Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, February 26, 1996 - 7:00 p.m.

Members present: Hagness, Beyer, Hamerlik, Klave.

1. Matter of District IV Solid Waste Management Board contract for professional services.
Linda Kingery, Coordinator for Dist. IV Solid Waste Mgmt. Board, reported that the funding was for one year, that State statutes allow Dist. IV to exist until August 1, 1997, and that there are number of ways that communities could organize, through joint powers agreement, etc. She reported that justification or plan of work is $30,000 of the $65,000 for staffing, that the Board met and set priorities of project funds - to enhance re- cycling programs in schools and help with purchase of con- tainers, provide grant programs through the district. She stated that everyone in the four-county area would be invited to apply (that the $65,000 is funded through tipping fees paid at the landfill by other communities as well as City). She stated that paper is valuable commodity, and schools should be encouraged to write contract to sell the product; and this will be included in their recycling program.

Chuck Grotte, asst. dir. of public works, reported that the city attorney has reviewed and approved contract, which includes the $65,000, and now need approval from the committee. Moved by Beyer and Klave to approve the agreement for professional ser- vices in the amount of $65,000. Motion carried.

2. Petition for vacation of portion of S. 48th Street between
12th and 15th Avenues South.
Mark Lambrecht, CPS, presented request in behalf of Growth Fund, that City has committed a full 10-acres for Cirrus Corp. on west side of S. 48th Street (National Guard property on east side); that 115 ft. was platted for street right of way, that is more than is needed; would like to vacate westerly 15 ft. of street right of way and that strip of land would be turned back to the property owner (approx. quarter of an acre). Mr. Grasser stated they had no problem with the 15 ft. vacation.

Moved by Klave and Beyer to approve vacation of the westerly 15 ft. of South 48th Street right of way as platted in Lot 3, Block 1, Maier's Third Addition; with excess street right of way added to adjacent lot. Motion carried; Hamerlik voted no.

3. Amendment No. 1 to engineering services agreement, Projects
4045, 4056 and 4202, Water Treatment Plant.
Steve Burian, Advanced Engineering, reported they had re- quested a contract amendment to increase the maximum engineering fees for these projects (No. 4045 surface water treatment rule, No. 4056, stand-by generator, and No. 4202, chlorine scrubber) by $123,681.00 and reviewed breakdown of requested increases as itemized in their letter of February 21, 1996 and the attached four-page justification. He stated request is for amendment to

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their maximum, and this allows them to successfully complete project.

The committee asked if they had changed job rates, per hour rates since they negotiated with City; Mr. Burian stated they wrote contract in 1994, and had no mechanism in agreement to adjust rates and not requesting any adjustments at this time, that increase is for additional hours, and that this is good project which will meet needs of the City.

He stated that original project estimate at $2 Million at time of contract negotiations, that when scope of work finalized and bid came in, was at $2,900,000, much time spent in designing addi- tional services. He also reported that originally $943,000 in grants from Garrison MR & I, that when had cost overruns across the board, they encouraged City to pursue additional costs, and were successful in obtaining another $700,000 in grants for this phase of the project (that Phase II, clearwell construction, have received preliminary award of $4.9 Million for that project).

Hazel Fetters-Sletten stated she reviewed breakdown of increased costs, that this is big project and took lot of time, she was involved in some of the decisions.

Committee questioned where funds would come from, Mr. Vein stated project is 65% federally funded, and increased costs would come from project contingencies.

The requested increase includes $10,500 for additional engineering costs incurred by SSR Engineers and Brian Poykko, SSR Engineers, Inc. was present. He stated that electrical work far enough along and that they wouldn't be coming back for any additional funds.

Charles Grotte reported he has discussed with A/E, agrees with all items except Item #2, which totals $74,903, additional engineering costs incurred by A/E, that he and Hazel reviewed detailed breakdown, etc. and felt that on some items time could have been spent more wisely and that if they were aware ahead of time might not have chosen to do that way, etc.; didn't feel appropriate to pay all at amounts requested - 4 or 5 items they had some concern with and recommended paying reduced amount, which would reduce total by about $11,610, for a total on Item #2 of $63,293.

Mr. Grotte reviewed all items on which they had questions; Mr. Burian responded to each and stated he feels items defendable, only asking for costs.

It was moved by Klave and Beyer to approve Amendment No. 1 to the agreement, not to exceed $123,681.00. Motion carried.

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4. Matter of eng. service contract for Project 4438, Rehab.
Lift Station #17.
Held for 2 weeks.

5. Preliminary report for L.S. #38, Project No. 4439.
Held for 2 weeks.

6. Matter of purchase of sandbagging machine (with power to act)
Jim Campbell, emergency management, distributed copies of brochure re. equipment, which has been in production since 1993. He reported that machine can fill 5,000 bags per hour; and cost of machine is $17,500 plus $2,500 to build 12 tables around chute, for a total cost of $20,000, with funding out of emergency funds if an emergency is declared; and that reimbursement by federal government only upon presidential declaration of flood disaster.

Mr. Campbell also reported that East Grand Forks has a sandbagging machine and would be cooperative in joint use of that machine. He also stated that in last flood emergency, EGF didn't charge for sandbags, and questioned whether Grand Forks would.

Mr. Vein stated that mayor's recommendation was to purchase the machine; however, committee stated that they are trying to work with government agencies, and with machine having capacity of filling over 5,000 bags an hour would be adequate. Mr. Vein also stated he would like to see machine put inside building (New Flyer building); and committee suggested filling bags and putting on pallet and storing in building on Mill Road, ready for transportation.

After further discussion it was moved by Hamerlik and Beyer that we attempt to enter into an agreement with the City of East Grand Forks for the current year; that if we can't reach a reasonable agreement, to purchase the machine. Motion carried. (Comm.only)

It was moved by Beyer and Klave that in the event of a flood emergency that the City not charge residents for sandbags. Motion carried.

7. Request to call for bids:
a) four-wheel drive plow truck
Gary Fish, supt. of streets, reported this is FWD (to replace old truck, however, wouldn't trade in old truck) and is budgeted. Moved by Klave and Beyer to authorize call for bids. Motion carried. (comm.only)

b) riding lawnmower for street department
Mr. Fish reported this is to replace old machine, and is budgeted. Moved by Beyer and Klave to authorize call for bids. Motion carried. (comm.only)

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c) blacktop compactor
Mr. Fish reported this is machine used for smoothing out asphalt patches (transmission went out of old machine, can't get parts for it). Moved by Hamerlik and Beyer to authorize call for bids. Motion carried. (comm.only)

Mr. Fish reported they have already put some blacktop down.

8. Proposed ordinance to amend Street & Hwy. Plan re. plat of N.S.P and Pillsbury Industrial Park 2nd Resubdivision and R/W
dedicated thereon (crossing of English Coulee and Mill Road),
Project No. 4260.
Al Grasser reported that this has to do with Mill Road bridge replacement, need to acquire some additional right of way for box culvert, and are platting out right of way from NSP and Gibbs Investment; no cost to City. Moved by Beyer and Klave to approve proposed ordinance and to introduce for first reading. Motion carried.

9. Matter of creating special assessment districts:
a) Proj. 4286, Dist. 532, paving 24th Avenue South from 34th 38th Street.
Mr. Grasser reviewed engineer's report and assessment district map; est. cost $430,000 and that included in the project is cost for relocation of utilities (power poles and underground cable). He also stated that lot of subgrades so wet, and project will include gravel and fabric on classified streets, which drives up cost; distributing costs using new assessment criteria where going halfway back to the next classified street, so spreading out costs.

Moved by Beyer and Klave that we adopt a resolution creating the assessment district, approving the engineer's report, including estimate of cost, an assessment district map; 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 we enter into agreements with Nodak REA and Minnkota Power Cooperative Assn. for relocation of utilities. Motion carried.

b) Proj. 4417, Dist. 245, watermain on South 34th Street from 11th Avenue South to Baron Boulevard.
Mr. Grasser stated they are trying to get underground done early in year so can repave South 34th Street; cost of watermain distributed equally throughout the district (no properties fronting); that line will tie into existing line and create loop.

Moved by Beyer and Hamerlik 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

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to prepare detailed plans and specifications, and that we declare intent to sell bonds to finance these improvements. Motion carried.

10. Matter of plans and specifications, and advertising for bids:
a) Proj. 4337, Dist. 372, sanitary sewer through Sertoma Park
Mr. Grasser reported this sewer will serve the Park and adjacent property to the north.

The city engineer's estimate of total cost of the construction of sanitary sewer in 3300 block of 11th Avenue South (through Ser- toma Park), in the amount of $40,981.50, was presented and read.

Moved by Beyer and Klave 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; and introduced the resolution for adoption. Motion carried. (comm. only)

b) Proj. 4368, Dist. 241, watermain on South 34th Street from 24th to 30th Avenue South.
Mr. Grasser presented plans and specs. for watermain which ties into existing lines at 24th and at 30th.

The city engineer's estimate of total cost of the construction of the watermain on South 34th Street from 24th to 30th Avenues South in the amount of $99,075.90, was presented and read.

Moved by Beyer and Klave 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 pro- ject, and introduced the resolution for adoption. Motion carried. (comm. only)

c) Proj. 4260, Mill Road Bridge replacement.
Hugh Veit, KBM, Inc., presented plans and specs. for replace- ment of bridge with pair of 12x10' box culverts (and alternate for cast in place), that bid letting is scheduled for May 17; plans have been submitted to the State for approval. Mr. Grasser reported that costs for utility relocation will be about $10,000 for Nodak REA and $4,000 for Northern States Power Co., 100% City cost.

Moved by Beyer and Hamerlik to approve plans and specifications, and authorize call for bids; and authorize entering into utility relocation agreements with Nodak REA and Northern States Power Company. Motion carried.

d) Proj. 4349, bikepath along Red River.
Held.


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e) Photocopier for engineering and public works.
Mr. Grasser reported that they purchased used copier from the Air Force about 4-5 years ago; that they are having lot of main- tenance problems, need dependable machine; that they run about 800,000 copies between two machines in 10-month period; est. cost $10,000 with 1-year maintenance agreement, and would trade-in copier. He requested authorization to advertise for pre-qualification of bidders, will try out various machines, evaluate performance, and select top two machines and ask them to submit actual quotes.

Committee asked how many machines, and location of machines. Mr. Grasser stated they have two, one on main floor and one on second floor. Moved by Beyer and Klave to authorize staff to prepare plans and specifications for copier; and to check with Mr. Schmisek, finance/adm. office, as to whether they will be purchasing copier in order to get best possible bids. Motion carried. (comm. only)

11. Matter of consideration of bids:
a) Proj. 4379, RR crossing material for South 5th Street.
Mr. Grasser reported that bids came in lower than antici- pated; that all bidders pre-approved by Burlington Northern; and Premier Concrete RR Crossings, Keller, TX low bidder. He stated that BNRR will maintain crossings. Moved by Klave and Hamerlik to accept the low bid of Premier Concrete RR Crossings, Keller, TX in the amount of $13,550.24. Motion carried.

Mr. Grasser reported that local roadmaster working to include materials for 3rd and 4th Streets, and if he succeeds, asked if City would help, and he stated that City would help, will help in setting up barricades, etc. and may end up spending good share of asphalt street repair funds on these projects if they succeed.

b) 1996 vehicle bids.
Held - bids not due until next week.

c) Proj. 4471, electrical assistance contract.
Mr. Grasser reported this is same bidder as last year, with same prices. Moved by Beyer and Hamerlik to accept low bid of Ron's Electric, Inc. on unit-price basis. Motion carried.

12. Matter of Urban Proj. Agreement, Proj. 4225.2, S. Washington St. paving from 34th Avenue South to 40th Avenue South.
Mr. Grasser reported in working with State, from 34th north use federal aid secondary monies, and using urban program monies south of 34th, this is basically follow-up paper work to do this; DOT will do design and construction eng. phase, and City hired KBM to do concept report and survey. He stated they are getting agreement re-written to reflect that, standard preliminary eng. agreement for urban federal aid projects, and would like approval MINUTES/PUBLIC SERVICE COMMITTEE
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by committee contingent upon comments from the city attorney.

Moved by Beyer and Klave to authorize entering into the agreement, subject to review and approval by the city attorney. Motion carried.

Klave stated they have looked at every funding route to go all the way to 47th, including county, townships, etc., that with new ball diamonds out there, are going to have heavy traffic on S. Wash. St. from 40th to 47th. Mr. Grasser reported that County going to continue from where this project ends south, will overlay Washington and widen turn lanes at 47th. He stated that if money available under this year's project, will attempt to get turn lanes in this year.

13. Matter of city-wide maintenance of public buildings.
Mrs. Beyer stated that she would like inventory of equipment (snowblowers and lawnmowers) for each department, buildings, personnel in charge, time spent in maintenance, age of equipment, etc. Mrs. Sande suggested asking how much time spent in management of maintenance. Mrs. Beyer also suggested talking to Park Dist. and to Public Schools. Held in committee.

14. Matter of change in charges for 6-yd. and 22-yd. containers
to businesses.
Handled administratively.

Meeting adjourned at 9:15 p.m.

Alice Fontaine
City Clerk

Dated: 02/27/96.