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

PUBLIC WORKS COMMITTEE MINUTES April 4, 2024 Regular Meeting The meeting was called to order by Councilor Van Sickle at 5:03 p.m. on April 4, 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, Tylor Elm City Staff Present: Todd Janigo, Kara Czapinski, Linda Cadotte*, Darienne McNamara*, Ida Sampson, Erin Abramson, Jane Darwin* Others Present: Shelley Nelson*, Jon Dotterer*, John Ramos, Mike Moneymaker* 2. APPROVAL OF MINUTES 2.1. Public Works Committee (Meeting held March 7, 2024) MOTION by Ludwig, second by Ledin and carried to approve the minutes from March 7, 2024. 3. OLD BUSINESS 3.1. Discussion regarding city composting drop site locations. Ida Sampson announced that they have confirmed four composting drop site locations: Bear Creek Park, Billings Park Maintenance Garage, Bethel Lutheran Church, and Northwest Community Services Agency. They have already received some materials, such as envelopes with bags and free bins. Currently, they are reaching out to places willing to display these items for distribution. Additionally, they are working on creating outreach materials to be included with utility billings in two weeks, as well as posters for the drop sites and throughout the city. During the committee discussion, it was decided to establish a compost drop site near Loon's Foot Landing and Barker's Island fish cleaning station. The goal is to have the bins installed by May 1, 2024. The committee requested an update on progress during the September meeting. 4. NEW BUSINESS 4.1. Recommendation to award Landfill Drilling & Piping for the installation of five gas wells at Moccasin Mike Landfill in the amount of $216,060.00. The project planning for the Landfill has been ongoing for a significant period and will complement the Vespene Energy route by converting and releasing methane as carbon. Jon Dotter, President of Dot Energy Solutions, expressed concerns about reevaluating or potentially disqualifying the lowest bidder for the project. He stated that two bids were submitted on time, while one was delayed due to a snowstorm but was accepted via email. Jane Darwin, the Contract Analyst, confirmed that the bids were due on Tuesday, March 26, 2024, at 1:00 p.m. She received an email from the lowest bidder at 11:13 a.m. on March PUBLIC WORKS COMMITTEE – 4/04/2024 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 1 of 5 *Attended virtually  26th, providing UPS tracking information and stating that the bid package was sent overnight on March 22nd, with guaranteed delivery on March 25th. However, due to the snowstorm, the delivery was delayed by one day. After consulting with Attorney Frog Prell, it was confirmed that the bid could be accepted electronically. Committee members were curious about the significant cost differences among the three bidders. Darienne McNamara mentioned that they were expecting even lower costs than what was presented. One notable difference between the first and second bids was the inclusion of ancillary items related to drilling, such as erosion control mobilization and site preparation. The actual drilling and well materials themselves were relatively similar. Moving forward, there was a discussion about updating the language in the bidding documents regarding how the city accepts bids. It was also discovered that Dot Energy Solutions did not include the affidavit of compliance for their subcontractors when submitting their bid package. McNamara emphasized the importance of capturing the gas generated from landfills as it decomposes, as it produces a significant amount of methane. This aspect is separate from the Vespene Energy project and the flair. However, it is crucial for the city to prioritize gas capture as they manage waste disposal. Motion by Ludwig, second by Ledin and carried to award Landfill Drilling & Piping for the installation of five gas wells at Moccasin Mike Landfill in the amount of $216,060.00. Mike Moneymaker left the meeting virtually at 5:55 p.m. Jon Dotterer left the meeting virtually at 5:59 p.m. 4.2. Recommendation to approve the Submerged Land Lease Agreement for Wisconsin Point with the Wisconsin Board of Commissioners of Public Lands. According to McNamara, the Wisconsin Board of Commissioners of Public Land is responsible for issuing submerged land leases. Wisconsin Point has experienced significant erosion, particularly around Lot 1 in the closed landfill. A study conducted by the Wisconsin Department of Natural Resources (WDNR) focused on erosion along the shoreline. The study revealed that between approximately 2006 and 2016, the most active erosion occurred at Lot 1 in the closed landfill and further down at Schafer Beach. This erosion has affected recreational facilities and poses a threat to the landfill. To address this issue in the long term, the city has been collaborating with the U.S. Army Corps of Engineers and the Wisconsin Department of Natural Resources Sea Grant. The goal is to enhance resilience while recognizing the dynamic nature of the area and ensuring public access and protection of the landfill. PUBLIC WORKS COMMITTEE – 4/04/2024 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 2 of 5 *Attended virtually  To ensure that there is no exposed waste and that the public can access the beach this summer, we have requested the U.S. Army Corps of Engineers to use some of the dredge material from their routine navigational channel maintenance and place it on the beach. The WDNR will monitor and sample the dredge material to determine its suitability. This lease would allow the city to have control over the area for 25 years and make decisions regarding its use. Concerns about potential toxins will be addressed through baseline sampling by the WDNR, which will assess the grain size and contaminant levels of the material to ensure it is compatible with what is already on the beach. The goal is to have the dredge material be as clean, if not cleaner, than the existing beach material. MOTION by Ledin, second by Ludwig and carried to approve the Submerged Land Lease Agreement for Wisconsin Point with the Wisconsin Board of Commissioners of Public Lands. Dariene McNamara left the meeting virtually at 6:07 p.m. Jane Darwin left the meeting virtually at 6:09 p.m. 4.3. Recommendation to approve bid award SFCP#1034 to Advantage Air Heating & Cooling for the Wondolkowski Project. Erin Abramson has identified this project as part of the Stormwater Flood Control Program. This program utilizes public funds to enhance private infrastructure, aiming to minimize the occurrence and severity of basement backups caused by the overloading of public sewers. Additionally, it aims to divert clear water from foundation drains away from the sanitary sewer system. The program's procedure manual includes a statement that individual homeowners are required to cover costs ranging from $10,000.00 to $15,000.00 per home, subject to approval by the Public Works Committee. This is the first instance where a house has exceeded the $10,000.00 threshold. The property in question is unique as it consists of an original home with foundation drains and a clear water catch basin, as well as an added section with separate foundation drains and another clear water catch basin. Consequently, we presented two bidding options: connecting the two sets of foundation drains and discharging into one sump pump, or maintaining separate foundation drains with two individual sump pumps. Advantage Air submitted the lowest bid for the latter option. The city will cover $9,455.00 of the costs, while the homeowner's share amounts to $775.00, covering expenses related to televising and the removal of illicit gray water. MOTION by Ledin, second by and Ludwig carried to approve bid award SFCP#1034 to Advantage Air Heating & Cooling for the Wondolkowski Project. PUBLIC WORKS COMMITTEE – 4/04/2024 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 3 of 5 *Attended virtually  4.4. Recommendation to approve the purchase of replacement pumps for Lift Station 1 through Electric Pump, in an amount not anticipated to exceed $66,000.00. MOTION by Ledin, second by Ludwig and carried to approve the purchase of replacement pumps for Lift Station 1 through Electric Pump, in an amount not anticipated to exceed $66,000.00. Director Cadotte left the meeting virtually at 6:22 p.m. 4.5. Recommendation to award the 2024 Sidewalk Replacement contract to Duluth Concrete, LLC in the amount of $290,415.43. Director Janigo explained that the project consists of two components. The first part involves the Community Development Block Grant (CDBG) funding, which will be dedicated to work in CDBG neighborhoods, specifically in the North End and Mid-Town Areas. The second part, funded by the CIP Sidewalk Replacement Program, will focus on non-CDBG work primarily in the University of Wisconsin (UWS) neighborhood. MOTION by Ludwig, second by Ledin and carried to award the 2024 Sidewalk Replacement contract to Duluth Concrete, LLC in the amount of $290,415.43. 5. RECURRING BUSINESS 5.1. ESD Director’s Update – Received and filed. 5.2. Director’s Update 5.2.1. Bill Amorde will be retiring from his role at the Bong Airport after serving for 45 years. A request for proposal is currently open to search for a new airport manager, with the deadline set for next Tuesday. 5.2.2. Currently focused on incorporating fiber conduit to the Hammond Avenue Project. The project is likely to commence in late May. 5.2.3. A public meeting was held for East 5th Street, and the crews will conduct an inspection of some of the culverts tomorrow morning to assess their condition. 5.2.4. The Municipal Services Building (MSB) is nearing completion of its space assessment, which will provide a finalized layout for the building. The architect plans to present this layout to all MSB employees in order to gather their input. 5.2.5. The request for proposals for milling and overlay projects is now accessible. Additionally, there is an opportunity for a route and seal project from Belknap Street on East 2nd Street to North 53rd Street. 5.3. Future Agenda Items 5.4. Confirm the next meeting date of May 2, 2024, at 5:00 p.m. in Room 204 of the Government Center. PUBLIC WORKS COMMITTEE – 4/04/2024 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 4 of 5 *Attended virtually  6. ADJOURNMENT Councilor Van Sickle announced the meeting adjourned at 6:50 p.m. Respectfully submitted by Kara Czapinski PUBLIC WORKS COMMITTEE – 4/04/2024 Meeting (Meets monthly on 1st Thursday at 5 p.m.) Page 5 of 5 *Attended virtually