Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Tuesday, December 26, 1995 - 7:00 p.m.

Members present: Hagness, Hamerlik, Klave.

1. Matter of bids for work stations at public works facility.
Dick Newman submitted tabulation of bids received, and reviewed with the committee. He noted that Norby's gave ad-ditional discount if awarded entire bid. Bids were as follows: Norby's $36,651.00 (w/o chairs), $39,239.00 (with chairs, and with additional discount for entire bid); Gaffaney's $30,392.26 (w/o chairs) and $40,504.64 (w/chairs). Mr. Newman stated monies would come from three budgets - Building Fund, and Street and Sanitation Depts. operational budgets. The committee questioned and discussed need for separate work stations for every position, cost of chairs. Robin Turner, Gaffaney's, suggested they get good desk chairs and go with less expensive side chairs. Com-mittee stated not fair to bidders to go back and rebid, and if problem with chairs, award without chairs.

It was moved by Hamerlik and Klave that we accept Gaffaney's bid without chairs in the amount of $30,392.26. Motion carried; Hagness voted no.

Council Member Glassheim suggested they decide size and general level and ask for new bid specs from departments to meet com- mittee's objections. Committee stated staff could review, and bring back for new bids. Mr. Newman stated they would do more homework on chairs and come back.

2. Consultant selection for South Washington Street reconstruc-
tion from 34th Ave. to 40th Ave.S., Proj. SU-6-986(042)045.
Mark Lambrecht reported they have been working with DOT, that because of the two different funding sources, need consultant to help with the southerly portion of the project, that portion of project to 34th Avenue is principal arterial street, which means that regional secondary funds and methodology applies to the job (80% federal aid funding and State DOT provides engineering and R/W assistance, etc.); that portion south of 34th Avenue is a minor arterial so have to use Urban Roads money, that 80% funding still applies but City has to provide engineering, that they have negotiated with DOT to do engineering for City so that when pre- paring plans for balance of project they will continue and do plans for City portion as well. He stated that DOT wanted to do engineering with design staff in Bismarck at same time as they do balance of the project, and asked City to do what needs to be done in Grand Forks, ie., field surveys, hold public hearings and do concept report; and that their RFP reflected only those things that have to be done locally and only on that portion of the project from 34th south.

Hamerlik out.

Mr. Lambrecht stated that portion of project from 34th to 40th is MINUTES/PUBLIC SERVICE COMMITTEE
December 26, 1995 - Page 2

a full street section to 40th and beyond 40th transitions into existing section. Mr. Klave questioned where stopping, 40th or 47th, that 47th being highly used because of development there. Mr. Lambrecht reported that County Highway Dept.is contributing funds to portion from 34th to 40th in the amount of $300,000, and they are going to continue improving Hwy. 81 south, with improve- ments to intersection of 47th (turning lanes). Mr. Lambrecht stated he will approach County re. this matter; and where State stopping point is.

Mr. Lambrecht reported they had received 3 proposals: CPS, Ltd., KBM, and WFW; staff evaluated and recommended KBM to do project, because KBM will do field survey by using aerial photography methods (State using aerial photography). He stated project federal-aid eligible and will be 80% federal aid. He also noted that proposal for consultant was unpriced, was proposal for qualifications, and if awarded, would be contingent on negotiating satisfactory agreement and concurrence by DOT.

Moved by Hamerlik and Klave to select the firm of KBM, Inc. pending satisfactory financial arrangements, and concurrence by the State Department of Transportation. Motion carried.

3. Matter of street maintenance re. ice and snow removal.
Charles Grotte, asst. dir. of public works, presented report on snow and ice control, which he reviewed with the committee, and which outlines: main complaints: crews starting too late, their street last to get plowed, blocking driveways or cross- walks, and receiving tickets for street cleaning when not aware; plowing routes: listing priority streets (major arterials, minor arterials, and other streets), areas, State responsibility, etc.; plowing equipment; personnel and crews; street maintenance policy; storm plowing policy; ice control, overall assessment; and asking what the committee's realistic expectations are.

It was noted by Mr. Fish that there is 500 lane miles of streets in the city; and committee noted that residents not aware of increase in streets being maintained, etc.

There was some discussion re. towing of vehicles, and Mr. Fish noted that if they post area 24 hours, can go in and tow. The matter of placement of mailboxes was also discussed; that many placed on wrong side of driveway for plowing (placed on left side of driveway facing property, and should be on right side to do plowing), have to raise wing so don't hit mailboxes. It was noted that mailboxes placed on curb per postal regs. but no regs. as to which side. Comm. suggested this information re. mailbox placement be given to property owner/developer, etc. when building permit issued.

Council Member Glassheim reported on complaints received re.
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December 26, 1995 - Page 3

cleaning in downtown (nowhere to park and get to stores because
of snow piled up along curb). He stated that clearing snow and doing away with ice, is something no one can do for themselves and is a safety problem, and ice is there for long time; that if costs more, then it costs more; suggested hiring contractors to do. It was noted that there probably not lot of equipment not being used; and Mr. Fish stated they have checked re. hiring contractors, that they don't want to get involved in that, and is hard on equipment. Mr. Fish stated that sanitation trucks have to pick up garbage where set on curbs before plowing so garbage doesn't get buried.

The committee suggested having phone number for emergency situations (icy intersections, etc.) and Mr. Fish stated police usually call for sanding, etc.

Mr. Glassheim suggested that they have number where residents can call with comments, suggestions, etc. (as did with mosquito problem)

The committee instructed staff to work with news media, and get information out to residents (press conference or press release) re. moving cars from streets, etc. prior to storms - when storm warnings issued; Chairman Hagness suggested that staff send copies of report to all council members. No action taken.

4. Consideration of bids for street sweeper.
Gary Fish, supt. of streets, submitted tabulation of bids to replace 12-year old sweeper; only one bid received - Sanitation Products, and noted that they were also low bidder in 1994; $85,000 budgeted. Committee suggested they investigate selling trade-in equipment outright as well as in trade. Moved by Klave and Hagness to accept the bid of Sanitation Products in the amount of $76,423.00, with trade. Motion carried.

Meeting adjourned at 8:45 p.m.

Alice Fontaine
City Clerk

Dated: 12/27/95.