Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE TUESDAY, MARCH 20, 2018 – FOLLOWING REGULAR MEETING COLUMBUS CITY HALL AGENDA 1. Roll Call 2. Notice of Open Meeting 3. Approve Agenda 4. Citizens Comments on agenda items 5. Department Reports 6. Discuss Request to Increase Deposit Amounts on Fireman’s Park Pavilion, Rest Haven, and the Concession Stand 7. Discuss Use of Unused Funds Request from the Columbus Area Aquatic Center Advisory Committee 8. Discussion on Construction Services/Inspection for Public Infrastructure Projects 9. Review of Task Order for Construction Review services for the 2018 City Street Project 10. Discussion of Preliminary Special Assessment Report and process 11. Review of process to dispense of collateral from the Hydro Street Brewing Company 12. Convene to closed session per §19.85(1)(e) deliberating or negotiating the purchase of public properties, the investment of public funds, or conducting other public business, whenever competitive or bargaining reasons require specifically to discuss a Revolving Loan Fund Application from Dubs Brew, LLC d/b/a Cercis Brewing Company 13. Convene to Open Session 14. Discuss CDA Recommendation regarding Revolving Loan Fund Application from Dubs Brew, LLC d/b/a Cercis Brewing Company 15. Convene to closed session per §19.85(1)(e) deliberating or negotiating the purchase of public properties, the investment of public funds, or conducting other public business, whenever competitive or bargaining reasons require specifically to discuss development in TIF #4 16. Adjourn  CITY COUNCIL REPORT FOR MARCH 20, 2018 MEETING LEVEL OF STAFFING - AS OF 02/28/2018 37 Paid on Call Firefighters - Non-Probationary Members 2 Paid on Call Firefighters - Probationary Members 1 Fire Chief 40 Total Active Members 0 Vacant Firefighter Positions 0 Hiring Process 0 Eligibility List Full staff level for active fire personnel is 40  INCIDENT RESPONSES February 2018 Alarm End City Rural # of Run # Alarm Date Time Time Incident Location Incident Incident Incident Type F.F. Unattended burn 18-017 02/01 18:06 19:00 7652 Hwy 73 X 10 barrel 18-018 02/03 14:53 15:35 Hwy 151/Hwy V NB X False Report 11 Hwy 16/60 between MVA/Vehicle 18-019 02/03 18:02 20:30 X 18 Hwy T & TT Fire Change of 18-020 02/07 09:22 10:00 Sun Prairie FD X 5 Quarters/MABAS 18-021 02/08 12:20 1350 N928 Hwy A X Lift Assist 5 18-022 02/09 00:52 02:00 River Rd near N885 X MVA 6 Person Stuck in 18-023 02/12 09:46 10:05 916 Waterloo St X 1 Elevator 18-024 02/21 11:22 11:46 130-½ N Ludington X Lift Assist 3 18-025 02/21 21:39 23:30 655 S Lewis X CO Leak 5 Mutual Aid to 18-026 02/22 21:16 01:20 901 W Madison St X 4 Waterloo FD 18-027 02/24 02:37 05:30 Hwy 16 near W956 X MVA 17 18-028 02/24 15:49 18:15 Muller Rd/Cooper Rd X Skid Steer Fire 15 Current Monthly Total: 16 Total Runs by Month: Jan 16 July Feb 12 Aug Mar Sep Apr Oct May Nov June Dec Year to date total 28 Last Year at this time 22  TRAININGS, MEETINGS, AND COMMUNITY ACTIVITIES February 2018 02/01 Entry Level Class @ Sun Prairie – FF E. Groh 02/02-03 Chiefs’ In-Service @ Volk Field – Chief Koehn 02/03 Firefighter I Class @ Madison – FF Bohner Entry Level Class @ Sun Prairie – FF E. Groh MABAS WI In-Service @ Volk Field – Capt. Dykstra 02/-03-04 ICS 300 Class @ Rio – Lt. M. Powers and FF Rostad 02/05 PFC Meeting 02/07 Inspectors Class @ Oregon – SO Miller and FF Sebal 02/08 Entry Level Class @ Sun Prairie – FF E. Groh Firefighter I Class @ Madison – FF Bohner 02/12 Fire Department Officers Meeting 02/13 Monthly Fire Department Meeting Semi Monthly Drill – MABAS Review 02/15 Entry Level Class @ Sun Prairie – FF E. Groh Firefighter I Class @ Madison – FF Bohner 02/18 Fire Inspector I Class @ Oregon – FF Milburn and FF Sebal 02/21 DCARI Class on Youth Fire Setters @ Madison – FF Carl, LT Fox and Chief Koehn Fire Inspector I Class @ Oregon – FF Milburn and FF Sebal 02/22 Firefighter I Class @ Madison – FF Bohner Entry Level Firefighter Class @ Sun Prairie – FF E. Groh 02/27 Semi Monthly Drill – Wildland Refresher DNR 02/28 Fire Inspector I Class @ Oregon – FF Milburn and FF Sebal WI DOT Traffic Control & Scene Management @ Poynette – LT Fox  ITEMS OF NOTE FOR FEBRUARY Firefighter Devin Carroll successfully completed his one year probationary period on February 21. A trailer for technical rescue equipment was purchased and put in service. It’s a 2012, 16-foot enclosed trailer that was purchased from the Holmen Fire Dept. It now holds equipment for water/ice rescue, grain bin rescue, confined space rescue and other equipment. Prior to this, the equipment was stored in the station wherever we could find space. In the event of a call, we would have to find space on a truck and take the time to load it. Our inflatable boat is now kept inflated in the trailer which is a huge time saver as opposed to inflating it on scene. The only drawback is that the trailer has to be stored at the Old Countryside Ford until a new station can house it. The purchase was completely made with miscellaneous donations from over the past several years. Randy Koehn  AGENDA ITEM #____6______ CITY OF COLUMBUS FOR MEETING OF: March 20, 2018 REQUEST FROM/DEPARTMENT: Recreation AGENDA ITEM/REQUEST: Approval of increase deposit amounts on Fireman’s Park Pavilion, Rest Haven and the Concession Stand *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: The Recreation advisory committee would like to make a recommendation to Council that deposit amounts for Park shelter rentals align with our current rental fees. This change is for the Pavilion, Rest Haven and the Concession stand. Separate contracts have been created for each venue as there has been an increase in rentals for these facilities. PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account #: _________________________ Department: __________________________ Acct. # Approved Budget: ______________ Current Balance in Acct #: ________________ Remaining Balance in Acct #: _______________ (after approval)  2018 City of Columbus Pavilion Venue Contract Name of User: Address: Resident: Y/N City and State: Zip Code: Phone # : Phone #: Email: (please write legibly) Dates requesting: (1) Full or half day (circle) (2) Full or half day (circle) (3) Full or half day (circle) The City’s park shelters and facilities are available for residents (R), non-resident (NR), non-profit resident (NPR) and non-profit non-resident (NPNR) organizations. Rental fees are based on the type of rental and all fees are subject to sales tax. (See schedule of fees below). Rental Type: Deposit Amount Rent: Mon. – Thurs. Rent: Fri. – Sun. WI State Tax R $500 (was $400) $200 $500 $27.50 NR $1000 (was $600) $400 $1000 $55.00 NPR $200 $75 $200 - NPNR $300 $100 $225 - **Please note if you are tax exempt a copy of your exemption MUST be provided** RENTAL FEES  Full day Rentals are considered from 6:00 a.m. to 2:00 a.m. (Monday – Sunday) regardless of what time the renter(s) arrive.  Specific half day rentals from either 7:00 a.m. to 3 p.m. or 4:00 p.m. to 1:00 a.m. are charged one half of a full day rental fee. Weekday rates are Monday through Thursday.  Weekend rates are Friday, Saturday and Sunday.  Holiday rates are the same as a weekend rate.  Off season rates apply to months January and February. Off season rates receive a 20% discount on the current rate on rental fee schedule shown above.  Smoking in the Pavilion will result in a full forfeiture of any and all fees collected. No exceptions. Any evidence of smoking in the building will result in a forfeit of any fees paid for rent and deposit. Evidence of smoking by the Renter and / or Renter’s associates, guests, invitees, contractors, and all other persons whatsoever who enter the venue during the rental period, whether or not such persons did so with Renter’s knowledge or consent, will result in loss of full deposit amount.  RESERVATIONS Reservations are on a first come, first serve basis and are not considered complete until this agreement is signed and the deposit is paid in full. The security deposit must be paid in full when the agreement is signed to reserve the date. Rental fees must be paid in full at least 30 days prior to the rental. If the renter cancels the rental less than 30 days prior to the event, the rental fee/sales tax, and security deposit with be forfeited. If the renter cancels the rental less than 60 days prior to the event the security deposit will be forfeited and any rent payment collected will be returned. A. Use of the online service to pay for rental fees have a transaction fee associated with that use. Any fee charged by the online service is the responsibility of the renter. B. Rental fees are subject to Wisconsin State sales tax. Security deposits are not subject to sales tax. C. The City shall return the security deposit minus any amounts deemed necessary to repair damages inflicted upon the venue or required additional cleaning by the Renter and / or Renter’s associates, guests, invitees, contractors, and all other persons whatsoever who enter the venue during the rental period, whether or not such persons did so with Renter’s knowledge or consent, within 30 days from rental date. Failure to return the keys to the facility will result in full loss of the security deposit. Keys must be returned within 24 hours of the rental date. D. Resident vs Non-Resident. Residents are those who reside within the city limits of Columbus. Non- residents reside outside the city limits. E. Charitable, non-profit or church organizations that rent the facilities must provide proof that they are non- profit or chartable status in order to receive the reduced rental/deposit fees. It does not, however, eliminate the requirement to pay sales tax on the rental fee paid. F. Any rental which intends to use more than the facility named in this agreement must identify that need/use at the time this agreement is received. Depending on the use, need or circumstances the City Council may be involved in the approval process. G. Any large event that charges fees must be approved by the City Council before any rental agreement/agreement would be approved. Detailed use of the grounds, facilities, etc. must be outlined and provided along with this agreement. H. Proof of insurance will also be required for large events. I. The City reserves the right to decline any and/or all rentals of any/and or all city facilities to any party. J. The renter/user is responsible for any damages to any property in the rented area and/or any injuries which were sustained by any member(s) of the party/group during the gathering or as a result thereof. K. The City is not responsible for any damages to any person, personal items, personal items kept in the walk- in freezer, concession areas, park grounds or any other area within the park. L. Keys to the buildings are available Monday through Friday between the hours of 7:00 a.m. and 3:30 p.m. at the Columbus Recreation Department / Public Works Department offices located at 229 E School Street Columbus, WI 53925. To call and make arrangements for pick up please call (920)623-5936 or (920)623- 5908. Keys can be obtained 24 hours in advance of the rental and/or the last business day prior to rental. Failure to secure/lock the rented facility after use will result in full forfeiture of security deposit.  RULES AND CONDITIONS LOITERING: City Ordinance (Sec. 70-64) states the city parks are closed from 10pm to 6am. No person shall loiter in any city park during hours that the park is closed. Exemptions to the ordinance are permits for special parks events approved by the Columbus Recreation Department and/or by the City Council for events requiring liquor license. PARK HOURS: For special events in City Parks that have been permitted and allowed beyond the stated park hours (6 a.m. to 10 p.m.) renters are expected to remain in and around the specific facility that has been reserved for the event. Loitering around other parts of the park after hours is not permitted. MUSIC AND NOISE: Users shall be mindful of the volume of noise created at their event. Excessive or disturbing noises emanating from the event may result in action taken by the City due to noise complaints (City Ordinance 38- 106). This action may include a police officer responding to the event, shutting down the event and/or the issuance of a citation. Music and other noise must end at 12:00 a.m. NO EXCEPTIONS. BUILDING CONDITION/CLEANING: Users shall leave areas in clean condition, as determined by the park caretaker. All floors swept and mopped, bathrooms cleaned, and other used areas MUST be returned to clean conditions or renter will forfeit a portion or all of the deposit. Any tables, chairs or other furnishings that are moved must be returned to racks. Racks must be moved back to original location on the premises. Users shall complete all these tasks and remove all personal property, any rental equipment and trash prior to closing time of 2:00 a.m. (unless multi-day rental). NO EXCEPTIONS. Failure to properly clean facility will result in the loss of or partial loss of the security deposit. Lost or stolen AED will result in total deposit loss, you will be charged for the current replacement cost. Damages in costs that exceed the security deposit will be the responsibility of the renter and must be paid in full within 30 days after the rental. Any violation of this agreement is subject to loss of the full security deposit. CHAIRS AND TABLES: Users are responsible to know the type of tables and chairs currently in use at the Pavilion. Any additional rentals are at the cost of the user. RECYCLING/GARBAGE: All recyclable materials must be removed from premise and recycled properly (no items left on grounds). All trash must be disposed of in the receptacle located outside the buildings. FIRE ROUTES: Per state fire code: AT NO TIME during the rental of any facility shall any exits be blocked or obstructed; also, all exits must be kept unlocked during use. NOT ALLOWED: No helium balloons allowed inside buildings. If helium balloons are found and removed, please note a fee will be charged to the renter for removal of said item. No glass bottles allowed in buildings and on park grounds (Municipal Code Section 70-65). ABSOLUTELY NO smoking or use of candles and open flames!! Any evidence of smoking, use of candles or evidence of open flames in any of the buildings or on the balcony at the Pavilion will result in a forfeit of any fees paid for rent and deposit. The renter will also be liable for any and all damages caused. No items that will damage the walls or floors of the building rented can be used for display or decorations. The use of nails, tacks, etc. are also prohibited. KEY PICK UP: Keys to the buildings are available Monday through Friday between the hours of 7:00 a.m. and 3:30 p.m. at the Columbus Recreation Department / Public Works Department offices located at 229 E School Street Columbus, WI 53925. To call and make arrangements for pick up please call (920)623-5936 or (920)623-5908. Keys can be obtained 24 hours in advance of the rental and/or the last business day prior to rental.  USE OF GROUNDS Permission to use ball fields must be obtained from Columbus Recreation. Hourly rental fees do apply for both athletic fields and use of lights. Permission will be declined if there is a conflict with any city-sponsored recreation events. Scheduled or rain date city-sponsored recreation events have priority over all other uses. Organized groups using grounds, but not reserving buildings, must register with Public Works this includes: circuses, scouting groups, campers, company picnics, school groups, etc. LICENSES AND PERMIT REQUIREMENTS A. Beverage licenses are not required for private parties, receptions or other private occasions. The party using the building for a private affair is responsible for providing their own bartenders and for preventing furnishing of any alcoholic beverages to underage persons. The sale of alcohol is strictly forbidden. B. Temporary Class “B” license, if appropriate, is required for rentals contracted by non-profit organizations or bona-fide clubs for purposes of fund-raising, etc. C. Users shall be responsible for maintaining order for all public functions when a Temporary Class “B” license is issued and are responsible for any damages to person or property as a result of the function and sale of alcohol. D. If the user is a public event or organization an emergency management plan form is required. The plan requires certain steps be taken and preparations made in the case of a potential emergency for example; inclement weather. Contact Amy Sandow (920) 623-5900 or email at columbusem@columbuswi.us to obtain the plan form. RELEASE OF LIABILITY In consideration of the permission granted to ____________________________________ (person to whom wishes to use the City Property), the undersigned discharges and releases the City of Columbus, Wisconsin, from all claims, demands or liability whatsoever which we may now have or hereafter have, as a result of use of the premises on ________________ (rental date). I have read the agreement and understand all its contents _____________ (initials). Renter’s Signature, date Columbus Representative Signature, date Printed Name Printed Name Address Address City, State, Zip Code City, State, Zip Code Return Completed Agreement & Payment to: Columbus Recreation Department C/o Public Works Department 229 E. School Street Columbus, WI 53925 Email: recreation@columbuswi.us  2018 City of Columbus Concession Stand Venue Contract Name of User: Address: Resident: Y/N City and State: Zip Code: Phone#: Phone#: Email: (please write legibly) Dates requesting: (1) Full or half day (circle) (2) Full or half day (circle) The City's park shelters and facilities are available for residents (R), non-resident (NR), non­ profit resident (NPR) and non-profit non-resident (NPNR) organizations. Rental fees are based on the type of rental and all fees are subject to sales tax. (See attached schedule of fees). Deposit Amount Rent Mon. - Thurs. PD. Rent Fri. - Sun. PD. WI State Tax PD. $60 (R) (was $50) $50 $60 $4.13 $100(NR) (same) $75 $100 $5.50 $50 NPR (same) $25 $50 - $100NPNR $50 $75 - (same) **Please note if you are tax exempt a copy of your exemption MUST be provided** RENTAL FEES • Full day Rentals are considered from 6:00 a.m. to 2:00 a.m. (Monday- Sunday) regardless of what time the renter(s) arrive. Any part of the day is considered a full day rent. • Specific half day rentals from either 7:00 a.m. to 3 p.m. or 4:00 p.m. to 1 :00 a.m. are charged one half of a full day rental fee. • Half day rental rates do not apply to other park shelters. concession stands. athletic fields or parks. • Weekday rates are Monday through Thursday. • Weekend rates are Friday, Saturday and Sunday. • Holiday rates are the same as a weekend rate. • Smoking in any of the structures rented will result in a full forfeiture of any and all fees collected. Only exception is the outdoor, cement area for the concession venue. Bathrooms are included as an indoor structure. RESERVATIONS Reservations are on a first come, first serve basis and are not considered complete until this agreement is signed and the deposit is paid in full. The security deposit must be paid in full  AGENDA ITEM #____7______ CITY OF COLUMBUS FOR MEETING OF: March 20, 2018 REQUEST FROM/DEPARTMENT: Recreation AGENDA ITEM/REQUEST: Use of unused funds *************************************************** DESCRIPTION AND SCOPE OF PROJECT/ITEM WITH KEY ISSUES NOTED: The Columbus Area Aquatic Center Advisory Committee would like to make a recommendation to City Council that unused funds from the 2017 CAAC budget be carried over to the 2018 budget for painting purposes. PREVIOUS ACTION TAKEN (IF APPLICABLE): BUDGET AND FINANCING INFORMATION: Account #: _________________________ Department: __________________________ Acct. # Approved Budget: ______________ Current Balance in Acct #: ________________ Remaining Balance in Acct #: _______________ (after approval) March 13, 2018 Council Members, The CAAC Advisory Committee would like to make a recommendation to City Council that unused funds from the 2017 CAAC budget (item # 215-555210-248 repair & maintenance.) be carried over to the 2018 CAAC budget for painting purposes. At the end of the 2017 season the remaining balance on this line item was $3249.20, we would like to carry over $3200. At budget season this request was made and got lost along the way. We would like to use $3200.00 from the 2017 budget and use $975.00 from the 2018 budget to complete the needed repairs: • Paint two coats on hallway ceiling and gray trim • Paint each family change room ceiling and walls • Two coats on doors and frames at $75 each ~ 5 being done • Patch and repair cracks in both locker room ceilings, paint one coat and upper block wall Thank you for your consideration. Amy Jo Meyers, Recreation Director Davis Clark, DPW Director Martha Rule, Chair Julie Berget, Secretary Trina Reid, liaison Michael Thom, Mayor Kane Browskowski, CAAC Manager Marcie Bindl Ross Rehfeldt Ali Simyab  2018 AGENDA ITEM Committee of the Whole Meeting date: __March 20, 2018 ______ Council Meeting date: _____TBD ______ ITEM: _ Construction Services for Public Infrastructure Projects DETAILED DESCRIPTION OF SUBJECT MATTER: Following discussion at the March 6th Committee of the Whole meeting, this item returns to the agenda for some follow up. Mayor Thom, Alderman Kenney and I had a productive discussion regarding how the City should approach engineering construction inspection for our public infrastructure projects now and going forward. Accounting for some of the timing challenges we are facing with the upcoming 2018 City Street project, we would like to discuss the optimal approach of having construction inspection remain under the purview of Ruekert-Mielke. Matt made a very good point that a potential construction inspector would be much more useful if they were involved in the planning of the project earlier in its development. However, as pointed out in the memo from the March 6th COW, taking actions to ensure that we are receiving the most reasonable prices for the best service is what we should always try to do. To have a separate firm review construction is a departure from what has been done in recent years and making this change midstream with coming City project is too great a hurdle. A better test of this new approach is to review the RFQ document shared in the last packet to ensure it covers all issues and concerns, and look at utilizing it for the coming TID #4 Hall Road project. The Hall Road project brings a lower impact to property owners and is in more of the beginning stages of development. It will also provide the City with a good exercise to test what other consultants could bring to the table in public infrastructure projects. We hope to have a more productive discussion on this Tuesday night incorporating some of the thoughts that came out of the meeting I mentioned above. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: None. ACTION REQUESTED OF COUNCIL: Continued Discussion of Construction Inspection for Public Infrastructure Projects  TASK ORDER 2018-06 2018 S. Water and E. School Street and Utility Improvements Construction Services This is Task Order No. 2018-06, consisting of 5 pages. Task Order In accordance with paragraph 1.1 of the Master Professional Service Agreement between City of Columbus (City) and Ruekert & Mielke Inc. (R/M) for Professional Services – Task Order Edition, dated March 16, 2010 ("Agreement"), City and R/M agree as follows: 1. Specific Project Data A. This task order represents an extension of the efforts identified and performed under Task Order 2017-07 which included data collection and design services for the 2018 S. Water and E. School Street and Utility Improvements. B. This task order includes the scope of services and associated cost for construction phase efforts related to the 2018 S. Water and E. School Street and Utility Improvements project. This project will include the following street segments: 1. S. Water Street from E. School Street to E. James Street. 2. E. School Street from S. Ludington Street to Waterloo Street. C. Construction services for this task order also include services for the oversight of the mill and overlay section of E. School Street for 2018. 2. Scope of Services for R/M A. CONSTRUCTION PHASE 1. Submittal Review and approval 2. Construction Staking for: i. Sanitary sewer and structures ii. Sanitary sewer laterals iii. Storm sewer and structures iv. Concrete curb and gutter Page 1 of 5 Pages (Attachment 1 - Task Order Form) 03/15/18 Ruekert/Mielke ~ Columbus City 8117-00000 Miscellaneous Project Files > 218 Misc Engineering > Task Orders > Task Order 2018-06 2018 Street Reconstruction > Task Order 2018-06-2018 S. Water and E. School Street and Utility Improvements.docx~  TASK ORDER 2018-06 2018 S. Water and E. School Street and Utility Improvements Construction Services 3. Construction Review-Utilities i. Full time review of sanitary sewer construction 1. Time estimate for construction review is based on an estimate of 150 feet of installation per day and 3 sanitary sewer lateral installations per day. ii. Full time review of storm sewer 4. Construction Review-Road Incl. Sidewalk, C&G, Pavement i. Full time review when Contractor is pouring concrete for: 1. Sidewalk 2. Curb and gutter ii. Full time review for removals of existing pavement and saw cutting iii. Full time review of proof rolling and undercutting operations iv. Full time review of paving and compaction operations 5. Pay Request Review and Recommendation as required 6. Change Orders preparation as required 7. Weekly Onsite Progress Meetings 8. Technical Support and Administration i. Meeting with residents and project support as directed by the City Administrator 9. Substantial Completion Inspection i. Issue substantial completion certificate 10. Develop Punchlist/Review Punchlist i. Coordination with Contractor 11. Final Completion Inspection 12. Project Closeout Documentation 13. Provide FieldAlly Working drawings and inspection reports 14. Update GIS with record drawing information for storm sewer and sanitary sewer. Page 2 of 5 Pages (Attachment 1 - Task Order Form) 03/15/18 Ruekert/Mielke ~ Columbus City 8117-00000 Miscellaneous Project Files > 218 Misc Engineering > Task Orders > Task Order 2018-06 2018 Street Reconstruction > Task Order 2018-06-2018 S. Water and E. School Street and Utility Improvements.docx~  TASK ORDER 2018-06 2018 S. Water and E. School Street and Utility Improvements Construction Services 3. Columbus Responsibilities A. City shall have those responsibilities set forth in Section II of Agreement, subject to the following: 1. Provide field location and/or existing sanitary and storm sewer collection system information as requested. 2. Attend pre-construction meeting. 4. Times for Rendering Services A. Schedules are subject to change due to activities beyond the control of R/M. In general, the tentative schedule is as follows: 1. Authorization to Proceed 04/10/18 2. Start construction 04/23/18 3. Substantial Completion 07/13/18 4. Final Completion 07/27/18 5. Project closeout 08/31/18 5. Items not Included in Task Order A. The following items are excluded from the Scope of Services and considered to be additional services which require authorization in writing for approval: 1. Flow monitoring of sewer. 2. Sewer televising or cleaning coordination. 3. Easement creation and/or survey staking. 4. Title reports required to create legal documents. 5. Utility modeling. 6. Environmental, archeological or historical research. 7. Permit fees. 8. Follow up site visits, meetings, and certifications. 9. Contaminated site investigations, coordination, and/or remediation design. 10. Historical, environmental, or archeological investigations, coordination, and/or mitigation. 11. Alternatives analysis. Page 3 of 5 Pages (Attachment 1 - Task Order Form) 03/15/18 Ruekert/Mielke ~ Columbus City 8117-00000 Miscellaneous Project Files > 218 Misc Engineering > Task Orders > Task Order 2018-06 2018 Street Reconstruction > Task Order 2018-06-2018 S. Water and E. School Street and Utility Improvements.docx~  TASK ORDER 2018-06 2018 S. Water and E. School Street and Utility Improvements Construction Services 12. Environmental impact statements or site assessments. 13. Title searches. 14. Record drawings. 15. Boundary survey or property survey. 16. Real estate appraisal/acquisition. 17. Permitting unless specifically presented. 18. Public hearings unless specifically presented. 19. Any grant application completion or administration related to this project. 6. Payments to R/M A. City shall pay R/M for Data Collection Services rendered as follows on an hourly rate not to exceed without authorization: Estimate of Compensation for Category of Services Compensation Method Services 2018 S. Water and E. School Street and Utility Improvements Construction Administration Standard Hourly Rates $12,063 Construction Staking Standard Hourly Rates $7,660 Construction Observation Standard Hourly Rates $40,200 Update GIS Standard Hourly Rates $500 Reimbursables $1,893 TOTAL = $62,316 B. The terms of payment are set forth in Section III and Exhibit A of the Agreement. C. Terms and Conditions: Execution of this Task Order by the 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 the City. D. Exhibit B hourly breakdown in attached. Page 4 of 5 Pages (Attachment 1 - Task Order Form) 03/15/18 Ruekert/Mielke ~ Columbus City 8117-00000 Miscellaneous Project Files > 218 Misc Engineering > Task Orders > Task Order 2018-06 2018 Street Reconstruction > Task Order 2018-06-2018 S. Water and E. School Street and Utility Improvements.docx~  TASK ORDER 2018-06 2018 S. Water and E. School Street and Utility Improvements Construction Services The Effective Date of this Task Order is April 10, 2018. City of Columbus: Ruekert & Mielke, Inc.: By: By: Name: Name: Jason P. Lietha P.E. Title: Title: Vice President/Office Manager DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Patrick Vander Sanden Name: Jason P. Lietha PE Title: Administrator Title: Vice President/Office Manager 105 N. Dickason Blvd. 4001 Nakoosa Trail, Suite 200 Address: Columbus WI 53925 Address: Madison WI 53714 E-Mail: pvandersanden@columbuswi.us E-Mail: jlietha@ruekert-mielke.com Phone: 920-623-5900 Phone: 608-819-2600 Fax: 920-623-5901 Fax: 608-819-2601 Page 5 of 5 Pages (Attachment 1 - Task Order Form) 03/15/18 Ruekert/Mielke ~ Columbus City 8117-00000 Miscellaneous Project Files > 218 Misc Engineering > Task Orders > Task Order 2018-06 2018 Street Reconstruction > Task Order 2018-06-2018 S. Water and E. School Street and Utility Improvements.docx~ 2018 Columbus Wisconsin Standard Rates Exhibit A RUEKERT & MIELKE, INC. STANDARD HOURLY RATES STANDARD HOURLY RATES ENGINEERING SERVICES SCADA SERVICES Engineer 8 185.00 Senior SCADA Analyst $170.00 Engineer 7 175.00 City Engineer 7 170.00 SURVEYING SERVICES City Engineer 7 (Meeting Rate) 84.00 Professional Land Surveyor 128.00 Engineer 6 159.00 Crew Chief / Surveyor 117.00 Engineer 5 150.00 Surveying Technician 85.00 Engineer 4 142.00 Engineer 3 120.00 CONSTRUCTION REVIEW SERVICES Engineer 2 114.00 Construction Review Manager 139.00 Engineer 1 98.00 Senior Construction Review Technician 98.00 Senior Engineer Technician 135.00 Construction Review Technician 2 85.00 Engineer Technician 3 113.00 Construction Review Technician 1 72.00 Engineer Technician 2 102.00 Engineer Technician 1 92.00 ADMINISTRATIVE SERVICES Environmental Coordinator 141.00 Certified Public Accountant (Company CFO) 175.00 Project Assistant 72.00 Administrative Assistant 72.00 MISCELLANEOUS MILEAGE MUNICIPAL ECONOMICS & For Engineers and Technicians .55/mile PLANNING SERVICES For Construction Review Technicians .59/mile Senior Economic Consultant 183.00 For Survey Crews .76/mile Economic Consultant 2 130.00 Economic Consultant 3 140.00 IT/GIS TECHNICIAN SERVICES Asset Management Consultant 172.00 Print reproductions .30/sq. foot IT/GIS Analyst 4 156.00 Color copies .30/page IT/GIS Analyst 2 129.00 B&W copies .10/page IT/GIS Analyst 1 114.00 Color plots 2.50/sq. foot IT/GIS Technician 2 102.00 Scanning .30/scan IT/GIS Technician 1 92.00 Flow Probe 125.00/day GPS equipment 125.00/day ATV fee 125.00/day Robotics equipment 125.00/day Road Tube Traffic Counter – day 50.00/day Road Tube Traffic Counter – week 150.00/week Turning Movement Traffic Counter 10.00/day Note: Overtime rates will be 120% of standard rate for construction review services. 02/26/18 ~Columbus City 8117-00000 Miscellaneous Project Files > 218 Misc Engineering > Task Orders > Exhibit A - Ruekert and Mielke 2018 Rates For Columbus.doc~ EXHIBIT B - MANHOUR ESTIMATE PROFESSIONAL FEE ESTIMATE CLIENT: Columbus PROJECT: 2018 S. Water and E. School Street and Utility Improvements - Construction 15-Mar-2018 CATEGORY OF PERSONNEL TASK ORDER: 2018-06 PREPARED BY: BJS SCOPE OF SERVICES $175 $159 $170 $150 $142 $120 $114 $98 $131 $102 $92 $72 $128 $114 $83 $98 $85 TOTAL TOTAL E7 E6 CITY E5 E4 E3 E2 E1 SENIOR T2 T1 ADMIN RLS S2 SURVEY SENIOR LABOR PM PM ENG ENG ENG ENG ENG ENG TECH TECH TECH ASSIST SUR Crew Chief TECH CRT CRT2 HRS COST CONSTRUCTION FEES 558 $62,316 PHASE 7 - CONSTRUCTION ADMINISTRATION $60,423 Draft Pre-Construction Agenda/Meeting Minutes 1 0.5 1.5 $157.50 Contract Coordination with Contractor and Client 0.5 2 2.5 $325.50 Attend Pre-Construction Meeting 1 1 $175.00 Submittal Review 4 4 $476.00 Construction Staking 2 6 32 32 72 $7,660.00 Construction Review-Utilities (Assume 4 Weeks) 200 200 $20,600.00 Construction Review-Road Incl. Sidewalk, C&G, Pavement (Assume 4 Weeks) 200 200 $20,600.00 Pay Request Review and Recommendation (Assume 2 Requests) 2 4 0.5 6 12.5 $1,482.50 Change Orders (Assume 2 Change Orders) 1 2 0.5 4 7.5 $863.50 Weekly Onsite Progress Meetings (Assume 8 Meetings) 8 8 16 $2,224.00 Technical Support and Administration 4 8 12 $1,652.00 Substantial Completion Inspection 4 2 4 10 $1,350.00 Develop Punchlist/Review Punchlist 2 2 4 $444.00 Final Completion Inspection 2 1 3 $469.00 Update Sanitary Sewer and Storm sewer in GIS 0 $500.00 Project Closeout Documentation 2 4 6 12 $1,444.00 TOTAL HOURS 0 0 24.5 0 0 0 32 0 0 0 0 1.5 6 32 32 430 0 558 DESIGN REIMBURSABLE $1,893 HALF SIZE PLAN REPRODUCTION (BASED ON 11"X17" SHEET) SETS SHEETS/SET 0 SQUARE FEET/SET 0.3 PER SQUARE FOOT $0.00 FULL SIZE PLAN REPRODUCTION (BASED ON 22"X34" SHEET) SETS SHEETS/SET 0 SQUARE FEET/SET 0.3 PER SQUARE FOOT $0.00 MILEAGE - ENGINEERS 2000 MILEAGE 0.54 PER MILE $1,080.00 MILEAGE - SURVEY 250 MILEAGE 0.75 PER MILE $187.50 SURVEY EQUIPMENT - GPS 2 DAYS 125 PER DAY $250.00 SURVEY EQUIPMENT - ROBOT 3 DAYS 125 PER DAY $375.00 SOIL BORINGS SUBCONSULTANT Lump Sum  2018 AGENDA ITEM Committee of the Whole Meeting date: __March 20, 2018______ Council Meeting date: _____TBD ______ ITEM: _ Special Assessments – 2018 City Street Project DETAILED DESCRIPTION OF SUBJECT MATTER: This item is on the Committee of the Whole to present the status and procedural plan for the Special Assessments for the 2018 Street Project. Previously, the City Council authorized the City Engineer to prepare a preliminary report of assessment, and that report is complete. In working with City Clerk Moen and City Attorney Johnson, I would like to outline the timeline of events for the process on this issue. The Clerk is responsible for preparing a notice - stating the nature of the proposed work, the boundary lines of the assessment district, sharing the time and place for which the report can be inspected and the place and time of the public hearing. - This notice shall be published as a Class 1 notice, meaning it must be done at least 10 days from the public hearing - The notice should be mailed to all interested persons within that 10 day period. The ‘interested persons’ are all those affected private owners and occupants of the properties within the district. The public hearing then takes place – and the City Council can choose to take action at that meeting or address the report at any subsequent meeting. The information above lends me to two questions for the Council. 1) What date should the public hearing on the Preliminary Report of Assessment take place? - In reviewing the timing of the Council meetings, the spring election and the timing of the project itself, my suggestion would be to hold the public hearing on Monday, April 9th. The main reason for this date is that it would be a meeting that would include all current members of the Council. Any newly elected Alderpersons will not take office until the 2nd meeting in April, or April 17th. - Also, if the Council so chooses, an agenda item could be added to the April 10th Council meeting to address the report if desired, a meeting that would also include the current members of the Council. - Note – the meeting does not have to take place on April 9th, nor does it have to take place before the new Council is seated, but my sense is that this may be a valuable element to consider. 2) Materials provided to the property owners. During the 2016 City Project, each affected property owner was mailed a full Preliminary Report. This is not required as part of the notice. I am hoping for some clear consensus as to whether we should repeat this process with the affected property owners in the 2018 project, or encourage inspection of the report as stated in the notice. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: None. ACTION REQUESTED OF COUNCIL: Discussion/Consideration of timeline for the 2018 City Street Project – Special Assessment review and approval process  2018 AGENDA ITEM Committee of the Whole Meeting date: __ March 20, 2018 ______ Council Meeting date: _____TBD ______ ITEM: _ Hydro Street Collateral DETAILED DESCRIPTION OF SUBJECT MATTER: Some on the Council will remember that the City had seized a number of items from the former Hydro Street Brewing Company as collateral from the defaulted revolving loan fund (RLF) back in fall of 2015. The remaining items were initially housed in a building in Columbus Hillside Cemetery. When the City purchased the Old Countryside early last year, the materials were transported to that building because there was more space and clearly it would be more conducive to plans for dispensing of the items through either an auction or rummage sale or some sort. These options were in the plans for this year – as staff was reviewing an option to hold a rummage sale that would coincide with the Community Garage Sale weekend in early May. Those plans changed when GD Roberts approached the city to lease the building – making the movement of the collateral items more of a premium. Currently, the items are located in a spot within the building that Nathan Roberts is not planning to utilize this year so timing isn’t as vital, but it is still important for the city to finalize plans for dispersion. In light of this greater sense of urgency, I asked Director of Planning & Development Matt Schreiber to investigate the costs of holding an auction for the items vs. the rummage sale. My thought was that an auction would likely cost the City a little, it could be done more efficiently than a rummage sale, which could very well leave us with materials to eventually dispose of. In speaking with a local auctioneer Don Bleich, Matt found that the items could be auctioned off at no cost to the city, as a community-service type gesture. Mr. Bleich also had confidence that he could assist the city in selling all of the available items. While this seems to be an optimal option for the city, I don’t want to discount the possibility of a rummage sale yet if there are strong feelings on the Council to take that approach. The bottom line for this agenda item is for the Council to be made aware of the status of this issue and derive consensus on a method to move forward. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: None. ACTION REQUESTED OF COUNCIL: Review plan to dispense of Hydro Street collateral