Public Works Committee Meeting

Public Works Committee Meeting Cravath Lakefront Room, 2nd Floor 312 W. Whitewater Street Whitewater, WI, 53190 *In Person Tuesday, February 13, 2024 - 6:00 PM MINUTES CALL TO ORDER The Public Works Committee Meeting was called to order by Marquardt at 6:00 p.m. ROLL CALL Present: Hicks, Gerber, Dawsey-Smith Others: Marquardt ELECTION OF CHAIRPERSON/VICE CHAIRPERSON Gerber nominated Dawsey-Smith as chairperson. Dawsey-Smith then nominated Gerber. Hicks seconded Gerber and Gerber did not accept. Gerber then nominated Dawsey-Smith, nomination accepted by Dawsey-Smith. Dawsey-Smith will now serve as Chairperson of the Public Works Committee. AYES: Gerber, Hicks, Dawsey-Smith. NOES: None. ABSENT: None SET DAY AND TIME FOR REGULARLY SCHEDULED MONTHLY MEETINGS Marquardt stated he put this item on for discussion, if needed. However, this meeting time has always been the second Tuesday of each month at 6:00 p.m. Meeting day and time will remain status quo. There was no further need for discussion. APPROVAL OF MINUTES 1. Approval of minutes from December 12, 2023 It was moved by Gerber and seconded by Hicks to approve the Public Works Committee minutes from December 12, 2023. AYES: All by via voice vote (3). NOES: None. ABSENT: None HEARING OF CITIZENS COMMENTS None NEW BUSINESS 2. Discussion and Possible Action regarding awarding Contract 1-2024, Ann Street and Fremont Street Reconstruction Marquardt stated the reconstruction of Ann Street, from Trippe Street to Fremont Street, and Fremont Street, from Ann Street to Whitewater Street, was recently advertised. Three bids were received and opened on February 6, 2024. The lowest bid was from Rock Road Companies at $1,195,335.51 with an alternative bid of $33,654.94. The alternative bid was for the cleaning of the detention pond that is located at the corner of James Street and Fremont Street. Marquardt stated the City budgeted for these three projects and the total of all three projects falls within the budgeted amount. Staff recommended forwarding approval, including the alternative bid, of award to Rock Road Companies to the full Council. Public Works Committee Meeting Agenda February 13, 2024 Page 2 It was moved by Hicks and seconded by Gerber to approve awarding Contract 1-2024, Ann Street and Fremont Street Reconstruction to Rock Road Companies. AYES: Dawsey-Smith, Hicks, Gerber. NOES: None. ABSENT: None. 3. Discussion and Possible Action regarding awarding Contract 2-2024, Forest Avenue Reconstruction Marquardt stated the reconstruction of Forest Avenue, from 4th Street to Church Street, was recently advertised. Three bids were received and opened on February 6, 2024. The lowest bid was from BKS Excavating, Inc. (Edgerton) at $427,900. Marquardt stated he did have a meeting with the City Attorney yesterday (Monday, February 12) regarding BKS Excavating not notarizing their corporation for their bid. It should be noted the bid was signed by their president and attested to. There are four different signature line, depending on the type: sole person, corporation, liability, or partnership. Our City Attorney did not feel the lack of notarizing was an issue on this bid. The City budgeted money for all three projects (Ann/Fremont, Forest, and Fremont) totaling $3,322,295. The total of all three bids equals $3,179,064.45, which included the bid from BKS Excavating for $427,900. Therefore, staff recommended forwarding approval of award to BKS excavating, Inc. to the full Council. It was moved by Hicks and seconded by Dawsey-Smith to approve awarding Contract 2-2024, Forest Avenue Reconstruction to BKS Excavating, Inc. AYES: Gerber, Hick, Dawsey-Smith. NOES: None. ABSENT: None. 4. Discussion and Possible Action regarding awarding Contract 3-2024, North Fremont Street Reconstruction Marquardt stated reconstruction of Fremont Street, from Starin Road to Lauderdale Drive, and the pulverization and paving from Lauderdale Drive to Whitewater Creek was recently advertised. Three bids were received and opened on February 8, 2024. The lowest bid was from RR Walton & Company LTD at $1,522,177. The Task Order for design was approved in August 2022. The Reconstruction Project was approved as part of the 2024 CIP in the 2024-2025 budget approved by Council in November 2023. Staff recommended forwarding approval of award to RR Walton & Company LTD. It was moved by Gerber and seconded by Lisa Dawsey-Smith to approve awarding Contract 3-2024, North Fremont Street Reconstruction to RR Walton & Company LTD. AYES: Dawsey-Smith, Gerber, Hicks. NOES: None. ABSENT: None. 5. Discussion and Possible Action regarding Strand Task Order 24-03, Vanderlip Pumping Station and Force Main Construction Marquardt stated the Vanderlip Pumping Station is the big project for 2024, and is located at the end of Carriage Drive. This project also covers the force main, sanitary sewer, the removal of the lift station at Fraternity Lane and Florence Street. It also includes some sanitary work on Fraternity Lane and Carriage Drive and Tratt Street along with some water mains, in a few locations, and sidewalk ramps in those areas. Public Works Committee Meeting Agenda February 13, 2024 Page 3 The project was awarded to Fischer Excavating in October 2023. The contractor will soon be starting construction. Task Order 24-03 will cover inspection services, staking, construction administration, funding assistance, pumping station start-up and record drawings. The cost estimate, based on an hourly rate basis plus expenses, is $400,000. The Task Order includes approximately $21,000 for work performed over the original design Task Order amount and is already paid. This work entailed revising the plans, CWF application, preconstruction meeting, shop drawing review and project coordination. The remaining $379,000 is broken out below: Task Revised Cost RPR Services (1,550 hours) $222,000 Construction Staking (15 trips) $30,000 Project Management/Construction Administration/Site Visits (560 hours) $113,000 Funding Assistance (42 hours) $7,000 Pumping Station Start-Up/Punchlist (18 hours) $4,000 Record Drawings (16 hours) $3,000 Totals $379,000 Staff worked with Strand to reduce the original amount of $469,000 down to the current amount. This is a long construction project starting in February and going into October/November, with Strand’s duties going into spring of 2025. Staff recommended forwarding approval of the task order to the full Council. It was moved by Hicks and seconded by Dawsey-Smith to approve Strand Task Order 24-03, Vanderlip Pumping Station and Force Main Construction. AYES: Hick, Gerber, Dawsey-Smith. NOES: None. ABSENT: None. 6. Discussion and Possible Action regarding WE Energies easement at Cravath Lakefront Park Marquardt stated in conjunction with the Ann Street/Fremont Street reconstruction project, WE Energies needs to upgrade and relocate a gas main located within Cravath Lakefront Park. They are requesting an easement from the City to do this work. Staff recommended forwarding approval to full Council. It was moved by Lisa Dawsey-Smith and seconded by Hicks to approve the WE Energies easement at Cravath Lakefront park. AYES: Dawsey-Smith, Gerber, Hicks. NOES: None. ABSENT: None. 7. Discussion and Possible Action regarding Final Starin Road Right-of-Way Plat and associated Certified Survey Map Marquardt stated this is just for information as it was at the Plan Commission meeting the night before to approve the Starin Road Right-of-Way. When the property was acquired to extend Starin Road from Whitewater Creek to Newcomb Street, it was all acquired as right of way. In order to define the true road Public Works Committee Meeting Agenda February 13, 2024 Page 4 right of way for Starin Road, a right-of-way plat needs to be completed. The Certified Survey Map defines the remaining area outside the Starin Road right of way into Lots 1, 2 and 3 and an Outlot 1. Since all the land was originally acquired as right of way, a correction affidavit will be submitted stipulating the City did not intend to use or dedicate all of the land for public road purposes, but rather the actual public road portion has been dedicated via a right of way plat and the remainder of said land was not dedicated for public road purposes and is not intended to be used for public road purposes. By defining the ROW and creating lots, the City can sell the lots with the proceeds going to the Fire Department. 8. Discussion and Possible Action regarding water main easement across City owned property Marquardt stated a water main exists within the lots created by the Starin Road Certified Survey Map. If the City ever sells these lots, a water main easement should be in place that would outline what the easement is for, and the rights of the new property owner and the City. In order to have the easement in place, the City must grant an easement to itself. Staff recommended forwarding approve to full Council. It was moved by Dawsey-Smith and seconded by Hicks to approve the water main easement across City owned property. AYES: Gerber, Hick, Dawsey-Smith. NOES: None. ABSENT: None. FUTURE AGENDA ITEMS Gerber asked Marquardt if the sidewalk discussion was coming back. Marquardt stated it will be back on the agenda for March. ADJOURNMENT It was moved by Hicks and seconded by Gerber to adjourn the Public Works Committee meeting at 6:14 p.m. AYES: All by via voice vote (3). NOES: None. ABSENT: None. Respectfully Submitted, Alison Stoll Alison Stoll, Administrative Assistant Department of Public Works