Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, October 28, 1996 - 7:00 p.m.

Members present: Hagness, Beyer, Hafner, Klave.

1. Matter of newspaper recycling - update.
Christi Stonecipher, recycling coordinator, reported that committee had discussed renegotiating the contract, consulted with the city attorney who advised they would have to rebid. She reported they have advertised and will be bringing bids back to committee at a later date. Info.

2. Matter of bids for curbside recycling.
Mrs. Stonecipher and Rachel Gornowicz, Vern's Refuse, were present. Mrs. Stonecipher reported they had received one bid proposal, from Vern's Refuse Service who is currently providing service: unit price per residence, $2.10 (approx. 11,300 residences for monthly cost of $23,730.00). Ms. Gornowicz clarified bid, $15.00/per set for containers and $5.00 per con- tainer and no charge to deliver the containers. Mrs. Stonecipher stated they are recommending acceptance of the bid pending further information which they had requested from Vern's. Moved by Beyer and Klave to accept the bids from Vern's Refuse. Motion carried.

3. Matter of bids for multi-family recycling.
Mrs. Stonecipher reported they received one bid from Vern's Refuse Service, Inc.: unit price (per apartment unit), $1.05. She reported that when they started pilot project, started at $2.00/per unit because didn't know how much material would get or how often would have to be serviced, that they renegotiated with Vern's down to $1.00 earlier this summer and this bid in line with that negotiation. She stated they hope to expand the pro- gram and similar to curbside recycling contract there is some information they requested that has not been submitted but is not important to the bid, and recommended award of the bid pending further information requested from Vern's Refuse. It was so moved by Beyer and Hafner. Motion carried.

4. Request for authorization to bid for multi-family containers.
Mrs. Stonecipher reported they want to expand multi-family recycling program and are requesting authorization to bid con- tainers; are looking at procarts which are four large plastic garbage-like containers on wheels, and which have metal bar that can be hooked and lift through automated truck and lot less labor than some of the other containers they have tried. (this works with Vern's equipment) Moved by Beyer and Klave to approve. Motion carried. (comm. only)

5. Matter of bids for raw water intake improvements, Proj. No.
4435.
Vern Tomanek, Advanced Eng., reported they received bids last week, bid as two bids, mechanical or electrical or combined; that low bid for mechanical construction is United Crane & Excavating,

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October 28, 1996 - Page 2

Inc. in the amount of $174,730.00 (engineer's est on project was $175,000); low bid for the electrical construction was submitted by Samson Electric in the amount of $454,987.00 (engineer's est. was $465,000), two low bids were lower than combined bid and are recommending award to the low bidders. He stated they hadn't worked with United Crane before and called for references which were acceptable; they previously have worked with Samson. He reported that the electrical contractor will be responsible for coordinating the contracts.

Chuck Grotte reported that one bid received 4 minutes late , that he consulted with Mr. Swanson who advised that council could open under minor deviation in the bid, but they are recommending that bid not be opened as they had already started opening the bids. Mr. Vein agreed.

Moved by Klave and Beyer to return late bid to the contractor unopened stating our policy of timelines and bid policy pro- cedures. Motion carried.

Moved by Hafner and Klave to accept the low bid of United Crane & Excavating, Inc. for Contract No. 1A, Mechanical Construction, in the amount of $174,730.00, and to accept the bid of Samson Electric for Contract No. 1B, Electrical Construction, in the amount of $454,987.00, with electrical contractor responsible for scheduling of the project construction. Motion carried.

6. Temporary agreements for soil testing, Project No. 4306,
Landfill Siting.
Mr. Grotte reported that he had received two agreements in addition to the three enclosed in their packets. Moved by Beyer and Hafner to approve the temporary agreements in the amount of $10.00 each. Motion carried. (comm. only)

14. Bids for landfill closure soil testing.
Al Grasser, asst. city engineer, reported they need to do soil testing to test the compaction of clay caps putting on, bids came in over $5,000 and need committee action. Moved by Klave and Hafner to accept the bid of Interstate Testing in the amount of $5,920.00. Motion carried. (comm. only)

7. Matter of request from U.S. West Communications for easement.
It was noted that this matter referred back to committee by council. Mr. Grasser reported there was some language in the easement re. binding arbitration and Mr. Swanson wanted that removed. He stated he hasn't heard back from U.S. West whether they had any major concerns, but would recommend approval subject to deletion of the language re. binding arbitration. Moved by Beyer and Hafner to so approve. Motion carried.

8. Matter of evaluation of trucks/compactors (sanitation dept).

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Dick Newman, solid waste manager, reported on evaluation of
the following equipment (heavy duty trucks and compactors):
a) rear load compactor
Mr. Newman reported that only one proposal received, from Sanitation Products, which conforms to specs. and recommended opening of the proposal at the appropriate time (next Monday at 2:00 p.m.)

b) heavy-duty truck for rear load compactor
Mr. Newman reported three proposals received, that City familiar with equipment of the bidders and did not specify an evaluation process; that proposals have been reviewed and recom- mended that price proposals be opened on November 4 as scheduled.

c) heavy duty truck for front load compactor
Mr. Newman reported only one bid received, Rydell Truck Center submitted bid and proposal conforms to specs. and recommended opening that bid on November 4.

d) front load compactor
Mr. Newman reported they received 3 proposals, that since he did evaluation 1) Swanston Equipment called late Friday afternoon and they cannot get demonstrator truck up here by the end of this week, and requested that their bid be returned unopened; 2) Wittke Waste's evaluation for parts and service listed Rydell's Parts as their parts and service center, that rep. from Rydell's called and they had only agreed to being their warranty service rep., that they will not carry parts or be their service rep. so his recommendation is penalizing more points to their evaluation.
He reported that Wittke Wastes out of Medicine Hat, Manitoba and would add an additional 1500 points to their evaluation as more difficult to get parts and service (2250 points under parts and service for total of 6350). He reported that bids will be opened next Monday and asked for confirmation of points. Moved by Beyer and Hafner to accept evaluation points as established. Motion carried. (comm. only)

9. Matter of three-way agreements for private installation of
utilities.
a) Shadyridge Estates 3rd Addn.
b) Country View Estates Subdivision
Mr. Grasser reported they had received letter from Lavonne Adams requesting to use CPS, Ltd. as consultant on two of the projects they are working on, areas generally south of 47th Avenue South and east of Belmont Road, and recommended approval of both projects (intention is for spring construction). It was also noted that these additions have different owners: Lavonne
Adams on Shadyridge Estates 3rd, and Lavonne Adams, officer of County Development LLP, Country View Estates Subdiv. Moved by Klave and Beyer to authorize City to enter into three-way agreement(s) with the developers and engineers for private
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installation of underground utilities. Motion carried.

10. Matter of approving plans and specifications:
a) Proj. 4452 - landfill equipment building.
Mr. Grasser reported they prepared plans and specs. for building at the landfill, which was budgeted in the 1996 budget, for metal building and looking for approval to advertise for bids. It was noted that the building could be torn down and re-erected at new site, building 50x70', budgeted $50,000, est. cost approx. $35,000. Moved by Beyer and Hafner to approve plans and specs. and authorize call for bids. Motion carried. (comm.only)

b) Proj. 4560 - storm sewer in Garden View Estates.
Mark Lambrecht, CPS, Ltd., reported that this is Crary development located in northwest corner of 11th Ave.S. and S. 34th St., single-family homes. He reported they were here for watermain and sanitary sewer couple months ago and that project close to being done (Duckstad is contractor), that at that time not quite ready for storm sewer plans but have since prepared plans for storm sewer, and Crary would propose to hire Duckstad, not sure would be done this fall, but developer would pay cost of utilities as part of the upfront monies for the project and later request City to put in streets. Moved by Beyer and Hafner to approve plans and specs. contingent upon engineer's approval. Motion carried.

11. Matter of encroachment on N. 42nd St. for UND pedestrian
skyway.
Held in committee.

12. Matter of panic gates for DeMers Avenue bikepath.
Mr. Grasser reported they were requested to look into panic gates out there; that when bikepath put in City was required to put in chain link fence between bikepath and RR tracks, that there was concern about bikepath going in between two fences re. tunnel effect and people getting trapped in there, concerns about children wandering in behind fence and being out of sight, etc. and panic gates were put in but those gates since destroyed. He reported that Allen Lee, 110 Cherry St. came in with request to get those replaced, and looking at something sturdier than before. He stated they have been working with PS Doors who submitted quote for steel door on steel frame that going to bolt into existing 4x4's, about as vandal-proof as can make, est. cost $2150 for 2 gates. He also reported that funding source hasn't been identified - Bikepath Maint. Fund or Hwy. Users; delivery date 8-10 weeks. After discussion it was suggested that only one gate be installed (one nearest to playground area). Moved by Beyer and Hafner to install one gate at this time, closest to the playground areas. Motion carried. (comm. only)

Committee suggested funding out of Bikeway Maintenance if

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possible, otherwise Highway Users.

13. Matter of review of moving permit application procedures.
Mr. Vein reported that there are two types of moving permits, those that move out of the city and those that move into city or within city and latter is what they are concerned about. He stated that number of aps. varies from year to year, may do 6 per year. A copy of the Inspection Dept. policy procedure on moving permit applications was distributed to the committee and reviewed. He stated that potentially have problem where someone moving structure in (house - garages not so much a problem) and if compatible with neighborhood. He stated that moving permits and need for public hearing and notices and for the protection of the adjacent property owners, should keep policy as is. He stated one change is one publication rather than two, which is required by Code (also publish in City Briefs); notice also posted on site. Hafner questioned whether publication doing what should, and should send notice to adjacent property owners. Klave stated that problem is that people moving building in and neighbors see after the fact, that there are no penalties in place, no deterrent. It was stated that if someone moves building without permit, run risk of having to move building off. It was also suggested by the committee that building be in compliance by date certain or penalize.

Beyer brought up matter of trailer which was burned in Columbia Heights Mobile Home Court and is now sitting out on Hwy. 2 on Swangler's property which is a non-complying use. Mr. Vein stated that Mr. Swangler has been taken to court (no moving permit for trailer house, but non-complying use).

After further discussion the committee asked staff to bring back recommendations on options. Held in committee.

Meeting adjourned at 7:50 p.m.

Alice Fontaine
City Clerk

Dated: 10/30/96.