Committee of the Whole

City of Oconomowoc Committee-Of-The-Whole Tuesday, July 07, 2020 - 7:10 PM City Hall - Conference Room 3 (or immediately following Finance) 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. Consider/act on 2021 Streets Design Engineering 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: July 7, 2021 To: Committee of the Whole From: Mark Frye, Director of Public Works Re: Approve Design Engineering Process for 2021 Streets RELATES TO THE STRATEGIC PLAN Strategic Goal- Section II: Improve and Maintain Our Infrastructure and Facilities Part B: Maintain Our Existing Infrastructure BACKGROUND The 2020 Budget provides $50,000 to complete the design engineering for the 2021 streets during the 2020 calendar year. This allows us to complete the design and be ready to bid early in 2021. Over the past few years, the bids for street maintenance exceeded the budgets for both the City and Utilities. To address this, projects were removed to fit within the budget. We want to use 2021 to catch up on these projects so they don’t get pushed back to later years. In addition to the project catch up, we will also be reconstructing the existing one-half mile section of Thackeray Trail. ADDITIONAL ANALYSIS Listed below are the proposed street sections for maintenance in 2021. Wood Street (bid 2019) Collins Street West (bid in 2019) Anderson Street (bid 2020) Juneau Avenue (bid in 2020) Two cul-de-sacs on the north end curb adjustments (bid 2020) Greenland Avenue, Oakwood west to Roosevelt (new reconstruct) West Wisconsin Avenue (Community Center east to alleyway) (New grind and overlay) Alternate Bid: Hancock Court (pulverize and overlay) Alternate Bid: Asphalt Base Patching that exceeds the size we can do in-house 1 2 The first five projects have been previously been bid for construction. The last three are on the list for the following reasons: Greenland Avenue; was missed for bidding in 2018 West Wisconsin Avenue; the concrete surface and curb are flaking and breaking down Hancock Court; will be an alternate if funds are available Asphalt Base Patching; will be an alternate if funds are available Ruekert and Mielke, based on previously approved design engineering proposals, completed the work on the five projects bid in 2019 and 2020 but not completed. With our professional engineering procurement policy, they are already not eligible to submit for the Construction Management for the 2021 street maintenance projects they designed. We want to eliminate the potential of having two different engineering consultants being involved with design and bidding. Staff recommends Ruekert and Mielke complete the design work for Greenland and West Wisconsin Avenue and complete the bidding documents for the construction. This adheres to the policy of the design engineer not being eligible for Construction Management. As per the procurement policy, City Staff would complete the Request for Proposal for Construction Management once the design is complete and contractual milestones are determined. FINANCIAL IMPACT We will request a Not-to-Exceed proposal from Ruekert and Mielke to complete any design work for Greenland and West Wisconsin Avenue. The 2020 Budget has $50,000 in account number 408.505.5300.210 for the design and bidding of the 2021 street maintenance projects. RECOMMENDATION City and Utility Staff recommends the completion of the design and bidding documents for the projects listed in the memo for construction in 2021. SUGGESTED MOTION Committee of the Whole: Approve City and Utility Staff to complete the 2021 street maintenance projects design and bidding using Ruekert and Mielke, on a Not-to-Exceed basis. A Not-to-Exceed Request for Proposal will be used to select the consultant for the Construction Management portion of the project at a later date. V:\City Projects\Streets\2021 Streets\Recommendation for 2021 Design Engineering.docx 2 3