Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, January 13, 1997 - 7:00 p.m.

Members present: Hagness, Beyer, Hafner, Klave.

1. Matter of request from Red River Regional Council for
continuation of contract for services for 1997.
Chairman Hagness reported that Linda Kingery was unable to attend tonight's meeting. This matter had been referred back to committee from council as some council members questioned bene- fits of continuing funding ($30,000 for contractual services and $30,000 for projects) for Ms. Kingery's services and whether dup- lication of services. It was noted that when State discontinued funding all other regions disbanded, that City has funded from landfill (other entities paying into landfill fund through tipping charges, etc.) Dick Newman and Kristi Stonecipher stated some of the benefits that City receives in continuing this con- tract, that City working with surrounding areas with fair and equitable rates for everyone, that City benefits through re- cycling programs in smaller communities, in working with City on siting of new landfill to help with transition, working with State Health Department in getting smaller landfills up to Code. It was noted that the $30,000 for contractual services includes salary for Ms. Kingery and secretary, plus expenses; projects through schools and communities in starting recycling programs, City paid capital type items and limited to start-up projects. Vern Gornowicz, Vern's Refuse, stated that recycling falls on haulers.

Committee questioned whether City had hired consultant for land- fill siting, and Mr. Vein stated that they don't always work with smaller communities; and agreed that year from now should be dis- banded, that once landfill sited, terminate, but recommended continuing with this process this year. He stated that Ms. Kingery coordinates rural effort.

Chairman Hagness spoke in support of continuing for one more year, terminate funding when landfill sited, 4 sites located by consultant but no guarantee approve any of those sites, no longer just Grand Forks, 27 cities/towns hauling to Grand Forks, or at least have Ms. Kingery speak to before making decision. Beyer stated that small towns dying, that many towns now servicing won't be there in the future and City left with liability, garbage will be there forever and that also justifies higher tipping fees. Several committee members stated they would like more justification for continuing this program and it was moved by Beyer and Hafner to hold in committee. Motion carried.

2. Request for City to erect fence on LeClerc property (Davis
Junkyard problem).
Member Beyer reported she had talked to Mr. LeClerc and informed him that there was no funding for the fence, and that he seemed to accept that. Mr. LeClerc was not present. Moved by Beyer and Klave to deny request. Motion carried.

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3. Matter of chemical bids for 1997 - polyphosphate.
Hazel Fetters-Sletten, supt. of water treatment plant, reported that she had asked that this bid be held while they investigated their scaling problem, that they have found way to remedy that by mixing stronger batch, and recommended acceptance of the low bid of Pristine Hydrochemical for 30 tons poly- phosphate at $1,255/ton. Motion carried.

4. Matter of consideration of bids for payloader (street depart-
ment).
Chairman Hagness reported that committee had recommended second low bid because of proximity of service, etc. which would pay for itself (difference of $2100).

Harry Anderson, Krider Equipment, Fargo and Paul Sandstrom, RDO Equipment, Grand Forks each reviewed features of their equipment and service. Jim Eck speaking as resident of city, works in Grand Forks for Butler Machinery (Caterpillar), stated specs. were one of the most loosely written set of specs. he has seen; and stated that warranty never mentioned in them nor replacement equipment, has to be specified in specs.

Chuck Grotte, assistant director public works, stated that from now on there will be one person writing specs. in public works department. Mr. Hafner stated he expects staff to make recom- mendation to committee.

After further discussion it was moved by Beyer and Hafner to reject all bids, rewrite specs. and rebid the equipment. After further discussion and upon call for motion, Beyer and Hafner voted in favor, and Hagness and Klave voted against the motion. The motion will go to council with a 2-2 vote.

Chairman Hagness called for a short recess at 8:15 p.m.

5. Matter of bids for recycling containers.
Christi Stonecipher reported they called for bids for 400 recycling containers (100 sets) for the multi-family/apartment recycling program to serve 25 units and this will allow them to expand the service. She stated they received 4 bids, that one was non-bid, two submitted bids, and one bid (Sanitation Products, Inc.) submitted without required non-returnable sample container, which bid was not opened.

It was moved by Beyer and Klave not to open the bid submitted by Sanitation Products, Inc. Motion carried.

It was moved by Hafner and Beyer to accept the bid of Ameri-Kart Corp. in the amount of $44.50 each for a total of $17,800.00 for 400 recycling containers. Motion carried.

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6. Matter of once a week garbage collection.
Mr. Grotte distributed and reviewed cost of services study of current services and once week collection; that under current operations have pickup every 3 working days, 8.5 trucks and 17 people; that under once week pickup 6.5 trucks and 13 people; with cost savings of $205,638 based on 1996 budget. However, public opinion poll conducted people happy with present services. He stated his recommendation is to keep current service and continue to look at areas where can save money.

Council Member Bakken spoke in favor of once a week pickup, that this would free up people to use in other areas of the city, as well as equipment. Council Member Sande stated she thinks current service is extravagant.

Sue Dahl, resident, spoke in favor of the once a week pickup, that people don't know pickup dates, could schedule on same day (but preferably not street cleaning days), that garbage con- tainers on berm about one-third of the time, that there would be cost savings, etc.

Chuck Bundlie, 1219 Chestnut Street, stated "if it ain't broke, don't fix it"; that there is also public health matter, and that they haven't made case for time/cost savings. He also stated he pays carry-out fee and if go to once week pickup, paying $3.00 every time garbage picked up.

Rachel Gornowicz, Vern's Refuse, stated they could coordinate recycling with garbage pickup, would increase recycling. She also noted that they do not offer more than once a week pickup to their other customers. Committee stated that once a week pickup would make more people aware of recycling.

Member Beyer noted that employees would not be laid off, cut in employees would be done when employee retired/left and would not be replaced, same with equipment. She stated short-term goal, give service as efficiently as possible, and long-term goal, with as few employees as possible (avoid overtime hours). It was also noted that other cities in the state do not offer more than once/week pickup. The committee also suggested putting employees on 10-hour days 4 days/week.

Moved by Hafner and Beyer that the City move to once a week garbage collection, look at four ten hour days for employees, and to implement as soon as reasonably possible.

Mr. Bundlie asked if this has had any publicity and suggested they do on a trial basis, and Chairman Hagness that there would be more discussion at Tuesday's council meeting and if doesn't work, could always be brought back.


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Dick Newman suggested that if go to once a week pickup and longer days that they limit number of garbage cans, more and heavier lifting for public service workers, etc.; committee suggested that if that becomes problem (increase in number of garbage containers, etc.) to bring back. Mr. Klave also stated they could look at surcharge on additional cans if becomes problem.

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

7. Matter of southend wastewater pumping report (submitted Dec. '96) and site acquisition for lift stations.
Tom Hanson, WFW, reported he has been discussing with engineering staff and are in process of re-evaluating Lift Sta. 27, which serves Columbia Mall and South 34th and 24th Ave. South. He stated that it is important with Lift Sta. #33 and 38 to start land acquisition process so can get going on soil borings and design, etc. and have on line by fall. It was noted that this is budgeted.

Mr. Hanson stated that they will submit amendment to the report and provide additional information.

Moved by Beyer and Klave to authorize land acquisition for site and access and to approve soil borings. Motion carried.

8. Proposed engineering contracts for rehab of lift stations:
a) Lift Stations #33 and 38, Project No. 4439.
Mr. Hanson distributed summary sheet for cost estimates for engineering services for design and bidding phases for the two lift stations in the amount of $105,742, on about a $1.5 million construction project for each lift station (eng. services agreement doesn't include construction phase). It was noted that the two stations are identical. Moved by Beyer and Klave to authorize entering into an agreement with Webster, Foster & Weston for engineering services for the design and bidding phases in an amount not to exceed $105,742.00. Motion carried.

b) Pump Station #29 - 900 block of 7th Avenue South (south of city arena), Project No. 4591.
Mr. Hanson, WFW, reported this is where they had electrical fire and some work has been done, that he met with City staff and reviewed scope of services. A summary of engineering fees in the amount of $19,274.00 through design and bidding phases was distributed. Mr. Hanson stated they haven't completed construction estimate. Mr. Grasser stated that when putting together contracts, would like to interject timetable, prelim. drawings, etc. Mr. Hanson stated he has discussed with Mr. Grotte and will get into the final documents.

Moved by Beyer and Klave to authorize entering into an agreement

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with Webster, Foster & Weston for engineering services for the design and bidding phases in an amount not to exceed $19,274.00. Motion carried.

c) Valve replacement at Washington and 17th Ave.S.
Mr. Hanson reported that this project needs to be completed prior to construction on Washington Street, and most of the time and effort in this project given to the bypass, have to shut off L.S. 16 (32nd Ave.s. and Cherry St.) when they do this (this is valve on the line that serves that station), that #14 (behind Blockbuster Video) and #8 (Lincoln Golf Course) have to be shut off also. Mr. Hanson stated they have to coordinate and plan shutting off these lift stations, etc. Eng. cost for design and bidding phases, $17,424.00.

Moved by Beyer and Hafner to authorize entering into an agreement with Webster, Foster & Weston for engineering services for the design and bidding phases in an amount not to exceed $17,424.00. Motion carried.

d) Lift Station 7, Project No. 4332.
Mr. Hanson reported this station located on Gateway Drive in front of H.E. Everson, and project consists of flood-proofing, installing by-pass riser, replace check valves and isolation valves, evaluate conditions of the pump, replace accessories, replace electrical equipment replaced, etc.

Moved by Klave and Hafner to authorize entering into an agreement with Webster, Foster & Weston for engineering services for the design and bidding phases in an amount not to exceed $19,174.00.
Motion carried.

15. Matter of engineering agreement for Water Reclamation
Facility Expansion, design and construction phases, Proj.
#4377.
Steve Burian and Brian Bergantine, Advanced Engineering, reported that they have done comprehensive evaluation of water reclamation facilities for the City under separate project, that they made presentation to the water utility rate study committee, public service and the city council, that council approved facility plan which was forwarded to the State, and recently approved negotiation of engineering contract with Advanced Engineering. He reported that project over $6.5 Million for construction cost with different options. He stated they broke contract into five billable phases: preliminary engineer, design, bidding, construc- tion, and post construction/warrant for total contracted amount for engineering costs of $1,005,406.15. He reviewed breakdown by consultant: Advanced Engineering, $696,568.15; sub-consultants: AEC, $149,780.00, SSR Engineers, $113,766.00, and Malcolm Pirnie, $45,292.00, for total of $1,005,406.15. He reviewed hourly rate summaries and expense
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schedules for the consultants.

Mr. Grotte stated he had reviewed and negotiated several items, thinks rates are fair. It was noted that there are different levels (rates) of design, of specialization, etc. Mr. Burian stated that rates are competitive. It was also noted that an escalation clause has been built in.

Moved by Hafner and Klave to approve engineering agreement with Advanced Engineering & Environmental Services, Inc. in an amount not to exceed $1,005,406.15. Motion carried.

16. Matter of geotechnical services for Water Reclamation
Facility Expansion Proj. #4377.
Mr. Burian stated they are also requesting to move ahead on this work so not obstacle toward final timelines for completion of the project, trying to identify slip plane to make sure that slip plane didn't destroy project. He stated they asked for qualifications of the geotechnical engineer, their experience on similar projects, and asked for recommended scope. He stated they received three proposals, that they established evaluation committee to review proposals and recommended opening the fee proposal and negotiating scope of services and fees with Maxim Technology, St. Paul, MN and to return other fee proposals unopened. It was noted that if negotiations fail with first consultant, would go to second on the list.

After some discussion re. selection process, Mr. Swanson stated he has no legal problem but they can't open bid unless council makes selection. Moved by Beyer and Klave to recommend to the council that we accept proposal of Maxim Technology, St. Paul, MN, open the fee proposal and authorize negotiation of scope of services and fees. Motion carried.

10. Matter of plans and specifications:
d) Proj. 4556, storm sewer in Rivers Edge Subdiv.
Mark Lambrecht, CPS, presented plans and specs. Moved by Beyer and Klave to approve plans and specs., contingent upon engineer's review. Motion carried.

13. Matter of engineering services for storm sewer design on N.
42nd Street.
Mr. Grasser reported that their intent is to consider hiring consultant, CPS, who did drainage routing work for Aurora and basic design, to do the detailed design plans and specs. for the storm drainage. Held in committee.

14. Matter of Southend Drainway Phases II and III alternate
routing.
Mr. Grasser reported that CPS is providing southend drainway report, didn't get completed. Held in committee.

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9. Matter of creating special assessment districts:
a) Proj. 4468, Dist. 12, sidewalks in Landeco 2nd Resub.
Mr. Grasser reported there are areas in the city where sidewalks have not been constructed (in easements) and these will finish up those areas. 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, and further that we pass a resolution instructing the city engineer to prepare detailed plans and specifications, and that we declare intent to sell bonds to finance these improvements. Motion carried.

b) Proj. 4593, Dist.15, sidewalks in Sun Land West 1st Resub.
Mr. Grasser reported these sidewalks have not been installed (behind mobile home court) between 6th and 7th Aves.N. Moved by Hafner and Beyer that we adopt a resolution creating the assess- ment district, approving the engineer's report, including esti- mate of cost, an assessment district map, and further that we pass a resolution instructing the city engineer to prepare detailed plans and specifications, and that we declare intent to sell bonds to finance these improvements. Motion carried.

c) Proj. 4612, Dist 14, sidewalks in Garden View Estates
Mr. Grasser reported this is pedestrian route between Garden View and Garden View 1st (to have sidewalks in so when townhouses purchased know where sidewalk is going to be). There were some comments re. sidewalks being in place before construction of some of these townhouses and equipment going over and breaking up. Mr. Grasser stated that not cost effective to put in temporary sidewalks (conc. can be removed/replaced or dirt placed over sidewalks). Moved by Beyer and Hafner 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 to prepare detailed plans and specifications, and that we declare intent to sell bonds to finance these improvements. Motion carried.

d) Proj. 4562, Dist. 379, storm sewer on 11th Ave.S. (Duke
Dr/34th St.)
Mr. Grasser reported this sewer will serve area west of S. 34th Street, this line will provide main drainway for this development and areas to the west. Moved by Hafner and Beyer 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 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:

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a) Proj. 4571, 1997 sidewalk repair
Mr. Grasser reported this is proposal booklet, specifications for sidewalk construction and hiring sidewalk contractor. Moved by Beyer and Klave to approve plans and specifications for sidewalk repair and authorize call for bids. Motion carried.

b) Proj. 4572, 1997 concrete street repair
Mr. Grasser presented plans and specifications for concrete street repair. Moved by Klave and Hafner to approve plans and specifications, and authorize call for bids. Motion carried.

c) Proj. 4573, 1997 asphalt street repair
Mr. Grasser presented plans and specifications for asphalt street repair. Moved by Hafner and Beyer to approve plans and specifications, and authorize call for bids. Motion carried.

11. Matter of request to encroach in city R/W on N. 42nd St. for
UND pedestrian skyway.
Mr. Swanson reported that with First National Bank skyway they used formal R/W agreement because had to establish minimum clearance requirements, had to establish bonding and liability insurance requirements, and advised they could approve contingent upon entering into final documents and will draft document. Mr. Vein stated this is subject to their review and city attorney's review. Moved by Klave and Beyer to authorize entering into agreement with University of North Dakota contingent upon city engineer's and city attorney's review. Motion carried.

12. Matter of billing for City's share of UND area storm water
study.
A final billing in the amount of $4,804.51 for City's share of the East Campus Storm Water Study performed by Advanced Engineering was presented. Moved by Beyer and Hafner to authorize final payment in the amount of $4,804.51 to the University of North Dakota. Motion carried.

Meeting adjourned at 9:40 p.m.

Alice Fontaine
City Clerk

Dated: 01/14/97