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	MINUTES/PUBLIC SERVICE COMMITTEE Monday, April 10, 1995 - 7:00 p.m. Members present: Hagness, Beyer, Hamerlik. 1. Matter of extension of contract with Vern's Refuse and Re- cycling Service for curbside recycling program. Mark Lambrecht, asst. director of public works, reported they had received audits for RPM (Vern's Refuse) for both years 1993 and 1994, reviewed the audits along with staff, and it was conclusion that pricing structure operating under seems fair; that they also met with Vern and Rachel Gornowicz, and conclu- sion is that they are recommending that pricing structure seems fair and appropriate and that it be continued through December 31, 1996. There were no comments from Mr. Gornowicz. Mr. Lambrecht noted this was originally 5-year contract, are now at end of 3 years of the 5-year extendable contract. He reported that the contract called for annual audit at the end of January of each year, however, renewal date was first of January; and he noted that there is no provision for any additional renewals. Moved by Hamerlik and Beyer to accept recommendation of staff and extend contract with Vern's Refuse and Recycling Service until December 31, 1996. Motion carried. 2. Matter of future funding mechanism for Dist. IV Solid Waste Management Board. Linda Kingery, Spud Murphy, Vern Gornowicz and Doug Manbeck, Hetty Walker, members of the District IV Board, were present. Ms. Kingery reported that the 1995 State Legislature passed Senate Bill 2103 discontinuing the collection of the 20-cent solid waste surcharge at the State level as of July 1 and dismantles the district structure; however, Districts III and IV asked for additional time to continue the work of the District and an amendment was passed to allow Districts III and IV to continue to exist until August 1, 1997. She noted however that the funding mechanism to provide for a half-time staff position discontinued. She stated they were asking that the City of Grand Forks require participation in a District wide surcharge for any of the cities in that district that use the Grand Forks landfill, and that since the cities are already collecting these funds the District could collect the funds at the regional level. She noted that the allocation of the funds would be handled by the Dist. IV Board. She reported that in 1993 and 1994 Dist. IV paid into the State $97,000 and $98,000; and that most haulers collect from rural customers. She stated that in implementing that, they would need to decide whether to collect entire amount collected and disbursed at regional level or lesser portion of that. She distributed copies of work plan for District IV Solid Waste Management Board. Member Hagness asked why State stopped funding of this and the MINUTES/PUBLIC SERVICE COMMITTEE April 10, 1995 - Page 2 20-cent surcharge. Ms. Kingery stated that getting rid of districts was political mandate, in other parts of the state not need as there is here (lot more capacity in other areas); and not the willingness to work together at a regional level. She also noted that there was lot of money collected and not much money disbursed back to cities through grants, etc. to help with recycling programs. There was some discussion as to how to impose the surcharge; City would collect and disburse. Member Hagness asked if they collected $98,000 as in 1994 and had a budget of $30,000, would excess monies be used for regional landfill location; Ms. Kingery stated that would be appropriate, that those monies need to work towards things that we all need. Member Beyer questioned whether they should designate any surplus over the budget, and Mr. Swanson stated funds couldn't be used for anything else. He stated that City would have to enter into an agreement with another entity that has capability of contracting; but need to adopt ordinance before entering into any agreements. Member Hamerlik suggested they work out details for imposing the surcharge. Mr. Manbeck stated that the Board is looking to create an authority during this two-year time period. Vern Gornowicz and Rachel Gornowicz were both in support of this, as was Dick Newman, City Solid Waste Mgr. Moved by Beyer and Hamerlik to introduce an ordinance imposing the 20-cent surcharge at the time the State discontinues collection of the surcharge. Mr. Manbeck asked that there not be a gap in the collection of the surcharge. Motion carried. 3. Matter of local preference in bidding process. Howard Swanson, city attorney, reported they had looked at all major cities in ND and comparable cities in other areas, and contacted the National City Attorneys Assn., and findings were that majority of municipalities do not enter into a local bidding requirement, except where bids identical or equal, the tie breaker would be local bidder. Member Hamerlik stated that there are some cities that do have local preference, i.e., Wahpeton. Mr. Swanson stated that Wahpeton mimics state law, which states if competing jurisdiction that has a local bidder's preference, they have one. Ken Vein's recommendation was to leave on competitive market, assured to get best price; and to leave as is. Member Hamerlik stated that in talking with Assoc. General MINUTES/PUBLIC SERVICE COMMITTEE April 10, 1995 - Page 3 Contractors for ND, indicated they don't get bids in Fargo. Chairman Hagness stated that Fargo bidders able to underbid GF contractors, that Fargo does award to the low bidder. Member Hamerlik stated they have discussed why we can't do this, should concentrate on what can do to protect local preference. Mr. Grasser stated when have experience with contractor, can make some small differences. He stated awarding in best interest of the City would bring in lot of variables. Dennis Molstad, Molstad Excavating, Inc., stated they should award to the lowest qualified bidder, that if low bidder, they expect to get the job. Tom Hanson, WFW, also recommended award to the lowest qualified bidder. After further discussion it was moved by Hamerlik and Beyer to receive and file. Motion carried. 4. Reconsideration of construction bids for Project No. 4215, Dist. 349, storm sewer on 11th Ave.S./40th Street. The committee noted that Schipper Construction, Fargo, who was low bidder was a qualified bidder and should be awarded the bid. Moved by Hamerlik and Beyer to re-affirm the previous motion, to accept the low bid of Schipper Construction, Fargo, in the amount of $67,531.00. Motion carried. 5. Change orders for Proj. 3832, Pre-aeration Ponds. Held. 6. Request by contractor to close N. 55th Street, Proj. 3821, Richard's West storm sewer. Denny Molstad, Molstad Excavating, Inc., contractor, stated they were looking to close street for about 30 days, that only two businesses need access, and were requesting because of safety concerns, get job done faster, and would guarantee access to other businesses, and they would do signing to reroute traffic. Tom Hanson, WFW, reported this is change in the bidding or performance requirements and need council approval. Committee asked how much savings to the City by closing the road; Mr. Molstad stated about $3,000 which they would pass on to the City if the City did the signing to reroute traffic. Mr. Vein stated there was no detour in the bids and he would have additional cost for that. Mr. Molstad that they would do signing and difference only about $1,000. Staff agreed that it would be safer situation if road closed, After further discussion it was moved by Hamerlik and Beyer to allow 30 days with contractor getting proper signage necessary, MINUTES/PUBLIC SERVICE COMMITTEE April 10, 1995 - Page 4 to be reviewed by the traffic engineer and to coordinate with all business owners who require access off 55th Street. Motion carried. 7. Consideration of bids: a) materials for water maint. (water meters, brass goods and repair sleeves). Mr. Lambrecht reported these materials for inventory maintained for the City's use, and resale to plumbers with 20% mark-up and reviewed tabulation of bids. He reported that there is $54,500 budgeted in 1995 budget for these items. Moved by Beyer and Hamerlik to accept the low bids as follows: Badger Meter, Inc. for water meters in the amount of $22,792.44 with trade; Fargo Water Equipment for repair sleeves and saddles in the amount of $7,601.61; and Fargo Water Equipment for brass goods and curb boxes in the amount of $15,299.92, for a total of $45,693.97. Motion carried. b) engine and pump combination for street dept. Mr. Lambrecht reviewed bid tabulation for engine and pump combination for flusher truck, two bidders, both local. Moved by Beyer and Hamerlik to accept the low bid of H2O, Inc. in the amount of $7,126.60. Motion carried. 8. Plans and specs. for construction projects: Sewer and Watermain: g) Proj. 4289, sanitary sewer in Mighty Acres. h) Proj. 4290, watermain in Mighty Acres. Mr. Grasser reviewed plans and specs. for the sewer and watermain projects, and reported that council has authorized entering into a three-way agreement with the developer and engineer (CPS, Ltd.) He also noted that the City will install storm sewer and paving and special assess costs. Moved by Beyer and Hamerlik to approve the plans and specifications contingent upon engineer's comments. Motion carried. 9. Matter of utilities and paving on 30th Ave.S. and 38th St. Paul Eggebraaten, developer (building storage units), and Dean Wieland, CPS., Ltd., engineer, were present. Mr. Grasser reported they are requesting to install storm sewer and paving back of Menard's, authorization to enter into three-way agreement with the City and are requesting installation of paving, with the storm sewer utility improvements be accepted in lieu of 50% up-front monies for the paving. Mr. Wieland stated total value of storm sewer est. at $104,000. Mr. Grasser reported that they will probably have to split paving of 38th from 30th Ave.S. because of need to get access to Mr. Eggebraaten's place of business. Moved by Beyer and Hamerlik to authorize entering into a three-way agreement with the developer and engineer for installation of MINUTES/PUBLIC SERVICE COMMITTEE April 10, 1995 - Page 5 storm sewer, that we approve request for paving, and that the storm sewer improvements be accepted in lieu of the 50% up-front monies for the paving. Motion carried. 10. Matter of proposed study on lagoon loadings to determine options for increasing capacity to accommodate industry. Mike Shea, water treatment, and Gary Goetz, wastewater, presented the matter for the committee's information. Mr. Shea stated they are currently overloading lagoon system and looking for options to increase capacity; that KBM did study in 1993 and that most of that can be used again, that they discussed with KBM what scope might be and they were unable to give to them, and by next meeting should have ballpark figure for the study. Mr. Goetz stated he has $10,000 budgeted in this year's budget. Mr. Shea stated that study would determine what capacity should be. It was noted that the monies from surcharge not set aside for expansion. Mr. Shea stated that Grand Forks unique, give half of our capacity to industry, other cities don't have industries that discharge 100,000/gal/day. Mr. Vein stated they would do engineering in 1996 and construction in 1997. Information only. 11. Consideration of construction bids: a) Proj. 4275, watermain replacement. Mr. Grasser reviewed tabulation of bids for the project, which has 4 subsections; with alternate bid excluding subsection .02 (700 and 800 blocks of S. 11th Street). He reported they have $500,000 budgeted and have awarded one watermain replacement project totaling $288,000; that low bids on this project came in at $238,687.50 for all four subsections, and $192,795.00 excluding schedule 4275.02, and ended up with two different low bidders. He recommended awarding alternate (excl. 4275.02) so have enough monies for contingencies. He reported there is carryover from last year, however, when did 6th Ave.N. project identified some of those funds for that project. Moved by Hamerlik and Beyer to accept the low bid of Molstad Excavating, Inc. in the amount of $192,795.00, excluding schedule 4275.02. Motion carried. 12. Plans and specs. for construction projects: Street Lighting: a) Proj. 4308, Dist. 103, Mighty Acres b) Proj. 4309, Dist. 104, 11th Ave.s. (30th to 38th St.) c) Proj. 4311, Dist. 106, S. 36th St. (22nd to 24th Ave.S.) d) Proj. 4329, Dist. 107, N.36th St. (Gateway to pasta plant) e) Proj. 4323, Dist. 108, N. 47th St. (6th to 12th Ave.N.) f) Proj. 4343, Dist. 109, S. 34th and 30th Ave. Mr. Grasser reviewed plans and specs. for the projects (a through c residential, and d) through f) commercial. MINUTES/PUBLIC SERVICE COMMITTEE April 10, 1995 - Page 6 Moved by Beyer and Hamerlik that we pass resolutions approving the plans and specifications for these construction projects, and further that the city auditor be directed to advertise for bids on the projects. Motion carried. 13. Creating special assessment districts: a) Proj. 4292, Dist. 537, paving in Mighty Acres Mr. Grasser reviewed assessment project with the committee, project will be 100% special assessed. 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. b) Proj. 4316, Dist 534, paving S. 36th St. (22nd-24th Ave.S) Mr. Grasser reported developer asked that paving be special assessed. Moved by Beyer and Hamerlik (same motion as a). Motion carried. c) Proj. 4266, Dist. 536, paving Chestnut St. (47th Ave.S. to south end) Mr. Grasser reported he met with property owners, that in discussing type of paving (asphalt and concrete) and after reviewing installation costs and maintenance costs, he didn't get one request for asphalt. Moved by Beyer and Hamerlik (same motion as a). Motion carried. d) Proj. 4325, Dist. 238, watermain N. 42nd St. (24th-27th Ave.N.) Held. e) Proj. 4324, Dist. 237, watermain 24th Ave.S. (S. 35th to S. 38th St.) Mr. Grasser reviewed project with the committee and some discussion re. benefits. Moved by Hamerlik and Beyer (same motion as a). Motion carried. f) Proj. 4342, Dist. 359, storm sewer on 24th Ave.S. (S. 34th to 38th St.) Mr. Grasser reported their recommendation to the Special Assessment Commission would be to limit any benefit north of 20th Avenue S. because want to reserve that area for improvements on 17th Ave.S., but to be consistent brought in entire subdivision. Moved by Hamerlik and Beyer to (same motion as a). Motion carried. 14. Cost participation and maintenance agreement with NDDOT for intersection improvements at 32nd Ave.S. and 20th St. Mr. Grasser reported this is agreement for that intersection MINUTES/PUBLIC SERVICE COMMITTEE April 10, 1995 - Page 7 requested by City through CIP process as safety project, 90% cost share by the DOT and City pick up 10% (5% of total cost of all items eligible for federal aid participation, plus 10% for prelim. and const. eng. and 100% of construction costs plus 10% for prelim. and const. eng. of all items ineligible for federal aid participation), total cost est. $30,000 (with City's share est. at $1,500), to up-grade signals (put in turning loop with protected left turn for traffic on 32nd), work will be done this summer. Moved by Beyer and Hamerlik to approve agreement and authorize entering into the agreement with the State Department of Transportation, with City's share est. $1,500. Motion carried. 15. Matter of change order for Paving Proj. 4126, 32nd Ave.S. Mr. Grasser reported that change order consists of work on 38th Street by Menard's to cut curb to do the necessary widening in the amount of $875.60, 20% City share. Moved by Beyer and Hamerlik to approve the change order. Motion carried. Meeting adjourned at 8:45 p.m. Alice Fontaine City Clerk Dated: 4/11/95.