Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, May 10, 1999 - 7:00 p.m.

Members present: Klave, Lucke.

1. Matter of request for authorization to advertise for prequalification of bidders for new copy machine._____________________________________________________________
Heather Solheim, inspections department, presented request for authorization to advertise for pre-qualifications for bidders for a new copy machine; that the current machine is rebuilt one they received after the flood; that proposed machine has to have removable cover to copy plans, enlarge documents, that they use the machine along with engineering, public works, planning and others in City Hall who need to copy something large. It was noted that they would bring machines into the office for a one-week trial period. Moved by Lucke and Klave to approve and to bring machines in for trial periods. Motion carried. (comm.only)

2. Matter of interim water reclamation system alternative selection.
Steve Burian, A/E, reported there was a letter in their packet dated May 6, 1999, that prior to the flood City authorized Advanced Engineering to complete the final design of major improvements and expansion to the water reclamation facility, which deals with residuals that come out of the water plant (sludge and filter backwash water). He stated that when the flood hit they had completed 20% design documents for that $9.9 million improvement expansion project. He reported that those improvements were necessary based on their report on number of issues; 1) system is grossly undersized, was built in mid 1970’s to address lime sludge and facility expanded in 1984 generates both lime and alum sludge and that poses significant problems, and when flood over and restored facilities and Corps started talking about primary flood protection they drew their alignment which will run through that location and will take out the existing Third Street tank as well as run through the sludge plant. He stated challenge is trying to keep something running for the duration of time before you consider relocating the water treatment plant, if and when, major expansion or improvements are required. He presented five alternatives in changes to that facility, and that the sludge dewatering improvements that they were going to do were going to go north and east of the existing facility.

Mr. Burian reviewed the matrix for the alternatives and how to deal with the sludge at the facility, deals with how they are going to convey the sludge to the wastewater treatment plant and deals with sludge when it reaches the wastewater treatment plant, and also deals with backwash water along with the sludge. He stated they haven’t finished the ultimate disposal alternatives at the wastewater treatment plant that requires close coordination with KBM and the wastewater treatment people, but is not quite as concerned with that because they feel they can reuse those components if and when you build a new treatment facility, that it’s the other components that if and when you do that, will become sunk infrastructure. He stated on the conveying alternatives is to build a new forcemain from the water treatment plant out to the wastewater treatment facilities where they have two different alternatives, running it north and west from the treatment plant through town and across the northern tier somewhere in the Simplot vicinity to the wastewater treatment plant and cost for that forcemain. He stated they have drafted a letter to Tom Hanson, WFW, requesting that he work with the City and look at existing sanitary sewer would have the ability to handle some or all of this filter backwash water
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and sludge. He stated if they can maintain the water treatment plant residuals as dedicated forcemain when get to wastewater plant can deal with those, but if dump to sanitary sewer it will become an automatic load to the wastewater treatment plant and will have to contend with. He stated that the main issue is what they are going to do at the treatment plant, that the filter backwash water residuals enter a gravity sewer and comes out to Minnesota Avenue, along MN Avenue to existing sludge facilities, that sludge routed through pipelines to the existing facility and need to deal with backwash water and sludge. He stated that all of the alternatives have considered not dewatering the sludge at the current site but transporting the sludge and filter backwash water to the wastewater treatment plant as well as recycling filter backwash water.. He stated they haven’t looked at any dewatering technologies which are real expensive parts of the $9.9 million improvement.

He reviewed the alternatives: Alternative 1: bringing all of the water to several basins with lift station that would pump the sludge through the forcemain out to the wastewater treatment plant, the filter backwash water would be received in a basin and pumped through two sedimentation facilities where solids would drop out and fall into same basin they used to pump the sludge to the wastewater treatment plant, and clear water would flow by gravity to an existing recycle storage basin, and cleaner water would be pumped back to the head of the plant as currently is, and this is highest level of service, provided for most backwash to happen and also does most to reclaim the filter backwash water and bring it back to the head of the plant. All alternatives require to put some different gravity mains into a sludge, upsizing and extending the backwash line on Third Street because that was identified as a bottleneck during the 1995 study.

He stated second alternative is similar to the first and looks to recycle filter backwash water and sludge to the wastewater treatment plant, and rather than building sedimentation basins it looks to reuse some of the existing infrastructure (now have three rectangular basins in pre-treatment) and are looking at super rating two of them to higher flow rates so two can handle the whole plant flow and using third as sedimentation component to the previous alternative they looked at, so both sludge and backwash water would come to separate lift stations, sludge pumped to wastewater treatment plant, and filter backwash water pumped to retro-fitted clarifier, solids fall back into reservoir and cleaner water to recycle storage basins to be pumped back to head of the plant. He stated this alternative similar in level of service to Alt. 1 and biggest difference is that it attempts to re-utilize existing infrastructure. He stated that in building Alt. 1 there is a home and a business that would be lost. Alt. 2 requires removal or relocation of one home.

Alternative 3, difference from existing as well as Alt. 1 and 2 is that it does not seek to reclaim the filter backwash water, and in times of drought would be significant issue, but for interim type project, there is potential for looking at that, as this project brings all of the filter backwash water and sludge into a 480,000 equalization basin, with pumping system that pumps filter backwash water and sludge to the wastewater treatment plant, same size forcemain but pump for longer periods of time at higher flow.

Alternative 4 is same as 3 except that we cut the number from 480,000 to 240,000, and allowing
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under Alt. 3 to have two consecutive backwashes and only one under Alt. 4, similar in strategy but smaller equalization basin which allows less consecutive backwash. That compared to existing facility they can only backwash one filter before having to wait, and level of service on Alt. 4 is similar to level of service they have now.

He stated that Alternative 5 is a retro-fit where they try to use as much infrastructure as possibly can, that when they look to pump all of the sludge in the filter backwash water out to the wastewater treatment plant, you no longer need recycle storage basin (stores approx. 500,000 gal. of reclaimed water before pumped back to the head of the plant), and would bring sludge and filter backwash water directly into the recycle storage basin from where it would be pumped directly out to the wastewater treatment plant, they looked at different hydraulic profiles and it appears they have sufficient head from the different unit processes to accomplish this. He stated there’s only one filter backwash that they accomplish, not two, and can only fill about one-third full with different hydraulic heads they have in water treatment plant, similar in level of service to Alt. 4. He stated in comparing alternatives, similar in all ways including cost, with the excep-tion that when they build all of this on the existing site, this would not require the removal or relocation of any commercial or residential properties. He stated that Alt. 5 has one backwash, current facility does not have the ability to handle filter to waste, and under all these alternatives they would be able to handle filter to waste, and so not see a market improvement and level of service for number of backwashes, do feel have an improved level of service and the ability to handle the filtered waste, which is when return a filter to service after it’s been idle for awhile it tends to produce the porous water quality and filter some of that to waste for a period of time and then bring it back on line after the particles have settled within the filter. He stated that in con-sidering an interim project until, if and when, they choose to build a new treatment plant or when major expansion or improvements are required, and because of serious problems with the existing facilities, they are recommending that the City proceed with Alt. 5. ($1,400,000). He stated there is one caveat that is included in the letter, and that Alt. 5 probably isn’t most strategic alternative if the plant were to remain their forever, as taking some existing infra-structure that has a different purpose and converging it to some other purpose, that with limited water supply are wasting about 10% of the water through the sludge and filter backwash water, and probably elect to reclaim the greater portions of that if the facility were to be located here forever, and this alternative does a good job given the decision of the council of utilizing con-crete that’s already in the ground and which lowers the cost and lessens impact on adjacent neighborhoods.

Charles Grotte, asst. director of public works, reported that staff reviewed alternatives.

Moved by Lucke and Klave to approve the recommendation to proceed with Alternative 5.
Motion carried.

3. Matter of surplus building at landfill.
Dick Newman, solid waste manager, reported they have the former scale house which hasn’t been used in past several years, and would like authorization to advertise it and dispose of it. He
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stated this is a wood building and has had some people interested in purchasing it for storage shed. Moved by Lucke and Klave to declare this building as surplus and to offer building for sale. Motion carried.

4. Matter of bids for scrap metal at landfill.
Mr. Newman presented tabulation of bids, and noted that the bid of Residual Materials , Inc. had been in City’s possession but routed to wrong department, he asked that this be declared an irregularity in the bid, and to accept Residual Metals bid. It was moved by Lucke and Klave to consider this a minor irregularity. Motion carried. It was moved by Lucke and Klave to accept the bid of Residual Materials in the amount of $35,200. Motion carried.

5. Matter of intermediate cover at landfill.
Mr. Newman stated they have an area that they opened last winter to regrade, was too high in several places and need t do some work on it so it would drain and since last inspection reported to the Health Department that they would get that closed as soon as possible; in talking with engineering department it could be some time before they iron out some things with ICS and would like to get authorization to take quotes for intermediate cover for this particular area alone, so get started before next landfill inspection. He stated it will take approx. 25,000 yds. to cover it; and is looking for intermediate cover (actual second layer of cover over garbage), get daily cover and intermediate cover, which is to be put in place if leave open for more than six months without doing any work in it. He stated the area doesn’t need to be compacted, it doesn’t have any requirements for compaction. He stated they have monies in budget to cover this cost. Moved by Lucke and Klave to approve taking quotes for intermediate cover at landfill. Motion carried.

6. Budget amendment for Sanitation Department.
a) Sanitation Department - $12,980.00
It was noted that this transfer of funds for post-ice storm cleanup of branches. Mr. Newman stated they budgeted 72 hours and only did about 56 hours and matter of moving money to right category to get contractor paid. Moved by Lucke and Klave to approve the budget amendment.

7. Matter of establishment of city-wide special assessment district for flood control
project.______________________________________________________________
Held in committee.

8. Matter of funding proposal for the DeMers Avenue and 42nd Street Underpass Project.
Al Grasser, asst. city engineer, reported they met with the CIP last week and discussed options on funding for the 42nd St. underpass; that it’s been 6 to 8 months ago the DOT offered to provide approx. $3 mil of Regional Funds to cover the cost of that project and wished the City to provide out of our Urban funds about $3 or $3.5 mil to cover the cost of the underpass; and in addition they wanted the City to take over the section of DeMers Avenue off the regional program and onto the urban program from the Interstate to 5th Street. He stated they’ve had some discussions since then with the DOT and they might be willing to back off taking DeMers
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Avenue from the Interstate to Washington Street, which is a newer section of roadway. He
stated that discussion they had with CIP where asking authorization or concurrence on tonight is the CIP wished the City to request the full $6.5 mil out of the Regional Funds and have the City accept the offer to take DeMers Avenue from University to Washington Street off the Regional System and accept onto Urban Road System which is the City’s counteroffer. Mr. Vein stated he wasn’t sure DOT would concur but would be a starting point and City would end up doing is possibly trying to continue to negotiate with them, saying the council has accepted this funding mechanism and if something should change, would bring back for further concurrence.

Moved by Lucke and Klave to authorize staff to proceed with negotiations. Motion carried.

9. Matter of authorization to request proposals for engineering services for Landfill
Closure Project._______________________________________________________
Mr. Grasser reported that staff is really not able to provide the engineering services on this project and would like authorization to request proposals for engineering services to do that work, they would coordinate, but have consultants put together the more detailed plan on how the closure will occur. He stated that part of the issue is the dirt they had been using on the closure came from the old lagoon construction and what getting into isn’t good type clay that had previously, and will have to put together plan to come up with borrow necessary to close up the landfill. It was noted that funding for consultants will come from landfill closure budget. Moved by Lucke and Klave to authorize staff to request proposals for engineering services for the project. Motion carried.

10. Matter of easements/rights of way along S. 42nd St. from 17th to 29th Avenue.
Dean Weiland, CPS, Ltd., stated this is an update on where they are at on securing easements, that they’ve been working for approx. month to get easements for sanitary sewer, storm sewer and watermain in this area, and at recent meeting were authorized to work with the property owners where sanitary sewer would be paid for using CDBG funds, and sent out letters to the property owners indicating that the sanitary sewer funds would be paid for using CDBG funds and remaining part of the project would be assessed. He stated there are five property owners: Keith Danks and Ted Camrud, Lois Meyer, Dieter and Georgia Heitmann, Concordia Burkholtz and Terry Rieger, and as of this date they have not received a positive response from the property owners except Keith Danks who indicated he probably would be willing to provide the easements that are required for this project. He stated that Attorney Don Olson represents two or possibly three of the property owners and he suggested they meet with engineering department and perhaps member(s) of the committee to discuss in general the possibility of having a tapping fee or deferring the specials for water and storm sewer for three to five year period. He stated their recommendation is to set up a meeting this week with the engineering staff and a member of this committee to try to work further on this to come to resolution of the easements. Committee was in agreement and that they continue with negotiations, and Klave stated he could attend meetings if scheduled for Tues. or Wed. and Lucke would be available. Information.

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11. Matter of easements/rights of way along 47th Ave. S. from Cherry to Washington St.
Mr. Weiland reported that after looking at budget for CDBG funds sanitary sewer on 47th from Cherry to almost Washington Street, they contacted the property owner, Dean Curran and his father, and they both own parts of that project, and Mr. Curran gave his verbal agreement that he and his father would sign the easement, and only concerns Mr. Curran had was that the property is seeded and where need temporary easement there may have to be some negotiations but doesn’t see as a big problem and is something they can address. He stated their recommend-ation is to proceed with securing the easements and final paperwork with property owners; final easements would come back for review, and expects cost associated with the temporary construction easement of the crop that’s seeded (not with the permanent easement). Mr. Vein stated he would recommend that as long as talking about the typical $1.00 and other considera-tions, to approve this and if the temporary easement goes beyond their local spending limits, would then bring that back at that time. Moved by Lucke and Klave to proceed with author-ization if it is typical $1.00 and in event seeded area goes beyond funding limits to bring back to committee. Motion carried.

12. Matter of consultant selection of request for engineering services for Proj. 4829,
paving N. 42nd Street from DeMers to University Avenue (CDBG).____________
Held in committee.

13. Matter of status updates for Proj. 4772, Red River Dam Erosion Control and Boat
Ramp._________________________________________________________________
Mr. Grasser reported that SEH is lead engineer on the project and their report points out to do the proper erosion control that they’ve identified is about a $3 to $4 mil project, and had only budgeted about $1.2 mil and in addition time seemed to be a real problem in obtaining all the necessary permits available to award the contract, and some of that dirt and riverbed material is considered hazardous type material and gets to be quite complicated when start dredging and hauling that around. He stated that based on that they’ve had some meetings with the Corps of Engineers and it appears that their rip-rap control part of their project will go as far north as the dam and extend through there, and basically looking at taking care of the problem through the Corps of Engineers rather than doing as a stand alone project.

Mr. Grasser stated that the boat ramp identifyed as a $300 to $400,000 fix out there in order to stabilize the soils on that slip plain , and only budgeted about $100,000 for that project, and appears probably going to do, if anything, a short-term fix and put a little more asphalt out there and keep it operable and then look at a more permanent solution with the greenway project and the Corps of Engineers. He stated they made recommendations on transferring some of those funds into the HUD mitigation projects. He stated that he did want SEH to come in do an executive summary. Information.

14. Matter of two-way agreement for various projects:
a) Proj. 4999, sanitary sewer lining under So. Jr. High School
b) Proj. 4891, Railroad crossing at 27th Avenue North
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Jay Bushy, project engineer, stated they are looking for agreements to start the paperwork to enter into these two agreements, right now no plans to bring before committee. Klave questioned if there wasn’t some agreement reached on a). Mr. Grasser reported they didn’t have an official two-way agreement but said that the work needed to be done as part of the site development plan and had discussions as to what that would be and came down to lining. He reported that they will be meeting with reps. on So. Jr. High School this coming Wednesday and will expedite it as soon as possible.

Moved by Lucke and Klave to authorize entering into the two-way agreements with the developers. Motion carried.

15. Matter of agreements for construction administration services with KBM, Proj. 4807,
Dist. 564, paving S. Washington Street from 40th to 47th Aves._____________________
A rep. of KBM, Inc. stated they didn’t have a copy of the actual contract for engineering services because that has to be originated from the NDDOT and waiting for that, and were here to present cost to expedite the process so can get into a contract before construction actually begins. He stated they discussed with Dist. Office, Nick Ludowese, and asked if they were performing the construction engineering services or how would like to see it staffed and based on their manpower staffing standard broke down KBM’s est. cost to do this work. He reviewed staffing for construction observation, and it was noted this would be hourly not to exceed, plus expenses. Moved by Lucke and Klave to authorize entering into an agreement with KBM, Inc.
in an amount not to exceed $294,354.60. Motion carried.

16. Matter of amendments to engineering services agreements for various projects:
a) Amendment No. 8 (Const. Admin.), WFW, Proj. 4861, Restore Sanitary Sewer in Are 1 (CDBG)
Tom Hanson, WFW, stated that rates and staffing same as previous projects, not to exceed $121,812.00. Moved by Lucke and Klave to authorize entering into Amendment No. 8 to the agreement for engineering services with Webster, Foster and Weston, in an amount not to exceed $121,812.00, CDBG eligible. Motion carried.

b) Amendment No. 4 (Const. Adm.), A/E, Proj. 4969, Phase II Downtown Watermain
Replacement (CDBG)
Anita Mehle, A/E, reported this amendment is for engineering services for construction administration for part II of the overall downtown watermain replacement project, that currently A/E is under four contracts and asking approval of $61,434.00 for this amendment. Mr. Grasser stated they are not using CDBG on the engineering portion of the project but do on construction. Moved by Lucke and Klave to authorize entering into Amendment No. 4 to the engineering services agreement for this project, not CDBG eligible. Motion carried.

c) Amendment No. 21 (Design), GFEG, Proj. 4957, Sanitary Sewer on S. 42nd St. from 17th
to 29th Aves. (CDBG)

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Lon Aune, CPS, reported this previously was in front of committee as a CPS contract, and discussed moving the 42nd Street san. sewer into CDBG bracket, and had to go through proper CDBG requirements and selection process, and moving this under the GFEG umbrella, which was selected properly. He stated contract cost $39,185.00 not to exceed. Moved by Lucke and Klave to authorize entering into the engineering services agreement with GFEG in an amount not to exceed $39,185.00, CDBG eligible. Motion carried.

d) Amendment No. 22 (Appraisal Services), GFEG, Proj. 4853, Sanitary Sewer Forcemain
from Pump Station 40 to Columbia Road (CDBG)
Mr. Aune stated this project west of Columbia Road with Useldinger property to the north and Bateman south of it, that they originally talked to the Batemans who are not eager to enter into normal agreements and this is to enter into appraisal services for acquisition of easements and R/W. He stated that the closest time frame for appraisal services will be sometime in July, which is after the timeframe they need to secure these dollars, and are securing dollars and tying in with appraisals on 42nd and came up with dollar amounts based on the 42nd Street appraisal services. Moved by Lucke and Klave to authorize entering into Amendment No. 22 with GFEG in an amount not to exceed $3,500.00, CDBG eligible. Motion carried.

17. Matter of creating special assessment districts for various projects:
a) Proj. 4940, Dist. 570, paving 45th Ave. S. from 20th to 25th St. and S. 25th St. from 45th
to 47th Ave.
b) Proj. 4994, Dist. 565, paving South Pines Addition.
c) Proj. 5003, Dist. 566, paving on 36th Ave. S. from Columbia road to 30th St.
d) Proj. 5019, Dist. 568, paving on S. 26th St. from 36th to 37th Avenue.
e) Proj. 5022, Dist. 569, paving alley in 900 block between S. Washington and S. 12th St.
f) Proj. 5030, Dist. 572, paving Rivers Edge Phase II
Mr. Bushy stated they pushed the bid date back two weeks on a) into early July, and on b) they did the same and that splitting up the bids on these paving projects would get better bid rather than lumping together as one, and are asking for creating of the districts. Moved by Lucke 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. (this motion for each project). Motion carried.

g) Proj. 4714, Dist. 562, paving N. 55th St. from DeMers Ave. to Gateway Dr.
Todd Pfenning presented information re. estimated special assessments for the project and for project without bikepath/sidewalk and drainage ditch for three sizes of lots and highest number is $2202 with full project and $1981 without bikepath and ditch, and presented engineering’s report and assessment district and asked for creation of the assessment district of project without bikepath and drainage ditch, and those costs outweigh the benefits, and funding in the future for the bikepath will be available from other sources. Moved by Lucke and Klave that we adopt a resolution creating the assessment district, approving the engineer’s report,
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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.

18. Matter of CDBG Engineers Reports for various projects:
a) Proj. 4714, paving N. 55th St. from DeMers to Gateway Dr. (CDBG eligible only)
Mr. Pfenning stated this is to allow them to be eligible in case funds can be used for the project if funds available. Est. cost of the project $1,648,288. Mr. Vein asked what status was on environmental clearance on this project. Mr. Grasser stated this sends notification to Urban Development that need to have clearance. Moved by Lucke and Klave to approve the engineer’s report. Motion carried.

b) Proj. 4927, sanitary sewer on 55th Ave. s. from Columbia Road to LS 40
c) Proj. 4882, watermain on 62nd Ave. S. from Columbia Road to Washington St.
d) Proj. 4923, watermain on 47th Ave. S. from Washington St. to Belmont Road
e) Proj. 4886, paving S. Columbia Road from 47th to 62nd Ave.
f) Proj. 5026, watermain on S. Columbia Road from 47th to 62nd Ave.
g) Proj. 4957, sanitary sewer on S. 42nd St. from 17th to 29th Ave.
h) Proj. 4904, sanitary sewer on 47th Ave. S. from Cherry to 11th St.
i) Proj. 4880, watermain on 20th Street from 47th Ave. S. to 51st Ave. S.
Tom Hanson, Lon Aune and Charlie Vein presented reports, and it was noted that only difference on 4923 was that they re-evaluated that at about $410,000 but not changed components for additional items, street crossings and casings, etc. It was noted that on Proj. 4886, paving of Columbia Road that the original budgeted amount was $310,000 and est. project cost is $550,000 and what happened was that original unit project of $310,000 was extended from 55th to 62nd for the increase in dollars; and projects have been included in the new numbers and which are less than $15 mil, so still under the original numbers. Moved by Lucke and Klave to approve the engineer’s reports (for each of the projects). Motion carried.

19. Matter of Plans and Specifications for various projects:
a) Proj. 4849, sanitary pump station #40 (CDBG)
b) Proj. 4927, sanitary sewer on 55th Ave. S. from Columbia Rd to Pump Sta. #40 (CDBG)
c) Proj. 4853, sanitary forcemain from Pump Sta. #40 (CDBG)
d) Proj. 4926, sanitary sewer on 55th Ave. S. from Washington St. to Pump Sta. #39 (CDBG)
e) Proj. 4882, watermain on 62nd Ave. S. from Columbia Rd. to Washington St. (CDBG)
f) Proj. 5026, watermain on S. Columbia Rd. from 47th to 62nd Ave. (CDBG)
g) Proj. 4923, watermain on 47th Ave. S. from Washington St. to Belmont Rd. (CDBG)
h) Proj. 4904, sanitary sewer on 47th Ave. S. from Cherry to 11th St. (CDBG)
i) Proj. 4886, paving S. Columbia Rd. from 47th to 55th Ave. (CDBG)
o) Proj. 4880, watermain on S. 20th St. from 47th to 51st Aves. S.
Mr. Aune stated they are looking for approval of plans and specs. for these projects, subject to staff review and approval. Moved by Lucke and Klave. Motion carried.

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Ken Vein thanked everybody for putting together the effort when they set a deadline date for this which was much earlier than originally projected to get the CDBG monies spent within the deadline dates; and for committee’s information that is why they have so many coming through at the same time. He stated it will be interesting to see all these projects being constructed at the same time.

j) Proj. 4862, restore storm sewer Area 1 (CDBG)
Mr. Hanson stated this is storm sewer restoration, continuation of those projects, est. about $6.7 mil. and lot of dig-ups in the undersized storm leads, that this project is a lot bigger than any of others they have done and in one of the older portions of town, and is trying to get City and FEMA split on this, and will get that as quick as they can and work with staff to get an update on that.

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

Mr. Hanson stated concern that maybe running over on the CDBG portion and will work with Mr. Grasser as soon as get the numbers. Mr. Grasser stated that once they get this next area bid they will have the majority of it bid and will ask Mr. Hanson to put together a clearer picture of where they’re at and probably have to fine-tune when get into last areas.
Upon call for the question, the motion carried.

k) Proj. 4980.2, Downtown Streetscape Street Light Materials (CDBG)
Lisa Johnson, A/E, asked for approval for the street light material procurement for the project, this will allow City to purchase materials for the street light portion of the project, and felt it was necessary to bid the lighting prior to bidding construction of streetscape because there’s long lead time on street lights, and asked for authorization to advertise for bids using CDBG funds; however, they have had discussions with NSP concerning NSP installing and maintaining the lights for twenty-five years. She stated in the pre-design meeting with engineering department, it was decided to proceed as are and if NSP is low bid a maintenance agreement could be considered at that time. Moved by Lucke and Klave to approve the plans and specifications and authorize advertising for bids. Motion carried.

l) Proj. 5018, Dist. 269, watermain on 36th Ave. S. and S. 26th St.
m) Proj. 4972, bottleneck watermain replacement on 17th Ave. S. from 34th to 35th St. (CDBG)
n) Proj. 5005, Dist. 569, paving Balsam Circle and 36th Ave. S. from Balsam to 34th St.
Mr. Bushy reviewed plans and specifications, that l) is for service to the new fire station ; m) was identified in report by A/E as one of the areas they need to upsize the line. Moved by Lucke and Klave to approve l) and n) to approve 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, and on m) to approve plans and specifications and authorize advertisement for bids. Motion carried.

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20. Matter of consideration of construction bids for various projects:
a) Proj. 5015, 1999-2000 Flood Mitigation Protection Projects (CDBG) (with power to act)
Mr. Bushy presented tabulation of bids, that apparent low bidder is Nodak Contracting and has discussed timelines with them to get actual work done, and they are willing to meet any demands we put on them, that bid is a good bid, and recommended entering into a contract with Nodak Contracting to complete the flood mitigation projects. He stated that the main focus is to work on the Belmont area right now and depends on the weather, to remove the clay as quickly as possible off of Belmont Road and stockpile in two areas (one where Lincoln School was located in alley and other north of Elks Drive and into the golf course on a section of dike that they have looked at with the Park District; working on Alpha and Red Dot raising road to a level of protection they had in this year’s flood fight, and working in borrow pit on Campbell property extending road farther into coulee so get some better material, with open house tomorrow night to get public input on the other potential alignments in Riverside, Central, Lincoln and Elmwood areas) and bring those to the Flood Control meeting and ultimately to the council. He reported they had a public input meeting last Tuesday night for Belmont and it was agreed they would look at two options, whether on the east side of Belmont Road to build interim levee or between two fairways (4 and 5) and work with Park District with that, and constructed either late summer or early fall and Nodak willing to meet that timeline to get constructed.

Klave asked if they were going to stockpile only on the east side of Belmont Road on the berm area or possibly between 4th and 5th fairways, and they will work out with the Park Dist. but is going in one of these two locations. Mr. Vein stated they are bidding unit prices; Mr. Bushy stated it’s a time and materials contract so will have an inspector with the contractor with daily sheets, etc. Mr. Vein reported this matter will come back to Flood Protection Comm. and each segment of that will have council concurrence before construction; and have discussed some of those segments such as raising of Alpha and Red Dot and borrow pit and some of that is included in this original scope, but rest as come through with alignments will come back and have council concurrence, and will have a number of change orders as they go on to the next phase. Mr. Bushy stated they are looking at another phase of this project, ie., sluice gates on storm sewers and will get under design in the future. Mr. Grasser stated this final project will probably be 3, 4 or 5 times the base bid amount, this is just unit prices for the project and very minimal quantifies and will expand the basic contract as other areas approved. Lucke stated this was held and to do something to minimize the number of times they moved dirt and now moving again and again. Mr. Grasser stated this is equipment and hourly basis and just tell contractor what to do and keep track of equipment hours, and aren’t working the dirt as efficiently as could have; now that in the golf course have to pick up and move, and on two places where stockpiling doe fit in with probable alignments, and probably only move once and incorporate into dikes in those areas.

Moved by Lucke and Klave to accept the low bid of Nodak Contracting in the amount of $384,722.00. Motion carried.

b) Proj. 4991, Dist. 402, sanitary sewer in S. Pines Addition.
c) Proj. 4992, Dist. 267, watermain in S. Pines Addition
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d) Proj. 4993, Dist. 403, storm sewer in S. Pines Addition
Todd Pfenning reported they took bids today and engineer’s estimate was $202,790 and Soberaski’s bid came in at a total of $171,355 for all three projects, four bidders, and recommended approval of Soberaski, Inc. Moved by Lucke and Klave to accept the low bid of Soberaski, Inc. in the amount of $171,355, subject to review and approval of the letter of credit from the developer.

Mr. Vein stated that the irrevocable letter of credit from First National Bank for Crary Development, Inc. for any sums not exceeding $150,000 and letter of credit meeting 50%, and could have finance office look at to make sure that we’re covered.

Upon call for the question, the motion carried.

e) Proj. 4854, sanitary forcemain on S. Columbia Road from 17th to 24th Ave. (CDBG)
Mr. Hanson , WFW, reported they opened bids on Friday, and that the bid from Schipper Const., Inc. did not acknowledge the addenda on the outside of the bid envelope, bid was not opened and is in possession of the finance department. Moved by Lucke and Klave that the bid of Schipper Construction, Inc. be returned unopened because of no acknowledgement of addenda on bid envelope as required. Motion carried.

Mr. Hanson reported that Molstad Excavating was low bidder at $610,506.00, which is over engineer’s estimate ($450,000) because in two locations - both PVC pipe, one in 30 inch forcemain itself and other in bypass piping, that 30 inch PVC pipe is becoming difficult to get
and prices have increased; that they are competitive bids and project essential to community.
Mr. Grasser stated this is more of a cleanup project to balance books in the southend, this project originally scheduled and budgeted through the City wastewater department, and when saw bids were coming in cheaper on the southend, recommended that they add this as part of the CDBG budget and if goes over a little bit, can pick up what’s left over out of the original budget. Moved by Lucke and Klave to accept the low bid of Molstad Excavating in the amount of $610,506. Motion carried.

21. Matter of Change Orders for various projects:
a) Proj. 4768, Pump Station #84 - Schedule B Electrical, C.O. #3 (CDBG)
Mr. Hanson reviewed change order in the amount of $190.00 for relay and enclosure, Rick Electric, Inc., contractor. Moved by Lucke and Klave to approve the change order in the amount of $190.00. Motion carried.

b) Proj. 4860, Restore Storm Sewer Area 2, C.O. #4 (CDBG)
Mr. Hanson reviewed change order for additional work for inlet chimney seal extension and floating inlet in the amount of $60,487.00; Molstad Excavating, Inc., contractor (78% of the rubber sealants are on the project are FEMA funded). Moved by Lucke and Klave to approve the change order in the amount of $60,487.00. Motion carried.

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c) Proj. 4654, Restore Brick Sewer, C.O. #1 (CDBG)
Mr. Hanson reviewed change order in the amount of deduct of $134,011.40 due to change in bid price, Pressure Concrete, Inc., contractor. Moved by Lucke and Klave to approve the change order in the amount of $134,011.40 deduct. Motion carried.

22. Matter of_scheduling meeting to consider ITRON end user and warrangty agreement.