Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, January 9, 1995 - 7:00 p.m.

Members present: Hagness, Beyer, Hamerlik, Klave.

1. Matter of extension of 20th Avenue South to Columbia Road.
Mr. Vein reported they were waiting for petition for the project; that street frontage about 1240 ft. on the north and 2252 ft. to the south, and district has not been created.

Klave present.

After some discussion it was moved by Klave and Hamerlik to receive and file until further information presented to committee. Motion carried.

2. Matter of change orders for Project No. 3832, pre-aeration
wastewater cells.
Keith Johnson, asst. city engineer, reviewed change orders: to add pressure switches to blowers, in the amount of $3,461.48 and for time extension on project from November 1, 1994 to February 1, 1995. Hugh Veit, KBM, Inc., had reviewed and approved the change orders. Moved by Beyer and Hamerlik to approve the change orders. Motion carried.

3. Matter of extension of recycling contract with Vern's Refuse.
Mark Lambrecht, asst. public works director, reported our intention was to be able to extend contract for two years with Vern's, but wanted time frame for City and Vern's to re-negotiate contract which was extended for interim period to April 1, 1995, however recommendation was to come back to committee at their first meeting in April - After some discussion the committee determined that the April 1, 1995 contract extension would stay as is, but that negotiations would be accelerated and brought back to committee at their first meeting in March, and if need be, can extend at that time. Rachel Gornowicz agreed with time frame, etc.

4. Bids for Highway 2 Beautification Project.
Hugh Veit, KBM, Inc., distributed copies of communication to Mrs. Beyer, chair of U.S. Hwy. 2 Beautification Committee, and tabulation of bids, and recommended award for Contract 1: fencing, to I.C.S., Inc. in the amount of $399,408 base bid, plus Alt. D for 500 ft. of additional fencing at a cost of $49,500.00, for a total bid for Contract 1 in the amount of $448,908.00; and for Contract 2: landscaping, to Sherbrooke Sodding Company, Pelican Rapids, MN in the amount of $299,830.00 base bid, and acceptance of Alternate C, extended warranty, in the amount of $60,000, for a total contract of $359,830.00.

Mr. Veit also reported that if awarded, must be made contingent upon approval of bids by the North Dakota Department of Transportation, and contingent upon Sherbrooke Sodding Company obtaining their contractor's license.

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There was some discussion re. extended warranty which covers second year of project, and Mr. Veit reported there will be a bond. Mr. Hamerlik asked if guarantee project for one year, why need warranty for second year.

Mr. Hagness asked if John Staley had been contacted re. this project; and it was stated that he was not, however, Mr. Veit stated efforts were made to contact him. It was noted that the Park District would not be maintaining this project.

Mr. Hagness asked Mr. Veit for drawings of finished project.

Moved by Klave and Beyer to accept the bids as recommended. Motion carried; Hamerlik abstaining.

5. Matter of bids for computer systems, Project No. 4284, Lift
Station telemetry upgrade.
Gary Goetz, wastewater supt., reported they had received quote at cost of approx. $35,000 to do upgrade on the pre-treatment upgrade, including a quote of $23,760 from Bentec of Minneapolis, who had done the telemetry system. Al Grasser reported four lift stations going up this year and all have costs involved for getting telemetry software changes necessary to get the information from remote sites back to the plant, City spending $25-28,000 to upgrade those sites, and are looking to get out of that proprietary system into more generic system so in future upgrades will be able to be made at lesser cost. Mr. Vein reported that there is no one who can bid except for those currently doing programming; and that they are coming in with a negotiated change order.

Moved by Hamerlik and Beyer to approve the change order in the amount of $23,760. Motion carried.

6. Consideration of bids for chemicals at water plant:
a) award of bid for polyphosphate for 1995
Hazel Fetters-Sletten reported that she had asked for hold on this for further evaluation and recommended staying with current polyphosphate and do a trial using one filter; and recommended awarding Drew Chemical the 1995 bid, which is third lowest, at $1,540/ton. Moved by Beyer and Hamerlik to accept the bid of Drew Chemical at a cost of $1540/ton. Motion carried.

b) request from vendor re. soda ash bid
Mrs. Sletten reported that copies of letter from General Chemical requesting to withdraw their bid and her response had been included in packet; that this is matter to receive and file, as you have already approved low bid. They admitted mistake was theirs and they would honor the bid. Moved by Beyer and Klave to receive and file the communication. Motion carried. (committee only)

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There was some discussion re. local preference for bidders. Mr. Hamerlik stated he was in favor of giving local bidders preference, and asked if council could discuss ordinance giving local preference. Committee suggested he bring this matter up at council during new business.

7. Request to negotiate engineering services agreement relating
to siting and development of solid waste disposal facility.
Mr. Vein reported that this item came to committee several months ago when finished contract for study with Webster, Foster & Weston and Burns & McDonnell and requested that we go out and take proposals again to go through actual siting of a landfill; that staff reconsidered that request which committee and council concurred with; that when selected Burns & McDonnell their decision based on their technical abilities to site a landfill under soil conditions such as we have at our existing landfill site, and because of all work they have done, and familiarity with city and surrounding region; and staff felt that rather than going through a lengthy selection process and may end up with same firm, should look toward negotiating engineering services agreement with Webster, Foster & Weston and Burns & McDonnell; that it is normal that after going through study phase, to continue with same firms through the plan and spec. stage too. That staff has met and determined that they would like to negotiate those engineering services, and asked to rescind previous action and go with re-negotiation. Moved by Klave and Hamerlik to reconsider previous action. Motion carried.

Moved by Beyer and Klave to authorize negotiation with Burns & McDonnell and Webster, Foster & Weston.

Hugh Veit, KBM, stated he was opposed to this method, doesn't think they have had selection on this work; that they were part of a proposal and during presentation to selection committee, they did not indicate their experience on siting and selecting landfill, so the basis of this selection is basis of insufficient information as far as other engineers are concerned. He stated previous selection process on study and not on siting and developing scope of work, and information City had was not sufficient. Mr. Vein stated they were comfortable with Burns & McDonnell.

After further discussion and upon call for the question, the motion carried.

8. Request to call for bids:
a) 6" trailer-mounted pump (stormwater)
Gary Goetz reported est. cost $17,000. Moved by Beyer and Klave to authorize call for bids. Motion carried. (comm. only)

b) floating pumps (stormwater)

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Mr. Goetz reported these pumps will be used in swales, est. cost $1700 each, bidding 4. Moved by Beyer and Klave to authorize call for bids. Motion carried. (comm. only)

c) riding mower (wastewater)

Mr. Goetz reported mower is 10 years old, they maintain 25 san. stations and 6 storm stations, cut 82.85 acres; that they hire part-time person to cut grass; est. cost $11,000; and they will keep current mower as backup. Moved by Beyer ad Hamerlik to authorize call for bids. Motion carried. (comm. only)

9. Matter of NDDOT change orders:
a) Proj. 4006, DeMers Ave. Phase II, C.O.#2
Al Grasser, asst. city engineer, reviewed change order in the amount of $977.11 to raise footing elevation for north barrier wall under I-29 overhead above DeMers Ave. to match existing ground better; and cable for internal wiring of traffic signal standards at 42nd St. intersection on DeMers Avenue; and is a participating cost. Moved by Hamerlik and Beyer to approve the change order in the amount of $977.11. Motion carried.

b) Proj. 4002, Gateway Dr. Phase III (N. 47th St.), C.O. #3
Mr. Grasser reviewed change order in the amount of $617.08, for removal of portion of existing parking lot to prove acceptable slope ratio; removal of deteriorating concrete pavement and repaving; and a minimum of pavement marking, painted message, was applied to direct traffic into proper turning lanes; and is a participating cost. Moved by Beyer and Klave to approve the change order. Motion carried.

c) Proj. 4002, Gateway Dr. Phase III, C.O. #3
Mr. Grasser reported participating change order in the amount of $6,641.15 for various items: remove and relay end section, manhole casting, panel for signs Type 3A reflective sheeting, paving marking, painted message. Moved by Klave and Beyer to approve the change order. Motion carried.

d) Proj. 41 , 32nd Avenue South.
Mr. Grasser reviewed non-participating change order in the amount of $4,025.00 for various items: blotter material, reinforced concrete pipe from inlet #3 to outlet; to reset sign support, and concrete foundation for additional street and new feed point. Moved by Beyer and Hamerlik to approve the change order. Motion carried.

10. Change order for Proj. 4168, hauling topsoil to landfill.
Mr. Grasser reviewed change order for Proj. 4178, hauling topsoil to landfill, in the amount of $8,820.00. He stated there is money in the landfill closure budget to handle this, and is at same unit price. Moved by Beyer and Klave to approve the change

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order. Motion carried.

11. Request to install utilities in City R/W in Mighty Acres.
Mr. Grasser reported they had received request from Tim Crary, developer, that they be allowed to use private contractor to install utilities; also have request to build storm sewer and need to address paving on Chestnut, those addressed as special assessments. It was noted that developer would contract with engineer and contractor and install at their cost; City would do inspection. Mr. Grasser stated they have concern, only storm sewer available is along 47th Avenue South from Belmont to river, and until southend drainage ditch occurs, how much water can they put into that pipe.

Mr. Vein stated they were putting committee and property owner on notice that they would have to work with solution to the storm sewer problem, and plat needs to be filed prior to this taking place. Dean Weiland, CPS, stated there's enough capacity in pipe to take care of Mighty Acres. Mr. Hagness stated they are being nice guys now to allow drainage into that ditch, and hopefully in return Crary is of same mind when they look for the land for drainage ditch on the back end, that he might want to donate that.

Moved by Beyer and Klave to authorize installation of utilities in City R/w and to enter into three-way agreement with engineer and developer. Motion carried.

12. Matter of creating special assessment district, Proj. No.
4044, Dist. 530, paving reconstruction on 6th Ave. N.
Mr. Grasser reported they met with WFW and cost est. $1.6 million project, and that's what they had DOT funding set on, when finished reviewing engineering, construction and acquisition costs, cost at $2.5 million; $500,000 over; lot has to do with traffic control required on Columbia Road and lot of work with UND, that he is pursuing discussion with DOT as to whether they can possibly allocate additional funding, and also looking at cutting some portions of the project to bring things in line.
Held until next meeting.

13. Plans and specs. for Proj. 4295, leachate collection Phase
III.
Mr. Grasser reviewed plans and specs. of what needs to be done to close the landfill, this is third of three phases to close landfill; that what they are doing is putting parameter around landfill with pipe and rubber type barrier wall to collect all leaching that could generate from the landfill. First phase, ran pipe to the lift station and into forcemain, phase II continued, and phase III will complete loop, est. cost $200,000, and doing in-house. Moved by Beyer and Klave to approve plans and specs. and authorize advertisement for bids. Motion carried.

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14. Information on cryptosporidium (water treatment plant).
Hazel Fetters-Sletten, water plant supt., reported she had 16-minute video which committee could take turns looking at and distributed copies of information. She stated this is general overview and committee members could contact her for further information.

15. Matter of conference.
Mrs. Sletten also reported there is tele-conference coming up on March 9 and extended invitation to public service committee and council people who would like to attend and take part; that this is 3-hour long video and will be held in EGF. Committee asked that she remind them of this; she noted there would be some registration information which she would send them; this is with AWWA, and representation by EPA on panel. Information only.

16. There was some discussion re. holding special committee meeting to consider the following items:

14. Matter of reducing City charges for lots that would be
devoted for houses costing less than $100,000.
15. Matter of reducing 50% up-front cost for special assessments
for lower cost housing.
16. Matter of lowering infrastructure costs by allowing rolled
curbs, narrower streets, asphalt streets, sidewalks on only
one side of the street.
17. Matter of requesting City Code enforcement staff to meet with
reps of building and apartment industries to examine codes
in an attempt to identify and eliminate unnecessarily re-
strictive regulations.

Mr. Beach reported these items came out of Urban Development Committee; that it was general feeling that housing less affordable than it was few years ago. He noted two perceptions re. housing: one from Base, they are advising Air Force personnel not to bring families here; another perception: it's tough to deal in Grand Forks, more so than in other areas of State. He noted that there is nothing we can do about interest rates, material costs, labor costs, but items on agenda within control of council, and asked they view with open mind and see if things can be changed; time is of the essence. It was noted that at the public hearings held there was not a good representation of general public; mostly builders, realtors - industry related people.

It was noted that University and Air Base have impact on housing.
There was some mention made of Tax Reform Act of 1986, and Mr. Beach stated that council had passed resolution which was being forwarded to congressional delegation.

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The committee asked for survey of housing costs (per items listed) of the four major cities in the State; Mr. Hamerlik suggested they also survey some cities outside the State.

The committee scheduled meeting for Monday, January 23 (with finance committee, if agreeable) on items 14. and 15. Item 16 will be held until first meeting in February, with reps. of industry. Mr. Vein reported that re. item 17. there is new Code coming out which they normally review with contractors, and this won't happen until April or May.

17. Meeting room.
Mr. Hamerlik suggested that Room 205 was excellent for meetings with small number in attendance; and moved that unless we expect large group that we schedule committee meetings in Room 205. The motion was seconded by Beyer. Motion carried.

Meeting adjourned.

Alice Fontaine
City Clerk

Dated: 1/10/95.