Committee Minutes

MINUTES/PUBLIC SERVICE COMMITTEE
Monday, August 30, 1999 - 7:00 p.m.

Members present: Hafner, Klave, Lucke.

1. Applications for moving permits:
a) Clifford & Marilynn Coss to move building from 1309 8th Ave.N. to 1311 8th Ave.N.
Tim Manz, Inspections, recommended that the application for this permit (to move garage) be approved. Moved by Klave and Lucke to approve the application for moving permit as per recommendation of the Inspections Department, and subject to the public hearing. Motion carried.

b) EAPC for Urban Development to move building at Division and S. 3rd Street to
2405 Belmont Road.
Mark Bohlman, EAPC, reported this application is to move the boom town building (down Division and Belmont Road to the Myra Museum property). He stated there are 8 overhead lines to contend with, that they will remove front wall off the building before moving the building and don’t see any major problem with trees. He also reported that they don’t have a permanent location at the Myra property, that where dike alignment is today the Campbell house would have to be moved west, that they’ve laid buildings out and they came up with a plan (though not satisfied with that plan), that they are considering proposing to the Corps to move the dike a certain distance east toward the river, and know that’s going to take some time to get that reviewed, they are planning to temporarily store this building behind the Museum building on blocks through the winter, hoping to put on foundation next spring or summer. He stated they would remodel exterior this winter, new shingles, siding and new front wall but no interior work, and asked for approval to move in a temporary position. It was noted that they need to move the building from its present location for interim dike. Klave stated concern with building being moved in and sitting on block for another year in temporary location. Mr. Vein stated that he didn’t know how successful a request to the Corps would be to move the levees, but if they don’t move it if there was a planned location where they would put it, and if there was a fallback plan for new site plan knowing that a number of other buildings will have to be moved on site. Mr. Bohlman stated they were going to explore purchasing the residential lot that’s north of the Gazebo, and if they had that property could make it work. Committee questioned if building would be moved there and if the dike doesn’t move, and then have to move building again. Mr. Bohlman stated that options he heard this afternoon that the building could be moved again.

Mike Yavarow stated they received request from Museum and the alignment they are requesting is overly optimistic, but the place they have allocated for that boom town building is in a location where the condos are and those won’t be out of there by next spring (only three halves acquired); that if move any distance would have to split in half and separate units. Klave questioned if there is temporary location close to its present location to leave until final location is determined, and asked if there was cost for building to sit on shoring for this length of time, that moving company would raise building and have bridging underneath it and not billing us something. Mr. Bohlman stated it’s not costing us anything to sit there, as they pulled steel beams. Mr. Yavarow stated that last week at the Historic Commission it was mentioned that it will cost $25,000 to get that building moved to the Museum site. He stated that Urban development had accepted a
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proposal from a gentlemen to move that building and there was $250,000 set aside out of block grant to help with that and a grant from the ND SHPPO’s Office, but lost the grant from the SHPPO’s office because he didn’t act on it and he’s been trying to find land to locate it on and been talking about moving it out to the University but now no one seems to know what’s happening on it.

Klave stated he has concern moving this building around town for two years, and concern that if the Myra Museum does not have this in a master plan the way the dike alignment sits today and can’t get everything moved, that if they make the decision that they do not have room for it, the City will have spent $25,000 to move it there and spend another $25,000 to move it to somewhere else, and concern that this is getting to be a rather expensive piece of property, and would want commitment from Myra Museum that if it’s moved out there they will find a home for it there irregardless of alignment of the dike, and if they can’t make a commitment to that he has a concern with the dollars that are being invested in a move. Mr. Bohlman suggested that they would be wise to get it in writing, and other options are property to the north, single residence on that lot and the Elk Townhouses, those areas they want to pursue so we are actually forcing them to take this now as it is, and if they had the time they would investigate those options so there are three things they want to look at, so the master plan isn’t definite. Mr. Vein stated that in it’s present location it has to be moved if trying to do the interim levee and asked where the prudent place to move this building, best to move it closest to its permanent location, but it needs to be moved. It was noted that there’s not a lot of land on that site; and it was noted that it doesn’t sound like that is going to be its permanent location and would like more of a commitment that was it’s permanent location, and maybe it’s not this committee’s choice to make those decisions as to how much cost is being expended on that building other than it does come back to the full council and if we give permission to continue moving it around, the next committee continue giving permission to keep moving it around.

Moved by Klave and Lucke that we approve permit contingent upon Myra Museum accepting the building to be a permanent fixture on their property. Motion carried.

Mr. Vein asked if there was a certain code that this building has to be brought to after its been moved and what it's use would be. Mr. Manz stated he doesn’t believe they have the use figured out but on the application have new foundation, siding, roof, storefront, interior renovations and electrical service and essentially will be brought to Code; they have the money allocated to do those things and have to spend it by sometime next summer. Klave stated for staff consideration on this, that he’s been told by several parties when it comes to purchasing a home and moving it, we’re setting a time line on them and sometimes they can’t meet that timeline, yet we have buildings that are sitting out and not putting any timelines on them, and to keep that in consideration when somebody says they can’t make the deadline for moving something when we run into problems like the general public.

2. Consideration of bids for mobile lift system at Central Garage.
Todd Feland reported they had received one bid from H.E. Everson of Grand Forks which is
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under the budgeted amount, and recommended approval. Moved by Klave and Lucke to accept the bid of H.E.Everson Automotive in the amount of $24,990.00. Motion carried.

3. Request to call for bids:
a) salt b) sand
Mr. Feland reported this is annual bid for salt and sand for the winter season. Moved by Lucke and Klave to authorize call for bids. Motion carried. (comm.only)

4. Budget amendments.
a) Water Treatment Plant - $2500.00
b) Water Utility - $97,400.00
c) Stormwater Utility - $25,000.00
Mr. Feland reviewed budget amendments, that a) is a budget transfer from Contingency to Janitorial; b) is for raw water line and is to transfer money from cash fund to the Maint. of Water Distribution; and c) is to take money from cash fund to the consultant line item and that relates to item 15 on the agency which is the engineering services agreement with northend storm sewer study, that project as planned in 1998 and just transferring money as project not done. Moved by Lucke and Klave to approve the budget amendments. Motion carried.

5. Matter of plans and specs. for solid waste baler and conveyor, Proj. 5023.
Mr. Feland reported this relates to equipment at baling facility, (conveyor and baler), and recommended to advertise and call for bids. Moved by Klave and Lucke to approve plans and specifications, and authorize calling for bids. Motion carried.

6. Matter of location of sewage lift station #5.
Tom Hanson, WFW, reported they were to evaluate cost to construct that facility and saving the Simonson building, that they evaluated that and with the sewer they’re working on being over 30 ft. deep, have to sink both the manhole and the lift station, and tunnel between the two of them, est. cost additional above what it would cost to do that by open cut methods, about $200,000 additional to do that, and that they can delay time before they would have to take the Simonson building, that’s est. cost and still some risks in doing that.

Mike Yavarow showed location on maps of original layout, showing levee floodwall, and one of the items discussed last week with the possibility of moving the levee, that they could request the Corps to examine it and answer is going to come back no it can’t be moved because they have already examined various sections on either side, and that’s geotech., to do anything further would be additional borings, talking months, and cost would be on the City; that anything the Corps does beyond what they feel is reasonable, cost would be to the City; and even if it could be moved is a question of hydraulics and to go around the building Corps requires 20 ft. setback between any structures and because this is floodwall do not feel adequate space to be able to get in there and work.

Klave stated that they are asking whether they can move the lift station westerly to bide some
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time for Simonson’s until they have to get out of their building, cost involved because of both
buildings and if there’s no fear with the Bldgs. & Grounds building, and it was noted by Mr. Hanson that they could move far enough away from those structures and that wasn’t a threat but to put between the two of them then they both become in danger. Klave questioned use of that building, that he thought that building was to be torn down or at least northerly end of it. Mike Yavarow stated that Urban Development is negotiating with a firm that’s interested in the building, that they have requested layouts of this for the greenway. Klave asked what timeline was for Urban Development is to hear whether or not that building will be salvaged or not; Mr. Yavarow didn’t know; and Klave stated that if the building is not there and moved it westerly, what affect would that have. Mr. Vein stated that the original plans showed that was going to turn into a parking area and which would make moving it west easier but going to end up being a council decision whether the building stays or goes, and that’s a political decision but that they are looking at the greenway as part of the master plan that Charles Flink is working on, not sure what his plan showed for that, part going to be tied to the greenway and how that is developed and how much money we’re going to put into it and at certain locations along the greenway are going to have parking for anticipated use. Klave stated that if it does turn into parking if they can move it 15 or 20 ft. over and that bides even 2-3 years until they have to be out of their building, and that’s a benefit they can live with over taking a building immediately jus to preserve parking and has a problem with that. Mr. Vein stated they can move it farther west knowing that the other building is going to go, City owns the building, that he doesn’t know when School will be vacating that building in its entirety and why couldn’t oldest portion of the building come down, and then only dealing with one building with some concerns as to what’s going to happen on the shoring. Mr. Yavarow stated they could go out for bid in the spring - $900,000 range of const; Mr. Hanson stated $200,000 difference between doing it without having to protect those two structures. It was stated that if it’s $200,000 because talking about two buildings and if were to eliminate one building, maybe cost would be less, maybe something Simonson’s willing to absorb, and if the other building is going to turn into greenspace move it out of there now, and demo northerly part of the building out in the spring and start construction. Helen stated that firm dealing with Urban Development wanted the historic part of the building, and turning into open market type of structure. Klave stated they would like answers to Urban Development’s intent with that building is. Mr. Vein stated that if they were to look at it from the greenway and public works standpoint, the building was going to go and were willing to plan around that and make this into a part of the master plan that had been presented on the greenway; that Urban Development in dealing with others and having access to that building is negotiating other uses for it; and ends up being a political decision of whether want to use the other uses or continue with the plan that was shown (demolishing the building and using it into parking and access to the greenway). Klave asked if there was any problem if that building was going to stay; Mr. Vein stated that at one time that lift station was farther west and had to move it farther east because now the building was being saved and that they had always intended on having it farther west until the proposal came for saving the building. Klave stated he would like to find out more information on what’s happening with that building before a decision is made.

Moved by Klave and Lucke that a representative of Urban Development attend our next public
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service meeting to discuss lift station #5, and this item be held for 2 weeks. Motion carried.

Mr. Simonson stated that if they were interested in saving the building across the bikepath they would be interested in taking a look at that if it was offered to anybody, that if offered to Urban would that mean that other people could be interested in it as well, but keep in mind that this comes unraveled and goes through they will have to find a place to go and that’s not going to be easily done in short order.

7. Matter of amendment to engineering services agreement (GFEG) for siting of sewage lift
stations #1, #4 and #5.________________________________________________________
Mr. Hanson, WFW, stated when they originally estimated the work they were just talking about, and came up with an estimate of $4,830. and that should be enough to cover; he stated that with #4 there’s chance of multiple property owners and trade-offs there. Moved by Lucke and Klave to approve amendment to the existing engineering services agreement with Greater Forks Engineering Group in the amount of $4,830.00. Motion carried.

8. Matter of engineering services for interior drainage (GFEG).
Mr. Hanson, WFW, stated they have estimated the time to review the different steps that the Corps and their contractor will be going through for the interior drainage of the project, and est. effort he thought for his people to do it and basically said that CPS would have a parallel effort in work and proposing a contract for $17,835.30 and this is without a defined scope.

Mr. Yavarow stated that the interior flood control they are talking about is the water that comes overland during the spring and intercepted west of town on 69th, diversion ditch that will carry north and also with that project will be a slight piece of drainage east of that line, on all the rainwater that’s captured within the dikes during a storm and how to get it out to the river, and Corps is designing the English Coulee part of it, what has to be drained into the Coulee and pumped out, and need Mr. Hanson and other consultants that have been on board with the City to assist us in reviewing things, making sure compatible and future plans in coordinating things. Mr. Vein stated it’s something they’ve seen with some of the other Corps designs cause they bring in outside consultants who are not familiar with our telemetry and all the things we want to do and want to make sure this is compatible for ourselves. Moved by Lucke and Klave to authorize entering into an agreement for engineering services with Greater Forks Engineering Group in an amount of $17,835.30. Motion carried.

9. Matter of up-front and annual fees for encroachments into City easements and RW
Held.

11. Matter of various easements:
a) Temp. construction easement near the corner of 24th Ave. S. and S. 34th St. (Proj. 4983)
b) Permanent utility easement near the corner of 24th Ave. S. and S. 34th St. (Proj. 4983)
c) Temp. construction easement along S. 20th St. from 47th Ave. southward (Proj. 4880)
d) Permanent utility easement along S. 20th St. from 47th Ave. southward (Proj. 4880)
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Mr. Grasser reviewed easements, that a) and b) are for rehabbing existing lift station that’s there or replacing it and need additional site to locate the building and some easements and are
coming from the Park District for $1.00.

Mr. Grasser reported that c) and d) are for watermain that will go along 20th Street south of 47th Avenue and provide the waterline past the South Middle School and is part of the southend development.

Moved by Klave and Lucke to approve the easements and authorize proper City officials to enter into the easements. Motion carried.

12. Matter of maintenance of downtown street lights by NSP (for information only)
Mr. Grasser stated they wanted to make committee and council aware that as part of the downtown streetscape project they are putting in number of lights on DeMers Avenue (double acorn head ornamental fixtures) and some of the others on 3rd, 4th, 5th Streets are going to be single acorn fixtures, and those types of lights will not be maintained by NSP, it’s a non-standard type fixture, and about 97 of them and those fixtures will be maintained by the City, and to make them aware of additional workload that comes on in departments and nothing in the budgets for additional time or materials. He stated he didn’t know if ballasts are a particular problem but the primary part is that the lamps are non-standard lamps, fixtures and globes non-standards, and accessibility to them is also non-standard., these are more with aesthetics in mind vs. easy maintenance. Mr. Vein questioned if additional spare parts were made a part of the bid, so initially they should have something that can help with materials but not personnel. Klave questioned what procedure is if street lights go out, Mr. Grasser stated street lights in downtown in poor shape, that if string of lights out, need to call city electricians. Information.

13. Matter of consultant selection for engineering services for Proj. 4829, 5048 and 4960, paving 42nd Street from Univ. Ave. to 29th Ave.S.and 17th Ave. from S. 42nd to S. 35th St.
Mr. Grasser presented tabulation of selection committee for selection of engineering services for these projects, the project associated with The Aurora, that as things have evolved and developed and the fact they are using ER funds from University to DeMers and fact using State monies for portions from DeMers to 17th Avenue S. because have to work in with federal DOT time frames, felt it was best to treat as one large project rather than try to split it out, that they requested RFP’s for significant change in scope of the project and this is to be done without the underpass at this point in time. He reviewed evaluations that were done and recommended that CPS, Ltd. be selected. Moved by Lucke and Klave to approve selection of CPS, Ltd. and authorize staff to negotiate agreement. Motion carried.

14. Matter of budget amendment for North End Storm Sewer Study (Proj. 4717)
This item cover with Item #4.

15. Matter of eng. services agreement with AE for Proj. 4717, North End Storm Sewer Study__________________________________________________________________
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An engineer from A/E reported this project was brought up in January of 1998 and decision was to wait until they had the Corps of Engineers topographic mapping so wouldn’t have to have expense of that part of the project, that mapping has become available are ready to proceed upon approval. He stated map was included showing approximate project limits (390 acres of total watershed area to the contributing storm system, and some problem areas of ponding, flooding of streets after heavy rains, and reported problem areas are in the 170 acre somewhat confined within that irregular boundary, the study is to analyze that system in detail, perform some modeling on it, prepare report, recommended improvements, payments of probable costs of the improvements and present the findings to the City; engineering service agreement is on an hourly basis not to exceed $25,000. Mr. Grasser stated this area has had a lot of drainage problems for a number of years, and have looked at it with City staff and stated that there are lines out there grossly undersized, and need to go out there and upsize those lines while perhaps could apply some money to do the upsizing but the problem is the rest of the line tie-in into is grossly undersized and spend money to upsize and fix a line and not see any tangible results at all, but this will accomplish a long term master plan so that they can start sizing lines (might take 10-15-20 years), and as lines need repair again and as streets need to be reconstructed, that information will be there and will have a long range plan. Mr. Vein stated one of the improvements in the infrastructure is that one of the lines that’s going into the University Village would tie into that and is sized larger to help handle this flow. He stated they’ve worked with University in using CDBG funds to help with both this problem and taking care of the drainage on their site too.

Moved by Lucke and Klave to authorize entering into an agreement for engineering services in a not to exceed $25,000. Motion carried.

16. Matter of Reimbursement Agreement with Nodak Electric Cooperative to relocate utility along 47th Ave. S. from Cherry St. to 11th St. (Proj. 4904)
Mr. Grasser reported that Nodak had previous easement and a line in the section along 47th Ave. S. and to relocate it have to pay them to do the relocation. . Moved by Klave and Lucke to approve the agreement for relocation in the estimated amount of $5 to $6,000. Motion carried; Hafner abstained.

17. Matter of Encroachment Agreement with Williams Pipeline Company (Proj. 4779)
Mr. Grasser reported this was attachment with cost participation agreement with Williams Bros. Pipeline and has to do with relocating that line south of 47th Avenue South, and this encroachment agreement provides as they have identified a number of crossings City utilities will have to make of Williams Bros. pipelines with southend drainway, forcemains, watermains, etc. and this is agreement which allows us to be within their easement. A copy of this was sent to the city attorney but haven’t received his comments. Moved by Lucke and Klave to approve the agreement, contingent upon review by the city attorney. Motion carried.

18. Matter of amendments to engineering services agreements for various projects:
a) Amendment No. 1. (Surveying Services), Proj. 4757.1, Downtown Curb and Gutter Replacement (CDBG)
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Lisa Johnson, A/E, stated this will allow construction staking services, etc. for this project, based on hourly fee with expense schedule and max. compensation of $4,000. Moved by Lucke and Klave to approve Amendment No. 1 to the engineering services agreement in an amount not to exceed $4,000. Motion carried.

21. Matter of plans and specifications:
b) Proj. 4757.2, Mill & Overlay Downtown Streets (CDBG)
Ms. Johnson, A/E, asked for approval of plans and specs. and authorize advertising for bids for streets that will be milled and overlaid, project bids due November 12 by NDDOT and construction no later than May 15, 2000, with completion date of July 15, 2000. Mr. Grasser stated that this was identified in last CDBG report that they are short of funds to do this whole project and will have to resolve funding issues before awarded. Moved by Klave and Lucke to approve plans and specifications and authorize call for bids. Motion carried

18. Matter of amendments to engineering services agreements for various projects:
b) Amendment No. 10 (Sewer Smoke Testing), Proj. 4719, Sewer Restoration (CDBG)
Mr. Hanson, WFW, reported that following the flood in the Lift Station 5 service area a cross connection between sanitary and storm systems developed and will do smoke test area to find out what’s hooked up to it. He stated in the process they will find roof leaders, find areas where separations not done and feel will be able to do within the construction engineering budget from the two sewer restoration projects, that they will be buying about $4300 of variable sized plugs that they would turn over to the City when done with the project; and will coordinate with Wastewater/Stormwater people, Inspection Department and Fire Department, and found out have to have Fire Department out there when doing this. He also stated the L.S. 5 service areas from Minnesota Avenue, University Avenue to about 23rd Street. Mr. Grasser also suggested leasing those plugs for this project. Moved by Klave and Lucke to approve Amendment No. 10 to the engineering services agreement project. Motion carried.

23. Matter of Change Orders for various projects:
c) Proj. 4886, Pave S. Columbia Road from 47th to 62nd Ave. S., C.O. #2 for paving N. 6th Street from Conklin to Fenton Ave. (CDBG)
Mr. Grasser stated if they go north of here they are into the Associated Potato and Greenberg Roofing and Fail Auto, and this project bid about a year ago and project was protested out, but received call several weeks ago from Council Member Bouley, and she’s been arranging some potential financing with Urban Development to take care of the costs of construction so that there would not be any special assessments. Mr. Lambrecht stated they were working on behalf of the City on the paving project with Nodak Contracting on S. Columbia Road and seems like an expeditious way to accomplish this work using an existing City contract that was completely performed under the CDBG eligibility so that all of the special requirements of the use of CDBG funds were in place, and that the City Engineering Department did most of the work in making the arrangements for this, and the cost of the change order is $62,850.00 added to the existing contract and performed on an itemized basis and work performed will be work paid for and the quantities are calculated and unit prices reasonable. He stated that the funds for this project are
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from CDBG entitlement funds, City Project 5475.9 and CPS is assisting to arrange in the contractor to perform the work and keeping track of the work.

Council Member Bouley stated she talked with Terry Hanson, Urban Development, today and that $68,000 was placed aside last year for this project, it is an area benefit LMI so that there are three vacant City lots on this blocks that would have to be designated for affordable housing.

Moved by Klave and Lucke to approve the change order in the amount of $62,850.00. Motion carried.

19. Matter of creating special assessment districts for Proj. 4959, Dist. 400, Storm Sewer on S. 42nd St. from 17th to 29th Ave.________________________________________________
Mr. Lambrecht reported that CPS is working on behalf of the City and related to the upcoming paving of South 42nd which will occur next summer, that storm drain would be installed along 42nd Street from 17th to 29th Ave. S. which is location of Amundson Funeral Home, that there is a future assessment area which is benefiting properties that are presently not within the city limits but will benefit from the project as this project will provide storm drainage all the way west to I-29 and to areas east of 42nd Street as well; and there’s a cost estimate assigned ($740,000) with the Engineer’s Report and a time table. Moved by Klave and Lucke 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.

20. Matter of CDBG Engineers Report for Proj 4698, Storm Pumping Station at the Ind. Park.____________________________________________________________________
Lynn Brilz, KBM, reported that the station would be located at the intersection of 10th Avenue South and South 50th Street in the Industrial Park on the west side of town, that originally they were hired to design this pumping station project in 1997 but due to difficulties in acquiring a piece of property to construct a lift station on; that the original budgeted amount was $135,000 for CDBG funds and now est. costs including contingencies and engineering is $300,000 and leaves us with a shortfall of $165,000 to which CDBG funding would be allocated in the future. He stated that part of the reason for the sizeable discrepancy in numbers, that City staff did a quick estimate to secure funding and at that time were looking putting pumping station at the northwest quadrant of that intersection, however, the City was unable to acquire that property and finally got property and this site more expensive because have to cross street with a forcemain and some storm sewer extension, etc.; and asked for approval of the report. Mr. Grasser stated this has a shortfall, and not sure what other avenue have other than special assessment. Moved by Lucke and Klave to approve the Engineer’s Report. Motion carried.

21. Matter of Plans and Specifications for various projects:
a) Proj. 4698, Storm Pumping Station at the Industrial Park (CDBG)

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Mr. Brilz asked for approval of the plans and specifications and asked for permission to proceed with advertising for bids, and first advertisement will run September 4. He reported he delivered plans to engineering department and they were reviewed. Moved by Lucke and Klave to approve plans and specifications and authorize call for bids. Motion carried.

22. Matter of consideration of construction bids for various projects:
a) Proj. 4983, Replace Pump Station No. 27 (CDBG eligible)
Mr. Hanson reported they opened bids last Friday, received competitive bids, that Schedule A includes combination of general, electrical and mechanical bids; and Schedule B is separate bids for each; that Schedule B is lowest cost, within budget and recommended approval. It was noted that bidding procedure per State law. Moved by Klave and Lucke to accept Schedule B as follows: General bid, Industrial Contract Services, Inc. in the amount of $626,900; Mechanical Contract: McFarlane Sheet Metal in the amount of $17,550.00; and Electrical Bid: Hanson Electric of Bemidji, Inc. in the amount of $166,700.00, for a total bid of $811,150.00. Motion carried.

b) Proj. 4995, 4996, & 4997 Sanitary Sewer, Watermain, & Storm Sewer in University Village (CDBG)
Mr. Lambrecht, CPS, distributed tabulation of bids; that this is portion of the City’s $1.6 million of CDBG funds toward the initial infrastructure in the University Village and there are three city projects involved but combined as one contract; that storm sewer work is benefit to the near northend neighborhoods as well as University Village and also includes the interim flood protection levee that goes from 6th Avenue by the fraternity house at the Coulee to Gateway Drive, and takes care of the City’s interim flood protection needs in that vicinity. He noted that Robert Gibb & Sons’ bid was incomplete, that a major bid item contained no price, and bid high enough so it didn’t affect who the low bidder would have been. He stated that Molstad’s was low bidder and were below the engineer’s estimate and below the amounts that in preliminary programming had been presented to the University for their knowledge of how the project might proceed, and recommended award of the contract. He stated there are phased completion dates where the flood protection has to be in by the first of November and sanitary sewer line will serve the Barnes & Noble Bookstore and that has to be in before the end of this construction season, but the other work can carry over to June completion of 2000. He noted that this was a combined bid and was presented very clearly that there would only be one contract awarded because the work overlaps each other and almost inseparable. Moved by Klave and Lucke to accept the low bid of Molstad Excavating in the amount of $669,657.50.

c) Proj. 4831, Dist. 17, Sidewalk Repairs in Valley Park Addition easements
Mr. Grasser presented tabulation of bids showing Rogers Construction as low bidder in the amount of $12,515.00 (location at 20th Street over to K-Mart, south of 17th and north of 24th Aves.) and these are sidewalks in easements where several need to be redone; and portion of work to be done this fall. Moved by Klave and Lucke to accept the low bid of Rogers Construction in the amount of $12,515.00. Motion carried.

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23. Matter of Change Orders for various projects:
a) Proj. 4892, 1999 Traffic Loop Detector Replacement Project, C.O. #1 (CDBG)
Mr. Grasser reported this is basically quantity change on amount of sawing and wiring into detector loops and this work covered under Emergency Road funds or CDBG funds. (Fargo Electric, contractor, $2,219.40) Moved by Lucke and Klave to approve the change order in the amount of $2,219.40. Motion carried.

b) Proj. 4886, Pave S. Columbia Road from 47th to 62nd Ave. S., C.O. #1 for boat ramp repair (CDBG)
Mr. Lambrecht, CPS, reported this was work programmed under another City project, and funds for change order to be paid from Boat Ramp project, City Project 4773, and at the request of engineering to fund a reasonable and expeditious way to get this work done, Nodak Contracting was already under contract on the Columbia Road paving, and this was bituminous paving or black-topping of the road to the boat ramp, and accomplished at a cost of $17,000, and requested approval of the change order. Moved by Klave and Lucke to approve the change order in the amount of $17,000. Motion carried.

d) Proj. 4868, Storm Sewer on Washington St. from 51st to 62nd Ave. S., C.O. #2
Mr. Grasser reviewed change order for the project, Molstad Excavating, contractor, and change order in the amount of $5,940.00; that this has to do with southend development project and when running storm sewer in Washington Street ditches were so wet that the normal aggregate bedding couldn’t support the pipe and place granular material for additional bidding under the pipe to support it so holds grade. He stated funding will come from the downtown watermain replacement project and when done with these projects will take whatever money is left and reimburse that account. Moved by Lucke and Klave to approve the change order in the amount of $5,940.00. Motion carried.

e) Proj. 4854, Forcemain Replacement on Columbia Road from 17th to 24th Ave. S., C.O. #1
Mr. Hanson, WFW, reviewed change order: Molstad Excavating, Inc., contractor. He stated that in the intersection of 17th and Columbia Road they found a couple spots in there that didn’t drain (will replace pavement, delete traffic sensor loops and other work on emergency basis to adjust watermain and additional bypass pipe), $17,977.33. Moved by Klave and Lucke to approve the change order in the amount of $17,977.33. Motion carried.

f) Proj. 4926, Sanitary Sewer on 55th Ave. S. from Washington St. to Pump Station #39, C.O. #2
Mr. Hanson reviewed change order: Dakota Underground Co., Inc., at no additional cost. He stated this was to extend sewer that had been put out on a previous project, and when got there, it was about 5 ft. off-line and was flat and had to have contractor go back to the manhole and relay that, that they had planned on push and boring underneath the forcemain to avoid settlement problems but because of soil conditions couldn’t do that, so they deducted the push and bore and grass seeding and balanced the budget and still got the length of that extension. Moved by Klave and Lucke to approve the change order, no additional cost. Motion carried.
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10. Matter of engineering, inspection, and public works department organizational structure (for information only)______________________________________
Mr. Vein reviewed the proposed organizational structure over departments he supervises along with department heads with H.R. and the Mayor’s Office to come up with some revised restructuring for the various departments:
1) General overall view of the departments: that under himself have two individuals: the executive coordinator which is a CDBG position and administrative specialist;
2) Engineering Division (assistant city engineer)--Al Grasser
3) Department change: Engineering-Grants/Contracts Division--Charles Grotte
4) Inspection Division--Bev Collings
5) Public Works Division-Todd Feland temporarily assigned to head up that division
6) The Aurora--not really a department but is significant project.

He also reviewed areas under each of the divisions:

1) Proposed Engineering--Grants/Contracts Division: which includes assistant city engineer: an existing office specialist; office specialist (CDBG funded position); and under Mr. Grotte two separate areas: Public Works and Flood Protection: and under Public Works 2 positions (special Projects coordinator) and hiring a new Sr. Project Engineer funded through Public Works (short term position - 2 to 3 years) Under Flood Protection: (short term 5 to 10 years) Sr. Project Engineer and under him a project engineer and technician and funded through Flood Protection Project); Greenway Coordinator and Land Restorationist are in position today as well as Special Projects Coordinator. He stated they will continue to do a lot of work with consultants on a lot of different projects and try to consolidate most of that oversight of the contracts with that one division.

2) Proposed Engineering Division under assistant city engineer, with administrative specialist as well as office specialist. This Division is into five separate areas: the systems operation (computer and CADD); the traffic operations (traffic engineer); public works (with new funded position which would take over much of the engineering work Keith Johnson did) with wastewater and need to have someone close in monitoring the construction and on-going wastewater treatment plant, don’t have engineer on staff right now; engineering services area: where an electrical manager position overseeing electricians, cable locations, street lights and signals); and engineering and operations division where senior engineer, and divided under him into four separate areas: one on subdivision and development; one on streets and highways; one with rights of way; and operation and support within the department for many of the on-going things. He stated with this type of structure can improve some of the services that they give, esp. developers and people who walk in and need help. He stated that under the traffic engineer would have members of the street department or sign shop working positions.

3) Proposed Inspections Division restructuring have Building and Zoning Adm. (Bev Collings) and showing the office specialist and existing administrative specialist; then have assistant building and zoning administrator (Tim Manz - currently a contract position) and at some point
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