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MINUTES/PUBLIC SERVICE COMMITTEE
Monday, March 31, 1997 - 7:00 p.m.

Members present: Hagness, Beyer, Hafner, Klave.

6. Matter of considering need, priority, timing and financing, etc. for renovation of storm sewer serving area between RR tracks and Gateway Drive between Washington and English
Coulee.
Council Member Hamerlik, Ward 2, stated he wasn't sure of boundaries, but over the years they have had some difficulties, some work done in University Park; and put on agenda to try to proceed, determine priority, funding, etc.; that it's after the fact for this year but consider for the future.

Al Grasser, Asst. City Eng., reported that they have had problems in this area for many years, have received requests to improve, that they have done some preliminary consideration and looks like it will be very expensive problem to correct because storm sewer in that area already exists and discharges back behind Valley Contracting into the English Coulee. He noted there have been problems at Deraney's, Hugo's and through the entire area. He also noted that this matter has been to council previously but they have never directed staff to do much; and suggested doing a study of that area, that it's a large extensive area and needs to be computer-modeled to find out what kind of improve- ments they can make. He also suggested bringing it through the budgeting process and if budgeted for 1998, it's a project they could consult out. He stated there is tentatively some money in the 1998 budget ($50,000 for storm water study for that area, work could be done in 1999). He stated that under current policy, project would be special assessed to adj. benefitting properties. It was also noted that there wouldn't be any city or federal dollars for the project, except the $50,000 for the study.

The committee questioned whether University study covered this area; staff stated they didn't go quite far enough.

Hamerlik stated that he wanted to get this started as soon as possible, and questioned if study in 1998 budget, why not take action in 1998. Mr. Grasser stated they could start consultant selection at end of 1997 and not expend funds until 1998. Mr. Vein stated they would do study to identify problem and costs associated with this, put costs in next year's budget, and since this project would be constructed with local funds and special assessments, once study done, could start an assessment project, but project large enough so start design in 1998 with construc- tion in 1999. Hamerlik asked that they do whatever they can to move the project up. It was noted that project not protestable.

Moved by Klave and Hafner to receive and file. Motion carried.
(Comm. only)


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March 31, 1997 - Page 2

1. Matter of joint exercise of powers agreement for cities, counties and water resource districts in the Devils Lake Basin and along the Sheyenne and Red Rivers.
Mr. Vein, city engineer, reported that the agreement has been reviewed and approved by the city attorney. Moved by Hafner and Klave to authorize entering into the joint powers agreement, and authorize proper City officials to sign the agreement. Motion carried.

2. Matter of request to place 400 and 500 blks. of S. 5th St. on
regular street maintenance schedule.
Chairman Hagness that this matter can be handled administra- tively. Moved by Beyer and Klave to refer to staff to handle administratively. Motion carried. (Comm. only)

3. Change orders for Project No. 4438, upgrading Lift Station
#17:
a) Moorhead Construction - $1,767.80 deduct
Tom Hanson, WFW, reviewed the change order to reuse existing fittings for piping for a savings of $1,767.80. Moved by Beyer and Klave to approve the change order. Motion carried.
b) John's Refrigeration & Electric - $1,119.00 deduct
Mr. Hanson reported that NSP decided they wanted to put different transformer out there when they were doing the job, and contractor found way to keep both electrical systems operational at same time so they can continue to change over pumps during the flood period. Beyer asked to be excused from voting on this matter; moved by Klave and Hafner to excuse Beyer from voting. Motion carried. Moved by Klave and Hafner to approve change order. Motion carried; Beyer abstaining.

4. Engineering agreement for design and bid services, Proj.
4643, Rehab. L.S. #5.
Mr. Hanson reported this is for St. Anne's pump station, that usage about 3 times what designed for, struggling when have high flows, and reviewed tasks listed in the project design phase, that there are a lot of hydraulics involved in the project as this will affect L.S. 4 and 9 also, need to be able to solve access on the wet side, etc. Chairman Hagness stated he had reviewed rate schedule and agrees with it. Moved by Beyer and Hafner to approve the agreement for design and bidding phase in the amount of $25,584.00. Motion carried.

5. Plans and specs. for Proj. 4624, 1997 forcemain valve
replacement.
Mr. Hanson reviewed plans and specs. for project at Washing- ton and 17th Ave.S., need to replace valves at Lift Station 16, and run about mile of by-pass pipe for that station down Cherry Street, and some north behind Taco John's and across Lincoln Park to handle L.S. 8, so have three by-pass lines to install, which

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March 31, 1997 - Page 3

are temporary and will have to be pulled up when done. He stated they have letter to send out to residents who will be affected by the by-pass line. He stated they are coordinating this project with contractor on the S. Wash. Street project; are replacing old butterfly valves. Moved by Beyer and Hafner to approve plans and specifications and set date for call for bids. Motion carried.

Mr. Hanson reported they need City to authorize purchase of the 12" by-pass piping for temporary use, and if run it through contract, contractor will have to pay sales tax and will mark up, and that by the City purchasing direct will save 7-10% and because it's temporary, will only use during floods, etc. and will keep in stock for future projects. Moved by Beyer and Klave to authorize purchase of 12" by-pass piping for the project. Motion carried.

7. Matter of specs. for payloader for street department.
Charles Grotte, asst. dir. of public works, reviewed specs., that they met with Butler and RDO, and longest period of time anyone will bid for is 5 years; City doesn't have to trade equipment at end of five years if don't want to. He reviewed request for quotes which includes max. price for repair expenses, scheduled maint., guaranteed min. purchase, trade credit, transp. costs, and several options, etc. He stated this puts everyone on equal basis. and are asking for performance bond on maintenance.

Committee suggested using "..lowest and best annual cost" rather than just "..lowest annual cost..."

Moved by Beyer and Hafner to approve plans and specifications. Motion carried. (committee only)

8. Consideration of bids:
a) brush chipper for sanitation department
Dick Newman, solid waste mgr., presented tabulation of bids, for both new and used equipment and recommended award of low bid for the new equipment. Moved by Beyer and Hafner to accept the low bid of Arbor Quip in the amount of $19,993. Motion carried.

b) containers
Mr. Newman reviewed tabulation of bids for front-load con- tainers of various sizes and recommended low bid of WasteCo Manufacturing, Dickinson, in the total amount of $117,485.00, which they will order on an as-need basis, and the low bid of Rayfo, Inc. for 2 22-yd. roll-off containers at a cost of $5080.00. Moved by Beyer and Hafner to accept the low bids as recommended. Motion carried.

9. Update on matter of once per week garbage collection imple-
mentation.

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March 31, 1997 - Page 4

Mr. Newman reviewed memo that he sent out with the packet re. implementation of once a week garbage collection and map showing tentatively scheduled routes and days of collection, taking into consideration holiday collections. He reported they are trying to coordinate with recycling pickup because of their schedule re. garbage collection in other communities as well as the city; and will also coordinate with street department so not interfere with street cleaning. He reported they will be providing residents with map showing pickup day, and are still shooting for a May 1 implementation date. Information only.

There was some discussion re. video provided by the sanitation department re. side-load trucks; Mr. Newman reported they have money for the side-load truck with containers in budget this year. However, it was noted that there might be problem with only one truck, no backup, may have to look at two.

10. Budget amendments.
a) Wastewater Utility - $275,000
Gary Goetz, wastewater department supt., reviewed budget amendment request to transfer monies from cash carry-over to capital improvements, install mechanical system for rehab of pump station #7 at engineer's est. cost of $225,000 (incl. extension of frontage road to station as they currently have no legal access to the station), and to add third pump to pump station #22 at est. cost of $50,000, that this station has reached peak flows due to increased activity from Simplot, and will give them backup pump in case of pump failure. He noted that funds are available.
Moved by Beyer and Klave to approve the budget amendment. Motion carried.

11. Matter of Proj. 4225, S. Washington Street reconstruction.
a) selection of alternate bids
Mr. Grasser reported that information they have was distributed at last meeting, and are waiting for DOT to prepare documents for change orders. He noted that they are pursuing concrete frontage roads, asphalt bikepath, etc. It was noted that the full contract was awarded and will modify by change order. Held in committee until 7:15 p.m. on Monday, April 7.

12. Consideration of bids:
a) Proj. 4611, Uninterrupted power system for DeMers & Wash. intersection.
Mr. Grasser submitted tabulation of quotes received for this project, received two quotes: General Traffic for $20,077.00, delivered, and from On Line Power of $20,700 plus freight, and recommended award to General Traffic; City will install. Moved by Klave and Beyer to accept low bid of General Traffic in the amount of $20,077.00, delivered. Motion carried.


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c) Proj. 4578, Dist. 85, overlay in Medvue
Mr. Grasser reviewed tabulation of bids received and recommended award to low bidder, Nodak Contracting. Moved by Beyer and Hafner to accept the low bid of Nodak Contracting in the amount of $161,800.00. Motion carried.

d) Proj. 4461, Dist. 370, sanitary sewer on S. 42nd Street
Mr. Grasser reviewed tabulation of bids received and recom- mended award to low bidder, Duckstad Contracting. Moved by Hafner and Beyer to accept the low bid of Duckstad Contracting, Inc. in the amount of $256,993.50. Motion carried.

e) Proj. 4462, Dist. 247, watermain on S. 42nd Street
Mr. Grasser reviewed tabulation of bids and recommended award to low bidder, Soberaski, Inc. Moved by Beyer and Klave to accept the low bid of Soberaski, Inc. in the amount of $343,727.50. Motion carried.

f) Proj. 4561, Dist. 545, paving Garden View Estates 1st Addn.
Mr. Grasser reviewed tabulation of bids and recommended award to low bidder, Valley Contracting Company. Moved by Hafner and Klave to accept the low bid of Valley Contracting Company in the amount of $173,817.31. Motion carried.

i) Proj. 4526, Dist. 547, paving in English Coulee Center.
Mr. Grasser reviewed tabulation of bids and recommended award to low bidder, Valley Contracting Company. Moved by Hafner and Beyer to accept the low bid of Valley Contracting Company in the amount of $90,780.70. Motion carried.

h) Proj. 4517, Dist. 546, paving in Birkholz' 5th Addn.
Mr. Grasser reviewed tabulation of bids and recommended award to low bidder, Valley Contracting Company. Moved by Beyer and Klave to accept the low bid of Valley Contracting Company in the amount of $453,924.50. Motion carried.

g) Proj. 4603, Dist. 251, watermain on 11th Ave.S.
Mr. Grasser reviewed tabulation of bids and recommended award to low bidder, United Crane & Excavating. Moved by Hafner and Beyer to accept the low bid of United Crane & Excavating in the amount of $24,620.00. Motion carried.

j) Proj. 4620, Dist. 384, storm sewer on 24th Ave.S.
Mr. Grasser reviewed tabulation of bids and recommended award to low bidder, Molstad Excavating, Inc. Moved by Beyer and Klave to accept the low bid of Molstad Excavating, Inc. in the amount of $37,930.00. Motion carried.

b) Proj. 4577, watermain replacement.
Mr. Grasser reviewed tabulation of bids received for base bid MINUTES/PUBLIC SERVICE COMMITTEE
March 31, 1997 - Page 6

and alternate which had reduced area because of concern with budget, and recommended award to the low bidder, Soberaski, Inc. for the reduced area. Moved by Beyer and Hafner to accept the low bid of Soberaski, Inc. in the amount of $108,089.50. Motion carried.

13. Matter of sale of property at 3805 Belmont Road.
It was noted that the owners of this property, H.H. Galloway and Rita C. Galloway, have offered to sell property to the City at an appraised value. Mr. Grasser reported that this property qualifies for removal under Corps of Engrs. flood relocation pro- gram on 80-20% basis; and action asking for tonight is to pursue an appraisal. Mr. Vein reported that 20% would probably be less than cost of protecting the property. Moved by Beyer and Klave to authorize staff to obtain an appraisal on this property. Motion carried.

Mr. Vein reported that if property damaged beyond 50% of the value, it couldn't be rebuilt.

14. Matter of removal of snow in residential areas.
Klave reported he had received several calls and concern was property owners clearing yards because of motor homes, etc. on lot and piling snow on neighbors' berms, and perhaps need to address for next year. Mr. Vein stated that when complaints come up to refer to their department and they will take care of it. Mr. Grotte stated that with amount of snow this year and taking person of snow removal to enforce, etc. they didn't make an effort to do that. The committee referred the matter to Mr. Grotte to report back with a recommendation.

15. Request from Tim Crary for 100% special assessments for
installation of utilities in proposed housing area.
Chairman Hagness reported that Mr. Crary has item coming up before Planning & Zoning on Wednesday re. area at Belmont and 57th Ave.S. Tim Crary presented his request to City for 100% special assessment of utilities and infrastructure for property he is developing for affordable housing. He stated he will keep lots as submitted to Planning & Zoning - 50 ft. lots to construct houses ranging from $95,000 to $110,000, and R/W changed to 70 ft. Mr. Vein reported that ordinance requires 80 ft. R/W and need that width for snow removal and locating of utilities. Mr. Vein also noted that this isn't in an affordable housing area, but in the proposed regs. for affordable housing, reduced R/W because everybody had to compromise to make it work, and if confined to specific area, they would try to work around it. Mr. Vein stated that Mr. Crary trying to tailor this after affordable housing district which hasn't been accepted or approved by the council. Mr. Vein stated that the council didn't require 50% upfront monies for streets or utilities in development in 6th Ave.N. area. Committee asked staff to check on this.

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There was some discussion re. cost of lot plus specials - $25,000 to $28,000 lot and can't put $80,000 house on lot that costly.
It was also noted that the City doesn't know what lift stations and utilities are going to be out there. Mr. Vein stated biggest unknown would be sanitary sewer. Mr. Grotte reported that at CIP discussed $2million project for sanitary lift station in that area and committee also told them to look at ways of financing other than utility rates (assessing or tapping fees, etc.), and have 3 lift stations going in the south end of town in the next two years. Mr. Crary stated that it would be pretty hard to build house for $70-80,000, and they are offering new houses for $93,000 to $110,000, which qualifies under ND first-time home buyer program.

After some discussion it was noted that right of way is Planning and Zoning issue, and that there were various options in the Code for the up-front monies, ie., guaranteed letter of credit, bond, etc. Mr. Crary stated that he was willing to file letter of credit in lieu of the up-front monies. No action required.

Meeting adjourned at 8:00 p.m.

Alice Fontaine
City Clerk

Dated: 04/01/97