Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, February 8, 1999 - 7:00 p.m.

Members present: Hafner, Klave, Lucke, Lunak.

1. Matter of temporary construction easement for trunk storm sewer line
on Belmont Road, Proj. 4836.
Lon Aune reported they are looking for a temporary construction easement along Belmont Road for Proj. 4836, which is first project that was bid and awarded under CDBG for the Southend Development area, have storm sewer line going down east side of Belmont, starting at Drainway and extending south to Adams Drive, and looking for approval of the easement. It was noted there is no dollar amount. Moved by Klave and Lucke to approve the temporary con-struction easement. Motion carried. (Pls. Note: It was found that this item has been taken care of previously - duplicate.)

17. Matter of landfill payloader bids.
There were reps. of the bidders at the meeting. Todd Feland, asst.dir., reported that the specification required a 10% bid bond or a 5% cashier’s check, and that RDO had envelope on outside envelope with a 5% bid bond, and did not open the bid because of that, there was letter included in packet stating that from the bonding company, and bond has been reissued; and the matter was presented to committee as to whether to consider a minor or major defect. It was noted that there is no State law requiring the bond but part of the specifications required. It was noted that on construction projects they hold tight to the letter of law, and that by letter from surety company was an error on bid bond of 5%, and Klave moved to declare it a minor infraction. Lucke seconded the motion. Motion carried.

It was noted that they were forwarding recommendation on the construction bid to council and if opened, award would come back to this committee. However, it was noted that there is the possibility that if council decides that is not a minor infraction and they vote not to open the bids, then would move forward with other bids there are.

Moved by Klave and Lucke to hold this item for two weeks.

2. Matter of resubmitted bids for chemicals (phosphate) for water plant
for 1999.
Hazel Fetters-Sletten, supt. of water treatment plant, reported that she brought this to committee to acknowledge an error on her part, had omitted one of the phosphate bids and it did turn out to be the low bid, difference is about 1/cent per lb., that she contacted the vendor and discussed it with them and they have no difficulty if City stays with company originally recommended, but wanted to publicly acknowledge her omission and brought original bids if they wish to review. It was noted that the bid went to Hawkins but Pristine was lowest. Klave stated that if she has been in contact with Pristine and they understand what has happened and are willing to let us take the bid as awarded originally, doesn’t have a problem with that, and moved to let the motion stand as was made at the previous meeting. Moved by Lucke and Lunak to receive and file. Motion carried. (comm.only)

3. Matter of C.O. #1 and #2, Reactor tanks and distribution structure,
wastewater treatment plant, Proj. 4371.
It was noted that C.O. #2 has been pulled.
Hugh Veit, KBM, reviewed Change Order #1 to the construction currently going on, which is foundation work, reaction tanks and the distribution structure
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February 8, 1999 - Page 2

for the wastewater treatment plant, and in letter distributed to committee it indicates that those changes are recommended: first is deletion of two 48” bends and is a contractor’s requested deletion based on a minor revision to the piping layout and realized a deduct of $16,560; the remaining three items are recommended revisions to the design based on our structural engineer’s reevaluation and those are a little more costly, and net result of the change order would be an add of $55,278. He stated they’ve looked at it and that all the costs as presented are approvable and recommended approval of the change order. Klave asked what they have in contingencies on the project; Mr. Veit stated it’s 5% of $20 million, and this represents .03% of their contract; and this contract is almost $7 million in total. Moved by Klave and Lucke to approve Change Order No. 1 in the amount of $55,278. Motion carried.

4. Matter of renting farmland in Secs. 18 and 19, Turtle River Township.
Charles Grotte, asst. dir. of public works, reported they were before committee a couple months ago and were looking at renting it to the person previously renting it from the former owner and after more discussion with them, it seems like quite a difference in price they are willing to pay now vs. what willing to pay before based on some reduction in acreage, etc. After talking with Mr. Swanson, he suggested that they should advertise the land available for farming (City owns approx. 800 acres and somewhere between 500 and 600 would be available to be farmed for the next few years and will figure that out exactly, but this is to get permission to advertise for request for bids for renting that land available. Moved by Lucke and Klave to approve advertising the land for rental. Motion carried. (comm.only)

5. Matter of geotechnical engineer for raw water intake and transmission
lines, Proj. No. 4769.
Mr. Grotte reported there was letter from Shannon & Wilson in packet, and this is their contract for Phase I of the geotechnical services in the amount of $14,000, overall looking at a technical consultant contract somewhere in the range of $100,000, and this is to get them started so know where heading on it to get through first few elements of work so better define the rest of it for raw water intake.

It was moved by Lunak and Klave to approve contract with Shannon & Wilson for proposed scope of work and associated cost to provide preliminary geotech-nical engineering services associated with the referenced project in the amount of $14,000.

Mr. Grotte reported they are satisfied with negotiations.

Sandra Donaldson, 606 S. 4th Street, stated she wished to discuss matter of route of transmission lines, that transmission line coming out of the intake building and goes in front of their house, down the berm, that there are beautiful old elm trees there, and would encourage engineers not to put the transmission lines down the berm, that the granitoid on that street has been torn up by the sewer separation project and didn’t think it would hurt the street very much to put that line in the street. Mr. Grotte stated this is preliminary and not final and they will consider trees and granitoid,
etc. and this is 8 ft. down and this is important but not hard to build.
Chairman Hafner stated that has been noted. Upon call for the question the motion carried.
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6. Matter of encroachment agreement at 4720 Gateway Dr. (Archie Simonson.)
Held in committee.

6.1 Matter of master plan for downtown street scaping project.
Charlie Vein, Advanced Engineering, reported this plan is the work from the Downtown Development Commission and what is being proposed to proceed as a master plan for the downtown area, and doesn’t necessarily mean that this is going to be constructed at this point in time, there is work being done to look at how much actually would be done. He reported that the first page of the report is a rendering showing what DeMers and North 4th Street could potentially look like. He reported that the plan identifies four different basic zones; Zone 1 is from DeMers Avenue starting at North 5th Street and proceeding towards the River; Zone 2 is on 3rd Street from Division to University, 4th Street from Division to University and 5th Street from Kittson to 1st Avenue and blocks in between; Zone 3 is DeMers coming down the overpass to N. 5th Street. He stated what they are proposing in this plan is that in Zone 1 would be looking at using a brick paver surface from back of curb to the building, would have double acorn lights and maintain the existing cobra type lights at the intersections, repaint traffic signal lights to a dark color to match the cobra lights, receptacles in each of the tree locations, tree grates and new trees as required. Zone 2, main difference is rather than having brick pavers from curb to building, would be a four ft. paver section called carriage walk along the back curb and etched concrete sidewalk surface for the remainder of the sidewalk area; would have single acorn lights and cobra lights at intersections, with traffic signals repainted to match the acorn lights, as well as trees and tree grates; Zone 3 comes down DeMers Avenue and looking to maintain standard city sidewalks and single acorn lights as entrance to the downtown area; and Zone 4 remains as is with standard sidewalks and street lighting, etc. He reported that the remainder of what handed out to committee is some details of tree grates and plantings would look like, details on the cross-section for the sidewalks and pavers. Detail on lighting are also shown; and general specifications of what materials would be going into this plan.

Mr. Vein stated they are presenting this to committee for information, tomorrow night there is a public meeting with the downtown people to come in and view this and to get further input from them as well, on Friday would be presenting to Urban Development for their final approval, and then to city council. He stated this is a master plan to go by and DDC will be looking at how much they are going to construct, how much participating in as well.

Mr. Vein stated there are a number of projects that have to work together downtown this coming year, first thing that needs to be completed is underground utilities and repairs (storm sewer, sanitary sewer and watermain) and will have to be sequenced with that happening first. He stated the overlay project will be divided into two projects, one curb and gutter replacement which will be done after underground utilities replaced, then third level of construction would be streetscape. He stated if this project proceeds, not looking until July or August to do anything in this area. Lunak asked if there were funds allocated for this. Mr. Vein stated that DDC is
looking at around $1.8 million of their dollars, that they had a total of $2.8 million originally set aside for them; there are still some discussions on whether some will be special assessed, some paid by DDC, and what per-centages, and that hasn’t been determined. Mr. Vein stated if they were to
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February 8, 1999, Page 4

do the total project for Zones 1, 2 and 3, in the est. amount of $3.4 million; decisions need to be made whether DDC would pay for all they could with $1.8 and go as far as they can, and some special assessed, etc.

Mr. Vein stated this was information for the committee, has been given to the engineering department for their review, they have been involved in the planning efforts and aren’t looking for a vote because haven’t gone through the public hearing process and want to listen to what they have to say.
Information only.

7. Matter of agreements for eng. services, various projects:
a) Design engineering, AE, Proj. 4970, watermain replacement on Columbia
Road from DeMers to University and connection to UND water tower and
to UND water tower and Proj. 4971, water tower level controls (CDBG).
Mr. Vein, A/E, reviewed engineering contract for preliminary final design and construction phase services associated with two projects, watermain on Columbia between DeMers Avenue and University Avenue, including connection to UND tower and fill control valve upgrades with remote telemetry control from the water plant from the five water tower sites; and reviewed payment section of contract where requirements are for payment are listed, this is an hourly not to exceed $126,796; hourly fee and expense schedule which is standard schedule and itemization of fees. It was noted this line would be cased underneath RR tracks and also going to be investigating old storm line that went underneath RR tracks whether can utilize that. He stated this project will have to be coordinated with the RR and UND in getting through their property.

Moved by Klave and Lunak to approve the engineering services agreement in an amount not to exceed $126,796.00, CDBG funding for construction and not design work. Motion carried.

Mr. Grotte reported that CDBG funding is for the construction and not design work which will be out of utilities.

b) Design engineering, KBM, Proj. 4806, Mill Road rehab.
Mr. Veit reported this is preliminary engineering agreement for rehabilitation work on Mill Road from Gateway Drive to Washington Street, this is Emg. Relief money for that road and that was approved at the last council meeting to go with rehabilitation rather than total reconstruction. The contract is in accordance with the NDDOT requirements and breakdown of their fees are given in the back of the agreement, that this is a cost plus fixed fees meaning costs plus indirect cost times a fixed fee is used to create the total, $42,044.23.

Moved by Lunak and Lucke to approve preliminary engineering agreement for design on Project No. 4860, in the amount of $42,044.23, CDBG eligible. Motion carried.

Mr. Grasser reported that the ER funds are 80% federal highway and 20% local
and have CDBG money programmed for the local share.

c) Design engineering, WFW, Proj. 4983, Replace Pump Sta. 27
Tom Hanson, WFW, reported design is not CDBG eligible; and is located by Columbia Mall, 34th and 24th Avenue S. and capacity is being challenged by all
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the apartments going up in that area; this would replace existing stantion, and in report prepared before the flood, within next year or so its capacity will be exceeded and need to replace. He stated this is hourly contract through the bidding phase, and will come back with construction phase agree-ment once you know who the contractor is, have relatively tight schedule, planning bid opening on May 7 so can get constructed this year. He stated contract is standard hourly with rate schedule, $40,602. Est. cost of pro-ject about $700,000 and is totally new structure, the present one doesn’t have room to add larger pumps in it. Mr. Grasser reported this is budgeted and wanted to make CDBG eligible if funding becomes eligible. He stated that it doesn’t seem like need to replace whole lift station but problem is that it’s so deep and until dig down to replace it and put another one in, putting all that effort and making it more complicated, etc. Mr. Hanson reported that if look at stations building now, if have to upgrade them and increase capacity, there’s space there, structure is there and building them now so in the future that can be done for $100 to $200,000 to upgrade and change capa-city. Mr. Hanson stated that current station did save money upfront when built but operation and maint. costs are there and riskier in the winter can’t see more than 10 ft. into it because nothing but fog down there, so for 2 ½ months can see pumps, etc. and isn’t that safe long term.

Moved by Klave and Lucke to approve design engineering agreement with Webster, Foster & Weston in the amount of $40,602.00. Motion carried.

d) Design engineering, WFW, Proj. 4854, san. sewer forcemain replace-
ment on Columbia Rd. from 17th to 24th Aves. S.
Mr. Hanson reported this segment is undersized and have known for an extended period of time, but getting to be time have to deal with it, when did valve replacement at 24th, lined things up and got going down the berm so ready to build most of it down the berm and make connections, were going to delay this one, but looked at sidepass on Cherry St. and would be helpful to be able to use that for part of the change over on this project, and will try to get this coordinated so it’s ready for switch over at same time the south-end one is so don’t have to lay pipe out twice. This is on the east side of the road, and actually it’s in the street so can see broken pavement over the trench, etc. and now will be in the berm until get to 17th and Columbia, that will be nasty because that’s two-mile detour when have to close that inter-section, can’t carry traffic through when taking that stuff out, signals have to come down, est. 4 to 5 days; and will be compounded because have to do 24th changeover the same nights. Cost of engineering contract $39,740.

Moved by Klave and Lunak to approve agreement for design engineering with Webster, Foster & Weston, in the amount of $39,740.00. Motion carried.

8. Amendments to eng. services agreements, various projects:
a) Amend. No. 6 (const. adm), WFW, Proj. 4865, restore sanitary sewer in
Area 4 (CDBG)
This item pulled.

b) Amend. No. 1 (additional eng. work), WFW, Proj. 4687, sewer cleaning
and televising (CDBG)
This item pulled.


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c) Amend. No. 13 (design), GFEG, proj. 4925, storm sewer on 47th Ave. S.
(Columbia Rd. to S. 20th St.) (CDBG)
Lon Aune, GFEG, reported they will be doing storm sewer segment along 47th between Columbia Road and Middle School, and this sewer will connect to one put in along 47th originally and tie all this together and done under GFEG and will be put together for plans and specs. and bidding, then minor construc-tion phase services again on this and carry through pre-construction meeting at which point there will be decision made by engineering staff whether need to put together another amendment for further construction phase services or that City staff would take it over for inspection at that point. He reported that the amendment for engineering services would be $23,510.00, and is part of the CDBG umbrella and part of $15 million that was originally allocated.

Moved by Klave and Lucke to approve Amendment No. 13 to the engineering ser-vices agreement with Greater Forks Engineering Group in the amount of $23,510.00. Motion carried.

d) Amend. No. 14 (design), GFEG, Proj. 4878 and 4881, watermain on
Columbia Road (36th to 47th Aves. S.) and on 47TH Ave. S. (Columbia to
to S. 20th St.) (CDBG)
Mr. Aune stated this is amendment for eng. services agreement for the two projects listed and is under GFEG umbrella and completed for construction this year. Proj. 4878 is located along Columbia Road from 36th and extending past 47th Ave. S. and bringing down from 36th to the drainway and then from 47th back to the drainway; Project 4881 is watermain that will be along 47th Ave. and sit on the north side of 47th and will connect in with what’s been constructed up to the Middle School and will tie in with the watermain that gets done along Columbia Road and creating loop in that area. Project 4878, $21,600 and Project 4881, $15,271, and is part of CDBG allocation.

Moved by Klave and Lucke to approve Amendment No. 14 (design) to the engineering services agreement with Greater Forks Engineering Group in the amounts of $21,600 and $15,271, respectively. Motion carried.

9. Matter of creating special assessment districts, various projects:
a) Proj. 4714, Dist. 562, paving N. 55th St. (DeMers to Gateway)
Held in committee.

b) Proj. 4839, Dist. 264, watermain on S. 20th St. (40th to 47th Avenue S.)
Jay Bushy, Eng., reviewed Engineer’s Report, that this project has est. cost of $131,300 budget and part of project being funded by the School District DSR and line is 12” and 16”, and looking to create the district. Moved by Lunak and Klave to 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.

c) Proj. 4919, Dist. 265, watermain on 4th Ave. S. (20th to 25th Street) and
on S. 25th St. (45th to 47th Avenue)
Mr. Bushy reviewed Engineer’s Report for the project which is 8” to serve the new Bldgs. and Grounds building being constructed the School and has budget of $109,000, and looking to create the district.

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Moved by Klave and Lunak **(same motion as above). Motion carried.

Mr. Grasser reported this is regular assessment district for the parts in the city limits and future assessments for outside the city, the School Dist. owns Lot 3 which they are building on, and reason it’s future assessment district is that it may be a couple months before annexation gets completed which puts them late in the construction season and may come back and create the actual assessment district this fall.

Upon call for the question, the motion carried.

d) Proj. 4939, Dist. 401, storm sewer on 45th Ave. S. (20th to 25th St.)
and on S. 20th and 25th St. (45th to 47th Ave.)
Mr. Bushy reported this will serve areas that will be paved in the near future and Lot 3 is owned by the School. Moved by Lunak and Klave **(same motion as above). Motion carried.

e) Proj. 4979, Dist. 266, watermain in Perkins 4th Addn.
Mr. Bushy reported this watermain runs on South 34th Street from 32nd Ave. S. to Ruemmele Road and extends south to the Drainway, then runs on 40th Avenue S. to the end of the Perkins 4th Addn., this is a 12” line and part of the line underneath the drainway, and lines on 36th Ave. S., Balsam Circle, Cedar and Pine Circles are 8” lines and serve the development in the area. Moved by Klave and Lucke **(same motion as above). Motion carried.

f) Proj. 4807, Dist. 564, paving S. Washington St. (40th to 47th Avenue)
Mark Hoffman, KBM, stated the Engineer’s Report was prepared by City staff and this is for the paving project that will four-lane S. Wash. St. from 40th to 47th Ave. It was noted that approx. 60% of the area is tapping fees. Moved by Lunak and Lucke **(same motion as above). Motion carried.

g) Proj. 4519, Dist. 381.1, sanitary sewer on Cherry St. (47th Ave. S. to
Southend Drainway)
h) Proj. 4520, Dist. 252.1, water on Cherry St. (47th Ave. S. to Southend
Drainway)
i) Proj. 4521, Dist. 382.1, storm on Cherry St. (47th Ave. S. to Southend
Drainway)
Mark Walker, Eng., stated these projects are similar and would like to create a special assessment district to assess project costs of a project that has already been constructed. He reviewed the assessment district map for Proj. 4519 and this was first presented when they created the original assessment district but benefiting area was Mighty Acres 1st and 2nd Addns. and an unplatted tract of area on the west side of Cherry, and at the time they created the assessment district Mighty Acres 2nd wasn’t in the city limits and created that as a future assessment district, that area is now in the city limits and would like to create an assessment district and assess those costs. Moved by Klave and Lucke that **(same motion as above). Motion carried.

Klave questioned whether it was future incoming areas when brought in that
fees are going to be collected upfront or still assess as lots are sold. Mr. Grasser stated that when they make their recommendation in staff they look at areas imminently going to be coming into the city limits within next year, and then create future assessment districts and when doing that as on Cherry
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Street, what happened is that if had waited for the developer to get plat filed and the annexation to occur they would have run into trouble with the backend on the construction season, so they created the future assessment district for the developer so could get these in without holding him up and then have to come back and create the final district later. He stated they knew going into this that the development was 99% sure and was going to happen in 1998; if on the other hand get into an area where it looks like it might be five years out before area gets developed, would then recommend a tapping fee and reason for that gets to be in the depreciation schedules, future assessment district is our understanding that we have to depreciate that over the life of the bonds so depreciated 1/20th every year, whereas a tapping fee can carry those fees out longer before start depreciating. He stated that in the tapping area they will collect fees based on when a building permit or site improvement is made; future assessment district don’t have to wait that long and will see them doing a little bit of both. He stated that the first three items being the area came in as one plat, they recommended assessing it over the whole plat and in the last project (Proj.
4236) where they have the sanitary sewer, the original tapping fee areas is all of the area west of the Coulee (from 42nd St. down to 29th Ave.) and at this time only recommended that they assess the area that’s essentially developed, not doing lot by lot, but doing in a grouping to save the administrative costs on future assessment districts. Klave questioned that if set up as tapping fee and gets developed and brought in, then developer will have to pay that tapping fee upfront or turned into an assessment district; Mr. Grasser stated that tapping fees, developer won’t pay for it until he takes out a building permit, however, there may be instances where they have a tapping fee area and install another utility in, may make recommendation to come in and pay that tapping fee as part of that assessment district so will try to point those out, but nobody pays it until they actually ready to build.

j) Proj. 4236, Dist. 353.1, sanitary on 24th Ave. S. (36th to 38th Sts.)
Mr. Walker stated that this area created as a future special assessment district, everything west of the Coulee, and these two subdivisions (Mighty Acres 1st and 2nd Addns.) have come into the city limits and recommended district be created and those costs assessed. Moved by Klave and Lunak **(same motion as above). Motion carried.

10. Matter of CDBG Engineer’s Reports for various projects:
a) Proj. 4968, bottleneck watermain replacement on 28th Ave. S. and
Washington Street.
Mr. Bushy reviewed new waterline proposed and will eliminate a bottleneck identified in the area and looking for approval of the Engineer’s Report. Moved by Klave and Lucke to approve the engineer’s report. Motion carried.

b) Proj. 4969, Phase II Downtown Watermain Replacement.
C. Vein, A/E, stated this is CDBG Engineer’s Report for the remaining portion of the downtown watermain replacement project, and this was discussed two weeks ago, concerning replacement of watermain between Minnesota Avenue and University Avenue and 5th Street east to the River, project is scheduled
for bid in late April and looking for approval of the Report. Moved by Lucke and Klave to approve the engineer’s report. Motion carried.


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11. Plans and specifications and call for bids:
a) Proj. 4928, box culvert the Southend Drainway at S. 18th Street (CDBG)
Mr. Aune reported this is box culvert located in this area for the drain-way, Middle School, Ulland Park, and asking for approval of plans and speci-fications, with a bid date of March 8, 1999 and looking to have completed by July 15. Moved by Klave and Lucke to approve plans and specifications and call for bids, contingent upon engineering reviewing plans and specifica-tions. Motion carried.

b) Proj. 4807, Dist. 564, paving S. Washington St. (40th to 47th Avenue)
Mr. Hoffman reported that the traffic signals at 47th Ave. S. that has been on-going, had a special traffic study done by consultant who found that the traffic signal could be justified in year 2014, did the study for the purpose of providing traffic control there in this project if it could be funded along with federal funds, been back to the Hwy. Department three times with the request that they reconsider, and last time he included in his cover letter was transmittal of the Project Concept Report, verbal request referring to the committee’s January 25 recommendation, that he followed that up and received minutes and followed up to the Hwy. Department with an actual copy of the recommendation, and their response is that they are rejecting the traffic signal again as a cost participating item in the project with federal funds. Klave questioned whether with new school if projected number of people crossing at the a.m. is 6. Mr. Hoffman stated that when he called the school district and talked to their administrator to get data for the traffic study, they reported that 80% of their traffic would be bused, 19% would be automobile carried, and maybe 1% would be walking at this time, and those are values they had to use and this was before school was open but School Dist. had projected and that was what gave the Traffic Study Consultant. Klave stated he has a hard time believing that build a school that size and give a report that says 6 students will be walking or biking. Mr. Grasser stated that from a funding standpoint they are using Urban Funds to build a section of S. Washington and if needed to put in traffic signals at a future date, would probably be looking at the same funding source. It was noted that at the end of the Highway Department’s letter it stated that in the future if traffic signals are warranted federal funding might be used. Klave stated that he wants it on record that he disagrees with the School District on their numbers when requesting things like this and trying to get it done in an expeditious manner when construction is being done at that time, to have school of that caliber of that size and come back and tell there’s going to be six people to cross the street and finds it very erroneous.

Mr. Hoffman stated they are calling for bids, plans are finished but City staff hasn’t seen them yet, that they went to the Highway Department today and will continue working on this and this project has been on fast track, they’ve got this far in 2 ½ weeks on a three-month normal design project, and in another two weeks have to have final plans ready for pickup, this is far enough along so essentially everything is there but just cleaning up when reviewing it, and will have onboard review with the Hwy Dept. and City, and will be corrected before going to bid.

Moved by Klave and Lucke 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 contingent upon City review. Motion carried.
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c) proj. 4908, 1999 concrete street repairs.
d) Proj. 4909, 1999 asphalt street repairs.
e) Proj. 4907, 1999 sidewalk repairs
f) Proj. 4910, 1999 ADA curb ramp construction
g) Proj. 4964 and 4978, watermain replacement on N. 5th St.
(University to 7th Ave.) and on N. 6th St. (2nd to 6th Ave.)
h) Proj. 4942, 1999 casting quotes

Mr. Bushy reported all projects are in City budget, they are standard unit priced projects and all of the bid dates are March 8 and have various completion dates. He stated that on project for castings is to ask for request quotes.

Moved by Klave and Lucke to approve plans and specs. and to call for bids.

Mr. Grasser reported they are still proceeding with process approved several years ago where they dedicated the equivalent of one mill for about $50,000 to go into ADA curb ramps, that’s in the addition to the other $20,000 they normally budget in sidewalk process, and these are specifically to upgrade and add. He stated that the American Disabilities Act was adopted probably 7 or 8 years ago and as part of that the City is required to upgrade and make handicapped accessible the sidewalks, that they worked with the handicapped community and council and put together a program as to how they would meet ADA requirements, didn’t have the money to go ahead and do all at one time, so City adopted was to come in and expend approx. 1 mill but take out of the Highway Users Acct. rather than property taxes to repair over time, that program coupled with the fact that every time had major street replacement, handicapped ramps would be part of that project, and figured 10 or 12 year project, and maybe somewhere around 10 years and hopefully become totally compliant.

Upon call for the question, the motion carried.

12. Matter of additional sewer plug purchases for 2nd line of flood defense.
Mr. Bushy reported that in January the committee approved the low bid on this project and are now asking to make modifications to that, the project at that time was budgeted at about $54,800 and now asking approval for the addi-tional changes they have made and comes to about $58,500, and looking for approval to make modifications. He reported that the project has about $54,800 of hazard mitigation grant program funds allocated now and they are in the process of checking with them to see if they will approve the addi-tional cost and have to provide documentation and they couldn’t give answer before tonight’s meeting. Moved by Klave and Lucke to approve modification to the project to increase costs from $54,800 to $58,500. Motion carried.

13. Matter of tapping fees for various projects.
Mr. Walker presented matter of 10 projects with tapping areas identified when they created the special assessment district, and these documents (10 documents which pertain to each of the 10 projects: Project 4126, paving Columbia park 22 and 23; Proj. 4169, sanitary sewer Columbia Park 22 and 23; Project No. 4225.2, paving Washington from32nd to 40th St.; Project No. 4340,
watermain on South Washington; Project No. 4418, paving 34th Street from DeMers to 17th Avenue South; Project No. 4461, sanitary sewer on S. 42nd
Street from DeMers to 17th Ave. S.; Proj. 4462, watermain on S. 42nd Street
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from DeMers to 17th Ave. S.; Proj. 4517, paving in Birkholz 5th Addition; Proj.
4625, sanitary sewer on 32nd Ave. S. from S. 48th to 55th Sts.; and Proj. 4626, watermain on 32nd Ave. S. from S. 48th Street to 55th Street), and defines actual formula that the Inspections Department will use to calculate someone’s tapping fee and also identifies the areas that are tapping fees. He stated that most are based on finalized costs, some on estimated costs and ones based on est. costs when get final costs will come back and finalize the documents.

Moved by Klave and Lunak to approve the tapping fee charges. Motion carried.

14. Matter of notice regarding non-protestable projects.
It was noted that Mr. Swanson, city attorney, had asked that this matter be held for 2 weeks.

15. Matter of Proj. 4830, water meter replacement.
Charlie Vein, A/E, reported this is report from the Water Meter Selection Committee concerning the project, the project required that a test site be installed and that the read system be tested, there was a requirement that 200 meters be installed and that there be a 95% read success on reading those meters (meters were to be read within a 300 ft. distance from the street) and vehicle driven at posted speeds. He stated that as they ran the test on January 22, 1999, ran two tests - one where looked at in stages (on Walnut, Chestnut, Belmont and Reeves Drive between 4th Ave. S. and 8th Ave. S.) and there were 88 meters installed, and when ran test running down every street able to pick up all reads but 2, or basically 98% read percentage; that on other test ran up and down every other street and tried to pick up all of the meters that were within 300 ft. and out of the 70 meters, read 53 for a 76% read. He stated they brought this forward because this proof showed meters did not meet the original intent of the specifications for the 300 ft. dis-tance, however, it did do good job on reading all of the meters that were adjacent to streets and as looked at the amount of additional time it would take over what initial projections were, feel it may add another day to the read time which will result in $1200 to $1400/year of potential additional cost for this, and it was the recommendation of the committee that we proceed with the contract with Itron, that he has had some discussions with them concerning this and have asked that they consider providing us with an addi-tional mobile unit for reading meters and they have not responded back at this point. He stated that an alternative to this as looked at second bid would be considerably higher. He stated that the read system they are using is a relatively new unit and in time that technology will advance and maybe able to get farther away, our hope was to do every other street, now looking at every street.

Mr. Vein stated that Itron reps. were here for the test and meters were installed such that they could be read easiest from the front, and that was as far as going to be able to read. Chairman Hafner stated that the commit-tee felt that since it didn’t meet the specs. that we asked for, should bring it back to committee for their concurrence that should proceed with the original bid. Mr. Vein stated they had drawn up the original specs. and felt that once deviated from that it wasn’t within their power to override those,
original specs. Chairman Hafner stated it would be proper to have motion to
approve with change in the distance and continue to negotiate with them. Klave stated he would want to continue with it but want negotiations. Mr.
MINUTES/PUBLIC SERVICE COMMITTEE
February 8, 1999 - Page 12

Vein stated that the unit we have is a new unit, and when bid this project back in September they only could show a prototype of the unit and hadn’t even had one out on the market; they are a very experienced company and have done a lot of this but the unit they had prior to this was a mobile unit was a van-sized unit which would do it very easily, but we elected to go to something to where don’t have to dedicate a van, and cost of this unit was $25,000 vs. $75,000 for the unit plus the vehicle.

Moved by Klave and Lunak to proceed with this with noted changes on the distances. Motion carried.

16. Matter of 1999 fleet vehicle bids for engineering/public works department
a) Public Transportation - mid-size automobile ($12,984.00)
b) Engineering - extended cab compact pickup ($15,644.00)
c) Sanitation - four-wheel drive utility vehicle ($23,055.00)
d) Wastewater - four-wheel drive utility vehicle ($23,055.00)
e) Street - four-wheel drive ½ ton pickup ($17,349.00)
f) Water - four-wheel drive ½ ton pickup ($16,689.00)
g) Sanitation - four-wheel drive ¾ ton pickup ($19,801.00)
h) Central Garage - ¾ ton pickup ($17,542.00)
i) Stormwater - four-wheel drive 1 ton pickup ($19,747.00)
Todd Feland reported they received a late bid from Eide Motors which was in the auditor’s office at 2:05 p.m. and bid opening was 2:00 p.m., so did not open that bid (it came in after other bids opened). Moved by Klave and Lunak to return the unopened bid to Eide Motors for failure to meet the required bid time. Motion carried.

Mr. Feland reviewed bids received from Rydell Chevrolet, Hansen Ford and Gateway Chevrolet and recommendations from the department for purchase.
He stated that Hansen Ford was low bidder on items a) through f), and h), and that Rydell was low bidder on items g) and I).

There was some discussion re. air-conditioning in vehicles, and if air-conditioning is appropriate should have it but if in a work area where in and out of the vehicle and doing physical labor, doesn’t do any good; and use good judgment. Mr. Feland stated that if in a supervisory level where spend large portions of day driving from site to site, and second ie., if at landfill did allow that, and tried to stay consistent.

Mr. Feland stated that on b) that Wastewater Department has a Chevy Lumina to trade-in and Eng. would be purchasing that vehicle for $1500 and asked that they include that as part of the motion for Eng. Dept. to purchase that vehicle. Mr. Grasser stated they have a budget for cable locator to pay cable locator mileage but if can supply a car at this price, can probably save some money for year or two (unless major repair)