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06-30-87 Public Works Comm Minutes. June 30, 1987 SEWER AND WATER/FINANCE/PUBLIC WORKS COMMITTEE 4:00 P.M. Chairmen Nystul and Ruiz and Councilman Schindler in attendance. Surveyor Zavodny, Street Superintendent Brady, Sewer and Water Superintendent Hyde, Jay Billmayer, Lee Carothers, Norm Arnold and from Northwestern Telephone, Gene Lenz, and Roger Hopkins of the Daily Inter Lake also present. GENE LENZ SUNDRY ACCOUNT BILL - Mr. Lenz expalined that Art Molkjer had worked on his water line on Saturday and damaged the line, requiring that the water be turned off. Becky was called and turned off the water. She gets, by union contract, 2 hours call out. This charge is passed on to the customer and amounts to 2 hours at $25.00/hour x time and a half for Saturday = $75.00. The actual work took her 15 minutes. Mr. Lenz stated that the call out provision is right and fair - but only if crews are also sent home without pay at 10 A.M. because of inclement weather. He feels strongly that guaranteed hours plus call -out provisions do not belong in the public service sector. S/W Supt. Hyde stated that if this had happened during working hours there would have been no charge at all. There was a discussion of the basis for charges, the City pay rate, regular hours or after hours, Water Rules and Regulations. Mr. Lenz commented that other utilities live with. -oddball calls and that-&chedules should be set up to deal with them. He said he would not tell the Committee how to settle this, but would suggest that some changes be addressed during negotiations with the union. IST ALLEY WEST - The attached handout of a cost summary for this project was distributed and expalined by Jay Billmayer, engineer for the project. It was pointed out that 5 inlets were added to the project to pick up storm water from the alleys at each intersection. This is especially needed with the roof drains outlawed and rerouted. He pointed out that this contract is based on a per lineal foot cost rather that yardage so as to have a control on the contractor. Conduit costs have been restructered by PP&L, and they have also agreed to pay for one conduit being put in for their future exansion needs. Telephone conduit figures have been revised. Jay gave the bottom line figures and the contract time estimates. Easements - Jay Billmayer stated that he has 100% signup on those that he has approached, which is approximately 50%. Some of those needing pumps have not been approached because he was waiting for a bottom line position, which he now has. All easements will be finalized before the bid opening. He stated that they are incorporating emergency by-pass for all pumps, and this makes owners much more willing to cooperate. He explained that the maximum depth of the project will be 11' by Bob Meier, with 8J' on the upper end. The excavation will be at the footing line and above the water table. The existing sewer is 4 - 5 ' below the planned excavation. It was discussed again that the costs being considered now are those asso- ciated with undergrounding and removal, and that the utilities will expect a 50% participation from the City at a later date for installing the actual wiring. C. Nystul pointed out that the City will need to budget $100,000 for • next year to cover the 50% participation. Lee Carothers voiced concern that all owners have been contacted and that the electrical inspector looks at each individual situation. The owners must know the costs associated with the changeover from overhead to underground. • SEWER AND WATER/FINANCE/PUBLIC WORKS COMMITTEE June 30, 1987 Page 2 He also stated that written authorization would be required from the City Council to do away with the overhead service and serve customers from underground. The reasoning for going underground was discussed. Going underground is a redevelopment priority. Councilmen Ruiz and Nystul both statedthatsince that was the case the $100,000 needed in the future should be budgeted from tax increment funding rather than enterprise funds. The Committee agreed. Costs to Businesses - Jay Billmayer explained that he had gone through the whole project with the electrical inspector and looked at and discussed each individual service. She felt that raising the conduit to a junction box, and then back into the service connections would avoid problems with rewiring inside the buildings. This cost would be paid for by the property owners. Jay said he would have two electrical contractors give possible high and low estimates so that a range can be passed on to the property owners. He did - say that the property _owners realize that they are getting removalP—f overhead wiring, improved facilities access, sometimes additional parking, a resurfaced alley, and a new sewer line - all with no SID. They see the advantages to be gained for very little direct cost to them. Twenty-one of 32 owners will have some telephone rewiring costs. Utilities will be stubbed in to vacant lots so the alley will not have to be torn up in the future. There was a question concerning asphalt or concrete at the alley openings, and this will be clarified with the Public Works Director upon his return from vacation. Whether or not existing material will be allowed to be reused was discussed. When proctors are available this decision can be made. Jay Billmayer explained that there are two theories about excavating in a situation like this: a conveyor system where the trench is excavated and the materials are lifted up and over and used to refill the trench, and where the native material is hauled away and all new bedding material is used. - Timing concerns were voiced and Mr. Billmayer stated that the decision would be based on the contractor's schedule before the issuance of the notice to proceed. It was felt strongly that the project must be completed this fall or must wait until spring. Call for bids - C. Nystul stated that if a concurrance with the utilities being put underground could be reached with the Council, and the funding was finalized, the Committee would recommend approval to go out for bids to the Council at the July 6 meeting. FOUR SEASONS SPRINKLING - S/W Supt. Hyde explained that Con Lundgren was to provide occupancy rates, but instead offered to pay sprinkling rate on two of his three meters. Andy felt this would be fair. The Committee agreed to • a one year trial of this idea. • SEWER AND WATER/FINANCE/PUBLIC WORKS COiLMITTEE June 30, 1987 Page 3 WOODLAND SEWER PROJECT - S/W Supt. Hyde gave a status report. The project is basically done. The trailer park is hooked up and the fees paid. Pay Estimate #5 included everything except some small items on the Change Order. The Committee discussed each item on the change order and agreed to the following: Pavement replacement in the amount of $24,161 would be paid for by the Street Department. The manual plug valve not shown on the discharge piping, amounting to $551.00 would be considered part of the sewer project costs. The added seeding and topsoil, after some discussion, will be considered part of the sewer project costs. This amounts to $1,656.00. Also considered part of the sewer project costs is an addition for styrofoam cover over service lines. S/W Supt. Hyde explained that the alarm on the pump station will cost approximately $1,000.00 and will be paid for by the City. The engineer gave bad information to the bidders and the City did not receive the alarm, nor did they pay the contractor for it. It has been agreed that it was not part of the bid so the City will not pay for it twice. The Committee agreed to recommend approval of Change Order lie and payment of Pay Estimate #6, and to pay the retainage. Any problems that might occur will be covered by the bond and the one year guarantee period. It was agreed that the City will accept the work and thereby begin the one year guarantee period. The Public Works Department is to provide the City Accountant with a memo specifying which funds are to be used to cover the $24,161 of pavement replacement costs. S/W Supt. Hyde reminded the Committee of EPA requirements for the number of hookups to the system and the time period. If there are not enough hookups EPA will ask for their funding back. Also, if there are too few hookups there could be maintenance problems from not: enough flow. Carver Engineering is to supply costs for out -of -district hookups. The City wants to recoup some of their investment from extensions. GRAVEL SPECIFICATIONS - Surveyor Zavodny explained that Nu -Pack and Company was awarded the bid for aggregate this year, based on 4" and 6" gravel so we could choose what we needed. The City has been asking for 4" material but it has been coming in alot larger. He showed one picture to back up this information and stated that there were many more pictures available. He went on to explain that 1) the City was paying for trucks to do the hauling to and from the site (which means that if the City rejects a load we pay for the hauling to the site and to return it to the pit, and also for the larger rocks to be hauled away from the site), 2) the too large gravel is mixed in and requires more blade work to try to bury it, which means the City has paid for the extra time and machinery and thereby lost whatever was saved on the bid in the first place, and 3) other contractors are complaining. Those things are fact, he said, • and then he stated that heresay has it that this is all we will be able to get from Nu -Pack and Company because that is all that is in their pit. St. Supt. Brady said that Mr. Lynch was not trying to send us something that didn't meet specifications, but that was all he had. The City hauled off a truckload from 3 blocks on Montana Street at our cost, and buried alot more. C. Schindler asked why the City was paying and stated that Nu -Pack should pay. Surveyor Zavodny stated that if the Public Works Department "jumps in with both feet" • SEWER AND WATER/FINANCE/PUBLIC WORKS COMMITTEE June 30, 1987 Page 4 they want the backing of these three council members. He reiterated that the City is spending more money trying to work with this bid than we ever saved by accepting it in the first place. C. Nystul stated that the specifications specify that 100% of the aggregate must pass through the sieve for the size ordered. The product does not meet the bid specifications. It is plain that there is substantial non-compliance. He felt that it was an administrative decision to take action, based upon the advice of the City Attorney. The Committee asked that the Mayor write a letter stating that the aggregate is not meeting specifications and if it does not in the future action will be taken. ajg • 0 0 . • CITY OF KALISPELL FIRST ALLEY WEST COST SUMMARY SEWER ALLEY REPAVE a PATCH STORM DRAINAGE CONDUIT SUBTOTAL Engineering Inspection Contract Administration @ BX Contingency @ 12% TOTAL PROJECT w 1. 44 „40 . 00 IOS,480.00 5,550.00 57,270.00 CONTRACT TIME ESTIMATE Sewer 5 weeks Pumps 2 weeks Conduit 4 weeks Pavement 2 weeks Finalisation 1 i.'ieak TOTAL 15 weeks $H-3.640.00 CS, 700.00 A5 .ROO.00 $427,740.00 CITY OF KALISPELL FIRST ALLEY WEST SEWER RECONSTRUCTION SEWER Units Price Total Sewer 11sin (10'' 1640 If. $ 2S.00 5 41,000.00 Sewer Service Pipe (4") 800 if. 8.00 6,400.00 Service Wye 3S ea. 300.00 11,400.00 New Manhole o' ea. 2,000.00 12,2'00.'30 Modify E'.'isting Manhole _ _a, 500.00 1,000.00 Install Grinder Pump I1 ea. 3,-00.00 38,500+.00 Install Effluent Pump 3 ea. 1,500.00 4,E00.00 Modify Piping & Connect. 1,000.00 23,000.00 Flush S- Test 1640 if. 1.00 1,640.00 Exploratory E._itca•,ation 80 hrs. 60.00 —.__4 800.0o SUBTOTAL SEWER $144,240.00 ALLEY PAVING _ Units Price Total Remove Existing SFC 32600 sf. $ .70 `fi 22,960.00 • Remove Curb & Sidewalk 630 IF. 2.SO I,S00.00 Remove Manholes , ea. 600.00 2,400.00 1" Gravel Base 960 cy. 8.00 7,680.100 3/4" Crush Leveling 220 cy. 13.00 2,S60.00 3" Asphalt Paving E85 ton 50.00 34,250.00 Concrete Sidewalks 5-0 sf. 7.00 3,6SO.00 Concrete Curbs 300 if. 8.00 -,400.00 Trench Patching SS00 sf. 3.00 25,S00.00 Removal of TanE5 4 ea. 500.00 2,000.00 SUBTOTAL ALLEY PAVING $105,480.00 STORM SEWERS Units Price Total Inlet Basins 5 ea. $950.00 $ 4,750.00 6" Lateral Piping 200 if. 9.50 1 g00.J0 SUBTOTAL STORM SEWERS 1 6,650.00 TOTAL SEWER RECONSTRUCTION • $2S6,370.00 e CITY OF KALISPELL FIRST ALLEY WEST CONDUIT INSTALLATION COST ESTIMATE POWER DISTRIBUTION Units _ Price Total 4" PVC Conduit .430 if. $ Z.00 �22,290.00 4" 90 Galv. EL 32 ea. 1Z1.00 3,870.00 4" 90 PVC EL 132 ea. 36.40 4,800.00 4" PVC 6e11 End 53 ea. 3.90 210.00 4" SLIP x FPT Adaptor 64 ea. 5.50 3SO.00 T-1 Vault 5 ea. 3,SO0.00 17,500.00 T-2 Vault 2 ea. 2,200.00 4,400.00 Pull Vault 3 ea. �F1,S00.00 4.500.000 SUBTOTAL POWER 5S7,920.00 TELEPHONE 1jr it Price _ Total _ 4" PUG Conduit 3330 if. $ 3.00 $10,000.00 4" 90 PVC EL 4 ea. 121.00 480.00 2" PVC Conduit 3400 If. 1.10 7,500.00 90 PVC EL 74 ea. 11.50 8SO.00 4" PUG Cap 2 ea. 3.90 10.00 2" PVC Cap 37 ea, 1.20 50.00 AMCOR Vault ea, ,500.00 $12,500.00 Jl5 ram. SUBTOTAL TELEPHONE $31,390.00 CABLE TELEVISION Units Price Total_ 1-1/2" PUB Conduit 1500 If. 1.70 $ 2,550.00 1-1/2" 90 PVC EL 15 Co. 9.10 150.00 1-112" PVC Cap ' ea. 1.20 10.00 1" PVC Conduit 3100 If. 1.50 4,650,00 1" 90 PVC EL 9' ea. 5.90 550.00 1" PVC Cap 37 ea. 1.20 50.00 Riser Junctions 8 ea. N/C N/C SUBTOTAL CABLE TELEVISION $ 7,9GO.00 PROJECT TOTAL $97,270.00 0