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MINUTES/PUBLIC SERVICE COMMITTEE
Monday, November 10, 1997 - 7:00 p.m.

Members present: Klave, Hafner.

1. Matter of bids for landfill compactor.
Charles Grotte, asst. director of public works, distributed copies of performance evaluation procedures and bid evaluation from Dick Newman with recommendation to purchase Butler Machinery's CAT 826G for $347,615, less $25,000 trade-in, for a total of $322,615.
Mr. Grotte reported that both machines met specifications and recommendation based on evaluation.

Jim Eck, 5512 Belmont Road, Butler Machinery; Harry Anderson, Krider Equipment of Fargo, Mandan and Grand Forks; and a rep. of Bomag were present; and addressed committee re. their bids and/or equipment.

Mr. Eck reported that their machine bid without cleaner bars and will provide at bid quote. There was discussion re. clogging of wheels on Butler Machinery equipment compared to Bomag equipment, and also one hour/day downtime on Butler Machinery machine because of wheels clogging. It was noted that cleaners have been attached to the Butler Machinery equipment to correct problem but causing lack of power. Mr. Anderson, Krider Equipment, addressed costs to City as result of down time on the Butler machine. The rep. from Bomag stated their machine made expressly for landfills.

Doug Powell, equipment operator for the City, reported they had viewed machines in Nebraska, Minnesota and Iowa, visited with operators of equipment, etc. and gave honest appraisals, and based on their experience were recommending the Bomag machine. He also reported that during the flood he operated Bomag at the landfill 14 hrs. day 7 days week with no problems.

Moved by Hafner and Klave to accept the low bid of Butler Machinery in the amount of $347,615, less $25,00 trade-in, for a total of $322,615.

Committee stated they appreciated staff going out to view equip-ment, etc., that everything laid out in performance evaluation procedures and have to follow bid process; if council not satis-fied, to reject all bids. Mr. Grotte stated that would be their recommendation if don't accept low bid, would rebid and come up with new point system or some other way to evaluate, wouldn't want to sole source pieces of equipment.

Motion carried.

2. Matter of request from Assn. of Residence Halls Executives
and Hall Presidents for improvement of street lighting of
areas adjacent to University of North Dakota.
Several reps. from this group were present: Michael Grosz, Pres. of Assn. of Residence Halls, Terry Webb, director of resident MINUTES/PUBLIC SERVICE COMMITTEE
November 10, 1997 - Page 2

services at UND, and presented request; and is not just a Residence Hall issue but affects entire campus. Committee questioned whether something could be worked out with UND jointly to see if find funding source to help. Mr. Webb stated this is one of the areas that requires high lighting, use campus late at night, and creates unique situation and interested in looking at ways of exploring. Mr. Grasser reported that John Thompson, traffic eng., has been working with LeRoy Sondrol on this matter, were getting issue defined and probably would have gone in this summer but because of flood (shortage of electricians, etc.); that there were some ques-tions re. type of lighting, financing, etc. He stated that staff can resolve, and would like to establish chain of information - John Thompson, Mr. Sondrol or Mr. Webb. Committee suggested that someone from Residence Hall be allowed to sit in on discussions also, Mr. Grasser stated they could set up meeting with staff; and would submit plan to this committee and would show up on agenda. Held in committee.

3. Matter of alternate overnight parking in the downtown area
(street cleaning).
Gary Fish, supt. of streets, reported that there is ordinance covering this matter - cleaning of streets uptown - cars towed around corners so don't really have problem with cleaning, only when plow everything, then don't tow but plow cars in. Mr. Grotte stated he hasn't heard any complaints re. this matter. It was also noted that there won't be number of tenants downtown as in the past and will alleviate overnight traffic there. Committee referred this matter to staff.

4. Matter of snow removal.
Klave expressed some concerns on 32nd Avenue South; Committee noted that residents want major thoroughfares open when go to school or work; Mr. Fish reported they have only two people on at midnight now, but will put extra crew on when get more into snow season. There was some discussion re. personnel and the need for two additional fulltime permanent operators in the street depart-ment, and could utilize year-round as they assign other duties during off-season (5 people left through retirement, etc. and positions gone) Mr. Fish stated that they put priorities on work, have equipment available for extra personnel. Mr. Grasser stated that City has added more streets which require maintenance - Gateway Drive, Washington and 32nd Ave.S. where street not only plowed but snow hauled; and at some point in time have to add personnel to provide service. It was also noted that they have two less people than in 1970 but have added many miles of streets.

Moved by Hafner and Klave that we add two full-time operator III's in the street department. Motion carried.

5. Matter of various easements:
a) temporary construction, roadway and utility easements -

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Lift Sta. 38, Forcemain Proj. 4439 and Sewer Proj. 4661 located at 40th Avenue South between South Columbia Road and East Ruemmele Road, for and in consideration of the sum of $1.00 each, Gregor Useldinger, Jr. etal. and Arthur Greenberg, Jr. Mr. Grasser reported that this lift station is located south of Super One, and easements to provide forcemain and access for lift station. Moved by Hafner and Klave to approve easements and authorize proper City officials to execute the easements. Motion carried.

6. Mater of Proj. 4433, Air Base Watermain, request to waive
liquidated damages by Robert Gibb & Sons, Inc.
Mr. Grasser reported this request to waive liquidated damages, staff not in disagreement with request and would handle as staff action at this time.

Mark Lambrecht, CPS, reported that project has two separate con-struction contracts, Gibb is underground contractor who installed large diameter waterline to the corner of Airport Road and Highway 2 and new pump station being built by Construction Associates of Valley City. He reported that Gibb has completed the underground work and completion date was first of November but pump station contractor isn't quite done and there are couple tie ins to switch over the piping and which can only be done when pump station completed and pumps working. He also reported that Gibb didn't want that date to come and go without them acknowledging that its done, and can accomplish with change order with time extension to new completion date, but won't know what that date should be until the pump station contract completed. It was also noted that Const. Assoc. has passed their completion date, and there are liquidated damage provisions in his contract, that they have time schedule from him and should be finished by December 15. He further rported that both Advanced Eng. and CPS working on this and have prodded contractor, and will have to discuss with staff and present to committee as to what should be done to resolve status of that con-tract. Mr. Grasser stated they will write change order and grant time extension. Committee stated there were extraordinary circum-stances this year; Mr. Grasser stated they have given extension to most contractors, because of subcontractors, vendors, suppliers, demand extremely high, and look at all those issues, trying to be more firm re. liquidated damages provisions. Moved by Hafner and Klave to refer to staff. Motion carried.

7. Matter of 1998 construction projects.
Mr. Grasser presented communication from Dan Schmaltz, Agent for Sun Land West, requesting City to initiate the process for development of sewer service west of 55th Street and allowing for the construction of Meadowlark Mobile Home District, which would also require temporary hook-up to existing lift station on 6th Avenue North, and additional lift station for long term. Mr.
Grasser stated they would be asking them to develop master plan for review. He also noted that lift stations usually funded through
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rates, that there is need for lift station in south end and not sure about availability of CDBG funds.

He also reviewed listing of "must-do" projects, and stated that they will ultimately be asking for approval of the projects and for hiring of consultants to do because not enough staff available:
1) 16" watermain to the Industrial Park (S. 42nd
St. to S. 50th St and 13th Ave.S.) (concern re. fire
protection as well as FEMA trailers) $ 394,420*
2) 80 acres for clay borrow and flood fight staging area 400,000*
3) Street paving for middle school (Columbia Road). Klave
stated he would like to see staff move forward with
full project- extend 4 lanes with turning lanes 2,673,320*
4) Sanitary sewer to serve middle school (Lift Sta.
south of Wal-Mart) 299,000*
5) 16" watermain to serve middle school (S. Wash. and
47th Ave.S.) 663,000*
6) Storm sewer to serve the middle school (from
drainway along 47th Ave.S.) 312,000*
7) Lift station south of Wal-Mart 1,080,300*
8) Paving N. 55th St. (Gateway Dr. to DeMers Ave.)
It was noted this project driven by development
of the area. 2,000,000*
9) West end drainway study (need master plan) 1,000,000*
10) North Grand Forks storm sewer evaluation (this
is area Hamerlik brought up around Cemetery -
need to evaluate options for cost-effective
solution) 15,000
11) Traffic signal N. 42nd St. and Univ. Ave. (this
intersection meets warrants, would be temp. signals
and look for State to fund perm. signals) 75,000*
12) DeMers Ave. and S. 48th St. intersection improvements 75,000*
(need because of FEMA trailers and commercial develop-
ment)
13) Request for west side utilities ?
Note: project costs do not include assessments
Note: *currently in cost matrix

There was some discussion re. cost of traffic signals, temporary vs. permanent ($50-60,000 additional to upgrade from temporary signals to permanent); Mr. Grasser stated they prefer to get funded through State but can't always wait for that.

Moved by Hafner and Klave to authorize staff to proceed with pre-liminary engineering and to obtain proposals from consultants for engineering services. Motion carried.

8. Matter of agreement with Nodak Electric Cooperative to
reimburse Nodak for costs incurred in relocation,
Mr. Grasser presented matter of closure to Southend Drainway
and need for electrical service for the pumps, and distributed
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copies of agreement to reimburse Nodak for costs incurred to install temporary underground lines from Belmont east to River pump site on the Southend Drainway Project No. 4669, cost approx. $20,000, and because of low usage of flood pumps asked that City pay installation costs because can't recoup costs through rates. Moved by Hafner and Klave to authorize entering into agreement for the installation of the utility service. Motion carried.

Mr. Grotte introduced Todd Feland, administrative assistant/public works who will be handling the administrative items.

Moved by Hafner and Klave to adjourn; meeting adjourned at 8:30 p.m.

Alice Fontaine
City Clerk

Dated: 11/11/97.