Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, December 29, 1997 - 7:00 p.m.

Members present: Klave, Hafner, Lucke.

1. Application for moving permit by Lloyd Miller to move build-
ing from 424 3rd Ave.SE, EGF to 1904 4th Avenue N. to be used
as garage and storage building.
Bev Collings, Code Enf. Officer, submitted pictures of the building and reported that the inspector recommended approval (painting). Moved by Hafner and Lucke to approve application of the moving permit subject to the public hearing. Motion carried.

2. Matter of garbage container corral gates.
Held in committee.

3. Matter of request from Sanitation Products for surplus of
garbage trucks for purchase.
Terry Hoaas, Sanitation Products, stated they would like City to consider surplusing some of the rear loaders that the City has on hand and would purchase out right, trade or bid. Klave stated that staff wanted to hold until make determination to know what City's needs are; and would like to hold for further consideration by staff. Al Grasser, asst. city engineer, reported that in the past came up that the San. trucks were sold to the Street Dept. and several of the St. Dept. trucks are pretty old, some of these relatively new and want to evaluate possibility of transferring to St. Dept.; no money in Street Dept. budget but want to evaluate before trading. They will also explore containers on those also. Held in committee.

8. Matter of status of flood hazard mitigation projects.
Mark Anderson, SNA engineer who is overseeing flood hazard mitigation projects and doing field inspection, shop drawing and project administration, gave update on the process.

Project No. 4694, Flood Control Structures (English Coulee), that there are seven sites with precast manholes over existing storm sewers, including sluice gates which will be lowered in flooding to keep water from backing up through pipe system. He reported that work has just begun on University Avenue site.

Project 4695, sluice gate manholes very well underway, 47th and Loamy Hills all grading and prep. work done except for gate; Elks and Belmont project will start for graveling in place and waiting for gates to be installed; DeMers Avenue and South 30th Street project waiting for construction to take place.

Project 4696, citywide flood control improvements, that this project has between 18-19 sites; that one at Bacon Road at Hwy. 81 and on N. Columbia Road in varying degrees of installation comprising of mounting flapgates at culverts to keep water from backing into them. He noted the project at Hwy 81. North had a contract there and workers notified him that joints on culvert had

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rocked open and settled with lot of maint. activity so nice to work on project where resolve maintenance problem. He reported that other sites, ie., Belmont Coulee had an amount of evening work, that once start bore and push operation, once start continue until done. He noted same at 15th and Belmont site. He reported that other sites primarily projects that required pouring of new lid to bring to grade so barrels could be set over manholes and upgrading of those sites. He reported that Alpha and Riverside received new precast manhole and awaiting gate; 15th and Belmont flood pumping manhole complete and waiting gravel surfacing.

Project 4697, projects at N. Columbia Road near Valley Contracting and near intersection of DeMers and Riverboat Road, for two flood/pumping stations to provide permanent installation to replace portable pumps that are frequently used to fight floods. He reported concrete elements on N. Columbia in place and will soon be in place at the DeMers site. Information only.

9. Matter of containers for pilot composting program.
Dick Newman, solid waste manager, reported they needed to purchase containers for pilot composting program (300 households for 18 months) and working with KBM, obtained prices from Dakota Food Equipment with logos and prices lot higher than anticipated ($6900 for 32/gal. containers with logo, and another $2200 for lids for about total of $9136) and is not sure wants to buy - gave prices for 324 containers. He stated he would like to explore possibility of getting standard household containers with stickers that put on other containers and would like to move soon as they want to start end of January. It was noted that part of the funding coming from money appropriated for composting project - $5,700 for grant from District IV Council. Klave stated that the City has put major investment into this pilot program and would like to talk to KBM re. involvement in this if container prices come up. There were some discussions re. logo costs. Held until next committee meeting.

4. Matter of response to 1998 request for qualifications for
engineering services. (RFQ)
Mr. Grasser reported this is that they have asked for general solicitation of qualifications on general projects without being specific on a project, advertised and asked consultants to submit what type of projects interested in doing, and submitted response to that request, not ranking any at this time with exception of one, and not recommending approval but only gives listing of those when need arises. He reported one exception and will be addressed later, and will be recommending selection of Webster, Foster and Weston off this list to do some work for the City to assist Corps of Engineers in the permanent flood protection study. He reported they keep on file for two years with exception for Federal highway project, CDBG or EDA project which requires request for proposal which specifically advertises the project looking at. Moved by

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Hafner and Lucke to receive and file. Motion carried.

5. Matter of 1998 consultant selection for request for proposals
for engineering services.
Mr. Grasser reported that this (RFP) request for proposals for seven projects, that they advertised each project, took proposals and evaluated proposals and rated according to criteria, and made consultant selection recommendation. He reported that there were several consultants who were not selected (Pribula Engineering, KLJ and WSN). He reported those selected were local firms and asked for approval of the consultants. Moved by Hafner and Lucke to approve consultant selection:

1) Proj. Nos. 4705, 4706 and 4707, sanitary sewer, water and storm sewer to serve the Middle School - CPS, Ltd.
2) Proj. 4746, pave South Columbia Road from 36th Ave.S. to Ulland Park, KBM, Inc.
3) Proj. 4684, pump station #33 (south of Walmart), WFW
4) Proj. 4713 and 4714, storm sewer and paving N. 55th St. from DeMers to Gateway, CPS, Ltd.
5) Proj. 4711, city perimeter drainage study, Short Elliott Hendrickson/KBM.
6) Proj. 4717, storm sewer analysis of area bounded by Gateway,
Washington, University and Columbia, Advanced Engineering.
7) Proj. 4748, engineering assistance for the Downtown Development
Commission (DDC), Advanced Engineering.
Motion carried.

6. Matter of agreements for engineering services for various
projects:
a) WFW - Proj. 4749 - engineering assistance for utility relocation along proposed dike alignment.
Mr. Grasser reported that on this project Corps of Engineers asking that the City do locally and are counted as City's share of the project, this is first consultant of two or three, and Corps wanted to know est. cost of doing some work re. dike alignment (lift stations that need to be moved, sewer lines may need to be relocated), and City has asked WFW to do that work so need contract amount. He noted that they probably will also do something re. water. He reported they are doing study and report phase as staff has done lot of preliminary work and which is given to the consult-ant, but because of the staff availability, asking consultant to do this preliminary work, this project has a not to exceed $20,000 and will work against that amount to take care of requests from Corps and if exceed that amount, come back to committee. Moved by Hafner and Lucke to approve agreement with Webster, Foster & Weston, in an amount not to exceed $20,000. Motion carried.

b) CPS - Proj. 4705, 4706 and 4707 - sanitary sewer, water and storm sewer to serve the Middle School.
Mr. Grasser reported that this is basically study and report

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and need to get information to the Middle School, need to evaluate routes and contingencies that School can operate in the fall and some issues in how financed because outside the city limits. He noted that Mr. Schmisek brought up some concerns re. tapping fees which are valid but not sure what other options are. He stated there are some timing issues on how to deliver sanitary sewer, lack of right of way, land acquisition can bring problems, and looking for options and costs to determine routes and to fund. He reported that cost of the project not to exceed $14,200 (hourly rate contract). Moved by Lucke and Hafner to approve agreement with CPS, Ltd. Motion carried.

c) Advanced Engineering - Proj. 4748 - engineering assistance for the Downtown Development Commission.
Mr. Grasser reported they are actually doing two different items, one is looking for consultant to represent the City at the DDC meetings, providing information and bring information back to the Department, and looking for consultant to evaluate the condition of the condition of the City's utilities in the downtown area to determine what may need to be upgraded and/or replaced. He reported that WFW may be doing the televising of storm sewer and sanitary sewer in evaluating downtown infrastructure, and A & E will look est. cost of downtown area and paving also. It was noted that funding approved through Flood Response in proposal made by utilities downtown so anticipating CDBG funds. Moved by Hafner and Lucke to approve agreement with Advanced Engineering, not to exceed $30,000. Motion carried.

d) KBM - Proj. 4746 - paving South Columbia Road.
Mr. Grasser reported this is study and report with only difference is that it's doing more preliminary engineering and includes soils investigations while putting study together to determine how thick asphalt and aggregate may be, and evaluation of options to install full pavement. He stated that dependent on what happens with land acquisition in south end of the city and that may change but need to be ready to respond, cost is not to exceed $18,960 and includes some of the preliminary investigation. Mr. Grasser reported this project won't get into lot of detail on storm sewer routing, but won't get into sizing which they are doing in-house. He stated that when get utilities down Columbia Road need to have proper location (overhead power, fuel line crossing, number of issues to address). Committee asked if including curb and gutter plus street, and Mr. Grasser reported that best expenditure of funds includes permanent roadway in and will investigate that. He reported that they have 66 ft. R/w and in order to build road will be 50+ to 60+ ft. wide, and in addition if put in paving have to install storm sewer but don't have enough R/W to do that, and because of lack of R/W need to put in rural road section as growth continues south. He reported that if the City purchases land along Columbia Road and land becomes non-issue, have preliminary numbers so put in curb and gutter section. He noted that with land

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acquisition through condemnation takes two years, quick take takes about year and could try to evaluate options as they aren't sure owners want to sell that land - if wait long enough would have to donate (developers more prone to wanting to get paid for it).

Moved by Hafner and Lucke to approve contract with KBM, Inc. in amount not to exceed $18,960.50.

Klave stated that most of the agreements contain rates for 1998, some firms so stated and these agreements would be at these current rates. It was noted that one firm does mid-year salary adjustment, but wouldn't include this phase and if do would be in actual design process so committee would get another look at it.

Upon call for the question, the motion carried.

7. Matter of authorization to request proposals for engineering
services to overlay downtown streets and reconstruct/reha-
bilitate Belmont Road.
Mr. Grasser reported this is part of what negotiated with Federal Highway, and have been negotiating with them to get as many dollars as possible to fix flood damaged streets and they have approved $2 million for four projects: overlaying downtown streets, reconstructing Belmont Road south of 47th Avenue South, recon-structing/rehabbing Mill Road north of Gateway Drive, and a piece of 42nd Street from DeMers to University. He reported that the Mill Road and 42nd Street projects not on this list but because want to do better fix on those and applying federal money to more extensive project that will have longer life; the purpose of this is ER (Emg. Relief) program and purpose is to repair to pre-flood condition, and may be in best interest to include additional funds for better project. He reported they are bringing in two to get constructed this summer and went to Flood Response last week because need 21-day advertisement period for consultant request and was published last Saturday. He stated to bring to this committee unless run into that type of problem. He reported they brought this up with DDC and they concurred in that project.

Committee brought up that there is another program looking at downtown that may take advantage of and do because of ER money, tied to 5-year period and if do may have to return those funds for portion of that. Mr. Grasser reported to do downtown streets is in CIP and is a multi-year project competing with a lot of other funds within the city and State and to do all downtown streets would have to commit all of the CIP money into next ten years; the only project that can address all of the downtown streets is the demonstration project - looking for the overlays to be temporary fix to put back to original condition and gives City time to evaluate what should be doing with downtown infrastructure, and if demonstration project comes through gives City time to design, whole process take 2-3 years and may want to wait before recon-
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truct streets, and only problem may have to repay some of the ER funds if the full-blown demonstration project comes in. ($13-14 million amount) Mr. Grasser reported they will set things up for overlay but if demonstration project comes up by spring or early summer, then cancel overlay project downtown.

Moved by Hafner and Lucke to approve RFP for the project. Motion carried.

10. Matter of Change Order No. 2 for Proj. 4349, Red River
Pedestrian Bikeway.
Mr. Grasser reported that this change order is for added items due to repair of the pedestrian/bikeway started along Lincoln dike and essentially final change orders to address some minor repairs/improvements to the bikeway (stump removal to make mowing easier, replaced some concrete and small retaining wall around manhole for groundskeeping), $2,145.14. Moved by Lucke and Hafner to approve the change order. Motion carried.

11. Matter of water system flood recovery costs.
Charles Vein, Advanced Engineering, reported that this was presented to the Flood Response Committee last week and comment made to present to this committee, and the work discussing is flood-related. He reported they have wrapped things up, cost estimates and damage assessments and now passed the FEMA work and discussions with them. He stated this is recap of money spent and what damages are. He reported that total damage is $8,312,000; dollars spent for mitigation, $1,746,000, and brings total to $10,058,863, and of that amount FEMA/State spent $6,886,000, leaving amount for the City of $3,172,000. He reported that $2,4325,000 for water meters which is a cost that they were able to convince FEMA of damage to meters but because of ownership of the meters by the property owner (even though City actually owns them), and other major items are raw water intakes, and reason FEMA didn't pick up those costs was because those contracts were already con-tracted prior to the flood (even though work not done, but planned improvement), and other items that non-concurred by FEMA and which will be discussing with FEMA ($264,922). If successful in negotiating those items, only about $17,000 to the City, but doubts get to that point, will end up with plant better than before.

There was some discussion re. water meters; that FEMA stated that couldn't participate because of the public assistance program but turn over to individual assistance program, working with Gen. Sagsveen with that. Klave asked what City loosing if not getting adequate readings; Mr. Vein reported that in sampling of meters 9 out of 10 failed AWWA standards but normally read light. Mr. Vein stated that they knew there would be problem with getting FEMA to pay for this (that they paid for some in EGF because meters owned by the City), and first goal was to prove damage and did that, but ownership problem. He noted that transmitter not replaceable so

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replace entire meter. Committee also noted that there has been some discussion in replacing meters with dial-in system; Mr. Vein stated that they have discussed with meter mfgs. re. taking tele-phone or radio systems and will be evaluating that re. replacing meters (75% of 12,000 meters damaged) at $250/ea. and if go to upgraded system would also have to replace 25% not damaged.

The committee suggested process to change ordinance so City owns meters. Moved by Hafner that we refer to the city attorney to look into changing ordinance so that City owns the meters. Klave seconded the motion.

Mr. Vein stated that last time they changed, homeowner paid fifty cents/mo. for payment, but whichever way homeowner eventually pays for it, and is better way because if tampered with, etc. Hafner stated that it was in the best interest of the City to retain ownership so change, test, maintain, etc.

Upon call for the question, the motion carried.

Moved by Hafner and Lucke to adjourn; meeting adjourned at 8:10 p.m.

Alice Fontaine
City Clerk

Dated: 12/31/97