Committee of the Whole

City of Oconomowoc Committee-Of-The-Whole Tuesday, August 06, 2019 - 6:30 PM City Hall - Conference Room 3 Notice: If a person with a disability requires that the meeting be accessible or that materials at the meeting be in accessible format, call the City Clerk at least 48 hours prior to the meeting to request adequate accommodations. Tel: 569-2186. 1. Call to order and confirmation of appropriate meeting notification 2. Committee Business a. Presentation/Discussion on Existing Thackeray Trail Design Options b. Consider/recommend Street Program Policy/Procedures 3. Adjourn ________________________________ Diane Coenen, City Clerk City of Oconomowoc Notice is hereby given that a majority of the Common Council will be present at the above scheduled meeting to gather information about a subject over which they have decision-making responsibility. This constitutes a meeting of the Common Council pursuant to State ex rel. Badke v. Greendale Village Board, 173Wis. 2d 553, 494 N.W. 2d 408 (1993) and must be noticed as such, although the Common Council will not take any formal action at this meeting. 1  MEMORANDUM PUBLIC WORKS Date: August 6, 2019 To: Committee of the Whole From: Mark Frye, Director of Public Works Re: Thackeray Trail Preliminary Design Options RELATES TO THE STRATEGIC PLAN Strategic Goal- Section II: Improve and Maintain Our Infrastructure and Facilities Part C: Plan and Complete Street Extensions Item 8: Thackeray Trail BACKGROUND On July 23, 2019, the Committee of the Whole received cost information for the various options for the reconstruction of Thackeray Trail. Based on this discussion, three cross sections were selected for further investigation by Clark Dietz. The schedule for this process moving forward is shown below.  Committee of the Whole Infrastructure Cost meeting Tuesday, July 23, 2019 (Completed)  Committee of the Whole Preliminary Design meeting Tuesday, August 6, 2019  Public Information meeting Monday, August 19, 2019  Committee of the Whole Final Design meeting Tuesday, September 3, 2019  Common Council presentation, Tuesday, September 17, 2019 ADDITIONAL ANALYSIS Task 3 Committee of the Whole Infrastructure Cost was completed on Tuesday, July 23, 2019. Work in progress is Task 4 for our August 6, 2019 meeting which is Task 5. Task 4 Preliminary Design Based on the Committee’s direction from July 23, prepare three preliminary designs. For each design provide plan views, cross sections and cost estimates. The three street configurations chosen by the Committee were:  Boulevard with inverted median, 2 sidewalks, C&G outside edge and concrete gutter inside edge (along median)  Urban section 37’ B-B with sidewalk, no ditching  Boulevard without C&G (rural), 2 sidewalks Task 5 Committee of the Whole Preliminary Design 1 2 On August 6, 2019 staff and provide a presentation for the three preliminary designs. For each design explain the benefits of the design and how it addresses the resident concerns of stormwater, traffic calming and pedestrian facilities. The estimated cost of each design will also be discussed. Our next step is a Public Information Meeting. Task 6 Public Information Meeting Staff and facilitate a Public Information Meeting on Monday, August 19, 2019 at City Hall. The meeting will start no earlier than 6pm. Provide the displays and handouts necessary to discuss the three preliminary options as approved at the August 6 Committee of the Whole meeting. The purpose of the meeting is to inform residents of the plans, how they differ and how they address the concerns of stormwater, traffic calming and pedestrian facilities. Consultant is to record comments received and respond to all questions. FINANCIAL IMPACT N/A RECOMMENDATION Based on the information provided by the engineer at the meeting, determine the street configurations to be discussed at the August 19, 2019 Public Information meeting. SUGGESTED MOTION N/A. V:\City Projects\Thackeray Trail\2018\Preliminary Design RFP for Existing Street\Committee of the Whole 08062019\Background Memo- Second Committee of the Whole Meeting - Thackeray Trail Preliminary Design.docx 2 3  MEMORANDUM CITY ADMINISTRATOR Date: August 2, 2019 To: Mayor Nold, Common Council From: Sarah Kitsembel, City Administrator Re: Street Program Policy/Procedures RELATES TO THE STRATEGIC PLAN V. Enhance the Effectiveness of Our City Government A.2 Review RFP process for Professional Services (Engineering, Construction Management) BACKGROUND The Council has been in the process of reviewing the RFP process and engineering /construction management process. The Committee of the Whole met on this matter on May 21st and June 13th. During these discussions the Council discussed the history and evolution of these matters, discussed the current processes and made recommendations for the future. The Council requested that staff develop a policy to reflect those recommendations. The attached policy has been developed for consideration and reflects the recommendations from the June Committee of the Whole meeting. ADDITIONAL ANALYSIS The attached policy/procedure document outlines the timing and procurement procedures for the design and construction management services for street projects. In addition it outlines the change order process for professional services and construction services for street projects. FINANCIAL IMPACT n/a RECOMMENDATION The Committee of the Whole should review and recommend the policy to Council for adoption. SUGGESTED MOTION Move to recommend the Street Program Policy/Procedures to Council for approval. 1 4 City of Oconomowoc Street Program Policy/Procedures Design & Construction of Annual Street Projects The City annually allocates funding for maintenance of streets and related infrastructure. Currently the City completes the design and construction of streets in the same year. Effective in 2020, the City will annually allocate funds to complete the infrastructure design one year prior to construction. This change will allow more time to complete the design and coordinate among the various utilities (sewer, water, electric, gas, phone etc.). It will also allow the construction bids to be released early in the calendar year which generally yields more bidders and favorable pricing. Year 1 Year 2 • Design Street Projects to • Construct Street be Constructed in Year 2 Projects Designed in Year 1 • Design Streets to be constructed in Year 3 Procurement of Engineering Services for Annual Street Projects The engineering services for annual street projects consist of two major phases: design and construction management. These two phases will be handled as individual processes. The City will release Request for Proposals for each phase separately. Part of the scope of services for the design phase will be for the design engineer to provide the estimated number of hours expected for construction management services on the project. These hours will then be provided in the construction management RFP for all consultants to use as the basis of their proposal cost. The City will utilize the hybrid QBS (Qualifications Based Selection) process to evaluate proposals. This hybrid evaluation process includes a technical evaluation consisting of 80% of points and cost evaluation consisting of 20% of points. Cost proposals will be required to be “not to exceed” contracts. The consultant with the highest combined total of points will be recommended to Council for approval with the not to exceed cost plus authorization for staff to execute a 10% contingency. Consultants may submit proposals for both phases. The technical evaluation of proposals will include the following factors:  Quality, completeness, and clarity of proposal.  Project approach with a detailed description of the proposed methodologies to be used.  Background and experience of firm.  References & past performance on previous contracts with the City  Personnel assigned to the project.  “Not to Exceed” Cost Proposal Once a consultant has been approved by the Council a contract for professional services will be executed by both parties. 1 5 Change Order Process – Professional Services and Construction Services Professional Service Contracts: The professional service contracts are to be “not to exceed” cost contracts with Council authorization of a 10% contingency for staff to manage unexpected costs. Any cost in excess of the 10% contingency will require Council approval. Construction Contracts: Change orders for project scope can be approved by the Department Head and the City Administrator up to $25,000 and within the 10% contingency amount; change orders in excess of $25,000 will require Council approval. Quantity changes on construction contracts are increased quantities of bid items in a unit price contract. Quantity changes in unit price contracts can be approved for payment by the Department Head. Project Reporting: A summary of the work and final costs will be provided at project completion. 2 6