Yes.

Um all right.

Uh we'll uh start the meeting for uh the Board of Public Works for Thursday, May 7th, uh 2026.

And we'll start with a roll call.

Chad O'Donnell.

Kevin Riley.

Eileen McClitz.

All right.

With that, we'll uh start with the Pledge of Allegiance.

Pledge allegiance to the flag in the United States of America to the Republic for which it stands.

Undergun.

Okay.

Uh then we'll move to I don't see any public comments.

We'll move to item uh four A, approval of minutes.

Minutes from April 23rd are available for your review and approval.

Kevin Riley moves to accept the minutes.

Second by Eileen.

We have a motion and a second.

Any discussion?

None, we'll take a vote.

Uh O'Donnell, aye.

Kevin Riley, aye.

Micklitz, aye.

All right.

Motion passes, then we'll move to item five A approval of payments.

Uh this round of payments are four.

Um, and as you can see, there's one final payment for the Sell Street ramp uh structural repair project.

There's any questions on those, Brandon or I'll try to answer.

Uh just how is the uh bidwell prospect um project going?

Yeah, it's going well.

Um sure that you saw yesterday.

We did uh get some pavements down on prospects uh the entire length.

So that was very successful.

Everything is moving on schedule, it's looking really nice.

Obviously, they focus a lot of the efforts on prospect first, and uh bidwell will be uh not too far behind.

So that concrete will be curing, and then next up for a prospect will be um topsoil placement, terrace restoration, you know, final touch-ups of that street, and then uh more of the concrete pouring on on bidwell.

Thank you.

Is that gonna be a permanent entrance to more downs from La Myra then?

Lamyra will not be a permanent entrance.

So that is a temporary measure for just during the project.

Um we've restored with the work on prospect, we'll restore that entrance into more downs, and then the temporary access point will be removed.

It was just temporary concrete.

Uh that was coordinated with the county that they do still only want their primary access off of um prospect.

So okay.

All right, I'll retain a motion.

Kevin Riley makes a motion to accept the uh approval of payments.

Second by Miklitz.

All right, we have a motion and a second.

Any further discussion?

That will take a vote.

Uh O'Donnell, aye.

Kevin Riley, aye.

Micklitz aye.

All right.

Motion passes.

We'll move to item 6A.

6A.

Uh, this is a resolution uh for the uh Board of Public Works to prepare plans and specs and advertise for bids for the library revolving door replacement project.

Um so this project was not uh in this year's budget.

However, uh the library has brought this through the finance committee and the common council as well for an amendment for the budget to complete this project.

So this is the final step for us to move forward with uh creating plans and specs for that project that's now included in the 2026 budget.

Okay.

Kevin Riley make a motion to accept the uh resolution with a question after.

Um was that door damaged?

Did it fail or did it outlive its life or or and Joel Piper is not here, so I'm asking why our library remodeling didn't cover this?

It wasn't included in the project, it had failed since um that project has started or previous projects have started.

So correct.

Yeah, that front revolving door is no longer operational.

That didn't quite answer my question.

Did it fail or did it outlive its life, or was there a damage or I to be honest with you?

I'm not sure.

I don't know the exact reasoning for the failure, the failure, but it is yet non-operational, but does require addressing slash replacement.

Okay.

It was discussed heavily at the finance committee meeting.

I was not in attendance for that, but um that was all discussed and brought up to the com uh finance and then the common council approved that project.

So I'm assuming it can't be repaired.

Correct.

Yeah, right.

Okay.

They they looked at all other options.

Uh it's more cost effective to repair replace the door than it was to repair.

They looked at all options for replacing the rotating door with a different type of door, sliding doors, or vestibule.

Uh, but that was the cheapest option to replace the revolving door.

Yeah, that's what they told us at the common council on Tuesdays that it fell off its piston, and that that's this was the most cost-effective way to fix it.

Okay.

Okay.

Okay, thank you.

All right.

With that, we have a motion and a second, so we'll go ahead and take a vote.

Uh O'Donnell, I.

Kevin Riley, aye.

Nicklet's aye.

All right.

Motion passes.

We'll move to item 7A.

7A.

Uh, this is a uh bid we received on April 17th.

It was for the Deer Trails in Fox Lake Village Pump Station Improvement Project.

Uh, we did receive uh four bids from uh qualified contractors.

Um the little bid came in from Next Electric and the amount of one million two hundred and seventy-seven thousand seven hundred twenty-four dollars and fifty cents.

Um, and that is what we are recommending moving forward with uh the project.

As you can see, it did come in uh slightly over the budget, uh, but there are uh project savings on uh other projects that have we've already bid this year uh to cover the overage on that specifically the resurfacing project.

Okay, Kevin Riley make a motion to accept the uh low bid's a second.

All right, any other discussion?

That we'll take a vote.

Uh O'Donnell aye.

Kevin Riley, I think let's aye.

All right.

Motion passes.

We'll move to item 8A.

This item is uh to review and possibly act on architectural engineering, procurement management, and contract contract administration policy for federal funded projects.

So currently we don't have a policy for that.

Uh, but uh as part of the city's raid raise grant that we were awarded uh to study the two pedestrian bridges over the bypass.

Um so those projects are scheduled approved in the budget.

Um now we have to move forward with uh making sure we meet the federal requirements of said project.

Um and the first step of that project is to uh look for and recruit for um uh engineering companies to do uh the the study and then the preliminary design, etc.

Um so Brandon worked extremely hard and put together how many page uh federal uh policy document uh that meets the federal requirements for us to adopt as our own uh policy to make sure that uh we meet um the federal uh procurement management administration uh policies and procedures that they require.

Um really the main point of it is uh it's a qualification-based selection process uh compared to what we have where we consider cost in the equation for uh looking for consultants, and this is required by the federal government.

So Brandon, anything else to comment on that one?

Yeah, I think the biggest thing to hit on is yeah, the the federal requirements of the Brooks Act do not uh allow us from a consultant engineering consultant selection process to consider cost.

Uh so it has to be qualification-based selection.

This policy, it's very lengthy, it's 24 pages, there's a lot to it.

It's more than just the actual process of consultant selection, it gets into contract management, dispute resolution, all the above.

We did have to have specific written policies for engineering consultant usage selection, all the above, and the also federal guidelines and requirements have specific items that we needed to include in that policy, and that's why we're here today is to bring this policy forward so then we can get to the next step of actually going through the RFP process with selecting those consultants.

Kevin Riley will make a motion to uh accept the uh engineering consultant policy selection.

I'll second it.

And then just with one comment or question.

Uh thank you so much, Brandon and Alex, for doing all that to so that we could qualify for that big grant.

Um, but is there a point in the process where costs will be evaluated?

Yeah, so if you really dive, I mean, you can it it is outlined in this policy with the the exact steps.

Um cost comes into play after the selection of the basically the top three engineering consultant firms.

We select, and then the next step of that process is interviews with those three, and then that gets narrowed down to one as the top selection to proceed with entering contract negotiations before we get to that point, as written in this policy.

This board and common council will see what our recommendation is from uh qualification side of things of what consultant we are selecting uh and to give the approval to enter those contract negotiations.

So that's when that cost first comes into play.

Once we then see the cost of this the number one or topped rank consultant, if their cost does not meet what our estimated cost is, and after a you know, a couple of back and forth negotiation tactics there, if they cannot get into where we estimate the project for, we do have the ability to cut ties with that negotiation and then go to the second next number two consultant and then restart that process from a negotiation standpoint.

Is this only for uh when grants come into play?

So is this how our standard of business is going to be?

This will definitely not be the standard course of action across the board.

This is solely for, and it's in the title that it's federally funded projects.

We do not have a lot of them.

The city's raise grant is really the only one right now that this policy would fall into place for.

If we are awarded additional federal grants, we would have to fall back on this policy that would be in place, but a normal city funded project or uh CIP funded project where we do use engineering consultants, we would not follow this exact process, and we would consider cost as a driving factor or a big piece of our consultant scoring.

I'm I'm satisfied.

Any other questions?

All right.

That we'll take a vote.

Uh O'Donnell, aye.

Kevin Riley, aye.

Make let's aye.

Motion passes.

We'll move to item 8B.

8B, and actually 8B and 8C are similar.

Uh, these are both uh roofing projects that were uh funded in the 2026 CIP.

Uh the first uh project that was a bid through the Omnia Partners uh contract uh would be the 2026 municipal garage roofing project.

Um that project bid came in at 486,790.

Um the included in the attachments are uh the items that are going to be completed.

Um the budget on the project was five hundred thousand dollars, so slightly under budget on this project.

So if there's any questions, Brandon or I will try to answer just when I understand it.

This was the only bid, or there was more bids prior to this.

This is just the contract because we awarded the bid to that this company.

There's four bids that were received.

Correct.

That's on page two of the cover sheet there.

Okay, they were the low bid.

Okay.

Yeah.

Uh Kevin Riley makes a motion to accept the uh the suggested bid.

Second, Michlitz.

All right, motion and a second.

We'll go ahead and take a vote.

Uh O'Donnell I.

Kevin Riley, aye.

Mike Let's I.

All right, motion passes.

We'll move to item 8 C.

8C.

So this is the roofing project for the 2026 cemetery, Autumn Gardens Roof and Masonry Project.

Um, so this uh project it had an alternate for uh a masonry part of it and as well as the roofing part of it.

Um the total project for those two items came in at 304,344, which is approximately 434 dollars higher than the project budget.

Um cemetery had worked with um finance and city administrator, and they would be able to cover that four thousand dollars.

Karen is comfortable with moving forward with both the projects, and um as you can see that there were um four bids for the roofing project and three bids from the masonry project.

So we're recommending moving forward with both for a total of three hundred and four thousand three hundred and forty-four dollars.

There's any questions.

Uh so the uh the suggested winning bid owner is the the same for each project, is that right?

Or they no different ones.

It would be two different um contractors, one for each of those project pieces because they're very vastly different um types of work with one being heavy on the roughing side and the other being masonry repair.

Other was not a bidder that bid on both types of or both work scopes.

Okay.

Kevin Riley will make a motion to accept the proposed bid.

All right, we have a motion and a second.

Any other questions?

Uh with that would take a vote.

Uh O'Donnell, aye.

Kevin Riley, aye.

That's aye.

All right.

Motion passes.

We move to item 8D.

8D.

Uh, this is a stormwater management practice maintenance agreement.

Uh, this one is uh with uh St.

Paul rental properties for the Hawks Landing condominium development.

Uh this is over by Joel's Drive, just south of Racine if you are familiar with that area.

Um so you've seen these before, so it's an agreement to make sure that they uh maintain the new facilities that are going in there.

So if there's any questions, I'll try to answer.

We do we go and like look to see that they are so it's so it's a development, so they're gonna construct the facilities.

Um it is their responsibility, then once it's completed to do annual inspections and things like that of those facilities.

Um, and they're also supposed to report back to us that they've completed those um inspections.

Correct.

There are specific reporting requirements back to us to make sure that they are maintaining their facilities or at least completing the inspections.

Um you'll see on a future council meeting that we are working on a um software solution to help us manage those and uh submittal process for all of the BMP owners that follow under all these stormwater maintenance agreements that come to this board that they are submitted to us in a timely fashion and they get reminders and an easy portal to submit them on.

So that'll be upcoming.

So is there like a checklist or something that they checked?

Yep, did that one, did that one, and then they just forward it to you?

Correct.

Yeah, and there's certain things they need to inspect on each type of BMP, like there's there's different things in the stormwater based on the type of pond or ditch or whatever is outlined in each individual properties stormwater maintenance agreement.

Uh there's very specific items in each agreement that talks to their specific um best management practices.

And and if they don't do it, obviously the the bet the worst thing happens that they flood and and then we're not responsible for that.

But if we tell them, hey, you're not complying with this.

Is there some ramification for them not to comply?

Correct.

Yeah, there are there are ordinances, and you know, we could go go down the line of what's in chapter 32 for citations and etc.

is as enforcing what the requirements of our stormwater ordinances are um from a city perspective.

All right, any other questions.

Kevin Riley will make a motion to accept the uh Hawks Landing condominiums agreement.

I second it.

All right, we have a motion and a second.

We'll go ahead and take a vote.

Uh O'Donnell, aye.

Kevin Riley, aye.

Michael's aye.

All right, motion passes.

We'll move to items uh nine and ten.

All we've got tonight uh to end the meeting here is uh some uh official notices of the William Street Overhead and Underground Electric Conversion Project, Radio Park Irrigation Installation Project, and the 2026 pavement crack billing uh official notices are going out.

So we'll see bids for those in the near future on May 22nd.

All right, any other items?

That we are adjourned.

Thank you.

Thank you.