On the agenda: Bismarck meeting — DATA CENTER (Jan 3)

Committee of the Whole
Wednesday, January 3, 2018 - 4:15 PM
City Council Chambers

1. BUILDING RELOCATION REQUEST- 5337 ZAHARIA DRIVE
The building to be moved is a 2015 year built 1643 square foot single family residence.
The home is a 4 bedroom, 2 bathroom dwelling with asphalt shingled roof, wood frame
construction, and exterior vinyl siding. The structure currently has an attached garage
that will be moved to the new location.
It is recommended the Committee and Council approve the relocation of the
single family residence, from 1111 5th Ave SW, Minot ND, 58701 also known as
Kittlesons S/D Port N ½ SW Sec 23-155-83 West 60 Lot 3, to 5337 Zaharia Drive,
Minot, ND 58701, also known as Kopper Sunrise 2nd Addition Lot 11 Block 1 S4154-82 Sundre-S10, subject to conditions.
Documents:
Memo to City Council.pdf
Property Owners Letter - Thurn.pdf
Inspectors Report - Thurn.pdf
Assessors Report -Thurn.pdf
2. CHANGE TO NORTH AND WEST BUS ROUTES
The current transit route system was established in August 2016. After over a year of
operating the new routes we are making these two minor changes to eliminate duplication
of service along University Avenue and expand the area served by the North Route to
provide a better service to the community.
It is recommended the City Council approve the proposed change to the North
and West city transit routes so that the North Route use 11th Ave NW on its return
route to the City Auditorium instead of University Avenue and that the West Route
continue north on 16th St. NW to University Avenue instead of turning east on 7th
Ave NW.
Documents:
MTC for 2018 route changes.pdf
3. REQUEST INCREASE OF BUS ADVERTISING RATES
The current advertising rates were put into place when Minot City Transit buses were
operating 8 hours a day Monday through Friday. The new transit routes and hours
implemented in 2016 now provide service 12 hours a day Monday through Friday. With
the increase in operating hours, advertisers are now getting 50% more exposure to their
ads than they were when the current rates were approved. Staff is requesting a modest
30% increase in rates for the additional advertising exposure now provided.

The current advertising rates were put into place when Minot City Transit buses were
operating 8 hours a day Monday through Friday. The new transit routes and hours
implemented in 2016 now provide service 12 hours a day Monday through Friday. With
the increase in operating hours, advertisers are now getting 50% more exposure to their
ads than they were when the current rates were approved. Staff is requesting a modest
30% increase in rates for the additional advertising exposure now provided.
It is recommended the City Council approve the proposed increase in rates for
advertising on Minot City Transit vehicles. The current and proposed rates are
attached for review.
Documents:
MTC for Transit Advertising Rate Increase.pdf
4. FINAL PAYMENT – SOUTH HILL STORM SEWER IMPROVEMENTS (4135)
The City has been working with the developer of the Park South project for the past
couple years. This portion of the project consisted of the developer constructing a storm
water detention pond and pump station on a piece of City owned property. The developer
received a State CDBG grant for the project, but the funds needed to be administered by
a government entity. Apex Engineering designed the project and Ackerman Engineering
performed the construction administration. The project was bid in August of 2016. The
electrical portion of the bid was awarded to Fusion Automation and the general
construction was awarded to Strata Corporation. Strata and Fusion have completed all
remaining items for their respective contracts for the project.
It is recommended the City Council approve the final payments in the amounts of
$7,198.27 to be paid to Fusion Automation and $150,430.00 to be paid to Strata
Corporation for the South Hill Storm Sewer Improvements.
Documents:
4135 - Memo to council - final payment.pdf
4135 - Fusion final payment.pdf
4135 - Strata final payment.pdf
5. FINAL PAYMENT – WATER PLANT HMGP PROJECT (PROJECT NUMBER 3673)
The City has been constructing the flood protection for the water plant and NAWS pump
station under a grant award from FEMA and the NDDES, with a local cost share of 15%.
This project was the result of a grant application for Hazard Mitigation Grant Funds
through FEMA, which provides flood protection to the 2011 event for the City of Minot’s
Water Treatment Facility and the NAWS high service pump station. Wagner construction
has completed the final punch list of items and the project is ready to be closed out.
It is recommended the City Council approve the final payment in the amount of
$575,576.69 to be paid to Wagner Construction Company for the Water Plant
HMGP Project.
Documents:
3673 - Memo to council - final payment.pdf
3673 pay estimate 17 final.pdf
3673 final change order 7.pdf
3673 payment waiver and release of claims documents.pdf
6. US 83 BYPASS 4 LANE PROJECT COST PARTICIPATION AND MAINTENANCE
AGREEMENT AMENDMENT (4040)
As part of the US 83 Bypass 4 Lane project, 21st Ave intersection was upgraded, a

3673 pay estimate 17 final.pdf
3673 final change order 7.pdf
3673 payment waiver and release of claims documents.pdf
6. US 83 BYPASS 4 LANE PROJECT COST PARTICIPATION AND MAINTENANCE
AGREEMENT AMENDMENT (4040)
As part of the US 83 Bypass 4 Lane project, 21st Ave intersection was upgraded, a
signal installed, and 21st Ave was extended west to 30th Ave NW. An existing Cost
Participation and Maintenance agreement (CPM) with the NDDOT is signed and in place
for this project. In the existing agreement, the maintenance responsibilities were
inadvertently omitted from the agreement. This amendment specified the maintenance
responsibilities of each agency.
1. Recommend approval of the Cost Participation and Maintenance Agreement
Amendment with the NDDOT for the US 83 Bypass 4 Lane Project; and
2. Authorize the Mayor to sign the agreement
Documents:
4040 - CPM Amendment Memo.docx
Amendment to CPM for SOIB-CPU-TRP-4-083(130)920.pdf
7. REQUEST APPROVAL TO PURCHASE POLICE PATROL VEHICLES ON STATE BID
(PD0143)
The police department specifications for police vehicles are almost identical to the state
specifications for patrol vehicles. Nelson Auto Center in Fergus Falls, MN has the
contract for 2018 and has supplied the patrol vehicles to the state and police department
since 2015. The police department has been authorized to purchase four (4) all-wheel
drive police patrol vehicles in the 2018 capital purchases budget and are requesting
authorization to purchase them on State Contract Pricing.
1.
2.

Recommend approval to purchase police patrol vehicles on the State Bid
contract as authorized by City Ordinance Sec. 2-134(d);
Recommend the City Council pass an ordinance amending the 2018 annual
budget to increase Equipment capital expenditures

Documents:
Council Memo (2018).docx
State Bid_Contract.pdf
MinotPD Quotes 122017 (Utility and Sedan).pdf
2018 BA - PD Vehicles 2018.pdf
8. 4071 - 36TH AVE NW EXTENSION TO BROADWAY FINAL PAYMENT MEMO
Prior to this project, 36th Avenue NW ended 700 feet east of 8th Street NW and did not
connect to Broadway. This project extended a new asphalt roadway, a 10’ shared use
path, sanitary sewer, water main, storm sewer and street lighting infrastructure to
Broadway. In addition, traffic signals were installed at the intersection of 36th Avenue NW
and Broadway.
Recommend Council approve the final payment of $344,384.74 be paid to Keller
Paving and Landscaping for 36th Ave NW Extension to Broadway.
Documents:
4071 - 36th Avenue NW Extension to Broadway Final Payment Memo with
Documents.pdf
9. 4245 - 2017 SIDEWALK, CURB AND GUTTER FINAL PAYMENT
This is the annual maintenance project to repair portions of sidewalk, curb and gutter that
are within the right of way and deemed a safety issue. This year’s project is broken into
two units, Unit 1 and Unit 2 respectively.

Documents.pdf
9. 4245 - 2017 SIDEWALK, CURB AND GUTTER FINAL PAYMENT
This is the annual maintenance project to repair portions of sidewalk, curb and gutter that
are within the right of way and deemed a safety issue. This year’s project is broken into
two units, Unit 1 and Unit 2 respectively.
Each year the City Council sets aside $120,000 for City repairs. The repair work
performed in Unit 1 will be paid for with those funds.

Property Owners are notified of needed repair work and have the option to
repair the sidewalk themselves, hire an independent Contractor, or have the
City Contractor (JMAC) repair the sidewalk. If the property owner wishes to have
the City Contractor repair the sidewalk, the costs are assessed to the property
owner. The work performed in Unit 2 will be assessed to property owners or
other Departments.
It is recommended that Council approve the final payment of $81,334.10 be paid
to JMAC Resources for 2017 Sidewalk Curb, and Gutter Maintenance.
Documents:
4245 - 2017 Sidewalk, Curb and Gutter Final Payment Memo with Pay App.pdf
10. ARCHITECTS FOR AUDITORIUM FLOOR REPLACEMENT RFQ
The Auditorium Main Arena Multi-purpose floor is 26 years old and needs to be replaced.
All Recreation activities use the floor for volleyball/basketball games and practices when
the Portable wood floor is not installed. The floor is also used for everyday
activities/events such as concerts, weddings, auctions, etc. The existing floor is in very
poor condition and has outlived its lifespan.
Recommend approval for the Recreation/Auditorium Director to publish RFQ’s for
Architect Qualifications to replace the Auditorium Main Arena Multi-Purpose
floor.
Documents:
Memo to Council - 2018 Floor Replacement.docx
Main Arena Flooring Replacement RFQ - 2018.docx
11. ELECTRICAL ENGINEERING SERVICES RFQ
The Auditorium Complex has (543) existing (T-12) light fixtures that are no longer
manufactured. This project would update all remaining lights throughout the building,
which have not already been replaced, with new LED lighting. Cost savings LED lighting
is estimated at 60% more efficient.
Recommend approval for the Recreation/Auditorium Director to publish RFQ’s for
Electrical Engineering Qualifications to replace the remaining (543) light fixtures
throughout the Auditorium Complex.
Documents:
Memo to Council - 2018 LED Light Replacement.docx
Auditorium Light Upgrade RFQ - 2018.docx
12. AWARD OF BID - LIBRARY AIR CONDITIONER/CHILLER REPLACEMENT (LIB030)
As approved at the October, 2017 City Council meeting, the Minot Public Library will be
replacing an air conditioning unit (chiller) in the early spring of 2018.
It is recommended the Committee and Council:
1. Award the bid to C&C Plumbing & Heating, L.L.P in the amount of $71,361.00;
2. Pass an ordinance amending the 2017 budget; and
3. Authorize the Mayor to sign the agreement.

As approved at the October, 2017 City Council meeting, the Minot Public Library will be
replacing an air conditioning unit (chiller) in the early spring of 2018.
It is recommended the Committee and Council:
1. Award the bid to C&C Plumbing & Heating, L.L.P in the amount of $71,361.00;
2. Pass an ordinance amending the 2017 budget; and
3. Authorize the Mayor to sign the agreement.
Documents:
Award of Bid MEMO.pdf
C and C Plumbing Proposal.pdf
2017 ba - lib030 air conditioner unit.pdf
13. VIRTUAL SERVER ENVIRONMENT CONSOLIDATION AND UPGRADE
The City of Minot currently has two virtual server environments comprised of hardware
originally purchased in 2013. One environment contains virtual servers dedicated to City
functions (application, file and database servers) and the other environment contains
servers dedicated to Public Safety functions, shared by multiple agencies including Minot
PD, Minot Central Dispatch and Ward Co Sheriff’s Office. The hardware in both
environments has reached its generally accepted end of life and should be replaced, as
extended hardware maintenance is not available in 2018.
1.
2.
3.

Recommend award to Dell EMC in the amount of $221,269.11 for a Dell
VxRail 4.0 E560F virtual environment.
Recommend the Committee and Council to pass an ordinance amending
the 2018 annual budget.
Approve the use of Sales Tax – Major Projects.

Documents:
Memo- Bid Award VX.pdf
2018 BA - Consolidated Virtual Environment for City New World Systems
IT0014.pdf
14. AWARD OF BID- UPS/BATTERY BACKUP FOR DATA CENTER/911 EQUIPMENT
This single unit battery backup will replace the two smaller units at City Hall that are
beyond their useful lives.
It is recommended the Committee and Council award the bid to Main Electric in
the amount of $18,695 for an Eaton 9355-30 UPS.
Documents:
Memo- UPS Bid Award.pdf
15. BUDGET AMENDMENT RECTRAC FACILITY MANAGEMENT/RECREATION LEAGUE &
TOURNAMENT SOFTWARE (REC028)
It is recommended the Committee and Council pass an ordinance to amend the 2017
annual budget to increase the recreation and auditorium Budprofessional service
contracts revenue and expenditures and decrease the recreation and auditorium capital
equipment revenue and expenditures for the purchase of RecTrac Facility
Management /Recreation League & Tournament Software.
Documents:
2017 BA - RecTrac Facility Management Software REC028.pdf
16. MOUSE RIVER FIREFIGHTERS ASSOCIATION MOU
This document is an updated version which was approved and signed by the Mayor in
2017. The bylaws for the Mouse River Firefighters Association required the entity to
update their agreement each even year. This agreement will be for the years 2018 and
2019. This agreement will enter the Minot Fire Department and the other agencies as

16. MOUSE RIVER FIREFIGHTERS ASSOCIATION MOU
This document is an updated version which was approved and signed by the Mayor in
2017. The bylaws for the Mouse River Firefighters Association required the entity to
update their agreement each even year. This agreement will be for the years 2018 and
2019. This agreement will enter the Minot Fire Department and the other agencies as
written in the document to call on in the event of a larger emergency. This defines roles,
responsibilities and expectations of the agencies responding and requesting. This
document was reviewed by the city attorney.
Recommend council authorize the Mayor to sign the Mouse River Firefighters
Association Mutual Aid Agreement.

Documents:
12-2017 Mouse river mou memo.pdf
Minot FD Station 1_20171204_144958.pdf
17. RETIREMENT AND TRANSFER OF OWNERSHIP OF POLICE K-9
Police K-9 handler, Titus Clouse resigned his position with the Minot Police Department
in December 2017. Police K-9, Piko has been in service since 2013 and was partnered
with Officer Clouse the entire time. Piko has become highly socialized with his handler
and has already served over half of his projected service career, making reassignment
impractical. Piko has also struggled in some areas that would make it advantageous to
begin with a new K-9 in the future as opposed to retraining a different handler with Piko.
It is recommended the City Council authorize the retirement of Police K-9 Piko,
from active service and transfer ownership responsibility to Titus Clouse for the
sum of $1 pursuant to the attached sale and waiver of liability agreement, and
authorize the Mayor to sign the agreement with Titus Clouse.

Documents:
Piko memo.pdf
Transfer of Piko.pdf
18. SUPPER CLUB LICENSE- MI CASA SU CASA, LLC DBA MI CASA SU CASA
The City received a request from Mi Casa Su Casa, LLC, dba Mi Casa Su Casa for a
Supper Club License operating at 315 South Main Street Suite 200. The application has
been submitted to the appropriate departments for approval and inspections have been
conducted.
It is recommended the Committee and Council approve the request from Mi Casa
Su Casa, LLC, dba Mi Casa Su Casa for a Supper Club License operating at 315
South Main Street Suite 200 subject to approval by the Police Chief, Fire
Marshall, and Building Official.
Documents:
Memo- Mi Casa Su Casa.pdf
19. CWSRF APPLICATION
The utility and resulting street improvements that will take place during the MI-1 portion of
the flood project are eligible costs for a loan with the ND Department of Health. This
program has a favorable interest rate and will result in considerable savings in interest
costs.
It is recommended the City Council adopt the Resolution authorizing the
application for CWSRF Financing and authorize the Mayor and/or the Finance

The utility and resulting street improvements that will take place during the MI-1 portion of
the flood project are eligible costs for a loan with the ND Department of Health. This
program has a favorable interest rate and will result in considerable savings in interest
costs.
It is recommended the City Council adopt the Resolution authorizing the
application for CWSRF Financing and authorize the Mayor and/or the Finance
Director to sign the documents.
Documents:
COW Jan22018CWSRF.pdf
DWSRF App.pdf
CWSRF Application MI-1.pdf