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MINUTES/PUBLIC SERVICE COMMITTEE
Wednesday, November 13, 1996 - 7:00 p.m.

Members present: Hagness, Beyer, Hafner, Klave.

2. Matter of bids for sanitation department equipment:
a) heavy-duty trucks
b) refuse compactors
Mr. Newman submitted memorandum and bid tabulation sheet; he reported that they didn't do any appraisal on packers and Sanitation Products only bidder, for total net price of $75,823.
He reviewed truck bids, that low bid submitted by W.W. Wallwork, Inc. of Fargo in the amount of $60,313.00 for rear-load truck; however, difference between Wallwork and Rydell bids was only $50.00.

He reported that only bid received for front load truck was Rydell Truck Center in the amount of $85,205, less trade-in of IHC and Heil in the amount of $18,000, for total price of $67,205.

Mr. Newman also reported that bid packages from Swanston Equipment and Wittke Waste were not opened because they did not give demonstration, and his recommendation is to send bids back. Moved by Beyer and Klave to return these bids unopened. Motion carried.

There was considerable discussion re. bids for rear-load truck. A rep. of W.W.Wallwork stated they bid 1997 Ford, that Wallwork will make arrangements to get service within the city of Grand Forks (Cummins Equipment and Interstate Diesel) and all warranty work done within city limits. A rep. of Rydell stated they bid Chevrolet truck with Caterpillar engine, truck meets all specs. He stated they do not bid vehicles in Fargo, that City of Fargo has managed to write bid specs. so that there is no way an outside bidder would ever be awarded a bid, specs. written as such that there are penalties for dealers from out of town bidding (basically same as Grand Forks, penalty for having to take vehicle outside city for service). Mr. Newman stated there were no penalties given for this.

Mr. Klave stated that for last several months the committee has recommended strict adherence to the bid procedures.

Moved by Beyer and Klave to accept the low bid of W.W. Wallwork, Inc. for the rear-load truck in the amount of $60,313.00. Motion carried; Hagness voted no.

Moved by Beyer and Hafner to accept the low bid of Rydell Truck Center for the front-load truck in the amount of $85,205 less trade, for total bid of $67,205.00. Motion carried.

Moved by Beyer and Klave to accept the bid of Sanitation Products MINUTES/PUBLIC SERVICE COMMITTEE
November 13, 1996 - Page 2

for the rear-load compactor in the amount of $39,090.00 and the front-load compactor in the amount of $54,733.00, less trade-in of $18,000, for total bid of $75,823.00. Motion carried.

Mr. Hafner suggested they look into how Fargo bids their equipment, that there is value in doing business locally.

3. Matter of specifications for payloader w/attachments for pay-
loader for street department.
Gary Fish, supt. of streets, stated they are requesting authorization to write specs. and call for bids, this equipment budgeted in 1997, is multi-use for cleaning cul-de-sacs, fork-lift and bucket and replaces 20-year old equipment. Moved by Beyer and Hafner to authorize street department to write specs and call for bids. Motion carried. (committee only)

4. Matter of Project 4438, upgrade master lift station No. 17,
bids for construction. (loc. at Columbia Rd/Hwy. 81)
Tom Hanson, Webster, Foster & Weston, submitted tabulation of bids received, project bid with combined bid under Schedule A and separate bids under Schedule B for general and electrical construction; Moorhead Construction Co., Inc. low bidder for general construction in the amount of $331,053.00 and John's Refrigeration & Elec., Inc., Valley City, low bidder for electrical construction in the amount of $192,950.00.

He reported in discussing this with Gary Goetz, he had some concerns re. lack of responsiveness in warranty area with Moorhead on project at the lagoon, that they met with reps. of Moorhead Construction Co., Inc., that contractor had difficulty with one of their suppliers and they need to do something to get that supplier to fulfill his obligation. Hugh Veit, KBM, stated no problem with construction, but problem with warranty work, and their concerns are known to Mr. Hanson. Keith Johnson, asst. city engineer, stated that sometimes they have problems with warranty work; that Moorhead Construction capable but have had communications problem in work with supplier on past project.

Jim Shiers, president of Moorhead Construction, stated they were aware of problem, and stated they ran into situation where have deteriorating relationship with their supplier and has caused Mr. Goetz and his department a great deal of trouble, they have addressed plan of action and they will proceed immediately as soon as they get back. He also noted that there is no other supplier. He assured committee there wouldn't be warranty problem on this project. Gary Goetz stated they were satisfied.

Mr. Hanson stated they are recommending award of low bids. It was reported that there is about $400,000 budgeted, that bids exceed budget but there is funding available.


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Beyer asked to abstain from voting on the award to John's Refrigeration, and it was so moved by Hafner and Klave. Carried.

Moved by Hafner and Klave to award general construction contract to Moorhead Construction, Inc., Moorhead, MN in the amount of $331,053 and to award electrical construction contract to John's Refrigeration & Electrical, Inc., Valley City, in the amount of $192,950. Motion carried with Beyer abstaining on part of motion to award contract to John's Refrigeration & Elec., Inc.

5. Matter of Proj. 4438, amendment to engineering contract.
a) Keith Johnson, asst. city engineer, distributed copies of amendment No. 1 to the contract in the amount of $12,000 for increased cost of design services which is detailed in WFW letter of November 11. Tom Hanson, WFW, reviewed increased costs which are detailed in their communication and discussed with the committee. It was noted that the contract is based on an hourly rate. It was stated that when scope of project changes, committee should be informed, and would like to know ahead of time. Mr. Hanson stated they didn't stop project to negotiate, because of time frame. Mr. Goetz stated part of change was at their request (stairway for safe access system for regular maint. of pump shafts). Committee stated that when scope changes radically to bring to committee for negotiation.

Moved by Beyer and Klave to approve Amendment No. 1 to the agreement for engineering services in the amount of $12,000. Motion carried.

b) Amendment No. 2 to engineering contract, Project No. 4438.
Mr. Johnson presented Amendment No. 2 for engineering services for construction phase of the project in the amount of $47,598. Mr. Hanson stated that when completed this is 17% of construction on rehab. project, which is higher than normal project.

Moved by Beyer and Klave to approve Amendment No. 2 to the agree- ment for professional services for Upgrade Lift Station No. 17, Project No. 4438 in the amount of $47,598.00. Motion carried.

6. Matter of once a week garbage collection (winter only).
Held in committee.

7. Matter of review of moving permit procedures.
Bev Collings, Inspection Dept., reported she had talked to Howard Swanson on legal notice, could change to one publication; they do notify property owners within 200 ft. on Board of Adjust- ments, and 400 ft. on zoning matters. Mrs. Beyer stated that when owner takes out permit to get final destination so not
within 2-mile jurisdiction. It was noted that fee now $140; and
that they tell property owner upfront if building already moved, and would have to move if not approved. Committee asked Mrs.
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November 13, 1996 - Page 4

Collings to work with Mr. Swanson on ordinance change (one-time publication and notify property owners within 200 ft.) and bring back to committee. Held in committee.

8. Matter of appraisal for southend drainway.
Al Grasser, asst. city engineer, reported that they are hiring appraiser to appraise property west of Chestnut Street, Dean Curran and Bert Johnson, affected property owners in Phase I), there might be some consideration for condemnation. He stated there are three phase and will do their best to negotiate. He also advised committee that Mr. Swanson has determined that they have quick take authority for drainway which will shorten condemnation process. He also noted that going to court pay top dollar. Info. only.

9. Matter of newspaper recycling bids.
Christi Stonecipher, recycling coordinator, reported they rebid and received one bid as follows: $130.00 for servicing all 6 dropoff sites, for total cost of $13,520.00 annual cost for twice week collection, however, they have bid $10.00/ton for recyclable materials they collect and anticipate 276 tons/year for net cost of $10,760.00; and $35.00 for additional collections per site; all other information seems to be in order.

Rachel Gornowicz, Vern's Refuse, stated that they pickup every Tuesday and Friday, and that couple of the sites have two dump- sters to accommodate not having to pickup more than twice a week. Materials accepted are newspaper, telephone books, magazines; and that they provide service to business for pickup of other recycled paper and at curbside.

Moved by Hafner and Beyer to accept the bid of Vern's Refuse Service, Inc. for collection and recycling of newspapers and other paper fiber material from City-owned front-loading containers at six sites at $130.00 per collection for a total annual cost of $13,520.00; and accept the unit price per ton of recyclable materials of $10/ton, for net bid of $10,760.00; and $35.00 for additional collection per site. Motion carried.

10. Matter of negotiating engineering services for design work at
sludge plant. Mr. Grasser presented matter of negotiation with Advanced Engineering for design services at sludge plant, that Advanced Engineering did all preliminary report and analysis on the project, and were selected through selection process to work at the water plant. Steve Burian, Advanced Engineering, was present.

Moved by Beyer and Klave to authorize staff to negotiate with Advanced Engineering for engineering services on the project. Motion carried.

MINUTES/PUBLIC SERVICE COMMITTEE
November 13, 1996 - Page 5

1. Report on projects of the District IV Solid Waste Management
Board.
Mr. Newman reviewed information submitted by the District Board re. recycling grants awarded to different recycling operations within the district; money was budgeted to assist in recycling efforts in the district ($35,000), that they met and reviewed requests for recycling funds and recommendations made are listing in the minutes of the District's October 23 meeting; that the Board tried to stay with capital items so they could continue the program using volunteer work, etc. It was noted that no funds budgeted for 1997. Info. only.

12. Schedule open house - Corps of Engrs. flood study.
Mark Lambrecht, CPS, reported that the Corps working on flood study and have scheduled open house to make show of what they have been doing, open house at the civic auditorium on Wednes- day, December 11, 5:00 to 9:00 p.m. (Reminders will be sent) He noted that Corps will send a newsletter to everyone in the 100-year flood plain or whose property backs on the river. Info. only.

Moved by Beyer/Klave to adjourn; meeting adjourned at 8:20 p.m.

Alice Fontaine
City Clerk

Dated: 11/14/96.