Committee Minutes

PUBLIC SERVICE COMMITTEE
Monday, June 10, 1996 - 7:00 p.m.

Members present: Hagness, Hamerlik, Klave.

1. Matter of request from Simonson Station Store for variance to
maximum allowable driveway width at 316 Gateway Drive.
Arch Simonson. Kent Anderson, Architect, and Bev Collings, Code Enf. Officer; were present. Mr. Simonson's request is for max. driveway for car wash at this location. Ms. Collings reported that there are several other items involved: vacation of alley and abandonment of sanitary sewer. Mr. Grasser reported there are procedures that need to be followed in order to do this and suggested Mr. Simonson call him tomorrow re. proper pro- cedures/applications. Mr. Simonson stated that first step was to know if he can build and obtain building permit, project to be done before fall. The committee reviewed map showing proposed driveway cuts; Ms. Collings reported that Planning Dept. recom- mended reducing driveway closest to Gateway Drive. Mr. Simonson reported that originally they were asking for 50' to have traffic flow for 600-800 cars per day and have reduced to 45'. Ms. Collings recommended approval of the variance. Moved by Klave and Hamerlik to approve the variance to 45 ft. Motion carried.

3. Matter of engineering agreement for wastewater treatment
system improvement design, Project No. 4371.
Chuck Grotte, asst. director of public works, reported that city attorney had reviewed the proposed agreement and suggested revisions (deletion of last sentence of paragraph 8), and revised agreements have been received. He reported he negotiated with Mr. Veit of KBM, Inc. and they have reduced their labor rates to compare to NDDOT audited project (2.5% less than original pro- posal, they have reduced markup on some of reimbursable costs from 15% to 10%; that they started out at $810,000 and have come down to $730,000, which is little less than 7% of the project cost) for pre-final design phase.

There was some discussion by committee re. holding to 3.0 multiplier. Mr. Veit stated that rates for staff are equivalent to DOT contracts, that this is not their regular hourly rate schedule, has been revised to match DOT contracts, could revise from 3.0179 to 3.0. Mr. Klave stated dealing with professional firms and shouldn't tell they what rates should be, but can negotiate. Mr. Grasser stated that the 3.0 multiplier goes onto whatever rate that position happens to be making, what they are doing is trying to put cap to encourage efficiency, etc., that if some companies making it at 2.5, 2.7 or 2.8, didn't want to see multiplier continue to climb, but get competitive cap on it.

Moved by Hamerlik and Klave to approve agreement with KBM, Inc. in the amount of $730,000. Motion carried; Hagness voted no.

4. Matter of plans and specs for Proj. 4333, 1995-96 forcemain rehab.

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Keith Johnson, asst. city engineer, and Tom Hanson, WFW, reviewed plans and specifications for Project No. 4333, to replace valves and pipe at intersection of Bacon Road and Columbia Road, est. cost $285,000 for construction, and recommended July 8 bid opening date, with October 31 completion date, with 30 days of actual construction work (8 week delivery date on big valves). He stated that when project completed will be able to direct flow to north or south so repair and maintain other things where can't divert flow, get rid of butterfly valves which are starting to hang up debris and don't operate properly. It was noted that staff will be able to make program changes. He stated that controller and backups for it, will cut overtime costs significantly because if problem, goes into backup mode so don't have to call someone out, unless it's seriously in trouble.
He stated they will post any detours (closing the roads and barricade in actual work area). It was noted that project budgeted in wastewater utility and cost figured into rates.

Moved by Klave and Hamerlik to approve plans and specifications, and to authorize call for bids. Motion carried.

5. Petition for paving on 14th Avenue South from existing pave-
ment to South 40th Street.
Mr. Grasser reported that they had received petition for this paving, put together some costs which seem to be rather high, and that they will be working with petitioner. Info. only.

2. Matter of truck rodeo.
Dan Gordon, Human Resources, stated they are involved in training aspects for many departments, that they do defensive driving course for public works department that is offered by ND Safety Council which they need to attend every two years, and are attempting to make annual training a competitive event. He reported that course determined by State Dept. of Transp., which they altered because of size of parking lot at the public works facility, that event scheduled for Thursday, June 20, starting at 12:00 noon; and that he has contacted all depart- ments, and talked to Mr. Swanson re. liability. He stated he was bringing to committee to get consent that this was a good training idea and also should be some prizes (certificates and vacation day plus cash prizes). He reported that Thompson Insurance will co-sponsor this event in the amount of $500; total costs to City $1362 less $500 = $862.00 plus vacation days. There would be food concession, etc. He also stated they need council approval for any additional compensation that an employee would receive. Mr. Gordon stated that there are things that these employees have had to undergo during last year that have been tremendous (random drug testing, ICC physicals on two-year basis, having driver's license check, etc.); and this would be formal recognition for those employees. Comm. stated the employees are not being required to do anything more than private industry.

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The committee questioned scheduling truck rodeo during regular working hours, and granting of additional vacation time; and after discussion committee stated they were not against the idea but directed that rodeo be held during non-working hours, no additional vacation time and no overtime. The committee also questioned operation of equipment by someone not trained to operate that equipment.

Moved by Klave to move forward but change date to Saturday (make more of family event); motion died for lack of a second.

It was moved by Hamerlik and Klave that we endorse truck rodeo providing it's held during non-work hours and no compensatory time given as a prize. Motion carried.

It was suggested holding the event starting 3-4:00 in the afternoon and go into evening hours. (Mr. Gordon asked whether agreeable to start after 3:00 p.m.. committee agreed) Committee also suggested having event sponsored by heavy equipment dealers, etc. (Chairman Hagness offered to supply ice cream novelties for the event.)

6. Matter of assurance for sidewalk R/W on pedestrian underpass.
Mr. Grasser reported they had received letter from Dept. of Transportation; and they are asking whether City willing to start condemnation proceedings to obtain easement over to 12th Street; and they need to have assurance from the City that it is willing to do whatever necessary to obtain that easement, and want response by July 1. Moved by Klave and Hamerlik to proceed and to take whatever steps necessary to obtain the easement. Motion carried.

7. Matter of financing assurance for Northern Pacific bridge
rehab. project.
Held.

8. Plans and specifications for assessment projects:
a) Proj. 4414, paving 47th Ave.S. to Ulland Park.
Mr. Grasser presented plans for paving roadway starting at Washington Street to entrance to the Park, that last week they approved preliminary concept report; that they would put in approx. 20" of gravel and 5" of asphalt according to recom- mendation from the testing company. He reported he has final concept report he received from DOT and would like committee and council approval of that; that as cost savings measure, elimin- ated re-grading ditch, and doing engineering in house and absorbing that cost. He also stated that there was request to look at additional funding resources, and Mr. Schmisek's response was that only funding available is Highway Users. He reported they would bid end of July or early August, and hold off until
after softball season.
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Committee asked when Columbia Road would be done to 47th. Mr. Grasser reported that because of limited amount of funds available from State if went for Columbia Road would probably get turned down, that decision was to go for 47th Ave.S. and were successful in obtaining $175,000 for this project, 50-50 match. Mr. Grasser stated that because of comments and problems coming from traffic to UIland Park, it was his understanding that this was high priority with mayor and council. Committee questioned if any monies for 42nd Street, and Mr. Grasser stated it was his understanding funds coming from separate pot of money.

Mr. Grasser stated it was his recollection that the Township will maintain the road. He also stated that this is temporary roadway with life expectancy of 10-15 years. The committee questioned whether road could be posted prohibiting truck traffic, or posting load restrictions. Mr. Grasser stated that it is difficult to monitor.

Moved by Klave and Hamerlik to approve final concept report, approve plans and specifications and authorize call for bids, contingent upon cost participation by Grand Forks Park District, Grand Forks Softball Association and Grand Forks Township, and contingent upon maintenance of the road by the Township. Motion carried.

Committee questioned why County not participating in cost; Mr. Grasser stated that County can only spend their money on certain designated routes (farm to market); County will contribute money on Highway 81 when do some intersection repairs.

9. Consideration of quotes for copy machine.
Shane Schlenk, Advanced Business Methods, and Sheldon Emil,
Office Systems, were present. Mr. Grasser reported that existing copier was purchased used and they are starting to have major problems, funds budgeted in engineering department and public works for copier, basically for whole second floor. He noted that they have tested various copiers on trial basis and specs. put together after rating trial copiers, with top 3 invited to submit quotes. Tammy Woodstrom and Heather Soleim of engineering department, reviewed specs. and quotes received with the com- mittee. It was reported that the evaluating committee was recom- mending purchase of the Minolta 4050 copier which is second low bid. Committee questioned whether low bidder met specs., it did; but copier bid with stipulation to be in the "best interest" of the City, and that the City will evaluate committee coments in addition to price in determining "best interest."

After discussion it was moved by Hamerlik and Klave to approve purchase from Advance Business Methods in the amount of $10,519.00. Motion carried.


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8. Plans and specifications for assessment projects:
b) Proj. 4476, Dist. 373, san. sewer on S. 38th St. (24th- 29th Aves. S.)
c) Proj. 4477, Dist. 248, watermain on S. 38th St. (24th-29th Aves.S.)
d) Proj. 4478, Dist. 374, storm sewer on S. 38th St. (24th- 29th Aves.S.)
Mr. Grasser presented plans and specs. for the projects. Moved by Klave and Hamerlik 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. Motion carried.

11. Bids for payloader for water maintenance.
Dwight Wurzbacher, water maint., reviewed tabulation of bids received and recommended award of low bid without trade; that fire department has requested to purchase the used backhoe for snow removal. Moved by Klave and Hamerlik to accept the low bid of RDO Equipment of Grand Forks in the amount of $72,985 which includes all alternates, without trade-in, and to accept offer of fire department to purchase used backhoe for the trade-in amount of $9,000. Motion carried.

10. Matter of construction engineering contracts:
a) Proj. 4260, Mill Road bridge replacement
Hugh Veit, KBM, reported he had worked with Mark Walker of engineering department on negotiations, hourly rate consistent with what they did for wastewater plant. Mr. Grasser reported there were some negotiations on total cost and percentage of contract, and basically this contract matches same percentage of construction as one on 42nd Street bridge. Mr. Veit stated that contract will come from the State. Moved by Klave and Hamerlik to approve engineering agreement, contingent upon engineer's and city attorney's comments. Motion carried.

b) Proj. 4349, Red River bikepath
Mark Lambrecht, CPS, Ltd. stated this project for bikepath from Plum to 8th Avenue along Lincoln Park dike, and this is construction engineering agreement which is in standard form of agreement from DOT; that project has some complications in that it goes up and over dike and into people's perceived backyards; and is a not to exceed contract of $41,266.83. He reported that Mr. Walker negotiated contract with them, total construction cost $296,700 for 1.3 miles of concrete bikepath; engineering agree- ment has a 2.44 multiplier. Moved by Klave and Hamerlik to approve engineering agreement in an amount not to exceed $41,266.83. Motion carried.

12. Matter of agreement with Historical Society re. granitoid
streets.
Mr. Grasser reported they have additional correspondence/
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discussion with Historical Society re. Minnesota and 4th Ave.S.,
that agreement signed by City but State doesn't have any record of it, and in their opinion still working under the 1992 agreement, and as such need to ask permission to do any work. Committee asked if could renegotiate, or send them copy of agreement City signed; Mr. Grasser stated they still have some questions on that, so still have some work to do. Info. only.

13. Matter of correspondence from NDDOT re. S. Washington
Street reconstruction.
Mr. Grasser reported he had received correspondence from the DOT re. items discussed with members of the committee, and that there are some differences in opinion of what they would provide; Item 3, subsection 2, re. design of intersection of 24th Ave.S., that if the City wee to select a different option for either intersection they would need to be notified no later than June 18, and suggested to receive and file with no additional action.

Committee suggest response re. letter received today, giving City only 8 days to act. Mr. Grasser stated end result will be the same. After discussion it was moved by Hamerlik and Klave to receive and file, but contact be made to see if extension can be granted on the item 3.2 to the June 18 date to something more appropriate. Motion carried.

Meeting adjourned at 9:00 p.m.

Alice Fontaine
City Clerk

Dated: 6/11/96.