Committee of the Whole Meeting Packets

COLUMBUS COMMON COUNCIL – COMMITTEE OF THE WHOLE TUESDAY, AUGUST 21, 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. 2018 City Street Project – Change Order to address DPW water main work 6. 2018 City Street Project – review potential work directive on project timeline 7. Rotary Park Grant Presentation 8. CBO Kiwanis Park Project 9. Crosswalks at Avalon Road and Dix Street 10. School District Busing Pick up Plan – Richmond St 11. Heating Issue at Senior Center 12. Consider and discuss request by ACS RBHS, LLC for release of Letter of Credit for Highland Ridge Phase 2 in the amount of $39,125 13. 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 (City Administrator evaluation process) 14. Adjourn  2018 AGENDA ITEM Committee of the Whole Meeting date: __ August 21, 2018 ______ Council Meeting date: _____TBD ______ ITEM: _ Change Order/Work Directive Changes – City Street Project DETAILED DESCRIPTION OF SUBJECT MATTER: Attached is information from Ruekert-Mielke on a couple of changes to the 2018 City Street Project. A change order that encompasses the work already approved relative to the water main redirection into the Public Works Building. The other issue is a request to extend the completion date of the project for various reasons and up for discussion on Tuesday evening. Ben Schulte, the project manager has provided a cover letter on this issue as well. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Change Order #1 for 2018 City Street Project ACTION REQUESTED OF COUNCIL: Review and consider  4001 Nakoosa Trail, Suite 200 • Madison, WI 53714-1380 • Tel. (608) 819-2600 August 17, 2018 Mr. Patrick Vander Sanden City Administrator City of Columbus 105 North Dickason Boulevard Columbus, WI 53925 RE: Work Change Order No. 1 Mr. Vander Sanden: The above referenced change order is a compilation of the three, executed work change directives, in addition to the modification of the water main location through South Water Street. The resulting increase to the contract price is reflected in this change order. This change order also adjusts the contract time to allow the Contractor an extension of twelve working days. Please see below for the summary of changes: 1) The water main on South Water Street was originally designed for installation along the north edge of the road. Constraints with the existing water main made installation more difficult than originally anticipated. To accommodate these constraints, the water main was relocated to the south side of the road, resulting in additional length. a. Increase: $4,087.50 2) Work Change Directive 1: The water main on East School Street was extended to accommodate a new 6-inch water service to better serve the Department of Public Works. The existing water service was in poor condition. This change accounts for all additional work within the right-of-way. a. Increase: $4,757.50 3) Work Change Directive 2 (Related to Work Change Directive 1): this covers all the work required on the Department of Public Works property to install the new water service. a. Increase: $4,365.00 4) Work Change Directive 3: The 6-inch water service in the parking lot behind Fireman’s Tavern was found to be in very poor condition. Additional pipe length was installed to replace some of this pipe. a. Increase: $3,000.00 ~Columbus City 8117-10052 2018 Street Reconstruction > 300-Construction > Correspondence > VanderSanden-20180817- Work Change Order No. 1 Cover Letter.docx.docx~ Mr. Patrick Vander Sanden Work Change Order No. 1 August 17, 2018 Page 2 5) An archaeological review discovered that the project site was within the bounds of a former burial ground. Additional permitting was required. Higher than average precipitation during the spring months also contributed to a delayed start date. a. Increase: 12 Working Days If you should have any questions or comments related to the above, please don’t hesitate to contact me. Very truly yours, RUEKERT & MIELKE, INC. Ben J. Schulte, E.I.T. Project Engineer bschulte@ruekert-mielke.com BJS:rsf Enclosure cc: File  Change Order No. 1 Date of Issuance: Effective Date: Owner: City of Columbus Contract: 2018 S. Water and E. School Street and Utility Improvements Contractor: Forest Landscaping & Construction, Inc. Engineer: Ruekert & Mielke, Inc. Address: W8583 Finch Brothers Rd. Engineer's Project No.: 8117-10052 Lake Mills, WI 53551 Effective Date of Contract: April 23, 2018 The Contract is modified as follows upon execution of this Change Order: Description: Change in contract price and contract times. Reason for Change Order: Contract price is increased due to work outlined in the attached Work Change Directives 1-3, and moving the water main on S. Water St. from the north to the south side of the street. Work Change Directives 1-3 are generally related to extension of water main. Contract times are increased to reflect a delayed start. Archaeological permitting and high levels of precipitation in the spring pushed back the original start date. Attachments: Executed Work Change Directive 1 Executed Work Change Directive 2 Executed Work Change Directive 3 Change Order No. 1 Installed Quantities CHANGE IN CONTRACT PRICE CHANGE IN CONTRACT TIMES Original Contract Price Original Contract Times: Substantial Completion: August 17, 2018 $ 908,299.00 Ready for Final Payment: August 31, 2018 days or dates Increase/Decrease from previously approved Change Increase from previously approved Change Orders No. Orders: to No. : Substantial Completion: N/A $ 0.00 Ready for Final Payment: N/A days Contract Price prior to this Change Order: Contract Times prior to this Change Order: Substantial Completion: August 17, 2018 $ 908,299.00 Ready for Final Payment: August 31, 2018 days or dates Increase/Decrease of this Change Order: Increase of this Change Order: Substantial Completion: September 5, 2018 $ 16,210.00 Ready for Final Payment: September 19, 2018 days or dates Contract Price incorporating this Change Order: Contract Times with all approved Change Orders: Substantial Completion: September 5, 2018 $ 924,509.00 Ready for Final Payment: September 19, 2018 days or dates RECOMMENDED: ACCEPTED: ACCEPTED: By: By: By: Engineer (Authorized Signature) Owner (Authorized Signature) Contractor (Authorized Signature) Date: Date: Date: 00 63 63-1 08/16/18 Ruekert & Mielke, Inc. ~ Columbus City 8117-10052 2018 Street Reconstruction > 300-Construction > Changes > 00 63 63-1 Change Order No. 1.docx For (Project): 2018 S. Water and E. School Street and Utility Improvements Change Order No. 1 Work Completed Estimated Estimated Item No. Description Unit Bid Unit Price Value of Work Quantity Quantity Installed ($) Installed BASE BID A 30 8-Inch Ductile Iron Water Main w/Granular Backfill LF 1234 $75.00 1,300.50 $ 97,537.50 BASE BID B 0.00 $ - 69 6-Inch Ductile Iron Water Main w/Granular Backfill LF 19.00 $85.00 82.00 $ 6,970.00 70 8-Inch Ductile Iron Water Main w/Granular Backfill LF 544.00 $75.00 591.50 $ 44,362.50 71 4-Inch Water Main Valve EA 1.00 $1,200.00 0.00 $ - 72 6-Inch Water Main Valve EA 1.00 $1,500.00 2.00 $ 3,000.00 73 8-Inch Water Main Valve EA 1.00 $1,800.00 1.00 $ 1,800.00 75 4-Inch Ductile Iron Water Services - Open Trench w/Granular Backfill LF 35.00 $90.00 31.00 $ 2,790.00 TOTAL COST $ $ 156,460.00 Moving S. Water St. WM from north to south side of street. Lump Sum $ 4,087.50 *CWL WCD-01 Extension of 8" WM down E. School St. and 6" Water Serive to DPW driveway. Extension of 8" WM down Prairie St. Lump Sum $ 4,757.50 *CWL WCD-02 Extension of Water Service from DPW Driveway through parking lot to DPW garage. Lump Sum $ 4,365.00 *City WCD-03 Extension of 6" Water Service down S. Water St. alley. (Time & Materials) Lump Sum $ 3,000.00 *CWL Total Contract Price Increase $ 16,210.00 For (Project): 2018 S. Water and E. School Street and Utility Improvements Change Order No. 1 Work Completed Estimated Estimated Item No. Description Unit Bid Unit Price Value of Work Quantity Quantity Installed ($) Installed BASE BID A 30 8-Inch Ductile Iron Water Main w/Granular Backfill LF 1234 $75.00 1,300.50 $ 97,537.50 BASE BID B 0.00 $ - 69 6-Inch Ductile Iron Water Main w/Granular Backfill LF 19.00 $85.00 82.00 $ 6,970.00 70 8-Inch Ductile Iron Water Main w/Granular Backfill LF 544.00 $75.00 591.50 $ 44,362.50 71 4-Inch Water Main Valve EA 1.00 $1,200.00 0.00 $ - 72 6-Inch Water Main Valve EA 1.00 $1,500.00 2.00 $ 3,000.00 73 8-Inch Water Main Valve EA 1.00 $1,800.00 1.00 $ 1,800.00 75 4-Inch Ductile Iron Water Services - Open Trench w/Granular Backfill LF 35.00 $90.00 31.00 $ 2,790.00 TOTAL COST $ $ 156,460.00 Moving S. Water St. WM from north to south side of street. Lump Sum $ 4,087.50 *CWL WCD-01 Extension of 8" WM down E. School St. and 6" Water Serive to DPW driveway. Extension of 8" WM down Prairie St. Lump Sum $ 4,757.50 *CWL WCD-02 Extension of Water Service from DPW Driveway through parking lot to DPW garage. Lump Sum $ 4,365.00 *City WCD-03 Extension of 6" Water Service down S. Water St. alley. (Time & Materials) Lump Sum $ 3,000.00 *CWL Total Contract Price Increase $ 16,210.00  2018 AGENDA ITEM Committee of the Whole Meeting date: __August 21, 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 be at the meeting on Tuesday, and will provide further information. They understand that any project in Rotary Park is subject to City review and approval of the City Council. Attached is some supplemental information provided by Henry St. Maurice, a Rotarian who has taken the lead on this effort. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Information on shoreland improvements ACTION REQUESTED OF COUNCIL: None.  BIOHAVEN® FLOATING TREATMENT WETLANDS: FLOATING ISLAND SOLUTIONS NUTRIENT REDUCTION SHORELINE PROTECTION BioHaven® provides many BioHaven® provides a better approach environmental services, reducing for protecting shorelines from erosion nitrates, phosphorus, total suspended and restoring natural vegetation. solids, and algae. Excellent wave reduction-- waves are New stormwater pond design-- absorbed instead of being smaller footprint with greater redirected storage volume and better High tensile strength-- islands have economic land use withstood 90 mph hurricane winds Easily retrofits into existing stormwater ponds-- no need for additional land Ideal for wastewater lagoons with added circulation Stormwater pond Wave reduction BEAUTIFICATION HABITAT CREATION BioHaven® islands provide visual BioHaven® floating islands are an appeal for waterways. excellent solution to create habitat for wildlife to thrive. Islands can enhance recreational areas or softscape industrial areas Plants provide food, cover, and refuge Most islands are vegetated with for wildlife in the waterbody native aquatics although non- The island provides cover, shade, and aquatic plants can also be planted a rich food source for fish to live due to wicking channels Can be customized to fit the needs of Buoyancy can be adjusted for a specific species trees, rocks, and driftwood to enhance island design Sustainable habitats for species above and below Floating gardens the water’s surface BioHaven applications include cleaning wastewater, wetland restoration, and swales for ditches. Please contact us for more information. BIOHAVEN® FLOATING TREATMENT WETLANDS: FLOATING ISLAND SOLUTIONS How Floating Treatment Wetlands Work: BioHaven® Floating Islands bio-mimic natural wetlands but have more surface area. This significantly increases microbial development to naturally clean polluted waters. Reduce Ammonia 60-87% over 5 Reduce TSS 54-89% year Reduce Phosphorous 42-69% field test Reduce Nitrogen 40-80% The BioHaven® Advantage A natural solution to sustainable contaminant treatment with greater efficacy than natural wetlands Ideal retrofit for existing ponds and waterways Durable, surviving hurricane force winds and many harsh winters No additional land required Modular and scalable; can be customized for any shape, size, or buoyancy to fit beautifully in any waterscape Islands anchored to adjust to changing water levels, reducing issues with plants flooding or drying out Can be bundled with aeration MIDWEST FLOATING Midwest Floating Island w: MidwestFloatingIsland.com ISLAND p: (800) 328-2282 or (651) 379-2480 e: info@midwestfloatingisland.com 2018 Grant Application Cover Page Organization: City of Columbus Public Works Department Street address: 105 N. Dickason Blvd., Columbus WI 53925 Telephone 920-623-5900 Email: pvandersanden@columbuswi.us Website https://www.cityofcolumbuswi.com/2170/City-Administrator Project name : Rotary Park Shoreline Stewardship Duration: 9/1/18 - Project Leader: Patrick Vander Sanden Total project budget $12,000 Amount requested: $2,000 Total budget for organization’s last fiscal year: The Columbus Parks Department’s money resource is limited, and its current budget does not have funds set aside for this type of project. Has your organization received funds in the past from CAE? Yes Is this a new project? Yes Would this project move forward without this funding? No Would your organization accept partial funding of this request? Yes 2018 Grant Application Narrative Rotary Park is a park on private land maintained by the City of Columbus in partnership with the Rotary Club of Co- lumbus / Fall River. This project would re- duce erosion into the adjoining Crawfish River and Udey Dam Mill Pond, install at- tractive plantings of native habitat, and create an exemplary environmental re- source It would begin with a Department of Natural Resources-approved design. After removal of stumps & fill, buffers & plants would be installed. Project budget. The attached sheet shows an estimated $13,000 budget for the total project. Each step of the project would be bid on by contractors to the City of Columbus, or by the City Department of Public Works. Matching funds, materials, and labor would be provided by the Rotary Club.    
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))))))))))  2018 AGENDA ITEM Committee of the Whole Meeting date: __ August 21, 2018 ______ Council Meeting date: _____TBD ______ ITEM: _ Columbus Baseball Organization (CBO) Kiwanis Park Drainage Plan DETAILED DESCRIPTION OF SUBJECT MATTER: Recently, Recreation Director Amy Jo Meyers and I have been contacted by a group of parents involved with the Columbus Baseball Organization (CBO) with interest in improving drainage on the baseball diamonds at Kiwanis Park. Over the past few years, there have been similar efforts to try and figure out how to drain the fields to allow for more reliable play. Clearly we have seen issues with maintaining baseball and softball programs, weekend tournaments related to the inability to manage the fields following a heavy rain. Prior efforts would lose momentum when we discussed proposals with staff at the Dept of Natural Resources (DNR). The presence of wetlands and proximity of the diamonds to the 2nd Ward Creek caused the DNR to require delineations and permitting that in the end was cost-prohibitive to the end goal. The current effort has resulted in a different tack and a different response from the DNR. The CBO representatives have been in direct contact with the DNR officials about “knifing in” drain tile, which is apparently less disruptive to the land. The DNR has given the CBO a green light to proceed with that method to install drain tile in the fields of the Park. Amy Jo and I have met onsite with the CBO representatives and a representative of a tiling company to review the needs for such a project. Given the conversations that the CBO has had with the DNR to this point, they would like to present information on their proposed project to the Council next Tuesday. These representatives will be at the COW to talk about their plans, including timelines and project costs. They have indicated that this would likely be funded through their organization via fundraising campaign and partnerships with other users of the facility. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: ACTION REQUESTED OF COUNCIL: Consider and discuss CBO plan for Kiwanis Park  2018 AGENDA ITEM Committee of the Whole Meeting date: __ August 6, 2018 ______ Council Meeting date: _____August 21, 2018 ______ ITEM: _ Crosswalks – COW Item DETAILED DESCRIPTION OF SUBJECT MATTER: The issue of crosswalks on Avalon Road and Dix Street has also been placed on the Committee of the Whole for Tuesday in case the Council wishes to discuss more in depth following any determination of the issues on the Regular Agenda.  2018 AGENDA ITEM Committee of the Whole Meeting date: __ August 21, 2018 ______ Council Meeting date: _____potentially September 4, 2018 ______ ITEM: _ Columbus School District bus landing issue – Richmond St DETAILED DESCRIPTION OF SUBJECT MATTER: The Columbus School District is taking on a couple of changes with their building spaces and utilization of a new vendor for busing of students this school year. As a result, Acting Police Chief Dennis Weiner and I recently met with School Superintendent Annette Deuman, Business Services Director Janel DeZarn, Facilities Director Troy Marshal, and representatives from Lamers Bus service to discuss their plans. With regard to the building spaces, the big change coming is that all 3rd Grade students will be located in the Middle School, instead of the Elementary School. At our meeting we discuss this shift and concerns from the School Officials about the problem with the long lengths of time that bused student physically spend on the bus each day from pick up to drop off. School officials are expected to be present Tuesday night at the meeting to provide further information on this, but their request to address these issues centers on the placement of buses during the afternoon pick up. They feel the best solution is to line the buses along Richmond St for student loading from both the Elementary and Middle Schools. This would require a section of Richmond Street to be closed to traffic from 3 to 3:30 pm each school day. The closure would north west (past) the Richmond driveway access to the Elementary School, allowing parents coming in for the pickup line to enter via the south (from Dickason Boulevard) – parents looking to enter from the other side (off of Spring St) would not be able to enter during that time. School Officials are preparing communications to parents on this issue and expressed a clear need to get the word out before school begins. I am expecting the School officials to provide further detail on this Tuesday night. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: School Information on plan ACTION REQUESTED OF COUNCIL: Consider School Request to close a portion of Richmond during the school day  2018 AGENDA ITEM Committee of the Whole Meeting date: _____ June 19, 2018 ______ Council Meeting date: _____ TBD ______ ITEM: _ Review Information on Heating Unit at the Columbus Area Senior Center_____________________________________________________ DETAILED DESCRIPTION OF SUBJECT MATTER: Kim Lang has received one quote for a heating unit for the Columbus Area Senior Center. She hopes to receive one more quote but has not received any other calls back at this time. ACTION REQUESTED OF COUNCIL: Discuss and review heating unit quote(s) for the Senior Center  PROPOSAL TAS HEATING AND COOLING 230 Sturges Street Columbus, WI 53925 DATE FILE NAME (920) 623-3586 6/5/2018 Rooftop City of Columbus Senior Center 105 N. Dickason Blvd Columbus, WI 53925 SQ FOOTAGE DESCRIPTION Replacement of Front Roof Top Unit on Senior Center We hereby submit specifications for installation of new Trane 5 ton 410-A gas/electric natural gas roof top unit. Price includes gas piping, venting, curb adapter, wiring, and will use existing Honeywell 8000 thermostat. WARRANTY: 1 year parts warranty, 5 compressor parts warranty, 5 year heat exchanger parts warranty. TERMS: We propose to furnish materials and labor, complete in accordance to the above specifications for the sum of $ 8,720.00 to be paid in full upon project completion. All material is guaranteed to be as specified and all work completed in a workmanship-like manner according to standard practices. Any deviations or alterations from the above specifications involving extra costs will be executed only upon written orders and will become an extra charge over and above this written estimate. All agreements are contingent upon strikes, delays, or accidents beyond our control. Owner is to carry fire, tornado and other necessary insurance. This proposal may be withdrawn if not accepted within 30 days from the above date of this proposal. Above price does not include WI sales tax if applicable. ACCEPTANCE OF PROPOSAL: All of the above prices, conditions and specifications are hereby accepted. TAS Heating and Cooling is authorized to do the work as specified. Payment will be made as outlined above. Local and State permits and drawing fees not included. Signature of acceptance _____________________________________ CITY OF COLUMBUS Detail Ledger Page: 1 Period: 01/18 - 08/18 Aug 10, 2018 08:55AM Report Criteria: Actual Amounts All Accounts Summarize Payroll Detail Print Period Totals Print Grand Totals Page and Total by FUND All Segments Tested for Total Breaks Account.Account Number = "100511230348" Reference Account Debit Credit Date Journal Number Payee or Description Number Amount Amount Balance CONTINGENCY ACCOUNT 01/01/2018 (00/18) Balance 100-511230-348 .00 04/16/2018 AP 365 GROWTH SERVICES GROUP, LLC 3,250.00 04/30/2018 (04/18) Period Totals and Balance 3,250.00 * .00 * 3,250.00 07/26/2018 AP 276 GROWTH SERVICES GROUP, LLC 3,250.00 07/31/2018 (07/18) Period Totals and Balance 3,250.00 * .00 * 6,500.00 08/31/2018 (08/18) Period Totals and Balance .00 * .00 * 6,500.00 YTD Encumbrance .00 YTD Actual 6,500.00 Total 6,500.00 YTD Budget 20,000.00 Unexpended 13,500.00 Number of Transactions: 2 Number of Accounts: 1 Debit Credit Proof Total GENERAL FUND: 6,500.00 .00 6,500.00 Number of Transactions: 2 Number of Accounts: 1 Debit Credit Proof Grand Totals: 6,500.00 .00 6,500.00 APPROVED SPENDING FROM CONTINGENCY FUND: HOTEL FEASABILITY STUDY $6,500 CITY HALL - ROOF REPAIR $3,300 REMAINDER OF FUNDS: $10,200 Less: SENIOR CENTER HVAC - $8,720 REMAINING FUNDS: $1,480  2018 AGENDA ITEM Committee of the Whole Meeting date: __August 21, 2018 ______ Council Meeting date: _____TBD ______ ITEM: _ Request of ACS RBHS, LLC to release Letter of Credit for Highland Ridge, ph 2 DETAILED DESCRIPTION OF SUBJECT MATTER: Attached is a letter from Mr. Jim Hartung of ACS RBHS (Red Bud Home Services) requesting that the full Letter of Credit held for the Highland Ridge, Phase 2 subdivision be release. That amount is $39,125. Last fall, the developer had taken care of almost all of the final punch list items for the project, with the exception of proving the proper function of the detention pond on the site. Late last year, a partial reduction of their Letter of Credit was approved, leaving an amount to account for the needs of the detention pond. After considerable review and work done on the pond, the developer has reported that the pond is now operating correctly. City staff, including the DPW Director and City Engineer, acknowledge that the pond is acceptable, prompting the request to release the remaining funds. LIST ALL SUPPORTING DOCUMENTATION ATTACHED: Letter from ACS RBHS on Letter of Credit ACTION REQUESTED OF COUNCIL: Consider and discuss the request August 9, 2018 City of Columbus Patrick Vander Sanden 105 N Dickason Blvd Columbus, WI 53925 Re: Release of Letter of Credit for Highland Ridge Phase 2 Patrick, ACS RBHS, LLC would like to formally request that the city release the full amount of the letter of credit remaining for our Highland Ridge Phase 2. We have completed all remaining items that were conditions of the release of those funds. The last remaining items was the completion of the basin as it wasn’t holding water. On June 26th our excavator completely removed some old drain tile across 40 feet at the west end of the basin which was causing the basin to not hold water. The basin has been holding water ever since that repair has been completed and now meets city requirements. Please feel free to contact me with any questions that you may have and we thank you and the City for your consideration on this matter. Sincerely, James A. Hartung ACS RBHS, LLC Member 353 Forest Grove Drive, Suite 105, Pewaukee, WI 53072