Finance Committee

AMENDED CITY OF ROSWELL FINANCE COMMITTEE AGENDA Thursday, January 3, 2019 at 8:00 a.m. City Hall Large Conference Room 425 N. Richardson Ave., Roswell, NM 88202 Committee Chair: Caleb Grant Committee Vice Chair: Steve Henderson Committee Members: Jacob Roebuck, Judy Stubbs Staff Coordinator: Monica Garcia A. Call to Order B. Roll Call C. Approval of the Agenda D. Approval of Minutes 1. December 4, 2018 Meeting Minutes 2-3 E. Non-Action Items 2. Information Reports 4-9 3. Tyler Update 10-11 F. Action Items 4. Resolution 19-XX Requesting a Budget Amendment to comply with DFA’s LGBMS System 12-17 5. Resolution 19-XX Discuss and consider recommendation for use of the Urban Development Grant Funds 18-19 6. Request – Discussion & Direction of FY2020 Revenue Projections 20 7. Consider request for approval of ITB-19-007 – Roswell International Air Center Arifield Marking 21-23 G. Public Participation H. Adjourn (Next Meeting: February 7, 2019) Notice of this meeting has been given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 18-55 NOTICE OF POTENTIAL QUORUM – A quorum of the City Council may or may not attend, but there will not be debate by the City Council. If you are an individual with a disability who is in need of a reader, amplifier, qualified sign language interpreter, or any other form of auxiliary aid or service to attend or participate in the hearing or meeting, please contact Human Resources at 575-624-6700 at least one week prior to the meeting or as soon as possible. Public documents including the agenda and minutes can be provided in various accessible formats. Please contact the City Clerk at 575-624-6700 if a summary or other type of accessible format is needed. Printed and Posted: 12/28/18  CITY OF ROSWELL Finance Committee City Hall Conference Room 425 N. Richardson, Roswell, NM 88202 Thursday, January 3, 2019, 8:00 a.m. ACTION REQUESTED: Consider request for approval of ITB-19-007 Roswell International Air Center Airfield Marking. BACKGROUND: This ITB was posted and two bids were received on December 18, 2018. Two bids were reviewed by Armstrong Consultants, Inc. FINANCIAL CONSIDERATION: $110,052.94 from Fiscal Year 2019 Airport Budget. NM Aviation grant with 90% reimbursement. LEGAL REVIEW: No BOARD AND COMMITTEE ACTION: Finance Committee is asked to consider approval of award recommendation and authorization for city manager to enter into negotiations with Highway Supply LLC. STAFF RECOMMENDATION: Finance Committee is asked to consider approval of award recommendation and authorization for city manager to enter into negotiations with Highway Supply LLC. 21 December 19, 2018 Mr. Scott Stark Air Center Director City of Roswell 1 Jerry Smith Circle Roswell, NM 88203 RE: Award Recommendation Letter ACI No. 186523 Schedule I – Airfield Marking Roswell International Air Center – Roswell, NM City Bid No. ITB-19-007 Dear Mr. Stark: Bids were received for the above noted project on December 18, 2018. Two (2) bids were received and are shown in the attached bid tabulation. The bids were reviewed for math errors, bid bonds, and other items for responsiveness. Two (2) bids appear to be responsive. A general review of each bid is summarized below: Req’d 5% Bid Listed on Federal Proper Contractor Proposal Addenda CONTRACTOR Bond Disbarred Licensing2 Sheets Ack’d Included Contractors List1 Included Highway Supply, Inc. Yes Yes Yes No Yes San Bar, Inc. Yes Yes Yes No Yes 1 Based on information from the Federal System for Award Management website, accessed on June 13, 2018. 2 Based on information from the New Mexico Regulation and Licensing Department website, accessed on June 13, 2018. The bids were as follows: Highway Supply, Inc.: $98,131.04 (without NMGRT) San Bar, Inc.: $309,404.96 (without NMGRT) A great deal of effort was put forth to attract bidders to this project. A total of three (3) potential bidders were sent the Invitation for Bids and plans and specifications were made available on the City website to potential bidders, plan rooms, and suppliers. The Advertisement for Bids for the project was published for one (1) week (December 2, 2018) prior to the bid opening. The City had an onsite mandatory pre-bid conference on December 4, 2018 to answer questions and show the project to potential bidders. Our recommendation is to award Schedule I to Highway Supply, Inc. for a total contract amount of $98,131.04 (excluding NMGRT). 22 Mr. Scott Stark December 19, 2018 Page 2 The following budget needs to be developed for City Bid No. ITB-19-007 consisting of the following: SCHEDULE I: AIRFIELD MARKING DESCRIPTION AMOUNT Construction Schedule I (incl. NMGRT 7.8333%) $105,817.94 Construction Total $105,817.94 Engineering Design Engineering (incl. NMGRT 7.8333%) $3,235.00 Engineering Total $3,235.00 Administration Admin Expenses $1,000.00 Administration Total $1,000.00 Total Project Cost $110,052.94 Budget Summary City of Roswell 100% $110,052.94 If you have any questions regarding this matter, please contact our office. Sincerely, ARMSTRONG CONSULTANTS, INC. Tim Archibeque, P.E. TA:tt 23