City Council Agendas & Packets
Regular MeetingEast Grand Forks, MN · January 9, 2024
Minutes
APPROVED MINUTES
OF THE WORK SESSION
CITY OF EAST GRAND FORKS
TUESDAY, JANUARY 9, 2024 – 5:00 PM
CALL TO ORDER:
The Work Session of the East Grand Forks City Council for Tuesday, January 9, 2024 was called to order
by Council President Olstad at 5:00 P.M.
CALL OF ROLL:
On a Call of Roll the following members of the East Grand Forks City Council were present: Mayor Steve
Gander, Council President Mark Olstad, Council Vice-President Tim Riopelle, Council Members
Clarence Vetter, Ben Pokrzywinski, Dale Helms, Brian Larson, and Karen Peterson.
Staff Present: Karla Anderson, Finance Director; Jeff Boushee, Fire Chief; Nancy Ellis, City Planner;
Steve Emery, City Engineer; Ron Galstad, City Attorney; Paul Gorte, Economic Development Director;
Michael Hedlund, Police Chief, Charlotte Helgeson, Library Director; Reid Huttunen, City
Administrator; Jeremy King, Parks and Recreation Superintendent; Keith Mykleseth, Water and Light
General Manager; Megan Nelson, City Clerk; and Jason Stordahl, Public Works Director.
DETERMINATION OF A QUORUM:
The Council President Determined a Quorum was present.
1. SRF Consulting Bridge Study Update – Reid Huttunen & Ken Holte
Mr. Huttunen stated there were two parts to the presentation that included an update on the current study
and information about a grant opportunity. He turned it over to Mr. Ken Holte from SRF Consulting. Mr.
Holte reminded the Council how there were 5 different phases to the process and listed each step, the
study was wrapping up Phase 2, and how that set things up for the NEPA process which was the process
where decisions would be made. He stated how that process reviewed many options and got it down to
the preferred solution. He reviewed the key components, how the PEL study would start the work to help
determine the purpose and need and help streamline the work. He said the study had eight tasks, six had
been completed, and they were starting on the seventh. He explained how they had reviewed all the study
information from before to show what had happened which could lead to good options.
Mr. Holte said they had a number of conversations with the Department of Transportations from both
states and federal agencies, so they had learned a lot of good information. He reviewed how Minnesota
used the PEL process, North Dakota did not, but they were willing for both sides to follow that process.
He said the entities at this time see this as a local project, local entities would need to take the lead, and
the Federal Highway Administration would be looking at the entire corridor instead of just one or two
crossings. He reminded everyone that there could not be a pre-determined location because it was a data
driven process. He stated the PEL process had four concurrent points, they would need to have the scope
of worked approved, and that process had started. He said the Minnesota Department of Natural Resources
was also looking at being involved because the did not want to permit landscaping in floodways, there
was a change in interpretation, and that could cause some issues and increase the length of the bridge, but
Work Session January 9, 2024
it was not a deal breaker. He explained how the Army Corps of Engineers would be a cooperating agency,
the Coast Guard was not sure who would take the lead from their agency, but they were interested in the
PEL study.
Mr. Holte said the last task was to find funding sources, the RAISE grant could help fund planning efforts,
and they were working on the scope for the PEL study and were waiting on feedback from the Federal
Highway Administration. He stated they would be able to develop a budget once they received feedback
so the next step would be completed the PEL study which was eligible to be paid for by the RAISE
funding. He reminded the Council the application for the RAISE funding was due in February, there was
not a matching fund requirement, the grant would be awarded in June, but it would take 12 months up to
18 months to get all of the agreements signed, and it was a reimbursable program so the funds would have
to be spent first. He explained the PEL process could take 20 up to 24 months and would find the best
solution for the river corridor and asked for questions.
Council President Olstad asked if these funds could be used on everything and commented how it would
be short-sighted not to apply for the grant funding. Mr. Holte said there was no pre-determined solution
so they could go big and request funds to cover planning for both bridges. Council President Olstad said
again it would be short-sighted to not take advantage of this opportunity. Mr. Holte said it showed interest
since the group had started a scoping phase and paid for that and how letters of support would really help
in the process. Mr. Galstad asked if the grant funds could be used retroactively. Mr. Holte said they could
not. Discussion followed about how this would be data driven, there were no pre-determined locations
being used, and if the PEL study should continue or if they should try to use grant dollars to pay for it
which would take longer to completed. Council member Pokrzywinski said it could take 12 to18 months
to have agreements signed but it would be awarded in June to they could pause the process. More
discussion followed about how the cost of the PEL Study would be significant cost and if they should
include that in grant funding request. Mr. Holte said he would have more information by the end of the
month.
2. Request for Gate on Road at Asphalt Plant Site – Nancy Ellis
Ms. Ellis told the Council a request was coming from the Zavorals to gate off the road to their property
since currently no one else needed access. Mr. John Zavoral explained to the Council they would like to
add a gate about 150 feet off of County Road 17, people had been driving out there, and they wanted to
restrict the access. He added the gate would be removed once the area was more developed. Discussion
followed about how there was not currently a concern about emergency access, there was a ditch on both
sides but there was an area they could turn around, it was public right-of-way, and eventually it would be
paved. Ms. Ellis stated the road was not being maintained at this time, a study was being conducted by
MNDOT about the Highway 2 access, and Mr. Galstad had suggested putting something in place until the
area was further developed.
This item will be referred to a future meeting.
3. Request to File Plans and Specifications for the 2022 City Project No. 3 Quiet Zone – Steve
Emery
Mr. Emery stated he was requesting to file plans and specifications and start advertising for bids for the
quiet zone project. He explained the plans were approved by the Minnesota Department of Transportation
(MNDOT), agreements were will being worked on with BNSF, and there had been a lot of discussion
2|Page
Work Session January 9, 2024
about the timing of when the work would be done because BNSF was not sure when they would be able
to get certain items that were needed. He stated he was working on getting the project bid out, getting
completed what could be before school started, and some items would have to wait for fall or winter so
there was no confirmed timeline of the project. He informed the Council the estimate included costs for
flagging by the railroad so they would coordinate as much work being done at the same time the railroad
was working because even if a flagger was only used for a couple hours the City would be charged for a
whole day. Mr. Emery reminded the Council BNSF had offered $156,000 as an incentive to close the 3rd
Street crossing, MNDOT would be paying for half of the signal replacement, $200,000 would be coming
from the State Aid construction fund, and they would need to determine how the remaining $450,000
would be covered. He added the bid date was set for February 7th and asked for questions. There were
none.
This item will be referred to a City Council Meeting for action.
4. Requested Change Youth Snowmobile Race Event – Reid Huttunen
Mr. Huttunen explained staff had reached out to the organizers of the youth snowmobile event, they were
not able to hold the event due to lack of snow, they still wanted to hold the event, and if possible host it
for a couple weekends once a track was built. He asked if the Council would support it and how the dates
would still need to be determined. Council President Olstad said this was a good event and it brought
visitors to town. Council member Larson stated he was able to attend one of the race days and he was
impressed with how the event was run so he would strongly encourage that this event be held.
This item will be referred to a City Council Meeting for action.
ADJOURN:
A MOTION WAS MADE BY COUNCIL MEMBER VETTER, SECONDED BY COUNCIL
MEMBER LARSON, TO ADJOURN THE JANUARY 9, 2024 WORK SESSION OF THE EAST
GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:47 P.M.
Voting Aye: Pokrzywinski, Riopelle, Helms, Olstad, Larson, Peterson, and Vetter.
Voting Nay: None.
_______________________________________________
Megan Nelson, City Clerk
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APPROVED MINUTES
OF THE SPECIAL MEETING
CITY OF EAST GRAND FORKS
TUESDAY, JANUARY 9, 2024 – FOLLOWING THE WORK SESSION
CALL TO ORDER:
The Special Meeting of the East Grand Forks City Council for Tuesday, January 9, 2024 was called to
order by Council President Olstad at 5:47 P.M.
CALL OF ROLL:
On a Call of Roll the following members of the East Grand Forks City Council were present: Mayor Steve
Gander, Council President Mark Olstad, Council Vice-President Tim Riopelle, Council Members
Clarence Vetter, Ben Pokrzywinski, Dale Helms, Brian Larson, and Karen Peterson.
Staff Present: Karla Anderson, Finance Director; Jeff Boushee, Fire Chief; Nancy Ellis, City Planner;
Steve Emery, City Engineer; Ron Galstad, City Attorney; Paul Gorte, Economic Development Director;
Michael Hedlund, Police Chief, Charlotte Helgeson, Library Director; Reid Huttunen, City
Administrator; Jeremy King, Parks and Recreation Superintendent; Keith Mykleseth, Water and Light
General Manager; Megan Nelson, City Clerk; and Jason Stordahl, Public Works Director.
DETERMINATION OF A QUORUM:
The Council President Determined a Quorum was present.
1. Consider adopting Resolution No. 24-01-07 authorizing staff to enter into an agreement with SRF
Consulting for the RAISE grant application and contribute 25% or $7,101.00 for the contract amendment
proposal.
A MOTION WAS MADE BY COUNCIL MEMBER VETTER, SECONDED BY COUNCIL
MEMBER LARSON, TO ADOPT RESOLUTION NO. 24-01-07 AUTHORIZING STAFF TO
ENTER INTO AN AGREEMENT WITH SRF CONSULTING FOR THE RAISE GRANT
APPLICATION AND CONTRIBUTE 25% OR $7,101.00 FOR THE CONTRACT AMENDMENT
PROPOSAL.
Council member Larson asked if a discussion was needed regarding if they would need to pay more than
25%. Mr. Huttunen stated it would be best if all four entities participated, Grand Forks County had already
approved to pay their portion, Polk County had not acted on it yet, but staff would be recommending to
pay their 25%, and the City of Grand Forks would also be considering this at their next meeting. Council
member Larson asked if others did not agree if they could revisit this but did not want to have to pay a
higher percentage. Council President Olstad said it could be amended later but he would prefer to stick
to 25%. Council member Vetter said paying 25% or $7100 to try and get a grant for $10 million dollars
or more was a no brainer. Mayor Gander stated the study needed to be done to get either of the bridges
and it was being driven by facts.
Voting Aye: Pokrzywinski, Riopelle, Olstad, Larson, Peterson, and Vetter.
Voting Nay: Helms.
Special Meeting January 9, 2024
ADJOURN:
A MOTION WAS MADE BY COUNCIL MEMBER POKRZYWINSKI, SECONDED BY
COUNCIL MEMBER LARSON, TO ADJOURN THE JANUARY 9, 2024 SPECIAL MEETING
OF THE EAST GRAND FORKS, MINNESOTA CITY COUNCIL AT 5:51 P.M.
Voting Aye: Pokrzywinski, Riopelle, Helms, Olstad, Larson, Peterson, and Vetter.
Voting Nay: None.
_______________________________________________
Megan Nelson, City Clerk
2|Page
Agenda
AGENDA
OF THE WORK SESSION
CITY OF EAST GRAND FORKS
TUESDAY, JANUARY 9, 2024 – 5:00 PM
CALL TO ORDER:
CALL OF ROLL:
DETERMINATION OF A QUORUM:
1. SRF Consulting Bridge Study Update – Reid Huttunen & Ken Holte
2. Request for Gate on Road at Asphalt Plant Site – Nancy Ellis
3. Request to File Plans and Specifications for the 2022 City Project No. 3 Quiet Zone – Steve
Emery
4. Requested Change Youth Snowmobile Race Event – Reid Huttunen
ADJOURN:
SEE THE NEXT PAGE FOR THE SPECIAL MEETING AGENDA
Individuals with disabilities, language barriers or other needs who plan to attend the meeting and will need special accommodations
should contact Nancy Ellis, ADA Coordinator at (218)-773-2208. Please contact us at least 48 hours before the meeting to give our
staff adequate time to make arrangements. Also, materials can be provided in alternative formats for people with disabilities or with
limited English proficiency (LEP) by contacting the ADA Coordinator (218)-773-2208 five (5) days prior to the meeting.
1
AGENDA
OF THE SPECIAL MEETING
CITY OF EAST GRAND FORKS
TUESDAY, JANUARY 9, 2024 – FOLLOWING THE WORK SESSION
CALL TO ORDER:
CALL OF ROLL:
DETERMINATION OF A QUORUM:
1. Consider adopting Resolution No. 24-01-07 authorizing staff to enter into an agreement with SRF
Consulting for the RAISE grant application and contribute 25% or $7,101.00 for the contract amendment
proposal.
Upcoming Meetings
Council Meeting – Tuesday, January 16, 2024 – Council Chambers – 5:00 PM
Work Session – Tuesday, January 23, 2024 – Training Room – 5:00 PM
Council Meeting – Tuesday, February 6, 2024 – Council Chambers – 5:00 PM
Work Session – Tuesday, February 13, 2024 – Training Room – 5:00 PM
Individuals with disabilities, language barriers or other needs who plan to attend the meeting and will need special accommodations
should contact Nancy Ellis, ADA Coordinator at (218)-773-2208. Please contact us at least 48 hours before the meeting to give our
staff adequate time to make arrangements. Also, materials can be provided in alternative formats for people with disabilities or with
limited English proficiency (LEP) by contacting the ADA Coordinator (218)-773-2208 five (5) days prior to the meeting.
2
AGENDA ITEM #__1_____
Request for Council Action
Date: January 9, 2024
To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council
Vice-President Tim Riopelle, Council members Clarence Vetter, Ben Pokrzywinski, Dale Helms,
Brian Larson, and Karen Peterson.
Cc: File
From: Reid Huttunen, City Administrator
RE: SRF Consulting Bridge Study update
_________________________________________________________________________________________________________________
Background:
Ken Holte from SRF Consulting will be joining the meeting via Zoom to provide the City Council with an update on
the progress of the ongoing Bridge Study Scoping process and detail the currently open RAISE Grant planning
opportunity.
The FY 2024 RAISE planning solicitation was released recently, and applications are due on 02/28/24.
These awards are announced in June 2024, but the monies would likely not be able to be spent before signing the
grant agreement which can take about 12 months or so. This would make the funds available in summer 2025
which is where we would be scheduled to be starting the NEPA process (phase III).
Activities eligible under RAISE planning grants include planning, preparation, or design – for example
environmental analysis, equity analysis, community engagement, feasibility studies, benefit-cost analysis,
preliminary design, and other pre-construction activities. We are looking into whether final design counts as a pre-
construction activity. If so, then we could potentially get the Design Phase IV funded as well.
SRF Consulting has proposed an amendment to our current planning contract in the amount of $28,404.00 for
grant application writing services. We have asked our partner agencies (Polk County, City of Grand Forks, Grand
Forks County) if they will participate equally in sharing the additional cost of writing this grant application. As of
January 4, 2024;
- Grand Forks County Commission has committed to ¼ of the total contract amount; if all other agencies
participate.
- Polk County staff has recommended participation, and the Commission will consider it at their January
16th meeting.
- City of Grand Forks Council will have a presentation from SRF at their Jan. 8th Committee meeting and
would consider it at their January 16th meeting.
Recommendation and Next Steps:
Recommend approval of East Grand Forks participating in the ¼ cost share ($7,101.00) and authorize SRF
Consulting to complete the RAISE grant application ahead of the February 28 deadline.
Enclosures:
SRF Professional Services Amendment No. 1
-1-
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AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT
The Parties:
SRF Consulting Group, Inc. (“SRF”)
City of East Grand Forks (“Client”)
Project: EGF / GF Red River Crossing Project
Effective Date of the Original Agreement: March 22,2023
Nature of Amendment:
☒ Additional Services to be performed by SRF.
☐ Modifications of compensation to SRF
☐ Modification to time(s) for rendering Services.
Description of Modifications:
1. This Agreement is being amended to add additional task hours and compensation to complete the 2024 RAISE Grant
Planning Application work incorporated by this Amendment.
2. SRF will provide the Services as specified in the scope of professional services outlined in Attachment A1 and B1.
3. The Maximum Total Compensation payable to SRF by the Client for all services performed under this Agreement shall
not exceed the amount of $179,574.33.
Original Contract Amount: $151,170.33
Amendment No. 1: $ 28,404.00 2024 RAISE Grant Planning Application
Total Amended Contract Amount: $179,574.33
4. This Agreement includes the following attached documents which are incorporated by reference and made part of this
Agreement.
Attachment A1: Amendment Proposal
Attachment B1: SRF’s Work Tasks and Fee Schedule
5. The Original Agreement and any previous amendments are incorporated into this Agreement by reference. Except as
amended herein, the terms and conditions of the Original Agreement and any previous amendment remain in full force
and effect.
6. Each Party agrees that the electronic signature of the Party included in this Agreement are intended to authenticate
this writing and to have the same force and effect as wet ink signatures.
IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed in their behalf.
SRF Consulting Group, Inc. City of East Grand Forks
Signed:
Signed:
Title: Vice President Title:
Date: 12/14/23 Date:
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Attachment A1
SRF No. 15708.00
December 18, 2023
Reid Huttunen
City Administrator
City of East Grand Fork
600 Demers Ave
East Grand Forks, MN 56721
Subject: Amendment proposal for Preparation of a 2024 RAISE Planning Grant Application
Dear Reid:
Based on your request, SRF Consulting Group, Inc. (SRF) is pleased to submit this proposal to provide
professional services for preparation of a 2024 RAISE Planning Grant submittal application for the
EGF/GF Bridge Planning project. Our Team’s scope of services is described below, along with the
assumptions and expectations we have for Cities of East Grand Forks/Grand Forks staff
participation.
Scope of Services
We propose to carry out the work (“Scope of Services”), set forth below.
Task 1 Project Management/Agency Coordination
This task assumes management of daily work activities, tasks and meetings, monitoring budget,
providing monthly billings, and maintaining communications with Cities of East Grand
Forks/Grand Forks staff during the entire duration of the process. This task also includes QA/QC
for all product deliverables, including graphics and narrative in the application.
In addition, SRF will arrange and participate in project meetings with Cities of East Grand
Forks/Grand Forks staff and other stakeholders with pertinent information/useful data critical to
application requirements.
Task 2 – Data Collection
Gather data from Cities of East Grand Forks/Grand Forks staff, and other sources, analyze data,
prepare findings, coordinate documentation with the Cities’ staff, and integrate this data into
application text and graphics to respond to the 2024 RAISE planning evaluation criteria (including
Safety, Environmental Sustainability, Quality of Life, Improves Mobility and Community
Connectivity, Economic Competitiveness and Opportunity, State of Good Repair, Partnership
and Collaboration, and Innovation).
www.srfconsulting.com
3701 Wayzata Boulevard, Suite 100 | Minneapolis, MN 55416-3791 | 763.475.0010
Equal Employment Opportunity/Affirmative Action Employer
5
Reid Huttunen December 18, 2023
City of East Grand Forks Page 2
Task 3 – Develop Cost Estimates
Conduct preliminary analysis to have information available for the grant application including cost
estimation and schedule of eligible activities.
Task 4 – Application Preparation
Prepare draft application by Wednesday February 14, 2024, for review and comment by Cities of
East Grand Forks/Grand Forks staff (revise within two working days and assume only one draft
revision). All resolutions, letters of support, etc. will be gathered and assembled into the final
application.
Prepare the final application for submittal to USDOT by three days before the due date
(Wednesday February 28, 2024). Documentation, supporting application assertions, etc. will be
provided by Cities of East Grand Forks/Grand Forks for relevant information. The application
will follow the guidance provided by USDOT. It is understood that City of East Grand Forks is
registered with Grants.gov and will submit the application to this website by 10:59 pm (CT) on
Wednesday February 28, 2024.
Task 5 – Graphics/Website
Prepare graphics/tables, final document formatting and links for the website.
Assumptions
SRF will prepare a data needs request for Cities of East Grand Forks/Grand Forks staff to identify
any additional data/documents that the Cities are responsible for providing.
Schedule
We will complete this work so that City of East Grand Forks can submit the 2024 RAISE Planning
Grant application to USDOT on or prior to Wednesday February 28, 2024.
Basis of Payment/Budget
We propose to be reimbursed for our services on an hourly basis for the actual time expended. Other
direct project expenses such as printing, supplies, reproduction, etc., will be billed at cost and mileage
will be billed at the current allowable IRS rate for business miles.
Based on our understanding of the project and our scope of services, we estimate the cost of our
services to be $28,404 which includes both time and expenses.
Changes in the Scope of Services
It is understood that if the scope or extent of work changes, the cost will be adjusted accordingly.
Before any out-of-scope work is initiated, however, we will submit a budget request for the new work
and will not begin work until we receive authorization from you.
6
Reid Huttunen December 18, 2023
City of East Grand Forks Page 3
Standard Terms and Conditions
The original contract Standard Terms and Conditions (Attachment A), and Work Task and Person
Hour Estimate (Attachment B, Scoping Study), together with this amendment proposal for
professional services (Attachments A1 and B1 for 2024 RAISE Planning Grant application), constitute
the entire agreement between the City of East Grand Forks and SRF and supersede all prior written
or oral understandings. This agreement may only be amended, supplemented, modified, or canceled
by a duly executed written instrument.
Acceptance/Notice to Proceed
We sincerely appreciate your consideration of this proposal and look forward to working with you on
this project. Please feel free to contact us if you have any questions or need additional information.
Sincerely,
SRF CONSULTING GROUP, INC.
Priyam Saxena, PhD Kenneth A. Holte, P.E.
Funding Lead Project Manager
PS/KH
Attachment B1 – 2024 RAISE Grant Work Task and Person Hour Estimate
This cost proposal is valid for a period of 90 days. SRF reserves the right to adjust its cost
estimate after 90 days from the date of this proposal.
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12/14/2023 Page 1 of 3
SRF Consulting Group, Inc. Work Tasks and Person-Hour Estimates
Client: Cities of East Grand Forks and Grand Forks
Project: 2024 RAISE Planning Grant Preparation
Subconsultants: 15708
TASK NO. SUMMARY OF TASKS Project Overview:
1.0 Project Management/Agency Coordination Preparation of a 2024 RAISE Planning Grant Application
2.0 Data Collection
3.0 Develop Cost Estimates
4.0 Application Preparation
5.0 Graphics/Website
SRF Consulting Group, Inc. Work Tasks and Person-Hour Estimates
Client: Cities of East Grand Forks and Grand Forks
Project: 2024 RAISE Planning Grant Preparation
Subconsultants: 0 15708
TASK NO. TASK DESCRIPTION PROF. VIII-VII PROF. VI PROF. V PROF. IV PROF. III PROF. II PROF. I TECH. SUPPORT TOTALS EST. FEE
1.0 Project Management/Agency Coordination
Assumptions:
QA/QC of all deliverables through the life-cycle of the grant.
Up to eight half-hour meetings with two SRF attendees, including prep time.
Client Deliverables:
Meeting attendance
1.1 This task assumes management of daily work activities, tasks and meetings, 6 - - 10 - - - - - 16 $3,474.00
monitor budget, provide monthly billings, and maintain communications with
EGF/GF staff during the entire duration of the process. This task also includes
QA/QC for all product deliverables, including graphics, narrative in the application
and benefit-cost analysis materials. In addition SRF will arrange and participate in
project meetings with EGF/GF staff and other stakeholders with pertinent
information/useful data critical to application requirements.
SRF Deliverables:
No meeting notes or records are anticipated
SUBTOTAL - TASK 1 6 0 0 10 0 0 0 0 0 16 $3,474.00
2.0 Data Collection
Assumptions:
EGF/GF will provide all exisitng data/document to SRF as requested. This may
inlcude, but not limited to, concept or approved layout, cost estimate, traffic
analysis, exisitng NEPA documentation, etc.
Client Deliverables:
Data / documents , as requested
Contract-AMN-SCP-RAISE budget-1.xlsx
SRF CONSULTING GROUP, INC. Attachment B1 MINNEAPOLIS. MN
10
12/14/2023 Page 2 of 3
SRF Consulting Group, Inc. Work Tasks and Person-Hour Estimates
Client: Cities of East Grand Forks and Grand Forks
Project: 2024 RAISE Planning Grant Preparation
Subconsultants: 0 15708
TASK NO. TASK DESCRIPTION PROF. VIII-VII PROF. VI PROF. V PROF. IV PROF. III PROF. II PROF. I TECH. SUPPORT TOTALS EST. FEE
2.1 Gather data from EGF/GF staff, and other sources, analyze data, prepare - - - 4 8 - - - - 12 $1,828.00
findings, coordinate documentation with EGF/GF staff, and integrate this data
into application text and graphics to respond to the 2024 RAISE evaluation
criteria (including Safety, Environmental Sustainability, Quality of Life, Improves
Mobility and Community Connectivity, Economic Competitiveness and
Opportunity, State of Good Repair, Partnership and Collaboration, and
Innovation).
SRF Deliverables:
SUBTOTAL - TASK 2 0 0 0 4 8 0 0 0 0 12 $1,828.00
3.0 Develop Cost Estimates
Assumptions:
Develop cost estimate for identified planning activites.
Client Deliverables:
3.1 Conduct preliminary analysis to have information available for the grant 4 - - 6 - - - - - 10 $2,210.00
application including cost estimation and schedule of eligible activities.
SRF Deliverables:
High level cost for planning / pre-constrcution activites
SUBTOTAL - TASK 3 4 0 0 6 0 0 0 0 0 10 $2,210.00
4.0 Application Preparation
Assumptions:
Application to be submitted under Planning Rural project category
Assumes 1 draft and 1 final application PDFs.
Supporting information for SF 424 forms
Client Deliverables:
Provide all resolutions, letters of support, etc. as requested
City is registered with Grants.gov
4.1 Prepare draft application for review and comment by EGF/GF staff two weeks 4 - - 24 80 - - - - 108 $16,992.00
prior to submission deadline (revise within two working days and assume only
one draft revision). All resolutions, letters of support, etc. will be gathered by the
City and assembled into the final application bt SRF.
4.2 Prepare the final application for submittal to USDOT three days before due date. - - - 6 - - - - - 6 $954.00
Documentation, supporting application assertions, etc. will be provided by
EGF/GF for relevant information. The application will follow the guidance
provided by USDOT. It is understood that EGF/GF is registered with Grants.gov
and will submit the application to this website by the submission deadline.
SRF Deliverables:
Templates for resolutions and letters of support
Draft application on February 14, 2024
Final application before February 26, 2024
Supporting attachments
Contract-AMN-SCP-RAISE budget-1.xlsx
SRF CONSULTING GROUP, INC. Attachment B1 MINNEAPOLIS. MN
11
12/14/2023 Page 3 of 3
SRF Consulting Group, Inc. Work Tasks and Person-Hour Estimates
Client: Cities of East Grand Forks and Grand Forks
Project: 2024 RAISE Planning Grant Preparation
Subconsultants: 0 15708
TASK NO. TASK DESCRIPTION PROF. VIII-VII PROF. VI PROF. V PROF. IV PROF. III PROF. II PROF. I TECH. SUPPORT TOTALS EST. FEE
Supporting information for SF 424 forms
SUBTOTAL - TASK 4 4 0 0 30 80 0 0 0 0 114 $17,946.00
5.0 Graphics/Website
Assumptions:
Client Deliverables:
5.1 Prepare graphics/tables, final document formatting, and links for the website. - - - - - - - 6 20 26 $2,946.00
SRF Deliverables:
SUBTOTAL - TASK 5 0 0 0 0 0 0 0 6 20 26 $2,946.00
TOTAL ESTIMATED PERSON-HOURS 14 0 0 50 88 0 0 6 20 178
AVERAGE HOURLY BILLING RATE $314.00 $208.00 $203.00 $159.00 $149.00 $129.00 $121.00 $121.00 $111.00
ESTIMATED LABOR AND OVERHEAD $4,396.00 $0.00 $0.00 $7,950.00 $13,112.00 $0.00 $0.00 $726.00 $2,220.00 $28,404.00
SRF ESTIMATED DIRECT NON-SALARY EXPENSES $0.00
SUBTOTAL: (SRF Labor and Expenses) $28,404.00
SUBCONSULTANTS: $0.00
TOTAL ESTIMATED FEE (SRF and Subconsultants combined) $28,404.00
Contract-AMN-SCP-RAISE budget-1.xlsx
SRF CONSULTING GROUP, INC. Attachment B1 MINNEAPOLIS. MN
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AGENDA ITEM #__2_____
Request for Council Action
Date: January 9, 2024
To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council
Vice-President Tim Riopelle, Council members Clarence Vetter, Ben Pokrzywinski, Dale Helms,
Brian Larson, and Karen Peterson.
Cc: File
From: Nancy Ellis, Community Development Director
RE: Request from Zavorals to place a gate across the road going to the asphalt plant site
Zavorals would like to place a gate across the north-south road that leads to the proposed asphalt site;
thereby keeping the traffic on the road to a minimum (private use only). The gate would be located just
north of the entrance off County Road 17. The gate would remain across the road until the property to
the south of the site is developed. Zavorals will be present to discuss their request.
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AGENDA ITEM #__3________
Request for Council Action
Date: January 4, 2024
To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council
Vice-President Tim Riopelle, Council Members Clarence Vetter, Dale Helms, Brian Larson,
Ben Pokrzywinski and Karen Peterson
Cc: File
From: Steve Emery, P.E.
RE: File Plans & Specifications – 2022 City Project No. 3 – Quiet Zone/Street & Sidewalk
Improvements
Background:
We are requesting to file Plans and Specifications and looking for authorization to proceed with
Advertising for Bids and setting a Bid Date for the Quiet Zone Project. We are currently working with
BNSF on Easements, Construction & Maintenance Agreements, Closure Agreements and other misc
items. At this point BNSF is not 100% sure if they will be able to get the new RR signals and Gates
replaced at 2nd Ave NE by the end of the 2024 construction season. However, they would be able to get
the at grade crossing surfaces installed this summer for the pedestrian crossings. My goal is if bid prices
and such come in favorable, that we would be able to complete all the necessary street and pedestrian
work during the time frame from June 1 – September 1st to have all of this work completed when school
is out for the summer. This would include removal of the street crossing at 3rd St NW. A “Notice of
Establishment” of the Quiet Zone would not be able to be filed with BNSF until such time that they have
completed the replacement of the RR signals and gates.
Estimated Construction Cost
Construction Cost: $676,000.00 (Street & ADA Improvements)
At Grade Crossing Surfaces: $110,673.00 (work to be completed by BNSF)
Flagging Operations: $50,000.00
Total Estimated Construction Cost: $836,673.00
Project Funding
BNSF: $156,203.00
MNDOT: $32,000.00 (1/2 Cost of Traffic Signal Upgrades at 2nd & 4th St)
State Aid Construction Funds: $200,000.00 (2nd Ave NE)
Local Funds $448,470.00 ( Funding sources to be determined)
Total Funding $836,673.00
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Recommendation:
Authorize Widseth to proceed with Advertising of the project.
Set Bid Date for 10:00 A.M. on February 7, 2024
Enclosures:
None
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AGENDA ITEM #__4_____
Request for Council Action
Date: 01/05/24
To: East Grand Forks City Council Mayor Steve Gander, Council President Mark Olstad, Council
Vice-President Tim Riopelle, Council members Clarence Vetter, Ben Pokrzywinski, Dale Helms,
Brian Larson, and Karen Peterson.
Cc: File
From: Administration Office
RE: Requested Change to Youth Snowmobile Race Event
Back in November 2023 the special event application was approved for youth snowmobile races to take
place the first weekend in January 2024. Due to lack of snow the races were not held.
Administration staff talked with the event organizer, they would still like to hold the event once
there is enough snow and if possible, would like to host races a couple weekends if they are able to
build the track.
Staff is looking for direction from the Council if they would support the event being held twice
and because of the lack of snow the dates would still have to be determined.
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Special Meeting #1
RESOLUTION NO. 24 – 01 – 07
Council Member _______, supported by Council Member _______, introduced the following
resolution and moved its adoption:
WHEREAS, the City of East Grand Forks, Grand Forks, Grand Forks County, and Polk County
are currently cooperatively participating in a Red River Bridge Crossing study; and
WHEREAS, the City of East Grand Forks has the role of the lead agency in this study, and has
contracted with SRF Consulting Group for the completion of the study; and
WHEREAS, the US Department of Transportation has released the FY2024 Rebuilding American
Infrastructure with Sustainability and Equity (RAISE) grant program, which can be used for
planning, preparation, analysis, and design of new bridge crossings; and
WHEREAS, the RAISE grant has an application deadline of February 28, 2024; and
WHEREAS, SRF Consulting Group has the professional expertise and on-going knowledge of the
existing bridge study to prepare a competitive grant application on behalf of the City of East Grand
Forks and the partner agencies; and
WHEREAS, the City of East Grand Forks has requested each of the partner agencies consider
participating financially in an equal share of the proposed $28,404.00 contract amendment; and
NOW THEREFORE, BE IT RESOLVED, the City Council of East Grand Forks authorizes City
staff to enter into an agreement with SRF Consulting for the RAISE grant application and
contribute its 25% ($7,101.00) share to the contract amendment proposal.
Voting Aye:
Voting Nay:
The President declared the resolution passed. Passed: January 9, 2024
Attest:
______________________________ _________________________________
City Administrator/Clerk-Treasurer President of Council
I hereby approve the foregoing resolution this 9th of January, 2024.
________________________________
Mayor
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