Committee of the Whole

City of Oconomowoc Committee-Of-The-Whole Tuesday, April 04, 2023 - 7:00 PM City Hall - Council Chambers 174 E. Wisconsin Ave. Oconomowoc, WI 53066 (or immediately following Public Services) 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: (262) 569-2186. 1. Call to order and confirmation of appropriate meeting notification 2. Committee Business a. Discussion/Direction for In-House Hybrid Design Method for Oconomowoc Parkway Sanitary Sewer Replacement 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: April 4, 2023 To: Committee of the Whole From: Mark Frye, City Administrator Jason Herzog, Director of Public Works Re: Oconomowoc Parkway Sanitary Sewer Improvement Design Approach RELATES TO THE STRATEGIC PLAN Strategic Plan: Section II: Improve and Maintain Our Infrastructure and Facilities Part B: Maintain Our Existing Infrastructure Section V: Enhance the Effectiveness of our City Government Part A: Develop/Update/Maintain City ordinances/ Policies #5 Review and analyze engineering services (outsource vs in-house) BACKGROUND A portion of the sanitary sewer system in Oconomowoc Parkway conveys service for many customers in the Pabst Farms, Olympia Fields and soon to a portion of the Olympia Hills Subdivision. It has been determined that the current sewer is at capacity and requires the pipe size to be increased to allow for development of vacant parcels in the service area. This improvement will be replacing approximately 3700 feet of existing sewer from Old School House Rd to the West side of the Target Distribution Center building. Typically, the City of Oconomowoc has outsourced full engineering survey, drafting, design, coordination, contract bid documents, etc. by requesting quotes from private engineering firms. For some time now, the City Council has voiced their desire for in-house design engineering for our projects. With the recent hires of Jason Herzog, Director of Public Works and Heath Brozovich Assistant Director of Public Works, along with existing City and Utility Staff, we now have some of the components in place for this. Our team, with support and assistance from our City Engineering Consultant, Ruekert and Mielke (R/M), would like to do a hybrid design process for the relay of the Oconomowoc Parkway sanitary sewer. Everyone involved feels this would be a great inaugural project for the team of City Staff and R/M to take on. Our definition of the term hybrid design is where we maximize the use of City staff based on time and experience level. Areas where we need support such as Computer Aided Drafting (CAD), permitting, DOT requirements, bidding specification and contracts could be provided by R/M. With this being our first hybrid design project, we don’t know what percentage of the work we can complete. At the end of the project, we will provide a report to the Common Council of what went well, what needs work and recommendations to be successful with future in- house design projects. 2 We are asking for the Common Council’s support to move forward with the hybrid design concept. Both the City and R/M will determine a scope of services with the cost associated with R/M’s support. As with other engineering projects, this would be an estimated dollar amount with Common Council approval necessary to exceed. This information would be on the April 18 agenda for review and approval. FINANCIAL IMPACT An evaluation of the scope of services to complete a hybrid engineering approach compared to a fully designed project from a private engineering firm would be completed. This would demonstrate if there could be a cost savings to the City. RECOMMENDATION Suggested Committee Recommendation: Provide direction to City staff to pursue comparing engineering design services for the Oconomowoc Parkway sanitary sewer improvements with Ruekert and Mielke assisting. SUGGESTED MOTION Suggested Common Council Motion: No motion needed at this time. V:\City Projects\Oconomowoc Parkway Sanitary Sewer Relay and Assessment\Background Memo for Hybrid Design Engineering Process.docx 3