City Council Meeting Packets

COLUMBUS COMMON COUNCIL REGULAR MEETING AGENDA TUESDAY, MARCH 15, 2022 – 6:30 PM COLUMBUS CITY HALL Join Zoom Meeting https://us02web.zoom.us/j/82912572638?pwd=N1dQaHhCa0w4YlluWU5qL3pUL3FUZz09 Meeting ID: 829 1257 2638 Passcode: 039025 Dial by your location: 312 626 6799 1. Roll Call 2. Pledge of Allegiance 3. Notice of Open Meeting 4. Approve Agenda 5. Correspondence & Communications • Council meetings are open for in-person attendance, face coverings are recommended but not required. Members of the public wishing to attend the meeting can do so in-person, on Zoom, on the City of Columbus Cable Channel 980, or by streaming the meeting live from the Columbus website. Citizens wishing to make public comment at the meeting via Zoom, please email Pat Goebel at pgoebel@columbuswi.us by noon on Tuesday, March 15. In your email, please include your name, address, and the Zoom profile name or phone number you will be calling from. Consent Agenda 1. Council & Committee of the Whole Minutes – 3/1/22 2. Approve Operator Licenses for 2021-2023 Licensing Period New Business 1. Consider update to Resolution #11-21 Emergency Order 2. Consider Mayoral Appointments to Plan Commission, Senior Citizens Advisory, Tourism 3. Consider Task Order #2022-02 Water Quality Trading Assistance 4. Consider Task Order #2022-03 Waterloo & Meister Park Life Station Replacement 5. Consider Task Order #2022-05 WWTP Biosolids Drying Study 6. Consider Recreation Dept fundraising for park improvements 7. Consider CAAC annual membership fees 8. Consider compensation for Elected Officials 9. Consider contracting with McMahon Engineers/Architects Operational and Compensation 10. Consider & take action on claims in the amount of $ 1,044,055.64 11. Report of City Officers – City Administrator, Mayor 12. Adjourn  COLUMBUS COMMON COUNCIL – REGULAR MEETING MINUTES TUESDAY, MARCH 1, 2022 – 6:30 PM COLUMBUS CITY HALL 1. Roll Call: Mayor Arnold called the meeting to order at 6:30 pm. Present: Mayor Arnold, Council President Gray, Alders Albright, Reid, Roelke; Staff: City Administrator Ellefson, City Clerk Goebel, via Zoom: Hazeltine, Ganz, Schreiber, Meyers, Anding, Leitha, Lentz, Johnson, Bledsoe, Kaltenberg, interesting citizens. 2. Pledge of Allegiance: Mayor Arnold led the Pledge of Allegiance. 3. Notice of Open Meeting: Noted as posted. 4. Approve Agenda: Motion by Gray, second by Roelke to approve agenda. Carried voice vote. 5. Correspondence & Communications: Paul Steiner, Chamber of Commerce, informed the Council they are asking for support to host Holiday Lights in Fireman's Park. The Chamber would work with the Recreation Dept, DPW, CWL and local businesses for the event. Consent Agenda: Motion by Roelke, second by Albright to approve the consent agenda. Council & Committee of the Whole Minutes – 2/16/22; Approve Operator Licenses for 2021-2023 Licensing Period: Jolene Weisensel. New Business 1. Consider & take action on Ruekert Mielke Task Order #2022-01 Hwy 89 Construction Administration: Motion by Gray, second by Reid to approve Task Order #2022-01. Roll call vote unanimous. 2. Consider & take action on Columbus Country Club Parking Lot project: Motion by Albright, second by Roelke to approve the Country Club project. Carried voice vote. 3. Consider & take action on Rotary Park Shoreline Grant: Motion by Reid, second by Gray to approve the DPW's help with the project. Carried voice vote. 4. Consider & take action on Ordinance #766-22 "An Ordinance To Repeal & Recreate Section 104-4(h) Of The City Code of Ordinances": Motion by Gray, second by Roelke to suspend the rules to consider the ordinance. Carried voice vote. Motion by Gray, second by Roelke to waive the required readings of the ordinance. Carried voice vote. Motion by Albright, second by Roelke to adopt Ordinance #766-22 "An Ordinance To Repeal and Recreate Section 104-4(h) Of The City Code of Ordinances" Carried voice vote. 5. Consider & take action on Ordinance #767-22 " An Ordinance To Repeal & Recreate Sections 104-4 (d), (e), and (f) Of The City Code Of Ordinances": Motion by Gray, second by Albright to suspend the rules and consider the ordinance. Carried voice vote. Motion by Roelke, second by Albright to waive the required readings of the ordinance. Carried voice vote. Motion by Roelke, second by Gray to adopt Ordinance #767-22 "An Ordinance To Repeal and Recreate Sections 104-4(d), (e), (f) Of the City Code of Ordinances". Carried voice vote. 6. Consider & take action on SOP For Project Sponsors: Motion by Reid, second by Gray to approve the SOP for Project Sponsors. Carried voice vote. 7. Consider & take action on claims in the amount of $ 2,609,506.37: Motion by Gray, second by Albright to approve claims in the amount of $2,609,506.37. Roll call vote unanimous. 8. Report of City Officers – City Administrator: Police Dept is still looking for crossing guards, if interested, please contact the Police; Governor has named this week Flood Awareness Week; storm water CDBG meeting at the Senior Center, March 4, 6:30 pm to discuss storm water grant culvert replacement around in the Washington Park area and DPW/Kiwanis Park area; K&B will begin removing trees along the Hwy 89 construction route; due to the ice storm last week, the DPW crew had been working hard keeping ahead of the storm and Thank You for all their hard work, long hours, and good job. Mayor; the storm water referendum will be on the Spring ballot on April 5 so the Council meeting will be Monday, April 4. Any questions regarding the storm water utility can be directed to your alderperson or City Administrator at City Hall; indoor craft fair at the pavilion last weekend was a success; ribbon cutting at Good Vibes will be March 19 at 11:30 pm and grand opening will follow at noon; Red Bud days will be May 14 and the Farmer's Market will be returning this year; Girl Scouts will be selling cookies. 9. Adjourn: Motion by Roelke, second by Gray to adjourn at 7:05 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE MINUTES TUESDAY, MARCH 1, 2022 – 6:45 PM COLUMBUS CITY HALL 1. Roll Call: Mayor Arnold called the meeting to order at 7:10 pm. Present: Council President Gray, Mayor Arnold, Alders Albright, Reid, Roelke; Staff: City Administrator Ellefson, City Clerk Goebel, via Zoom: Hazeltine, Ganz, Schreiber, Meyers, Anding, Leitha, Lentz, Johnson, Bledsoe, Kaltenberg, interesting citizens. 2. Notice of Open Meeting: Noted as posted. 3. Approve Agenda: Motion by Roelke, second by Arnold to approve agenda. Carried voice vote. 4. Citizen Comments: None. 5. Commission/Committee Minutes: placed on file: Cable 1/5/22, CWL 1/20/22, CHLPC 1/20/22, PFC 12/15/22 6. Discuss Status of Emergency Order: Options: keep emergency order in place, remove parts of it, or remove it entirely. Would like to keep Zoom as an option for citizens to attend. Consensus to keep the order in place for 60 days but suspend face covering requirement, suspend weekly testing and proof of vaccination, but keep Zoom option. Effective when Mayor signs amendment. Forward to March 15 Regular meeting. 7. Discuss Ruekert Mielke Task Orders: Three Task Orders involving the WWTP; #2022-02 Water Quality Trading Assistance; #2022-03 2 lift station replacements (Waterloo & Meister design & bidding); #2022-05 Biosolids Drying Study (drying & storage of sludge). Concerns with the spending money on a study. Lietha explained Forward all three Task Orders to March 15 Regular meeting. 8. Discuss Recreation Department Fundraising for Park improvements: Recreation Director Meyers requested Council approval to begin fundraising for 2 park improvements: full size basketball court and 2 pickle ball courts. Forward to March 15 Regular meeting. 9. Discuss Columbus Area Aquatic Center annual membership fees: CAAC Board recommended increases to memberships effective April 1, 2022. Also changed definition of the couple pass to allow a single parent/1 child to utilize the pass. Forward to March 15 Regular meeting. 10. Discuss compensation for Elected Officials: Last increase for elected officials was in 2001. Consensus to increase $100 for both alderpersons and Mayor to $350/month & $850/m respectively. Current Council members cannot receive the increase until they are re-elected. Forward to March 15 Regular meeting. 11. Discuss Operational and Compensation RFP Submissions: Late in 2021, the City embarked on an effort to explore or implement recommendations found in the Public Administration Associates Organizational study. The City published a Request for Proposals on January 5, 2022 to address compensation concerns, identify ways the City could improve workflow and workload, and detail any opportunities they see to combine departments or staff to achieve greater efficiency and effectiveness for internal and external customers. Received 2 responses and staff recommended McMahon Associates. Forward to March 15 Regular meeting. 12. Adjourn: Motion by Arnold, second by Reid to adjourn at 8:07 pm. Carried voice vote. Submitted by: Pat Goebel, City Clerk  2022 AGENDA ITEM Committee of the Whole Meeting date: Council Meeting date: March 15, 2022 ITEM: Operator Licenses for Licensing Period 7/1/22 - 6/30/23 SUBMITTED BY: Pat Goebel, Clerk DETAILED DESCRIPTION OF SUBJECT MATTER: Request approval for the following operator licenses: Sue R. Fischer Jerry E. King Courtney M. Mays Brittany L. Weyer Amber M. Wood LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Request approval of operator licenses  RESOLUTION NO. 3-22 RESOLUTION OF THE CITY OF COLUMBUS COMMON COUNCIL CONCERNING THE STATE OF EMERGENCY WHEREAS, on September 7, 2021, the City of Columbus Common Council adopted Resolution 18-21 declaring a state of emergency and creating a COVID-19 face coverings and testing/vaccination policy; and WHEREAS, Resolution 18-21 set forth certain rules and requirements to address the increased spread of COVID-19 concerning individuals wearing face coverings while indoors in geographic areas with high or significant community spread and to encourage vaccination of City employees to minimize the spread of COVID-19; and WHEREAS, recent guidance from the CDC has indicated that the spread of COVID-19 is waning, at least temporarily, and certain protections and requirements are not required at this time; and WHEREAS, Resolution 18-21 authorizes the Mayor to make additional emergency orders which shall remain in full force and effect until rescinded or approved by further resolution by the City of Columbus Common Council; and WHEREAS, Mayor Mary Arnold did execute Amendment to Resolution No. 18- 21 on March 2, 2022; and WHEREAS, the City of Columbus Common Council adopts the following Resolution: 1. All provisions of Section 1 of Resolution No. 18-21 concerning face coverings are suspended. All persons entering City owned properties are encouraged to wear face coverings, but this is no longer required. 2. All provisions of Section 2 of Resolution No. 18-21 concerning testing and vaccinations are suspended. 3. The use of Zoom technology to hold public meetings may be continued. 4. The Declaration of Emergency as established by Resolution No. 18-21 remains in effect. 5. The Mayor is authorized to make additional emergency orders which shall remain in full force and effect until rescinded or approved by further resolution of the City of Columbus Common Council. 6. The State of Emergency as established by Resolution No. 18-21 and all terms and conditions set forth in Resolution No. 18-21 shall expire at 8:00 a.m. Monday, May 16, 2022, unless modified by further resolution of the Common Council. 7. This Resolution shall be effective upon adoption by the Common Council at a meeting duly called and held. Dated this ___ day of March, 2022 _______________________________ Mary Arnold, Mayor _______________________________ Patricia Goebel, Clerk 2 C:\Users\pgoebel\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\X2D8RNX4\resolution re emergency order 030422 (A4454332x9DEB4).docx  2022 AGENDA ITEM March 15, 2022 Council Meeting date: ________________________________________ ITEM: ______ Mayoral Appointments ______________________________________ __________ Mayor Arnold SUBMITTED BY: ________________________________ DETAILED DESCRIPTION OF SUBJECT MATTER: Appoint Mayor Arnold to replace Alder Albright on the Senior Citizens Advisory Board due to scheduling conflicts. Appoint Alder Albright to replace Mayor Arnold on the Plan Commission. Re-appoint John Walcott (business), JD Milburn, Lisa Famularo, Patti Walker to the Tourism Commission, terms expire 12/31 each year. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Approve appointments listed above.  2022 AGENDA ITEM Committee of the Whole Meeting date: ____3/01/2022_______ Council Meeting date: __3/15/2022__ ITEM:_WWTF Task Orders DETAILED DESCRIPTION OF SUBJECT MATTER: During 2022, the Wastewater Treatment Facility has several projects planned, including:  Ongoing coordination of the Water Quality Trading program, including coordination with the landowners and Columbia County, and submission of our Annual DNR Water Quality Trading Report. Cost is estimated at $5,760.  Design and bidding for the replacement of two lift stations, one located on Waterloo Street and the other located in Meister Park. Both lift stations are more than 50 years old, and are planned for replacement in 2023. Cost is estimated at $67,450.  A study of our bio-solids drying methods and alternative methods that may improve final product quality and mitigate storage and disposal concerns. Cost is estimated at $20,000. These engineering expenses were anticipated for 2022, and are included in the 2022 Wastewater Utility Budget. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: R/M Task Orders 2022-02, 2022-03, and 2022-05. ACTION REQUESTED OF COUNCIL: Approve Task Orders 2022-02, 2022-03, and 2022-05  TASK ORDER 2022-02 2022 City of Columbus Water Quality Trading Assistance This is Task Order No. 2022- 02, 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 coordinate annual management practice maintenance for the three landowner agreements described in the City’s Water Quality Trading (WQT) program in 2022. All three landowners have signed agreements on costs and implementation practices. All management practices specified in these agreements were implemented in 2020. The cover crops require annual coordination with Columbia County since they will be planted in different fields each year. The three landowner agreements involve the City purchasing phosphorus credits through the WQT program developed with the assistance of Columbia County and approved by WDNR in 2020. The WQT is being implemented, along with minor changes at the WWTF, to comply with stricter effluent phosphorus requirements needed in 2021 as part of the new WWTF Permit. This task order includes ongoing coordination with Columbia County and the City regarding practice maintenance, reporting, and approval in 2022. This Task Order includes up to 22 hours of meetings, email correspondence, and phone calls with Columbia County in 2022. The three landowner projects are listed below: A. Project No. 1 is the coordination for the City to buy credits from the WI Conference Water Quality Trading Project. B. Project No. 2 is the coordination for the City to buy credits from the Rhodes Bake-N-Serv Water Quality Trading Project. C. Project No. 3 is the coordination for the City to buy credits from the Stibb Farms Water Quality Trading Project. Additionally, this task order will include up to fourteen (14) hours of time for the preparation and submittal of the Annual Water Quality Trading Report required by Section 5.2 of the City’s WPDES Permit No. WI-0021008. This report will include the number of pollutant reduction credits used per month from the previous year, the source of the credits as detailed in the WQT plan, a summary of the annual inspections for management practices, and identification of any noncompliance with the permit. Page 1 of 4 Pages (Attachment 1 - Task Order Form) 2/14/22 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2022-02 2022 City of Columbus Water Quality Trading Assistance 2. Scope of Services for R/M A. Coordination with Columbia County and the City regarding practice maintenance and approval for management practices implemented in 2020, that do not require annual implementation. This will include up to three (3) total meetings, (one (1) meeting for each project), as well as phone calls and email correspondence with the City, the County, and the landowners. B. Coordination with Columbia County and the City regarding implementation, management, and approval for those management practices which do require annual implementation (i.e., cover crops). This will include one (1) meeting, as well as phone calls and email correspondence with the City, the County, and the landowner. C. Preparation of the Annual Water Quality Trading Report and submittal to WDNR, including any necessary coordination with WDNR. 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 landowner meetings. B. Attend internal City meetings, participate in conference calls, and provide feedback on landowner agreements. C. Approve pay requests after inspection and confirmation of practices by County. 4. Items Excluded The following items are excluded from the Scope of Services. A. WWTF WQT: 1) Agreement revisions or amendments to landowner agreements. 2) Any necessary updates to the WQT plan based on landowner agreements and WDNR feedback. 3) Obtaining new WQT projects. 4) Landowner meetings not specifically listed above in the scope of services. 5) Additional meetings, email correspondence, and phones calls with Columbia County beyond hours included in the Scope of Services. 6) Site visits for official confirmation of WQT practices. 7) Future work associated with WQT practice coordination or implementation after 2022. Page 2 of 4 Pages (Attachment 1 - Task Order Form) 2/14/22 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2022-02 2022 City of Columbus Water Quality Trading Assistance 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. Coordination of WQT Practice Maintenance, Implementation, and Approval — Spring through Winter, 2022. B. Coordination of Stibb Farms Annual Cover Crop Program – Fall 2022. 6. Payments to R/M A. City shall pay R/M for services rendered as follows: Estimate of Compensation Category of Services Compensatio Method n for Services Coordination with County for Practice Hourly $3,770 Maintenance and Approval for 3 Landowners Hourly $1,990 Prepare and Submit Annual Water Quality Trading Report TOTAL = $5,760 B. Detailed breakdown of Hours for the WWTF WQT Programs 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) 2/14/22 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2022-02 2022 City of Columbus Water Quality Trading Assistance 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 March 15, 2022. OWNER: ENGINEER: City of Columbus Ruekert & Mielke, Inc. Signature: Signature: Name: Name: Jason P. Lietha, P.E. Title: Title: Vice President/Madison Office Manager Date: Date: February 14, 2022 DESIGNATED REPRESENTATIVE FOR TASK ORDER Name: Name: Jason P. Lietha, P.E. Title: Title: Vice President/Madison Office Manager Address: Address: 4001 Nakoosa Trail, Suite 200 Madison, WI 53714 Email: Email: jlietha@ruekert-mielke.com Phone: Phone: 608-819-2600 Page 4 of 4 Pages (Attachment 1 - Task Order Form) 2/14/22 Ruekert & Mielke. Inc. 8117-00000 2022 Columbus Wisconsin Standard Rates Exhibit A RUEKERT & MIELKE, INC. STANDARD HOURLY RATES STANDARD HOURLY RATES ENGINEERING SERVICES SCADA SERVICES Engineer 8 $212.00 Senior SCADA Analyst $194.00 Engineer 7 201.00 SCADA Analyst 179.00 City Engineer 7 191.00 SURVEYING SERVICES City Engineer 7 (Meeting Rate) 96.00 Professional Land Surveyor 150.00 Engineer 6 182.00 Crew Chief / Surveyor 136.00 Engineer 5 172.00 Surveying Technician 99.00 Engineer 4 162.00 Engineer 3 142.00 CONSTRUCTION REVIEW SERVICES Engineer 2 133.00 Construction Review Manager 143.00 Senior Construction Review Technician 114.00 Engineer Technician 3 131.00 Construction Review Technician 2 99.00 Engineer Technician 2 118.00 Engineer Technician 1 108.00 ADMINISTRATIVE SERVICES Principal Ecologist 188.00 Certified Public Accountant (Company 200.00 CFO) Project Assistant 85.00 Environmental Scientist 2 124.00 Administrative Assistant 84.00 MISCELLANEOUS MILEAGE MUNICIPAL ECONOMICS & For Engineers and Technicians 0.585/mile PLANNING SERVICES For Construction Review Technicians 0.625/mile Senior Economic Consultant 208.00 For Survey Crews 0.795/mile Economic Consultant 2 150.00 Print reproductions 0.50/sq. foot Color copies 0.40/page IT/GIS TECHNICIAN SERVICES B&W copies 0.15/page Asset Management Consultant 196.00 Color plots 2.50/sq. foot IT/GIS Analyst 4 180.00 Scanning 0.50/scan IT/GIS Analyst 3 163.00 IT/GIS Analyst 2 149.00 GPS equipment 132.00/day IT/GIS Analyst 1 132.00 ATV fee 125.00/day IT/GIS Technician 2 117.00 Robotics equipment 132.00/day Manhole Scanner 200.00/day Drone (MAVIC) 200.00/day Drone Survey 500.00/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. 01/21/22 8117-00000  Exhibit B: Detailed Estimate of Hours Hours Estimated MAS DWA ADMIN Phase & Subtasks Dollars Estimated $ 142 $ 201 $ 84 Stibb Farms Annual Cover Crop Coordination with County* $ 1,463 8 1 1.5 Coordination with County for Practice Maintenance and Approval For WI Conference Project** $ 769 4 1 0 Coordination with County for Practice Maintenance and Approval For Rhodes Project** $ 769 4 1 0 Coordination with County for Practice Maintenance and Approval For Stibb Project** $ 769 4 1 0 Prepare and submit Annual Water Quality Trading Report $ 1,990 10 2 2 Total $ 5,760 30 6 3.5 *Includes all coordination with the City, County, DNR to implement cover crops in the fall of 2022 **Includes: coordinate any maintenance throughout the year, coordinate submittal of invoices in the fall, put together pay requests, coordinate rental payments, field questions from City and DNR, and coordination with County throughout the year.  TASK ORDER 2022-03 2022 Waterloo and Meister Lift Station Replacement Design and Bidding This is Task Order No. 2022- 03, 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 City has planned the replacement of two existing sewage lift stations due to inefficacy, degradation of concrete structures and valves, not meeting code requirements, and safety issues. These stations are the Waterloo lift station and the Meister Park lift station. Presently, the stations are outdated and are about 50-60 years old with a few updates since initial construction. The pumps are very inefficient and are hard to get access to when they require service and maintenance. The pumps are reaching the end of their life and reliability is a major concern for staff. The wet well concrete structures are degrading and need replacement. There is very little working volume for wastewater storage in the wet well below the sewer invert should the pumps fail. The valves for these stations are in the wet well. This is not compliant with current Wisconsin Administrative Code requirements. This situation presents a safety issue should the valves require maintenance. In addition, the stations do not have an emergency generator for backup power. If utility power fails, Utility staff must use a portable generator. This set up for an emergency is unreliable due to generator availability and access issues in emergency conditions. The City decided several years ago to provide permanent generators with an automatic transfer switch as lift stations were being upgraded. The proposed replacement stations will be of the submersible pump design. A new precast concrete wet well will be provided with duplex submersible pumps. The new wet wells will allow more space between the sewer invert and the pump working volume. Each pump will have a force main that is routed to a generator building at the site. Inside this building, there will be new plug and check valves above grade for access. The two force mains will combine into one and be routed down through the floor underground. The building will also house a natural gas- powered generator, electrical equipment, and an automatic transfer switch. The existing exterior pump control panels which are nine years old, will be relocated inside the building. The building will be the prefabricated type shipped to the site with the equipment in place. The architecture of the building will be like the recently completed building at the Westside Lift Station. Page 1 of 4 Pages (Attachment 1 - Task Order Form) 2/14/22 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2022-03 2022 Waterloo and Meister Lift Station Replacement Design and Bidding The proposed design will allow more space in the wet well below the sewer invert, improve safety as the valves and pump controls will be in the building, and increase reliability as the City will have all new components (except the pump control panels) and a permanent standby generator with automatic transfer switch. The lift station replacements will bring the stations up to current standards. 2. Scope of Services for R/M The scope of this Task Order is for design and public bidding services of the project. Our scope is as follows: Our scope includes the following items: A. Survey the sites for existing utilities, topography, property lines, and other existing features. B. Provide a soil boring at each location with a geotechnical subconsultant. C. Determine the tributary area of each lift station and conduct hydraulic calculations for existing and future projected flow rates. D. Conduct preliminary design of the site, mechanical, architectural, structural, and electrical components. E. Coordinate with the City Planning Commission on the architecture of the buildings. F. Coordinate with Columbus Water and Light for power supply to the new stations. G. Coordinate with the appropriate natural gas Utility company for a natural gas supply to the stations. H. Meet with the City to review the preliminary design. I. Complete final design of the site, mechanical, architectural, structural, and electrical components. Final design to also include connections to the existing gravity sewer upstream of the proposed wet well and to the downstream force main at each station. J. Write technical specifications. K. Submit the Wisconsin Department of Natural Resources (WDNR) approval package for lift station and sewer work for each location. L. Assemble public bidding documents. Both lift stations will be advertised together in one bidding package for a more economical bid price. M. Administer public bidding process on Quest. N. Answer bidder questions during bidding process. O. Issue required addenda. P. Attend bid opening. Q. Review bids for accuracy, write Letter of Recommendation and Notice of Award. Page 2 of 4 Pages (Attachment 1 - Task Order Form) 2/14/22 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2022-03 2022 Waterloo and Meister Lift Station Replacement Design and Bidding 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, review drawings as they are developed. 4. Items Excluded The following items are excluded from the Scope of Services. A. Construction services. B. Chapter 30 Permitting (not expected to be needed). C. Storm Water NR 216 Permitting (not expected to be needed). D. Wetland Delineation (not expected to be needed). E. SCADA and telemetry (to be completed in construction phase). 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. Work will be completed by December 31, 2022. 6. Payments to R/M A. City shall pay R/M for services rendered as follows: Estimate of Category of Services Compensation Method Compensatio n for Services Waterloo and Mesiter Lift Station Hourly $67,450 Replacement Design and Bidding TOTAL = $67,450 B. Detailed breakdown of hours for this Task Order 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) 2/14/22 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2022-03 2022 Waterloo and Meister Lift Station Replacement Design and Bidding 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 March 15, 2022. OWNER: ENGINEER: City of Columbus Ruekert & Mielke, Inc. Signature: Signature: Name: Name: Jason P. Lietha, P.E. Title: Title: Vice President/Madison Office Manager Date: Date: February 14, 2022 DESIGNATED REPRESENTATIVE FOR TASK ORDER Name: Name: Jason P. Lietha, P.E. Title: Title: Vice President/Madison Office Manager Address: Address: 4001 Nakoosa Trail, Suite 200 Madison, WI 53714 Email: Email: jlietha@ruekert-mielke.com Phone: Phone: 608-819-2600 Page 4 of 4 Pages (Attachment 1 - Task Order Form) 2/14/22 Ruekert & Mielke. Inc. 8117-00000 2022 Columbus Wisconsin Standard Rates Exhibit A RUEKERT & MIELKE, INC. STANDARD HOURLY RATES STANDARD HOURLY RATES ENGINEERING SERVICES SCADA SERVICES Engineer 8 $212.00 Senior SCADA Analyst $194.00 Engineer 7 201.00 SCADA Analyst 179.00 City Engineer 7 191.00 SURVEYING SERVICES City Engineer 7 (Meeting Rate) 96.00 Professional Land Surveyor 150.00 Engineer 6 182.00 Crew Chief / Surveyor 136.00 Engineer 5 172.00 Surveying Technician 99.00 Engineer 4 162.00 Engineer 3 142.00 CONSTRUCTION REVIEW SERVICES Engineer 2 133.00 Construction Review Manager 143.00 Senior Construction Review Technician 114.00 Engineer Technician 3 131.00 Construction Review Technician 2 99.00 Engineer Technician 2 118.00 Engineer Technician 1 108.00 ADMINISTRATIVE SERVICES Principal Ecologist 188.00 Certified Public Accountant (Company 200.00 CFO) Project Assistant 85.00 Environmental Scientist 2 124.00 Administrative Assistant 84.00 MISCELLANEOUS MILEAGE MUNICIPAL ECONOMICS & For Engineers and Technicians 0.585/mile PLANNING SERVICES For Construction Review Technicians 0.625/mile Senior Economic Consultant 208.00 For Survey Crews 0.795/mile Economic Consultant 2 150.00 Print reproductions 0.50/sq. foot Color copies 0.40/page IT/GIS TECHNICIAN SERVICES B&W copies 0.15/page Asset Management Consultant 196.00 Color plots 2.50/sq. foot IT/GIS Analyst 4 180.00 Scanning 0.50/scan IT/GIS Analyst 3 163.00 IT/GIS Analyst 2 149.00 GPS equipment 132.00/day IT/GIS Analyst 1 132.00 ATV fee 125.00/day IT/GIS Technician 2 117.00 Robotics equipment 132.00/day Manhole Scanner 200.00/day Drone (MAVIC) 200.00/day Drone Survey 500.00/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. 01/21/22 8117-00000 PROFESSIONAL FEE ESTIMATE CLIENT: City of Columbus Waterloo and Meister Lift Station Design and Bidding 02-Feb-2022 TASK ORDER: 2022-03 PREPARED BY: DWA SCOPE OF SERVICES $201 $182 $133 $118 $130 $84 TOTAL TOTAL DWA E7 E6 E2 ENG SURVEY ENGR. PM PM ENG TECH TECH AA HRS COST STUDY FEES 480 $67,450 Design and Bidding 1. Survey the sites for existing utilities, topography, property lines, and other existing features. 1 4 20 25 $3,333 2. Provide a soil boring at each lift station location with a geotechnical subconsultant. 4 4 $532 3. Determine the tributary area of each lift station and conduct hydraulic calculations for pumping rates 2 6 8 $1,200 4. Conduct preliminary design of the site, mechanical, architectural, structural, and electrical components. 6 8 42 125 181 $22,998 5. Coordinate with the City Planning Commission on the architecture of the buildings. 3 3 $603 6. Coordinate with Columbus Water and Light for power supply to the new stations. 2 2 $266 7. Coordinate with the appropriate natural gas utility company for a natural gas supply to the stations. 2 2 $266 8. Meet with the City to review the preliminary design 4 4 $804 9. Complete final design of the site, mechanical, architectural, structural, and electrical components. Final design to also include connections to the existing gravity sewer upstream of the proposed wet well and to the downstream force main at each station. 6 12 32 100 150 $19,446 10. Write technical specifications. 4 8 28 8 48 $6,656 11. Submit the Wisconsin Department of Natural Resources (WDNR) approval package for lift station and sewer work for each location. Receive WDNR approval 1 6 2 9 $1,167 12. Assemble public bidding documents. Both lift stations will be advertised together in one bidding package 3 8 6 17 $2,171 13. Administer public bidding process on Quest. 2 2 $168 14. Answer bidder questions during bidding process. 2 2 8 12 $1,830 15. Issue required addenda. 1 2 2 2 7 $852 16. Attend bid opening. 2 2 $266 17. Review bids for accuracy, write Letter of Recommendation and Notice of Award. 3 1 4 $483 0 $0 TOTAL HOURS/FEE 32 31 149 227 20 21 480 $63,041 REIMBURSABLES $4,409 HALF SIZE PLAN REPRODUCTION $735.00 GEOTECH SUBCONSULTANT $3,520.00 MILEAGE - ENGINEERS $154.00  TASK ORDER 2022-05 2022 WWTF Biosolids Drying Study This is Task Order No. 2022- 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 Presently, the Wastewater Treatment Facility (WWTF) uses a belt filter press installed in 1986, to dewater thickened biosolids to a sludge cake substance which has a solids concentration of approximately 14%. The belt filter press is nearing the end of its useful life. Because of the age of the press, it cannot achieve a higher solids concentration to the more typical level of 17% solids for similar equipment. The lower-than-normal cake solids concentration for a belt press contributes marginally to the problem of not being able to stack the cake higher in the existing storage building. The cake can only be stacked 2 to 2½ feet high. This limits the useful storage capacity of the building as the building walls are 8 feet high. Overall, the WWTF is challenged to meet the Wisconsin Department of Natural Resources (WDNR) requirement of 180 days of storage for biosolids generation. Being able to stack the biosolids cake 4 feet or higher would solve the storage issue and eliminate the need for a larger storage building. The City conducted a biosolids storage study in 2014. This study evaluated a broad range of alternatives such as a new building, renovation to the existing building, using sand drying beds, storing liquid biosolids, and continuing to contract store cake when needed. The recommendation of that study was for the City to contract store cake when needed. Since the 2014 study, pollutant loadings to the facility have increased producing more biosolids and technologies have advanced in this area. In addition, the WDNR has indicated that they would like the City to identify a more long-term solution to the biosolids storage issue. Since the 2014 study, WWTF staff and R/M have continued to monitor the storage issue. We believe, based on current technologies and cost trends, the City should continue to use biosolids cake as its end-product. However, the optimal solution is to achieve a cake solids concentration of 70% solids or higher. This would allow the cake to be stacked at least 4 feet high in the existing building. To use a biosolids dryer effectively the incoming cake product must be at least 18% solids. Because of this requirement and the fact that the existing belt filter press is at the end of its life, we believe this study and the subsequent design project, should include replacement of the belt filter press as well. The purpose of this study is to examine detailed drying technologies, identify a conceptual design, determine the best equipment configuration, and identify the total construction cost for the needed improvements. R/M will re-examine the feasibility of the centrifuge drying that was originally looked at in the 2014 study technology as well. The results of this study would be used as a basis for the design and replacement of the additional facilities starting in late 2022 or 2023. Page 1 of 4 Pages (Attachment 1 - Task Order Form) 2/14/22 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2022-05 2022 WWTF Biosolids Drying Study 2. Scope of Services for R/M The scope of this study project is as follows: A. Attend kickoff meeting. B. Update projected biosolids quantity generation looking at current and projected pollutant loadings to the WWTF. C. Evaluate current drying technologies. D. Meet with two or three manufacturers on drying configuration and design. Coordinate with manufacturers for equipment proposals to determine costs and availability. E. Coordinate with a manufacturer of centrifuge equipment for proposal to determine costs and availability. F. Identify conceptual designs for equipment alternatives. G. Create exhibits showing conceptual designs. H. Determine construction cost estimates for conceptual designs. Include 20-year net present value analysis. I. Conduct non-economic factor analyses of alternatives. J. Visit existing equipment installations with WWTF staff for recommended equipment (assume locations are within 50 miles of Madison office and two locations). K. Write draft report. L. Meet with City to discuss draft report. Make modifications. M. Present overview of report at City Committee of the Whole meeting. N. Submit final report to WDNR. 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, visit existing equipment installation, and provide feedback. Page 2 of 4 Pages (Attachment 1 - Task Order Form) 2/14/22 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2022-05 2022 WWTF Biosolids Drying Study 4. Items Excluded The following items are excluded from the Scope of Services. A. Design of facilities. B. Pilot testing of equipment. 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. Work will be completed by August 1, 2022. 6. Payments to R/M A. City shall pay R/M for services rendered as follows: Estimate of Category of Services Compensation Method Compensatio n for Services WWTF Biosolids Drying Study Lump Sum $20,000 TOTAL = $20,000 B. Detailed breakdown of hours for the WWTF Biosolids Drying Study 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) 2/14/22 Ruekert & Mielke. Inc. 8117-00000  TASK ORDER 2022-05 2022 WWTF Biosolids Drying Study 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 March 15, 2022. OWNER: ENGINEER: City of Columbus Ruekert & Mielke, Inc. Signature: Signature: Name: Name: Jason P. Lietha, P.E. Title: Title: Vice President/Madison Office Manager Date: Date: February 14, 2022 DESIGNATED REPRESENTATIVE FOR TASK ORDER Name: Name: Jason P. Lietha, P.E. Title: Title: Vice President/Madison Office Manager Address: Address: 4001 Nakoosa Trail, Suite 200 Madison, WI 53714 Email: Email: jlietha@ruekert-mielke.com Phone: Phone: 608-819-2600 Page 4 of 4 Pages (Attachment 1 - Task Order Form) 2/14/22 Ruekert & Mielke. Inc. 8117-00000 2022 Columbus Wisconsin Standard Rates Exhibit A RUEKERT & MIELKE, INC. STANDARD HOURLY RATES STANDARD HOURLY RATES ENGINEERING SERVICES SCADA SERVICES Engineer 8 $212.00 Senior SCADA Analyst $194.00 Engineer 7 201.00 SCADA Analyst 179.00 City Engineer 7 191.00 SURVEYING SERVICES City Engineer 7 (Meeting Rate) 96.00 Professional Land Surveyor 150.00 Engineer 6 182.00 Crew Chief / Surveyor 136.00 Engineer 5 172.00 Surveying Technician 99.00 Engineer 4 162.00 Engineer 3 142.00 CONSTRUCTION REVIEW SERVICES Engineer 2 133.00 Construction Review Manager 143.00 Senior Construction Review Technician 114.00 Engineer Technician 3 131.00 Construction Review Technician 2 99.00 Engineer Technician 2 118.00 Engineer Technician 1 108.00 ADMINISTRATIVE SERVICES Principal Ecologist 188.00 Certified Public Accountant (Company 200.00 CFO) Project Assistant 85.00 Environmental Scientist 2 124.00 Administrative Assistant 84.00 MISCELLANEOUS MILEAGE MUNICIPAL ECONOMICS & For Engineers and Technicians 0.585/mile PLANNING SERVICES For Construction Review Technicians 0.625/mile Senior Economic Consultant 208.00 For Survey Crews 0.795/mile Economic Consultant 2 150.00 Print reproductions 0.50/sq. foot Color copies 0.40/page IT/GIS TECHNICIAN SERVICES B&W copies 0.15/page Asset Management Consultant 196.00 Color plots 2.50/sq. foot IT/GIS Analyst 4 180.00 Scanning 0.50/scan IT/GIS Analyst 3 163.00 IT/GIS Analyst 2 149.00 GPS equipment 132.00/day IT/GIS Analyst 1 132.00 ATV fee 125.00/day IT/GIS Technician 2 117.00 Robotics equipment 132.00/day Manhole Scanner 200.00/day Drone (MAVIC) 200.00/day Drone Survey 500.00/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. 01/21/22 8117-00000 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 Estimate costs for hauling or landfilling sludge Estimated cost of sludge to be hauled by a contractor to our WDNR approved field sites, for 1 year if we could not land-spread ourselves - $19/yard. Estimated cost of hauling sludge to a landfill if approved site/fields were unavailable- $45-$50/yard plus $100 a ton for landfill fees. Sludge hauled to approved fields in 2021- 1824 yards- (120 ton) Scenario 1: Mechanical issue with our 1983 International Sludge truck. In 2021, it would have cost $34,656 to haul to our approve sites. Scenario 2: No farm field available, landfilling sludge necessary. In 2021, it would have cost $82,080- $91,200 to haul sludge to a landfill for disposal, plus $12,000 disposal fees. Total $94,080-$103,200  CITY OF COLUMBUS FOR MEETING OF: March 15, 2022 REQUEST FROM/DEPARTMENT: Recreation Department AGENDA ITEM/REQUEST: Approval to fundraise for Park Amenities *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: The Columbus Recreation committee has interest to begin fundraising for a High School size basketball court in Fireman’s park, located next to the Scout Cabin. There is also interest to fundraise for two pickle ball courts, next to the existing tennis courts. We believe both court systems in Fireman’s Park would be beneficial to Columbus. Both will promote an active, healthy lifestyle and give and adults additional opportunities to enjoy outdoor activities. The Recreation Committee and myself will seek donations from area businesses, Local organizations and will seek private donations. We just set in motion the process for receiving quotes on this project. Enclosed in your packet are the areas we hope to install the courts. From the few proposals received, I would think $55,000 raised would complete the project.  One High school size basketball court / 84 x 50 o (2) Basketball hoop in ground systems o Painted lines on the 84 x 50 court o Fencing around the courts (only to be locked during 4th of July events)  (2) Pickle ball courts / 30 x 60 o (2) Netting systems o Painted lines on the 30 x 60 court o Fencing around the courts (only to be locked during 4th of July events) PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account #: _________________________ Department: __________________________ Acct. # Approved Budget: ______________ Current Balance in Acct #: ________________ Remaining Balance in Acct #: _______________ (after approval) Basketball Court location Blue Box represents placement of two Pickle Ball courts  CITY OF COLUMBUS FOR MEETING OF: March 15, 2022 REQUEST FROM/DEPARTMENT: Columbus Area Aquatic Center (CAAC) AGENDA ITEM/REQUEST: Discussion on Membership rate increase ************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: As directed by council, the Columbus Area Aquatic Advisory committee met to discuss possible rate increases for CAAC memberships. Enclosed are draft minutes from the meeting February 2, 2022. There was a consensus to increase membership’s costs; the current rates have been in place since 2011, possibly earlier. The Advisory Committee recommends council approval on the following proposals to take effect as of April 1. This date is reflective of the Early Bird Membership ending on March 31. Family Memberships:  Increase resident rates $20 from $200 to $220  Increase nonresident rates $20 from $225 to $245 Individual Memberships:  Increase resident rates $10 from $90 to $100  Increase nonresident rates $10 from $100 to $110 Couple Passes:  Increase resident rates $5 from $150 to $155  Increase nonresident rates $5 from $160 to $165  A motion was made to change the definition of the Couple Pass to allow a single parent, one child to utilize the pass. This is a cost savings from having to purchase (2) individual passes or (1) family membership. PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account #: _________________________ Department: __________________________ Acct. # Approved Budget: ______________ Current Balance in Acct #: ________________ Remaining Balance in Acct #: _______________ (after approval)  Columbus Area Aquatic Center Meeting Minutes Wednesday, February 2, 2022 161 N Dickason Blvd 1. Call to order 6:02 p.m. 2. Quorum determined, Amy Jo Meyers, Angie Andler, Deja Rasmussen, Karla Hoffman, Heather Stanton, Kane Browskowski, Amy Roelke 3. Meeting was posted 4. Meeting Agenda was approved by Deja, Second by Angie 5. No citizen comments or communications 6. No Old business 7. New business: Rate increase for season memberships Rate increase for family Season membership by $20 to $220 for residents, $245 for non-residents. Motion made by Heather, second by Deja Rate increase for Single season membership by $10, to $100 for residents, $110 for Non-residents. Motion made by Amy Roelke, second by Deja Rate increase for couple’s season membership by $5, to $155 for residents, $170 non-residents. Motion made by Angie Andler, second by Heather Motion to change definition of couple’s passes to two people in same household. Motion made by Amy Roelke, second by Karla. 8. 2022 Season Expectations- a. Opening/closing: current plan is to open the first week in June. Planning to keep the pool open as long as possible. b. Hiring: Application deadline is April first, should have staff hired by first week in May c. Training: will follow in May 9. MyRec online Enrollment went live 2/2/2022; software will be set up prior to season opening. 10. Director report 11. Manager report 12. Next meeting on April 6, 2022. Meeting adjourned at 6:46, approved by Deja, seconded by Karla.  2022 AGENDA ITEM Committee of the Whole Meeting date: _March 1, 2022__________ Council Meeting date: ___March 15, 2022_________ ITEM:_Compensation of Elected Officials_ DETAILED DESCRIPTION OF SUBJECT MATTER: Recently, there was an inquiry about compensation of the Alders and Mayor, including the history of increases. Researching old payroll records, City Clerk Pat Goebel was able to find that the current rates of $250/month for Alders and $750/month for the Mayor were implemented during 2001. Compensation is rarely a primary consideration for local elected officials, but there is a substantial commitment of time and effort that local elected officials put forward for the benefit of the city. It is important to note that anyone serving currently on the City Council will not be able to receive increased compensation during their term, and can only receive increased pay if they are re-elected to another term. Additionally, even though compensation adjustments may have a relatively minor impact on the overall budget, it will be important to plan any compensation changes to either coincide with a future budget year or make the changes during 2022, but identify expenditures or accounts that can be reduced to offset any changes. ****** 3/15/2022 Update The recommendation from the Committee of the Whole is to increase the compensation for the Alders and Mayor becoming effective in the next terms for each office. The rate of pay would go from $250 a month for an Alder to $350 a month. The rate of pay for the Mayor would go from $750 a month to $850 a month. None of these increases can be accepted during the current term of office, although the Council has flexibility to choose when these rates will become effective for those beginning new terms. ACTION REQUESTED OF COUNCIL: Consider approval of the new Mayor and Alder rates, in addition to identifying the point the rates will become effective for newly elected officials.  2022 AGENDA ITEM Committee of the Whole Meeting date: ____3/01/2022_______ Council Meeting date: __3/15/2022__ ITEM:_Submissions for Operational and Compensation Study RFP DETAILED DESCRIPTION OF SUBJECT MATTER: Late in 2021, the City embarked on an effort to explore or implement recommendations found in the Public Administration Associates Organizational study. To engage professional assistance in these areas, the City published a Request for Proposals on January 5, 2022. The stated goal of the RFP was to address compensation concerns, identify ways the City could improve workflow and workload, and detail any opportunities they see to combine departments or staff to achieve greater efficiency and effectiveness for internal and external customers. There were several inquiries about the RFP, but ultimately we only received submissions from McGrath Human Resources Group, and McMahon Associates, Inc. The COW recommended we pursue an agreement with McMahon Associates, Inc, finding their submission to be the lowest cost, with the most comprehensive approach to the requested evaluation. The City Attorney reviewed a draft of the McMahon service agreement, and suggested revisions, which are incorporated in the version of the agreement you see here. Additionally, a representative from McMahon is planning on being in attendance in the event there are any questions. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: • McMahon RFP Submission • McMahon Professional Services Agreement ACTION REQUESTED OF COUNCIL: Consider approval of the professional services agreement with McMahon, Inc.  AGREEMENT For PROFESSIONAL SERVICES Date: March 4, 2022 City of Columbus Revised March 10, 2022 105 N. Dickason Blvd. Columbus, WI 53925 Attn: Kyle Ellefson McM. No. C0631-04-22-0304.00 PROJECT DESCRIPTION: McMahon will perform an Operational and Compensation Assessment for the City of Columbus, Wisconsin. SCOPE OF SERVICES: McMahon Associates, Inc. agrees to provide the following Scope of Services for this project: ◼ Preliminary planning ◼ Collection of Data from City Administration ◼ Research and Analysis ◼ Finalize Plan ◼ Present Results Note: A more detailed scope has been provided in the Proposal dated January 12, 2022. This scope is incorporated into the agreement by reference. SPECIAL TERMS: (Refer Also To General Terms & Conditions - Attached) The Scope Of Services and fee is based upon the understanding that the Owner will provide the following: ◼ A single source contact with whom all communication is to occur. ◼ Will assist with scope tasks to limit the number of consulting hours needed on the project ◼ Upon execution of this agreement this document is subject to open records. The City of Columbus agrees that the Project Description, Statement Of Understanding, Scope of Services and Compensation sections contained in this Agreement, pertaining to this project or any addendum thereto, are considered confidential and proprietary, and shall not be released or otherwise made available to any third party, prior to the execution of this Agreement, without the expressed written consent of McMahon Associates, Inc. COMPENSATION: (Does Not Include Permit Or Approval Fees) McMahon Associates, Inc. agrees to provide the Scope of Services described above for the following compensation: Lump Sum $29,400 paid out in 4 Equal payments The first invoice is expected to be provided to the City in early May 2022. Subsequent invoicing will be based on progress. The final billing will be submitted upon completion of the report. Time and Expenses COMPLETION SCHEDULE: McMahon Associates, Inc. agrees to complete this project as follows: ◼ This project will take approximately four (4) to five (5) months to complete. Page | 1 ACCEPTANCE: The General Terms & Conditions and The Scope of Services (Defined in The Above Agreement) Are Accepted, and McMahon Associates, Inc. Is Hereby Authorized To Proceed With The Services. The Agreement Fee Is Firm For Acceptance Within Sixty (60) Days From Date Of This Agreement. OWNER: (Type In Name) McMAHON ASSOCIATES, INC. Neenah, Wisconsin By: By: (Authorized Signature) Jeffrey R. Roemer Title: Title: Public Safety Manager Date: Date: March 4, 2022 Please Return One Copy For Our Records Street Address: 1445 McMAHON DRIVE - NEENAH, WI 54956 Mailing Address: P.O. Box 1025 - NEENAH, WI 54957-1025 PH 920-751-4200 ▪ FX 920-751-4284 ▪ WWW.MCMGRP.COM Page | 2  Revised: March 19, 2020 McMAHON ASSOCIATES, INC. GENERAL TERMS & CONDITIONS 1. McMAHON ASSOCIATES, INC. (hereinafter referred to as ‘McMAHON’) will bill the Owner monthly with net payment due in 30-days. Past due balances shall be subject to a service charge at a rate of 1.0% per month. In addition, McMAHON may, after giving 48-hours notice, suspend service under any Agreement until the Owner has paid in full all amounts due for services rendered and expenses incurred. These expenses include service charges on past due invoices, collection agency fees and attorney fees incurred by McMAHON to collect all monies due McMAHON. McMAHON and Owner hereby acknowledge that McMAHON has and may exercise lien rights on subject property. 2. The stated fees and Scope of Services constitute our best estimate of the fees and tasks required to perform the services as defined. This Agreement, upon execution by both parties hereto, can be amended only by written instrument signed by both parties. For those projects involving conceptual or process development services, activities often cannot be fully defined during initial planning. As the project progresses, facts uncovered may reveal a change in direction, which may alter the Scope. McMAHON will promptly inform the Owner in writing of such situations so changes in this Agreement can be negotiated, as required. 3. The stipulated fee is firm for acceptance by the Owner for 60-days from date of Agreement publication. 4. Costs and schedule commitments shall be subject to re-negotiation for delays caused by the Owner's failure to provide specified facilities or information, or for delays caused by unpredictable occurrences, including without limitation, fires, floods, riots, strikes, unavailability of labor or materials, delays or defaults by suppliers of materials or services, process shutdowns, infectious diseases, acts of God or the public enemy, or acts or regulations of any governmental agency. Temporary delay of services caused by any of the above, which results in additional costs beyond those outlined, may require re-negotiation of this Agreement. 5. Reimbursable expenses incurred by McMAHON in the interest of the project including, but not limited to, equipment rental will be billed to the Owner at cost plus 10% and sub-consultants at cost plus 12%. When McMAHON, subsequent to execution of an Agreement, finds that specialized equipment must be purchased to provide special services, the cost of such equipment will be added to the agreed fee for professional services only after the Owner has been notified and agrees to these costs. 6. McMAHON will maintain insurance coverage in the following amounts: Worker's Compensation .......................................................................................... Statutory General Liability Bodily Injury - Per Incident / Annual Aggregate................ $1,000,000 / $2,000,000 Automobile Liability Bodily Injury ........................................................................................ $1,000,000 Property Damage ................................................................................ $1,000,000 Professional Liability Coverage ........................................................................... $2,000,000 If the Owner requires coverage or limits in addition to the above stated amounts, premiums for additional insurance shall be paid by the Owner. McMAHON's liability to Owner for any indemnity commitments, reimbursement of legal fees, or for any damages arising in any way out of performance of our contract is limited to ten (10) times McMAHON’s fee not to exceed to $500,000. 7. The Owner agrees to provide such legal, accounting and insurance counseling services as may be required for the project for the Owner’s purpose. All unresolved claims, disputes and other matters in question between the Owner and McMAHON shall be submitted to mediation, if an agreement cannot be reached by Owner and McMAHON. 8. Termination of this Agreement by the Owner or McMAHON shall be effective upon 7-days written notice to the other party. The written notice shall include the reasons and details for termination; payment is due as stated in paragraph 1. If the Owner defaults in any of the Agreements entered into between McMAHON and the Owner, or if the Owner fails to carry out any of the duties contained in these terms and conditions, McMAHON may, upon 7-days written notice, suspend its services without further obligation or liability to the Owner unless, within such 7-day period, the Owner remedies such violation to the reasonable satisfaction of McMAHON. 9. Re-use of any documents or AutoCAD representations pertaining to this project by the Owner for extensions of this project or on any other project shall be at the Owner's risk and the Owner agrees to defend, indemnify and hold harmless McMAHON from all claims, damages and expenses, including attorneys’ fees arising out of such re-use of the documents or AutoCAD representations by the Owner or by others acting through the Owner. 10. Purchase Orders - In the event the Owner issues a purchase order or other instrument related to the Engineer's services, it is understood and agreed that such document is for Owner's internal accounting purposes only and shall in no way modify, add to or delete any of the terms and conditions of this Agreement. If the Owner does issue a purchase order, or other similar instrument, it is understood and agreed that the Engineer shall indicate the purchase order number on the invoice(s) sent to the Owner. 11. McMAHON will provide all services in accordance with generally accepted professional practices. McMAHON will not provide or offer to provide services inconsistent with or contrary to such practices nor make any other warranty or guarantee, expressed or implied, nor to have any Agreement or contract for services subject to the provisions of any uniform commercial code. Similarly, McMAHON will not accept those terms and conditions offered by the Owner in its purchase order, requisition or notice of authorization to proceed, except as set forth herein or expressly accepted in writing. Written acknowledgment of receipt, or the actual performance of services subsequent to receipt, of any such purchase order, requisition or notice of authorization to proceed is specifically deemed not to constitute acceptance of any terms or conditions contrary to those set forth herein. 12. McMAHON intends to serve as the Owner's professional representative for those services, as defined in this Agreement, and to provide advice and consultation to the Owner as a professional. Any opinions of probable project costs, approvals and other decisions made by McMAHON for the Owner are rendered on the basis of experience and qualifications and represent our professional judgment. Nothing contained in this Agreement shall create a contractual relationship with, or a cause of action, in favor of a third party against either the Architect or McMAHON. 13. This Agreement shall not be construed as giving McMAHON the responsibility or authority to direct or supervise construction means, methods, techniques, sequence or procedures of construction selected by Contractors or Subcontractors, or the safety precautions and programs incident to the work of the Contractors or Subcontractors. 14. The Owner shall be responsible for maintenance of the structure, or portions of the structure, which have been completed and have been accepted for its intended use by the Owner. All structures are subject to wear and tear, and environmental and man-made exposures. As a result, all structures require regular and frequent monitoring and maintenance to prevent damage and deterioration. Such monitoring and maintenance is the sole responsibility of the Owner. McMAHON shall have no responsibility for such issues or resulting damages. W: \ McM-Info \ Proposal SOQ \ GTC's \ GTC (McM-2020).docx