Infrastructure Committee

ROSWELL INFRASTRUCTURE COMMITTEE AGENDA Monday, September 19, 2016 at 4:00 p.m. Conference Room at Roswell City Hall 425 N. Richardson, Roswell, N.M. 88201 Committee Chair: Jeanine Best Committee Vice Chair: Juan Oropesa Committee Members: Caleb Grant, Savino Sanchez, Jr. Staff Coordinator: Louis Najar A. Call to Order B. Roll Call C. Approval of the Agenda D. Approval of Minutes 1. August 15, 2016 Meeting Minutes 1-2 E. Non-Action Items 1. Project Dashboard Update 3-8 F. Regular Items (Action Items) 1. Clean Up S. Main-Waiving Tipping Fees for County Clean Ups 9-10 2. Cell Tower Site inside OMA 11-12 3. Resolution 16-68, NMDOT TAP Application 13-15 G. Other Business (Non-Action) 1. Public Comments H. Adjourn (Next Meeting: Monday, October 17, 2016) 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: 9/14/16 Regular Meeting of the Infrastructure Committee Held in the Conference Room at City Hall August 15, 2016 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4, NMSA 1978 and Resolution 15-56. ROLL CALL The meeting convened at 4:00 p.m. with Chair Best presiding and Councilors Oropesa, Sanchez and Grant being present. Staff Present: Steve Miko, Art Torrez, Kevin Dillon, Louis Najar, Monica Garcia, Bill Morris, Mayor Dennis Kintigh and Bernadette Lopez. Guests Present: Scott Griffith, Colby Geer, Danny Alkon, Andrew Striklin and Larry Connolly. APPROVAL OF AGENDA Councilor Grant moved to approve the August 15, 2016 regular Infrastructure Committee Meeting Agenda as presented. Councilor Sanchez was the second. A voice vote was unanimous and the motion passed. APPROVAL OF MINUTES Councilor Grant moved to approve the July 18, 2016 minutes for the regular Infrastructure Committee Meeting. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed. NON-ACTION ITEMS None REGULAR ITEMS (ACTION ITEMS) Smart Meter Recommendation: Mr. Dillon gave a brief summary for the purpose of the Investment Grade Audit for the Smart Water Meter Project based on the findings from Yearout Energy Services and RBC Capital Markets. Mr. Dillon stated it’s a self-funding project with no debt ratio and no impact on future bond options. The Yearout Energy Services staff, Scott Griffth, Colby Geer, and Danny Alkon gave a presentation of the Investment Grade Audit. Andrew Striklin with RBC Capital Markets, gave a presentation on the financial options for the project. Councilor Grant moved to approve for recommendation to proceed on the next phase of the city water meter project as presented. Councilor Sanchez was the second. A voice vote was unanimous and the motion passed. FOR THE RECORD: Councilor Sanchez left the meeting at 5:36 p.m. Slurry Seal Program Fall 2016: Mr. Najar discussed the Slurry Seal Program – Fall 2016 which utilizes a current Statewide Price Agreement 61-805-15-13859 with IPR, LTD for 1 the amount of $380,698.77. Councilor Grant moved to approve and send on Consent agenda award for the Slurry Seal Program – Fall 2016 to IPR, LTD of Albuquerque, NM for the amount of $380,698.77. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed. Grappler Truck Purchase: Mr. Najar discussed the purpose for purchasing a grappler truck utilizing New Mexico Cooperative Education Services (CES), Statewide Price Agreement 16-019B-C101, at a cost of $150,242.42 from Robert’s Truck Center of New Mexico dba Summit Truck Group. Councilor Grant moved to approve and send on Consent agenda the purchase of a new grappler truck and utilizing New Mexico Cooperative Education Services Agreement 16-019B-C101, for the amount of $150,242.42. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed. Resolution 16-57, NM Game & Fish Dept. Land Agreement: Mr. Morris discussed Resolution 16-57, NM Game & Fish Department Land Agreement, supporting the development of a concept plan for a new Game & Fish Department facility which may be constructed within the old Municipal Airport. The facility would include a new building, warehouse, laydown yard, parking lot, ATV training area, and fishing ponds. Councilor Grant moved to send to full City Council Resolution 16-57. Councilor Oropesa was the second. A voice vote was unanimous and the motion passed. Ordinance 16-18, Affordable Housing Program: Mr. Morris discussed Proposed Ordinance 16-18 which adopts the City of Roswell Affordable Housing Program. Councilor Grant moved to send to full City Council Ordinance 16-18. Councilor Oropesa was the second. A voice vote was unanimous and motion passed. OTHER BUSINESS None ADJOURN The meeting adjourned at 6:10 p.m. 2  ROSWELL NEW MEXICO Infrastructure Committee Conference Room at Roswell City Hall 425 N. Richardson Ave., Roswell, NM 88201 Monday, September 19, 2016 at 4:00 p.m. ACTION REQUESTED: Project Dashboard Report, Non Action Item BACKGROUND: The monthly Project Dashboard is presented for committee’s informational update. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: None at this time. BOARD OR Update and discussion for Infrastructure Committee to COMMITTEE ACTION: address. STAFF Continue as expeditiously and efficiently as possible on all RECOMMENDATION: projects. ATTACHMENTS: Project Dashboard Report 3  City of Roswell Projects Status Updated 6/20/2016 Category: Grant and Legislative Projects East Bland Street Sidewalks 14-C-NR-I-01-G-19: SCOPE: Plan, design, and construct improvements to East Bland Street from Mesa Middle School west to Garden Ave. ESTIMATED COST: $ 580,000 FUNDING SOURCE: 2014 CDBG and City BUDGET: Total Budget: $ 599,746.80 Total Encumbrance: $ (599,746.80) Total Change Orders: $ (8,057.31) Current Balance: $ (8,057.31) PROJECT SCHEDULE: October 20, 2014 to October 20, 2016 EST. COMPLETION: June 2016 PROJECT STATUS: Admin Phase I 100% Design 100% Admin Phase II 100% Construction 100% Closeout 90% Work is Complete Currently working on closeout. Photo op was done 6/20/16 Youth Challenge 12-L-1579: Project Closed & COMPLETE Public Restrooms 13-L-1669: Project was reauthorized as 16-L-A4031. Project 13-L-1669 was CLOSED. Public Restrooms 16-L-A4031: SCOPE: Plan, design, and renovate the restroom facility in the Conoco Building. ESTIMATED COST: $ 138,442.58 FUNDING SOURCE: Legislative Grant BUDGET: Total Budget: $ 138,442.58 Total Encumbrance: $ - Total Change Orders: $ - Current Balance: $ 138,442.58 PROJECT SCHEDULE: September 2016 - March 2017 EST. COMPLETION: March 2017 PROJECT STATUS: Admin Phase I 50% **Ghant Chart Data Sheet Design 0% Admin Phase II 0% Construction 0% Closeout 0% Received the executed grant agreement 9/7/16 Eastside Little League Baseball Complex 14-L-1893: Project Closed & COMPLETE Joe Bauman Baseball Stadium 14-L-1894: Project Closed & COMPLETE Veterans Cemetery 14-L-1896: Electrical items to be completed (donated by the Veterans). Grant closeout with the State has begun. City items were completed & on time. Poe Corn Splash Pad 15-L-1113: Project is complete and functioning. Project was open 5/31 as promised. Splash Pad 15-L-G-0741: Project is complete and functioning. Project was open 5/31 as promised. Accountability. Communication. Excellence. Integrity. Teamwork. 4 Poe Corn Recreation Center 15-L-1114: SCOPE: Plan, design, purchase, install, construct, furnish, and equip improvements to the Poe Corn Rec Center. ESTIMATED COST: $ 150,000 FUNDING SOURCE: Capital Outlay BUDGET: Total Budget: $ 150,000.00 Total Encumbrance: $ - Total Change Orders: $ - Current Balance: $ 150,000.00 PROJECT SCHEDULE: September 9, 2014 to June 30, 2018 EST. COMPLETION: Unknown PROJECT STATUS: Admin Phase I 100% Design N/A Admin Phase II 20% Construction 0% Closeout 0% Final approvals and reauthorization paperwork has been processed with the State. We are awaiting final grant agreement for signature. Repairing roof, lighting, and other items with these funds. Boys & Girls Club is needing to workout details with DFA & Mr. Hubert Quintana. Yucca Recreation Center 15-L-1115: SCOPE: Plan, design, repair, improve, and construct the Yucca Recreation Center. ESTIMATED COST: $ 250,000 $ 250,000.00 FUNDING SOURCE: Capital Outlay City Funds BUDGET: Total Budget: $ 500,000.00 Total Encumbrance: $ 489,576.22 Total Change Orders: $ - Current Balance: $ 10,423.78 PROJECT SCHEDULE: September 9, 2014 to June 30, 2018 EST. COMPLETION: Unknown PROJECT STATUS: Admin Phase I 100% Design 25% Admin Phase II 0% Construction 0% Closeout 0% Initial Meeting was held design is progressing. Site Selection Presentation at the 6/27 Workshop. Design Meeting on 8/18/16. Finalizing Schematic design phase. Cemetery Roads 15-0740: SCOPE: Plan, design, and construct improvements to the roads within the cemetery. ESTIMATED COST: $ 50,000 FUNDING SOURCE: Capital Outlay BUDGET: Total Budget: $ 50,000.00 Total Encumbrance: $ - Total Change Orders: $ - Current Balance: $ 50,000.00 PROJECT SCHEDULE: November 17, 2015 to June 30, 2019 EST. COMPLETION: Unknown PROJECT STATUS: Admin Phase I 100% Design 60% Admin Phase II 0% Construction 0% Closeout 0% Grant agreement has been executed. Currently in design. Roswell Air Center Repairs A2402 SCOPE: Repair Partial Roof of Dean Baldwin ESTIMATED COST: $ 488,822.00 FUNDING SOURCE: DFA Grant Capital Outlay BUDGET Total Budget: $ 488,822.00 Total Encumbrance: $ - Total Change Orders: $ - Current Balance: $ 488,822.00 PROJECT SCHEDULE: Unknown EST. COMPLETION: Unknown Currently waiting on an executed grant agreement. Also PROJECT STATUS: working on a cost effective solution. Accountability. Communication. Excellence. Integrity. Teamwork. 5 City Hall Annex Roof A2403 SCOPE: Replace the City Hall Annex Roof ESTIMATED COST: $ 105,000.00 FUNDING SOURCE: DFA Grant Capital Outlay BUDGET Total Budget: $ 105,000.00 Total Encumbrance: $ - Total Change Orders: $ - Current Balance: $ 105,000.00 PROJECT SCHEDULE: Unknown EST. COMPLETION: Unknown PROJECT STATUS: Currently waiting on an executed grant agreement. Roswell Fire Stations Roofs & Infrastructure A2404 SCOPE: Replace Roofing of Station #1 and Additional Repairs ESTIMATED COST: $ 195,000.00 FUNDING SOURCE: DFA Grant Captial Outlay BUDGET Total Budget: $ 195,000.00 Total Encumbrance: $ - Total Change Orders: $ - Current Balance: $ 195,000.00 PROJECT SCHEDULE: Unknown EST. COMPLETION: Unknown PROJECT STATUS: Currently waiting on an executed grant agreement. Cemetery Roads Improvements A2405 SCOPE: Additional Road Repairs ESTIMATED COST: $ 150,000.00 FUNDING SOURCE: DFA Grant Capital Outlay BUDGET Total Budget: $ 150,000.00 Total Encumbrance: $ - Total Change Orders: $ - Current Balance: $ 150,000.00 PROJECT SCHEDULE: Unknown EST. COMPLETION: Unknown PROJECT STATUS: Currently waiting on an executed grant agreement. Roswell Roads Improvements A2551 SCOPE: Continue the Improvements to Washington and Union ESTIMATED COST: $ 300,000.00 FUNDING SOURCE: DFA Grant Capital Outlay BUDGET Total Budget: $ 300,000.00 Total Encumbrance: $ - Total Change Orders: $ - Current Balance: $ 300,000.00 PROJECT SCHEDULE: Unknown EST. COMPLETION: Unknown PROJECT STATUS: Currently waiting on an executed grant agreement. Category: City Funded Projects Convention Center Parking Lot: Ribbon Cutting was 4/12/16 PROJECT COMPLETE Roofing Projects: SCOPE: Replace and repair various roofs throughout the City. BUDGET: Library Roof Replacement $ 380,000.00 Complete Museum Roof Replacement $ 750,000.00 70% Complete Cemetery Storage Building Roof Replacement $ 28,000.00 PO Issued Transit Center Roof Rehabilitation $ 130,000.00 Complete Air Center Roofs Replacement and Repair $ 801,917.00 Bldg #112 & #115 Complete PROJECT COMPLETION: Library Roof Replacement 100% Museum Roof Replacement 70% In progress Cemetery Storage Building Roof Replacement 50% Waiting on remaining materials. Transit Center Roof Rehabilitation 100% Started 4/18/16 Air Center Roofs Replacement and Repair 66% Still need #1081 (after Museum) Entryway Signs: Accountability. Communication. Excellence. Integrity. Teamwork. 6  SCOPE: Plan, design, and install 5 entryway signs. ESTIMATED COST: $ 600,000 FUNDING SOURCE: Lodger's Tax BUDGET: Total Budget: $ 600,000.00 Total Encumbrance: $ 323,864.00 Total Change Orders: $ (7,959.69) Current Balance: $ 276,136.00 EST. COMPLETION: December 2016 PROJECT COMPLETION: 20% PO issued 11/30/15. Final designs being considered at 3/3/16 Finance Committee. Design approval at the April 14th council meeting. City has finalized the Change Order and the process has begun. Esplanade: SCOPE: Enhance and beautify Esplanade area at Air Center. ESTIMATED COST: $ 275,000 FUNDING SOURCE: City BUDGET: Total Budget: $ 275,354.00 Total Encumbrance: $ 203,400.63 Total Change Orders: $ - Current Balance: $ 71,953.37 EST. COMPLETION: June 2016 PROJECT COMPLETION: 60% Irrigation system repair being addressed after snow. Remaining landscaping to be installed. Parks & Recreation Dept to start on remaining landscaping in April. Trees have been ordered. Zoo Improvements: Work has been completed. Museum Bridge: SCOPE: Design and construct superstructure for museum pedestrian bridge. BUDGET: $ 330,000 FUNDING SOURCE: City EST. COMPLETION: October 2016 PROJECT COMPLETION: 50% Railing designs being considered during bridge structure design. Bids open 5/24. Pre-Construction Meeting help 7/12. Construction Started (Removal of deck and initiated surface prep.) Garden Bridge: SCOPE: Replace bridge on Garden Ave. BUDGET: $ 1,500,000 FUNDING SOURCE: City EST. COMPLETION: October 2016 PROJECT STATUS: 10% Preliminary survey and site review completed. Project on Hold Awaiting Funding. Street Improvements: SCOPE: Perform street improvements to various streets throughout Roswell. BUDGET: N. Main from Country Club to Berrendo $ 1,800,000.00 N. Main from Berrendo to Huskey $ 2,200,000.00 S. Sunset from Hobbs to Poe $ 1,705,028.00 Union and Washington from Brasher to Jaffa $ 1,682,000.00 PROJECT COMPLETION: N. Main from Country Club to Berrendo 90% N. Main from Berrendo to Huskey 20% S. Sunset from Hobbs to Poe 90% Union and Washington from Brasher to Jaffa 0% Country Club/Main Traffic Signal: SCOPE: Upgrade traffic signals at Country Club and Main. BUDGET: $ 675,000 FUNDING SOURCE: City EST. COMPLETION: July 2016 PROJECT STATUS: 10% Preliminary survey and site review completed. ON HOLD Funding was Pulled. WWTP Headworks: SCOPE: Replace entrance pumps, repair SCADA system, and other improvemens at Wastewater Treatment Plant. BUDGET: $ 2,800,000 Accountability. Communication. Excellence. Integrity. Teamwork. 7  FUNDING SOURCE: City EST. COMPLETION: May 2016 PROJECT STATUS: 85% Project awarded to Bradbury Stamm on 9/14/15. PO issued. Work began late December. Change Order to be issued for additional safety grating Remote Read Water Meters: SCOPE: Upgrade meter reading system. BUDGET: $ 250,000 FUNDING SOURCE: City EST. COMPLETION: May 2016 (Audit) PROJECT STATUS: 95% Investment grade audit underway. Final Report due 7/15/16. Presented at 8/15 Infrastructure 4-0 pass. Presented at 9/1 Finance 3-0 pass. Presented at 9/8 City Council. Land Acquisition: Funding pulled / Pending Funding Availability IT Network: SCOPE: Install a comprehensive IT network for City staff. BUDGET: $ 625,000 FUNDING SOURCE: City EST. COMPLETION: September 2016 PROJECT COMPLETION: 50% The wiring in the warehouse, adult center, and landfill have now been completed. Convention Center SCOPE: Design Remodel Addition BUDGET: $ 400,000 Encumburance $ (365,410) Change Orders $ - Remaining Bal $ 34,590 FUNDING SOURCE: Hotel Convention Center Fee EST. COMPLETION: February 2017 PROJECT COMPLETION: 10% PO Issued and Sent 8/15/16. Kick-off meeting 9/14 Accountability. Communication. Excellence. Integrity. Teamwork. 8  ROSWELL NEW MEXICO Infrastructure Committee Conference Room at Roswell City Hall 425 N. Richardson Ave., Roswell, NM 88201 Monday, September 19, 2016 at 4:00 p.m. ACTION REQUESTED: Consider recommending approval of a pilot program to waive tipping fees for unincorporated properties fronting along S. Main Street between the RIAC and the City’s municipal boundary. BACKGROUND: The proposed program would be applicable to those parcels which have frontage along S. Main Street between the RIAC and the City’s southern municipal boundary. This corridor is very important to the City because it is the gateway into the City from the RIAC. This travel north from the RIAC is often a visitor’s first view of the area, and as such, this initial impression may play a part in the ability to secure future economic development opportunities. The intent of this pilot program is to see if the County’s Code Enforcement can assist in the demolition of those derelict structures along this corridor, while the City contributes to this effort by the waiving of tipping fees at the City’s landfill. Approximately 74 properties would be eligible for this program. FINANCIAL CONSIDERATION: Costs would be limited to the budget for removing dilapidated structures. LEGAL REVIEW: Not at this time. BOARD OR Infrastructure Committee to consider request to send to COMMITTEE ACTION: 10/13/16 City Council. STAFF RECOMMENDATION: Recommendation of approval. ATTACHMENTS: 1 Attachment – S. Main Parcel Map 9  S. Main 74 Parcels = Eligible Parcels RIAC 10  ROSWELL NEW MEXICO Infrastructure Committee Conference Room at Roswell City Hall 425 N. Richardson Ave., Roswell, NM 88201 Monday, September 19, 2016 at 4:00 p.m. ACTION REQUESTED: Consider recommending approval of a concept plan and lease agreement for the installation of a new cell tower northwest of College Blvd. and Montana Avenue. BACKGROUND: SBA has requested that the City enter into a lease agreement to allow them to install a new cell tower at the NW corner of the ballfield located on the north side of College Blvd., and west of Montana Avenue. No lease amounts or other types of site improvements have been agreed to at this time. Staff wants to determine if this concept is acceptable to pursue. Given the expenditure of time and effort by both SBA and City staff. FINANCIAL CONSIDERATION: No financial considerations at this time. LEGAL REVIEW: Not at this time. BOARD Infrastructure Committee to consider approval of OR COMMITTEE ACTION: concept. Upon approval staff will move forward with more negotiations and will return to this committee when specifics are identified. STAFF RECOMMENDATION: Recommendation of approval to move ahead with developing a lease agreement with SBA. ATTACHMENTS: Cell Tower Location Photo 11  Attachment 1 Cell Tower Attachment Suggested Site College Blvd. Old Terminal Building 12  ROSWELL, NEW MEXICO Infrastructure Committee Conference Room at Roswell City Hall 425 N. Richardson, Roswell, NM 88202 Monday, August 15, 2016 at 4:00 p.m. ACTION REQUESTED: Consider resolution 16-68 which represents support of Transportation Alternatives Program (TAP) Application for a Bicycle & Pedestrian Master Plan BACKGROUND: The Parks Department has requested a Bicycle and Pedestrian Master Plan application be submitted through the New Mexico Department of Transportation TAP process. A master plan would be vital in the future for design, funding and construction of future bicycle and pedestrian facilities. Cost of plan is estimated at $110,000 The resolution is for support of the resolution. If application is successful then $110,000 would be required in FY 2018, and 85.44% ($93,984) would be reimbursed. TAP projects require full funding up front for projects. Reimbursement is made during the life of the project. City of Roswell non-reimbursable 14.56% match is $16,016. FINANCIAL CONSIDERATION: $110,000 would be requested budget for FY 2018 LEGAL REVIEW: Not at this time. BOARD OR Request Infrastructure Committee approve consideration COMMITTEE ACTION: of Resolution 16-68 to Council of October 13, 2016 STAFF Consider approval of Resolution 16-68 RECOMMENDATION: ATTACHMENTS: Resolution 16-68 13  Resolution 16-68 RESOLUTION OF SPONSORSHIP For a Transportation Alternatives Program Application and Maintenance Commitment , a resolution declaring the eligibility and intent of the City of Roswell to submit an application to the New Mexico Department of Transportation for Federal Fiscal Year 2018/2019 Transportation Alternatives Program (TAP) funds. Whereas, the City of Roswell, New Mexico, has the legal authority to apply for, receive and administer federal funds; and, Whereas, the City of Roswell, is submitting an application for Federal Fiscal Year 2018/2019 (FFY18/19) New Mexico TAP funds in the amount of $110,000 , as set forth by the Federal legislation, Fixing America’s Surface Transportation (FAST) Act, and as outlined in the FFY 18/19 New Mexico TAP/RTP Guide; and, Whereas, the Bicycle and Pedestrian Master Plan named in the TAP application are eligible project(s) under New Mexico TAP and the FAST Act; and, Whereas, the City of Roswell, acknowledges availability of the required local match of 14.56% ($16,016) and the availability of funds to pay all costs up front, as TAP is a cost reimbursement program; and, Whereas, the City of Roswell, agrees to pay any costs that exceed the project amount if the application is selected for funding; and, Whereas, the City of Roswell, agrees to maintain all project(s) constructed with TAP funding for the useable life of the project(s); Now, therefore be it resolved by the governing body of the City of Roswell, that: 1. The C i t y o f R o s w e l l , authorizes C i t y E n g i n e e r to submit an application for FFY18/19 New Mexico TAP funds in the amount of $110,000 from the New Mexico Department of Transportation (NMDOT) on behalf of City of Roswell. 2. That the City of Roswell, assures the NMDOT that if TAP funds are awarded, sufficient funding for the local match and for up front project costs are available, since TAP is a reimbursement program, and that any costs exceeding the award amount will be paid for by the City of Roswell. 14 3. That the C i t y o f R o s w e l l , assures the NMDOT that if awarded TAP funds, sufficient funding for the operation and maintenance of the TAP project will be available for the life of the project. 4. That the Mayor of City of Roswell, is authorized to enter into a Cooperative Project Agreement with the NMDOT for TAP projects using these funds as set forth by the FAST Act on behalf of the citizens of City of Roswell. The Mayor or City Engineer are also authorized to submit Additional information as may be required and act as the official representative of the City of Roswell in this and subsequent related activities. 5. That the City of Roswell, assures the NMDOT that the City of Roswell, is willing and able to administer all activities associated with the proposed project. PASSED, ADOPTED, AND APPROVED this 13th day of October, 2016. City of Roswell Mayor Dennis Kintigh ATTEST: Sharon Coll, City Clerk 15