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	MINUTES/PUBLIC SERVICE COMMITTEE Tuesday, November 1, 1994 - 7:00 p.m. Members present: Hagness, Beyer, Hamerlik, Klave. 1. Progress report on Red River Flood Control Study by Corps of Engineers. Ed McNally of the Corps of Engineers reviewed the feasibility study update and summary of progress; that this is first phase of a five-phase study to inventory and collect data and to do evaluation of that data: a) Geotechnical/Soil Stability Evaluations: He reported some of the soil borings and testing revealed there are stability problems; b) Hydrologic and Hydraulic Studies; c) Cultural Resources Evaluations: This was moved up from Phase II and information collected is being prepared for coordination with State Historic Preservation Office to determine its significance; d) Economic Evaluations and Flood Damages Inventories: He reported findings show more structures and damages greater than what shown in Recon.Study; e) Topographic Mapping: Mapping of study area being done by KBM, which will result in 173 topographic maps of the city, and data will be made available to the Corps; f) Hazardous, Toxic, Radioactive Waste Inventories: they have identified some potential sites and will do some additional evaluation of those sites, that none of the sites hazardous, just contaminated as far as they can tell; g) Interior Storm Drainage Studies: this sets in motion levee evaluation. He reported they have started initial screening process, that they have looked primarily at channels and diversions with hope to identify diversions and channels that would reduce the stage in the city and a combination of levees in a better position to protect the city, and reviewed alternative plans and costs. He stated they were looking at those in a little more detail to see if any way of cutting costs, but not finding any significant cost savings to bring these into the over 1 feasible range, and in all likelihood are not going to be able to carry the channel improvements any farther. He reported that the next item of focus is in-town levees, and have enough topographic information, they have the geotechnical evaluations and sewer maps which will become factor in defining locations for reaches or levee alignments. He stated those are efforts going to coordinate with engineering staff and anticipate being done with that evaluation the middle of January and will report back at that time to give over-all direction where headed in the next phase. Mr. Vein reported they have met with the Corps and reviewed report, and will be meeting with them re. levees and alignments to come up with solutions, cost-benefits and will report back to committee. Maurice Bushaw stated they have to get some way to get rid of the water, have to have long channel. MINUTES/PUBLIC SERVICE COMMITTEE November 1, 1994 - Page 2 The committee asked whether they were within budget on the study, and Mr. McNally reported they had projected $470,000 and that's just about where they are at; they will be requesting additional funds to continue with the study; that City is getting credit for in-kind services, that so far City has put in $205,000 in cash and the Corps has put in around $245-250,000 cash, and in-kind credit makes up the difference, City will receive additional in-kind credit for topographic mapping. Moved by Beyer and Klave to receive and file. Motion carried. 2. Request for extension of completion date, Proj. 3987, aerial photography and topographic mapping for flood study (KBM). Mark Lambrecht reported that this was a service hired through the City as part of City's share of the project, $113,000 contract with KBM, Inc. (173-178 sheets) and will be immediate benefit to the Corps and used by City as part of mapping data base. He reported this was large project with completion date of October 9, but due to sheer volume of the project not finished on time, but they have proposed schedule to have project completed in three phases: 50 sheets November 4, 50 sheets November 11 and last 78 sheets November 23; and he reported that this doesn't delay the Corps' work. He also reported there was liquidated damage provision in the contract but with ability of Corps to keep working, City didn't suffer monetary damage. Mr. McNally reported they were very cooperative about providing interim documents that weren't part of the scope. Moved by Hamerlik and Beyer to approve extension of contract completion as follows: 50 sheets by November 4, 50 sheets by November 11 and balance November 23, with no liquidated damages. It was noted this would have no effect on taking property out of floodplain, but will help when battling floods, etc. and if need to provide FEMA with remapping of areas, etc. and useful in identifying elevations, etc. Upon call for the question, the motion carried. 3. Consideration of Supplemental Agreement No. 3, architectural services, for Proj. 4117, TKDA. Dean Johnson, project manager for TKDA, construction administrators on the construction project, presented supplemental agreement to extend fees by an additional $9,000. $7300 of which is for added time and $1700 for reimbursable costs. Mr. Lambrecht stated they are justifiable expenses. Moved by Beyer and Klave to approve the supplemental agreement to increase the maximum "not to exceed" fee by an additional $9,000. Motion carried. 4. Change orders for Proj. 4117, renovation of Public Works Facility: MINUTES/PUBLIC SERVICE COMMITTEE November 1, 1994 - Page 3 a) C.O. #M-1 for mechanical construction, Lunseth's, $500.00 b) C.O. #E-1 for electrical construction, Bergstrom Electric, $8,105.00 c) C.O. #G-2 for general construction, Innes Construction, $1,532.00 Mr. Lambrecht reviewed change orders, that construction been going on since first of July, some are items that come up on a day to day basis, some have been completed and some need concurrence before beginning; and all change orders go through him. It was noted that changes in general construction were to meet ADA requirements and were budgeted in the project; however, committee stated if project goes over, could be paid from funds set aside for ADA compliance. Moved by Beyer and Hamerlik that the change orders be approved. Motion carried. 5. Consideration of bids for: d) compost turner for sanitation department Dick Newman, solid waste mgr., reported low bid received was for Sittler compost turner from Sanitation Products in the amount of $15,150.00, however he was recommending award of the Wildcat FX-700S compost turner from Swanston Equipment in the amount of $15,591; based on information received from City of Fargo re. their experience with the equipment (that Wildcat twice as fast at turning their compost piles, and best equipment they have owned to date), and in the best interest of the City. There was some discussion re. accepting second low bid over the low bid and defense of that position. Mr. Newman stated they have no complaints with either company, both have given excellent service; that price difference minimal; that Wildcat equipment mfg. in USA and Sittler equipment in Canada. Mike Swanston of Swanston Equipment was present and stated that Wildcat is #1 in the industry. Moved by Beyer and Klave to accept the bid of Swanston Equipment in the amount of $15,591.00. Motion carried. 6. Matter of encroachment on Lot O, Blk. 1, Columbia Park 21st. Held. 7. Request for variance to Code requirements for sprinkler system in GFK Flight Support building at airport. Bob Selig, Airport Manager, and Mr. Bergstrom were present. The matter of request for variance to Building and Fire Code requirements for sprinkler system in newly constructed building had been considered by the Board of Appeals who referred the matter to the city council. Mr. Selig reported that Bergstrom started building flight support and maintenance hangar, they found out that there was inadequate fire flow and that was situation that had to be worked out by the City and the Airport Authority, and Fire Code states that until that situation worked out that GFK Flight Support has to put in sprinkler system, but MINUTES/PUBLIC SERVICE COMMITTEE November 1, 1994 - Page 4 it was est. that cost would be $50,000, and because of cost went to Board of Appeals to request 12-month deferral/delay on the sprinkler system to give City and Airport Authority opportunity to get situation solved. He noted that Board of Appeals felt this was outside their jurisdiction. Mr. Vein reported he had talked to Mr. Swanson and he stated he would have to research, but he thought without research it was Board of Appeals decision. After further discussion the committee held the matter until Monday evening prior to council, but that in the meantime Mr. Vein meet with Mr. Swanson for determination of whose responsibility to make decision. 8. Matter of reconsideration of salt bids. Gary Fish reported that North Central Jobbers, who was awarded bid for salt, have been unable to fulfill bid, so they ordered $5,000 of salt from second low bidder, Cutler Magner, and were asking that bid be given to Cutler Magner. Mr. Fish reported they have been calling North Central Jobbers every day for over month and only received one truck, that they usually mix salt and sand by the end of November. Mark Aubol, foreman, reported he had talked to North Central Jobbers by phone and they were told that City was going to be purchasing from Cutler Magner and they agreed to that. Moved by Beyer and Hamerlik to rescind council action awarding bid for salt to North Central Jobbers as agreed upon by the telephone conversation, and to award the bid to Cutler Magner. Motion carried. 9. Matter of calling for bids: a) sidewalk snow removal. Mr. Fish requested authorization to call for bids. Moved by Beyer and Klave to authorize call for bids. Motion carried. (comm. only) b) street sweeper Mr. Fish reported this equipment budgeted in 1995, want to open bids in December and award in January. Moved by Beyer and Hamerlik to authorize call for bids. Motion carried. (comm. only) 10. Matter of snow removal hauling on 40th Avenue S. Mr. Klave reported he had received call from officer of condo association at patio homes off 40th Ave.s. who were concerned about run-off when snow melts. It was noted this is City-owned lot at 40th Ave.S. and Wash. (east of Wash., west of S. 10th St. and south of Water World) Mr. Aubol of the street department stated they will monitor. Moved by Klave and Beyer to direct street department to monitor the situation. Motion carried. Mr. Fish questioned the matter of issuing of tickets after Nov. 1 - snow removal vs. street maintenance. Committee stated this is MINUTES/PUBLIC SERVICE COMMITTEE November 1, 1994 - Page 5 administrative matter. 11. Application by Steven M. Kalenze to move building from 2315 2nd Ave.N. to 411 9th Ave.N. to be used as single-family dwelling. Mr. Vein reported they have no pictures of the building, but it is nice looking structure. The report from the building inspector outlined the required repairs: new foundation, headroom on basement stairs, ground outlets, landscaping and other misc. repairs. Moved by Beyer and Hamerlik to approve application, subject to the public hearing. Motion carried. (The committee asked staff to have pictures available prior to council action.) 12. Matter of easements. Al Grasser, asst. city engineer, reviewed the temporary construction easements for watermain construction at 24th Ave.N. between N. 42nd and N. 44th Street for the consideration of $1.00, Senske and Young Mfg., Inc., grantors; and a temporary construction easement for storm water outfall reconstruction on English Coulee south of 17th Ave.S. between S. 35th and S. 42nd Street, for and in consideration of $1.00, Marvin Birkholz, grantor. Moved by Klave and Beyer to approve the easements. Motion carried. 13. Matter of engineering contract, Proj. 3821, Richard's West. a) extension of contract with WFW for design. Keith Johnson, asst. city engineer, reported contract is for additional design work on the project - rebidding of storm sewer and pumping station, and is final estimate for design. Tom Hanson of WFW was not present. Moved by Hamerlik and Beyer to table until Mr. Hanson can be present. Held for 2 weeks. b) Amendment No. 4 to agreement for professional services for Richard's West storm sewer system. Mr. Johnson presented the matter of agreement for engineering services for construction phases of the project. It was noted this is a separate contract for the construction and inspection phase of the contract with Webster, Foster & Weston, based on same hourly rate and is a continuation of the same contract, with est. of hours for construction inspection services in the amount of $93,936.00. It was noted this is just under 8% of project cost and construction involves three contractors. Moved by Klave and Hamerlik to approve agreement with Webster, Foster and Weston for engineering services for construction inspection phase of the project in the amount of $93,936.00. Motion carried. 14. Matter of plans and specs. for Proj. 4181, forcemain rehab. Mr. Johnson presented plans and specs. for the project, and MINUTES/PUBLIC SERVICE COMMITTEE November 1, 1994 - Page 6 reviewed with the committee; rehab at 8 separate locations on city sanitary sewer forcemain in varying degrees of work; engineering fees were set last spring when awarded design contract. Mr. Grasser reported that there are not enough valves on mains to shut down to do inspection and maintenance. It was also noted that forcemain rehab. will end in another 3 years; and they have no estimate on Bacon/Columbia Road design. Moved by Klave and Beyer to approve plans and specifications, and to authorize city auditor to advertise for bids. Motion carried. 15. Matter of Proj. 4199, Rehab. Lift Stations #22 and #23: a) create special assessment district Mr. Johnson presented map showing assessment district for rehab of Lift Station #23 which serves RDO Foods. It was noted that because of strengths of discharges of RDO Foods, difficulty in keeping going, now need to completely rehab. that lift station, and as RDO Foods only user will create special assessment district to pay cost. Mr. Vein noted they had approached RDO Foods on paying costs, and are in the midst of negotiating and they will be notified of this action. It was noted that est. cost $31,500. Moved by Beyer and Hamerlik that we adopt a resolution creating the assessment district, approving the engineer's report, including estimate of cost, an assessment district map, and further that we pass a resolution instructing the city engineer to prepare detailed plans and specifications, and that we declare intent to sell bonds to finance these improvements. Motion carried. Mr. Johnson reviewed project to rehab Lift Station #22, which primarily serves J.R.Simplot Company at an estimated cost of $183,500. Moved by Beyer and Hamerlik to approve rehab. project for Lift Station #22 as presented. Motion carried. b) agreement for redundant elec. service line, Nodak REC Mr. Johnson reported that the rehab. project to upgrade sanitary sewer lift station #22, which serves J.R. Simplot Co., is located directly north of Simplot, and is est. at $183,500. He reported that Simplot is increasing its plant capacity and a greater wastewater pumping capacity will be required (from 0.6 mg/day to 1.0 to 1.4 mg/day. and recommended that the City install a second utility service line from the same power source that serves J.R. Simplot Co. and an automatic transfer switch at the pump station so that backup power would be available within minutes after a power outage; est. cost for running second line $20,000, which City would pay. He reported that Nodak REC would own and maintain the dedicated redundant service line, eliminating any operation and maint. costs to the City. Moved by Beyer and Hamerlik to approve recommendation from eng. staff. Motion carried. c) plans and specs. MINUTES/PUBLIC SERVICE COMMITTEE November 1, 1994 - Page 7 Mr. Johnson requested approval of the plans and specifications, and reported that projects budgeted in 1994 and 1995 budgets. Moved by Beyer and Klave that we pass a resolution approving the plans and specifications for this construction (rehab. of Lift Station #23) and further that the city auditor be directed to advertise for bids on the project. Motion carried. Moved by Beyer and Klave that we approve the plans and specifications for rehab. of Lift Station #22 and authorize call for bids. Motion carried. 16. Consideration of bids for: a) Proj. 4185.2, 1994 storm sewer outfall repairs. Al Grasser reviewed bids with the committee. Moved by Beyer and Klave to accept the low bid of United Crane in the amount of $16,963.00. Motion carried. b) Proj. 4273, relocation of refuse at landfill Mr. Grasser reviewed bids and reported they don't know limits of garbage they have to move (Twin City Testing hired to determine and they were unable to get equipment in because of wet conditions); project is based on hourly rate. Moved by Beyer and Hamerlik to accept the low bid of Gowan Construction in the amount of $7,330.00. Motion carried. c) Proj. 4168, topsoil for landfill. Mr. Grasser reported project is to finish putting soil on landfill, and will be paid out of reclamation funds. Moved by Beyer and Hamerlik to accept the bid of Chisholm Construction in the amount of $11,025.00 contingent upon acceptable proof that topsoil will support vegetation. There was some discussion whether this company licensed contractor, and Mr. Lambrecht reported that on informal quotes they don't call for contractor's license, this company will supply and deliver topsoil, is a trucking company. It was noted that they were asking for contingency on motion as they haven't identified source of supply. Upon call for the question, the motion carried. e) farm tractor for sanitation department Mr. Newman reported they had budgeted $85,000 for compost turner and tractor; that they advertised for used farm tractor with option for new tractor, and recommended that bid be awarded to Reiten & Young for a new tractor at $37,160 and loader for $4,970, for a total bid of $42,130.00. After some discussion, Beyer and Klave so moved. Motion carried. f) Proj. 4223, bridge on English Coulee Diversion Channel, at 27th Ave.N. and N. 55th Street. MINUTES/PUBLIC SERVICE COMMITTEE November 1, 1994 - Page 8 Mr. Grasser reported that this project replaces box culverts on English Coulee Diversion channel, with major part paid by federal funding, and that CPS, engineer on the project recommended award to Wanzek Construction, Fargo, in the amount of $116,741.00. Moved by Klave and Hamerlik to award the bid as recommended. Motion carried. g) Proj. 4109, bridge replacement on 42nd St. at 17th Ave.S. Mr. Grasser reported that KBM engineer on the project, and project 80-20% funded and construction costs mostly cost eligible, and some funds from County and Water Resource Board in City's share. Moved by Beyer and Klave to accept the bid of R.J. Zavoral & Sons, Inc., East Grand Forks, in the amount of $174,364.00. Motion carried. 17. Matter of change order #7 for Proj. 3974, DeMers Ave.Phase I. Mr. Grasser reviewed change order in the amount of $318.00 for sign and post replacement, base plate change. Moved by Beyer and Klave that the change order be approved. Motion carried. 18. Matter of concept report for Proj. 3947, bikepath along English Coulee from DeMers to 17th Avenue S. Dean Weiland, CPS, Ltd., reported that several alternates were studied, that there was a considerable amount of work with Chateau Condo residents, everything resolved. and this is final draft which goes to the State. Mr. Grasser reported that easements haven't come in, however, all committed to signing except one, but Mr. LeClerc had stated they were optimistic that all would sign. Moved by Beyer and Hamerlik to accept the concept report. Motion carried. 19. Matter of setting public hearing dates: a) Proj. 3947, bikepath along English Coulee. b) Proj. 4250, bikepath along S. 34th (29th St. to 32nd Ave.) Moved by Beyer and Hamerlik that we schedule hearings before the public service committee on December 12 at 7:00 p.m. Motion carried. 20. Engineering agreement for Proj. 4250, bikepath along S. 34th Street from 29th St. to 32nd Ave.S. Mr. Grasser reported that the project engineer (Tim Schulte) is leaving and they are going to rely on outside engineering firm to do this project; and presented proposed agreement with CPS, Ltd. in the amount of $11,855, based on hourly rate; engineer's fee 6%, and will take up to bidding phase. It was noted that project 80-20% federally funded on construction cost, engineering cost 100% City cost. Moved by Beyer and Klave to authorize entering into an agreement with CPS, Ltd. for engineering services on the project in the amount of $11,855, based on an hourly rate. Motion carried. MINUTES/PUBLIC SERVICE COMMITTEE November 1, 1994 - Page 9 21. Matter of creating special assessment district for Project 4044, 6th Ave.N. reconstruction. Held. 22. Matter of timetables for federal aid projects - Info. only. Tentative timetables were submitted to the committee members on the following projects: 1) bikepath - 24th to 32nd Ave.S.; 2) English Coulee bikepath; and 3) 6th Avenue North reconstruction project. Information only. 23. Change order #1 on Proj. 3888, 11th Ave.S. paving. Mr. Grasser reviewed change order #1 in the amount of $19,977.50 for muck excavation ($13,860), common excavation ($2,205.00) and clearing and grubbing tree ($1,207.50). Moved by Beyer and Klave to approve the change order in the amount of $19,977.50. Motion carried. 24. Change order #12 for Proj. 4006, DeMers Ave. Phase II. Mr. Grasser reviewed change order in the amount of $2,425.30, that work has been done, with City's share 20%. Moved by Klave and Beyer to approve the change order in the amount of $2,425.30. Motion carried. Meeting adjourned. Alice Fontaine City Clerk Dated: 11/02/94.