City Council Agendas & Packets

AGENDA OF THE WORK SESSION CITY OF EAST GRAND FORKS TUESDAY, APRIL 22, 2025 – 5:00 PM CALL TO ORDER: CALL OF ROLL: DETERMINATION OF A QUORUM: 1. Review of Bid Results for the 2025 City Project No. 3 Lift Station No. 13 Rehabilitation – Steve Emery 2. Consider Approving Cooperative Rehabilitation Agreement for the Minnesota Avenue/Point Bridge Rehabilitation – Reid Huttunen 3. Consider Authorizing the Preparation of Plans and Specifications for 2026 City Project No. 1 for the Point Bridge Rehabilitation – Steve Emery 4. Request to Hire JLG Architects as Design Engineer for the Facility Improvement Projects – Jeremy King 5. Request of EGF School Readiness the use of the Civic Center Arena – Jeremy King 6. Request to Distribute Free One-day Pass to Swimming Pool – Jeremy King ADJOURN: Upcoming Meetings Council Meeting – Tuesday, May 6, 2025 – Council Chambers – 5:00 PM Work Session – Tuesday, May 13, 2025 – Training Room – 5:00 PM Council Meeting – Tuesday, May 20, 2025 – Council Chambers – 5:00 PM Work Session – Tuesday, May 27, 2025 – 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. 1  AGENDA ITEM #_1______ Request for Council Action Date: 4/16/25 To: East Grand Forks City Council Mayor Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council Members Tami Schumacher, Ben Pokrzywinski, Dale Helms, Donald Casmey, and Karen Peterson. Cc: File From: Steve Emery, PE RE: Review of Bid Results 2025 City Project No. 3 Lift Station No. 13 Rehabilitation East Grand Forks, Mn Background: We opened bids for the Lift Station 13 Rehabilitation Project on Tuesday, April 15th at 10:00 A.M. We received a total of two (2) bids with the low bid being received from ICS, Grand Forks, ND. ICS, Inc was approximately 25% above the Engineers Estimate, however they were approximately 6% below the second lowest bidder which confirms that we did get competitive bids. I do believe the tariffs talks and such has lead to an increase in pricing as suppliers are not honoring their material quotes for extended periods of time and contractors are having to bid accordingly with some unknowns. Project Costs: Construction Cost: $304,155.00 Engineering (P/S) $ 18,750.00 Staking & Inspection $ 10,000.00 Total Project Cost: $332,905.00 Funding: Wastewater Enterprise Funds Recommendation: I reviewed with City staff and funding to complete the work is available. Also, deterioration of piping and fittings in wet well is severe and needs to be addressed asap to keep the lift station in service. Therefore, my recommendation is to award the contract to ICS, Inc. in the amount of $304,155.00 Enclosures: Bid Tabulation -1- 2  BID TABULATION 2025 CITY PROJECT NO. 3 LIFT STATION 13 REHABILITATION EAST GRAND FORKS, MN 4/15/2025 Engineers Estimate ICS, Inc TONY ANDERSON CONSTRUCTION ITEM UNIT UNIT UNIT ITEM NO. DESCRIPTION UNIT QUANTITY PRICE TOTAL PRICE TOTAL PRICE TOTAL 1 Mobilization LS 1 $ 25,000.00 $ 25,000.00 $ 25,000.00 $ 25,000.00 $ 10,000.00 $ 10,000.00 2 Bio-Rolls LF 90 $ 6.00 $ 540.00 $ 25.00 $ 2,250.00 $ 40.00 $ 3,600.00 3 Remove Concrete Curb & Gutter LF 25 $ 50.00 $ 1,250.00 $ 75.00 $ 1,875.00 $ 40.00 $ 1,000.00 4 Salvage Electrical Control Panel LS 1 $ 2,000.00 $ 2,000.00 $ 1,600.00 $ 1,600.00 $ 2,500.00 $ 2,500.00 5 Electrical / Mechanical LS 1 $ 108,000.00 $ 108,000.00 $ 117,000.00 $ 117,000.00 $ 150,000.00 $ 150,000.00 6 Control Building / Foundations LS 1 $ 20,000.00 $ 20,000.00 $ 44,000.00 $ 44,000.00 $ 40,000.00 $ 40,000.00 7 Common Excavation (P) CY 18 $ 75.00 $ 1,350.00 $ 140.00 $ 2,520.00 $ 250.00 $ 4,500.00 8 Aggregate Base, Class 5 (CV) CY 10 $ 65.00 $ 650.00 $ 125.00 $ 1,250.00 $ 80.00 $ 800.00 9 Concrete Curb & Gutter, Design B624 LF 25 $ 90.00 $ 2,250.00 $ 140.00 $ 3,500.00 $ 125.00 $ 3,125.00 10 6" Reinforced Concrete Driveway SY 42 $ 150.00 $ 6,300.00 $ 230.00 $ 9,660.00 $ 200.00 $ 8,400.00 11 4" Concrete Sidewalk SF 117 $ 30.00 $ 3,510.00 $ 30.00 $ 3,510.00 $ 25.00 $ 2,925.00 12 Topsoil Borrow (LV) CY 45 $ 65.00 $ 2,925.00 $ 100.00 $ 4,500.00 $ 100.00 $ 4,500.00 13 Turf Establishment SY 549 $ 8.00 $ 4,392.00 $ 10.00 $ 5,490.00 $ 10.00 $ 5,490.00 14 Lift Station Rehabilitation LS 1 $ 65,000.00 $ 65,000.00 $ 82,000.00 $ 82,000.00 $ 85,000.00 $ 85,000.00 TOTAL BID $ 243,167.00 $ 304,155.00 $ 321,840.00 3  AGENDA # _2_______ Request for Council Action Date: April 8, 2025 To: East Grand Forks City Council Mayor Mark Olstad, Council President Brian Larson, Council Vice President Tim Riopelle, Council Members Tami Schumacher, Ben Pokrzywinski, Dale Helms, Donald Casmey, and Karen Peterson. Cc: File From: Reid Huttunen, City Administrator RE: Cooperative Rehabilitation Agreement; 2026 Minnesota Ave/Point Bridge Rehabilitation Background: The Point Bridge was bult in 1967, with the last rehab being completed in 2006. The City of East Grand Forks will be receiving its Federal Funding Aid for an eligible project on the City’s state aid system (received once every four (4) years. This funding is an 80% Federal/20% Local split with a maximum federal funding amount of $1.2 Million. The project currently planned for the 2026 Federal Funding is the Rehabilitation of the Minnesota Ave/Point Bridge. In the summer of 2024, the City of East Grand Forks and Widseth completed a bridge inspection and condition report, detailing the proposed scope of the project. The recommendation from that report included scarifying the bridge deck and installing a new 2” concrete overlay. The current proposed project is anticipated to include repainting the bridge, spall repair, mill and overlay, crack sealing, joint reconstruction, and erosion control. With the Bridge rehab being a shared project with City of Grand Forks, it will require a cooperative agreement to assign responsibility and cost sharing. The proposed agreement is included as an attachment and has been reviewed by Staff and City Attorney for each City, as well as MNDOT and NDDOT. In the agreement: - The City of East Grand Forks through its engineer, Widseth, will serve as the project lead. - With approval of this agreement, Widseth will prepare a project memorandum, develop preliminary plans and final plans and specifications. - The project costs will be shared 50/50 between East Grand Forks and Grand Forks. - There will be additional work planned on the bridge approach on the East Grand Forks side, which will be 100% EGF cost. The City of Grand Forks City Council reviewed the proposed agreement at its Committee of the Whole on April 14th and has it on its April 21st City Council agenda for approval. 4  AGENDA # ________ Recommendation Approve Cooperative Rehabilitation Agreement as proposed Enclosures: Cooperative Rehabilitation Agreement Point Bridge Condition Report – attached to Item #3; request to prepare Plans & Specifications 5  CITY OF EAST GRAND FORKS AND CITY OF GRAND FORKS COOPERATIVE REHABILITATION AGREEMENT 2026 City Project No.1 Minnesota/Point Bridge Rehabilitation Minnesota Bridge No. 60506 North Dakota Structure No. GF02 THIS AGREEMENT is made and entered into by and between the City of East Grand Forks, Minnesota, a governmental entity, organized under the laws of the State of Minnesota and the City of Grand Forks, North Dakota, governmental entity, organized under the laws of the State of North Dakota acting by and through its City Councils. WITNESSETH: WHEREAS, the Cities of East Grand Forks and Grand Forks desire to jointly rehabilitate the point bridge connecting the two cities; Minnesota Bridge No. 60506 and North Dakota Structure No. GF02 crossing the Red River of the North; and WHEREAS, the parties hereto deem it expedient that they enter into this equitable rehabilitation agreement pertaining to the division of costs and responsibilities to be borne by each City for the rehabilitation of the jointly owned bridge; and WHEREA AS, pursuant to Chapter 54-40.3 N.D.C.C. and Minnesota Statutes §471.59 (Joint Exercise of Powers), the above-named cities have the legal authority to enter into an agreement, through action of their respective governing bodies, to jointly or cooperatively exercise any power common to the contracting powers or any similar powers, including those which are the same except for territorial limits within which they may be exercised; and WHEREAS, the City of East Grand Forks shall be the lead agency, and as such is preparing plans for the bridge rehabilitation; and Page 1 of 7 6  IT IS THEREFORE MUTUALLY AGREED AS FOLLOWS: ARTICLE I - CONSTRUCTION BY THE CITIES. Section A. Shared Costs. That all costs of engineering, construction, and incidental costs and liabilities incurred in the rehabilitation of said jointly owned bridge shall be shared on a 50-50 basis between East Grand Forks and Grand Forks. Any cost associated with the benefit of only one party shall be at its sole expense. Section B. Preparation of Engineering Documents. The City of East Grand Forks through its engineer of record, Widseth, shall prepare a project memorandum and develop preliminary and final plans and specifications based upon the scope of the work as outlined in the condition report prepared by Widseth and dated November 6, 2024. Plans and specifications plans will be submitted to the Minnesota Department of Transportation (MNDOT), North Dakota Department of Transportation (NDOT), and the City of Grand Forks for review, with final approval and authorization to proceed with advertising for bids provided by MNDOT. Section C. City of East Grand Forks to Receive Bids and Award a Contract. City of East Grand Forks shall receive bids and consider awarding the contract to the lowest responsive/responsible bidder the total dollar amount of the aforesaid project upon approval of each respective City Council and concurrence from MNDOT and NDDOT. Said plans and special provisions will be made a part of this agreement by reference with the same force and effect as though fully set forth herein. Section D. Documents to Be Furnished to City of Grand Fork. City of East Grand Forks shall, following receipt of bids for said rehabilitation project referred to herein, promptly submit to the City of Grand Forks project engineer a certified copy of the low bid received, and an abstract of all bids received. Section E. Direction, Supervision and Inspection of Const. The construction work contemplated herein shall be under the direction of the City of East Grand Forks and supervision of Widseth. Page 2 of 7 7  Section F. Completion of Construction The construction is to be started and completed in accordance with the time schedule set forth in the bid specifications. Section G. Compliance with Laws, Ordinances and Regulations It is understood and agreed that the Cities shall, in connection with the award of a construction contract for the work set forth herein and the administration and performance of said work comply and cause the contractor to comply with all Federal, State and local laws together with all ordinances and regulations applicable to said contract award and the work to be performed thereunder. ARTICLE II GENERAL PROVISIONS Section A. Contract Administration All costs incurred and all work performed and to be performed in the administration, design and construction of the project, shall be borne 50 - 50 by each City. The City of East Grand Forks will assume the administrative function in construction, inspection, documentation and contract payment or any other function pertaining to the project and furnish City of Grand Forks with copies and supporting data for the project. The City of Grand Forks shall reimburse the City of East Grand Forks for 50% of the payments within 30 days of the City of East Grand Forks submitting a bill or statement to the City of Grand Forks. Section B. costs of future maintenance All future maintenance for the jointly owned bridge shall be shared on a 50 -50 basis between East Grand Forks and Grand Forks. Each party shall keep and maintain accurate and complete records of all maintenance for said bridge and within 30 days after approved maintenance has been completed, a statement or bill shall be furnished to the other City for their share of the costs of such maintenance. All maintenance projects shall be jointly approved by the parties. Section C. Approval Before this agreement becomes binding and effective, it shall be approved by resolution of the Councils of East Grand Forks and Grand Forks. Page 3 of 7 8  IN TESTIMONY WHEREOF the parties have duly executed this agreement by their duly authorized officers and caused their respective seals to be hereunto affixed. CITY OF GRAND FORKS Approved as to Form and Execution _____________________________ Grand Forks City Attorney BY_____________________________ Mayor DATE___________________________ BY_____________________________ City Auditor DATE___________________________ Page 4 of 7 9  CITY OF EAST GRAND FORKS Approved as to Form and Execution _____________________________ East Grand Forks City Attorney BY_____________________________ Mayor DATE___________________________ BY_____________________________ City Administrator DATE___________________________ Page 5 of 7 10  CITY OF EAST GRAND FORKS, MINNESOTA RESOLUTION BE IT RESOLVED that the City of East Grand Forks enter into an Agreement with the City of Grand Forks for the following purposes: a joint rehabilitation agreement to provide engineering, bid specifications, and supervision of construction for the rehabilitation of City East Grand Forks 2026 City Project No. 1 (26CP1), Minnesota Bridge No. 60506 and North Dakota Structure No. GF02. BE IT FURTHER RESOLVED that the proper City Officers are hereby authorized and directed to execute such cooperative construction agreement under the provisions of MSA 471.59. CERTIFICATION City of East Grand Forks I hereby certify that the foregoing Resolution is a true and correct copy of the resolution presented to and adopted by the Board of Commissioners of the County of Polk at a duly authorized meeting thereof held on the ____ day of , 2025 as shown by the minutes of said meeting in my possession. Megan Nelson Clerk of the City of East Grand Forks Page 6 of 7 11  CITY OF GRAND FORKS RESOLUTION BE IT RESOLVED that the City of Grand Forks enter into an Agreement with the City of East Grand Forks for the following purposes, to wit: to provide for payment by City of Grand Forks to City of East Grand Forks the costs attributable in the engineering, construction, supervision, and incidental costs, documentation and contract payments for City of Grand Forks Project No. 8730, the rehabilitation of Minnesota Bridge No. 60506 and North Dakota Structure No. GF02. BE IT FURTHER RESOLVED that the proper City Officers are hereby authorized and directed to execute such cooperative rehabilitation agreement under the provisions of Chapter 54-40.3 N.D.C.C. CERTIFICATION City of Grand Forks I hereby certify that the foregoing Resolution is a true and correct copy of the resolution presented to and adopted by the Council of the City of Grand Forks at a duly authorized meeting thereof held on the day of , 2025, as shown by the minutes of said meeting in my possession. ____________________ Page 7 of 7 12  AGENDA ITEM #_3______ Request for Council Action Date: 4/16/25 To: East Grand Forks City Council Mayor Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council Members Tami Schumacher, Ben Pokrzywinski, Dale Helms, Donald Casmey, and Karen Peterson. Cc: File From: Steve Emery, PE RE: Authorization to Prepare Plans & Specifications 2026 City Project No. 1 Point Bridge Rehabilition East Grand Forks, Mn Background: With the City of East Grand Forks being a State Aid City, once every four (4) years the City receives Federal Funding for eligible projects on the City’s state aid system. To be eligible projects need to be on the State Transportation Improvement Program (STIP). The project that is currently on the STIP for the City’s 2026 Federal Project is a Rehabilitation Project on the Minnesota / Point Bridge Project. This will be a joint project between the City’s of East Grand Forks and Grand Forks with costs for the most part split 50 / 50. There will be work on the bridge approach on the East Grand Forks side which will be 100% EGF cost. As part of the Federal Funding, Environmental work needs to be completed along with preparation of a Project Memorandum (PM). As you are more than aware getting through the loopholes with the state and federal agencies can take time and therefore, we are looking to receive authorization to proceed with plans and specifications for this project which will include completing the above-mentioned tasks. Estimated Project Costs: Construction: $2,300,000.00 Plans / Specifications: $ 84,000.00 Construction Services: $ 132,825.00 Total Project Cost: $2,516,825.00 -1- 13 Funding Options Federal Funding (80/20) – Construction Costs Only (Max: $1,200,000.00) MNDOT State Aid East Grand Forks NDDOT (80/20) – (Max $920,000.00) City of Grand Forks Recommendation: Authorize Widseth to prepare plans and specifications. Enclosures: Bridge Condition Report 2 14  Condition Report Bridge 60506 for City of East Grand Forks Prepared by: Widseth Smith Nolting & Assoc. WSN #2024-11592 January 16, 2025 I hereby certify that this plan, specification or report was prepared by me or under my direct supervision and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. 1/16/2025 ___________________________ ________________ Kent A. Rohr Date Lic. No. 21179 15 Bridge 60506 Description: Bridge 60506 is a 13-span steel beam bridge with 2 main channel spans, 6 approach spans on the North Dakota side and 5 approach spans on the Minnesota side. The overall bridge length is 838’-5” and the overall bridge width is 36’-0”. The roadway geometry includes both horizontal and vertical curves. The superstructure is constructed of four lines of steel beams spaced at 9’-4” on center, Wide flange beams 36” or 33” deep are used at the approach spans and 86” welded plate girders are used at the center spans. Concrete railing and 9” brush curb at each edge of the bridge constricts the roadway width to 28’-0”. The roadway consists of two 11’ lanes and 3’ shoulders. The original bridge deck is a 7 ½” thick monolithic concrete slab. As specified in the plans, the reinforcement is black bars with a 1 ½” clear to top transverse bars and 1” clear to bottom transverse bars. The bridge was constructed in 1967 with a low slump concrete overlay added in 1982, there has been no other major repairs or modifications. The substructures for this bridge are standard for a Red River bridge, the 3 main piers at the center spans are cast-in-place concrete. The piers for the approach spans on the North Dakota side consist of a concrete foundation with a steel pier that has hinges at the top and bottom. On the Minnesota side double piers were used due to the horizontal curve on the bridge, the piers consisted of concrete foundations with a steel pier. The abutments are concrete and were designed for the potential soils movement typical of the Red River. All foundations are supported on deep H-piling. Bridge 60506 condition: Bridge 60506 is 57 years old and is generally in good condition with the deck, brush curbs and joints being in fair condition. The bridge deck was chain dragged to determine the amount of delaminated areas. Of the 23,475 ft2 of roadway deck area, approximately 6,150 ft2 of it is delaminated. Much of the delamination was concentrated toward the centerline of the roadway with isolated areas elsewhere. The expansion joints at the piers are leaking and in poor condition and will need to be replaced as part of the deck overlay. The face of the brush curb contains major spalling with exposed rebar and cracking, this condition should be repaired. The top surface of the brush curb and sidewalk, concrete portion of the railing and the steel portion of the railing are in good condition, with only minor repairs required. The steel beams are in good condition but do have some paint lose and the start of corrosion most noticeably at the hanger joints which are below the leaking deck joints. There is a short concrete slab span at each end of the bridge which is part of the abutment design. The concrete has some spalls and other damaged associated with movement of the soils and abutment, some repairs will be required. The substructures are in satisfactory condition overall showing no sign of significant distress and are functioning as intended. Maintenance items including removing soils from around steel bearing and filling washouts can be included as part of the contract. 16 Recommendations: Based on the amount of delamination in the deck, we recommend the deck be scarified and a new 2” low slump overlay added. We would recommend that the deck be scarified 2” deep to match the overlay thickness and not add any additional dead load to the bridge which is already load posted. As part of the overlay Type A, Type B and Type C deck repairs will be made. See the figure below for the extent of each type of deck repair. More information on deck repairs can be found in the bridge special provisions. The exact amount and locations of these repairs will be determined after the deck is scarified. There are some spalls and delaminated concrete at the end diaphragms that should be repaired. Rip rap protection should be placed in front of the South abutment. It is our opinion that the small spalls with exposed rebar and cracks in the brush curb should be repaired. We are also recommending the steel portions of the barrier be cleaned and painted. We also recommend that a Geotechnical Engineering Firm be hired to investigate why the Minnesota approach road continues to settle and provide recommendations for a long term fix. Cost of the investigation and potential repairs are not included in our cost estimate. 17 Estimated Construction Costs: See the attached tables for estimated construction costs of the recommended rehabilitation and an alternate option of bridge replacement. Option 1 – Rehabilitation Mobilization LS 1 $180,000.00 $180,000.00 Reconstruct Swivel Joints LF 360 $550.00 $198,000.00 Reconstruct Expansion Joints LF 72 $1,800.00 $129,600.00 Scarify Bridge Deck SF 23464 $6.50 $152,516.00 Type A Slab Removal SF 6150 $35.00 $215,250.00 Type B Slab Removal SF 1550 $80.00 $124,000.00 Type C Slab Removal SF 200 $120.00 $24,000.00 Repair Brush Curb LF 635 $150.00 $95,250.00 Concrete Wearing Course SF 23464 $16.50 $387,156.00 Paint steel Beam ends below Deck Joints EA 12 $20,000.00 $240,000.00 Paint steel portion of barrier LF 1630 $45.00 $73,350.00 Misc. Repairs/Maintanence LS 1 $150,000.00 $150,000.00 Traffic Control - close bridge LS 1 $30,000.00 $30,000.00 Contigency 15% $299,868.30 $2,298,990.30 Option 2 – Bridge Replacement New Bridge SF 30240 $375.00 $11,340,000.00 Approach Work LS 1 $400,000.00 $400,000.00 $11,740,000.00 It is our recommendation to proceed with the bridge rehabilitation as outlined above. The longer the rehabilitation waits the more deck delamination will occur, causing prices to increase. Based on the current condition of the deck, we recommend this work be completed within the next 3 years. 18  Repaint Steel Barrier Replace Expansion Joints 19  Replace Swivel Joints Repaint Beam Ends at Deck Joints 20  Repair Concrete Curb Repair Deck Spalls 21  AGENDA ITEM #_4______ Request for Council Action Date: April 22, 2025 To: East Grand Forks City Council Mayor Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council Members Tami Schumacher, Ben Pokrzywinski, Dale Helms, Donald Casmey, and Karen Peterson. Cc: File From: Jeremy King, Parks & Recreation RE: Request to hire JLG Architects as Design Engineer for the Facility Improvement Projects Background: We are currently working with JLG Architects on the written design proposal for the Facility Improvement Projects. JLG has played a key role as a stakeholder throughout the Pre-Design and Pre- Referendum Services phases leading up to the sales tax vote. The agreement proposed by JLG has been reviewed by Kennedy & Graven, who returned it to the city with revisions. City staff is now reviewing those revisions and anticipates having a finalized agreement ready for Council consideration at the May 6th meeting. Attached you will find the initial project information, including a breakdown of each site and the scope of work to be performed. Also included is an anticipated Project Phase Summary. Budget Impact: Civic Center Sports Complex • Percentage: 7.0% • Amount: $424,935.00 VFW Memorial Arena • Percentage: 6.25% • Amount: $450,000.00 Recommendation: Allow City Staff to present the finalized Design Agreement for approval at the May 6th City Council Meeting Enclosure: JLG Initial Project Information Sheet JLG Basic Services Compensation Proposal 22  • EXHIBIT A - INITIAL PROJECT INFORMATION JLG 19147.01 Civic Center and 19147.02 VFW Facility Improvements RE, AIA Bl 33-2019 - ARTICLE l INITIAL INFORMATION January 30, 2025 PROJECT PROGRAM AND PHYSICAL CHARACTERISTICS (Paragraphs 1.1.1 & 1.1.2) th • Two primary recreation facilities in East Grand Forks, MN, the Civic Center at 300 15 Street NE and rd the VFW Memorial Arena at 711 3 Street SE, require facility upgrades and improvements to sustain operation for future generations. o Civic Center - Event Level 40,000 SF and Main Level 17,000 SF ■ Parking and Site Safety Infrastructure Improvements ■ Ice Slab Replacement ■ New Emergency Generator Installation ■ New Handrails at Spectator Seating Aisles ■ Mechanical System Upgrades ■ Doors and Door Hardware Upgrades • New HS Baseball Field - Infield and Outfield Synthetic Turf o VFW Memorial Arena - Event/Main Level 40,000 SF and Upper Level 5,000 SF ■ Parking and Site Safety Infrastructure Improvements ■ Roof Replacement ■ Ice Slab Replacement ■ Ice Refrigeration System Replacement ■ Mechanical System Upgrades ■ Fire Alarm and Sprinkler System Upgrades ■ Doors and Door Hardware Upgrades ■ New Spectator Bleachers ■ Interior Finishing Upgrades / COST OF WORK BUDGET (Paragraph 1.1.3) • Total Cost of Work - $13,270,500 g,e 2024 pricing, escalated for 2025, incl. 15% Contingency) o Civic Center - $6,070,500.00 · o VFW Memorial Arena - $7,200,000.00 ANTICIPATED PROJECT PHASE SUMMARY (Paragraph 1.1.4) PHASES WKS START END EST Design 16 03/10/2025 06/29/2025 EST CD 16 06/30/2025 10/19/2025 EST BID 6 10/20/2025 11/30/2025 EST CA 52 12/01/2025 11/29/2026 JLG Architects I Adam Davidson, AIA, LEED AP 323 DeMers Ave I Grand Forks, ND 58201 I p.701.738.0923 I adavidson@jlgarchitects.com 23 ANTICIPATED PROJECT PHASE BREAKDOWN AND MILESTONE DATES (Paragraph 1.1.4) • DESIGN PHASE (Estimated) o Commence Design, March 2025 ~ ■ Design Phase Workplan Outline • TBD o DD Deliverable Submission, June 2025 - o Owner Review/Cost Estimating Period, June 2025 ■ Steering Committee Review, TBD ■ City Council Review, TBD o Design Phase Sign-Off, July 2025 • CONSTRUCTION DOCUMENT PHASE (Estimated) o Commence CD, July 2025 ■ CD Phase Workplan Outline • TBD o Bid Package #1 Deliverable, TBD ■ Steering Committee Review, TBD ■ City Council Review, TBD o Bid Package #2 Deliverable, TBD ■ Steering Committee Review, TBD ■ City Council Review, TBD o Bid Package #3 Deliverable, TBD ■ Steering Committee Review, TBD ■ City Council Review, TBD o Construction Contract and Permits Finalized, December 2025 • CONSTRUCTION CONTRACT ADMINISTRATION (Estimated) o Commencement of Construction Activities, April 2026 o Substantial Completion, November 2026 o Final Completion, December 2026 END OUTLINE 24  BASIC SERVICES COMPENSATION PROPOSAL JLG 19147.01 Civic Center and 19147.02 VFW Facility Improvements RE, AIA B133-2019. ARTICLE 11 COMPENSATION January 30, 2025 COST OF WORK BUDGET (Paragraph 1.1.3) • Total Cost of Work - $13,270,500 (June 2024 pricing, escalated for 2025, incl. 15% Contingency) o Civic Center - $6,070,500.00 o VFW Memorial Arena - $7,200,000.00 COMPENSATION (Paragraph 11.1.2) • Civic Center o Seven percent (7.0%) of the Owner's budget for the Cost of Work, as calculated in accordance with Sections 1.1.3, 6.1 and 11.6; to be converted to fix compensation upon the Owner's acceptance of the Construction Managers Guaranteed Maximum Price (GMP). • VFW Memorial Arena o Six and a quarter percent (6.25%) of the Owner's budget for the Cost of Work, as calculated in accordance with Sections 1.1.3, 6.1 and 11.6; to be converted to fix compensation upon the Owner's acceptance of the Construction Managers Guaranteed Maximum Price (GMP). CIVIC CENTER COMPENSATION BREAKDOWN Proposed % COMP 7.0% I "\., Resulting Basic Compensation ~-- $4-2- 4,9-35-.00 -----t t1 \\ lPI\. >--\_ BASIC SERVICES % Total Compensation ( GROSS) EST Design 35% $ 148,727.25 EST CD 35% $ 148,727.25 EST BID 5% $ 21,246.75 EST CA 25% $ 106,233.75 VFW MEMORIAL ARENA COMPENSATION BREAKDOWN Proposed % COMP 6.25% Resulting Basic Compensation $450,000.00 BASIC SERVICES % Total Compensation ( GROSS) EST Design 35% $ 157,500.00 EST CD 35% $ 157,500.00 JLG Architects I Adam Davidson, AIA, LEED AP 323 DeMers Ave I Grand Forks, ND 58201 I p.701 .738.0923 I adavidson@jlgarchitects.com 25  EST BID 5% $ 22,500.00 EST CA 25% $ 112,500.00 END PROPOSAL 26  AGENDA ITEM #_5______ Request for Council Action Date: April 22, 2025 To: East Grand Forks City Council Mayor Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council Members Tami Schumacher, Ben Pokrzywinski, Dale Helms, Donald Casmey, and Karen Peterson. Cc: File From: Jeremy King, Parks & Recreation RE: Request to allow EGF School Readiness to use of the Civic Center Arena Background: The Parks and Recreation Department has received a request from the East Grand Forks School Readiness program to use the dry floor space at the Civic Center Arena for their second annual "Anything Goes" event. The event is scheduled to take place on June 4th and 5th from 9:00 a.m. to 7:00 p.m. each day. EGF School Readiness would be responsible for all set-up and cleanup activities. The City’s role would primarily be to provide the event space, tables, and limited electrical access. All proceeds from the event will benefit the School Readiness program. Budget Impact: Minimal impact on the budget Recommendation: Allow East Grand Forks School Readiness to use dry floor space at Civic Center free of charge Enclosure: Special Event Application for Civic Center 27 28 29 30 31  AGENDA ITEM #_6______ Request for Council Action Date: April 22, 2025 To: East Grand Forks City Council Mayor Mark Olstad, Council President Brian Larson, Council Vice-President Tim Riopelle, Council Members Tami Schumacher, Ben Pokrzywinski, Dale Helms, Donald Casmey, and Karen Peterson. Cc: File From: Jeremy King, Parks & Recreation RE: Request to Distribute One Free Day Entry into the Swimming Pool Background: The Parks and Recreation Department has received a request from the East Grand Forks School Parent Teacher Organization to provide each student in grades K–8 with one free daily swim pass for use during the summer of 2025. A daily admission to the pool is $6.00, and we estimate approximately 1,800 passes would be distributed. This proposal was discussed at the most recent Park and Recreation Commission meeting. The Commission expressed support for the idea, noting that it could be a great way to encourage more kids and families to visit and utilize the pool. The intent is to offer one free pass as an incentive to boost community participation and pool attendance. Each pass would be valid for single use only and limited to one per person. Pool staff at the front desk would be responsible for tracking and managing the use of these passes. Distribution of the passes would take place prior to the last day of school. Budget Impact: Unknown Recommendation: Distribute to all school districts in East Grand Forks one free day pass for students K-8 Enclosure: None 32