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

PUBLIC WORKS COMMITTEE MINUTES April 6, 2023 Regular Meeting The meeting was called to order by Councilor Van Sickle at 5:00pm on April 6, 2023, in Government Center Room 204. COMMITTEE MEMBERS: Jenny Van Sickle, Ruth Ludwig, Nick Ledin, Tylor Elm (alt) 1. ROLL CALL Members Present: Jenny Van Sickle, Nick Ledin, Tylor Elm Members Absent: Ruth Ludwig City Staff Present: Todd Janigo, Chris Carlson, Jodi Saylor, Lee Sandok-Baker, Erin Abrahamson, Michael Maruska, Darienne McNamara, Thor Trone Others Present: Shelley Nelson, Eric Thomas, Dan Hinzmann* 2. APPROVAL OF MINUTES 2.1. Public Works Committee (Meeting held March 2, 2023) MOTION by Ledin, second by Elm and carried to approve the minutes from March 2, 2023. 3. OLD BUSINESS 3.1. Discuss reducing snow abatement timeline from 48 hours to a shorter timeline. Van Sickle reviewed discussion from last PW meeting. The current timeline of 48 hours can make it stretch out if there are consecutive days of snowfall or if the 48 hours end on a weekend. Changing the timeline to 24 hours will allow us to get the snow removed more quickly. MOTION By Ledin, second by Elm and carried to approve reducing the snow abatement timeline from 48 hours to 24 hours. Sandok-Baker left the meeting at 5:12pm. 3.2. Review No Mow May. Director Cadotte spoke on the impact of No Mow May last year and said that overall, it opened time for us to work on a few other projects like gardens. May is not an aggressive growing time in this area, so the grass does not become too long. It did take a little longer for the first mowing as some areas needed multiple passes and sweeping of the grass clippings. That will vary year to year depending on weather and growth. The calls the Parks Department did receive were in favor of No Mow May. Long term there are multiple areas in some of the bigger parks where we can look at entire park spaces and enhance them with pollinator plants as well as be more intentional with what we mow and nurture. The intention is to take some steps towards that slowly. Maruska left the meeting at 5:19pm. 4. NEW BUSINESS 4.1. Request to approve the Landfill Consultant contract with SEH Inc. for 2023; not-to-exceed $55,000.00. PUBLIC WORKS COMMITTEE –4/6/2023 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 1 of 6 *Attended virtually  This contract sets the language so that SEH can be utilized as a consultant as needed throughout the year. They will support things like environmental monitoring, gas sampling, air permitting, etc. that are required. Motion by Ledin, second by Elm and carried to approve the Landfill Consultant contract with SEH Inc. for 2023; not-to-exceed $55,000.00. It was requested that a table of previous years contract costs be included in the minutes. 4.2. Request to approve the contract with O’Day Equipment, LLC for the Barker’s Island Marina Fueling Facility. Eric Thomas who runs the Marina recently found out that bid and quote given to him previously is no longer valid. O’Day is unable to supply the needed equipment for at least a year and pricing for that time is currently unknown. They had requested simple fuel dispensers to install at the Marina, but they are no longer being made by anyone. They will repair the current pumps and continue to service them until they are able to find another solution. The request for this contract was then withdrawn by Thomas. Request withdrawn; no action taken Thor Trone entered the meeting at 5:28pm 4.3. Request to approve the Belknap, Tower and Roundabout Maintenance Contract with EasyLiving Services, LLC. This contract has been separated out from the vegetation management and is only for garbage and lighting. In looking at a side-by-side estimate of costs, this contract should be around $30K for their services but will depend on what services are actually needed. Their costs were less this year as they are now familiar with what is needed and can provide some services at a lower rate and more affordably. The vegetation side of this should go out next week for bids. Director Cadotte mentioned that this winter was rough on garbage cans, and we are now at end of our stockpile, so as we remove and reconstruct, there may be a few less cans going out until the City decides on a design going forward. Cans will be placed in concentrated areas such as by bus stops and other busy areas. The hope is that when the bus shelter project is completed, the receptacles at those locations will match or possibly be inside the shelter. Motion by Elm, second by Ledin and carried to approve the Belknap, Tower and Roundabout Maintenance Contract with EasyLiving Services, LLC. 4.4. Request to approve the 2023 Gravel and Sand proposals. These proposals set the pricing for a list of materials that we may use during the year. We get per ton pricing and then base that cost on where we are using it. Typically, we do not buy a lot from this pricing as materials used for bigger projects are priced with the project. Motion by Ledin, second by Elm and carried to approve the 2023 Gravel and Sand proposals. 4.5. Request to approve the 2023 Hot Mix Asphalt proposals. We have two asphalt plants in our area. One in Superior and one in Duluth with different mixes of PUBLIC WORKS COMMITTEE –4/6/2023 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 2 of 6 *Attended virtually  asphalt. We get prices from both as different projects require different mixes. We will look at the cost, amount needed and the location when deciding on where to purchase from. If we can’t get the mix from Monarch, we may then balance where we are working so we are hauling less of a distance. Motion by Ledin, second by Elm and carried to approve the 2023 Hot Mix Asphalt proposals. 4.6. Request to approve the contract with Phoenix Gravel for landfill daily cover at a unit cost of $11.23 per ton. Darienne McNamara shared that she and a couple of the landfill staff toured other landfills and found that a lot of places are using coarse sand or aggregate for daily cover. This material allows water through so you don’t get puddling and you can drive on it rather than sinking into soft sand. We have now started to transition to using aggregate. Darienne put together a spec and it was sent out for bids. The expectation is that we will use about 1,000 tons per month. The increased cover cost was budgeted for. The usage will vary usage depending on need. Regular sand from local gravel pits has a high clay content and is causing drainage issues which then perch liquid in the landfill and create compliance issues and operational challenges. This contract was done to coincide with when gravel and sand contracts go out to keep it simple for companies submitting bids for similar materials each year. Councilor Van Sickle requested to hold this item to request an opinion from City Attorney, giving his blessing, to utilize Phoenix Gravel given the potential conflict of interest as a Street staff has some ownership in the company. She also suggested we open it up for bid again every 6 months with the expectation that the cost would come down. The letter of disclosure that was included is one step in making sure we are protected, but she would like to see an official opinion on record and would like the disclosure statement dated and tailored to this contract as well. There was some concern that the landfill would need material before this could all happen. Director Janigo believes that the amount of material needed would be well under any contracted amount so we could purchase smaller amounts as needed until a contract is in place. MOTION by Van Sickle, second by Ledin and carried to hold this item until the May 4, 2023, Public Works Committee meeting. Eric Thomas left the meeting at 5:49pm. 4.7. Request to approve contract with Nordic for the Girl Scout Point Shore Stabilization in the amount of $99,070.00. This area is the toe point of Girl Scout Point in Billings Park. Right above it is the stone circle and firepit. There is significant erosion from the St. Louis River. Weyandt and our engineer techs came up with a plan to stabilize the area. The concern is that if the erosion continues at the current pace, the top could collapse. In many areas we are not doing anything about shore erosion, but in this location, there are assets above that we want to protect. People going to GSP are not in danger as we are getting ahead of it. If people were to start walking down over that hill, there is potential to end up in a compromised situation and go into the river. If they stay up top and utilize the park as designed, they should be fine. Director Cadotte feels comfortable that we got ahead of any major damage or danger. This work will come from the Parks PUBLIC WORKS COMMITTEE –4/6/2023 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 3 of 6 *Attended virtually  Capital Improvement Program Budget. MOTION by Ledin, second by Elm and carried to approve the contract with Nordic for the Girl Scout Point Shore Stabilization in the amount of $99,070.00. 4.8. Request approval to sign a Letter of Intent with Vespene Energy, Inc. of Berkeley, CA to investigate potential for a landfill gas-to-energy project. We have looked at landfill gas-to-energy projects quite a few times at the landfill. Currently, we flare off our gas to convert to CO2 and burn off methane. Methane can be converted to compressed natural gas. In the past, when looking at this, the barriers have been first, that it is an isolated area and long ways away from anybody that would use it and second, the equipment to do this is very expensive. Vespene Energy, Inc. helps get around both of those issues. They use the gas to generate electricity that can be used to power equipment on site and doesn’t have to get out to the grid. It is a program geared for smaller landfills and looks like a good fit for our landfill in that way. It is also a good fit because we don’t have to get energy out to other users, it can be used to power data centers for data processing and crypto currency mining. The company makes money from that and would share part of that money with the City. It helps pay for the initial kick-off of the project. Once they were to get enough money built up. They would then try to connect to the grid. The City could potentially earn a decent revenue eventually. Vespene has requested that we sign a letter of intent that allows them to do due diligence to see if this is feasible in our landfill. The letter is non-binding and there are no timelines. They laid out a process of the City signing the letter, they would then do their due diligence and then come back to the City with contract details. Gas can still be generated even after the landfill closes. Energy would be minimal about 15 years after closure. All the big landfills are already in the gas-to-energy business, but it becomes hard to make it cost effective for a smaller landfill. Vespene has partnered with companies that have engineered micro turbines and equipment. Using energy right on site also reduces cost. They provided a list of six other landfills where they are up and running. The City will still maintain carbon credits, so revenue for us will not go down. They are asking for six months to be exclusive and to see if it is a viable option. MOTION by Ledin, second by Elm and carried to approve signing a Letter of Intent with Vespene Energy, Inc. of Berkeley, CA to investigate potential for a landfill gas-to-energy project. 4.9. Request to purchase Landfill Compactor GPS System from RDO Integrated Controls in the amount of in the amount of $57,807.50. This was a budgeted item. There was no discussion. As the landfill gets full, GPS on multiple machines will be important. MOTION by Elm, second by Ledin and carried to approve the purchase of a Landfill Compactor GPS System from RDO Integrated Controls in the amount of in the amount of $57,807.50. 4.10. Request to approve the contract with Northland Constructors for the Lift Station 3 Improvements Project in the amount of $2,429,700.00. Erin Abrahamson with ESD explained that Lift Station 3 is critical infrastructure in the Billings PUBLIC WORKS COMMITTEE –4/6/2023 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 4 of 6 *Attended virtually  Park neighborhood. It conveys the flow of water to the wastewater treatment facility. This station originated in 1939. SEH was hired to do engineering for the project and found that the best alternative is to move the lift station to CSTP 6. This project is budgeted in the Wastewater Enterprise fund and is also eligible for the Clean Water Fund. Only one proposal was received. ESD has no concerns with Northland Constructors. They feel their subcontractors are quality people, with which SEH concurs. There will be minimal disruption to residents with some road closures and such, but service will not be interrupted during this project. All the work will be completed this year. MOTION by Ledin, second by Elm and carried to approve the contract with Northland Constructors for the Lift Station 3 Improvements Project in the amount of $2,429,700.00. 4.11. Request to approve the State Municipal Agreement for STP-Urban funding for the reconstruction of the Marina Drive causeway in 2026. Director Janigo said there are concerns about having one way in and one way out locations. This bridge is from 1959. The sheeting is showing section loss and getting thinner. We have applied for and received Bipartisan Infrastructure Law (BIL) funding through the Surface Transportation Program in the amount of $1.5M. Currently, there is a very preliminary plan. The plan is to have the construction project take place in 2026. MOTION by Ledin, second by Elm and carried to approve the State Municipal Agreement for STP-Urban funding for the reconstruction of the Marina Drive causeway in 2026. 4.12. Request approval to award a professional services agreement with AMI Consulting Engineers. This is a standard professional services agreement. It is helpful for when smaller things come up and allows us not to have to go through contract negotiations. AMI is one of the leading engineering firms working with living shorelines. They will be doing minor specs and plans with the Marina to get to the next phase of the dock improvement. MOTION by Ledin, second by Elm and carried to award a professional services agreement with AMI Consulting Engineers. 4.13. Notice of Surplus Equipment auction sales. (no action required) 5. RECURRING BUSINESS 5.1. ESD Director’s Update Received and filed 5.2. Director’s Update 5.2.1. LHB will be working on the furnaces at Barkers Island Marina in the storage building. They will go through a design process. Quotes were received and LHB was the lowest at $7,500. 5.2.2. Docks are spudded in place, those bend and wear out so another round of spuds are coming. The lowest bid for those was Ogden Machine to produce 40 spuds. 5.2.3. The Sidewalk program is currently out for bids. 5.2.4. The Bardon Ave project is currently out for bids. 5.2.5. North 28th Street landscaping project – we are waiting to get some things ironed out before it PUBLIC WORKS COMMITTEE –4/6/2023 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 5 of 6 *Attended virtually  can go to bid. 5.2.6. The Public Works staff have a couple of ideas for dealing with potholes this summer. 5.3. Future Agenda Items 5.3.1. Contract with Phoenix Gravel for landfill daily cover at a unit cost of $11.23 per ton. 5.4. Confirm the next meeting date of May 4, 2023, at 5:00pm in Room 204 of the Government Center. 6. ADJOURNMENT Councilor Van Sickle announced the meeting adjourned at 6:39pm. Respectfully submitted by Jodi Saylor. PUBLIC WORKS COMMITTEE –4/6/2023 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 6 of 6 *Attended virtually  Public Works - Landfill 15 Moccasin Mike Road, Superior, WI 54880 Phone: (715) 395-7506 Fax: (715) 395-7346 www.ci.superior.wi.us/landfill DATE: March 7, 2023 TO: Public Works Committee; Superior Common Council FROM: Todd Janigo, Public Works Director Darienne McNamara, Environmental Regulatory Manager RE: Landfill Consultant contract with SEH Inc. for 2023; not-to-exceed fifty-five thousand dollars ($55,000) 1. Overview Because of the unique challenges involved with operating a modern solid waste landfill, and evolving regulatory requirements, the City occasionally relies on the expertise of solid waste industry professionals to keep landfill operations efficient and in compliance. SEH has been retained due to their extensive involvement at our facility, and other public and private landfills in Wisconsin. In 2023, SEH will assist with: air permit compliance and oversight; surveying, engineering and design services; one-time gas sampling; and general consulting as needed. 2. Background Short Elliot Hendrickson, Inc. (SEH) has been contracted to provide landfill consulting services since 2004 under a Master Agreement for Professional Services. The landfill contract grew to over $200,000/year from 2012-2014 when many essential functions were being outsourced. Following the addition of a new staff position and modification of another position in 2016, many of these job duties are now being done by city employees. Over the past three years this contract has averaged less than $55,000. We anticipate the need for a Landfill Consultant for the remaining life of the landfill, which is expected to close in 2026. The challenges at the facility are unique to the operation, and the City has very limited involvement in this evolving and highly technical industry. However, the role of consultants at the City’s landfill has changed from a de facto staff position to that of a true consultant, with experts called upon only when we require a professional with broad experience and specific expertise. 3. Budget Source This item is budgeted in the Landfill’s operating budget. 4. Summary The Public Works Department recommends approval of the Landfill Consultant contract with SEH in 2022 for an amount not-to-exceed fifty-five thousand dollars ($55,000). Recommended: Jim Paine, Mayor  Public Works Department Phone: (715) 395-7334 Public Works Director Fax: (715) 395-7346 Todd Janigo E-mail: publicworks@ci.superior.wi.us 1316 N 14th Street, Suite 200 Website: www.ci.superior.wi.us Superior, WI 54880 MEMORANDUM Date: March 29, 2023 Council Agenda Date: April 18, 2023 TO: Mayor Paine and the Common Council FROM: Todd Janigo, Public Works Director RE: 2023 Gravel and Sand Proposals 1. Introduction On March 7, 2023, proposals were accepted by the Public Works Department for gravel and sand supplies for the 2023 construction season. 2. Background Each year the Public Works Department requests proposals from local suppliers for gravel and sand for various projects. The general use of the proposals allows the City to purchase from any of the suppliers based on a number of considerations, including the submitted price, availability and location of the materials, proximity to the project, amount of material required, etc. The City also uses these prices to determine the comparative costs for recycling the recovered concrete and asphalt that is crushed and stored at the Garage. Again this year we requested prices for screened 4-inch rock that is specified for certain projects under the WISDOT guidelines, as well as rip rap for erosion control. We also asked for a price if the City supplied the loader, the fuel and the labor to load materials for comparison purposes so the City can evaluate the raw price for the materials. Vendors may submit proposals only for those materials they can supply, thus there may be some companies who only submit the price for one material. 3. Budget Source Funds are budgeted annually within the various divisions for Public Works material needs. 4. Conclusion The bids received are as follows: 1) Charlie Allen Excavating & Trucking, LLC Granular Backfill - delivered to landfill $ 8.74 per ton Granular Backfill – picked up at Allen Pit $ 2.55 per ton Granular Backfill - loaded by the City at Allen Pit $ 2.55 per ton 2) Udeen Trucking, Superior Base Aggregate Dense 1 ¼”- picked up at Thunderhill Quarry $ 6.75 per ton Base Aggregate Sense ¾” - picked up at Thunderhill Quarry $ 6.75 per ton Select Crushed Material – picked up at Thunderhill Quarry $ 9.75 per ton Light Rip Rap - picked up at Thunderhill Quarry $ 20.00 per ton Medium Rip Rap - picked up at Thunderhill Quarry $ 20.00 per ton Granular Backfill - delivered to landfill $ 7.30 per ton 4) Milestone Materials Base Aggregate Dense 1 ¼”- loaded by the City at Kimmes Quarry $ 7.05 per ton Base Aggregate Sense ¾” - loaded by the City at Kimmes Quarry $ 7.45 per ton Breaker Run- loaded by the City at Kimmes Quarry $ 7.35 per ton Select Crushed Material – loaded by the City at Kimmes Quarry $ 10.75 per ton Light Rip Rap - loaded by the City at Kimmes Quarry $ 22.75 per ton Medium Rip Rap - loaded by the City at Kimmes Quarry $ 21.35 per ton 5) Phoenix Gravel Base Aggregate Dense 1 ¼”- delivered $ 13.60 per ton Base Aggregate Dense 1 ¼”- delivered to the Landfill $ 11.00 per ton Base Aggregate Dense 1 ¼”- picked up by the City at Stone Road $ 7.19 per ton Base Aggregate Dense ¾”- delivered $ 13.66 per ton Base Aggregate Dense ¾”- delivered to the Landfill $ 11.06 per ton Base Aggregate Dense ¾”- picked up by the City at Stone Road $ 7.25 per ton Breaker Run- delivered $ 14.16 per ton Breaker Run- picked up by the City at Stone Road $ 7.75 per ton Select Crushed Material – delivered $ 16.41 per ton Select Crushed Material – picked up by the City at Stone Road $ 10.00 per ton The Public Works Department may use products from any and all vendors listed above based on their submitted prices and locations. Recommended: ______________________________ Jim Paine, Mayor  DISCLOSURE LETTER FOR THE CITY OF SUPERIOR ln the spirit of complete disclosure and to ensure municipal purchases in an ethical manner, please know that l, Public Works Superintendent, Nathan Johnstad, maintain an ownership interest in Phoenix Gravel, LLC which engages in the sale of crushed aggregate and other products sometimes purchased by my employerfor use in local projects. As a City of Superior employee, I shall not engage in any decision, on behalf of the city, to purchgie any product from Phoenix Gravel, LLC and shall defer, in all such instances, to others within our department. I shall not use my position of employment within the city to affect, direct, encourage or otherwise influence any purchase of product by the City of Superior from Phoenix Gravel, LLC. Nathan Johnstad  Public Works Department Phone: (715) 395-7334 Public Works Director Fax: (715) 395-7346 Todd Janigo E-mail: publicworks@ci.superior.wi.us 1316 N 14th Street, Suite 200 Website: www.ci.superior.wi.us Superior, WI 54880 MEMORANDUM Date: March 29, 2023 Council Agenda Date: April 18, 2023 TO: Mayor Paine and the Common Council FROM: Todd Janigo, Public Works Director RE: 2023 Hot Mix Asphalt Proposals 1. Introduction - On March 7, 2023 proposals for hot mix asphalt materials for the annual street maintenance program were opened by the Public Works Department. 2. Background - Each spring the Public Works Department request proposals from local suppliers for hot mix asphalt materials to be used on city projects. Specifications require submission of rates per ton for base course materials, wear course materials, and filler materials. The location of the supplier’s plant is also requested as travel distance is considered along with the cost of the materials. Suppliers must provide materials that meet either the WisDOT OR MnDOT Standard Specifications for Highway and Structure Construction. Our general use of these proposals allows the city to purchase from any suppliers based on the submitted unit prices. Choice of the supplier is based on availability of materials, location of the project relative to the supplier’s facility, and the ability of the supplier to meet the required specifications. 3. Budget Source - Funds for road maintenance are budgeted annually within the CIP. 4. Conclusion - The bids received were as follows: 1) Northland Constructors, - Duluth, MN (plant location – Garfield Ave) Wisc. Design Spec MN DOT Spec Base Course No bid No bid Wear Course No bid $84.00 Fine Mix No bid $84.00 2) Monarch Paving-Superior, WI (plant location-Albany Ave.) Wisc. Design Spec MN DOT Spec Base Course $68.65 No bid Wear Course $69.25 No bid Fine Mix $75.00 No bid The Public Works Department may use products from the vendor based on their submitted price and plant location. Recommend _____________________ Mayor Jim Paine  DISCLOSURE LETTER FOR THE CITY OF SUPERIOR ln the spirit of complete disclosure and to ensure municipal purchases in an ethical manner, please know that l, Public Works Superintendent, Nathan Johnstad, maintain an ownership interest in Phoenix Gravel, LLC which engages in the sale of crushed aggregate and other products sometimes purchased by my employerfor use in local projects. As a City of Superior employee, I shall not engage in any decision, on behalf of the city, to purchgie any product from Phoenix Gravel, LLC and shall defer, in all such instances, to others within our department. I shall not use my position of employment within the city to affect, direct, encourage or otherwise influence any purchase of product by the City of Superior from Phoenix Gravel, LLC. Nathan Johnstad  SEH Contract Costs 2012 - 2022 2012 $ 293,300 2013 $ 205,850 2014 $ 201,980 2015 $ 157,000 2016 $ 130,000 * 2017 $ 92,050 2018 $ 51,330 2019 $ 45,805 2020 $ 45,805 2021 $ 51,055 2022 $ 41,721 2023 $ 55,000 ** * Staffing was restructured in 2016, Landfill Manager role was assigned to Environmental Regulatory Manager and a new Landfill Technician position was created to take over many job duties that were formerly contracted out to consultants. ** Requesting approval up to $55,000, slightly higher than recent average because we’re installing new gas wells in 2024 and have to pay for design (by SEH) in 2023  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 6, 2023 MEMORANDUM Date: March 28, 2023 To: Public Works Committee, Mayor Jim Paine and Members of the City Council From: Linda Cadotte, Director of Parks, Recreation and Forestry RE: Girl Scout Point Shoreline Stabilization 1. Recommendation Recommendation that the Public Works Committee approve the recommendation that the City enter into an agreement with Nordic Underwater Services, Inc. for the Girl Scout Point Shoreline Stabilization project in the amount of ninety-nine thousand, seventy dollars ($99,070.00). 2. Background In many areas along the St Louis River there are slopes that are sluffing off into the river. One of the primary reasons for this repair is that on top of the hill is Stone Circle on Girls Scout Point in Billings Park. Over the past several years the City has invested in this area to restore the area and enhance the image and access to the space. Reservations have increased for this space and it has been deemed valuable enough to maintain the integrity of the hill in order to prevent erosion from engulfing the assets that are on top of the hill into the river. The work for this project consists of repairing a failing slope by installing large riprap to restore the shoreline as well as installing a combination of Geocells and Geogrids used to stabilize the failing slope from future erosion. This project will be substantially complete by November 1, 2023. A request for bids went out on February 3, 2023. The project was listed publicly on DemandStar and at Minnesota and Wisconsin Builder’s Exchanges. Three contractors submitted bids for the project as outlined in the plans and specifications. Veit $203,438.55 Nordic $ 99,070.00 Wren Works $155,227.00 1|Page 3. Budget Source This project was budgeted and will be paid for out of the Parks CIP. 4. Recommendation Recommendation that the Public Works Committee approve the recommendation that the City enter into an agreement with Nordic Underwater Services, Inc. for the Girl Scout Point Shoreline Stabilization project in the amount of ninety-nine thousand, seventy dollars ($99,070.00). Approved: ___________________________________ ________________ Jim Paine, Mayor Date Denied: ______________________________________ ________________ Jim Paine, Mayor Date 2|Page  Public Works – Landfill 15 Moccasin Mike Road Superior, WI 54880 Phone: (715) 398-7222 www.ci.superior.wi.us/landfill DATE March 29, 2023 TO Public Works Committee; Superior Common Council FROM Todd Janigo, Public Works Director Darienne McNamara, Landfill Manager RE Requesting approval to sign Letter of Intent with Vespene Energy, Inc. of Berkeley, CA to investigate potential for a landfill gas-to-energy project The Public Works Department is requesting approval to sign the attached Letter of Intent with Vespene Energy, Inc. of Berkeley, CA. This letter is nonbinding and does not commit the City to any current or future contract or expenditures. By signing, we would be indicating our intent to work with Vespene Energy on a gas- to-energy project if, after further investigation, it is found to be in the financial interests of both parties. The City has explored landfill gas-to-energy projects in the past, but all have shared common obstacles. The landfill is over a mile from the nearest gas pipeline or shared power line, making it very expensive to get energy to users. Another challenge is the upcoming landfill closure. The amount of gas being generated will decline within 10-15 years after closure, so the payback period on a project is relatively short. Lastly, the cost for equipment to convert gas to energy has been far beyond what the City could reasonably afford. Vespene Energy has a unique model that appears to get around these issues. Rather than the City purchasing the equipment, the company owns and maintains all of the equipment. Rather than selling electricity or gas to the grid, electricity is used on site (at least initially), avoiding the need for expensive powerlines or pipelines. Based on their preliminary analysis, the quantity and quality of gas at the City’s landfill is sufficient to make a project economically viable even with the upcoming closure. Vespene Energy’s model uses custom-designed “self-sustaining microgrids” to generate power for data centers at the landfill. Data centers are then used for online data processing and/or cryptocurrency mining, which generates revenue for the company. Vespene shares a portion of their revenue with the City. They have done this successfully on several sites in the U.S. Based on their initial evaluation, they see potential for a gas- to-energy project at the City’s landfill. However, before expending any more resources on further investigation, they have asked that we sign the attached nonbinding Letter of Interest. Mayor Jim Paine  Public Works – Landfill 15 Moccasin Mike Road Superior, WI 54880 Phone: (715) 398-7222 www.ci.superior.wi.us/landfill March 29, 2023 TO: Public Works Committee; Superior Common Council FROM: Todd Janigo, Public Works Director Darienne McNamara, Landfill Manager RE: Request to purchase Landfill Compactor GPS System from RDO Integrated Controls The Public Works Department is requesting that the Common Council waive the formal bidding procedures and approve the purchase of a GPS system and additional wiring harness from RDO Integrated Controls in the amount of $57,807.50 (fifty-seven thousand, eight hundred and seven dollars and fifty cents). The City purchased a similar GPS system for its primary compactor in 2019. The GPS system guides the operator as they move about the landfill. It shows where garbage is needed to achieve target elevations, alerts the operator if more compaction is needed, lets operators mark hazards (ex. gas wells) from the safety of the cab, and has reporting capabilities that help predict when the landfill will reach capacity. Since 2019 we have had one machine equipped with GPS. This purchase will equip the backup compactor with the necessary wiring so the existing GPS unit can be swapped between the two compactors, which is important if the primary machine is down for service. We will also purchase a second GPS system for a bulldozer, which is used to spread cover over the waste. The bulldozer is often working on outer slopes where target elevations are critical – waste cannot be piled higher than approved limits, but under-filling would waste precious air space and is costly to fix. The bulldozer is often the last machine to traverse the waste before final cover is placed so having GPS capability on that machine is important. Without it, we have to hire surveyors to stake the waste, and often re-stake if waste elevations are too high/low. GPS systems are common at modern landfills. Benefits include: ▪ save on survey costs – surveys by third-party consultants cost the City an average of $10,000 annually; construction staking, surveys to determine remaining landfill capacity, ensuring that we adhere to approved slopes, and to locate hazards ▪ improved safety – points can be mapped from inside heavy equipment rather than traversing the waste on foot while carrying expensive surveying equipment; system can also alert operators to hazards through “avoidance zones” pre-programmed into the unit (ex. gas wells)  ▪ higher compaction – system tells operator if waste is being compacted or has reached maximum density; this ensures the most waste is packed into all available space, which translates to maximum revenue ▪ smaller working face – use GPS to define work areas each day, keep it small to minimize daily cover needed and save money on cover material ▪ more efficiency – system tells operator when they have achieved maximum compaction or design elevations; eliminates unnecessary fuel consumption, wear and tear on machines ▪ timely progress and compliance reports – real-time data to accurately predict landfill closure, better information for City budgeting and planning, compile reports without relying on consultants, online portal for real-time observation of waste placement, machine down-time, etc. Budget Source This item is budgeted in the landfill’s 2023 capital equipment budget. The budgeted amount is $50,000. The difference will be absorbed in the landfill’s 2023 operating budget. Summary The Public Works Department is requesting that the Common Council waive the formal bidding procedures and approve the purchase of a GPS system for the landfill’s backup compactor and bulldozer. The system would be purchased from RDO Integrated Controls in the amount of $57,807.50 (fifty-seven thousand, eight hundred and seven dollars and fifty cents). Mayor Jim Paine  Public Works Department 1316 North 14th Street, 2nd Floor Phone: 715-395-7334 Superior, WI 54880 Fax: 715-395-7346 Web site: www.ci.superior.wi.us TTY: 715-395-7521 MEMORANDUM DATE: March 29, 2023 Council Agenda Date: April 18, 2023 TO: Mayor Jim Paine and the Common Council FROM: Todd Janigo, Public Works Director RE: State Municipal Agreement for STP-Urban funding for the reconstruction of the Marina Drive causeway in 2026. It is my recommendation to approve the State Municipal Agreement (SMA) with the Wisconsin Department of Transportation (WISDOT) for the STP-Urban funding portion of the reconstruction of the Marina Drive Causeway scheduled for the 2026 construction season. 1. Introduction The City of Superior is receiving $1.5M in BIL STP-Urban funding administered by the Wisconsin DOT for the design and construction of the Marina Drive Causeway replacement. Due to expected permitting challenges, design needs to begin as soon as possible. 2. Background The Marina Drive or Barkers Island causeway bridge was constructed in about 1959 with tied back steel sheet pile abutments, timber girders, and timber decking with an asphalt surface. While the decking has been replaced approximately 3 times since construction, the remaining structure is original and deteriorating. The existing roadway is narrow with minimal shoulder width and steep slopes. Preliminary design of the new bridge and causeway widens the roadway by 10 feet, creates a more gradual slope and includes curb and gutter as well as a 6 foot sidewalk. The City of Superior applied for BIL STP-Urban funds for the Marina Drive causeway reconstruction in June of last year and was awarded $1,507,615.78 in Federal Funds for the project. These funds are currently scheduled for construction in 2026 and require a 20% City match plus the balance of the construction costs. 3. Budget Source BIL STP-Urban funding for this project is capped at $1,507,615.78. The current and preliminary estimate for the project design and construction including delivery is $2,548,731.00 leaving the City responsible for the remaining estimated cost of $1,041,115.22. Project construction costs have been budgeted in the 2026 Major Street Projects CIP at $700k for a total budgeted project cost of $2.2M. Based on these preliminary estimates, additional funds may need to be budgeted in the 2026 Major Street Projects CIP. 4. Recommendation It is my recommendation to approve the State Municipal Agreement (SMA) with the Wisconsin Department of Transportation (WISDOT) for the STP-Urban funding portion of the reconstruction of the Marina Drive Causeway scheduled for the 2026 construction season. Recommended: _________________________________ Jim Paine, Mayor  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: February 2, 2023 MEMORANDUM Date: March 29, 2023 To: Public Works Committee, Mayor Jim Paine and Members of the City Council From: Linda M Cadotte, Director of Parks, Recreation and Forestry RE: Professional Services Agreement with AMI Introduction Parks, Recreation and Forestry Director is requesting the Public Works Committee recommend that the City Council award a professional services agreement with AMI Consulting Engineers (AMI). Background The City has a frequent need for professional engineering services and consultation support. These services may be requested for small, low-cost tasks that would not be subject to bidding/proposal threshold or requested in emergency situations where the time needed to advertise for proposals would subject the city to significant risk of liability or result in a public safety danger. Approval of this agreement allows the City to seek ‘as-needed’ services from AMI under a signed contract that defines terms, liability, and sets a predetermined rate schedule. AMI is an engineering firm with offices in Superior, WI, St Paul, MN, and Pensacola, FL. AMI has worked on a number of City projects including projects at Barker’s Island Marina, Barker’s Island Beach, Pokegama Landing, and Woodstock Bay. Under this agreement, as-needed services provided by AMI would include: • Architectural and landscape consultation design and renderings • Concept Designs for Projects to Define Direction Scope and Budget • Shoreline Stabilization, Rehabilitation and Restoration resiliency design and related services • Waterfront and Marina related design, review, and consultation • Inspection Services 1|Page  • Internal and External Project Team Development for Project Delivery • Project Management Support for Design and Construction • Condition Assessments for Infrastructure • Coordination on Design and Construction Projects • Estimating • Bidding Support • Project Management and Construction Administration Oversight • Other Tasks as Determined by the City of Superior Budget Source Funds for work performed under this agreement would be under the $25k bid threshold. The services would be allocated from the Parks, Recreation and Forestry professional services account within the area where work is performed. Typical areas would include estimating, schematic layout, civil engineering, shoreline, beach, marina or other waterfront related or general engineering specifications. Recommendation Parks, Recreation and Forestry Director is requesting the Public Works Committee recommend that the City Council award a professional services agreement with AMI Consulting Engineers (AMI). Approved:____________________________________ Date:__________________ Mayor Jim Paine Denied:______________________________________ Date:__________________ Mayor Jim Paine 2|Page