City Council Meeting Packets

COLUMBUS COMMON COUNCIL – REGULAR MEETING TUESDAY, OCTOBER 1, 2019 – 6:30 PM COLUMBUS CITY HALL AGENDA 1. Roll Call 2. Pledge of Allegiance 3. Notice of Open Meeting 4. Approve Agenda 5. Correspondence & Communications Consent Agenda 1. Council & Committee of the Whole Minutes – 09/17/19 2. Picnic License – St Jerome's Church – Bingo – October 19, 2019 New Business 1. Consider & take action on Resolution #16-19: Fire Prevention Week 2. Consider & take action on Resolution #17-19: Public Power Week 3. Consider & take action on Task Order 2019-06, related to the Columbus 2020 Street Reconstruction 4. Consider & take action on Resolution #9-19: A Resolution Designating Officials Authorized to Declare Official Intent Under Reimbursement Bond Regulations – 2020 5. Consider & take action on placement of signage for Commercial Drive traffic issues 6. Consider & take action on 2020 Employee Health Insurance plans 7. Consider & take action on applications for Operator Licenses, term 07/01/19 – 06/30/21 8. Consider & take action on claims in the amount of $ 419,045.29 9. Report of City Officers – City Administrator, Mayor Adjourn  COLUMBUS COMMON COUNCIL – REGULAR MEETING MINUTES TUESDAY, SEPTEMBER 17, 2019 – 6:30 PM COLUMBUS CITY HALL 1. Roll Call: Present: Mayor Thom, Alders Gray, Johnson, Reid, Ryan, Theilen, Traxler; City Attorney Johnson, City Clerk Goebel, interested citizens and the media. 2. Pledge of Allegiance: Mayor Thom led the Pledge of Allegiance. 3. Notice of Open Meeting: Noted as posted. 4. Approve Agenda: Motion by Traxler, second by Johnson to amend the agenda, removing item #4,5,6 to the next Committee of the Whole on October 1. Carried voice vote. 5. Correspondence & Communications: None. 1. Consent Agenda: Motion by Ryan, second by Johnson to approve. Carried voice vote. Council & Committee of the Whole Minutes – 09/03/19 placed on file. New Business 1. Consideration of Resolution #15-19 "Resolution Creating Tax Incremental District No. 5, Approving its Project Plan and Establishing its Boundaries": Motion by Johnson, second by Ryan to approve Resolution #15-19. Roll call vote unanimous. 2. Review & consider Resolution #13-19 "Exemption from Columbia County Library Tax 2020": Motion by Reid, second by Traxler to approve Resolution #13-19. Carried voice vote. 3. Review and Consider Resolution #14-19 "Request for Exemption from Dodge County Library Tax per Wisconsin Statutes 43.64(2)(b)": Motion by Ryan, second by Gray to approve Resolution #14-19. Carried voice vote. 4. Consider & take action to accept the 2018 City Audit: Forward to Committee of Whole 10/1/19. 5. Consider & take action to accept the 2018 Sewer Audit: Forward to Committee of Whole 10/1/19. 6. Consider & take action on selection of Hibbard Street for street reconstruction in 2020: Forward to Committee of Whole 10/1/19. 7. Consider & take action on applications for Operator Licenses, term 07/01/19 – 06/30/21: Motion by Traxler, second by Gray to approve licenses for Alice Rich-Welch, Stacy Kelly. Carried voice vote. 8. Consider & take action on claims in the amount of $ 356,781.18: Motion by Traxler, second by Ryan to approve claims in the amount of $356,781.18. Roll call vote unanimous. 9. Report of City Officers – City Administrator: crack filling should wrap up this week; Hwy 89 Public Hearing on September 16 had good attendance; On-Tech, new vendor for servers reported a smooth and successful migration over the weekend. Mayor: Received a Thank You from the School Board. Adjourn: Motion by Gray, second by Traxler to adjourn at 6:52 pm. Carried voice vote. Submitted by: Pat Goebel City Clerk  COMMITTEE OF THE WHOLE MINUTES TUESDAY, SEPTEMBER 17, 2019 – 7:00 pm COLUMBUS CITY HALL 1. Roll Call: Present: Council President Traxler, Alders Gray, Johnson, Reid, Ryan, Theilen, Thom; City Administrator Vander Sanden (arrived at 7:20), City Attorney Johnson, City Clerk Goebel, interested citizens and the media. 2. Notice of Open Meeting: Noted as posted. 3. Approve Agenda: Motion by Thom, second by Ryan to approve agenda. Carried voice vote. 4. Citizen Comments: Andrew Gile, 300 W James St spoke about ideas to renovate City Hall's auditorium. He was directed to the Mayor & City Administrator to set up a time to speak to Council. 5. Department Reports placed on file: Police Department Report – August 2019, Fire Department Report – August 2019, Dept. of Public Works Report – August 2019, Treasurer's Report – August 2019, Lifestar Report – August 2019, Columbus Area Senior Center Report – August 2019, Media Coordinator – August 2019 6. Committee Minutes place on file: Historic Land Preservation Committee Minutes – 9/3/2019 – Special, Emergency Medical Services Minutes -5/1/2019, Columbus Area Senior Center Minutes – 8/1/2019 7. Consider and review Task Order 2019-06, related to the Columbus 2020 Street Reconstruction: Draft Task Order was reviewed, indicating a separate Task Order for the utilities. Forward to October 1 Regular Meeting. 8. Consider & discuss Resolution #9-19: A Resolution Designating Officials Authorized to Declare Official Intent Under Reimbursement Bond Regulations – 2020: Finance Director Manley briefly outlined the resolution regarding certain costs to be reimbursed to the City. Forward to October 1 Regular meeting. 9. Review and consider updates to the City’s Special Assessment Policy: Reviewed by Council. Would be used as a guideline. Return to October 1 Committee of Whole. 10. Consider & discuss the placement of a Dead End Sign and review other solutions for Commercial Drive traffic issues: Business on Commercial Dr requested signage for Robbins Rd indicating a dead end/no outlet and signage routing traffic back to Hwy 16/60. Forward to October 1 Regular meeting. 11. Discussion on 2020 Employee Health Insurance plans: City received a very low increase to the 2020 health insurance premiums with Dean Care. Staff requested Council's blessing to stay with Dean and continue to offer 2 plans: traditional HMO & HDHP. Forward to October 1 Regular meeting. Staff also requested to continue with HSA contributions $1000/2000. 12. Discussion on 2020 City Budget Review Process: Council would like to hold the budget hearings in the Chambers with department staff presenting their budget. 13. Convene to closed session per §19.85(1)(e) deliberating or negotiating the purchase of public properties, the investment of public funds, or conducting other public business, whenever competitive or bargaining reasons require a closed session to consider the purchase of a building for redevelopment purposes: Motion by Ryan, second by Gray to convene to closed session. Roll call vote unanimous. 14. Reconvene to Open Session: Motion by Ryan, second by Gray to reconvene to open session at 8:50 pm. Carried voice vote. 15. Convene to closed session pursuant to §19.85(1)(c) considering employment, promotion, compensation or performance evaluation data for any public employee over which the governmental body has jurisdiction or exercises responsibility (employee wages): Motion by Johnson, second by Gray to convene to closed session at 9:00 pm. Roll call vote unanimous. 16. Reconvene to Open Session: Motion by Gray, second by Ryan to reconvene to open session at 9:40 pm. Roll call vote unanimous. 17. Adjourn: Motion by Ryan, second by Gray to adjourn at 9:41 pm. Carried voice vote.  Resolution No. ___16-19____ Fire Prevention Week – October 6-12, 2019 WHEREAS, the City of Columbus, Wisconsin, is committed to ensuring the safety and security of all those living in and visiting Columbus; and WHEREAS, fire is a serious public safety concern both locally and nationally, and homes are the locations where people are at greatest risk from fire; and WHEREAS, home fires killed 2,630 people in the United States in 2017, according to the National Fire Protection Association® (NFPA®), and fire departments in the United States responded to 357,000 home fires; and WHEREAS, the majority of US fire deaths (4 out of 5) occur at home each year; and WHEREAS, the fire death rate per 1000 home fires reported to US fire departments was 4 percent higher in 2017 than in 1980; and WHEREAS, when the smoke alarm sounds Columbus residents may have less than two minutes to escape to safety; and WHEREAS, Columbus residents who have planned and practiced a home fire escape plan are more prepared and will therefore be more likely to survive a fire; and WHEREAS, Columbus residents should make a home escape plan, drawing a map of each level of the home, showing all doors and windows; and WHEREAS, Columbus residents should practice the home fire escape plan with everyone in the household, including visitors; and WHEREAS, Columbus residents should practice the home fire escape drill at least twice a year, during the day and at night; and WHEREAS, Columbus residents should teach children to escape on their own in case adults can’t help them; and WHEREAS, Columbus residents should make sure everyone in the home knows how to call 9-1-1 from a cell phone or a neighbor’s phone; and WHEREAS, Columbus residents should practice using different ways out; and WHEREAS, Columbus residents in a real emergency should get low and go under the smoke to get out quickly; and WHEREAS, Columbus residents should get out and stay out, never going back inside the home for people, pets, or things; and WHEREAS, Columbus residents are responsive to public education measures and are able to take action to increase their safety from fire, especially in their homes; and WHEREAS, the 2019 Fire Prevention Week theme, “Not Every Hero Wears a Cape. Plan and Practice Your Escape!” effectively serves to remind us that we need to take personal steps to increase our safety from fire. THEREFORE, I, Michael Thom, Mayor of Columbus, do hereby proclaim October 6–12, 2019, as Fire Prevention Week throughout this city, and I urge all the people of Columbus to be aware of their surroundings, look for available ways out in the event of a fire or other emergency, respond when the smoke alarm sounds by exiting the building immediately, and to support the many public safety activities and efforts of the Columbus Fire Department during Fire Prevention Week 2019. Dated this ___________ day of October, 2019. ______________________________ Michael Thom, Mayor Attest: _____________________________ Pat Goebel, City Clerk  RESOLUTION NO. ___17-19____ Resolution Recognizing Pubic Power Week October 6-12, 2019 and How Columbus Water & Light Makes Our Lives Powerful All Year WHEREAS, we, the citizens of Columbus, place a high value on local control over community services and therefore have chosen to operate a community-owned, locally controlled, not-for-profit electric utility and, as consumers and owners of our electric utility, have a direct say in utility operations and policies; and WHEREAS, Columbus Water & Light has provided our homes, businesses, farms, social service, and local government agencies with reliable, efficient, and cost-effective electricity for over 100 years, employing sound business practices designed to ensure the best possible service at not-for-profit rates; and WHEREAS, Columbus Water & Light is a valuable community asset that contributes substantially to the well-being of local citizens through energy efficiency, customer service, environmental protection, economic development, and safety awareness; and; WHEREAS, Columbus Water & Light is a dependable and trustworthy institution whose local operation provides many consumer protections and continues to make our community a better place in which to live and work, as well as contributes to protecting the global environment; NOW, THEREFORE BE IT RESOLVED: that Columbus Water & Light will continue to work to bring lower-cost, safe, reliable electricity to community homes and businesses just as it has since 1898, the year when the utility began to serve all the citizens of Columbus; and BE IT FURTHER RESOLVED: that the week of October 6-12, 2019, be designated Annual Public Power Week in order to honor Columbus Water & Light for its contributions to the community and to make its consumer-owners, policy makers, and employees more aware of Columbus Water & Light’s overall contributions to their well-being and how it makes their lives powerful: and BE IT FURTHER RESOLVED: that our community joins hands with more than 2,000 other public power systems in the United States in this celebration of public power recognition that Columbus Water & Light is good for consumers, business, the community, and the nation. Dated this day of September, 2019. ___________________________________ Michael Thom, Mayor Attest: Pat Goebel, City Clerk  2019 AGENDA ITEM Council Meeting date: September 17, 2019 ITEM: Consider selection of Hibbard Street for 2020 Reconstruction DETAILED DESCRIPTION OF SUBJECT MATTER: The Council has had two in-depth discussions regarding street projects in recent weeks. Based upon the discussion from the Ad Hoc Committee last week, the direction was to forward Hibbard Street to the Regular City Council agenda to formally act on that street for a full reconstruction project in 2020. City Engineer Jason Lietha has also prepared a Task Order describing the necessary design and preparation needs for the project. That item is on the Committee of the Whole on Tuesday evening. On a related note, I researched the formal approval process for the City’s last major street project (2018 S. Water & E. School). The City Council approved it at a Regular meeting on September 19, 2017 by directing Mr. Lietha to prepare a Task Order for that project. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Street estimates by the City Engineer (maps and detail provided at the Ad Hoc Committee last week) ACTION REQUESTED OF COUNCIL: Consider and act on the recommendation from the Ad Hoc Committee.  TASK ORDER 2019-06 2020 Columbus Street Reconstruction This is Task Order No. 2019-06, consisting of 9 pages. Task Order In accordance with Paragraph 1.1 of the Master Professional Service Agreement between the City of Columbus (City) and Ruekert and Mielke, Inc. (R/M) for Professional Services – Task Order Edition dated March 20, 2019 (“Agreement”), City and R/M agree as follows: 1. Specific Project Data A. This task order will cover the required data collection services for the City of Columbus’s 2020 Street Reconstruction project. Data collection services will include the topographic survey of all surface and underground features within the right-of-way; property corner reconnaissance; sanitary and storm sewer structure measure downs; parcel mapping; soil borings and geotechnical evaluation; and an engineering field check. Survey will also be conducted outside the right-of- way as necessary to obtain enough topographic information to design certain driveways and storm drainage. B. This task order also covers the design, bidding, permitting, and administrative- related services required for the completion of the 2020 Street Reconstruction Project. This project will include the following street segments: 1. Reconstruction of Hibbard Street from Dix Street to Maple Avenue. 2. Placement of new storm sewer on Turner Street from Maple Avenue to Hibbard Street. This will provide a connection to the Hibbard Street drainage system. C. This task order includes the scope of services and the associated costs for the construction phase efforts as related to the 2020 Street and Utility Improvements project. 1. Construction services for this task order also include services for the oversight of the storm sewer on Turner Street. D. This task order also includes the preparation of special assessments as directed by the City. E. For a map of the project limits, refer to the attached Exhibit C. Page 1 of 9 Pages (Attachment 1 - Task Order Form) 09/12/19 Ruekert & Mielke, Inc. ~Columbus City 8117-00000 Miscellaneous Project Files > 219 Misc Engineering > Task Orders > Task Order 2019-06 2020 Street Reconstruction > Draft-Task Order 2019-06-2020 Columbus Street Reconstruction~  TASK ORDER 2019-06 2020 Columbus Street Reconstruction 2. Services of R/M A. DATA COLLECTION 1. Utility coordination including the Digger’s request. 2. Soil boring coordination (R/M will schedule, field mark the borings for location and survey the location). 3. Topographic survey including: control points, property corners, soil borings, and utility measure downs. 4. Plat and survey research. 5. Survey data download, quality control, and preparation for design. 6. Build the surface model, create the pipe networks, and setup drawings. 7. Analyze survey data and cadastral mapping. 8. Engineering field check. 9. Soil Borings (three full-depth borings and one boring for the existing pavement analysis in the overlay section). 10. Reimbursable expenses including mileage and survey equipment as necessary. B. PLAN DESIGN 1. Project Administration. 2. Design and prepare the Roadway & Storm Sewer Plan and profiles. 3. Design and prepare the Water & Sanitary Sewer Plan and profiles. 4. Design and prepare the Erosion Control drawings and notes. 5. Provide the existing and new street cross sections. 6. Review the driveway tie in elevations. 7. Prepare intersection design and drawings. 8. Prepare the cover, project overview, typical sections, and details. 9. Provide quantities and opinion of probable construction cost. 10. Prepare the Storm Water/Drainage Analysis and Design Report. 11. Prepare the Pavement Analysis and Design Report. Page 2 of 9 Pages (Attachment 1 - Task Order Form) 09/12/19 Ruekert & Mielke, Inc. ~Columbus City 8117-00000 Miscellaneous Project Files > 219 Misc Engineering > Task Orders > Task Order 2019-06 2020 Street Reconstruction > Draft-Task Order 2019-06-2020 Columbus Street Reconstruction~  TASK ORDER 2019-06 2020 Columbus Street Reconstruction 12. QA/QC. 13. Provide specifications - legal and procedural. 14. Specifications – technical. 15. Complete the project manual for bidding. C. BIDDING 1. General coordination with the City. 2. Attend the pre-bid conference meeting. 3. General coordination with the potential bidders. 4. Addenda preparation. 5. Attend the bid opening. 6. Review the bids and prepare the bid tabulation. 7. Make a formal award recommendation to the client. 8. Issue a Notice of Award to the Contractor. 9. Review the Contractor’s Information. 10. Issue the Notice to Proceed. D. PERMITS 1. Endangered Resources Review (ER). 2. Sanitary Sewer Extension. 3. Storm Water - Construction (WRAPP). 4. Water Main Extension. E. MEETINGS 1. Utility Coordination Meetings (Storm, Sanitary, and Water Utility). 2. Plan Review Meetings (30%, 60%, 90%). 3. Local Official Meeting. 4. Public Information Meeting (three meetings, approximately once per month through the design phase). Page 3 of 9 Pages (Attachment 1 - Task Order Form) 09/12/19 Ruekert & Mielke, Inc. ~Columbus City 8117-00000 Miscellaneous Project Files > 219 Misc Engineering > Task Orders > Task Order 2019-06 2020 Street Reconstruction > Draft-Task Order 2019-06-2020 Columbus Street Reconstruction~  TASK ORDER 2019-06 2020 Columbus Street Reconstruction F. SPECIAL ASSESSMENTS 1. Obtain surveys and CSMs to review property information. 2. Prepare a draft assessment report. 3. Attend the public hearing. 4. Finalize the proposed assessment prior to construction. 5. Prepare a final assessment after construction. G. CONSTRUCTION PHASE 1. Prepare and attend the preconstruction meeting. 2. Construction submittal review and approval. 3. Construction staking for: i. Sanitary sewer and structures. ii. Sanitary sewer laterals. iii. Storm sewer and structures. iv. Concrete curb and gutter. 4. Construction Review-Utilities: i. Fulltime review of the sanitary sewer construction. 1. Time estimate for construction review is based on an estimate of 150 feet of installation per day and three (3) sanitary sewer lateral installations per day. ii. Fulltime review of storm sewer. 5. Construction review of road, including sidewalk, C&G, and Pavement. i. Fulltime review when the Contractor is pouring the concrete for: 1. Sidewalk. 2. Curb and gutter. ii. Fulltime review of the existing pavement removals and saw cutting. iii. Fulltime review of proof rolling and undercutting operations iv. Fulltime review of paving and compaction operations. Page 4 of 9 Pages (Attachment 1 - Task Order Form) 09/12/19 Ruekert & Mielke, Inc. ~Columbus City 8117-00000 Miscellaneous Project Files > 219 Misc Engineering > Task Orders > Task Order 2019-06 2020 Street Reconstruction > Draft-Task Order 2019-06-2020 Columbus Street Reconstruction~  TASK ORDER 2019-06 2020 Columbus Street Reconstruction 6. Pay request review and recommendation as required. 7. Change orders preparation as required. 8. Weekly onsite progress meetings. 9. Technical support and administration. i. Meeting with residents and project support as directed by the City Administrator. 10. Substantial Completion Inspection. i. Issue of the substantial completion certificate. 11. Develop and review the punch list. i. Coordination with contractor. 12. Final completion inspection. 13. Project closeout documentation. 14. Provide FieldAlly working drawings and inspection reports. H. Update GIS with record drawing information for the storm and sanitary sewers. 3. City’s Responsibilities City shall have those responsibilities set forth in Section II of Agreement, subject to the following: A. Confirm their attendance prior to meetings. B. Attend utility coordination meetings. C. Attend plan review meetings. D. Provide the existing utility map of information. E. Provide timely review of plans. F. Payment of all required permitting fees. 4. Items Excluded A. The following items are excluded from the Scope of Services: i. Permit fees. ii. Flow monitoring of sewer. Page 5 of 9 Pages (Attachment 1 - Task Order Form) 09/12/19 Ruekert & Mielke, Inc. ~Columbus City 8117-00000 Miscellaneous Project Files > 219 Misc Engineering > Task Orders > Task Order 2019-06 2020 Street Reconstruction > Draft-Task Order 2019-06-2020 Columbus Street Reconstruction~  TASK ORDER 2019-06 2020 Columbus Street Reconstruction iii. Easement creation and/or survey staking. iv. Title report required to create the legal documents. v. Utility modeling. vi. Environmental, archeological, or historical research. vii. Follow up site visits, meetings, and certifications. viii. Wetland Delineation. ix. Contaminated site investigations, coordination, and/or remediation design. x. Historical, environmental, or archeological investigations, coordination, and/or mitigation. xi. Alternatives analysis. xii. Environmental impact statements or site assessments. xiii. Title searches. xiv. Record drawings. xv. Boundary survey or property survey. xvi. Real estate appraisal/acquisition. xvii. Easement preparation outside of proposed CSM. xviii. Permitting unless specifically presented. xix. Public hearings unless specifically presented. xx. Any grant application completion or administration related to this project. 5. Times for Rendering Services A. Schedules are subject to change due to activities beyond the control of R/M. In general, the tentative schedule is as follows: Authorization/Task Order 10/17/2019 Field Survey 10/17/2019 – 10/21/2019 Public Information Meeting #1 10/23/2019 Preliminary Design 10/17/2019 – 11/15/2019 Columbus Water & Light Staff Review 11/15/2019 – 11/22/2019 Page 6 of 9 Pages (Attachment 1 - Task Order Form) 09/12/19 Ruekert & Mielke, Inc. ~Columbus City 8117-00000 Miscellaneous Project Files > 219 Misc Engineering > Task Orders > Task Order 2019-06 2020 Street Reconstruction > Draft-Task Order 2019-06-2020 Columbus Street Reconstruction~  TASK ORDER 2019-06 2020 Columbus Street Reconstruction Final Design 11/23/2019 – 1/3/2020 Public Information Meeting #2 12/3/2019 Public Information Meeting #3 1/8/2020 Advertisement for Bid 1/15/2020 & 1/22/2020 Bid Opening 2/5/2020 COW Approval 2/18/2020 Council Approval 3/3/2020 Start Construction 5/4/2020 Substantial Completion 8/4/2020 Final Completion 8/24/2020 Project Closeout 9/1/2020 6. Payments to R/M The fee for this project is broken down for budget purposes. The total fee for all services has been divided between: CW&L for water related infrastructure (18.5%); Sewer Utility for sanitary sewer related infrastructure (12.3%); and the City for storm sewer and roadway improvements (69.2%). Percentages were determined based on percent of estimated construction values. CW&L will have a separate task order presented for approval by the CW&L commission which will cover those related services. A. City shall pay R/M for services rendered as follows: a. Design Fee Category of Services Compensation Method Estimate of Compensation for Services Data Collection Standard Hourly Rates $15,307 Geotech Borings Standard Hourly Rates $4,075 Design Standard Hourly Rates $45,288 Bidding Standard Hourly Rates $4,870 Permitting Standard Hourly Rates $4,018 Meetings Standard Hourly Rates $4,171 Special Assessment Standard Hourly Rates $4,150 Total Design Project Fee $81,879 Fee Breakdown by Portion Sanitary Utility $11,731 City Street & Storm $70,148 Page 7 of 9 Pages (Attachment 1 - Task Order Form) 09/12/19 Ruekert & Mielke, Inc. ~Columbus City 8117-00000 Miscellaneous Project Files > 219 Misc Engineering > Task Orders > Task Order 2019-06 2020 Street Reconstruction > Draft-Task Order 2019-06-2020 Columbus Street Reconstruction 1~  TASK ORDER 2019-06 2020 Columbus Street Reconstruction b. Construction Fee Category of Services Compensation Method Estimate of Compensation for Services Construction Administration Standard Hourly Rates $11,352 Construction Staking Standard Hourly Rates $15,250 Construction Observation Standard Hourly Rates $70,345 Updating GIS Standard Hourly Rates $750 Total Construction Project Fee $97,697 Fee Breakdown by Portion Sanitary Utility $32,868 City Street & Storm $64,829 B. Detailed breakdown of hours is attached as Exhibit B. C. The terms of payment are set forth in Section III and Exhibit A of the Agreement. D. Terms and Conditions: Execution of this Task Order by City and R/M shall make it subject to the Terms and Conditions of the Agreement (as modified above), which Agreement is incorporated by this reference. R/M is authorized to begin performance upon its receipt of a copy of this Task Order signed by City. Page 8 of 9 Pages (Attachment 1 - Task Order Form) 09/12/19 Ruekert & Mielke, Inc. ~Columbus City 8117-00000 Miscellaneous Project Files > 219 Misc Engineering > Task Orders > Task Order 2019-06 2020 Street Reconstruction > Draft-Task Order 2019-06-2020 Columbus Street Reconstruction 1~  TASK ORDER 2019-06 2020 Columbus Street Reconstruction The Effective Date of this Task Order is October 1, 2019. City of Columbus: Ruekert and Mielke, Inc.: By: By: Name: Name: Jason P. Lietha, P.E. Title: Title: Vice President / Office Manager DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Patrick Vander Sanden Name: Jason P. Lietha, P.E. Title: City Administrator Title: Vice President / Office Manager Address: 105 North Dickason Blvd. Address: 4001 Nakoosa Trail Suite 200 Columbus WI 53925 Madison WI 53714-1380 E-Mail pvandersanden@columbuswi.us E-Mail jlietha@ruekert-mielke.com Address: Address: Phone: 920.623.5900 Phone: 608.819.2600 Fax: Fax: Page 9 of 9 Pages (Attachment 1 - Task Order Form) 09/12/19 Ruekert & Mielke, Inc. ~Columbus City 8117-00000 Miscellaneous Project Files > 219 Misc Engineering > Task Orders > Task Order 2019-06 2020 Street Reconstruction > Draft-Task Order 2019-06-2020 Columbus Street Reconstruction~ 2019 Columbus Wisconsin Standard Rates Exhibit A RUEKERT & MIELKE, INC. STANDARD HOURLY RATES STANDARD HOURLY RATES ENGINEERING SERVICES SCADA SERVICES Engineer 8 191.00 Senior SCADA Analyst $175.00 Engineer 7 181.00 City Engineer 7 176.00 SURVEYING SERVICES City Engineer 7 (Meeting Rate) 87.00 Professional Land Surveyor 134.00 Engineer 6 164.00 Crew Chief / Surveyor 122.00 Engineer 5 155.00 Surveying Technician 89.00 Engineer 4 147.00 Engineer 3 124.00 CONSTRUCTION REVIEW SERVICES Engineer 2 118.00 Construction Review Manager 130.00 Engineer 1 101.00 Senior Construction Review Technician 102.00 Senior Engineer Technician 139.00 Construction Review Technician 2 89.00 Engineer Technician 3 117.00 Construction Review Technician 1 75.00 Engineer Technician 2 105.00 Engineer Technician 1 95.00 ADMINISTRATIVE SERVICES Environmental Coordinator 145.00 Certified Public Accountant (Company CFO) 181.00 Project Assistant 75.00 Administrative Assistant 75.00 MISCELLANEOUS MILEAGE MUNICIPAL ECONOMICS & For Engineers and Technicians .58/mile PLANNING SERVICES For Construction Review Technicians .62/mile Senior Economic Consultant 189.00 For Survey Crews .79/mile Economic Consultant 2 134.00 Economic Consultant 3 145.00 IT/GIS TECHNICIAN SERVICES Asset Management Consultant 177.00 Print reproductions .50/sq. foot IT/GIS Analyst 4 161.00 Color copies .40/page IT/GIS Analyst 2 133.00 B&W copies .15/page IT/GIS Analyst 1 118.00 Color plots 2.50/sq. foot IT/GIS Technician 2 105.00 Scanning .50/scan IT/GIS Technician 1 95.00 Flow Probe 125.00/day GPS equipment 125.00/day ATV fee 125.00/day Robotics equipment 125.00/day Road Tube Traffic Counter – day 50.00/day Road Tube Traffic Counter – week 150.00/week Turning Movement Traffic Counter 10.00/day Note: Overtime rates will be 120% of standard rate for construction review services. 01/10/19 ~Columbus City 8117-00000 Miscellaneous Project Files > 218 Misc Engineering > Task Orders > Exhibit A - Ruekert and Mielke 2019 Rates For Columbus.doc~ EXHIBIT B - MANHOUR ESTIMATE PROFESSIONAL FEE ESTIMATE CLIENT: Columbus PROJECT: 2020 Street Reconstruction 12-Sep-2019 CATEGORY OF PERSONNEL TASK ORDER: 2018-06 PREPARED BY: JPL SCOPE OF SERVICES $186 $169 $181 $160 $151 $128 $122 $104 $143 $108 $98 $77 $138 $126 $92 $105 $92 TOTAL TOTAL E7 E6 CITY E5 E4 E3 E2 E1 SENIOR T2 T1 ADMIN RLS S2 SURVEY SENIOR LABOR PM PM ENG ENG ENG ENG ENG ENG TECH TECH TECH ASSIST SUR Crew Chief TECH CRT CRT2 HRS COST CONSTRUCTION FEES 1115 $132,144 PHASE 7 - CONSTRUCTION ADMINISTRATION $128,063 Draft Pre-Construction Agenda/Meeting Minutes 1 0.5 1.5 $167.67 Contract Coordination with Contractor and Client 0.5 2 2.5 $346.22 Attend Pre-Construction Meeting 1 1 $186.28 Submittal Review 4 4 $506.16 Construction Staking 2 6 80 80 168 $19,297.60 Construction Review-Utilities (Assume 13 Weeks) 650 650 $71,539.00 Construction Review-Road Incl. Sidewalk, C&G, Pavement (Assume 4 Weeks) 200 200 $22,012.00 Pay Request Review and Recommendation (Assume 4 Requests) 3 6 0.5 6 15.5 $2,019.57 Change Orders (Assume 2 Change Orders) 1 2 0.5 4 7.5 $920.73 Weekly Onsite Progress Meetings (Assume 16 Meetings) 16 8 24 $3,860.96 Technical Support and Administration 4 8 12 $1,757.44 Substantial Completion Inspection 4 2 4 10 $1,438.44 Develop Punchlist/Review Punchlist 2 2 4 $473.20 Final Completion Inspection 2 1 3 $499.10 Update Sanitary Sewer, water and Storm sewer in GIS; attach asbuilts 0 $1,500.00 Project Closeout Documentation 2 4 6 12 $1,539.08 TOTAL HOURS 0 0 33.5 0 0 0 34 0 0 0 0 1.5 6 80 80 880 0 1115 DESIGN REIMBURSABLE $4,081 HALF SIZE PLAN REPRODUCTION (BASED ON 11"X17" SHEET) SETS SHEETS/SET 0 SQUARE FEET/SET 0.3 PER SQUARE FOOT $0.00 FULL SIZE PLAN REPRODUCTION (BASED ON 22"X34" SHEET) SETS SHEETS/SET 0 SQUARE FEET/SET 0.3 PER SQUARE FOOT $0.00 MILEAGE - ENGINEERS 4200 MILEAGE 0.58 PER MILE $2,436.00 MILEAGE - SURVEY 500 MILEAGE 0.79 PER MILE $395.00 SURVEY EQUIPMENT - GPS 0 DAYS 125 PER DAY $0.00 SURVEY EQUIPMENT - ROBOT 10 DAYS 125 PER DAY $1,250.00 SOIL BORINGS SUBCONSULTANT Lump Sum TOTAL (A) Total (Phase 7): $132,144 City of Columbus Cost Share (69.2%+actual): $64,829 City of Columbus Share Columbus Water & Light Cost Share (18.5%+acutal): $34,447 CW&L Share City of Columbus Sanitary Sewer Share (12.3%+actual): $32,868 Columbus Sanitary Sewer Utility Share Actual costs for Sewer and Water, storm and roadway include inspection and staking hours allocated for each respectively EXHIBIT B - MANHOUR ESTIMATE PROFESSIONAL FEE ESTIMATE CLIENT: Columbus PROJECT: 2020 Street Reconstruction 12-Sep-2019 CATEGORY OF PERSONNEL TASK ORDER: 2019-06 PREPARED BY: JPL SCOPE OF SERVICES $181 $164 $176 $155 $147 $124 $118 $101 $139 $105 $95 $75 $134 $122 $89 $102 $89 TOTAL TOTAL E7 E6 CITY E5 E4 E3 E2 E1 SENIOR T2 T1 ADMIN RLS S2 SURVEY SENIOR LABOR PM PM ENG ENG ENG ENG ENG ENG TECH TECH TECH ASSIST SUR Crew Chief TECH CRT CRT2 HRS COST DESIGN FEES 821 $99,522 PHASE 1 - DATA COLLECTION $18,782 Utility Coordination (Includes Dig Request) 2 2 $268.00 Soil Boring Coordination 1 1 $118.00 Topograghic Survey (Includes setup and control, property corners, borings) 4 2 40 40 86 $9,264.00 Plat and Survey Research 4 4 $536.00 Survey Data Download, Quality Control, and Preparation for Design 2 2 8 12 $1,538.00 Build Surface Model, Create Pipe Networks, and Setup Drawings 40 1 4 45 $4,422.00 Analyze Survey Data and Cadastral Mapping 10 10 $1,340.00 Engineering Field Check & measuredowns 2 8 10 $1,296.00 TOTAL HOURS 0 0 2 0 6 0 11 0 0 0 40 0 19 52 40 0 0 170 PHASE 2 - PLAN DESIGN $53,826 Project Administration 16 8 24 $3,760.00 Design and Prepare Roadway & Storm Sewer Plan and Profiles (Assume 7 Sheets) 4 24 4 60 92 $9,792.00 Design and Prepare Water & Sanitary Sewer Plan and Profiles (Assume 7 Sheets) 4 4 24 4 60 96 $10,412.00 Design and Prepare Erosion Control Drawings and Notes (Assume 7 Sheets) 2 16 2 24 44 $4,798.00 Prepare Cross Sections (Assume 16 Sheets) 4 36 2 60 102 $10,930.00 Intersection Design and Prepare Intersection Drawings (Assume 5 Intersections) 2 15 16 33 $3,642.00 Prepare Cover, Project Overview, Typical Sections, and Details (Assume 6 Sheets) 1 6 8 15 $1,644.00 Quantities and Opinion of Probable Construction Cost 2 4 8 14 $1,584.00 Stormwater/Drainage Analysis and Design Report 2 4 8 14 $1,584.00 Prepare Pavement Analysis and Design Report 1 4 5 $648.00 QA/QC 16 4 20 $3,328.00 Specifications - Legal and Procedural 8 8 4 20 $2,556.00 Specifications - Technical 8 2 8 4 22 $2,908.00 TOTAL HOURS 0 32 44 4 0 0 157 0 12 0 244 8 0 0 0 0 0 501 PHASE 3 - BIDDING1 $5,975 General Coordination with Client 4 4 $724.00 General Coordination with Potential Bidders 4 8 12 $1,708.00 Addenda Preparation 0 $0.00 Drawing modifications 2 4 4 1 11 $1,334.00 Specification Modifications 2 4 1 7 $934.00 Attend Bid Opening 1 1 $181.00 Review Bids and Prepare Bid Tabulation 2 2 $362.00 Make Formal Award Recommendation to Client 1 1 2 $203.00 Issue Notice of Award to Contractor 1 1 2 $203.00 Review Contractor info. (insurance, agreement, bonding, etc.) 1 1 $123.00 Issue Notice to Proceed 1 1 2 $203.00 TOTAL HOURS 0 0 15 0 0 0 20 0 0 0 4 5 0 0 0 0 0 44 PHASE 4 - PERMITS $4,930 Wetland Determiniation 1 1 $118.00 Provide and summarize Water Model updates for permit 1 1 $118.00 Endangered Resources Review (ER) 2 2 $236.00 Sanitary Sewer Extension 2 8 2 12 $1,486.00 Stormwater - Construction (WRAPP) 2 8 2 12 $1,486.00 Water Main Extension 2 8 2 12 $1,486.00 TOTAL HOURS 0 0 6 0 0 0 28 0 0 0 6 0 0 0 0 0 0 40 PHASE 5 - MEETINGS $5,118 Utility Coordination Meetings (Assume 3 Meetings; Storm, Sanitary and Water Utility) 6 6 $708.00 Plan Review Meetings (30%, 60%, 90%) 6 6 12 $1,764.00 0 $0.00 Public Information Exchange Meeting (Assume 3 Meetings) 9 9 18 $2,646.00 TOTAL HOURS 0 0 15 0 0 0 21 0 0 0 0 0 0 0 0 0 0 36 PHASE 6 - SPECIAL ASSESSMENT $4,150 Obtain surveys and CSMs 2 8 10 $1,296.00 Prepare Draft Assessment Report (Includes spreadsheet and exhibit) 2 4 6 $824.00 Attend Public Hearing 2 2 $352.00 Finalize Proposed Assessment Prior to Construction 2 4 6 $824.00 Prepare Final Assessment After Construction1 2 4 6 $854.00 TOTAL HOURS 0 0 10 0 0 0 20 0 0 0 0 0 0 0 0 0 0 30 DESIGN REIMBURSABLE $6,741 HALF SIZE PLAN REPRODUCTION (BASED ON 11"X17" SHEET) 15 SETS 40 SHEETS/SET 52 SQUARE FEET/SET 0.3 PER SQUARE FOOT $234.00 FULL SIZE PLAN REPRODUCTION (BASED ON 22"X34" SHEET) SETS SHEETS/SET 0 SQUARE FEET/SET 0.3 PER SQUARE FOOT $0.00 MILEAGE - ENGINEERS 600 MILEAGE 0.58 PER MILE $348.00 Columbus City 8117-00000 Miscellaneous Project Files > 215 Misc Engineering > Task Orders > Task Order 2015-09 2016 Street Reconstruction Design Construction > Task Order 2019-06 Manhour Estimate.xls Ruekert Mielke, Inc. MILEAGE - SURVEY 360 MILEAGE 0.79 PER MILE $284.40 DRONE 0.5 DAYS 500 PER DAY $250.00 SURVEY EQUIPMENT - GPS 1 DAYS 125 PER DAY $125.00 SURVEY EQUIPMENT - ROBOT 4 DAYS 125 PER DAY $500.00 SOIL BORINGS SUBCONSULTANT 1 Lump Sum $5,000.00 A B TOTAL (A+B) Total (Minus Phase 6-Assessments): $95,372 Phase 6 Assessment Total: $4,150 $99,522 City of Columbus Cost Share (69.2%): $65,998 City of Columbus Cost Share (100%): $4,150 $70,148 City of Columbus Share Columbus Water & Light Cost Share (18.5%): $17,644 Columbus Water & Light Cost Share (0%): $0 $17,644 CW&L Share City of Columbus Sanitary Sewer Share (12.3%): $11,731 City of Columbus Sanitary Sewer Share (0%): $0 $11,731 Columbus Sanitary Sewer Utility Share Columbus City 8117-00000 Miscellaneous Project Files > 215 Misc Engineering > Task Orders > Task Order 2015-09 2016 Street Reconstruction Design Construction > Task Order 2019-06 Manhour Estimate.xls Ruekert Mielke, Inc.  City of Columbus - 2020 Hibbard Street City Of Columbus Exhibit C - Water main replacement area 105 N Dickason Blvd Columbus, WI 53925 DISCLAIMER: 920-623-5900 This map is not a survey of the actual boundary of any property this map depicts. The City of Columbus does not guarantee the accuracy of the material contained here 2,911.61 in and is not responsible for any misuse or misrepresentation of this information or its SCALE: 1 = 243' Print Date: 9/11/2019 derivatives.  RESOLUTION NO. 09-19 RESOLUTION DESIGNATING OFFICIALS AUTHORIZED TO DECLARE OFFICIAL INTENT UNDER REIMBURSEMENT BOND REGULATIONS – 2020 WHEREAS, the Department of the Treasury has issued final regulations (Treas. Reg. Section 1.150-2) (the "Reimbursement Bond Regulations") that, for the purpose of determining whether interest on certain obligations of a state or local government is excluded from gross income for federal income tax purposes, permit the use of the proceeds of tax-exempt obligations to reimburse capital expenditures made prior to the date such obligations are issued only if the state or local government, within 60 days of the date of expenditure, declares its official intent to reimburse the expenditure with proceeds of a borrowing; WHEREAS, the Reimbursement Bond Regulations require that if a current expenditure is to be permanently financed by a later issue of tax-exempt obligations a state or local government must declare its intention to reimburse itself for the expenditure from proceeds of a borrowing within 60 days from when the expenditure is made (the "Declaration of Official Intent"); WHEREAS, the Reimbursement Bond Regulations permit a state or local government to designate an official or employee to make Declarations of Official Intent on its behalf; WHEREAS, the City Council (the "Governing Body") of the City of Columbus (the "Issuer") deems it to be necessary, desirable and in the best interest of the Issuer to authorize an official (or officials) or employee (or employees) of the Issuer to make a Declaration of Official Intent on its behalf when the Issuer reasonably expects to reimburse itself from the proceeds of a borrowing for certain expenditures for a specific property, project or program which it pays from other funds prior to the receipt of the proceeds of the borrowing with respect to such expenditures; WHEREAS, the Governing Body hereby finds and determines that designating an official (or officials) or employee (or employees) with the authority to make Declarations of Official Intent will facilitate compliance with the Reimbursement Bond Regulations. NOW, THEREFORE, BE IT RESOLVED by the Governing Body of the Issuer, pursuant to Treas. Reg. Section 1.150-2(e)(1), that: Section 1. Authorization to Declare Official Intent. The following officials or employees of the Issuer are hereby authorized and designated to make Declarations of Official Intent pursuant to the above-referenced Reimbursement Bond Regulations: Administrator Patrick Vander Sanden Finance Director/Treasurer Kim Manley City Clerk Patricia Goebel  Section 2. Form of Declaration. Any such Declaration of Official Intent shall be made in substantially the form attached hereto. Section 3. Public Availability. Any Declaration of Official Intent shall be maintained in the files of the Issuer and shall be made available for public inspection in compliance with applicable State law governing the availability of records of official acts of the Governing Body including Subchapter II of Chapter 19, Wisconsin Statutes (the "Public Records Law"). Section 4. Further Authorizations. The officials or employees authorized and designated above are each hereby further authorized to take such other actions as may be necessary or desirable to comply or evidence compliance with the Reimbursement Bond Regulations. Section 5. Effective Date. This Resolution shall take effect immediately upon its adoption and approval. Adopted, recorded and approved this _____ day of ___________________, 20__. ____________________________________ Michael Thom, Mayor ATTEST: ________________________________ Patricia Goebel, Clerk  DECLARATION OF OFFICIAL INTENT This is a Declaration of Official Intent of the CITY OF COLUMBUS (the "Issuer") to reimburse an expenditure with proceeds of a borrowing or borrowings authorized by the Issuer. This Declaration is made under and pursuant to Treas. Reg. Section 1.150-2. The undersigned has been designated as an official or employee authorized by the Issuer to make this Declaration of Official Intent pursuant to a Resolution adopted on ______________, 20__. This Declaration of Official Intent is a public record maintained in the files of the Issuer and is available for public inspection pursuant to Subchapter II of Chapter 19, Wisconsin Statutes. The undersigned hereby declares that it is the reasonable expectation of the Issuer to use proceeds of a borrowing or borrowings to be incurred by the Issuer to reimburse expenditures for the property, project or program or from the fund(s)/account(s) described below: 1. Project* description: Street reconstruction and/or maintenance, equipment purchases, building improvements, facility upgrades, engineering, document preparation, utility improvements, and other projects associated with the intended 2020 borrowing(s). (Provide a general functional description of the property, project or program for which the expenditure to be reimbursed is paid, e.g. "__ building program", "highway capital improvement program", "hospital equipment acquisition", "combined utility improvement program", etc.) The maximum principal amount of the borrowing or borrowings to be incurred to reimburse expenditures for the above-described purposes is reasonably expected, on the date hereof, to be $225,000. The Issuer intends to reimburse itself from borrowed funds within eighteen (18) months, (3 years if the Issuer is a "small issuer") after the later of (a) the date the expenditure is paid or (b) the date the facility is placed in service, but in no event more than 3 years after the expenditure is paid. No money from sources other than the anticipated borrowing or borrowings is, or is reasonably expected to be, reserved, allocated on a long-term basis, or otherwise set aside by the Issuer with respect to the expenditure, pursuant to the budgetary and financial circumstances of the Issuer as of the date of this Declaration. Dated this ____ day of ________________, 20__. By: __________________________ Title: _______________________ * Each of the expenditures described must be one of the following: a capital expenditure (i.e. any cost which is properly chargeable to a capital account or would be so chargeable with a proper election), a cost of issuance for a bond, an expenditure relating to certain extraordinary working capital items, a grant, a qualified student loan, a qualified mortgage loan, or a qualified veterans’ mortgage loan.  2019 AGENDA ITEM Committee of the Whole Meeting date: __September 17, 2019 ______ Council Meeting date: ____TBD_____ ITEM: _Robbins Road Dead End DETAILED DESCRIPTION OF SUBJECT MATTER: Recently, a business owner whose property is located at the corner of Commercial Drive & Robbins Road (Capitol Bee Supply) came forward and expressed concerns about the growing number of vehicles (particularly semi-trucks) that are entering Robbins Road (a dead end street), not knowing there is no official outlet and making turns that intrude on private property. Often, student drivers from the Diesel Driving School in Sun Prairie have driven trucks into the area causing these issues. I have brought the topic to City staff to review the issue for possible solutions. The quick and hopefully easy answer is to appeal to the Diesel Driving School to have their students avoid that area. I have reached out to the school and was told by school representatives that their trucks were not ever directed to drive in this area and they will be directed to not do so in the future. The other action is to place a Dead End sign at the entrance of Robbins Road at Commercial Drive. I have included two aerial maps showing this area. The maps show the additional issue for Capitol Bee Supply in that they have access to both Robbins Road and Commercial Drive – which invites semi-trucks or other vehicles needing to turn around to use his parking lot to accomplish it. Mr. Schneider has also advocated a possible additional sign that would be placed at Robbins and Commercial to direct traffic to keep going and not turn up Robbins, where the problems are occurring. The item is on the COW agenda for review and discussion with possible action to add signage to the intersection. UPDATE: Staff further reviewed this issue and would recommend the Council approve the attached signage to address the issue. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Aerial Photos of the area in question ACTION REQUESTED OF COUNCIL: Discuss potential solutions. SUGGESTED SIGNAGE FOR ROBBINS ROAD/COMMERCIAL DRIVE  CITY OF COLUMBUS FOR MEETING OF: Regular Meeting of the City Council REQUEST FROM/DEPARTMENT: N/A AGENDA ITEM/REQUEST: Consider and take action on 2020 Employee Health Insurance Plans. *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: Directive to staff after the September 17 th Committee was to provide another comparison for employee contribution of: Option #1: 88% / 12% - High Deductible Plan 85%/15% - Traditional Plan Option #1 88% /12% - High Deductible Plan 80% / 20% - Traditional Plan PREVIOUS ACTION TAKEN {IF APPLICABLE): Initial review was September 17 th Committee of the Whole on September 17 th the Committee reviewed the proposed changes in premium being 1.9% for 2020 with Dean Health and by consensus moved forward to the regular meeting staying with Dean Health Insurance and using both the High Deductible plan with the $2,000 Family / $1,000 single contribution toward deductible and to also continue to offer the Traditional plan. FINANCIAL: For 2020 premiums the City will see a minimal increase in the premiums due to the favorable 1.9% increase over 2019 premiums. Monthly premium increases will range from $12.38 for a Single ($148.56 annually) to $40.86 for a Family ($490.32 annually) Traditional Plan and from $10.21 ($122.52 annually) for Single to $33.69 ($404.28 annually) for a Family HDHP plan. ACTION REQUESTED: Approve an employer/employee contribution rate for 2020 so that staff can begin to set up the employee informational meetings and open enrollment can begin. And so that the 2020 budget can be updated to reflect the method chosen by Council.  2019 AGENDA ITEM COMMON COUNCIL MEETING Meeting date: 10/1/2019 Recommended for Approval: New Operator License for the licensing period 7/1/19 – 6/30/21: • Sofia D. Sarne