Infrastructure Committee

ROSWELL INFRASTRUCTURE COMMITTEE AGENDA Monday, November 21, 2016 at 3:00 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. October 17, 2016 Meeting Minutes 1-2 E. Non-Action Items 1. Adult Center Operations Update 3 2. OMA Land Use Update 4 F. Regular Items (Action Items) 1. 48” Water Line Project 5 2. 2017 Annual Maintenance Project 6 3. 300 Gallon Trash Receptacles 7-9 4. Traffic Signal Box “Art” 10 - 13 5. Chaves County Detention Pond Request 14 - 15 6. Smart Meter Vendor Selection 17 - 19 7. New Recreation Center Presentation 20 8. Convention Center Presentation 21 G. Other Business (Non-Action) 1. Public Comments H. Adjourn (Next Meeting: Monday, December 19, 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 16-69. 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. The Council, acting as attendees to an informational presentation, will not be discussing public business and no action will be taken. 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: 11-17-16 Regular Meeting of the Infrastructure Committee Held in the Conference Room at City Hall October 17, 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 4:01 p.m. with Vice Chair Oropesa presiding; Councilors Sanchez and Grant being present and Councilor Best being absent. Staff Present: Art Torrez, Kevin Dillon, Bill Morris, Louis Najar, Monica Garcia, Aaron Holloman and Rod Hogan. Guest Present: Miranda Howe APPROVAL OF AGENDA and MINUTES Councilor Grant moved to approve the October 17, 2016 regular Infrastructure Committee Meeting agenda as presented, the September 19, 2016 regular Infrastructure Committee meeting minutes and the October 6, 2016 special Infrastructure Committee meeting minutes. Councilor Sanchez was the second. A voice vote was unanimous and the motion passed with Councilor Best being absent. NON-ACTION ITEMS Project Dashboard Update: Mr. Najar stated that items two and three are new additions to the Project Dashboard. Edgewood Small Diameter Waterline Project: Mr. Najar discussed the project. The budget for the project is $1 million from the Water Maintenance and Transmission approved 2016 budget for small diameter water line improvements. The City has contracted HDR Engineering to create the plan for the project. 48” Water Line Project Update: Mr. Najar stated that the project will be advertised on October 30, 2016, open bids November 22, 2016 and start construction early 2017. REGULAR ITEMS (ACTION ITEMS) Motor Grader: Mr. Najar presented the item stating that the small motor grader will be used by the Streets Department to maintain alleys. This is budgeted out of the FY 2017 Sanitation and Streets Departments. Councilor Grant moved to send the Motor Grader Equipment bid to the Finance Committee for approval. Councilor Sanchez was the second. A voice vote was unanimous and the motion passed with Councilor Best being absent. N. Main Project: Mr. Najar discussed the N. Main Project. The project is funded by the New Mexico Department of Transportation. The project budgeted amount is $2 million. Councilor Grant moved to send the N. Main Project bid to the Finance Committee for approval. Councilor Sanchez was the second. A voice vote was unanimous and the motion passed with Councilor Best being absent. Traffic Signal Box “Art”: Mr. Najar introduced Ms. Howe, president of Pro Roswell. The art group is requesting approval to place art on the traffic controller boxes at traffic signal intersections at all location N. Main and 2nd Street. Councilor Grant moved to table the Traffic Signal Box “Art” until the next 1 Infrastructure Committee meeting. Councilor Sanchez was the second. A voice vote was unanimous and the motion passed with Councilor Best being absent. Loaders: Mr. Najar discussed the Wheel Loaders stating that the purchase has been approved in the budget. One loader will be for the Waste Water Treatment Plant and the other for the Water Maintenance and Transmission Department. Councilor Grant moved to send on Consent agenda the purchase of two new Wheel Loaders. Councilor Sanchez was the second. A voice vote was unanimous and the motion passed with Councilor Best being absent. Water & Sewer Consumer Price Index Recommendation: Mr. Najar discussed the Water & Sewer Consumer Price Index Recommendation. In accordance with Ordinance 13-02, the water and sewer rates shall be adjusted on annual basis beginning January 1, 2017. The adjustment shall be per Utility CPI. No motion was made therefore item dies due to lack of motion. Clean Up S. Main-Waiving Tipping Fees for County Clean Ups: Mr. Morris discussed the S. Main- Waiving Tipping Fees for County Clean Ups. The proposed program would be applicable to those parcels which have frontage along S. Main Street between the RIAC and the City’s southern. No motion was made therefore item dies due to lack of motion. OTHER BUSINESS None ADJOURN The meeting adjourned at 5:08 p.m. 2  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, November 21, 2016 at 3:00 p.m. ACTION REQUESTED: Adult Center Operations Update BACKGROUND: With the closing of the Yucca Recreation Center, all recreation activities have been centralized at the Adult Center. We have lost several employees in the Recreation departments over the last couple months. Rather than immediately replace the positions, the Parks and Recreation Director and Recreation Superintendent reviewed the programming schedule and demand from the public. In this review, streamlining opportunities were identified. Without affecting planned programming and hiring replacement staff, we can utilize staff more effectively by adjusting the hours at the Adult Center to better accommodate staffing availability and public use of the facility and its programming. The current hours are Sunday to Friday from 7AM to 9PM and Saturday from 10AM to 9PM. The new hours will be Monday to Friday 7AM to 9PM, Saturday 12PM to 7PM, and closed on Sundays. These new hours will become effective December 5. We will continue to analyze the effectiveness and popularity of programming of the Recreation departments to ensure the highest impact to the citizens and best utilization of staff and resources. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: Not applicable. BOARD AND COMMITTEE ACTION: None at this time. This is an update item. STAFF RECOMMENDATION: Not applicable. 3  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, November 21, 2016 at 3:00 p.m. ACTION REQUESTED: Old Municipal Airport (OMA) update on master plan preparation BACKGROUND: Staff is in the process of developing a master plan for the Old Municipal Airport. The presentation will outline the current status of this plan. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: Not applicable. BOARD AND COMMITTEE ACTION: None at this time. This is an update item. STAFF RECOMMENDATION: Not applicable. 4  ROSWELL, NEW MEXICO Infrastructure Committee Conference Room at Roswell City Hall 425 N. Richardson, Roswell, NM 88202 Monday, November 21, 2016 at 3:00 p.m. ACTION REQUESTED: Consider allowing Finance Committee of December 1, 2016 send to December Council, the recommended low bid for Bid No. ITB-17-003 - 48" WATER LINE REPLACEMENT PROJECT 2016. BACKGROUND: Engineering Department is bidding out the next phase of large diameter water line on W. Country Club Road improvements from east of Montana Ave. to west of Sycamore Ave. ITB-17- 003 which opens bids on November 22, 2016. Project is funded by an EPA Drinking Water Project Loan with a 75% forgiveness. Scope of work is removal and replacement of old 48” water main with new 48” water main in same location. Other work includes new 12” water line which is required to provide water to customers during construction. Construction would commence in early 2017. Bids will also be reviewed concurrently by NMED (New Mexico Environment Department) charged with providing project oversight. FINANCIAL CONSIDERATION: This is budgeted from Water & Maintenance Transmission line item 630-4354-435.75-04, Improvements item. Reimbursement will be made from NMED as project progresses. LEGAL REVIEW: Not required. BOARD OR Request Infrastructure Committee to recommend COMMITTEE ACTION: Finance Committee of December 1, 2016 to review bids and recommend award to December 8, 2016 City Council Meeting. STAFF Request Finance Committee December meeting to RECOMMENDATION: review bids and recommend award of ITB-17-003. ATTACHMENTS: None 5  ROSWELL, NEW MEXICO Infrastructure Committee Conference Room at Roswell City Hall 425 N. Richardson, Roswell, NM 88202 Monday, November 21, 2016 at 3:00 p.m. ACTION REQUESTED: Consider allowing Finance Committee of December 1, 2016 send to December Council, the recommended low bid for Bid No. Bid Number: ITB-17-009 2017 Annual Maintenance Contract. BACKGROUND: Engineering Department is bidding out the yearly “Annual Maintenance Contract”. This bid establish unit costs for frequently used items for repairs of roadway, sidewalk, curbing after main breaks. Also used for construction of civil work on City properties for sidewalk, drivepads, and such. FINANCIAL CONSIDERATION: Each City Department has to request a purchase order utilizing established unit costs for any work order. Each City Department utilizing Annual Maintenance Items must have monies available in their respective budgets. LEGAL REVIEW: Not required. BOARD OR Request Infrastructure Committee to recommend COMMITTEE ACTION: Finance Committee of December 1, 2016 to review bids and recommend award to December 8, 2016 City Council Meeting. STAFF Request Finance Committee December meeting to RECOMMENDATION: review bids and recommend award of ITB-17-009. ATTACHMENTS: None 6  ROSWELL, NEW MEXICO Infrastructure Committee Conference Room at Roswell City Hall 425 N. Richardson, Roswell, NM 88202 Monday, November 21, 2016 at 3:00 p.m. ACTION REQUESTED: Consider award of ITB-17-007 – 300 Gallon Trash Receptacles to Rotational Molding Inc. of Gardena, CA. for 200 units at $218.30/unit. BACKGROUND: Bids were opened on October 25, 2016 for ITB-17-007 – 300 Gallon Trash Receptacles One bid was received from Rotational Molding in the amount of $218.30/unit for a 200 lot price. Bidder did provide pricing for lesser lots at higher costs. Rotational Molding would be a new vendor. The previous bid for 300 gallon units was received from Snyder Industries of Lincoln, NE at a unit cost of $209.75/unit. The 200 lot price is acceptable to Solid Waste – Collection Department. These units meet City needs including a 3 year gurantee. FINANCIAL CONSIDERATION: This is budgeted from Solid Waste – Collection, FY 2017 operating budget. Total cost for 200 units is $43,660.00. LEGAL REVIEW: Not required. BOARD OR Request Infrastructure Committee to consider award to COMMITTEE ACTION: Rotational Molding Inc. and recommend sending award to December 8, 2016 City Council Meeting. STAFF Request Infrastructure to award ITB-17-003 to Rotational RECOMMENDATION: Molding Inc. for 200 units at $218.30/unit. ATTACHMENTS: Bid Proposal Sheet Diagram of 300 gallon receptacle 7 8 9  ROSWELL, NEW MEXICO Infrastructure Committee Conference Room at Roswell City Hall 425 N. Richardson, Roswell, NM 88202 Monday, November 21, 2016 at 3:00 p.m. ACTION REQUESTED: Consider allowing an art group to place art on the traffic controller boxes at traffic signal intersections at various locations N. Main and 2nd St. BACKGROUND: Currently through RISD, two traffic control boxes were decorated with art. These are at the intersection of 4th and Main, and 5th and Main. Miranda Howe, representing an art group, PRO-Roswell, wants to do similar with different art for various locations on N. Main and 2nd St. Infrastructure Committee of October 17, 2016 requested a Project Use Agreement be drafter for consideration at November meeting for future considerations. FINANCIAL CONSIDERATION: None at this time LEGAL REVIEW: City Attorney has drafted a Project Use Agreement (attached) BOARD OR Request Infrastructure Committee to review and provide COMMITTEE ACTION: direction for traffic signal box “art” request. STAFF Recommend proceeding with a Project Use Agreement and RECOMMENDATION: agreeing with PRO-Roswell on selected intersections. If Infrastructure is satisfied with all, then sending to December 8, Council for full council review. ATTACHMENTS: Draft Property Use Agreement 10  PROJECT USE AGREEMENT THIS AGREEMENT is made and entered into this ____ day of November 2016 by and between the City of Roswell, a municipal corporation and political subdivision of the State of New Mexico, hereinafter called “the City,” and PRO-Roswell, hereinafter called “the User.” WHEREAS, the City is the owner of electrical boxes located at traffic signal intersections on Main Street between Alameda and 5th Street and on 2nd Street between Washington and Main, hereinafter referred to as “the Property;” and WHEREAS, the User wishes to create an outdoor arts project consisting of painted murals on the Property, hereinafter referred to as “the Project”; and WHEREAS, the City is willing to permit User to create the Project on the Property; NOW, THEREFORE, by and in consideration of the covenants and agreements to be performed by the User, both parties do hereby agree as follows: 1. The City agrees that the User may utilize the Property for purposes of creating the Project. The City agrees to provide the User with access to the Property at reasonable times to enable the User to complete installation of the Project. The User must complete installation of the Project no later than January 31, 2017. 2. The User agrees that the Project will be funded completely by the User, and the City will not reimburse the User for any materials or equipment used in creating the Project. 3. The User agrees to utilize the Property in an "as is" condition and that it will utilize the Property only for purposes of installation of the Project and will not utilize the Property for any other purpose. The User agrees to notify the City when the User wishes to be present at the Property for purposes of installing the Project together with details of the nature of the installation activity to take place, so as not to conflict with activities to be scheduled by the City, including maintenance and operations of the Property by the City. 4. The User agrees that the only modification will be to paint the exterior of the Property, and that no other modification is permitted or contemplated by this Agreement. 5. The User agrees to submit for approval the proposed design for the Project to the City at least 45 days prior to beginning work. The User may not begin the Project until it has received written approval from the City. Once the design has been approved, the User agrees not to change or modify the approved design without written consent of the City. 6. The User agrees that it has the appropriate rights and permission for use of all of the proposed designs as part of the Project prior to submission to the City. 7. The User agrees to abide by all City directives regarding type and specifications for materials used, including but not limited to UV protectant additives in the paints. Page 1 of 3 11 8. The User agrees that it retains no rights in the Project once the work has started, before or after completion. 9. The User agrees to be responsible for all loss or damage from any cause whatsoever to any of its property or equipment which is used in creating the Project. The User is responsible for providing its own liability and loss insurance coverage for any of its property or equipment used in creating the Property and the User expressly acknowledges that no part of said property or equipment shall be covered under the City’s insurance policies. 10. The User agrees to assume responsibility for all and any liability arising from any activities conducted by the User on the premises of the City pursuant to this Agreement. The User shall defend, indemnify, and hold harmless the City and its officers, official and employees from any and all claims or lawsuits arising from the acts, omissions or conduct of the User, its employees, members, officers, contractors or agents, under this Agreement. 11. The User shall cooperate with any directive made by the City with regard to utilization of or access to the Property so that the operation of the Property by the City shall not be impaired. 12. Neither the User nor any of its employees, members, officers, contractors or agents are employees of the City and are not entitled to any benefits from the City. This Agreement shall not constitute the formation of a partnership, joint venture, or employment relationship. The User is without authority to act as the agent or representative of the City and shall not purport to agree to or approve on behalf of the City any contract or obligation of the City. 13. The individual signing below warrants and represents that he or she is duly authorized to execute this Agreement on behalf of the User. 14. All notices, requests, or other communication to Lessor shall be given in writing addressed as follows: City of Roswell Attn: Planning Department 415 N. Richardson Ave. P.O. Box 1838 Roswell, NM 88202-1838 Roswell Pro Arts Attn: Miranda Howe //Add1 //Add2 15. The City may terminate this Agreement for any reason upon 30 days written notice to the User. The City may also direct the User to remove the Project or any part of it within a reasonable period of time thereafter. In the event that the User does not remove the Project, the City may remove the Project and dispose of the Project without liability to User or any other person who may have contributed to the Project. Page 2 of 3 12  IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date first written above. Attest: CITY OF ROSWELL Sharon Coll, City Clerk JAMES R. HOGAN, INTERIM CITY MANAGER Approved as to form: ROSWELL PRO ARTS Aaron Holloman, City Attorney MIRANDA HOWE, //TITLE Page 3 of 3 13  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, November 21, 2016 at 3:00 p.m. ACTION REQUESTED: Consider Chaves County Detention Pond Request. BACKGROUND: Chaves County is interested in completing a new drainage pond in the area of Hobson Road and Old Dexter Highway. The size is approximately 6 acres in size but this size could be increased. The site is located on the Tweedy Farms property that is currently being leased to Dean Sons. Staff has met with Mr. Sons and he understands the request and will look with the City to revise the lease as needed to accommodate the pond. The County has hired Occum Engineering to finalize and oversee the construction. FINANCIAL CONSIDERATION: As presented by Occum Engineering, all associated costs would be borne by Chaves County. A pond would decrease the amount of acreage available to Tweedy Farm lease and would likely reduce monetary terms of the lease. LEGAL REVIEW: None at this time BOARD AND COMMITTEE ACTION: Infrastructure Committee is asked to consider Chaves County Detention Pond request. Is this something that should continue to be developed? Is this something that this Committee does not wish to continue with this request from County? STAFF RECOMMENDATION: Occum Engineering proceed with development of pond project. City staff to continue to review project requirements as it impacts Tweedy Farm lease. All developments to return to Infrastructure Committee for continued review and considerations. Attachments: Aerial Photo of Proposed Pond Location 14 Tweedy Farms Drainage Pond Hobson Road 15  ROSWELL, NEW MEXICO Infrastructure Committee Conference Room at Roswell City Hall 425 N. Richardson, Roswell, NM 88202 Monday, November 21, 2016 at 3:00 p.m. ACTION REQUESTED: Consider approval of the Smart Water Meter Project as presented and instruct Staff to proceed with the purchase and installation of the Smart Water Meter System. BACKGROUND: Staff has observed a substantial amount of water use not being captured within the City water revenue due to antiquated metering systems. Staff recommended the consideration of Smart Water Meter Project. This project would replace current antiquated systems with new technologies which utilize highly accurate devices so the City may capture true water use along with accurate revenue. FINANCIAL CONSIDERATION: Project Budget = $19,853,557. Funding will be provided through a Utility Revenue Bond within the Public Bond Market. LEGAL REVIEW: Not at this time. BOARD OR COMMITTEE ACTION: Both Infrastructure (11/21/16) and Finance (12/1/16) Committees will be presented the Smart Water Meter Project for recommendation to proceed with the purchase and install. STAFF RECOMMENDATION: Consider approval of the Smart Water Meter Project as presented and instruct staff to proceed with the purchase and installation of the Smart Water Meter System. ATTACHMENTS: Smart Meter Selection Memo 16  City of Roswell P.O. Box 1838 Roswell, NM 88202-1838 Memo To: City Council From: Art Torrez, Kevin Dillon & Louis Najar Date: November 15, 2016 Re: Smart Water Meter System Selection Upon final review for the best system to serve the City of Roswell Water Department we narrowed down the selection to (3) companies that we feel had the most to offer; Mueller, Sensus & Kamstrup. We have summarized the findings of the 3 meters below; Remote Supply Meter Remote Owner Reimb Meter Type Modular Warranty Shut-off Valve Type Chain Material Monitoring over 1% Claims Valve Mgt Possitive Mueller Cast Bronze Yes 98.50% Yes Diaphram Yes Yes No Displacement Sensus Magnetic Composite No 98.50% Yes SST Ball No Yes No Ultrasonc Kamstrup Composite Yes 98.50% Yes SST Ball Yes Yes Yes Magnetic o Meter Type;  Positive Displacement - is a type of flow meter that requires fluid to mechanically displace components in the meter in order for flow measurement.  Magnetic Flow Meters - commonly referred to as "mag meters", are technically a velocity-type water meter, except that they use electromagnetic properties to determine the water flow velocity, rather than the mechanical means used by Page 1 of 3 17  jet and turbine meters. Mag meters use the physics principle of Faraday's law of induction for measurement, and require AC or DC electricity from a power line or battery to operate the electromagnets. Since mag meters have no mechanical measuring element, they normally have the advantage of being able to measure flow in either direction, and use electronics for measuring and totalizing the flow.  Ultrasonic - is a type of flow meter that measures the velocity of a fluid with ultrasound to calculate volume flow. Using ultrasonic transducers, the flow meter can measure the average velocity along the path of an emitted beam of ultrasound, by averaging the difference in measured transit time between the pulses of ultrasound propagating into and against the direction of the flow or by measuring the frequency shift from the Doppler effect o Meter Material;  Cast Bronze – Bronze is melted and poured into a casting then machined into the final cast body. Then all of the additional components are inserted into the cast body. This is one of the oldest materials currently in use for water meters.  Composite – This would consist of the same type of process however, instead of using Bronze the process would call for industrial grade plastics. The major benefit is the lack of mineral build-up due to given water conditions. o Modular:  This would allow the access and repair of given components for ease of repairing / replacing given elements within the meter. This would include valves, batteries, etc. • The Sensus meter is a totally sealed and enclosed unit not allowing access to the batteries, valves, etc. o Warranty - This is the read accuracy for the life of the meter as long as there is battery supply to the meter. The meter companies are including full battery replacement for the entire 20 year finance period. o Remote Shut-off Valve – This is the system which will allow the controlling of the water valve from the water billing department in lieu of dispatching field personnel to manually actuate the valves in the field. o Remote Shut-off Valve Type;  Diaphragm Valve; (or membrane valves) consists of a valve body with two or more ports, a diaphragm, and a "weir or saddle" or seat upon which the diaphragm closes the valve.  SST Ball Valve; is a form of quarter-turn valve which uses a hollow, perforated and pivoting ball (SST, Stainless Steel) to control flow through it. It is open when the ball's hole is in line with the flow and closed when it is pivoted 90-degrees by the valve handle. The ball cavity also will have a lubricating plastic liner to prevent valve seizing. o Supply Chain Management – In this application the selected vendor must maintain an established inventory level. We would not be billed for any inventory until it is pulled for install. Also, we would not be billed for any equipment pulled due to warranty claims. Page 2 of 3 18 19  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, November 21, 2016 at 3:00 p.m. ACTION REQUESTED: New Recreation Center Presentation BACKGROUND: Present information regarding the new recreation center project, funding options, and operational details. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: Not applicable. BOARD AND COMMITTEE ACTION: Action item for any direction which may result from this presentation STAFF RECOMMENDATION: Not applicable. 20  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, November 21, 2016 at 3:00 p.m. ACTION REQUESTED: Convention Center Improvements Presentation BACKGROUND: Present information regarding the Convention Center Improvements project. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: Not applicable. BOARD AND COMMITTEE ACTION: Action item for any direction which may result from this presentation STAFF RECOMMENDATION: Not applicable. 21