HomeMy WebLinkAboutPublic Works Committee Minutes 04.16.2018 Minutes
Public Works Committee
April 16, 2ol8 6:oo P.M.
Council Conference Room
Those present:
Kurt Markegard, Staff Advisor
Emelie Eaton, Chair
Heidi Sparks
Marvin Carter
Karl Dan Koch
Richard Herr
Brian Roat
1. There was no public in attendance. However, Kenneth C. Gomer
had been asked to consider being on the committee and had
attended to express his interest.
2. The minutes of the March 19, 2o18 meeting were reviewed. Heidi
Sparks moved the minutes be approved as written. Richard Herr
seconded. The motion was approved.
3. Emergency Call-outs
Kurt had supplied all attendees with a copy of the Emergency Overtime
Callout List. He explained that there were three new callouts since the
last meeting. On April z the Police had requested the City sand the
intersections. On April 4 crews were called out to an emergency locate
on West Avenue. On April g City crews were asked to turn on water
service which had erroneously been discontinued at 11o5 Locomotive
4. KLJ and Great West Engineering Reports
Kurt had a copy of the April 5, 2o18 Project Progress Update from Great
West as well as the April 15, 2o18 City of Laurel Project Status Update
from KLJ ready for all members.
*Great West report:
The question was raised regarding how the City knew there was only
three inches of water flowing through the second intake pipe. Kurt
explained that he devised a makeshift plumb line which was dropped
into the water, then the wet portion of the line was measured. The
Committee was asked whether it wanted to attend the tour of the water
plant. All wanted to attend on Tuesday, May 22, at 6:oo.
*KLJ Report:
Karl Dan Koch inquired which Avenues the work trucks would be turning
around on when work began on the East 6th Street reconstruction
project. Kurt stated the plan was to close off the street and the trucks
would only use East 6th Street between First Avenue and Wyoming
Avenue. Karl Dan Koch then commented that he hoped the City was
progressing on finding all of the water mains and water service lines.
Kurt explained that typically throughout the City water was brought into
a property through the street it faced and sewer was taken out through
the alley behind the property. This area, as well as other spots in town,
was an exception. He also stated that he knew it would be a tight time
line to institute the SID.
Under Planning Kurt said that LURA has their large Grant Project which is
typically reviewed by the Planner.
5. Sewer Manhole Repair Update
Kurt had slides of before and after for the manhole project which were
viewed. Richard Herr asked for clarification regarding how to submit a
manhole the public thought needed to be raised. Kurt stated that he
would always accept input from the public and would be willing to work
with the company to organize which manholes needed improvement.
Kurt pointed out that there is an issue with Cherry Hills ground water
saturation.
6. Crosswalks on 51h Avenue
This item was referred to Emelie Eaton since she had been approached
with questions on this matter. Kurt stated that only two blocks of 5th
Avenue had been designated for that particular improvement project.
He said that the sidewalks and ADA approaches had been included
during that construction period. When it was time to end the project the
condition of the next block's sidewalks was very obviously degraded
compared to the newly replaced and repaired. The City chose to improve
the sidewalks in the next block based on available funding.
7. Sedimentation Basin Project Discussion
Marvin inquired whether the water haulers were being assessed. Kurt
stated that the water pipes are assessed per their size. EDU's, or
Equivalent Dwelling Units were discussed.
Heidi requested a copy of the water rate structure sheet.
Richard Herr wanted it stated for the record that, with regard to the
Sedimentation Basins, the City is in a much better financial condition than
it was a year ago.
Karl Dan Koch wanted a quick summary of what the plans were for the
Sed Basins. Kurt stated that they had been built in the 193o's and
improved in the 195o's and that now the plan was to completely remove
the old basins and build new ones.
8. Gravel on Streets and Pothole Update
Kurt stated that there were three streets in town that had particularly
large potholes that needed immediate attention as they were a hazard to
drivers. Those were on Znd Street, Locomotive and West Railroad Street.
There was discussion regarding how to handle the water coming in from
the County that is undermining West Railroad Street. Marvin Carter
asked whether the water couldn't be collected and piped down South 811
Avenue. Discussion followed regarding the closing of irrigation ditches in
the last 15 years and the recent expansion of Cenex which both hindered
how the water could be removed.
It was stated that the Asphalt plants are now open and there is patching
along First Avenue. Richard Herr stated he had been in Billings recently
and observed City crews using Macon Supply bags of material. He
wondered why the City of Laurel couldn't do that. Kurt stated that the
bags were nothing more than cold patch, which had been used earlier in
Laurel and that the smaller container the more expensive it would be.
9. East 8th Water Drainage
Kurt had included pictures of the field which was covered with Water
and snow and then where crews had jet rodded a small ditch along the
road to facilitate drainage. A second photo, enhanced with arrows,
showed how the drainage had occurred previously. There was
discussion again regarding the gradual closure of previous irrigation
ditches. Richard Herr asked why a ditch could not be dug along East
Roosevelt and connect in somewhere behind Sid's in the area of Cotter's
property. The need for County permits and calling in locates was
discussed.
1o.West Railroad Street and Urban Funds
Kurt had provided the committee with a copy of an e-mail he sent out
and eventually was able to find out that the City of Laurel has a balance
Of $3,238,600 in the Urban Program and that $217,000 is added annually
to that amount. He stated that the problem with turning this over to
become a State project is that it immediately becomes more expensive.
He said that the old adage about improving a street, if it included
infrastructure, would typically cost $1 million a mile was true and that if
the State were in charge of it the cost typically became $4 million. Karl
Dan Koch, Richard Herr, Heidi Sparks and Emelie Eaton simultaneously
stated that West Railroad, even if it were improved from First Avenue
past South Park would not constitute a mile of work. There was
discussion that the worst part of West Railroad was from 51" Avenue to
811 Avenue. Heidi Sparks stated she would like Kurt to give updates on
finding out how improving West Railroad Street can be removed from
the project involving the Roundabout at the top of the underpass. It had
been discussed in March that the State was likely to turn down that
project. Heidi further stated she wanted to know the process of how to
bring forward the simple plan of presenting West Railroad Street for
Urban Route improvement. She was emphatic that she did not want this
project forgotten.
11. Other
Karl Dan Koch stated he had previously brought up the idea of instituting
City wide recycling. He now would like the committee to work with the
High School and the Junior High because they generated a lot of plastic
bottles. He knows a teacher who would like to recycle those bottles.
Karl Dan was told it would be on the next agenda and he could present
his information then.
The next meeting will be May 21, 2o18 at 6:oo p.m.
Meeting adjourned at 7:43 p.m.
Minutes
Public Works Committee
March 19, 2018 6:00 P.M.
Council Conference Room
Those present:
Kurt Markegard, Staff Advisor
Carl Jackson, KLJ
Emelie Eaton, Chair
Heidi Sparks
Bill Mountsier
Karl Dan Koch
Richard Herr
Brian Roat
1. There was no public in attendance.
2. The minutes of the February 26, 2018 meeting were reviewed.
Karl Dan Koch moved the minutes be approved as written. Heidi
Sparks seconded. The motion was approved.
3. Emergency Call-outs
Kurt had supplied all attendees with a copy of the Emergency Overtime
CaIlout List. He explained that there were only two new callouts since
the last meeting. On February 28 there was a second callout to a new
water line break on Foundation Avenue. He further stated the break
was another water valve with corroded bolts. He explained that the
valves and line sit in "hot soil" and stainless-steel materials had not been
used which caused the breaks. Because of the previous break the City
already had the parts on hand to fix this break. The City is also
planning to replace all valves along Foundation Avenue rather than
having to react to a call out situation.
On March 4 there was a call out due to a snow plow getting stuck.
4. KLJ and Great West Engineering Reports
*Kurt had a copy of the March 15, 2018 Status Update from KLJ ready
for all members. Carl Jackson stated that the Status Update was given
to Kurt the 15" of every month. Presently KLJ was looking at options
for updates and improvements for the Waste Water Treatment Press.
KLJ is trying to keep costs down and anticipates giving the Council
information at the March 28 meeting.
*Carl stated KLJ is reviewing options for Hydrogen Sulphur
remediation at the Elm Street lift station. He and Kurt think there is a
Iikely easy solution. Kurt said this has been an ongoing problem since
the lift station was installed.
*Carl gave an update on the East 61 Street reconstruction project. Kurt
repeated that the project is only between First Avenue and Wyoming
Avenues and was chosen because there is no underlying infrastructure
that needed to be updated or installed. Carl stated they were looking
at a possible SID for the property owners along that area because the
sidewalks and private driveway approaches needed to be updated as
well. He said the previous projects on 51 Avenue, Cottonwood, etc.
had all successfully used an SID to fund this aspect of improvements and
that KLJ had revised the Task Order to reflect the time it would take to
institute an SID. Kurt explained that as the temperatures rose both he
and KLJ had observed a significant amount of melted snow runoff from
Thompson Park and the ball parks flowing over the sidewalk on the
north side of East 6t" Street, flowing into the street and going down to
the drainage near Cafe Mabelle's. He said that needed to be better
directed to preserve the improvements KLJ would make and he hoped
the TIF District could participate in funding improvements since all the
drainage affects the TIF District.
*Kurt said that there was no new project report from Great West
because of the timing of the Public Works Committee meetings and
when Great West issued their reports. He said that he knew the Mayor
had instructed Great West to add a 3% inflation factor to all costs for
the updated Sedimentation Basin project. Kurt also said he had
recommended Great West walk the wet lands they were told by the
state to observe while there was still frost on the ground. Otherwise
the,soil would be far too wet to get through without disturbing. Last,
Kurt reported the weir was still under water and is scheduled for
removal when conditions are good. He said the river was presently
running so high and turbid that Cenex is presently forced to purchase
treated water and that as a result the City's revenue would be going up
as of Sunday.
5. Sewer Manhole Repair Update-Department of Transportation
Memorandum of Understanding To City Council
The Council had reviewed and passed a resolution approving the MOU
which stated the five Manholes on East Main Street would be raised to
the level of the street and the City would bear the cost. Brian Roat
asked why a decision had been made so quickly. Kurt explained that he
had been waiting on the state to inform him and when he said the
project would be pulled if no direction was going to be provided the
City would pull the project.
6. Gravel Placement along streets
This item was referred to Karl Dan Koch since this had been his
suggestion. Karl Dan Koch stated he had wanted to know if the city
could add fresh gravel along the 6' of those streets in town that were
only paved in the center of the street. Kurt said that there was money
for gravel in the street funds. He stated that there is a problem with
adding enough gravel to prevent people from having to step in mud in
that it would raise the grade of the streets. Kurt said that what the
City will be doing would be to fill holes with gravel and not change the
grade. Kurt also mentioned that once East 6`h Street is fixed
construction equipment would have a sturdy street it could use to move
equipment without tearing up more than it fixed. Future projects could
potentially include Montana and Colorado Avenues.
7. Pothole Repairs
Kurt stated that the City is using MC 800 which is pliable in cold
weather. He explained that road mix does not settle if it is wet. He
said there is a Facebook site where people can put in a complaint about
potholes. City staff was then downloading those complaints and
responding to them as they came in.
Carl Jackson left at 6:43 p.m.
8. West Railroad Street and Urban Funds
Kurt gave a background on this project saying that there was about
$3,000,000 left in a fund for Urban Route improvements. He stated
that if the City were to resubmit their request to have West Railroad
considered for improvement it would be a secondary project. He also
said there was a problem with drainage from west Laurel going under
railroad property and ending up in Schessler's property. Because of
improvements Schessler's has made to their property there now is a
serious problem with no drainage off Schessler. It is now flowing over
Railroad Street and slowly undermining West Railroad Street.
LURA had previously wanted to incorporate improving West Railroad
Street with a "bondable project". This project was likely to not be
approved by the state because, to get enough space to build a
roundabout the grain elevators north of Hardee's would have to be
torn down. While this was considered an improvement to the Cityscape
by LURA, the state was unlikely to commit to financing tearing down
something that others could consider historic.
Kurt stated that there are only six streets in Laurel that are considered
Urban Routes: First Avenue North; Maryland Lane; 8" Avenue; East
and West Railroad Street; and 121h Street.
Richard Herr asked about improvements currently underway by the
property owners of the grain elevators. Kurt summarized that the
owners want to eventually empty the buildings and especially the metal
grain elevators. Kurt would like to see a turn lane put in going from
East Railroad to First Avenue.
9. Other
Kurt stated that for the April 16 meeting there would be updates on:
Sewer Manhole Repairs
Gravel Placement along the streets
Pothole repairs and
West Railroad Street being improved with Urban Funds.
Richard Herr wanted clarification on drainage around far East 81h Street.
He also wanted to know if there was anything the City could do about
the Cotter property that seems to be a collection area for old trailers
with sheep eating the tall grasses.
The next meeting will be April 16, 2018 at 6:00 p.m.
Meeting adjourned at 7:02 p.m.
Emergency Overtime Callout List From 1-1-18 thru 6-30-18
Maintenance Shop-628-4773 City Dispatch 628-8737
Response Code X In Column Not accepting Overtime/NA= Not Available/Y= Responding/B=Phone Busy
Employee Name Telephone 2-19 2-25 2-28 3-4 4-2 4-4 4-9
Bruce Lefler 208-9417 NA1 I NA1 N14 13 12 NA11 11
Dave Saylor 812-0274 NA2 NA2 NA1 NA1 NA1 NA1 NA1
Fran Schweigert 208-8253 NA6 NA6 NA5 NA5 NA5 NA5 NA5
Guy Rolison 633 2336/698-8885 NA11 Y12 Y12 11 11 NA11 10
Brian Kline 794-8552 NA3 NA3 NA2 NA2 NA2 NA2 NA2
Kevin Budge 850-5224 NA4 NA4 NA3 NA3 NA3 NA3 NA3
Roy Voss 860-4837 Y14 Y14 Y13 12 Y14 Y14 13
Justin Baker 321-0208 NAIC NA9 Y11 10 NAICNAIq 9
Mike Mudd 860-1825 NA5 NA5 NA4 NA4 NA4 NA4 NA4
Jay Hatton 860-7525 NA12 MAI0 NA6 Y14 13 NA13 12
Norman Stamper 633-3291 NA9 Y11 NA7 6 NA6 NA6 NA6
Kevin Hoffman 861-7460 NA7 NA7 Y9 8 NA8 NA8 NA8
KEITH GUY 850-5464 NA8 NA8 Y10 9 NA9 NA9 Y-14
Andrew Arneson 876-4155 9A1 Y13 NA8 7 NA7 NA7 NA7
Elm Lift Station 628-7773 Village Lift Station 628-5918 Dial 9 after tone to acknowledge alarm
Wastewater Treatment Plant-628-6474 I Autodailer- 628-4866
Response Code NO= In 1 st Column Not accepting Overtime/NA= Not Available/ Y= Responding
Employee Telephone
Thomas Henry 855-0831
Brandon Corey Chief 579-7112
Cindy Caswell 591-9013
Corey Nicholson 351-1876
Water Treatment Plant 628-4410
Response Code NO= In 1st Column Not accepting Overtime/NA= Not Available/ Y= Responding
Employee Telephone 1-19 1-21 2-19 2-20
John Volmer 794-6681 Y Y Y
Nathan Herman 690-6167 Y
HP Nuernberger 696-1008
David Waggoner 628-2522/2880
Dylan Ceaser 861-6620
Josh Sawyer 591-3959 - 1 1 1 1 1 1 1 1 1 1 R
CABLE TV down Tim Johnson 698-6254 Mike 545-9435 Steve 545-9455 centurylink
Matt Wheeler Cell#208-1885 855-3965 One Call Locate- 1-800-424-5555 (City Job#25663)
Kurt Markegard Cell#860-5785 Hm 628-2905 Schessler-Office 628-4221, Home 628-2349
Tim Reiter Cell#860-9209 Hm 628-6846 NW Energy 1-888-467-2353 Mark Cloud 860-7890
GERARD LIFT STATION 696-2199 Century Link 1-800-573-1311 Shop 628-7707Jeff 694-9097
GORDAN ACE ELECTRIC 860-5464 NorthwestPipe 252-0142- Larry E. 656-2856
MDU 1-800-638-3278/MDT 252-4138 Pace Construction 252-5559(sewer backups)
MDT Supervisor Tom 655-7903/K le 446-2622 SanitarySystemOverflows call DEQ withing 24 hours at406-444-3080
Call Out-Date and Incident Location
1-1 ELM LIFT FAIL 2-19 HP sick Water Plant
1-2 2107 Atchison Water Line Break 2-25 H2O BREAK FOUNDATION
1-15 SANDING 2-28 H2O Break Fondation
1-19 ICE REMOVAL 3-4 Snowplow stuck
1-20 WATER PLANT 4-2 SANDING
1-30 H2O SHUTOFF 4-4 EMERGENCY LOCATE WEST AVE
2-4 SANDING 4-9 Turn on Water 1105 Locomotive
2-8 SANDING
2-10 VILLAGE LIFT ALARM FAIL
2-12 Both Lift Stations low temp alarm
2-18 WOODLAND WATER BREAK
2-19 SANDING PLOWING
Alarm Codes for Village and Elm Lift Stations
1 Low Water Level
2 High Water Level
3 Pump 1 Fail
4 Pump 2 Fail
5 Phase Failure
6 Station Door Open
7 Backup Floats Activated
8 Low Temp Alarm
9 Generator Emergency
City of Laurel, Montana
^On-Ce|l" Engineering Contract /Gr
GreatVVea Pn�ec No. 2-O7128and2-14114 wt/ergeenng
/n'u�
MEMORANDUM
Date: April 5, 2018
To: Kurt K8arkeoamd. Public Works Director—City ofLaurel
From: ChadE. Hanemn, PE
Subject: Project Progress Update
The following sections eunnnnmhze the current status and recent ppugnaao on active task orders
under our "on-call" engineering contract with the City. Please let me know if you have any
questions and/or would ||ha more information.
Task Order No. 26—Intake Emergency Plan
Quote packages to remove the temporary weir were received on October 3rd, and Wilson Brother
Construction was awarded the base bid to remove the weir. The Army Corps of Engineers has
mQnaad to allow the weir to remain in place through the winter, so the Qb/ is planning to leave the
weir in until flows in the river are low enough this summer to allow for the work to be completed.
Task Order No. 26—New Water Intake
We continue working with City staff to fine tune the operation of the new intake and to address
recent reduced capacity concerns. VVe have also been assisting the City with the project o|ooe
out with FEW1A and the State DEG programs and working with the City to respond to additional
information and work the Army Corps has requested in order to comply with the permitting. The
initial wetland survey has been cornp|ehad, and vvowill schedule the necessary pick upsurvey
and field assessment of the wetland vegetation ao soon as the weather allows.
Task Order No. 29—Phase 3 Water System Improvements
We prepared on updated Opinion of Probable Cost for the project based upon the average unit
prices received during bidding last year, an increase for the new steel and aluminum tariffs, and
1
City of Laurel, Montana
"On-Call" Engineering Contract Great
Great West Project No. 2-07128 and 2-14114 engin�eirg
the average ENR construction inflation factor since it has been a year. After receiving information
from the City Clerk on available reserves the City can dedicate to the project, we updated the
project budget with the revised Opinion of Probable Cost and City contribution.
The City has requested an amendment to the task order to revise and update the Project Manual
and Drawing for the project, assistance rebidding the project, and construction services, which
we have prepared for your consideration.
Task Order No. 38—Phase 4 Water System Improvements
The Phase 4 Improvements include lowering the 2003 intake, adding an additional raw water
pump at the WTP, and installing VFDs on all of the large raw water pumps. TSEP and DNRC
grant applications for the project were submitted in the spring of 2016 but fell below the funding
line. The City needs to complete the lowering of the 2003 intake to comply with the Army Corps
permit for the new intake but is undecided on a schedule for the work.
We have done no work on the project and will not until so directed by the City.
Task Order No. 39—Water and Sewer Rate Study
We met with City Staff and the new Mayor on January 16t" to discuss the water and sewer rate
study. We presented work completed to date, which includes an updated analysis of projected
revenues versus expenses for the current rates and usage and initial calculations to quantify the
impact of potentially changing the rate structure to include all debt service in the base rates.
Outstanding items necessary to complete the study such as capital projects and/or any
anticipated debt were also discussed.
These items will be incorporated into the calculations and a final draft report prepared after the
City determines which direction it would like to pursue on the sedimentation basins project.
2
City of Laurel Project Status Update
April 15, 2018
All
WWTP Screw Press (KU#1804-00120)
Project Manager:Travis Jones
Reason for Project:The City's WWTP does not currently have adequate sludge handling equipment,
which has led to overfilling and backup of the drying beds, digesters, and various other
components of the WWTP.Completion of this project will allow for improved operations and
allow for maintenance of the digesters,which cannot be taken offline until this project is
completed.
Project Scope:Complete the design and construction administration for a new screw press to
process WWTP sludge.
Milestones: (as needed)
• The City desires completion of this project, including construction, by June 30,2018.
Current Status:
• The implementation memorandum has been prepared for the City's review. KU and City
staff will establish a date to walk through the recommendations for the week of April 16"
The recommended WWTP projects are:
o Project#1-Screw Press,Sludge Transfer Pumps, &Digester Draw Down
o Project#2—Digester Rehabilitation
o Project#3—Screw Pump Rehabilitation
• Construction plans and specifications are underway for Project#1.
• KU has aligned the City's goals with the vendor's prior suggestions on equipment sizing.To
limit the operating time of the sludge press,a larger press will be necessary.The larger press
is still believed to fit within the available footprint; but the equipment costs will increase.
• Consideration has been given to a belt press as an alternative to a screw press; however,
with the increased size requirements that have been confirmed (after the preliminary
vendor quotes were obtained by the City), it is unlikely a belt press will fit within the limited
foot print.
• With the City staff concurrence, KU will move to finalize the design as quickly as reasonable.
Sanitary Sewer H2S Remediation (KU#1804-00122)
Project Manager:Travis Jones
Reason for Project: Buildup of H2S within the WW collection system has led to deterioration of
manholes and other system components.
Project Scope:Complete the design and construction administration for the proposed air
injection/diffuser system to address H2S build-up within the system.
Page 1 of 5
ENGINEERING, REINIAGINED
City of Laurel Project Status Update
April 15, 2018
Milestones: (As needed)
Current Status:
• A draft alternatives memorandum has been prepared and is currently under KU's internal
QC review, prior to delivery to the City.
• KU has reviewed the prior collected sampling data. However, it is likely additional sampling
will be recommended to confirm where the H2S formation is occurring.
• Several alternatives have been identified for remediation, but the sampling will help confirm
which solution is best suited and cost effective for the City.
• KU intends to submit a memorandum for City review prior to the next status report
issuance.
WWTP Digester Rehabilitation (KU#TBD)
Project Manager:Travis Jones
Reason for Project:The City has not taken down the digesters for routine cleaning, inspection, and
repairs for several years.This is due to inadequacy in the sludge handling equipment.
Project Scope:Complete the design and construction administration for the cleaning, inspection,
and repairs of the existing digesters.
Milestones: (As needed)
• The City desires completion of this project, including construction, before November 2018.
Current Status: (KU Contract Pending)
• While this project is not yet underway/contracted;the screw press memorandum has
identified much of the basis of design for this future project as part of the screw press
project scope.
• Pending City concurrence on the screw press memorandum, KU believes there is still a
possibility of completing this project in 2018 from a scheduling perspective.
WWTP Archimedes Screw Rehabilitation (KU#TBD)
Project Manager:Travis Jones
Reason for Project:The grouting around the existing screw pumps is wearing down,which makes
the pumps less efficient in the transfer of wastewater.
Project Scope:Complete the design and construction administration for the rehabilitation of the
existing screw pumps.
Milestones: (As needed)
Page 2 of 5
ENGINEERING, REIMAGINED
City of Laurel Project Status Update Ll
April 15, 2018
Current Status: (KU Contract Pending)
• While this project is not yet underway/contracted;the screw press memorandum has
identified much of the basis of design for this future project as part of the screw press
project scope.
East 6th Street Improvements (KU#1804-00121)
Project Manager:Carl Jackson
Reason for Project:Street reconstruction between 1st Ave.and Wyoming Ave.to address failed
pavement,saturated subgrade conditions and surface runoff improvements.
Project Scope:
• Grading, paving, parking,and drainage enhancements (minor water main in Wyoming)
• Special Improvement District(sidewalks,driveways), pending approval
• Safety improvements
• Water main and valve replacements in Wyoming intersection.
Milestones:
• Survey and Design—April-June
• Bidding—ASAP following design
• Construction—preferably between July 5 and August 23 (tentative)
• SID tentative schedule:
May 8—City Council Workshop;discuss resolution of intention to create district
May 15—City Council Meeting; adopt resolution of intention to create district
May 24—First publication of notice; 15-day protest period begins; notice is mailed
May 31—Second publication of notice
June 8—Protest period ends
June 12—City Council Workshop;discuss resolution creating district
June 19—City Council Meeting;adopt resolution creating district
Current Status:Survey was conducted April 9-13.Geotechnical engineering field work is tentatively
scheduled for the week of April 16.SID tasks and design will begin April 16.
Page 3 of S
ENGINEERING, REIMAGINED
City of Laurel Project Status Update
April 15, 2018
Pavement Maintenance (KU#1804-00123)
Project Manager:Carl Jackson
Reason for Project:This continues the City's annual pavement maintenance projects.As a result of
significant freeze-thaw during the 2017-18 winter,several City streets have significant pavement
damage.
Project Scope:The scope may include a mix of dig-outs and full-depth repairs,pothole repairs,chip
seals and crack seals. Mill and overlay streets are not anticipated for 2018.
Milestones:Some repairs will likely start taking place soon.The intent is to proceed with
construction either before or after, but to avoid construction during the hottest summer
weather.
Current Status:City staff is currently reviewing extent of winter 2017-18 damage and KU will assist
as needed. (Note: KU does not have an approved task order for this project,yet. If KU's
immediate assistance is requested,those services could be provided under the separate task
order for miscellaneous on-call services.)
On-Call Professional Services (KU#1804-00347)
Project Manager:Carl Jackson
Reason for Project:This contract would enable KU to provide consulting services that are not part of
an approved task order.Generally,this would apply to situations where KU's fees are small
enough that a separate task order is not necessary,or for time-sensitive matters.
Project Scope:Services may include engineering,surveying, planning or government relations.
Milestones: (as needed)
Current Status:Since the on-call planning services task order(KU#1804-00554 below)was not
approved until March 20,approximately$3,000 was billed for planning services prior to that
date related to design reviews,zoning and setback evaluations,variance requests,
preapplication meetings,and overall planning coordination meetings attended by Forrest
Sanderson and City representatives to kick-off KU's(Forrest's) role as interim City Planner.
Page 4 of 5
ENGINEERING, REIMAGINED
<<
City of Laurel Project Status Update L)
April 15, 2018
Laurel Planning Services (KL!#1804-00554)
Project Manager: Forrest Sanderson
Reason for Project: KU has been retained to provide City of Laurel planning services during the
interim period,while the search for the new City Planner is ongoing.
Project Scope: Planning services may include:subdivision,zoning, development,floodplain hazard
management, miscellaneous reviews and other related work. KU will prepare staff reports,
recommendations,and attend meetings upon request.
Milestones: (as needed)
Current Status:The task order was approved at the 3/20/2018 Council meeting.Services provided
since then include: field and respond to several phone calls regarding zoning,annexation and
subdivisions in Laurel jurisdictional area;attend floodplain coordination calls with DNRC on
behalf of City of Laurel;attend annexation hearing; prepare Growth Policy and Subdivision
Regulations update memo for the City-County Planning Board Meeting;attend the City-County
Planning Board meeting;reviewed codification of Subdivision regulations and drafted a report
for the City; prepare for and facilitate pre-application meeting for Whitely subdivision;attend
Council Work session.
Other Notes and Information
1. Other potential projects have been identified during recent conversations between City staff
and KU.As these are tentative,the timing and extent of KU's services are TBD.
a. Booster station rehabilitation or replacement
b. Water storage tank re-coating
c. Capital Improvement Plan(CIP)assistance
d. Review of rules and regulations (related to public works and planning)
e. On-call government relations
f. Laurel Urban Renewal Authority(LURA) infrastructure improvements
g. Growth policy update
h. Examining engineer review of 3'd Party submittals to City
L Lion's park grant application assistance
Page 5 of 5
ENGINEERING, REIMAGINED
HEL i
PO Box 4817 a 2501 Belt View Drive
Helena,MT 59604
406.449.8627® Fax 406.449.8631
wmgmatwestengpom
c A
..
April 5,2018 engineering
City of Laurel
P.O.Box 10
Laurel,MT 59044
Re: Amendment No.3 to Task Order No.29—Water System Improvements
Laurel Engineering Services On-Call
Great West Engineering,Inc.Project No.2-07128
Dear Mayor Nelson:
This letter constitutes Amendment No. 3 to Task Order No. 29 to our Agreement for
Professional Services dated June 5, 2007 for the above-referenced Project. Services
provided by Great Vest outside of the original scope of work that are reflected in this
amendment include:
Services as outlined in the Construction Phase described in Paragraph A.1.05 of
Exhibit A to the Agreement for Professional Services. Estimated costs are based
upon a 38 week construction period and providing a fulltime RPR as described in
Paragraph D.1.01 of Exhibit D for up to 50 hours onsite a week through
Substantial Completion and up to 40 hours onsite per week following Substantial
Completion until the Contractor is ready for final payment.
Services as outlined in the Post Constructions Phase described in Paragraph A.1.06
of Exhibit A to the Agreement for Professional Services to assist City personnel
with startup and commissioning of the WTP upgrades, address warranty issues,
and perform an 11 month warranty walkthrough with City staff and the Contractor.
In addition to services identified in Paragraph A.1.06, services to be provided
under the Post Construction Phase will include the preparation of record drawings
for the City's use and meeting Montana DEQ requirements and the preparation of
an operation and maintenance (O&M)manual, instead of as an Additional Service
as indicated in Paragraph A2.01.17 of Exhibit A.
OWNS 19 Additional services as described in Paragraphs A.2.01 of Exhibit A to the
6780 Trade Center Ave. Agreement for Professional Services to revise the final Project Manual and
BilhrAIN 5 00 Drawings for the project based upon direction from the City,update the Opinion of
Fax 4o6.s52�s0� � P J 1� t3'� p p�
406.248 1M Probable Cost based upon bids received in 2017, work with City staff to prepare a
SOISE I new project budget, and assist the City in rebidding the project in the spring of
050 N Lakehaftr Ln 2018. Specific changes to the proposed project for rebidding requested by the City
bow,
ID that require changes to the final plans and specifications (including "domino
e�e�,an s870a ' �l � S p pec' {� g
208.5768M effects"to structural,mechancical,and electrical components)are:
MISSOULA
112 W,Front street
M u."ia,MIT 59802
406 49&O3i2
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o Removing the additive alternate for a new access road;
o Removing the slush ice basin and all related piping, valve, structures, and
sludge removal equipment from the Base Bid and including it as an
additive alternate;
o Removing the demolition of the covered portion of the existing
sedimentation basin and associated site restoration from the Base Bid and
including it as an additive alternate;
o Removing security cameras from the project;
o Revising the layout of the security fencing and eliminating the automatic
lift gates;
o Removing the loading dock from the sedimentation basin building design
and providing an at grade driveway instead, including necessary revisions
to site grading plans;and
o Updating the electrical plans and specifications to reflect the retirement of
Clint Camper from Rosebud Engineering, who was sole sourced for the
SCADA system work.
The compensation for the services included in this amendment is estimated to be
675 000. The total compensation for services, as described in the original Task
Order and Amendments 1, 2, and 3 has been revised and is estimated to be
1 316 000�based on the following assumed distribution of compensation:
a. Study and Report Phase $ 85,000
b. Preliminary Design Phase $ 63,000
c. Final Design Phase $ 375,000
d. Bidding Phase $ 45,000
e. Construction Phase(Including RPR) $ 580,000
f. Post-Construction Phase $ 45,000
g. Additional Services: TSEP Grant Application $ 7,000
h. Additional Services: DNRC Grant Application $ 3,000
i. Additional Services: Grant Administration $ 53,000
j. Additional Services: Land Acquisition $ 10,000
k. Additional Services: Revise Project Manual and Rebid $ 50,000
Engineer may alter the distribution of compensation between individual phases of the
work noted herein to be consistent with services actually rendered, but shall not
exceed the total estimated compensation amount unless approved in writing by Owner.
The total estimated compensation for Engineer's services included in the breakdown
2
engineering
by phases incorporates all labor, overhead, profit, Reimbursable Expenses and
Engineer's Consultant's charges.
Please have an authorized representative sign both originals of this letter and return
one executed original to Great West Engineering at the following address:
Great West Engineering, Inc.
115 N Broadway, Suite 500
Billings,NIT 59101
Acknowledgement. This Amendment No. 3 to Task Order No. 29 is agreed to by the
parties and is effective as of the date of this letter.
City of Laurel Great Vest Engineering,Inc.
BY _. _ .__ _._ By:
Title: Thomas C.Nelson,irri- r Title: Daniel M.McCauley,Preci
Date: Date:
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Kurt Markegard
From: Strizich, Carol <cstrizich@mt.gov>
Sent: Monday,April 02, 2018 7:11 AM
To: Nelson, Rod; Kurt Markegard
Cc: City Mayor, City Clerk; Potts, Katie; Streeter, Stefan
Subject: RE: Urban Fund Balance to Date
Kurt,
Sorry I missed your call on Friday, I was out of the office. Laurel receives$217,400 annually through the Urban Program
and your FFY 2018 balance is$3,238,600. Please let me know if you have any additional questions.
Thanks
Carol
From: Nelson, Rod
Sent: Friday, March 30, 2018 1:08 PM
To: Kurt Markegard <kmarkegard@laurel.mt.gov>
Cc: City Mayor<citymayor@laurel.mt.gov>; City Clerk<cityclerk@laurel.mt.gov>; Potts, Katie<kpotts@mt.gov>;Strizich,
Carol<cstrizich@mt.gov>;Streeter,Stefan<sstreeter@mt.gov>
Subject: RE: Urban Fund Balance to Date
Hi Kurt,
Yes, you are correct. Either lade oi- Carol would be able to get you that number.
l have cc d them both so they :re aware Of your request.
Have a greet weekend,
.o
From: Kurt Markegard <kmarkegard@iaurel.mt. ov>
Sent: Friday, March 30, 2018 11:36 AM
To: Nelson, Rod<ro nelsor @rnt. ov>; Streeter,Stefan<sstreeter@mt. ov>
Cc:City Mayor<citymayor@laureLmt. ov>; City Clerk<citycierk@laurel.rnt.gov>
Subject: Urban Fund Balance to Date
Rod and Stefan,
I tried to call Helena to see if we could get the balance of the Urban Funds that is held for Laurel. I see Katie is out and
Carol at Planning did not answer my call. Is this where I should ask for the balance of funds available?
1 also want to thank you for coming to Laurel and speaking with us this week.
Kurt
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