Public Works Committee

Public Works Committee Meeting Agenda Tuesday, January 9, 2024 at 4:00 PM Council Chambers Page 1. CALL TO ORDER 2. ROLL CALL 3. ADOPTION OF AGENDA 4. APPROVAL OF MINUTES a. Minutes from: 2-3 Public Works Committee - 15 Nov 2023 5. NEW BUSINESS a. Authorization to Bid - 3/4 Ton Pick Up Truck 4 Memo: Authorization to Bid - 3/4 Ton Pick Up Truck b. Authorization to Bid- Ash Tree Removal 5 Memo: Ash Tree Removal c. Authorization to Solicit Bids- Asphalt Hotbox 6 Memo: Authorization to Solicit Bids- Asphalt Hotbox d. Compost Site Wood Grinding 7 - 15 Memo: Compost Grinding e. Street and Sidewalk Maintenance 16 Memo: Street and Sidewalk Maintenance f. Bulk Fuel Discussion 17 Memo: Bulk Fuel Discussion 6. COMMUNICATIONS AND MISCELLANEOUS 7. ADJOURNMENT  Public Works Committee Meeting Minutes 5:00 PM - Wednesday, November 15, 2023 Council Chambers The Public Works Committee of the City of New Richmond was called to order on Wednesday, November 15, 2023, at 5:00 PM, in the Council Chambers, with the following members present: PRESENT: Craig Kittel, Scott Grady, Tim Gjovik ABSENT: Kari Kraft, Pete Vrieze OTHERS Erik Evenson, Rob Weldon, Jamie Larson PRESENT: CALL TO ORDER ROLL CALL ADOPTION OF AGENDA Scott Grady made a motion to approve the agenda as presented. Craig Kittel seconded the motion. Carried unanimously. APPROVAL OF MINUTES Craig Kittel made a motion to approve the minutes from September 6, 2023. Tim Gjovik seconded the motion. Carried unanimously. NEW BUSINESS PUBLIC WORKS DUMP TRAILER BID Rob Weldon shared with the committee members that the purchase of a 16' Dump Trailer was included in the 2023 CIP. City Staff have looked into several different options and ultimately landed on a Road Warrior Dump Trailer through Johnson Trailer Co in the amount of $13,180.00 Tim Gjovik made a motion the purchase of a 7 Ton, 16' Dump Trailer in the amount of $13,180.00 Craig Kittel seconded the motion. Carried unanimously. CTH K TRAIL PROJECT DESIGN CONSULTANT RECOMMENDATION Tim Gjovik made a motion to recommend awarding the Project Design to the DOT as discussed. Craig Kittel seconded the motion. Carried unanimously. Public Works Committee Meeting November 15, 2023 ADJOURNMENT Craig Kittel made a motion to adjourn at 5:17pm. Tim Gjovik seconded the motion. Carried unanimously. Public Works Committee Meeting November 15, 2023  MEMO Prepared for: Public Works Committee Staff Contact: Rob Weldon Meeting: Public Works Committee - 09 Jan 2024 Subject: Authorization to Bid - 3/4 Ton Pick Up Truck BACKGROUND INFORMATION: Unit #2445-09 is a 2009 Dodge ¾ ton 4x4 pickup that was used extensively by the Street Department for 13 years. In 2022 the truck was moved to a “Reserved” status and used primarily in the summer months by seasonal staff. In its current state the truck has 72,xxx miles and is showing rust along the wheel wells and cab corners. The new vehicle would be a ¾ ton 4x4 truck. RECOMMENDATION: Staff is seeking recommendation to City Council to solicit bids for a 3/4 Ton Pick Up Truck for the Public Works Department as identified on the 2024 Capital Improvement Plan.  MEMO Prepared for: Public Works Committee Staff Contact: Rob Weldon Meeting: Public Works Committee - 09 Jan 2024 Subject: Authorization to Bid- Ash Tree Removal BACKGROUND INFORMATION: In October 2022 Emerald Ash Borer was officially confirmed in the City. Since then the EAB Plan has been revised an adopted by City Council. There are over 500 Ash trees on city property that will need to be removed over the next few years to help control the spread of and mitigate safety concerns as infected ash trees die and decay as a result of EAB. In 2024 Public Works hopes to remove 60-70 trees through contract services and another 40-50 smaller trees by staff. The City has been awarded an Urban Forestry Grant of up to $25,000 to offset removal cost and replanting trees in 2024. RECOMMENDATION: Staff is seeking authorization to recommend to City Council to solicit bids for Ash Tree removal as identified on the 2024 Capital Improvement Plan.  MEMO Prepared for: Public Works Staff Contact: Rob Weldon Meeting: Public Works Committee - 09 Jan 2024 Subject: Authorization to Solicit Bids- Asphalt Hotbox BACKGROUND INFORMATION: This is a new piece of equipment for the City that would allow staff to purchase hotmix asphalt while keeping it hot to allow for more permanent pothole/street patch. A Hotbox provides more flexibility and extends the season to fill potholes with the potential to decrease the amount of spray patching currently contracted out to St. Croix County. Staff can also us this to piece of equipment during cold weather months to heat winter coldmix making it more pliable to use when filling potholes during winter months when potholes start to present. RECOMMENDATION: City Staff is seeking the recommendation to City Council to solicit bids for the Asphalt Hotbox.  MEMO Prepared for: Public Works Staff Contact: Rob Weldon Meeting: Public Works Committee - 09 Jan 2024 Subject: Compost Site Wood Grinding BACKGROUND INFORMATION: City staff solicited and received the following quotes to grind the existing brush/tree waste at the compost site.  Crescent Landscape Supply: $7,400.00 (small material grinding only waive $400 if able haul 50% of material)  Dakota Grinding: $4.00/yard of grinded material ($2,500 MOB Fee)  Sylvester Custom Grinding: $6.50/yard of grinded material ($750 MOB Fee)  Bucklin Tree Service: $14,000 flat fee ($1,500 MOB Fee) To ensure there is enough storage capacity at the compost site, staff feels consideration should be given to grinding both small and large material currently at the compost site. With planned Ash Tree removal in 2024, the compost site will be a staging area for EAB infected trees until they can disposed of in 2025. This will likely be a multiple year practice until Public Works Staff completes Ash Tree removal. Public Works staff feels it would benefit from keeping the grindings on site for use in City Parks and also to offer for residents to pick up during Compost Site hours. RECOMMENDATION: Staff recommends approving a not to exceeded amount of $10,500.00 for grinding large and small wood material at the Compost Site to Dakota Wood Grinding. ATTACHMENTS: 202312180815 New Richmond Quote 2023 - City of New Richmond Tree Grinding City of New Richmond flat rate 11302023 Crescent Landscape Supply, Inc. 13874 Hwy. 27 Estimate Cadott, WI 54727 Estimate # 12/18/2023 Name / Address City 0fNew Richmond Accts Pay 156 E 1st St. New Richmond, WI 54017 Project Description Brush grinding at the city cite. This quote is valid 1/1/24 3/31/24. - I Qty 10 Cost 700.00 Total 7,000.00T 1 We will charge $700.00 per hour for our grinding services. We would also remove the excess grindings the city does not want at no charge. We estimate 10 hours of grinding is on site as of 12/1/23. Hauling: We would also charge a $400.00 setup and mobilization 1 400.00 400.00T fee to move in equipment. We would waive the mobilization fee if we hauled at least 50% of 0.00 0.00T the grindings or greater. Subtotal $7 40000 Sales Tax (0.0%) $000 Total $7,400.00 E—mail (715) 289-4470 (715) 289-4681 ' aolynick@yahoo.com Page 2 of 9 Page 3 of 9 November 28, 2023 Mr. Rob Weldon Public Works Operation Mgr. 1006 N. Dakota Ave New Richmond, WI 54017 715-410-8458 RE: PROPOSAL FOR GRINDING OF TREE DEBRIS AT CITY RECYLING SITE SUMMARY: This proposal/contract includes mobilization of all our equipment to and from your site. We will charge by the finished cubic yard measured with our Global Equipment Monitoring Laser System. The GEM 2.0 Monitoring System totals the finished yards for billing. We will take a photo and forward via text or email the daily totals to your designated representative. The GME 2.0 system is 98.85% accurate. The equipment to be used for this project will include: a 2023 Vermeer 6800 horizontal grinder on tracks, a 2023 CAT 323 Excavator, 2017 CAT 930 Loader CONTRACT COSTS: Mobilization of all our equipment to the site: $750.00 Grinding of all tree debris: $6.50/cubic yard Hauling mulch away off site: $2.50/cubic yard After we have finished grinding the material, we will clean up the site to its original condition as best as possible. Rob, Thank you for this opportunity, we look forward to working with you and your staff with the city of New Richmond. Page 4 of 9  Professional Services Agreement Date: 11/30/2023 Bucklin Tree Service, LLC (“BTS”) agrees to provide services in accordance with the terms and conditions of this Professional Services Agreement (the “Agreement”): Customer City of New Richmond Name (Business Name) 715-410-8458 715-246-4268 rweldon@newrichmondwi.gov (Cell Phone) (Work Phone) (E-mail) Customer Weldon Rob Name (Last) (First) (Cell Phone) (Work Phone) (E-mail) Billing 156 East First Street New Richmond WI 54017 Address (Address) (City) (State) (Zip Code) Service Remote brush & wood dump site Location (Address) (City) (State) (Zip Code) BTS hereby proposes to furnish the materials and perform the labor necessary for the following project (the “Project”): GRINDING SERVICE • Bucklin Tree Service, LLC will provide grinder service to include all labor, tools, fuel and equipment need to grind current brush and wood pile $14,000.00. • Mobilization fee of $1,500.00. • Flat rate will reduce to $12,500.00 if customer provides support equipment and person to cut logs. • No haul out of product. Page 5 of 9 Bucklin’s does not grind dirt, rocks, metal or aged compost. Any damage incurred to grinder may be charged to customer. Bucklin’s is not responsible for flying debris. Terms of Payment: All accounts are net payable upon receipt of the invoice. A service charge of 1.67% will be added to accounts not fully paid 30 days subsequent to the invoice date. Acceptance of proposal. The above price, specifications, and conditions are satisfactory and hereby accepted. Bucklin Tree Service, LLC is authorized to do the work as specified. Payment within 30 days upon completion. CUSTOMER HEREBY ACKNOWLEDGES RECEIPT OF A FULL COPY OF THIS AGREEMENT, INCLUDING THE TERMS AND CONDITIONS CONTAINED ON THE BACK OF THIS AGREEMENT, WHICH ARE HEREBY DEEMED INCORPORATED BY REFERENCE. BY SIGNING BELOW, CUSTOMER FURTHER ACKNOWLEDGES ACCEPTANCE OF THIS AGREEMENT, INCLUDING THE TERMS AND CONDITIONS. BUCKLIN TREE SERVICE, LLC: CUSTOMER: By: ___________________________________ ___________________________________ Name: _________________________________ Print Name: _________________________ Title: __________________________________ Page 6 of 9  Terms and Conditions 1. Applicability; Entire Agreement: These terms and not apparent in estimating the Project cost, shall be paid for by conditions are the only terms, which govern the Project set forth the Customer on a time and materials basis. All prices are on the reverse side of these terms from BTS. The Agreement, subject to sales tax. including these terms, comprise the entire agreement between the parties and supersede all prior or contemporaneous 7. Payment Terms: Unless otherwise noted in the understandings, agreements, negotiations, representations and Agreement, payment is due upon invoice. BTS shall issue an warranties and communications, both written and oral. These invoice to Customer on or any time after performance of the terms prevail over any of Customer’s general terms and work on the Project. Customer shall make all payments conditions. This Agreement expressly limits Customer’s hereunder in US dollars by cash, check or credit card. Deposits acceptance to the terms of this Agreement. are non-refundable. In the event BTS does not receive payment within five (5) days after becoming due, BTS may (a) charge 2. Performance of Services: BTS shall provide interest on any such unpaid amounts at a rate of one and one- services to Customer as described in this Agreement. BTS shall half percent (1.5%) per month, or, if lower, the maximum use reasonable efforts to meet any performance dates specified amount permitted under applicable law, from the date such in the Agreement, and any such dates shall be estimates only. payment was due until the date paid; and (b) suspend any further performance until Customer pays in full. If any payment 3. Customer’s Obligations: Customer shall: (a) obligation under this Agreement is not paid when due, cooperate with BTS in all matters relating to the Project and Customer shall pay all costs of collection, including attorneys’ provide such access to Customer’s premises and other facilities, fees, whether or not a lawsuit is commenced as part of the as BTS may reasonably request for the performance of its work collection process. pursuant to the Project; (b) respond promptly to any request to provide direction, information, approvals, authorizations or 8. Customer’s Right to Cancel: PER ATCP 110 AND decisions that are reasonably necessary for BTS to perform its WISCONSIN STATUTE CHAPTER 423, YOU, THE work in accordance with the requirements of this Agreement; CUSTOMER, MAY CANCEL THIS AGREEMENT BY and (c) remove any personal property, including, without MAILING A WRITTEN NOTICE TO BUCKLIN TREE limitation, vehicles, furniture and yard ornaments from SERVICE, LLC, 936 APPLETON ROAD, MENASHA, WI Customer’s premises in advance. 54952 BEFORE MIDNIGHT OF THE THIRD (3RD) BUSINESS DAY AFTER YOU, THE CUSTOMER, 4. Customer’s Acts or Omissions: In the event any act SIGNED THIS AGREEMENT. IF YOU, THE or omission of Customer or its agents, subcontractors, CUSTOMER, WISH, YOU MAY USE THIS PAGE AS consultants or employees prevents BTS from performance of its THAT NOTICE BY WRITING “I HEREBY CANCEL” obligations under this Agreement, BTS shall not be in breach of AND ADDING YOUR NAME AND ADDRESS. A its obligations under this Agreement or otherwise liable for any DUPLICATE OF THIS PAGE IS PROVIDED BY BTS costs, charges or losses sustained or incurred by Customer, in FOR YOUR RECORDS. each case, to the extent arising directly or indirectly from such prevention or delay. 9. Wisconsin Construction Lien Notice: AS REQUIRED BY THE WISCONSIN CONSTRUCTION 5. Underground Utilities: BTS shall notify Digger’s LIEN LAW, CLAIMANT (BTS) HEREBY NOTIFIES Hotline to mark underground utilities including water, gas, OWNER (CUSTOMER) THAT PERSONS OR electric, and cable, if BTS deems necessary. At BTS’s request COMPANIES PERFORMING, FURNISHING, OR and as otherwise set forth in the Agreement, Customer shall PROCURING LABOR, SERVICES, MATERIALS, arrange for a professional underground line service to mark any PLANS, OR SPECIFICATIONS FOR THE other lines for sprinkler lines, dog fences, septic systems, or CONSTRUCTION ON OWNER'S LAND MAY HAVE other electric wires. LIEN RIGHTS ON OWNER'S LAND AND BUILDINGS IF NOT PAID. THOSE ENTITLED TO LIEN RIGHTS, 6. Price: The price for BTS’s work performed on the IN ADDITION TO THE UNDERSIGNED CLAIMANT, Project is the price stated on the reverse side of these terms from ARE THOSE WHO CONTRACT DIRECTLY WITH THE BTS. Work performed on a time and materials basis includes OWNER OR THOSE WHO GIVE THE OWNER all labor and materials supplied by BTS for performance of the NOTICE WITHIN 60 DAYS AFTER THEY FIRST Project, including, without limitation, travel to and from the PERFORM, FURNISH, OR PROCURE LABOR, work site, time spent performing work on the Project, time SERVICES, MATERIALS, PLANS OR spent cleaning and organizing after work on the Project is SPECIFICATIONS FOR THE CONSTRUCTION. completed, and debris disposal. Any additional work or ACCORDINGLY, OWNER PROBABLY WILL equipment required by BTS to complete the Project caused by: RECEIVE NOTICES FROM THOSE WHO PERFORM, (a) Customer’s failure to make a condition known; (b) FURNISH, OR PROCURE LABOR, SERVICES, previously unknown circumstances; or (c) any other condition MATERIALS, PLANS, OR SPECIFICATIONS FOR THE Page 7 of 9 CONSTRUCTION, AND SHOULD GIVE A COPY OF to enter into and perform under this Agreement; and (c) all trees EACH NOTICE RECEIVED TO THE MORTGAGE listed as part of the Project are located on Customer’s property, LENDER, IF ANY. CLAIMANT AGREES TO and, if not, that the Customer has received full permission from COOPERATE WITH THE OWNER AND THE the true property owner to allow BTS to perform the work OWNER'S LENDER, IF ANY, TO SEE THAT ALL specified as part of the Project. POTENTIAL LIEN CLAIMANTS ARE DULY PAID. 15. Cancellation: Customer cannot terminate, cancel or 10. Limitation of Liability: IN NO EVENT SHALL modify this Agreement, in whole or in part, except with BTS’s BTS BE LIABLE TO CUSTOMER OR ANY THIRD written consent. PARTY FOR ANY LOSS OF USE, REVENUE OR PROFIT, OR FOR ANY CONSEQUENTIAL, INDIRECT, 16. Waiver: No delay or failure by BTS in exercising any INCIDENTAL, SPECIAL, EXEMPLARY OR PUNITIVE right under this Agreement, nor any partial or single exercise of DAMAGES WHETHER ARISING OUT OF BREACH OF such right, shall constitute a waiver of that right or any other CONTRACT, TORT (INCLUDING NEGLIGENCE) OR right. OTHERWISE, REGARDLESS OF WHETHER SUCH DAMAGES WERE FORESEEABLE AND WHETHER 17. Force Majeure: BTS shall not be liable for any loss, OR NOT BTS HAS BEEN ADVISED OF THE delay, injury or damage that may be caused by circumstances POSSIBILITY OF SUCH DAMAGES. beyond its control including but not restricted to acts of God, war, terrorism, civil commotion, acts of government, fire, theft, 11. Indemnity and Hold Harmless Agreement: corrosion, floods, freeze-ups, strikes, lockouts, differences with Customer agrees to indemnify and hold harmless BTS and its workmen, riots, explosions, quarantine restrictions, delays in agents and employees, from and against all claims, damages, transportation, shortage of vehicles, fuel, labor or materials, or losses and expenses, including attorneys’ fees, for bodily injury, malicious mischief. illness, or death, or for property damage, including loss of use, which are caused in whole or in part by the negligence, act or 18. Governing Law: This Agreement shall be governed omission of the Customer, or that of anyone employed by them and construed in accordance with the internal laws of the State for whose acts Customer may be liable. Customer’s obligation of Wisconsin without giving effect to any choice or conflict of hereunder shall be excused only if the claims, damages, losses law provision or rule (whether of the State of Wisconsin or any and expenses stem from BTS’s negligence or other tortious other jurisdiction) that would cause the application of laws of acts. any jurisdiction other than those of the State of Wisconsin. Any legal suit, action or proceeding arising out of or related to this 12. Insurance: BTS will maintain insurance in Agreement shall be instituted exclusively in the courts of the commercially reasonable amounts calculated to protect itself State of Wisconsin in each case located in the city of Green Bay from any and all claims of any kind or nature for damage to and County of Brown, and each party irrevocably submits to the property or personal injury, including death, made by anyone, exclusive jurisdiction of such courts in any such suit, action, or that may arise from activities performed or facilitated by this proceeding. Agreement. BTS maintains workers compensation coverage on all employees, as well as a comprehensive general liability 19. Attorneys’ Fees and Costs: In any legal suit, action policy. or proceeding arising out of this Agreement, including, without limitation, a collections action, the parties agree that the 13. Changes in Work: Customer reserves the right to prevailing party shall be entitled to reasonable attorneys’ fees order work changes in the nature of additions, deletions or and costs. modifications, without invalidating this Agreement. Except as set forth, below, all such changes shall be memorialized in a 20. Binding Effect: This Agreement shall be binding written change request (a “Change Request”) and be signed by upon and inure to the benefit of each of the parties hereto, their both parties. BTS specifically reserves the right to refuse to heirs, personal representatives, successors or assigns. honor any Change Requests if they are not in writing signed by both BTS and Customer. However, if BTS completes any 21. Severability: If any provision of this Agreement is changes in work based upon the verbal instruction of Customer, illegal or unenforceable, that provision is severed from this Customer will unconditionally pay and accept the cost of such Agreement and the other provisions remain in effect. materials and labor associated with the Change Request. BTS preserves its right to collect all sums due and owing for that 22. Entire Agreement: Each of the parties hereto agree work regardless of whether or not the Change Request was in and represent that this Agreement comprises the full and entire writing. All Change Requests shall also include reasonable agreement between the parties affecting the Project and that no conforming changes in the price and the likely time required to other agreement or understanding of any nature concerning the implement the change. same has been entered into or will be recognized and that all negotiations, acts, work performed or payments made prior to 14. Customer’s Representations and Warranties: the execution hereof shall be deemed merged in, integrated and Customer warrants that: (a) Customer is the owner of all superseded by this Agreement. This Agreement may not be property where the specified work on the Project is to be modified unless done so by written agreement. performed; (b) Customer has the necessary rights and authority Page 8 of 9 23. Signatures: This Agreement may be executed in counterparts, each of which shall be deemed an original, but all of which together shall be deemed to be one and the same agreement. A signed copy of this Agreement delivered by facsimile, email or other means of electronic transmission shall be deemed to have the same legal effect as delivery of an original signed copy of this Agreement. 24. Photo Release: Customer hereby agrees that BTS may use images from the Project for purposes of advertising, website, blog and magazine submissions and any other means of promotion of BTS’s business. BTS hereby waives any right to payment, royalties or any other consideration for the use of images. Page 9 of 9  MEMO Prepared for: Public Works Committee Staff Contact: Erik Evenson Meeting: Public Works Committee - 09 Jan 2024 Subject: Street and Sidewalk Maintenance BACKGROUND INFORMATION: Staff will present a priority list of proposed street and sidewalk maintenance areas.  MEMO Prepared for: Public Works Committee Staff Contact: Erik Evenson Meeting: Public Works Committee - 09 Jan 2024 Subject: Bulk Fuel Discussion FINANCIAL IMPACT: Alderman Vrieze is requesting a discussion regarding purchasing fuel in bulk in place of the current procedure.