Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE TUESDAY, JULY 3, 2018 – FOLLOWING REGULAR MEETING COLUMBUS CITY HALL 1. Roll Call 2. Notice of Open Meeting 3. Approve Agenda 4. Citizens Comments on agenda items 5. Department Reports 6. Rotary Park Grant Information 7. Review of options for DPW Parks Truck purchase 8. TID #4 Utility Project – Change Order 9. Review and consider proposals for engineering construction services for Hall Road 10. E. James St Step Review and Update 11. Review issues with City Hall roof and potential repairs 12. Convene to closed session pursuant to 19.85(1)(c) considering employment, promotion, compensation or performance evaluation data for any public employee over which the governmental body has jurisdiction or exercises responsibility (discuss salary range for future Chief of Police) 13. Adjourn  2018 AGENDA ITEM Committee of the Whole Meeting date: __July 3, 2018 ______ Council Meeting date: ____TBD_ ______ ITEM: _ Rotary Park Grant/Improvements DETAILED DESCRIPTION OF SUBJECT MATTER: I was approached recently by members of the Columbus-Fall River Rotary with interest in furthering improvements for Rotary Park, on the heels of the successful canoe launch project last year. There are grant opportunities available for the Club, and they have turned their focus on the shoreland area for improvement. Representatives from Rotary will likely be at the meeting on Tuesday, and will provide further information. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: None. ACTION REQUESTED OF COUNCIL: None.  2018 AGENDA ITEM Committee of the Whole Meeting date: __July 3, 2018 ______ Council Meeting date: _____ July 17, 2018 ______ ITEM: _ Closeout and Change Order, TID #4 Utility Project DETAILED DESCRIPTION OF SUBJECT MATTER: Forest Landscaping & Construction has forwarded final paperwork to closeout the TID #4 Utility Extension and are seeking final payment. Ordinarily, pay requests that come through do not go to the Council for approval, provided the City Engineer and staff signs off on the request. This request is slightly different because it contains a change order to the project. Change orders do receive review and approval by the City Council, even if the change results in a decrease to the expected cost to the project. That is the case for this change order by Forest Landscaping. The Change Order in this case results in a reduction of $10,818.76 to the final cost of the project. The reason for the reduction is the reduction in the final calculation of the material quantities needed for the project. Previously, the Council approved two other Change Orders related to this project. Change Order #1 was to assign additional work to Forest in conjunction with the Drexel development. It involved having Forest install the storm sewer that will be utilized by Drexel as well as the City for drainage to the storm water pond. Change Order #2 was requested and approved due to the management of working through bedrock along the installation of the utilities along Hwy 16, thus requiring an increase in time and materials needed to complete the project. A readjustment of the time and materials is the reason for this last Change Order – which resulted in the need for less and a lower cost. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Change Order among final project closeout ACTION REQUESTED OF COUNCIL: Review and consider change order #3 for TID #4 Utility Project  2018 AGENDA ITEM Committee of the Whole Meeting date: __July 3, 2018 ______ Council Meeting date: _____ TBD ______ ITEM: _ RFQ – Construction Services for Hall Road DETAILED DESCRIPTION OF SUBJECT MATTER: Staff recently opened quotes offered by engineering consultants to perform construction review services for the construction of Hall Road later this summer. The exercise was enacted to enact a trial of sorts to see what interest the City could get having this element of a road project be open for firms to offer inspection services which is includes the review of the construction work actually being performed per the design and plans put in place for the project. The City received two bids for the project. While there are a few nuances to how costs are applied to the work being sought, it appears that Ruekert Mielke provided the lowest qualified bid. Ruekert-Mielke’s proposed cost to complete project was quoted at $36,920 (based upon use of a full-time inspector) and the second bidder, Vierbicher, proposed a cost of $51,600 for the project. I took time to review the bids and concluded that while each proposed a slightly different approach to the work, and I understood that the quotes could not account fully for the timing and needs of the project. I also asked Davis Clark to review the bids and compare them, and his notes are included in the packet as well. It would be staff’s recommendation to proceed with Ruekert-Mielke for construction inspection for the Hall Road project. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Bid information from the firms that provided a Request for Quote. ACTION REQUESTED OF COUNCIL: Review and consider bids for this project.  2018 AGENDA ITEM Committee of the Whole Meeting date: __July 3, 2018 ______ Council Meeting date: _____TBD ______ ITEM: _ E. James St Railing Update DETAILED DESCRIPTION OF SUBJECT MATTER: In the past couple of weeks, I have met with and talked to Nathan Roberts, who had expressed interest in working with the City to design the railing for the E. James St step. Nathan has provided some concepts to for the City to review and would like to provide some design features to the metal “panels” within the railing. The designs would be etched symbols of the City of Columbus – a red bud tree, the clock tower, potentially something to symbolize agriculture and canning – he said that would be for discussion purposes. Nathan also quoted $6390.00 for the manufacturing of the rail. At this time I have asked for some concepts of those design features for you to review but I thought it was pertinent to forward you this update so we can keep this project moving along. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Concept Drawings ACTION REQUESTED OF COUNCIL: Review and discuss status of the E. James St railing.  8 7 6 5 4 3 2 1 D D 216.000 24.000 38.750 C C 1/2" SQUARE TUBE 304 #4 STAINLESS PANELS, GAUGE TBD 1-1/2" SQUARE TUBE B B NOTE: DIMENSIONS PROVIDED FOR SCALE ONLY PROPRIETARY AND CONFIDENTIAL 3 PANEL RAILING 2 THE INFORMATION CONTAINED PART NUMBER SOURCE IN MASS THICKNESS LINE MATERIAL IN THIS DRAWING IS THE SOLE DRAWN BY CHECKED BY G.D. ROBERTS & CO. INC. A PROPERTY OF G. D. ROBERTS & Co., INC. ANY REPRODUCTION 100 CONTINENTAL DRIVE CM A IN PART OR AS A WHOLE COLUMBUS, WI 53925 ECO SHEET WITHOUT THE WRITTEN PERMISSION OF G. D. ROBERTS & 1 of 1 CO., INC IS PROHIBITED. DATE REVISION TOLERANCE UNLESS NOTED: 6/18/2018 000 HOLE or EDGE to ENGINEERING REFERENCE CUST/VEND SCALE HOLE or EDGE: ± .015 HOLE or EDGE to CONTRACT NTS FORM: ± .030 FORM to FORM: ± .060 CITY RAILING PROTO CUST/VEND PT NO ANGLES: ± 1.5° DESCRIPTION CITY OF COLUMBUS 8 7 6 5 4 3 2 1  8 7 6 5 4 3 2 1 D D 216.000 24.000 38.750 C C 1/2" SQUARE TUBE 304 #4 STAINLESS PANELS, GAUGE TBD 1-1/2" SQUARE TUBE B B NOTE: DIMENSIONS PROVIDED FOR SCALE ONLY PROPRIETARY AND CONFIDENTIAL 3 PANEL RAILING 2 THE INFORMATION CONTAINED PART NUMBER SOURCE IN MASS THICKNESS LINE MATERIAL IN THIS DRAWING IS THE SOLE DRAWN BY CHECKED BY G.D. ROBERTS & CO. INC. A PROPERTY OF G. D. ROBERTS & Co., INC. ANY REPRODUCTION 100 CONTINENTAL DRIVE CM A IN PART OR AS A WHOLE COLUMBUS, WI 53925 ECO SHEET WITHOUT THE WRITTEN PERMISSION OF G. D. ROBERTS & 1 of 1 CO., INC IS PROHIBITED. DATE REVISION TOLERANCE UNLESS NOTED: 6/18/2018 000 HOLE or EDGE to ENGINEERING REFERENCE CUST/VEND SCALE HOLE or EDGE: ± .015 HOLE or EDGE to CONTRACT NTS FORM: ± .030 FORM to FORM: ± .060 CITY RAILING PROTO CUST/VEND PT NO ANGLES: ± 1.5° DESCRIPTION CITY OF COLUMBUS 8 7 6 5 4 3 2 1  2018 AGENDA ITEM Committee of the Whole Meeting date: __July 3, 2018 ______ Council Meeting date: _____TBD ______ ITEM: _ City Hall Roof repair DETAILED DESCRIPTION OF SUBJECT MATTER: I am forwarding this item to the Committee of the Whole for review. Upon a recent trip to the top of City Hall for a clock tower adjustment, Davis Clark noticed some damage to a couple of places on the roof of the building. As a follow up, we requested reviews and quotes to make repairs to those areas. At this time, three companies were contacted and only one provided a cost for those repairs. The one quote was from the Gardner Company, who provided a $4700 cost to fix the roof. Davis Clark is reaching out in an attempt to get an additional quote or two by the time the meeting is here on Tuesday. Since this is an unexpected and unbudgeted costs, I am bringing forward for discussion and possible action. There is not room in the City Hall maintenance budget to absorb this cost and in speaking with Kim, contingency may be the best option here. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Roof Repair Quote from Gardner Company ACTION REQUESTED OF COUNCIL: Consider issue and future action  The Gardner Company For all your construction needs Roofing * Siding * Gutters * Windows * Infrared Thermography Insulation * TPO * EPDM * Elastomeric Coatings Roofing Proposal Submit to: Davis Clark Job Name: Same Address: 105 Dickason Blvd. Job Location: Same City: Columbus State: WI Date: 4/18/2018 Phone: 920-623-5908 Cell: E-mail: dclark@columbuswi.us Scope of Work: Roof on flat metal area of City Hall 1. Remove existing 1 layers of EPDM (Rubber) and cover board to expose existing metal roof. 2. Install new ½” cover board mechanically attached. 3. We propose to install new 60 mil EPDM fully adhered. 4. Attachment of perimeter metal on roof over EPDM then fully adhered with seam tape. 5. Remove damaged drip edge at bottom of West elevation and replace with new. 6. Apply water stop at top of existing EPDM on South slope. 7. Man lift will be provided by The Gardner Company for all high work. 8. All work is done with compliance of OSHA standards. The Gardner Company will provide necessary building permit and dumpster. Clean up of job related debris on daily basis. The Gardner Company will use a rubber tired trailer so no damage will occur to driveway from dumpster delivery or pick-up. Provide owner with 10 year Certificate of Workmanship Warranty, and Final Invoice upon final payment. Price for roof on Columbus City Hall: $ 4,700.00  Price does not include additional layers if found.  Price does not include deteriorated sheathing on roofs if found.  Price to remove and replace individual 4’ x 8’ sheets of sheathing if needed $60.00 each. 2691 County Hwy V ~ Sun Prairie, WI. 53590 ~ 608.834.8348 Fax 608.834.6160 www.thegardnerco.com www.thegardnerco.com  The Gardner Company For all your construction needs Roofing * Siding * Gutters * Windows * Infrared Thermography Insulation * TPO * EPDM * Elastomeric Coatings Roofing Proposal Cont’d. Roofing Material Manufacturer’s Warranty: As noted above and on previous page WE PROPOSE to furnish material, equipment and labor in I (We) accept the prices, specifications and labor as set accordance with the above specifications for the sum of: forth in this proposal. Upon signature below we $ 4,700.00 recognize this proposal as a working contract and hereby NOTE: This proposal may be withdrawn if not accepted authorize the above work to be performed. Within 15 days. Respectfully submitted by: Bill Tomberlin 608-609-8449 ____________________________ ________________ The Gardner Company Rep. Approved and accepted (Owner) Date ____________________________ ________________ Approved and accepted (2nd owner—if any) Date  The Gardner Company For all your construction needs Roofing * Siding * Gutters * Windows * Infrared Thermography Insulation * TPO * EPDM * Elastomeric Coatings Payment Schedule The prices are payable upon completion, and the payment schedule are payable as follows: Down payment is one - half of the complete contract price prior to start date. Final payment - Payable upon project completion to reasonable satisfaction of customer. Total Price: $4,700.00 Down Payment (50%) $ Check # ____________ Date:______________ Remainder Due: $______________ Check # ____________ Date:______________ *You the buyer may cancel this transaction at any time prior to midnight of the third business day after date of this transaction.” Cancellation must be made in writing. Deposit will be refunded. Customer Initial’s ________ *Note: The roofing products Warranty information can be found on the manufacturer’s website. Price does not include additional layers if found. The Gardner Company 10 year workmanship warranty will be provided upon job completion. Thank You! YOUR business is greatly appreciated.