City Council Meeting Packets

COLUMBUS COMMON COUNCIL – REGULAR MEETING TUESDAY, MAY 5, 2020 – 6:30 PM COLUMBUS CITY HALL AGENDA Video Conference Address: https://us02web.zoom.us/j/86724180212?pwd=bmFuZ3BWMFJzUGxyd2RtSzRMdTN4Zz09 Meeting ID: 867 2418 0212 Password: 379629 OR Phone Conference Phone Number: 312-626-6799 Meeting ID: 867 2418 0212 Password: 379629 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 – 4/21/20 2. Applications for Operator Licenses, term 07/01/19 – 06/30/21 New Business 1. Consider & take action on Finance Director job description & Hiring Plan 2. Consider & take action on Task Order #2020-05 WWTF Influent Pump Replacement 3. Consider & take action on Task Order #2020-06 Westside Lift Station Generator 4. Consider & take action on field use agreement for Columbus Baseball Organization (CBO) 5. Consider & take action on field use agreement for Columbus Softball Association (CSA) 6. Consider & take action on Noxious Weed/Grass/Shrubbery services contract 7. Consider & take action on claims in the amount of $ 357,673.68 8. Report of City Officers – City Administrator, Mayor Adjourn  COLUMBUS COMMON COUNCIL – REGULAR MEETING MINUTES TUESDAY, APRIL 21, 2020 – 6:30 PM COLUMBUS CITY HALL 1. Roll Call: Council meeting was called to order at 6:31 pm by Mayor Thom. Present: Mayor Thom, Alders Gray (via teleconference), Johnson, McCabe, Pyfferoen, Reid, Ryan; City Administrator Ellefson, City Clerk Goebel, City Staff (via teleconference), 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 Pyfferoen, second by Reid to approve. Carried voice vote. 5. Correspondence & Communications o Due to the COVID-19 health crisis, City staff need to minimize attendance at the Council meeting in City Hall per Governor Evers' Directive. Citizens wishing to make public comment at the meeting, please call 312-626-6799 by 6:15 pm. All comments are limited to 3 minutes in length. No public comment Consent Agenda: Motion by Ryan, second by Johnson to approve consent agenda. Carried voice vote. Council & Committee of the Whole Minutes – 4/6/20 New Business 1. Take Nominations and Elect a City Council President: Johnson nominated Katie Ryan for Council President. No other nominations. Motion by Johnson, second by Reid to approve the nomination. Roll call vote unanimous. Ryan accepted the position. 2. Consider & take action on Mayoral Appointments of Alderpersons to City Boards, Committees, Commissions: Motion by Ryan, second by McCabe to approve appointments of Alderperson to City Boards, Committees, Commissions with several changes: Exchange McCabe for Pyfferoen in CDA; added Pyfferoen to Ordinance Review ad hoc. Carried voice vote. 3. Resolution 7-20 "Resolution Providing For The Sale of Approximately $1,135,000 Sewerage System Revenue Bonds, Series 2020A": Motion by Pyfferoen, second by Ryan to approve Resolution #7-20 Resolution Providing For The Sale of Approximately $1,135,000 Sewerage System Revenue Bonds, Series 2020A. Roll call vote unanimous. 4. Consider & take action on Enerpac donation of playground structures for Warner Street Park: Motion by Reid, second by Gray to approve the donation. Carried voice vote. 5. Consider & take action to suspend the rules to consider Agenda Item #6: Motion by Johnson, second by Gray to suspend the rules for immediate consideration of Agenda Item #6. Carried voice vote. 6. Consider & take action on approval of city employee holding non-city public office (section IX.D of the Personnel Handbook): Motion by Gray, second by Reid to approve city employee holding non-city public office. Carried voice vote. 7. Consider & take action on claims in the amount of $ 292,876.96: Motion by McCabe, second by Ryan to approve claims in the amount of $292,876.96. Roll call vote unanimous. Alder Ed Johnson announced his resignation as District 3 Alderperson due to job change and relocation. Johnson stated he really liked his position, and citizens of Columbus should be proud of the quality department heads and staff and he had the distinct pleasure of working on council and is very sad to leave. 8. Report of City Officers – City Administrator: The Governor has extended the Stay At Home order until May 25 so City Hall will continue to be closed to the public. The City has contracted with Clifton Larson for a temporary CPA to fill Finance Director Kim Manley's position after her retirement; new street sweeper is being used; County has started the 2nd Ward Creek project by the deer pen, expect to finish up next week. Page 2 – Common Council – 4/21/20 Mayor: Kim Manley, Finance Director, last day is May 1. She has been with the City for 9 years. Thank you for all your hard work. Name the new park/natural space contest continues until April 30. Go to link on City website to submit your idea; Election results from April 7: total ballots cast 1895, of those, 1463 were absentee; 61% of registered voters cast a ballot and 77% of registered voters cast an absentee ballot; citizen appointments are coming up, please consider joining a city committee, commission, or board – contact the Mayor if interested; information on the new firetruck is also on the city’s website; Adjourn: Motion by Ryan, second by Pyfferoen to adjourn at 7:04 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE MINUTES TUESDAY, APRIL 21, 2020 – 6:45 PM COLUMBUS CITY HALL 1. Roll Call: The meeting was called to order at 7:08 pm by Council President Ryan. Present: Council President Ryan, Alders Gray (via teleconference), Johnson, McCabe, Pyfferoen, Reid, Thom; City Administrator Ellefson, City Clerk Goebel, City Staff (via teleconference), interested citizens, and the media. 2. Notice of Open Meeting: Noted as posted. 3. Approve Agenda: Motion by Pyfferoen, second by Thom to approve. Carried voice vote. 4. Citizen Comments o Due to the COVID-19 health crisis, City staff need to minimize attendance at the Council meeting in City Hall per Governor Evers' Directive. Citizens wishing to make public comment at the meeting, please call 312-626-6799 by 6:15 pm. All comments are limited to 3 minutes in length. No public comment. 5. Department Reports: Placed on file: Police Report – March 2020, DPW Report – March 2020, Treasurer's Report – March 2020, Fire Dept. Report – March 2020, Media Coordinator Report – March 2020 6. Consider & discuss Finance Director job description: Minor edits. Forward to May 5 Regular meeting. 7. Consider & discuss Task Order #2020-05 WWTF Influent Pump Replacement: Forward to May 5 Regular meeting. 8. Consider & discuss Task Order #2020-06 Westside Lift Station Generator: Forward to May 5 Regular meeting. 9. Consider & discuss financing options for Hibbard Street reconstruction project: Return to May 5 COW. 10. Consider & discuss field use agreement for Columbus Baseball Organization (CBO): Minor edits. Forward to May 5 Regular meeting. 11. Consider & discuss field use agreement for Columbus Softball Association (CSA): Minor edits. Forward to May 5 Regular meeting. 12. Consider and discuss Noxious Weed/Grass/Shrubbery services contract: Forward to May 5 Regular meeting. 13. Review alcohol licensing renewal process: Discussion on fees, inspections, timeline. Return to May 5 COW. 14. Convene to closed session per § 19.85(1)(c) to consider employment, promotion, compensation, or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility, specifically Finance Director salary: Motion by Thom, second by Pyfferoen to convene to closed session at 8:28pm. Roll call vote unanimous. 15. Reconvene to open session: Motion by Pyfferoen, second by McCabe to reconvene to open session at 9:07 pm. Carried voice vote. 16. Convene to closed session per § 19.85(1)(g) to confer with legal counsel for the governmental body who is rendering oral or written advice concerning strategy to be adopted by the body with respect to litigation in which it is or is likely to become involved: Motion by Pyfferoen, second by McCabe to convene to closed session at 9.09 pm. Roll call vote unanimous. 17. Reconvene to open session: Motion by Pyfferoen, second by Johnson to reconvene to open session at 9:57 pm. Carried voice vote. Adjourn: Motion by Johnson, second by Gray to adjourn at 9:57 pm. Carried voice vote. Submitted by Pat Goebel, City Clerk  2019 AGENDA ITEM Committee of the Whole Meeting date: _ _ ____ ______ Council Meeting date: _____May 5th, 2020__________ ITEM: _____New Operator Licenses for licensing period 7/1/19 – 6/30/21__ DETAILED DESCRIPTION OF SUBJECT MATTER: Recommend approval for new operator licenses: • Jeffrey I. Grotjahn LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Recommend approval for new operator license(s)  2020 AGENDA ITEM Committee of the Whole Meeting date: ___April 21, 2020______________ Council Meeting date: __May 5, 2020 ___________ ITEM: _Finance Director Job Description & Hiring Plan________ DETAILED DESCRIPTION OF SUBJECT MATTER: Finance Director job description was revised following the reorganization of the City Administrator/Treasurer/Finance Director positions. The previous Finance Director retired on May 1st, 2020 so the position is now vacant. An interim person is in place until a permanent hire is found. Upon approval of the job description we are ready to move forward with our recruitment plan to fill this position. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Finance Director Job Description Recruitment Plan ACTION REQUESTED OF COUNCIL: Approve Finance Director job description and pay range. Position Description Class Title: Finance Director Department: City Administration Location: City Hall FLSA Status: Exempt – Administrative Exemption Wage Range: Salary $55,000 - $67,000 GENERAL STATEMENT OF DUTIES: This is a highly responsible municipal accounting/finance position. This position has considerable independence and acts as the lead position for the City’s general ledger accounting and key accounting processes. This position assists in the preparation of financial reports, audit work papers, and utility accounting. This position plays a key role in the development of the annual budget and financial statements. The Finance Director maintains the City’s fixed asset records, prepares monthly financial reports, and assists with property tax collection. This position works in partnership and close coordination with other City Hall staff and Department Heads. This position also helps to provide service to customers at City Hall and performs other financial tasks as assigned. SUPERVISION: Supervision received: Works under direct supervision of the City Administrator/Treasurer. General day-to-day supervision, administrative direction, and performance evaluation shall be received from the City Administrator/Treasurer, who may consult with the Mayor and Common Council as necessary to provide the employee direction. Supervision exercised: The Finance Director has direct supervisory duties over the Deputy Treasurer. Supervisory responsibilities include annual job performance evaluation, recommending disciplinary action, and cross training of employee for short and long-term vacancies or leave. Final determination of pay increases, disciplinary actions and approvals of leave/vacation shall be made by the City Administrator/Treasurer. Work includes the exercise of discretion and independent judgment with respect to matters of significance. EXAMPLES OF WORK AND ESSENTIAL DUTIES AND RESPONSIBLITIES: Finance: a. Coordinates the daily operation of the City’s financial and data processing procedures, general ledger and journal entries, including; coding and entering certain expense vouchers and receipts, making necessary journal entries, budget adjustments and transfers; reconciling banking and investment statements; and working with financial auditors. b. Prepares and maintains all accounting records, financial, investment, and statistical reports. Prepares and submits all government (state and federal) financial, budget, tax and other required reports. Prepares monthly, quarterly, and annual financial reports for Administrator / Treasurer. 1 c. Performs pre-audit of all invoices for the purpose of ensuring accuracy and appropriateness prior to payment in compliance with city budget, state statutes, and federal guidelines. d. Ensure accurate records and information necessary for annual audit are available to audit staff, and assists in the preparation of management discussion and analysis. e. Assists in the collection and recording of all municipal revenues including taxes, fees and other municipal charges. Responsible for tracking expenditures ensuring the expenditures are consistent with those approved in the municipal budget. Responsible for preparing wire transfers for debt service and tax settlement payments. f. Serves as a liaison with financial institutions, auditors, and City departments and offices regarding finance related issues. g. Serves as an administrator with vendor support of the city’s internal accounting system. h. Serves as a voting member of the Investment Board. Makes recommendations for specific investment of city and utility funds to Board. i. Invests funds held by City and Sewer Utility. j. Acts as financial liaison to the Water & Electric Utilities – recording daily activity, preparing monthly Treasurer’s reports, reconciling bank accounts and monitoring debt obligations. Investing funds as directed. k. Facilitate general obligation or revenue borrowings for the city and utility by working directly with bond consultants and legal counsel. l. Prepare with assistance from engineers and consultants the capital improvement plan for the Sewer Utility. m. Maintain an accurate record of the Sewer Utility number of customers, customer types, fixed charges, cubic feet of usage and annual revenues. n. Analyze cash flows and maintain an accurate replacement fund contribution schedule based on the Sewer Utility Capital Improvement plan and debt coverage schedules. o. Maintain an accurate record of the city’s capital assets; work with department heads to ensure assets are properly recorded as new or disposed of. p. Assists the City Administrator/Treasurer with the annual budget preparation. q. Assists Municipal Court with financial record keeping and other needs as deemed necessary by the Court. r. Serves as the administrator of the City and Court’s online payment service. s. Assist in the development and implementation of internal control procedures, ordinances, and resolutions as needed. t. Responsible for maintaining the property, vehicle, liability, worker compensation, crime, error & omissions insurance information. Allocation of premiums between departments, Funds and Water & Electric Utilities. Invoice outside entities for premiums due. u. Prepare annual debt service schedules, special assessment repayment schedules, and use of funds for City Administrator/Treasurer and Council. v. Assists the Cable Commission with financial record keeping; maintain an accurate record of franchise fee payments for state aid payments due annually. w. Works directly with bond consultant to prepare the annual disclosure statement filed with the Securities & Exchange Commission, Moody’s and other financial institutions. 2  x. Annually prepare Tax Incremental Financing Districts, developer valuation reports, tax revenues and repayment schedules. y. Serves as financial liaison to the Hillside Cemetery Association, Columbus Public Library and Historic Land Preservation Commission in recording financial activity for these non-City held programs. z. Other duties as assigned. DESIRED MINIMUM QUALIFICATIONS: Education and Experience:  Minimum Associates or Bachelor’s degree in the field(s) of Accounting, Finance, Business Administration, Mathematics, Economics or related field of study.  CPA and/or advanced degree preferred.  Minimum of two (2) years of experience in local government, finance, or related field.  A combination of education and extensive accounting experience will be considered.  Working knowledge of computers and electronic data processing equipment/software; modern office practices and procedures; and governmental accounting principles and practices. REQUIRED JOB KNOWLEDGE, SKILLS AND ABILITIES:  Maintain ability to travel throughout the City for meetings and trainings.  Provide effective, truthful, and accurate written and verbal communications to a wide range of employees, management, elected officials and the community using diplomacy and tact.  Maintain, and actively promote, effective working relationships with the Mayor, Common Council, Department Heads, other employees, residents and the general public.  Provide advice appropriate to the position to City employees and management.  Attend seminars, workshops, meetings and training sessions related to duties and responsibilities for professional development.  Knowledge of Generally Accepted Accounting Principles (GAAP); accounting theory and practices  Knowledge of local government financial management including bookkeeping, accounting, and record keeping principles (GASB).  Knowledge of computers, financial management and other software programs; fluency with Microsoft Office products including Word and Excel and networking schematics.  Ability to exercise initiative, think logically, and independent judgment.  Ability to deal with and maintain confidential information.  Organization skills, ability to prioritize workload, and meet deadlines as given.  Maintain a valid driver’s license with the ability to lawfully operate all assigned City vehicles.  Ability to advise and provide interpretation to others on how to apply policies, procedures and standards to specific situations.  Ability to perform complex mathematical computations accurately and quickly. 3   Ability to interpret information in mathematical, written and diagram form, such as statistical reports.  Ability to identify and analyze problems, evaluate alternative solutions and make sound judgments, especially in stressful situations.  Compose, input, and edit a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.  Ability to attend various evening City committee and Council meetings as required. Tools and Equipment Used: Personal computer, local area computer network, word processing and spreadsheet software, website maintenance software, telephone, electric typewriter, copy machine, fax machine, optical scanner, postage meter, and all other equipment required to perform the duties and responsibilities of this position. The statements listed above are intended to describe the general nature and level of duties performed by the person appointed to this position. These duties are essential to the performance of this job. This position description does not state or imply that these statements are the only duties assigned to this position, and the employee appointed to this position will be required to perform any other job-related duties as requested by management. The position description for the City Finance Director does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Received by the City Finance Director on ______________ __, 2020 ___________________________ ________________ Name Date 4  Recruitment Plan: Finance Director Position Status: One regular full-time hourly position, 40 hours a week. Wage: $55,000 - $67,000 depending on experience Benefits: Vacation, Personal Holiday, Sick Leave, Holiday pay, Health insurance, Life insurance, Dental insurance, Vision insurance, and WRS. Employee-paid deferred compensation, AFLAC. Position Description Current? PD approved 05/05/20 (tentative) Advertising Duration: 3 - 4 weeks beginning 5/6/20 Advertising Publications/Locations:  Wisconsin League of Municipalities website (Free)  Wisconsin Job Center (Free)  City Website  City Facebook page  Indeed (Free or paid option)  Glassdoor  Linkedln Applications Due: Wednesday, May 27, 2020 at 11:59 p.m. Selection of Candidates: By Friday, May 29, 2020, by City Administrator, Mayor, Council President Projected Interview Date: Week of June 1, 2020, by City Administrator, HR Administrator, Director of DPW Projected Offer/Approval Date: After acceptable reference check and background check, the City Administrator/Treasurer will offer the position. Projected Start Date: ASAP, or by July 13, 2020  2020 AGENDA ITEM Committee of the Whole Meeting date: ____4/21/2020_______ Council Meeting date: __5/05/2020__ ITEM:_WWTP Influent Pump Replacement DETAILED DESCRIPTION OF SUBJECT MATTER: The purpose of this project is to replace three existing wastewater treatment facility (WWTF) influent pumps with a newer style pump. The new pump will be the dry pit submersible design, with the new pumps offering significant maintenance advantages over the existing line-shaft pumps that have been in place since 1984. They do not require pump shaft joint greasing and shaft alignment that are required for the line-shaft pumps, increasing staff safety and efficiency. Two of the five line-shaft pumps were replaced in the 2011 WWTF upgrade project with the same dry pit submersible pumps proposed in this project. This project is the second stage of the overall influent pump upgrade plan that was created as part of the 2011 project. With the completion of this project, the City will have three modern influent pumps. Two pumps operating together will pump the peak flow rate of sewage through the WWTF for further processing, and the third pump will serve as redundant equipment required by regulation. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: R/M Task Order 2020-05 ACTION REQUESTED OF COUNCIL: Approve Task Order 2020-05  TASK ORDER 2020-05 WWTF Influent Pump Replacement This is Task Order No. 2020-05, consisting of 4 pages. Task Order In accordance with Paragraph 1.1 of the Master Professional Service Agreement between the City of Columbus (City) and Ruekert & Mielke, Inc. (R/M) for Professional Services – Task Order Edition, dated March 19, 2019 ("Agreement"), City and R/M agree as follows: 1. Specific Project Data The purpose of this project is to replace three existing wastewater treatment facility (WWTF) influent pumps with a newer style pump. The new pump will be the dry pit submersible design. This style pump has significant maintenance advantages over the existing line-shaft pumps that have been in place since 1984. They do not require pump shaft joint greasing and shaft alignment that are required for the line-shaft pumps. In addition, operator health and safety are improved as the greasing and alignment maintenance are required to be conducted approximately 10 ft. above the floor. Two of the five line-shaft pumps were replaced in the 2011 WWTF upgrade project with the same dry pit submersible pumps proposed in this project. This project is the second stage of the overall influent pump upgrade plan that was created as part of the 2011 project. With the completion of this project, the City will have three modern influent pumps. Two pumps operating together will pump the peak flow rate of sewage through the WWTF for further processing. One pump will be for code-required redundant services. 2. Scope of Services for R/M The scope includes services for design, public bidding, and construction. The detailed project scope is as follows: Design and Bidding • Attend kickoff meeting (via Skype). • Conduct mechanical design. • Determine pipe header isolation and project sequencing • Conduct electrical design. • Conduct mechanical drafting. • Conduct electrical drafting. • Meet with City at 90% development of the drawings (via Skype). • Prepare technical specifications. • Prepare public bidding documents. • Conduct QA/QC. • Prepare WDNR submittal. Page 1 of 4 Pages (Attachment 1 - Task Order Form) 3/25/20 Ruekert & Mielke. Inc. ~Columbus City 8117-00000 Miscellaneous Project Files > 220 Misc. Engineering > Task Orders > Task Order 2020-05 Raw Wastewater Pump Replacement > Task Order 2020-05 - RAW Wastewater Pump Replacement..doc~  TASK ORDER 2020-05 WWTF Influent Pump Replacement • Prepare construction cost estimate. • Administer public bidding process. • Answer bidders’ questions. Issue any needed addendums. • Attend bid opening (On-line Bidding). • Review bids for accuracy. • Write Recommendation of Award letter and Notice of Award. Construction Related Services • Coordinate contract execution. • Apply for Focus on Energy grant for new pump and drive. • Plan and attend a pre-construction meeting. Write and distribute meeting notes. • Issue Notice to Proceed. • Review shop drawings, operation and maintenance manuals, and other submittals. • Respond to Contractor RFI's. • Participate in three Contractor project progress meetings. Conduct progress inspections at same time with one additional inspection trip (four intermittent inspections). • Review Contractor progress payments. • Negotiate, review, and process change orders. • Write a punch list. • Conduct one punch list follow up inspection. • Conduct and administer project closeout. • Coordinate telemetry and SCADA updates. 3. City's Responsibilities The City shall have those responsibilities as set forth in Section II of the Agreement, subject to the following: A. Attend internal City meetings, participate in conference calls, and provide feedback. 4. Items Excluded The following items are excluded from the Scope of Services. A. WWTF influent pump control changes. B. Wet well level transmitter replacement. Page 2 of 4 Pages (Attachment 1 - Task Order Form) 3/25/20 Ruekert & Mielke. Inc. ~Columbus City 8117-00000 Miscellaneous Project Files > 220 Misc. Engineering > Task Orders > Task Order 2020-05 Raw Wastewater Pump Replacement > Task Order 2020-05 - RAW Wastewater Pump Replacement..doc~  TASK ORDER 2020-05 WWTF Influent Pump Replacement 5. Times for Rendering Services Schedules are subject to change due to activities beyond the control of R/M. In general, the tentative schedule is as follows: A. Complete Bidding Process: August 31, 2020. B. Start Construction: October 1, 2020. C. Complete Construction (Substantial Completion): February 17, 2021. 6. Payments to R/M A. City shall pay R/M for services rendered as follows: Estimate of Category of Services Compensation Method Compensation for Services Design and Bidding Hourly $24,750 Construction Related Services Hourly $21,373 TOTAL = $46,123 B. Detailed breakdown of Hours for the Raw Wastewater Pump Replacement is attached as Exhibit B. C. The terms of payment are set forth in Section III and Exhibit A of the Agreement. Page 3 of 4 Pages (Attachment 1 - Task Order Form) 3/25/20 Ruekert & Mielke. Inc. ~Columbus City 8117-00000 Miscellaneous Project Files > 220 Misc. Engineering > Task Orders > Task Order 2020-05 Raw Wastewater Pump Replacement > Task Order 2020-05 - RAW Wastewater Pump Replacement..doc~  TASK ORDER 2020-05 WWTF Influent Pump Replacement 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. The Effective Date of this Task Order is May 5, 2020. City of Columbus: Ruekert & Mielke, Inc.: By: By: Name: Michael Thom Name: Jason P. Lietha, P.E. Title: Mayor Title: Vice President/Office Manager DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Name: Jason P. Lietha. P.E. Title: City Administrator Title: Vice President/Office Manager Address: 105 N Dickason Blvd Columbus WI Address: 4001 Nakoosa Trail, Suite 200, Madison, WI 53714-2407 E-Mail E-Mail Address: cityadministrator@columbuswi.us Address: jlietha@ruekert-mielke.com Phone: 920-623-5900 Phone: 608.819.2600 Page 4 of 4 Pages (Attachment 1 - Task Order Form) 3/25/20 Ruekert & Mielke. Inc. ~Columbus City 8117-00000 Miscellaneous Project Files > 220 Misc. Engineering > Task Orders > Task Order 2020-05 Raw Wastewater Pump Replacement > Task Order 2020-05 - RAW Wastewater Pump Replacement..doc~ 2020 Columbus Wisconsin Standard Rates Exhibit A RUEKERT & MIELKE, INC. STANDARD HOURLY RATES STANDARD HOURLY RATES ENGINEERING SERVICES SCADA SERVICES Engineer 8 $198.00 Senior SCADA Analyst $181.00 Engineer 7 188.00 SCADA Analyst 166.00 City Engineer 7 178.00 SURVEYING SERVICES City Engineer 7 (Meeting Rate) 89.00 Professional Land Surveyor 139.00 Engineer 6 170.00 Crew Chief / Surveyor 126.00 Engineer 5 160.00 Surveying Technician 92.00 Engineer 4 152.00 Engineer 3 128.00 CONSTRUCTION REVIEW SERVICES Engineer 2 122.00 Construction Review Manager 134.00 Senior Construction Review Technician 106.00 Senior Engineer Technician 121.00 Construction Review Technician 2 92.00 Engineer Technician 2 109.00 Engineer Technician 1 98.00 ADMINISTRATIVE SERVICES Senior Ecologist 176.00 Certified Public Accountant (Company CFO) 188.00 Senior Water Resource Coordinator 150.00 Project Assistant 78.00 Ecologist 2 121.00 Administrative Assistant 78.00 Ecologist 1 98.00 MISCELLANEOUS MILEAGE MUNICIPAL ECONOMICS & For Engineers and Technicians .58/mile PLANNING SERVICES For Construction Review Technicians .62/mile Senior Economic Consultant 195.00 For Survey Crews .79/mile Economic Consultant 2 139.00 IT/GIS TECHNICIAN SERVICES Asset Management Consultant 144.00 Print reproductions .50/sq. foot IT/GIS Analyst 4 167.00 Color copies .40/page IT/GIS Analyst 2 138.00 B&W copies .15/page IT/GIS Analyst 1 122.00 Color plots 2.50/sq. foot IT/GIS Technician 2 109.00 Scanning .50/scan 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 > 220 Misc Engineering > Task Orders > Exhibit A - Ruekert and Mielke 2020 Rates For Columbus.doc~  Exhibit B PROFESSIONAL FEE ESTIMATE CLIENT: City of Columbus WWTF Influent Pump Replacement 15-Apr-2020 TASK ORDER: 2020-05 PREPARED BY: DWA SCOPE OF SERVICES $188 $181 $152 $128 $122 $121 $78 TOTAL TOTAL DWA E7 Tech E4 E3 E2 ENG ENGR. PM SCADA ENG ENG ENG TECH AA HRS COST DESIGN FEES 350 $46,123 Design and Bidding Attend kickoff meeting (via Skype). 2 2 4 $680 Conduct mechanical design. 14 8 22 $3,096 Determine pipe header isolation and project sequencing 3 3 6 $819 Conduct electrical design. 6 6 $768 Conduct mechanical drafting. 8 45 53 $6,661 Conduct electrical drafting. 3 6 9 $1,110 Meet with City at 90% development of the drawings (via Skype). 2 2 $304 Prepare technical specifications. 4 6 13 6 29 $3,417 Prepare public bidding documents. 2 8 6 16 $1,740 Conduct QA/QC. 4 3 2 3 2 14 $1,983 Prepare WDNR submittal. 1 4 2 7 $792 Prepare construction cost estimate. 1 2 3 4 10 $1,360 Administer public bidding process. 4 4 $312 Answer bidders’ questions. Issue any needed addendums. 2 4 2 8 $944 Attend bid opening (On-line Bidding). 1 1 $152 Review bids for accuracy. 2 2 $304 Write Recommendation of Award letter and Notice of Award. 1 2 3 $308 Construction Related Services 0 $0 Coordinate contract execution. 2 1 3 $320 Apply for Focus on Energy grant for new pump and drive. 1 5 6 $792 Plan and attend a pre-construction meeting. Write and distribute meeting notes. 3 8 2 13 $1,580 Issue Notice to Proceed. 1 1 $121 Review shop drawings, operation and maintenance manuals and other submittals. 1 3 3 5 12 $1,633 Respond to Contractor RFI's. 6 4 12 2 24 $3,032 Participate in three contractor project progress meetings. Conduct progress inpsections at same time with one additional inspection trip (four intermittent inspections). 15 8 20 43 $5,724 Review contractor progress payments. 2 5 7 $909 Negotiate, review, and process change orders. 1 2 1 5 9 $1,225 Write a punch list. 1 1 4 6 $764 Conduct one punch list follow up inspections. 4 4 8 $996 Conduct and administer project closeout. 2 6 2 10 $1,186 Coordinate telemetry and SCADA updates. 10 2 12 $2,066 TOTAL HOURS/FEE 9 10 82 48 116 54 31 350 $45,098 REIMBURSABLEs $1,025 HALF SIZE PLAN REPRODUCTION $800.00 MILEAGE - ENGINEERS $225.00  2020 AGENDA ITEM Committee of the Whole Meeting date: ____4/21/2020_______ Council Meeting date: __5/05/2020__ ITEM: West Side Lift Station Generator DETAILED DESCRIPTION OF SUBJECT MATTER: The purpose of this project is to provide a permanent natural gas powered generator at the existing Westside Lift Station. The lift station does not have a permanent generator now. Presently, utility staff have to mobilize a trailer-mounted generator to the site during power outages. This portable generator is shared between multiple lift stations in the City. It is difficult to prevent lift station wet well surcharges and basement flooding when a generator has to be shared during a storm at multiple sites. In addition, there are operational and health and safety concerns with making the electrical connections with a portable generator during inclement weather. With the new automatic transfer switch being added with this project, and the new permanent generator, back-up power would automatically be provided during a power outage. The electrical load would automatically switch back to the normal utility power when reliable service is restored. The new generator and the transfer switch would be housed in a prefabricated building located next to the existing lift station building. There is not sufficient space in the existing building to house the generator. The new building would have an insulated stud wall construction, as well as a faux brick pattern on the exterior and a composite shingle roof. The City Plan Commission will need to approve the new building and the City would select the exterior colors and textures. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: R/M Task Order 2020-06 ACTION REQUESTED OF COUNCIL: Approve Task Order 2020-06  TASK ORDER 2020-06 Westside Lift Station Generator This is Task Order No. 2020-06, consisting of 4 pages. Task Order In accordance with Paragraph 1.1 of the Master Professional Service Agreement between the City of Columbus (City) and Ruekert & Mielke, Inc. (R/M) for Professional Services – Task Order Edition, dated March 19, 2019 ("Agreement"), City and R/M agree as follows: 1. Specific Project Data The purpose of this project is to provide a permanent natural gas powered generator at the existing Westside Lift Station. The lift station does not have a permanent generator now. Presently, utility staff have to mobilize a trailer-mounted generator to the site during power outages. This portable generator is shared between multiple lift stations in the City. It is difficult to prevent lift station wet well surcharges and basement flooding when a generator has to be shared during a storm at multiple sites. In addition, there are operational and health and safety concerns with making the electrical connections with a portable generator during inclement weather. With this project, a new automatic transfer switch would also be provided. With this switch and the new permanent generator, back-up power would automatically be provided during a power outage. The electrical load would automatically switch back to the normal utility power when reliable service was restored. The new generator and the transfer switch would be housed in a prefabricated building located next to the existing lift station building. There is not sufficient space in the existing building to house the generator. The new building would have an insulated stud wall construction. The exterior would have a faux brick pattern. The roof would be composite shingles. The City Plan Commission would approve the new building and the City would select the exterior colors and textures. 2. Scope of Services for R/M The scope includes services for design, public bidding, and construction. The detailed project scope is as follows: Design and Bidding • Attend kickoff meeting. • Survey site. • Conduct site design. • Conduct architectural design. Receive Plan Commission approval of building. • Conduct structural design. • Conduct mechanical design. • Conduct electrical design. • Conduct site drafting. • Conduct architectural drafting. • Conduct structural drafting. • Conduct mechanical drafting. • Conduct electrical drafting. Page 1 of 4 Pages (Attachment 1 - Task Order Form) 3/25/20 Ruekert & Mielke. Inc. ~Columbus City 8117-00000 Miscellaneous Project Files > 220 Misc. Engineering > Task Orders > Task Order 2020-06 West Side Lift Station Generator > Task Order 2020-06 - Westside Lift Station Generator.doc~  TASK ORDER 2020-06 Westside Lift Station Generator • Meet with City at 90% development of the drawings. • Prepare technical specifications. • Prepare public bidding documents. • Prepare WDNR submittal. • Prepare construction cost estimate. • Administer public bidding process. • Answer bidders’ questions. Issue any needed addendums. • Attend bid opening. • Review bids for accuracy. • Write Recommendation of Award letter and Notice of Award. Construction Related Services • Coordinate contract execution. • Plan and attend a preconstruction meeting. Write and distribute meeting notes. • Issue Notice to Proceed. • Review shop drawings, operation and maintenance manuals, and other submittals. • Respond to Contractor RFI's. • Participate in 2 Contractor project progress meetings. • Review Contractor progress payments. • Negotiate, review, and process change orders. • Write a punch list. • Conduct 2 punch list follow up inspections. • Coordinate telemetry and SCADA for generator. • Conduct and administer project closeout. 3. City's Responsibilities The City shall have those responsibilities as set forth in Section II of the Agreement, subject to the following: A. Attend internal City meetings, participate in conference calls, and provide feedback. 4. Items Excluded The following items are excluded from the Scope of Services. A. Easement research or acquisition. B. Environmental analysis of site (e.g. wetland or flood plain analysis). Page 2 of 4 Pages (Attachment 1 - Task Order Form) 3/25/20 Ruekert & Mielke. Inc. ~Columbus City 8117-00000 Miscellaneous Project Files > 220 Misc. Engineering > Task Orders > Task Order 2020-06 West Side Lift Station Generator > Task Order 2020-06 - Westside Lift Station Generator.doc~  TASK ORDER 2020-06 Westside Lift Station Generator 5. Times for Rendering Services Schedules are subject to change due to activities beyond the control of R/M. In general, the tentative schedule is as follows: A. Complete Bidding Process: August 31, 2020. B. Start Construction: October 1, 2020. C. Complete Construction (Substantial Completion): February 15, 2021. 6. Payments to R/M A. City shall pay R/M for services rendered as follows: Estimate of Category of Services Compensation Method Compensation for Services Design and Bidding Hourly $17,004 Construction Services Hourly $13,547 TOTAL = $30,551 B. Detailed breakdown of hours for the Westside Lift Station Generator is attached as Exhibit B. C. The terms of payment are set forth in Section III and Exhibit A of the Agreement. Page 3 of 4 Pages (Attachment 1 - Task Order Form) 3/25/20 Ruekert & Mielke. Inc. ~Columbus City 8117-00000 Miscellaneous Project Files > 220 Misc. Engineering > Task Orders > Task Order 2020-06 West Side Lift Station Generator > Task Order 2020-06 - Westside Lift Station Generator.doc~  TASK ORDER 2020-06 Westside Lift Station Generator 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. The Effective Date of this Task Order is May 5, 2020. City of Columbus: Ruekert & Mielke, Inc.: By: By: Name: Michael Thom Name: Jason P. Lietha, P.E. Title: Mayor Title: Vice President/Office Manager DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Name: Jason P. Lietha. P.E. Title: City Administrator Title: Vice President/Office Manager Address: 105 N Dickason Blvd Columbus WI Address: 4001 Nakoosa Trail, Suite 200 Madison, WI 53714-2407 E-Mail E-Mail Address: cityadministrator@columbuswi.us Address: jlietha@ruekert-mielke.com Phone: 920-623-5900 Phone: 608.819.2600 Page 4 of 4 Pages (Attachment 1 - Task Order Form) 3/25/20 Ruekert & Mielke. Inc. ~Columbus City 8117-00000 Miscellaneous Project Files > 220 Misc. Engineering > Task Orders > Task Order 2020-06 West Side Lift Station Generator > Task Order 2020-06 - Westside Lift Station Generator.doc~ 2020 Columbus Wisconsin Standard Rates Exhibit A RUEKERT & MIELKE, INC. STANDARD HOURLY RATES STANDARD HOURLY RATES ENGINEERING SERVICES SCADA SERVICES Engineer 8 $198.00 Senior SCADA Analyst $181.00 Engineer 7 188.00 SCADA Analyst 166.00 City Engineer 7 178.00 SURVEYING SERVICES City Engineer 7 (Meeting Rate) 89.00 Professional Land Surveyor 139.00 Engineer 6 170.00 Crew Chief / Surveyor 126.00 Engineer 5 160.00 Surveying Technician 92.00 Engineer 4 152.00 Engineer 3 128.00 CONSTRUCTION REVIEW SERVICES Engineer 2 122.00 Construction Review Manager 134.00 Senior Construction Review Technician 106.00 Senior Engineer Technician 121.00 Construction Review Technician 2 92.00 Engineer Technician 2 109.00 Engineer Technician 1 98.00 ADMINISTRATIVE SERVICES Senior Ecologist 176.00 Certified Public Accountant (Company CFO) 188.00 Senior Water Resource Coordinator 150.00 Project Assistant 78.00 Ecologist 2 121.00 Administrative Assistant 78.00 Ecologist 1 98.00 MISCELLANEOUS MILEAGE MUNICIPAL ECONOMICS & For Engineers and Technicians .58/mile PLANNING SERVICES For Construction Review Technicians .62/mile Senior Economic Consultant 195.00 For Survey Crews .79/mile Economic Consultant 2 139.00 IT/GIS TECHNICIAN SERVICES Asset Management Consultant 144.00 Print reproductions .50/sq. foot IT/GIS Analyst 4 167.00 Color copies .40/page IT/GIS Analyst 2 138.00 B&W copies .15/page IT/GIS Analyst 1 122.00 Color plots 2.50/sq. foot IT/GIS Technician 2 109.00 Scanning .50/scan 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 > 220 Misc Engineering > Task Orders > Exhibit A - Ruekert and Mielke 2020 Rates For Columbus.doc~  EXHIBIT B PROFESSIONAL FEE ESTIMATE CLIENT: City of Columbus Westside Lift Station Genertaor Addition 06-Apr-2020 TASK ORDER: 2020-06 PREPARED BY: DWA SCOPE OF SERVICES $188 $170 $128 $121 $130 $78 TOTAL TOTAL DWA E7 DJH E6 E3 ENG SURVEY ENGR. PM PM/SCADA ENG TECH TECH AA HRS COST DESIGN FEES 225 $30,551 Design and Bidding Attend kickoff meeting. 1 4 5 $700 Survey site. 2 8 10 $1,296 Conduct site design. 2 2 4 $632 Conduct architectural design. Receive Plan Commission approval. 1 5 6 $828 Conduct structural design. 1 2 3 $444 Conduct mechanical design. 4 4 $512 Conduct electrical design. 2 12 14 $1,876 Conduct site drafting. 6 6 $726 Conduct architectural drafting. 4 4 $484 Conduct structural drafting. 2 2 $242 Conduct mechanical drafting. 5 5 $605 Conduct electrical drafting. 6 6 $726 Meet with City at 90% development of the drawings. 1 4 5 $700 Prepare technical specifications. 1 2 12 4 19 $2,376 Prepare public bidding documents. 2 8 4 14 $1,712 Prepare WDNR submittal. 1 3 2 6 $728 Prepare construction cost estimate. 1 1 $128 Administer public bidding process. 3 3 $234 Answer bidders’ questions. Issue any needed addendums. 4 2 6 $668 Attend bid opening (On-line Bidding). 1 1 $128 Review bids for accuracy. 1 1 $128 Write Recommendation of Award letter and Notice of Award. 1 1 2 $206 Construction Related Services 0 $0 Coordinate contract execution. 1 1 2 $206 Plan and attend a pre-construction meeting. Write and distribute meeting notes. 3 7 10 $1,460 Issue Notice to Proceed. 1 1 2 $206 Review shop drawings, operation and maintenance manuals and other submittals. 2 8 2 12 $1,556 Respond to Contractor RFI's. 1 14 15 $1,980 Participate in two contractor project progress meetings. 3 8 11 $1,588 Review contractor progress payments. 2 4 6 $888 Negotiate, review, and process change orders. 2 5 1 8 $1,094 Write a punch list. 1 3 2 6 $728 Conduct two punch list follow up inspections. 8 8 $1,024 Conduct and administer project closeout. 1 6 2 9 $1,112 Coordinate telemetry and SCADA. 9 9 $1,530 TOTAL HOURS/FEE 25 13 131 23 8 25 225 $29,451 REIMBURSABLEs $1,100 HALF SIZE PLAN REPRODUCTION $800.00 MILEAGE - ENGINEERS $300.00  CITY OF COLUMBUS FOR REGULAR MEETING OF: May 5, 2020 REQUEST FROM/DEPARTMENT: Recreation Department AGENDA ITEM/REQUEST: Renewal of contracts for CBO and CSA *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: The Recreation Department would like to make a recommendation to City Council members that the Athletic Field Use and Facility Agreement between the CBO and the CSA with the City of Columbus be renewed for a one-year term. The agreements in the past with the CBO and the CSA have typically been two-year contracts. We are recommending a one-year contract with each organization as the Recreation Committee is exploring a rate adjustment of player participation fees for the 2021 season; we did not feel it was proper to have an increase at the end of their current contracts. There are no issues with the Recreation Department or the DPW working relationship with either organization. We recommend that moving forward in 2021, the contracts are set for a two-year term and would expire in 2023. PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account #: _________________________ Department: __________________________ Acct. # Approved Budget: ______________ Current Balance in Acct #: ________________ Remaining Balance in Acct #: _______________ (after approval)  CITY OF COLUMBUS – ATHLETIC FIELD USE AND FACILITY AGREEMENT This Agreement is entered into between the City of Columbus,( herein called “City”), and the Columbus Baseball Organization ,( herein called “Organization”). City of Columbus Recreation Mission Statement “The City of Columbus seeks to provide recreational activities and facilities that will build strong families and a community quality of life.” The term of this Agreement shall begin on the ______ day of ___________, 2020 and shall conclude on the _________ day of __________ 2021. During the term of this Agreement, Organization agrees to: 1, Obtain and maintain 3rd party liability insurance with a $1,000,000 per injury coverage, naming the City as an additional insured or co-insured with the original certification certificates delivered to the City Clerk. 2. Provide to City a copy of the Organization’s Articles of Organization showing the Organization is a Non-Profit Non- Stock Corporation and provide proof that the Organization is in good standing with the Wisconsin Department of Financial Institutions 3. Provide to City Recreation Director and Director of Public Works a schedule of field use, practices and game times a minimum of 30 days prior to the start of the upcoming season. All final facility and field scheduling shall be approved by the Recreation Director. 4. Notify the City Recreation Director of the number of participants in the Organization’s program for the upcoming season and provide funds to the City in the amount equivalent to $5 per participant. 5. All requests for general field improvements and maintenance must be reviewed and approved by the Public Works Director prior to the commencement of any work. Any proposals to make substantial changes or alterations to any athletic field or facility are to be forwarded for approval by the Columbus City Council, prior to the commencement of work. 6. The Organization shall comply with all applicable federal and state laws and regulations related to the organizations activities and use of the City’s facilities. 7. The Organization shall comply with its requirements as set forth on the attached Exhibit A. The City agrees to: 1. The City will supply the needed supplies to the Organization necessary to assist the Organization with its activities. A list of the supplies to be supplied by City is attached to this Agreement as Exhibit A. 2. The City will regularly provide basic maintenance of the fields/facility to support a safe and enjoyable environment for the upcoming season. The City shall also provide a storage area at each field facility. The basic maintenance to be provided by City is listed on the attached Exhibit B. 3. The City shall place practice schedules, game and tournament schedules on the Recreation Department website. We, the undersigned, as representatives of the City of Columbus and the Organization agree to the terms listed above. _______________________________________ _____________ Michael Thom, Mayor Date ______________________________________ _____________ Patricia Goebel, Clerk Date _______________________________________ ____________ Authorized Representative of Organization Date EXHIBIT “A” to AGREEMENT FOR: Columbus Baseball Organization Name of Organization City of Columbus agrees to: 1. Supply storage space and key for the Kiwanis Park building to store equipment. 2. Purchase bases as needed. Columbus Baseball Organization agrees to: 1. CBO will contract with a private business to adequately drag, dress and line baseball fields #1, #2, #3 and #4 at Kiwanis Park and the baseball diamond in Fireman’s Park in preparation for all of its games during the duration of the contract. Confirmation of any private liability insurance for any private landscape contractor including $1,000,000 minimum liability will be provided to the City in the form of a proof of insurance certificate. 2. CBO will be responsible for the registration of all its participants and the hiring and scheduling of all umpires for all games at Kiwanis and Fireman’s Park This Agreement is in effect for one year ending __________, 2021  CITY OF COLUMBUS – ATHLETIC FIELD USE AND FACILITY AGREEMENT This Agreement is entered into between the City of Columbus,( herein called “City”), and the Columbus Softball Organization,( herein called “Organization”). City of Columbus Recreation Mission Statement “The City of Columbus seeks to provide recreational activities and facilities that will build strong families and a community quality of life.” The term of this Agreement shall begin on the ______ day of ___________, 2020 and shall conclude on the _________ day of __________ 2021. During the term of this Agreement, Organization agrees to: 1, Obtain and maintain 3rd party liability insurance with a $1,000,000 per injury coverage, naming the City as an additional insured or co-insured with the original certification certificates delivered to the City Clerk. 2. Provide to City a copy of the Organization’s Articles of Organization showing the Organization is a Non-Profit Non- Stock Corporation and provide proof that the Organization is in good standing with the Wisconsin Department of Financial Institutions 3. Provide to City Recreation Director and Director of Public Works a schedule of field use, practices and game times a minimum of 30 days prior to the start of the upcoming season. All final facility and field scheduling shall be approved by the Recreation Director. 4. Notify the City Recreation Director of the number of participants in the Organization’s program for the upcoming season and provide funds to the City in the amount equivalent to $5 per participant. 5. All requests for general field improvements and maintenance must be reviewed and approved by the Public Works Director prior to the commencement of any work. Any proposals to make substantial changes or alterations to any athletic field or facility are to be forwarded for approval by the Columbus City Council, prior to the commencement of work. 6. The Organization shall comply with all applicable federal and state laws and regulations related to the organizations activities and use of the City’s facilities. 7. The Organization shall comply with its requirements as set forth on the attached Exhibit A. The City agrees to: 1. The City will supply the needed supplies to the Organization necessary to assist the Organization with its activities. A list of the supplies to be supplied by City is attached to this Agreement as Exhibit A. 2. The City will regularly provide basic maintenance of the fields/facility to support a safe and enjoyable environment for the upcoming season. The City shall also provide a storage area at each field facility. The basic maintenance to be provided by City is listed on the attached Exhibit B. 3. The City shall place practice schedules, game and tournament schedules on the Recreation Department website. We, the undersigned, as representatives of the City of Columbus and the Organization agree to the terms listed above. _______________________________________ _____________ Michael Thom, Mayor Date ______________________________________ _____________ Patricia Goebel, Clerk Date _______________________________________ ____________ Authorized Representative of Organization Date EXHIBIT “A” to AGREEMENT FOR: Columbus Softball Organization Name of Organization City of Columbus agrees to: 1. The City will be responsible for collecting any NSF checks and or fees that may occur. 2. Maintain athletic fields at Meister Park. This includes placement and removal of bases, dragging and lining the fields before each game. 3. Supply storage space and key for the Meister Park building to store equipment. 4. Purchases bases as needed. Columbus Softball organization agrees to: 1. Accept responsibility to conduct player registration, collect fees, and remit to Columbus Recreation Department within one week of registration date player participant fee as specified in #4. This Agreement is in effect for one year ending __________, 2021  2020 AGENDA ITEM Committee of the Whole Meeting date: May 5, 2020 ITEM: Contract for Weed/Grass/Shrubbery Services DETAILED DESCRIPTION OF SUBJECT MATTER: Issue Award of contract for Weed/Grass/Shrubbery services. Background Columbus Public Works issued an RFP for Weed/Grass/Shrubbery Cutting Services for 2020 and received two competitive bids. The Duane’s Lawn Care Inc. came in as the low bid at $60/Hr. and a response time of 36 hours. Reference checks were completed and I received positive feedback from all references noting the quality of work and responsiveness of the contractor. Council asked for information from surrounding communities regarding what contractors were charging them for noxious weed/grass/shrubbery services. I only received a response from one community and their contractor charged $55/hr. in their current contract. To give perspective on contractor cost for City of Columbus in previous years, in 2018 the contractor rate was $75/hr. and in 2019, the contractor rate was $56.81/hr. Fiscal Impact All fees are passed along to property owner. Recommendation Award the 2020 Weed/Grass/Shrubbery services contract to Duane’s Lawn care. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: - Weed/Grass/Shrubbery cutting services contract - Duane’s Lawn care Bid ACTION REQUESTED OF COUNCIL: Review and discuss.  AGREEMENT TO PROVIDE ON-CALL NON-COMPLIANCE WEED/GRASS/SHRUBBERY CUTTING SERVICES FOR THE PERIOD COVERING 5-1-20 through 12-31-2020. This Agreement is made between the CITY OF COLUMBUS, A MUNICIPAL CORPORATION, herein called “City”, and Duane’s Lawn Care Inc., herein called “Contractor”. RECITALS 1. City desires to contract for on-call non-compliance weed, grass, and shrubbery cutting services. 2. Contractor desires to provide said services on the terms and conditions set forth herein. AGREEMENT NOW, THEREFORE, for good and valuable consideration, the receipt of which is hereby acknowledged, City and Contractor agree as follows: 1. TERM: The term of this agreement begins on May 1, 2020 and terminates on December 31, 2020, unless sooner terminated as set forth below. 2. SERVICES: Contractor shall provide the following services: a. Cutting of noxious weeds, high grass, and/or shrubbery from non-compliant residents in the City of Columbus as identified by the City Weed Commissioner. b. Response time within 36 hours in which Contractor will commence work, after notification (by text, email or telephone) from the Weed Commissioner. 3. COMPENSATION: After each service, Contractor shall provide to the Weed Commissioner, an invoice including a written record setting forth the property address and labor hours per address as well as before and after pictures of the work completed. City shall pay Contractor based on rates set forth on Addendum A attached hereto. Payment shall be made within 45 days of receipt of invoice. 4. INDEPENDENT CONTRACTOR STATUS: Contractor acknowledges that it is not an agent or employee of the City and is responsible for all costs and taxes related to the provision of services under this agreement, including without limitation, furnishing all required labor, tools, and equipment to perform said services.  5. PROOF OF INSURANCE: Contractor shall provide to City, written proof of all insurance coverage as required by City. 6. TERMINATION PRIOR TO END OF TERM: Notwithstanding what is provided in Sec.1 above, either party may terminate this agreement without cause upon delivery of 30 days written notice to the other. 7. HOLD HARMLESS AND INDEMNIFICATION: Contractor shall hold harmless and indemnify City against all claims for personal injury or property damage arising out of Contractor’s performance of this contract if any such injury or damage is caused by the negligence of Contractor, its agents or employees. 8. ASSIGNMENT: Contractor shall not assign its rights and obligations under this agreement without prior receipt of written consent of City. Dated: CITY OF COLUMBUS By_______________________________ Michael Thom/Mayor Dated: By________________________________ Pat Goebel/City Clerk Dated: By________________________________ Authorized Representative of CONTRACTOR  Weed/Grass/Shrubbery Contract Addendum A 2020 Rate $60.00/hr. Response time 36 hours The number of hours in which work will commence after notification by the Weed Commissioner to proceed.  DUANLAW-01 SSELCHERT01 DATE (MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE 4/13/2020 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). CONTACT Sharon Selchert PRODUCER NAME: AVID Risk Solutions, Inc. PHONE FAX (A/C, No, Ext): (A/C, No): 1011 S. Spring Street E-MAIL Beaver Dam, WI 53916 ADDRESS: sharon.selchert@avidrisk.com INSURER(S) AFFORDING COVERAGE NAIC # INSURER A : Acuity Insurance Company INSURED INSURER B : Erie Insurance Exchange 26271 Duane's Lawn Care, Inc. INSURER C : 4070 E Elm Rd INSURER D : Oak Creek, WI 53154 INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER (MM/DD/YYYY) (MM/DD/YYYY) LIMITS A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED CLAIMS-MADE X OCCUR X K17915 3/10/2020 3/10/2021 PREMISES (Ea occurrence) $ MED EXP (Any one person) $ 5,000 PERSONAL & ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 POLICY PRO- JECT LOC PRODUCTS - COMP/OP AGG $ 2,000,000 OTHER: $ B AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT (Ea accident) $ 1,000,000 ANY AUTO Q02-0440017 2/4/2020 2/4/2021 BODILY INJURY (Per person) $ OWNED SCHEDULED AUTOS ONLY X AUTOS BODILY INJURY (Per accident) $ HIRED NON-OWNED PROPERTY DAMAGE AUTOS ONLY AUTOS ONLY (Per accident) $ $ A UMBRELLA LIAB X OCCUR EACH OCCURRENCE $ 1,000,000 EXCESS LIAB CLAIMS-MADE K17915 3/10/2020 3/10/2021 AGGREGATE $ DED RETENTION $ $ 1,000,000 A WORKERS COMPENSATION PER STATUTE OTH- ER AND EMPLOYERS' LIABILITY Y/N K17915 3/10/2020 3/10/2021 1,000,000 ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? N/A (Mandatory in NH) E.L. DISEASE - EA EMPLOYEE $ 1,000,000 If yes, describe under 1,000,000 DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) City of Columbus is listed as additional insured with respects to general liability. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Columbus ACCORDANCE WITH THE POLICY PROVISIONS. 105 N Dickensen Rd. Columbus, WI 53925 AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD  Bid Tabulation for: Weed/Grass/Shrubbery Services Tuesday, April 7, 2020 9:45 A.M. Zach Navin Carolyn Fredericks Company Name Standard Labor Rate Response Time Notes Fiddlers Green Lawn Care & Snow Removal N5111 $75 per hour 24 to 72 hours County Road S Beaver Dam, WI 53916 1 Duane's Lawn Care, Inc. N8003 Fir Road Burnett, $60 per hour 36 hours 2 WI 53922 3 4 5 6 7 8 9