Finance Committee

Regular Meeting of the Finance Committee City Hall – Large Conference Room 425 N. Richardson Thursday, July 6, 2023 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4 NMSA 1978 and Resolution 23-01. ROLL CALL The meeting convened at 2:02 p.m. with Chairman Corn presiding, Councilor Heldenbrand and Councilor Perry present, with Councilor Foster being absent. Staff present: Juan Fuentes, Janie Davies, Jessica Collier, Amalia Martinez, Hess Yentema, Mike Mathews, Lorenzo Sanchez, Caroline Brookes, Ernest Alfred, Robert Glenn, Justin Jones, Zachary Lujan, Elizabeth Prichard, and Juanita Jennings Guests present Rita Kane Doehoefer, Mark Brooks, Mike Espiritu and Terri Haber APPROVAL OF AGENDA Councilor Heldenbrand moved to approve the agenda for the finance committee Thursday, July 6, 2023. Councilor Perry was the second. A voice vote was 3-0, and motion passed, with Councilor Foster being absent. ACTION ITEMS 1. Consider approval of awarding bid # ITB-23-025 Roswell Museum flooring replacement to Waide Construction Co., Inc.: Presented by Caroline Brooks, ITB-23- 025 Roswell Museum Flooring Replacement received Bids on May 31, 2023. A Bid Tabulation is attached. Two bids were received as follows: (Amounts include Tax of 7.7083%). 1. Waide Construction Co., Inc $610,597.28 2. WWRC, Inc. $642,751.43 Councilor Heldenbrand moved to send to full Council approval of awarding bid ITB- 23-025 for the Roswell Museum flooring replacement to Waide Construction. Councilor Perry was the second. A voice vote was 3-0, and the motion passed, with Councilor Foster being absent. 2. Consider approval of award recommendation for RFP-23-015 Credit Check Service and authorization for the City Manager to enter into contract with Online Information Services: Presented by Robert Glenn, the City posted RFP-23-015 Credit Check Services on April 30, 2023. Two (2) proposals were received on June 13, 2023. The  Evaluation Committee completed their review and it is their recommendation to award this contract to Online Information Service. Councilor Perry made a motion to send to full Council recommendation to award RFP-23-015 the credit check services and authorization with the City Manager to enter into contract with Online Information Services. Councilor Heldenbrand was the second. A voice vote was 3-0, and the motion passed, with Councilor Foster being absent. 3. Consider approval of award recommendation for RFP-23-016 Debt Collection Service and authorization for the City Manager to enter into contract with Online Information Services: Presented by Robert Glenn, the City posted RFP-23-016 Debt Collection Services on April 30, 2023. Two (2) proposals were received on June 13, 2023. The Evaluation Committee completed their review and it is their recommendation to award this contract to Online Information Service. Councilor Perry made a motion to send to full council recommendation to award RFP-23-016 the debt collection services and authorization with the City Manager to enter into contract with Online Information Services. Councilor Heldenbrand was the second. A voice vote was 3-0, and the motion passed, with Councilor Foster being absent. 4. Resolution 23-XX – consider recommending approval of Resolution 23-XX authorizing the disposal of certain surplus personal property: Presented by Robert Glenn, this request covers old/obsolete equipment currently owned by the City. There are items for auction or scrap listed in Exhibit A & B. Councilor Heldenbrand moved to approve Resolution 23-XX authorizing the disposal of surplus personal property to be placed on the consent agenda. Councilor Perry was the second. A voice vote was 3-0, and the motion passed, with Councilor Foster being absent. 5. Consider approval to ratify the large diameter emergency water line repair work to White Cloud Pipeline Corp. for water line repairs at 2940 W. 2nd Street in the amount of $60,246.64 which does include GRT: Presented by Lorenzo Sanchez, the City has a large diameter water line break on the 20” transmission line at 2940 W, 2nd Street. The large diameter water line repair work was awarded to White Cloud Pipeline Corp utilizing RFP-22-006 on call utility repair services. This is specialized repair work on concrete cylinder which requires an excavator, shoring equipment and welding steel reinforcement bands. White Cloud Pipeline was selected to perform the repair work due to them providing the lowest quote to perform the repair. Councilor Heldenbrand moved to place on consent agenda to consider approval to ratify the large diameter emergency water line repair work to White Cloud Pipeline Corp for the water line repairs at 2940 W. 2nd Street in the amount of $60,246.64.  Councilor Perry was the second. A voice vote was 3-0, and the motion passed, with Councilor Foster being absent. 6. Recommend ratification of change order 1-final for ITB-22-007 Edgewood Waterline Phase II in the amount of $65,253.37 + $5,029.93 GRT for a total monetary amount of $70,283.30: Presented by Lorenzo Sanchez, the Edgewood Waterline Phase II project was funded by the Water Trust Board (WTB). This water line work is Water Trust Board Project No. 5434-WPF which is an agreement with the City of Roswell. The agreement is for total amount of $750,00 (40% Loan $3000,000 60% Grant $450,000). The loan portion is a 20-year loan at 0.25 interest. New Mexico Finance Authority (NMFA) is financial agent for this project. With the change order, total project cost is $762,828.07 which is $12,828.07 over WTB agreement. Councilor Heldenbrand moved to recommend ratification of ITB-22-007 for Edgewood waterline phase II in the amount of $65,253.37 amount of $70,283.30 to be placed on the consent agenda. Councilor Perry was the second. A voice vote was 3-0, and the motion passed, with Councilor Foster being absent. 7. Recommend Resolution 23-XX in support of funding the Country Club Rehabilitation project through the New Mexico Finance Authority Water Project Funding. Project WPF-5980 with a total monetary agreement amount of $8,000,000: Presented by Lorenzo Sanchez, The City was approved funding in the amount of $8,000,000 for Water Trust Board Project No. WPF-5980; Water Conveyance and Delivery Project; Country Club Reservoirs Rehabilitation Project through the New Mexico Finance Authority. The approved funding structure consists of a 55% loan in the amount of $4,400,000 which include an additional loan in lieu of match, and a 45% grant in the amount of $3,600,000. The loan component is a 20-year term at a net effective rate of .25% (0% interest rate with an administrative fee component of ¼ of 1%). The loan and grant are to be used by the city for the design and construct/rehabilitate two 7.5-million-gallon reservoirs. Councilor Heldenbrand moved to send to Full Council Resolution 23-XX in support of funding the Country Club Rehabilitation project through the New Mexico Finance Authority Water Project Funding. Project WPF-5980. Councilor Perry was the second. A voice vote was 2-1, with Chairman Corn opposing and the motion passed, with Councilor Foster being absent. Councilor Perry left meeting and joined Via GoToMeeting at 2:42 PM 8. Recommend Resolution 23-YY in support of funding the Hobson Road Flood Prevention Project through New Mexico Finance Authority Water Funding Project 5979-WPF with a proposed total monetary agreement amount of $9,602,273. (Please note this has gone thru June 26, 2023 Infrastructure Committee, please see BOARD AND COMMITTEE ACTION BELOW): Presented by Louis Najar, the City of  Roswell submitted an application requesting funding assistance for the Hobson Road Flood Prevention Project. The Water Trust Board has awarded Project 5979- WPF for such project. Water Project Funding is in the amount of $9,602,273. Structured with a 13% loan in the amount of $1,248,295 which includes additional loan in lieu of match; and an 87% grant in the amount of $8,353,977. The loan component is a 20-year term at a net effective interest rate of 0.25% (0% interest rate with an administrative fee component of ¼ of 1%). Councilor Heldenbrand recommend Resolution 23-YY in support of funding the Hobson Road Flood Prevention Project through New Mexico Finance Authority water funding project with a total monetary agreement of 9,602,273.00 moved to send to the consent agenda. Councilor Perry was the second. A voice vote was 2-1, with Chainman Corn opposing, and the motion passed, with Councilor Foster being absent. 9. Recommend award of ITB-23-023 E. Mescalero Road Bridge Replacement Project to Smithco Construction in the amount of $1,218,703.26 which includes GRT. (Please note this has gone thru June 26, 2023 Infrastructure Committee, please see BOARD AND COMMITTEE ACTION BELOW): Presented by Louis Najar, Bids were received on June 13, 2023. Four contractors submitted bids. Upon review, the recommended bid is from Smithco Construction from Caballo, NM. Councilor Heldenbrand recommend the award of ITB-23-023 for East Mescalero Road Bridge Replacement Project to Smithco Construction in the amount of $1,218,703.26. Councilor Perry was the second. A voice vote was 3-0, and the motion passed, with Councilor Foster being absent. 10. Consider recommending approval of RFP 24-002 scope of work for Utility Statement Processing and Mailing Services: Presented by Ernest Alford, the City of Roswell is seeking qualified offerors to provide Utility Statement Processing and Mailing Services for the City’s water Billing Department. The recommended cope of work outlines utility statement processing, insert, folding, printing and mailing services. Councilor Heldenbrand recommends approval of RFP 24-002 scope of work for Utility Statement Processing and Mailing Services to send to the consent. Councilor Perry was the second. A voice vote was 3-0, and the motion passed, with Councilor Foster being absent. 11. Consider approval of award recommendation for RFP-23-014 Airport Security Guard Services and authorization for the City Manager to enter into contract with Kyle R Contracting Inc: Presented by Don Fisher, the City posted RFP-23-014 Airport Security Guard Services on May 21, 2023. Four (4) proposals were received on June 20, 2023. The evaluation committee completed their review and it is their recommendation to award this contract to KR Contracting Inc.  Councilor Heldenbrand moved to put on the consent agenda to approve the award recommendation for RFP-23-014 Airport Security Guard Services and authorization for the City Manager to enter into contract with KR Contracting Inc. Councilor Perry was the second. A voice vote was 3-0, and the motion passed, with Councilor Foster being absent. 12. Review and ranking of Public Affairs, Convention Center and Information Technology Capital Projects. Presented by Juan Fuentes, the intent is to allow for discussion and decision among staff and Council on ranking of projects to develop the annual FY 2025-2029 Infrastructure Capital Improvement Plan (ICIP). The submission deadline is August 18, 2023. Public Affairs ICIP Selection: 1. Trolly Bus 2. LED Sign. Roswell Convention and Civic Center ICIP Selection: 1. Emergency Generators 2. LED Lights and Window Tint IT Department 1. Replace workstations APPROVAL OF MINUTES 13. CONSIDER APPROVAL OF MAY 15, 2023 SPECIAL MEETING MINUTES Councilor Heldenbrand moved to approve the May 15, 2023 Special meeting minutes. Councilor Perry was the second. A voice vote was 3 -0, and the motion passed, with Councilor Foster being absent. 14. CONSIDER APPROVAL OF JUNE 1, 2023 REGULAR MEETING MINUTES Councilor Heldenbrand moved to approve the June 1, 2023 Regular meeting minutes. Councilor Perry was the second. A voice vote was 3 -0, and the motion passed, with Councilor Foster being absent. . NON-ACTION ITEMS 15. Department Reports: Finance: Mr. Fuentes presented information on the June GRT Tax and Capital Projects Public Affairs: Mrs. Jennings presented Lodgers Tax Report, Roswell Visitor Center, and Convention Center Bed Fee. 16. Discussion – Review definitions to be used for the new utility rates and for the rate study: Presented by Robert Glenn, review different definitions for residential and commercial customers. PUBLIC PARTICIPATION: Mark Brooks with the Utility Workers Union of America expressed his views on skilled worker budget cuts with eliminating step increases and 1% cost of living increase. Rita Kane Doehoefer spoke on permit fees. ADJOURN The meeting adjourned at 4:32 p.m.