Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, July 14, 1997 - 7:00 p.m.

Members present: Klave, Hafner.

1. Consideration of bids for sale of scrap metal at landfill.
Dick Newman, solid waste mgr., reported they had received three bids for sale of scrap metal and appliances (washers, driers, furnaces, etc.) at landfill, est. 2,000 tons but is probably higher than that, that Krueger Metal Recycling was high bidder, that they have worked for City before and recommended award to Krueger Metal Recycling. Moved by Hafner and Klave to accept the bid of Krueger Metal Recycling in the amount of $40.30/ton. Motion carried.

2. Request to call for bids for roll-off truck and hoist for
sanitation department.
Mr. Newman reported that they currently have two roll-off trucks 1978 Chev. and 1995 International and are having problems with the 1978 which is in the shop quite a bit, would like to get another truck and use the '78 as backup. He stated that because of time constraints they would like to ask for proposals and prices before council meeting next week, that Rydell's and International have trucks that would meet their basic needs for a roll-off truck, only difference with last specs. they wrote is that these trucks have manual transmissions, and because they can get this truck immediately compared to four months if have to go out for bid with automatic transmission and because of situation willing to go with the standard transmissions and get truck out and working. He also reported there are four dealers who bid roll-off hoists (3 out of Fargo and one out of Dickinson). He reported that est. costs are $60,000 for the truck and $20-25,000 for the hoist - $85,000 and would use money scheduled for side-load truck this year. He stated it's getting too late in season to implement side-load system, should be done in spring or summer, and would like to use those funds for this equipment. He noted that they would budget for the side-load truck next year.

There was some discussion re. bidding procedures, but can do under emergency needs similarly as done with other bids; it was noted that Ford has bid in the past and wouldn't be able to bid on this. Mr. Newman reported that they will check with them again before Monday so as not to eliminate as a potential bidder.

Mr. Newman stated they could implement once a week garbage collec-tion with this equipment; side-load truck makes more efficient.

Moved by Hafner and Klave to call for bids for roll-off truck and hoist. Motion carried.

The committee scheduled a meeting for Monday, July 21, at 6:45 p.m. to consider the bids.

3. Matter of once a week garbage pickup.
Mr. Newman reported that once a week garbage pickup had been

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July 14, 1997 - Page 2

scheduled to start May 1, that they have down-sized their department, that prior to May 1 they hadn't filled two positions in the sanitation department and since that time two employees have retired and those are the four positions they had scheduled to eliminate for the once a week collection; that at this time they are filling their personnel needs with part-time employees and in mid-August 50-75% of those will be going back to college, and will have to hire people to replace those positions or go to once a week collection, and would recommend implementing once a week collection on September 1. He also reported that engineering would make up schedule (maps) but needs some help to up-date trash manual (thinks it's on disk somewhere and can do in-house), probably week for printing and week for distribution and should have everything done by mid-August.

Moved by Hafner and Klave to start once a week garbage pick-up on September 1, 1997.

4. Consideration of bids, Proj. 4332, Upgrade Lift Sta. #7.
Tom Hanson, Webster, Foster & Weston, reported they had received 3 bids today, one bidder (Moorhead Construction) did not acknowledge addendum on outside of bid envelope and was not opened; that they received one bid for each schedule (general and electrical). Committee stated that past history they have returned bids unopened and should stay consistent in handling improper bids, and also noted that they have problem when only one bid received. Mr. Hanson stated that the bids received were significantly over estimate; he stated that if reject the bids and rebid the project, didn't think it would make much difference - contractors too busy. Mr. Vein stated concern that bids have been opened and no guarantee lower bid or additional bids would be received. Hafner stated that every time consider bids have to deal with someone not following procedures, and questioned if City doing what it is supposed to do to make sure they are doing it right. Mr. Vein stated that ad for bids spells out procedures step by step.

It was moved by Klave and Hafner not to waive the irregularity in the bid of Moorhead Construction and to return the bid unopened. Motion carried.

It was moved by Hafner and Klave to accept bid of Industrial Contract Services, Inc. in the amount of $246,735.00 for general construction and the bid of Hanson Electric of Bemidji, Inc. in the amount of $69,000.00 for electrical construction, contingent upon final approval on the council floor should the bid of Moorhead Construction be opened. Motion carried.

5. Matter of Proj. 4624, 1997 forcemain valve replacement:
a) bid tabulation
Mr. Hanson reported that only one bid had been received, that one bidder came in late, about 20 min. after 10:00; but they were

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delayed in getting here, that they were beyond deadline and didn't submit their bid. He also stated that bid received is higher than estimate - 40-45% higher than engineer's estimate. Mr. Vein stated that his concern is that this work has to be done prior to S. Washington construction for next year; that if not essential would recommend delay for a year if need be. He stated it's best to get done this year because could be overlap of contractors, DOT will be wanting to start early next year. Mr. Grasser stated by holding could open avenue for claims by the State contractor. Mr. Hanson stated this project would entail about two days of work plus cleanup, etc. Moved by Hafner and Klave to accept bid of Molstad Excavating, Inc. in the amount of $80,850.00. Motion carried.

b) quotes for bypass piping material
Keith Johnson, asst. city engineer, reviewed the quotes received (two bids) for the bypass piping material for the project, that this project will require about mile of pumping distance, purchased some pipe last year as well as this bid for 4300 ft. Mr. Hanson reported this material purchased direct rather than going through contractor (no sales tax, no mark-up) and delivery no problem. Moved by Hafner and Klave to award bid to Fargo Water & Equipment in the amount of $57,915.37. Motion carried.

6. Consideration of bids for Proj. 4654, Lift Station Restora-
tion.
Mr. Hanson reported this project is for repair of lift stations city-wide to repair electrical, mechanical and general flood damage to wastewater pumping stations; and was told this would go to the Flood Response Committee. Mr. Vein agreed that this should go to the Flood Response Committee but that some of those items could be reviewed with this committee.

Mr. Hanson reported that the project consists of tremendous amount of electrical equipment that was wet and damaged, and to restore to pre-flood condition need to replace lot of switch gear, control panels, fans, etc. and general construction work is to replace one flow meter; they received only one bid for electrical work, Hanson Electric for $889,000. He stated he has talked with Hanson Electric and they are in the process of trying to get prices for potential add to their bid for the general and mechanical work, not that much out of their realm to install fans, etc. (under State law have to bid in three parts - general, mechanical and electrical), was bid separately and with only one bidder can negotiate to have that work accomplished. He also reported that DSR's have been prepared and Fema has reviewed plans and specs. and concurred in this work. Committee referred this matter to the Flood Response Committee.

7. Matter of creating special assessment district:
a) Proj. 4658, Dist. 255, watermain, Johnson's 4th Addn. at 17th Ave.S.

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Mark Walker, project engineer, reported that they had brought in engineer's report for sanitary sewer at the last meeting, and items a) and b) are for watermain and storm sewer in the same area, and the developer has requested that they put in these utilities; that at the last meeting there was some discussion re. 50% up-front monies and developer will be offering letter of credit for 50% of his share of the property. Committee questioned whether that meets the City's 50% rule. Mr. Grasser reported that the way they have been interpreting the 50% rule in the past is that the developer or entity making the request is required to put up 50% of the up-front monies and that has been interpreted to be 50% of their share of the project so in this instance, there are a few property owners owning lots - Mike Hart and Park District., so when ask for a letter of credit it wouldn't be 50% of the project but 50% of the requestor's share and comes close to the 50%, have done this in the past (Greenberg, Mikkelson, Hart, etc.). Mark Lambrecht, CPS, stated that as of this afternoon the elderly housing complex project off, and being geared more toward single family again, and as far as plans being drawn for utilities, trying to be flexible to adapt to whatever developer decides to do to make use of that land. Committee stated that as long as being treated fairly and City not being taken advantage of when saying 50% of the properties.

Moved by Hafner 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. 4659, Dist. 389, storm sewer in Johnson's 4th Addn.
Mr. Walker reported this is same situation as above. Moved by Hafner 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.

8. Plans and specifications for:
a) Proj. 4657, Dist. 388, san. sewer in Johnson's 4th
Mr. Walker reported that CPS hired to do design of that project, asking for approval, and in addition they have identified some cost increases in the project and cost has increased from $215,000 to $265,000 as shown on the report. Mr. Lambrecht stated that there are three services lines run to the west that could serve commercial property that will be along 42nd in the future; and are in a future assessment district and when annexed subject to those charges.

Moved by Hafner and Klave to approve the revised engineer's report. MINUTES/PUBLIC SERVICE COMMITTEE
July 14, 1997 - Page 5

Motion carried.

Moved by Hafner 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, subject to review by the engineering department. Motion carried.

b) Proj. 4597, watermain in Senske's Addn.
Mr. Walker reported that Mr. Senske has requested the City to do design and construction engineering on this project, and have received authorization from council to enter into an agreement to do that, and these are plans and specs. for the project, Senske will hire his own contractor to do installation. Moved by Hafner and Klave to approve the plans and specifications. Motion carried.
c) Proj. 4557, Dist. 551, paving Rivers Edge
Mr. Walker reported that the engineering department has prepared plans and specifications for the project, developer has installed utilities which would count for his 50% of the project cost. Moved by Hafner 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. Motion carried.

9. Matter of request for time extension:
a) Proj. 4461, Dist. 370, san. sewer on 11th Ave.s. and S. 42nd Street
Mr. Grasser reported they have request from Duckstad Contracting for extension of time for completion of this project, that they have had a number of requests for time extensions since flood and have been approving at least a 30-day extension, this request is for 60-days but there has been some discussion re. The Aurora and how much money to invest at this time, and wanted confirmation from committee that it's okay to proceed with this project. It was noted that The Aurora project has been delayed for one year, that it has been discussed re. using this property for housing but not aware of anything to pursue housing in this area at this time or anyone wishing to cancel the project. Hafner stated that no housing scheduled in this area and not an issue. Mr. Grasser reported that watermain being installed and have had 30-day request for extension on that project, which has been changed through change order process. He noted that if grant 60-day extension on this project may need to give contractor on watermain project another 30 days as sanitary sewer needs to go in before watermain in areas where close together. He reported that original schedule was to install utilities this year and paving next year. He stated that utilities would be used no matter what outcome of The Aurora. He also noted that reason for delay is abnormal snowfall and flood, change in priorities - doing Fema trailer parks, sinkholes, etc.

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Moved by Hafner and Klave to approve request for 60-day time extension. Motion carried.

10. Matter of bridge replacement project on 27th Avenue North.
Mr. Grasser presented copy of 1997 CIP funding source listing $44,000 for this project and questioned prioritization of that project, there are options of developing area which wouldn't need bridge, that now until determine flood fighting plan with Corps may want to wait and incorporate with that, as close off English Coulee could close off some of these areas for development, etc. and could increase benefits of that bridge, with needs they have, question whether to pursue this particular project, hesitant to kill project because of potential for federal funding and delay one year at a time so not jeopardize funding. Hafner stated that if develop area can see but otherwise useless road. Mr. Vein noted that the Township Board not pushing for this either. Mr. Grasser noted that City's 20% cost share of eligible project cost could increase to more than that, and no participation from other agencies; his recommendation is to try to get delay to 1999.

Moved by Hafner and Klave to delay project until 1999. Motion carried.

11. Matter of restructuring standing committees.
The committee discussed the matter, that because of amount of items they normally consider, etc. they felt that public service should be a four-member committee at all times and the committee so moved.

Meeting adjourned at 8:00 p.m.

Alice Fontaine
City Clerk

Dated: 7/15/97.