue, they are requesting that all improvements required be scheduled for construction and to special assess same.

Ken Vein, city engineer, stated they will run into problem in future assessment; has concerns re. construction of 6th Avenue N. Mr. Schmaltz presented agreement signed by Sun Land West L.L.C., Invesco Holdings, Inc., and Van Raden Properties, Inc. waiving future protest of paving on 6th Avenue North between North 51st Street and North 55th Street.

After further discussion it was moved by Klave and Hamerlik that we require Sun Land to enter into a three-way agreement with CPS, Ltd. and the City to authorize installation of utilities in City right of way, and receive waiver of protest from Sun Land West and Van Raden Homes for utilities on 6th Avenue North between 51st and 55th Streets. Motion carried.

Moved by Klave and Hamerlik that we waive up-front monies for construction of North 51st Street and direct city engineer to proceed with plans and specifications. Motion carried.

Meeting adjourned.
Alice Fontaine, City Clerk
Dated: July 8, 1994.