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

PUBLIC WORKS COMMITTEE MINUTES March 7, 2024 Regular Meeting The meeting was called to order by Councilor Van Sickle at 5:00 p.m. on March 7, 2024, 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, Ruth Ludwig City Staff Present: Todd Janigo, Chris Carlson, Kara Czapinski, Linda Cadotte, Ryan Wintlend, Darienne McNamara, Ida Sampson, Erin Abramson, Steve Roberts*, Garner Moffat* Others Present: Shelley Nelson, Joscelyn Skandel, Arik Parenteau 2. APPROVAL OF MINUTES 2.1. Public Works Committee (Meeting held February 1, 2024) MOTION by Ludwig, second by Ledin and carried to approve the minutes from February 1, 2024. 3. OLD BUSINESS 3.1. Discussion with Jocsy Skandel a representative from SWL&P regarding Lead Service Lines. (Held in committee from February 1, 2024) Jocsy Skandel, the regulatory and compliance manager at Superior Water Light and Power (SWL&P), delivered a concise overview of the Lead Infrastructure Replacement Program. This program, mandated by the Environmental Protection Agency (EPA), requires the inventory of all private service lines by October 2024, with approximately half remaining unknown. Starting in 2025, there will be an annual replacement percentage for utility and customer services, with customers responsible for their portion of the service from the shutoff valve at the curb to the house. The Wisconsin Department of Natural Resources (WDNR) offers financial assistance, providing up to 50% forgiveness for lead service replacements, and SWL&P is collaborating with the City of Superior to facilitate the program. Complications arise due to necessary approvals from Public Service Commission (PSC) and WDNR, but SWL&P is confident that these issues will be resolved through their partnership with the city. An intent to apply was submitted last fall, and funds will be awarded in 2025. The inventory is due to WDNR in October 2024. The next steps involve working with stakeholders to solidify the future process, completing the customer inventory, submitting it to WDNR for replacement percentage, and finalizing program details before construction commences in 2025. The application will be an annual requirement, and funding will be based on it. The cost is yet to be determined, but without funding, it could range from $8,000 to $10,000 per service on the customer side. Construction impact will vary depending on whether an entire block or only one or two PUBLIC WORKS COMMITTEE – 3/07/2024 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 1 of 7 *Attended virtually  customers require lead service line replacements. The committee resolved to have a more in-depth conversation with Skandel about the financial aspect in August. Jocsy Skandel left the meeting at 5:43 p.m. Arik Parenteau left the meeting at 5:43 p.m. 3.2. Discussion regarding city composting drop site locations. (Held in committee from February 1, 2024) Darienne McNamara has contacted the remaining businesses to confirm drop site locations, but feedback is still pending. Bethel Church will provide confirmation during the upcoming board meeting. Compost bags have been ordered, envelopes designed, and the goal is to have them ready for the Fish & Game Event from March 22nd to March 24th. Efforts are being made to develop an informative brochure on composting for the event. It was confirmed that Waste Management will be supplying a three-yard dumpster for composting sites. Discussions are ongoing regarding potential drop site locations at YMCA, Library, Senior Center, Kwik Trips, Loon's Foot Landing, and Barker's Island. McNamara will reach out to these businesses and provide an update to the committee next month. Councilor Moffat left the meeting virtually at 5:45 p.m. 4. NEW BUSINESS 4.1. Recommendation to approve the contract with Udeen Trucking for landfill daily cover in the amount of $11.55 per ton. Motion by Ledin, second by Ludwig and carried to approve the contract with Udeen Trucking for landfill daily cover in the amount of $11.55 per ton. Darienne McNamara left the meeting at 6:00 p.m. 4.2. Recommendation to approve the 2024 Wastewater Utility and Stormwater Utility CIPs. Director Roberts introduced the Wastewater and Stormwater Capital Improvement budgets. The Stormwater Capital Budget will allocate $1,300,000.00 for the Hammond Avenue Project. It is the largest expenditure this year. Other funding is allocated to the Pickle Pond Remediation and Restoration Project, which involves the installation of a grit chamber and the repair of a damaged pipe. Furthermore, there are plans to replace the library parking lot with green infrastructure. In the Wastewater Capital Budget, the Hammond Avenue from Belknap Street to North 21st Project is the largest expense at $1,200,000.00. Other projects in the budget include the Hill Avenue Lining Project, the Belknap Interceptor Project, the continuation of Lift Station #3 and Force Main Reconstruction Project, and the installation of solar powered aeration mixers for CSTP 2. PUBLIC WORKS COMMITTEE – 3/07/2024 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 2 of 7 *Attended virtually  MOTION by Van Sickle, second by Ledin and carried to approve the 2024 Wastewater Utility and Stormwater Utility CIPs. 4.3. Recommendation to award Sipsas Excavating for the Banks Avenue and North 3rd Street Sanitary Spot Repair Project in the amount of $46,785.64. Erin Abramson stated that the city hires a contractor each year to perform camera inspections of the sewer systems. During an inspection, a section of the sewer at Banks Avenue and North 3rd Street was found to be failing. Bids to repair the piping were recently opened. Sipas Excavating offered the lowest bid. MOTION by Ludwig, second by and Ledin carried to award Sipsas Excavating for the Banks Avenue and North 3rd Street Sanitary Spot Repair Project in the amount of $46,785.64. 4.4. Recommendation to award Visu-Sewer, LLC for the Belknap Interceptor Cured-in-Place Pipe Lining Project in the amount of $694,842.50. Abramson states that this sewer pipe is responsible for transporting the sewage from Billings Parks to the wastewater treatment plant. Similar to previous projects, the sewer will be lined using the cured in place pipelining method, and any joints requiring it will be grouted. Additionally, the older manhole structures will undergo rehabilitation through pipelining spray. MOTION by Ledin, second by Ludwig and carried to award Visu-Sewer, LLC for the Belknap Interceptor Cured-in-Place Pipe Lining Project in the amount of $694,842.50. 4.5. Recommendation to award Visu-Sewer, LLC for the Hill Avenue Interceptor Cured-In- Place Pipe Lining Kirk Rolson to North 24th Street Project in the amount of $909,793.00. Abramson stated that this is the third phase of a three-phase project to line the Hill Avenue Interceptor. The first stage covered the area from Lift Station #1 to Stinson Avenue, while the second stage extended from Stinson Avenue to Kirk Rolson Street. This upcoming phase will mark the final step in rehabilitating the crucial infrastructure responsible for transporting sewage to the main wastewater treatment plant from South Superior. MOTION by Ludwig, second by Ledin and carried to award Visu-Sewer, LLC for the Hill Avenue Interceptor Cured-In-Place Pipe Lining Kirk Rolson to North 24th Street Project in the amount of $909,793.00. PUBLIC WORKS COMMITTEE – 3/07/2024 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 3 of 7 *Attended virtually  4.6. Recommendation to award Short Elliot Hendrickson (SEH) for preliminary engineering services for the CSTP 5 and 6 Facility Improvements Project in the amount of $97,100.00. Councilor Van Sickle inquired about the allocation of the $97,100.00 for the project, whether it is specifically designated or if it serves as a contingency fund. In response, Director Roberts explained that the initial plan with the $250,000.00 budget is to first narrow down the options through preliminary engineering. Subsequently, there will be a separate effort to carry out detailed design work for the selected alternative. Approximately 40% of the budget, or $100,000.00, is allocated for the preliminary engineering phase, while the remaining $150,000.00 is expected to cover the design phase. The committee will need to authorize the expenditure for the design phase. MOTION by Van Sickle, second by Ledin and carried to award Short Elliot Hendrickson (SEH) for preliminary engineering services for the CSTP 5 and 6 Facility Improvements Project in the amount of $97,100.00. 4.7. Recommendation to approve a one year contract extension with Easy Living, LLC for Maintenance of Tower Avenue, the Roundabout, and Belknap Street. Director Cadotte highlighted discrepancies between the agenda items and the memo concerning the extension of Easy Living's contract, emphasizing that the services and rates should be provided for three years. She commended their performance and willingness to maintain the same rate, mentioning their flexibility in adjusting services, particularly for garbage cans. The possibility of gradually reducing the contract in the future will depend on the maintenance of Tower Avenue and Belknap Street. Amendment by Ludwig to change item 4.7 to read recommendation to approve a three year contract with Easy Living Services, LLC at their current rate through December 31, 2026. MOTION by Ledin, second by Ludwig and carried to approve a three year contract with Easy Living, LLC for maintenance of Tower Avenue, the Roundabout, and Belknap Street. 4.8. Recommendation to purchase a 2024 Bobcat Tool Cat in the amount of $74,532.38. Superintendent Wintlend introduced the equipment and its intended use to maintain the gardens along Belknap Street and Tower Avenue. Various equipment options were considered to determine the most suitable for the project, with the University of Wisconsin (UWS) having similar equipment that is used year-round. The key feature of the chosen equipment is its ability to transport personnel, with the Bobcat Tool Cat being equipped with a front load bucket and customizable attachments. MOTION by Ledin, second by Ludwig and carried to approve the purchase of a 2024 Bobcat Tool Cat in the amount of $74,532.38. PUBLIC WORKS COMMITTEE – 3/07/2024 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 4 of 7 *Attended virtually  4.9. Recommendation to purchase a 2023 Ford F-150 Lightning with a tier two charging system in the amount of $72,523.00. The vehicle, similar to the Fire Department's, will be used to maintain the gardens along Belknap Street and Tower Avenue. Director Janigo stated that the Ford F-150 Lightning will feature a tier two charging system situated at the Municipal Services Building. MOTION by Ludwig second by Ledin and carried to approve the purchase of a 2023 Ford F-150 Lightning with a tier two charging system in the amount of $72,523.00. 4.10. Recommendation to award Northern Wisconsin Based Engineers, Inc. (NWBE) for Phase 1 of the Hammond Avenue Reconstruction Project in the estimated amount of $533,559.00. Director Janigo highlighted the immense importance of the Hammond Avenue Project, which has been under development for several years. The request is to contract with Northern Wisconsin Based Engineers (NWBE) to provide construction inspection and administration services in support of the project. Leading the project will be Rebecca Olson who brings prior experience from working on diverse projects within the city. MOTION by Ludwig, second by Ledin and carried to award Northern Wisconsin Based Engineers, Inc. (NWBE) for Phase 1 of the Hammond Avenue Reconstruction Project in the estimated amount of $533,559.00. Superintendent Wintlend left the meeting at 7:15 p.m. 4.11. Recommendation to approve the Cooperative Agreement between the City and SWL&P for Phase 1 of the Hammond Avenue Reconstruction Project. Director Janigo announced that as a component of the reconstruction project, all water infrastructure will undergo replacement and upgrades, with Superior Water Light & Power (SWL&P) reimbursing all expenses incurred on the water system to the city. MOTION by Ledin, second by Ludwig and carried to approve the Cooperative Agreement between the City and SWL&P for Phase 1 of the Hammond Avenue Reconstruction Project 4.12. Recommendation to award James Peterson Sons, Inc. with the Construction Contract for the Hammond Avenue Reconstruction Phase I Project in the amount of $5,803,115.01. Director Janigo reported that five contractors took part in the bidding process for this project, and James Peterson Sons emerged as the contractor with the lowest bid. The bid submitted by James Peterson Sons was approximately 8% lower than the engineers estimate. PUBLIC WORKS COMMITTEE – 3/07/2024 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 5 of 7 *Attended virtually  MOTION by Ledin, second by Ludwig and carried to award James Peterson Sons, Inc. with the Construction Contract for the Hammond Avenue Reconstruction Phase I Project in the amount of $5,803,115.01. 4.13. Recommendation to award Hartel’s Disposal LLC for the 2024-2029 Residential Recycling Collection Contract. Director Janigo stated that approximately a decade ago the city initiated a bidding request for recycling collection. Hartel's emerged as the recipient of that contract. Five years later, their contract was extended for an additional five years. This year the city again competitively advertised for a recycling collection contractor. Hartel's offered the lowest price among the two bids received. MOTION by Van Sickle, second by Ludwig and carried to award Hartel’s Disposal LLC for the 2024-2029 Residential Recycling Collection Contract. 4.14. Recommendation to award the 2024 Pavement Marking Service to Sir Lines A-Lot in the estimated amount of $101,911.53. MOTION by Van Sickle, second by Ledin and carried to award the 2024 Pavement Marking Service to Sir Lines A-Lot in the estimated amount of $101,911.53. 4.15. Recommendation to approve the 2024 Hot Mix Asphalt proposals. Approximately $850,000.00 to $900,000.00 worth of pavement projects are scheduled for this season, including work on Billings Drive from North 28th Street to White Birch Drive and Chipmunk Hollow Road. MOTION by Van Sickle, second by Ludwig and carried to approve the 2024 Hot Mix Asphalt proposals. 4.16. Recommendation to purchase reinforced concrete pipe for the culvert on 39th Avenue East from County Materials Corporation in the amount of $48,862.00. Director Janigo reported that there are failing culvert pipes on 39th Avenue East before East 18th Street. The plan involves city crews replacing these culverts. County Materials provided the lowest bid out of two received bids to supply the concrete piping. MOTION by Ludwig, second by Ledin and carried to approve the purchase of reinforced concrete pipe for the culvert on 39th Avenue East from County Materials Corporation in the amount of $48,862.00. PUBLIC WORKS COMMITTEE – 3/07/2024 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 6 of 7 *Attended virtually 5. RECURRING BUSINESS 5.1. ESD Director’s Update – Received and filed. 5.1.1. The second item in the report, 2B, reveals that the Department of Natural Resources (WDNR) issued a noncompliance notice concerning an overflow near Lift Station #5 by Newton Creek in September of the previous year, as any overflow from a sanitary sewer system constitutes a permit violation. Throughout the year, there were three overflows caused by snowmelt, a utility strike on one of the force mains, and a rainstorm, with only one leading to a notice of noncompliance. Efforts are underway to investigate methods to improve controls and avoid future overflows. 5.2. Director’s Update 5.2.1. The agenda indicates a busy year ahead. Everyone involved with these projects have been working hard and are doing a great job. 5.2.2. Tower Avenue will undergo significant renovations this year, focusing on repairing the concrete surfaces. 5.2.3. The East 5th Street Public Meeting was successful. 5.2.4. The crew is currently engaged in the drainage project on 42nd Avenue East, focusing on ditching to remove excess water. The seeding process will commence within the next few months. 5.3. Future Agenda Items 5.4. Confirm the next meeting date of April 4, 2024, at 5:00 p.m. in Room 204 of the Government Center. 6. ADJOURNMENT Councilor Van Sickle announced the meeting adjourned at 7:51 p.m. Respectfully submitted by Kara Czapinski PUBLIC WORKS COMMITTEE – 3/07/2024 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 7 of 7 *Attended virtually