Public Works Committee (Meets 1st Thursday of each month at 5:00 p.m.)

PUBLIC WORKS COMMITTEE Minutes April 7, 2022 Regular Meeting The meeting was called to order by Chair Van Sickle at 5:00 pm on April 7, 2022 in Government Center Room 204. COMMITTEE MEMBERS: Jenny Van Sickle, Ruth Ludwig, Nick Ledin 1. ROLL CALL MEMBERS PRESENT: Jenny Van Sickle, Nick Ledin, Ruth Ludwig MEMBERS ABSENT: None CITY STAFF: Todd Janigo, Chris Carlson, Linda Cadotte, Jodi Saylor, Thor Trone OTHERS: Shelley Nelson* 2. APPROVAL OF MINUTES 2.1. Public Works Committee (Meetings held March 3 and March 10, 2022) MOTION by Ledin, second by Ludwig and carried to approve the March 3 and March 10, 2022 meeting minutes. 3. OLD BUSINESS 3.1. Traffic Enforcement MOTION by Ludwig, second by Ledin and carried to hold in committee. 4. NEW BUSINESS 4.1. Recommendation to approve a contract with JMF Construction for the 2022 CDBG & CIP Sidewalk Replacement in the amount of $441,398.73. JMF Construction is the same company that was used in 2021, which went very successfully. There is an August 31, 2022 completion date on the contract. Sidewalks from different parts of the City, including some CDBG areas, will be replaced. Residents in those areas will be given notices prior to the construction. The Parks Crew will work on identifying trees that may be affected by the construction. MOTION by Ludwig, second by Ledin and carried to approve a contract with JMF Construction for the 2022 CDBG & CIP Sidewalk Replacement in the amount of $441,398.73. 4.2. Recommendation to approve a contract with Easy Living, LLC for the Maintenance Agreement for Belknap, Tower and the Roundabout in the amount of $65,000.00 Easy Living currently does mowing on the City’s vacant lots and they have also helped with Osaugie Trail work when the pandemic prohibited volunteers from doing the work. They are very good to work with. PUBLIC WORKS COMMITTEE - 4/7/22 Meeting (Meets monthly on 4th Monday at 12 p.m.) Page 1 of 6  The Superior Business Improvement District (SBID) previously hired out the work done in this area and worked consistently with Davey’s Twin Ports Pro Lawn Trim for the last 22 years. The City never directly contracted for this work but provided funding to SBID for this work. With all of the changes in the services needed, the job was put out for bid. Director Cadotte worked with a landscape engineering firm to itemize and detail the bid in a way that was consistent and comparable. The previous provider did not provide an exact scope of the work they were doing. Due to that, they had to come up with what the scope might look like which is why it is estimated at $65K. If there needs to be three garbage pickups, extra weeding, ore more cleanups, the price could potentially go up. Previously, SBID was given around $70-80K in economic development money. That paid for both Tower and Belknap. Until two years ago, there was also $10-15K that came out of the Parks maintenance budget. This would be a one year contract so Director Cadotte strongly encourages feedback, both ways, during this first year to get a handle on the amount of service required. The goal is to be proactive and plan to do more service before and after big events. Van Sickle hopes to expand to other areas of the City eventually. MOTION by Ludwig, second by Ledin and carried to approve a contract with Easy Living, LLC for the Maintenance Agreement for Belknap, Tower and the Roundabout in the amount of $65,000. 4.3. Recommendation to approve a contract with O’Day Equipment, LLC to upgrade the Barker’s Marina Fuel Line in the amount of $69,339.00. Bidding for this project was done by the Barker’s Island Marina and did satisfy the bidding process for the City. The City has the ability to waive bidding if there are limited organizations qualified to do the work. Due to the licensure and who is able to do the work, O’Day is the only one qualified. With some delays to this project, the price keeps going up, so they are hopeful that this price will remain while the recommendation goes to Council for approval. The funding will come out of current CIP funds that are allocated for the Marina. If things need to be adjusted, it will be guided by Eric from the Marina as well as Director Cadotte and the Finance Department. MOTION by Ledin, second by Ludwig and carried to approve a contract with O’Day Equipment, LLC to upgrade the Barker’s Marina Fuel Line in the amount of $69,339. PUBLIC WORKS COMMITTEE - 4/7/22 Meeting (Meets monthly on 4th Monday at 12 p.m.) Page 2 of 6  4.4. Presentation of the 2022 Asphalt Pricing (no action required) Will be used for sidewalk replacement and the SOGL project. This is a little over 20% higher than last year’s bid. Received and filed. 4.5. Presentation of the 2022 Gravel and Sand Pricing (no action required) Received and filed 4.6. Moccasin Mike Landfill D8 Undercarriage Rebuild and Equipment Rental (no action required) The Landfill experienced a fire in one of the compactors which was the backup for another compactor that had been refurbished. It was supposed to last through the end of the life of the landfill. Replacement value on the compactor is $1.27 million and it would take about 18 months to get one. The City is insured for the purchase price of that machine which is $750K. It would be expensive to use rental equipment to get us through a year and a half before we could receive a new compactor. The Landfill will do a certified rebuild on this machine, leaving us with two good machines that will likely have some good value when the landfill closes. We did have a dozer issue with an oil pan leak, so had to rent a dozer to come in. We are going to push the track service while we have the rental unit there so we only have to haul one time which should save some cost. Insurance should cover some of that rental cost as well as the rebuild. It will likely take 4-6 months for the rebuild, which is an assumption based on the availability of parts. The rebuild on the last one was around $425K so we are expecting this to be similar. 4.7. Notification of Fleet Vehicle Auction Removals (no action required) Received and filed. 4.8. Consider an exemption to City of Superior Ordinance Sec. 104-260 – Invasive and noxious plants in support of No Mow May. Councilor Van Sickle asked that the record reflect this item to read: Councilor Ludwig to consider an exemption to City of Superior Ordinance Sec. 104-260 – Invasive and noxious plants in support of No Mow May. Councilor Ludwig explained the intent of No Mow May. It has come to our consciousness that as habitat goes away, important pollinators are losing their food source. Research shows if we delay cleaning up our yards in the spring it helps our pollinators. Because they over-winter in our compostable plant material, we want to be careful to not dispose of that plant material before pollinators come out of hibernation. It has been proven by leaving lawns alone in early spring, it provides an important food source for pollinators. When lawns that are not mowed early in the spring, there are 5 times more bees in those areas and 3 times the variety of species of bees. PUBLIC WORKS COMMITTEE - 4/7/22 Meeting (Meets monthly on 4th Monday at 12 p.m.) Page 3 of 6  Director Cadotte and Park Superintendent Behlings identified three areas that would make sense to not mow in May, while keeping in mind the crew’s schedule and not wanting to get behind in mowing. The suggestion was to start with not mowing Barkers Island hill, Heritage Park bigger field space, and the Billings Park Civic Center field space with the exception if youth teams need to use that space, they would be mowed. There was discussion about this suggestion. The consensus was to mow ballfields, playgrounds, venue and other rentable spaces and expand from there. Being purposeful in certain areas would allow the City to help educate residents on why we are doing this. The next step would be to create a resolution to give us a trial period to find what works before making permanent ordinance changes. It can be built on from there over the next 2-3 years. This item will be put on the council meeting agenda for April 19th to have something in place before the start of May. MOTION by Ludwig, second by Ledin and carried to approve creating a resolution to go before the next City Council meeting in support of No Mow May. 4.9. Recommendation to purchase two (2) John Deer 544P Wheel Loaders under the MN Net State Bid Contract from McCoy Construction & Forestry. McCoy is the supplier that has the State Bid. We have had loaders on our CIP equipment list for a while and are trying to get caught up with these. We currently have one that will be 21 years old and one that is 17 years old with both having 7- 8,000 hours on them. You start seeing catastrophic failures around 5-6,000 hours per the recommendation of our fleet people. They have cost us $43-55K in parts/labor since we received them. They meet our criteria for replacement of 10 years old and 30% of the purchase price. There are a few more items to finalize from the 2021 list and then work will begin on the 2022 list based on our CIP funding. These loaders would be traded in. The question arose about donating these, however, they have a pretty high trade in value that would reduce the cost for the City. There would also be quite a big hit to the CIP budget if we were to donate them. MOTION by Ludwig, second by Ledin and carried to purchase two (2) John Deer 544P Wheel Loaders under the MN Net State Bid Contract from McCoy Construction & Forestry. PUBLIC WORKS COMMITTEE - 4/7/22 Meeting (Meets monthly on 4th Monday at 12 p.m.) Page 4 of 6 5. RECURRING BUSINESS 5.1. ESD Director’s Update Received and filed 6. DIRECTOR’S UPDATE 6.1. The Milling project is out for bid. 6.2. The Barkers Island SOGL project should start next Monday. The goal is to get in and get done as soon as we can so we can continue on with our regular seasonal tasks 6.3. The City did a building assessment of the City Garage (MSB) a few years back. CRBPS was the consultant we worked with and so we have reached out and worked with them to get a first round of smaller buildings going. The Senior Center will be the first building. They are going through the plan gathering and modeling the building. A big reason we went with CRBPS is that we have cloud based software we use for the MSB so we can now add this building to the same software which will then become a database of our buildings. Within next couple months we should have good idea of the needs for the Senior Center and will then move on to other buildings to get them on a preventative maintenance schedule. 6.4. April 1st was the deadline for the 2022 DOT solicitation for Bipartisan Infrastructure Law Funds (BIL). We submitted three 3 applications for roadways. There are some criteria that have to be met and they have a PS&E requirement due in August. In this first round, they want to stay away from anything with railroads, environmental documents or anything that is not going to be a quick and easy plan. We submitted Barden from Stinson to North 58th. We already have concurrence from the railroad that this would be a quick and easy project and they would work with us on it. However, just having a railroad on it, might get it kicked out. We also submitted Woodlawn from the bridge to North 42nd which is mostly asphalt so a mill and overlay would work there. Finally, we submitted North 42nd from Woodlawn to East 18th Street which would be a complete mill and overlay. We should find out in May if those are approved. These projects would be 80% DOT funded. The next round is due in June, so after they announce the May projects, the 2026 projects will be due. We can then take projects that were not funded out of the 2022 solicitation and apply for them again in 2023, in the next solicitation. Due to the longer time frame, projects that are more involved can be applied for. Director Janigo’s experience with DOT projects to date is that if you put in a large project, they fund parts so they can distribute funds to many communities. We are planning on submitting the East 5th St project for 2025 and then the Barkers Island Causeway project. These are projects we were already planning. For this round, we would bid in 2022 and work would be done in the 2023 construction season. PUBLIC WORKS COMMITTEE - 4/7/22 Meeting (Meets monthly on 4th Monday at 12 p.m.) Page 5 of 6 7. FUTURE AGENDA ITEMS 7.1. Traffic Enforcement 8. Confirm next meeting date as May 5, 2022 in Room 204 of the Government Center Councilor Van Sickle took a moment to commend ESD on the award they won in 2019 and recently received the plaque for. She also acknowledged Keith Kern, who will no longer be on this committee, for the good work he did while serving on the committee and the mentorship he provided to her. He will be missed. 9. ADJOURNMENT Councilor Van Sickle announce the meeting adjourned at 5:55pm. Respectfully submitted by Jodi Saylor. PUBLIC WORKS COMMITTEE - 4/7/22 Meeting (Meets monthly on 4th Monday at 12 p.m.) Page 6 of 6  Parks, Recreation & Forestry 1316 North 14th Street, 2nd Floor Phone: (715) 395-7270 Superior, WI 54880 Fax: (715) 395-7346 Web site: www.ci.superior.wi.us TTY: (715) 395-7521 Public Works Committee: April 7, 2022 MEMORANDUM Date: April 1, 2022 To: Public Works Committee, Mayor Jim Paine and Members of the City Council From: Linda Cadotte, Director of Parks, Recreation and Forestry RE: Belknap, Tower and Roundabout Maintenance Contract 1. Recommendation Recommendation that the Public Works Committee approve the recommendation that the City enter into a one-year maintenance agreement with Easy Living, LLC. The contract is based on actual services rendered. It is estimated that the annual service agreement will be approximately sixty-five thousand dollars ($65,000.00) based on the itemized unit costs and estimated services needed. 2. Background During the improvements made to Belknap Street, Tower Avenue and the Bong Bridge Roundabout, there were additional vegetation, trees, planting beds, mulched areas, and garbage cans added. These additions have increased the need for regular maintenance of these corridors and include additional services that are beyond what can be incorporated into the City’s current scope of services including: landscape maintenance, trash removal, and installation and removal of holiday tree lighting. Most of these improved areas fall within the Superior Business Improvement District (SBID). As the scope of this work has continued to expand over the past several years, the thought was it would be important place the service out for bids to seek competitive pricing. The City agreed to manage the contract instead of managing it through the BID. Request for bids went out on February 4th. Three contractors provides pricing for the services requested. Based on the cost breakdown for services and a standard way to compare the contracts, prices were as estimated to be annual as follows: Easy Living $64,936.12 Embark $79,184.00 Davey Twin Ports Pro Lawn Trim $305,700.00 1|Page 3. Budget Source For the past 22 years, the SBID has directly hired a contractor to handle these services. The SBID paid for the majority of that contract out of funds that the City transferred to them. For the 2022 budget, these services have been budgeted for and will be paid out of the City of Superior Park’s General Fund Contractual Services. 4. Recommendation Recommendation that the Public Works Committee approve the recommendation that the City enter into an initial one-year agreement with Easy Living. After the first year, there is the option to renew for an additional three years. Approved: ___________________________________ ________________ Jim Paine, Mayor Date Denied: ______________________________________ ________________ Jim Paine, Mayor Date 2|Page  Central Equipment Division Public Works Department 2301 Hill Avenue Phone: (715) 394-0585 Superior, WI 54880 Fax: (715) 394-0401 Web site: www.ci.superior.wi.us TTY: (715) 395-7521 Date: April 5, 2022 City Council Agenda Date:______________ Memorandum TO: Mayor Jim Paine and Common Council FROM: Todd Janigo, Public Works Director RE: John Deere Wheel Loaders - Recommendation to Purchase 1. Introduction: It has been requested by the Public Works Street Department to purchase two (2)2022 John Deere 544P Wheel Loaders. 2. Background: CEA Working Foreman Andrew Durst reports that these units are available for purchase from McCoy Construction & Forestry under the Minnesota Net State Bid Contract. 3. Analysis/Discussion: The wheel loaders are available to purchase at the Net State Bid discounted price of $216,358.00 each and after the trade-in of units #278 (2001 John Deere 544H) and #279 (2004 John Deere 544J) in the amount of $69,000.00 the total cost of both units is $363,716.00. Listed below are the units scheduled to be replaced which meet our replacement criteria. Both of these units are over 10 years old with one exceeding 30% of the purchase price in parts/labor costs. Unit In Service Current Purchase Total Parts # Description Date Hours Price & Labor 278 2001 JD 544H Loader 08/08/01 7,813 $156,000.00 $45,509.65 279 2004 JD 544J Loader 09/22/04 7,080 $107,250.00 $53,599.99 April 5, 2022 Page Two 4. Budget Source: Funding is in place through the Public Works CIP. 5. Recommendation: CEA Working Foreman Andrew Durst is requesting that we waive the bidding requirements for the purchase of the above units from McCoy Construction & Forestry via the Minnesota Net State Bid contract and I concur. Recommended:______________________________ Mayor Jim Paine TJ/cn c: Andrew Durst Len Moen Nathan Johnstad