Infrastructure Committee

ROSWELL GENERAL SERVICES & INFRASTRUCTURE JOINT COMMITTEE AGENDA Tuesday, October 27, 2015 at 4:00 p.m. Bondurant Room at Roswell Public Library 301 N. Pennsylvania Avenue Infrastructure General Services Committee Chair: Jeanine Best Committee Chair: Juan Oropesa Committee Vice Chair: Elena Velasquez Committee Vice Chair: Savino Sanchez Members: Caleb Grant, Juan Oropesa Members: Jeanine Best, Natasha Mackey Staff Coordinator: Louis Najar Staff Coordinator: Jonathan Phillips A. Call to Order and Roll Call B. Approval of the Joint Agenda C. Approval of the Minutes Committee Page 1. September 21, 2015 Infrastructure Meeting Minutes Infrastructure 1-2 2. September 22, 2015 General Services Meeting Minutes General Services 1-2 D. Non-Action Items 1. Renaming of Two Street Sections Joint 3-5 2. Splash Pad Design Joint 6-10 3. Youth Sports League Participation Update General Services 11 E. Regular Items (Action Items) 1. Project Award Recommendations Infrastructure 11-13 2. Maintenance Agreement Renewal – NMMI Russ DeKay General Services 12-16 Athletic Field F. Other Business (Non-Action) 1. Public Comments G. Adjourn (Next Infrastructure Meeting: November 16, 2015) (Next General Services Meeting: November 24, 2015) 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 15-56. 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: 10/23/2015 Regular Meeting of the Infrastructure Committee Held in the Conference Room at City Hall September 21, 2015 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10- 15-4 NMSA 1978 and Resolution 14-36. ROLL CALL The meeting convened at 4:01 p.m. with Vice Chair Velasquez presiding, Councilors Oropesa and Grant being present with Councilor Best being absent. Staff present: Louis Najar, Kevin Dillon, Bill Morris, Elizabeth Stark-Rankins, Devin Graham and Monica Garcia Guests present: Joe Horn, Brandon Bond, Helen Jobe and Councilor Perry APPROVAL OF AGENDA Councilor Grant moved to approve the September 21, 2015 regular Infrastructure Committee Meeting Agenda. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed with Councilor Best being absent. APPROVAL OF MINUTES Councilor Grant moved to approve the August 24, 2015 minutes for the regular Infrastructure Committee Meeting. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed with Councilor Best being absent. NON-ACTION ITEMS Boy Scouts MOU Update Ms. Stark-Rankins gave an update on the Boy Scouts MOU. Contact with Carol Parman, troop 72 leader, has been made. Troop 72 is the group utilizing the facility and are sponsored by the Mid-day Lions. Ms. Parman suggested the City contact Dr. Lee Gutierrez, Mid-day Lions President. Contact with Dr. Gutierrez been unsuccessful, therefore working directly with troop 72 is recommended. Proposed RFP’s – Engineering Design Services Mr. Najar gave an update on proposed RFP’s. Two RFP’s are planned to be issued at this time for the following projects: 1. Museum Pedestrian Bridge 2. N. Main St. from Berrendo to Huskey REGULAR ITEMS Procurement Recommendations Mr. Dillon discussed Procurement Recommendations. Mr. Najar explained the procurement method. Along with the recent updates to the City’s Procurement Policy, the City Manager is 1 requiring that, along with RFP’s and Bids, any procurement greater than $60,000 be approved by Committee as to the method and expense. The method currently listed is the use of CES pre- existing agreements and state wide contracts. CES has awarded several state wide service agreements utilizing the RFP process. Councilor Oropesa moved to send to full Council Procurement Method Recommendations and the five projects listed. Councilor Grant was the second. A voice vote was unanimous and the motion passed with Councilor Best being absent. Proposed Resolution 15-57 – NMDOT Co-Op Project Agreement Mr. Najar discussed Resolution 15-57. This project will help address consistent drainage issues on Park Road from 7th Street to Michigan and Kansas Avenue. The application has been approved by NMDOT at a lower overall project budget of $77,481 (reduced from $117,100) of which 75% ($58,111) will still be reimbursed by NMDOT. The City originally committed $29,275 to this project leaving a shortfall of $29,714. Resolution 15-57 is required to establish the project agreement with NMDOT. Councilor Grant moved to send to full Council Proposed Resolution 15-57 – NMDOT Co-Op Project Agreement with the friendly amendment of changing the amount of $87,825 to $58,111. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed with Councilor Best being absent. Proposed Resolution 15-58 – NMDOT MAP Project Agreement Mr. Najar discussed Resolution 15-58. This project will repave N. Union from 2nd Street north to 8th Street. The application has been approved by NMDOT at a lower overall project budget of $420,511 (reduced from $1,500,000) of which 75% ($315,383) will still be reimbursed by NMDOT. The City originally committed $218,400 to this project leaving a project shortfall of $966,217. Resolution 15-58 is required to establish the project agreement. Councilor Grant moved to send to full Council Proposed Resolution 15-58 – NMDOT MAP Project Agreement. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed with Councilor Best being absent. Councilor Grant stated he would like to include speed humps in the next Infrastructure Committee Meeting Agenda. Councilor Oropesa discussed Tom Jennings concerns with drainage at railroad crossing on 5th Street. Mr. Najar stated Mr. Jennings has communicated his concern to City Staff. ADJOURN Councilor Grant moved to adjourn. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed with Councilor Best being absent. The meeting adjourned at 5:15 p.m. 2  ROSWELL, NEW MEXICO General Services and Infrastructure Committee Bondurant Room at Roswell Public Library 301 N. Pennsylvania, Roswell, NM 88201 Tuesday, October 27, 2015 at 4:00 p.m. ACTION REQUESTED: Renaming of Two Street Sections BACKGROUND: At the request of Mayor Kintigh, Councilor Juan Oropesa, and Councilor Elena Velasquez, this item was included as a presentation in the October 2015 Council meeting where it was determined that a joint Committee meeting to discuss this further was warranted. The two street sections identified to be renamed are:  Nevada from 8th to Country Club as Martin Luther King Jr. Avenue.  South Main from McGaffey to Air Center entrance (Hobson) as Cesar Chavez Boulevard which could potentially be an honorary name. Both names could be adopted via a resolution. MLK would be implemented with future development in the Cielo Grande area. FINANCIAL CONSIDERATION: N/A LEGAL REVIEW: N/A BOARD OR COMMITTEE ACTION: Provide general direction for: 1) Exact street section to be renamed and what the name will be. 2) Process for including adjacent property owners to the identified street sections. 3) Further opportunities for public participation. 4) Other concerns or questions to be addressed. STAFF RECOMMENDATION: N/A 3 Country Club City‐Owned Property Proposed Martin Luther King Jr. Avenue 8th Street 4  City‐Owned Property Proposed Cesar Chavez Boulevard Cemetery 5  ROSWELL, NEW MEXICO General Services and Infrastructure Committee Bondurant Room at Roswell Public Library 301 N. Pennsylvania, Roswell, NM 88201 Tuesday, October 27, 2015 at 4:00 p.m. ACTION REQUESTED: Splash Pad Design BACKGROUND: Design of a splash pad to be located in Poe Corn Park which can be delivered within budget. This will include the splash pad, fencing, area lighting, and security cameras. FINANCIAL CONSIDERATION: $105,000 FY16 Bond, $100,000 Private Donor (not yet received), & $245,000 State Capital Outlay (not yet received). LEGAL REVIEW: N/A BOARD OR COMMITTEE ACTION: Review presented splash pad design. STAFF RECOMMENDATION: N/A 6 7 VORTEX AQUATIC STRUCTURES INTERNATIONAL INC. VORTEX-INTL.COM 1.877.586.7839 ©2015 VORTEX INTERNATIONAL, ALL RIGHTS RESERVED 8 View 1 Poe Corn Park Splashpad®, NM Revision 00 - Option 1/2 - 24371 vortex-intl.com VORTEX AQUATIC STRUCTURES INTERNATIONAL INC. VORTEX-INTL.COM 1.877.586.7839 ©2015 VORTEX INTERNATIONAL, ALL RIGHTS RESERVED 9 View 2 Poe Corn Park Splashpad®, NM Revision 00 - Option 1/2 - 24371 vortex-intl.com 10  ROSWELL, NEW MEXICO General Services and Infrastructure Committee Bondurant Room at Roswell Public Library 301 N. Pennsylvania, Roswell, NM 88201 Tuesday, October 27, 2015 at 4:00 p.m. ACTION REQUESTED: Project Award Recommendations. BACKGROUND: Award project agreements as presented for each of the following capital improvement projects: Library Reroof Heated Vactor Truck and Valve Storage Building Entryway Signs FINANCIAL CONSIDERATION: All quotes listed are reasonable and within budget. LEGAL REVIEW: Recommended awards follow all City and State procurement codes. BOARD OR COMMITTEE ACTION: Recommend approval of project awards to full Council to be placed on the Consent agenda. STAFF RECOMMENDATION: Award projects as presented. 11  City of Roswell Project Award Recommendations For Bids, RFPs, and Agreements Over $60,000 Budget: $ 380,000.00 Funding Source: FY16 Bond ITEM: Library Reroof VENDOR: QUOTE AMOUNT: Waide Construction (CES) $ 358,822.00 OTHER INFORMATION: DEPARTMENT: Engineering STAFF MEMBER: Kevin Dillon RECOMMENDATION: Award project as presented. COMMITTEE: Budget: $ 400,000.00 Funding Source: Water ITEM: Vactor Truck and Water Valve Heated Storage Building VENDOR: QUOTE AMOUNT: Waide Construction (CES) $ 283,862.35 OTHER INFORMATION: DEPARTMENT: Engineering STAFF MEMBER: Kevin Dillon RECOMMENDATION: Award project as presented. COMMITTEE: Budget: $ 600,000.00 Funding Source: Lodger's Tax ITEM: Design, engineering, and installation of 5 entryway signs. VENDOR: QUOTE AMOUNT: Waide Construction & EFG Creative (CES) $ 330,946.77 12 Accountability. Communication. Excellence. Integrity. Teamwork. OTHER INFORMATION: Initial quote for sign final desgin, engineering, and installation costs from EFG and additional needs at each site from the contractor. These costs may change as the additional needs at each site are finalized such as paving, electrical, and landscaping. DEPARTMENT: Planning STAFF MEMBER: Elizabeth Stark‐Rankins RECOMMENDATION: Award project as presented. COMMITTEE: 13 Accountability. Communication. Excellence. Integrity. Teamwork.