Print VersionStay Informed
MINUTES/PUBLIC SERVICE COMMITTEE
Tuesday, February 14, 1995 - 7:00 p.m.

Members present: Hagness, Beyer, Hamerlik, Klave.

1. Matter of bidding process re. local preference.
Mr. Hamerlik reported that this item had been referred to all committees, that public safety comm. had received and filed, and that finance committee deferred matter to public service committee with some interest on their part; that Mr. Swanson has indicated that have been several cases ruled unconstitutional for various reasons; but that he still feels they should pursue (now based on cost and quality), and local businesses should be given some preferential treatment; however, there may be some objection by citizenry. He also reported that Mr. Swanson offered to survey (sample ordinances from other entities), and asked if committee wants to pursue.

Mr. Vein stated have taken into account on equipment, re. service, etc., and there was some discussion re. percentage, defining of local, no preference if federal funding involved, etc. Tom Hanson stated that some entities pass enabling legislation for retaliatory deduction.

Moved by Hamerlik and Beyer to request that the city attorney and appropriate departments place on their agenda and do survey of similar cities in the region, and to report back to the committee. Motion carried. (committee only)

2. Matter of affordable housing - lowering infrastructure costs
by allowing rolled curbs, narrower street, asphalt streets,
sidewalks on only one side of the street, etc.
Al Grasser distributed copies of cost comparisons and pros and cons on referred items, and reviewed with the committee: 1) rollover curbs: initial construction costs same as barrier curb, save cost of removing curb when installing driveway, provides lesser barrier for protection of sod and landscaping; 2) street widths: eng. staff reported they prefer 37 ft. street for street cleaning, etc., however, do allow 31 ft. streets; less cost upfront for developer on 31 ft. street.

Hamerlik excused.

3) asphalt vs. concrete streets: initial cost less for asphalt, however, over life of the street, cost ends up higher because of maintenance; savings upfront. It was also noted costs based on 6" concrete and 8" asphalt; however, 6" concrete would equate to 11" asphalt. 4) sidewalks: It was noted that eng. staff favors sidewalks for safety reasons, there is potential of ADA problems, and would have to develop standards identifying where require sidewalks.

Moved by Beyer and Klave to receive and file. Motion carried.


MINUTES/PUBLIC SERVICE COMMITTEE
February 14, 1995 - Page 2

3. Matter of amending engineering services agreement with KBM,
Inc. for Proj. No. 3945, U.s. Highway 2 Beautification.
Hugh Veit, KBM, Inc., reported that at last meeting it was stated that John Staley, city forester, not consulted, and presented copy of letter to Mr. Staley asking for input on the project, and that letter written after trying to contract Mr. Staley by phone, called several times with no response.

Mr. Veit reviewed amendment to the engineering agreement to increase agreement by $26,231.48 (to bring total agreement to $125,531.48), and reviewed reasons for the increase: redesign of fence because of soil conditions (soil borings had been done), negotiating easements which took significant amount of time, and requests by City to make changes in plan. Member Beyer stated that the Committee reviewed and negotiated with KBM, and felt amendment justified; and reported that funds would come from Beautification Project funds. Mr. Vein reported work was over and above requirements of the contract, and Mr. Veit informed committee they are operating on unit price basis. Moved by Klave and Beyer to approve the amendment to the agreement in an amount not to exceed $26,231.48. Motion carried.

5. Request for amendment to engineering agreement, Project 3832,
pre-aeration ponds.
Mr. Veit reviewed amendment to the engineering agreement in the amount of $13,261.98, and stated that the contract had completion date of November 1, 1994, that contractor, Moorhead Construction, has exceeded that by 40 working days, however, budget has not been exceeded. It was noted that increase in agreement not result of fire, that disposal of sludge biggest cause of delay, and weather (water table high and became more massive effort than originally scheduled). Mr. Vein reported he has reviewed with Keith Johnson, asst. city engineer, and Mr. Johnson stated he was satisfied they are making best effort. Mr. Veit stated they anticipate this amendment will cover through project completion. It was noted that the agreement is on an hourly not to exceed basis. Moved by Beyer and Klave to approve the amendment in an amount not to exceed $13,261.98. Motion carried.

4. Matter of C.O. for Project 3821, Richard's West storm sewer
and pumping station.
Keith Johnson reviewed change order in the amount of $435.00, which is interest payment on balance owed to contractor from March 15, 1995 until installation and initial start-up of equipment. Moved by Beyer and Klave to approve the change order. Motion carried.

6. Matter of eng. agreement for Proj. 4181, forcemain rehab.
Tom Hanson, WFW, reported that the agreement covers inspection fees for the forcemain rehab project in the amount of

MINUTES/PUBLIC SERVICE COMMITTEE
February 14, 1995 - Page 3

$19,694 for construction phase of the project. It was noted that project under separate contracts (design, construction, etc.) Moved by Klave and Beyer to authorize entering into an agreement with Webster, Foster & Weston for engineering services during construction phase of the project on an hourly basis in an amount not to exceed $19,694. Motion carried.

7. Matter of eng. agreement for Proj. 4199, lift station rehab.
Tom Hanson, WFW, reported that the agreement covers engineering services for the project (upgrade of lift stations serving Simplot and RDO Foods), to keep stations active while contractor replacing pumps, contract in the amount of $19,000. Moved by Beyer and Klave to authorize entering into engineering services agreement on an hourly basis in an amount not to exceed $19,000. Motion carried.

10. Plans and specifications:
c) Proj. 3947, bikepath along English Coulee (DeMers-17th
Ave.S.)
Doug Herzog and Allen Petrick, CPS, Ltd., were present. Mr. Petrick presented final plans, that plans and specs. have been sent to the DOT, have been reviewed by the city engineering department, and all comments will be taken into consideration.
It was stated that the bikepath runs along English Coulee to connect to existing bikepath, 10 ft. wide with 5" concrete.

Moved by Beyer and Klave to approve plans and specifications and to authorize call for bids with a due date of April 21. Motion carried.

d) Proj. 4250, bikepath along 24th Ave.S. and S. 34th St.
Mr. Herzog presented plans and specifications and reviewed with committee; this is 10 ft. wide bikepath, and plans have been sent to the DOT. Moved by Beyer and Klave to approve plans and specifications and to authorize call for bids with a due date of April 21. Motion carried.

13. Matter of addendum No. 2 for engineering services agreement
for Proj. 4223, bridge on 27th Ave.N. along N. 55th Street.
Mr. Herzog reported this is Addendum No. 2 which adds the construction engineering (inspection and staking) to the project, based on hourly rate not to exceed $4700. Moved by Klave and Beyer to approve addendum based on hour rate not to exceed $4700. Motion carried.

16. Matter of inspection department restructuring and job des-
criptions.
Kim Erickson was present. Bev Collings and Ken Vein distributed copies of restructuring and reclassification request and revised job descriptions, summary of costs resulting from job description changes, stating that basic requirements did not

MINUTES/PUBLIC SERVICE COMMITTEE
February 14, 1995 - Page 4

change except in Bldg. Insp. I position, which has change in years of experience from 3 to 5 years. He noted that this flattens out structure of department. Mr. Vein also stated that duties made less specific in job descriptions with more detail in knowledge, abilities and skills. It was also noted that they have removed requirement of licensing as master mechanical installer as this is a City requirement (no State license required), and could limit applicants for the position.

Moved by Beyer and Klave to refer to Civil Service Commission for classification. Motion carried.

8. Request for bids for pump and motor for flusher truck for
street department.
Mark Lambrecht presented request for authorization to call for bids for pump and motor unit for flusher truck for dust control; $10,000 budgeted. He noted that pump and motor could be remounted onto another truck in the future. Moved by Klave and Beyer that we authorize call for bids for skid-mounted pump and motor. Motion carried. (committee only)

9. Consideration of bids for Proj. 4295, leachate collection
system at landfill, Phase III.
Al Grasser reviewed bids received which were higher than anticipated, Molstad Excavating, Inc. low bidder in the amount of $198,650.00, with funds from landfill closure budget. Moved by Beyer and Klave to accept the bid of Molstad Excavating, Inc. in the amount of $198,650. Motion carried.

10. Plans and specifications:
a) Proj. 4276, watermain replacement.
Mr. Grasser presented plans, split into two phases, with highest priorities constructed. Moved by Beyer and Klave to approve plans and specifications and authorize call for bids with a due date of March 15, 1995. Motion carried.

b) Proj. 4300, 1995 approach walk replacement.
Mr. Grasser reported this project calls for construction of ADA curb ramps; that in past years combined with sidewalk construction and curb ramps not constructed, and that they would look at how award if same contractor low bidder on both projects. Moved by Beyer and Klave to approve plans and specifications, and authorize call for bids. Motion carried.

11. Matter of urban project agreement for Proj. 4250.
Mr. Grasser reported he would like to add agreement for another project, Project No. 3947, both bikepath projects, and agreements identical except for dollar amounts in the two projects, and need to enter into agreements prior to their bidding these projects, Project 4250, est. cost $144,974 and Project No. 3947, $206,934. He reported that feds pay con-

MINUTES/PUBLIC SERVICE COMMITTEE
February 14, 1995 - Page 5

struction cost on 80-20 basis, that there is cap on the projects, and if exceeded, 100% local.

Moved by Beyer and Klave that we authorize entering into an urban project agreement for federal aid project with the North Dakota Department of Transportation in the amount of $206,934, for construction of Project No. 3947, bikepath along English Coulee from DeMers to 17th Avenue South. Motion carried.

Moved by Beyer and Klave that we authorize entering into an urban project agreement for federal aid project with the North Dakota Department of Transportation in the amount of $144,974, for construction of Project No. 4250, bikepath along 24th Avenue South and South 34th Street. Motion carried.

12. Matter of creating special assessment districts:
a) Proj. 4237, Dist. 234, watermain along s. 34th St. from
Duke Drive to 11th Ave.S.
Mr. Grasser distributed copies of engineer's report, map and timetable for the project to install 12" line and reviewed with committee. He noted there is City share to pay cost of material difference between 8" and 12" line. Moved by Beyer and Klave to
adopt a resolution creating the assessment district, approving the engineer's report, including estimate of cost, an assessment district map and further that we pass a resolution instructing the city engineer to prepare detailed plans and specifications, and that we declare intent to sell bonds to finance these improvements. Motion carried.

b) Proj. 4214, Dist. 232, watermain on 11th Ave.S./40th St.
Mr. Grasser distributed copies of engineer's report, assessment district map, etc. and reviewed with the committee.
Mr. Grasser reported they are seeing some ramifications of policy where cannot have direct access onto classified street and presented assessment district map drawn under current policies where only assess the adjacent properties, however, when did that looked at impact on some of the lots, but need to loop system to keep water fresh and to provide adequate fire protection; and in review determined costs had to be distributed over larger area to make impact less, and questioned benefit between lots; and came up with theory that utilities should have been put in during initial construction, because that wasn't put in, the developer and all properties within that subdivision had a benefit of not having to absorb those costs so have come up with assessment theory that in order to fairly distribute those costs, these costs or providing peripheral utilities should be spread among the entire subdivision, and everyone pays same amount; that half the cost of the watermain will be assessed to the adjacent area (annexed area outside the city limits), and half the cost distributed among the property (that if you front or have direct
access to the utility you have full benefit and everyone else
MINUTES/PUBLIC SERVICE COMMITTEE
February 14, 1995 - Page 6

would have a quarter benefit). He stated they will bring to the special assessment commission.

Mr. Vein stated this is why want to bring in adjacent areas to property being annexed, City would have had to pay tapping fees if not annexed. Mr. Vein also informed committee that this does create a problem, that anytime you come back in after the fact you're going to have complaints from people stating they've already paid for water and don't need to do this again. (This same concept also applies to Sewer Project No. 4215).

Moved by Beyer and Klave to adopt a resolution creating the assessment district, approving the engineer's report, including estimate of cost, an assessment district map and further that we pass a resolution instructing the city engineer to prepare detailed plans and specifications, and that we declare intent to sell bonds to finance these improvements. Motion carried.

c) Proj. 4215, Dist. 349, storm sewer on 11th Ave.S. from
38th St. to 40th St.
Mr. Grasser distributed copies of engineer's report, map, etc. and reviewed with the committee. Moved by Beyer and Klave to adopt a resolution creating the assessment district, approving the engineer's report, including estimate of cost, an assessment district map and further that we pass a resolution instructing the city engineer to prepare detailed plans and specifications, and that we declare intent to sell bonds to finance these improvements. Motion carried.

14. Matter of consideration of quotes for castings.
Mr.Grasser reported they had received quote from Neenah for street repair. Moved by Beyer and Klave to accept quote of Neenah in the amount of $18,762 plus freight. Motion carried.

15. Matter of preliminary consideration of assessment district
for enclosing Columbia Road ditch.
Mr. Grasser reported that Columbia Mall under new management, Bill Reed, and he is interest in closing that ditch, he is willing to provide his efforts in doing so; need to establish who is going to pay, how much cost is going to be; need committee's input as to what that district should be and then take to Special Assessment Commission for preliminary idea of how to distribute those benefits. Mr. Grasser reviewed maps with committee, one showing entire area that drains into that ditch or second map with restricted area. Mr. Grasser est. cost around $1 million.

There was some discussion re. location of south end drainage ditch and impact on this area.

After further discussion Mr. Grasser stated he could bring to
Special Assessment Commission to see how they would distribute

MINUTES/PUBLIC SERVICE COMMITTEE
February 14, 1995 - Page 7

benefits under either option to get idea before actually setting district. Information only.

17. Request to purchase additional salt and sand from Emg. Fund.
Mr. Lambrecht reported that the salt and sand inventory almost depleted, and requested authorization to spend up to $15,000 from Emergency Fund; and that he had talked with Mr. Schmisek today. Moved by Beyer and Klave to approve. Motion carried.


Meeting adjourned.

Alice Fontaine
City Clerk

Dated: 2/16/95.