Infrastructure Committee

ROSWELL INFRASTRUCTURE COMMITTEE AGENDA Monday, April 24, 2017 at 2:00 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. March 27, 2017 Meeting Minutes 1–3 2. April 17, 2017 Meeting Minutes 4 E. Non-Action Items 3. Project Updates 5 - 12 4. Hobson Road Drainage – County Pond Update 13 - 14 F. Regular Items (Action Items) 5. Library Foundation Property Donation 15 - 18 6. Award of RFP-17-003 RIAC Water Reservoirs 19 8. Resolution 17-18 ADA Transition Plan Support 20 - 22 9. Resolution 17-19 – Union Ave Project Support 23 - 24 G. Other Business (Non-Action) 10. Public Comments H. Adjourn (Next Meeting: Monday, May 15, 2017) 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: 4-20-17 Regular Meeting of the Infrastructure Committee Held in the Conference Room at City Hall March 27, 2017 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4, NMSA 1978 and Resolution 16-69. ROLL CALL: The meeting convened at 4:00 p.m. with Chair Best presiding and Councilors Oropesa, Grant, and Sanchez being present. Staff Present: Kevin Dillon, Louis Najar, Bill Morris, Art Torrez, Roger Buckley, Danny Renshaw, Monica Garcia, Mike Mathews, Scott Stark, Aaron Holloman, and Bernadette Lopez. Guest(s) Present: Larry Connolly, Barry Mathison, Jery Bethany, Darrel Bethany, Joan Park, and Jeff Tucker. APPROVAL OF AGENDA: Councilor Grant moved to approve the agenda for the Regular Infrastructure Committee meeting of March 27, 2017 to include moving Item #4, Extension of Building Demolition Services and Item #5, Extension of Fleet Services from Non- Action Items to Regular Action Items, and the remainder of the agenda as presented. Councilor Oropesa seconded the motion. A voice vote was unanimous and the motion passed. APPROVAL OF MINUTES: 1. February 27, 2017: Councilor Grant moved to approve the February 27, 2017 Minutes for the Regular Infrastructure Committee meeting as presented. Councilor Oropesa seconded the motion. A voice vote was unanimous and the motion passed. NON-ACTION ITEM(S): 1. Project Updates: Mr. Najar stated progress flow charts have now been added to the project updates list. Entry Way Signs: Page 1 of 3 1 Mr. Dillon stated Waide Construction will be installing the signs and they are to be in next week. 2. Status of Game & Fish, and Noon Optimist Little League Fields: Mr. Morris discussed the status. Mr. Mathison discussed the Noon Optimist’s request that the Game & Fish Department not build on property between their two fields. Staff will continue research with Noon Optimist and Game & Fish. 3. Clean & Safe Program 2017: Mr. Najar discussed the program to include the commercial remodel being new this year. Mr. Mathews stated that over the last three years, between the City and private individuals, 178 different properties. Mr. Najar will get the press release out. REGULAR ITEMS (Action Items): 4. Extension of Building Demolition Services: Councilor Grant moved to extend contract with Custom Construction for Building Demolition Services, ITB-15-003 for the consent agenda. Mr. Najar discussed the terms of the contract between the City and Custom Construction, and requested to extend the contract for one more final one year extension. Councilor Sanchez seconded the motion. Councilor Oropesa opposed. A voice vote of 3 -1, motion passed. 5. Extension of Fleet Services: Councilor Grant moved to put on consent agenda, to extend the contract with Forest Tire for final one year extension, RFP-11-008. Mr. Mathews discussed the terms of the contract between the City and Forest Tire to provide fleet services and repairs, and requested to extend the contract for final one year extension. Mr. Renshaw briefly discussed the fleet department’s role since he became Fleet Manager for the City. Councilor Sanchez seconded the motion. A voice vote was unanimous and motion passed. 6. Memory Lawn Cemetery: Councilor Grant moved to send to full City Council, the acquisition of Memory Lawn for Option C which is to accept a portion of Memory Lawn; have Receivership sell property not essential to the cemetery’s operation; take proceeds, fix the well, and use operational funds for as long as possible; at a later date transfer non-essential water rights. Mr. Najar discussed the information that was obtained from last month’s meeting requests. Mr. Holloman discussed the liabilities. Councilor Sanchez seconded the motion. A voice vote was unanimous and motion passed. Page 2 of 3 2 FOR THE RECORD: Councilor Sanchez left the meeting at 5:38 p.m. 7. Resolution 17-12, Main Street Boundaries: Councilor Grant moved to adopt Resolution 17-12, confirming the boundaries for Mainstreet Roswell. Mr. Morris discussed the resolution. Councilor Oropesa seconded the motion. A voice vote was unanimous and the motion passed with Councilor Sanchez being absent. 8. Award of Sewer Manhole Rehab 2017 Project: Councilor Grant moved to send to full City Council on consent agenda, ITB-17- 010 Sewer Manhole Rehab 2017 Project to Corrosion Resistant Coatings of Elephant Butte, New Mexico in the amount of $238,522.03. Mr. Najar stated only one bidder was received for this project. Councilor Oropesa seconded the motion. A voice vote was unanimous and the motion passed with Councilor Sanchez being absent. 9. Award of Dean Baldwin Roof Work: Councilor Grant moved to send to consent agenda, the award of Phase I, RIAC Building 1083, Dean Baldwin Hangar, roof replacement to CES utilizing Waide Construction and Allen Roofing, cooperative procurement. Mr. Dillon discussed the funding for this item. Councilor Oropesa seconded the motion. A voice vote was unanimous and the motion passed with Councilor Sanchez being absent. 10. Award of Well work repair: Councilor Grant moved to send to consent agenda to award repair of wells SRW17 and SMW18 utilizing the existing contract that Alpha Southwest was awarded by Albuquerque, Bernalillo County Water Utility Authority Agreement #CCN2013-0143, RFP No. P2013000021 for a total cost of $179,498.90. Councilor Oropesa seconded the motion. Mr. Najar discussed repair work for this item. A voice vote was unanimous and the motion passed with Councilor Sanchez being absent. OTHER BUSINESS (Non-Action): None. ADJOURN: The meeting adjourned at 5:49 p.m. The next scheduled meeting is April 17, 2017. Page 3 of 3 3 Regular Meeting of the Infrastructure Committee Held in the Conference Room at City Hall April 17, 2017 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4, NMSA 1978 and Resolution 16-69. NO QUORUM 4  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, April 24, 2017 at 2:00 p.m. ACTION REQUESTED: Project Updates – Infrastructure Committee open discussion BACKGROUND: Committee will be given opportunity for Q&A on any project. Project Dashboard report is part of the committee packet. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: Not Applicable BOARD AND COMMITTEE ACTION: Open discussion for this Committee STAFF RECOMMENDATION: Not Applicable 5  City of Roswell Projects Status Updated 3/7/17 Category: Grant and Legislative Projects East Bland Street Sidewalks 14-C-NR-I-01-G-19: Project is COMPLETE 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: $ 107,835.85 Total Change Orders: $ - Current Balance: $ 30,606.73 PROJECT SCHEDULE: September 2016 - March 2017 EST. COMPLETION: March 2017 PROJECT STATUS: Admin Phase I 100% **Ghant Chart Data Sheet Design 100% Admin Phase II 100% Construction 5% Closeout 0% Received the executed grant agreement 9/7/16. Waiting on revised Quote from contractor. PO 172705 Created and Notice of Obligation approved with the State 2/14/17. Construction planned to start the week of 4/17/17. 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. 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% Accountability. Communication. Excellence. Integrity. Teamwork. 6  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. Had a meeting the week of 12/5 and Arron is working on some of the issues. Yucca Recreation Center 15-L-1115: SCOPE: Plan, design, repair, improve, and construct the Yucca Recreation Center. ESTIMATED COST: $ 250,000 $ 20,000,000 FUNDING SOURCE: Capital Outlay City Funds BUDGET: Total Budget: $ 20,250,000.00 Total Encumbrance: $ 489,576.22 Total Change Orders: $ 47,413.09 Current Balance: $ 19,713,010.69 PROJECT SCHEDULE: September 9, 2014 to June 30, 2018 EST. COMPLETION: Unknown PROJECT STATUS: Admin Phase I 100% Design 40% 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. We are moving into the DD phase and will present 3-D renderings of the design. Waiting on final direction regarding the Aquatic portion and final financing of the project. 2/9/2017 Council Approval to Proceed with 8 Lane Indoor & Outdoor Pools expanding budget to $20M. 3-D Design Presentation to Council on 5/11/17. Dec-15 Jun-16 Jan-17 Jul-17 Feb-18 Sep-18 Phase % Complete Design RFP Design RFP 100% Programming Phase Programming Phase 100% Schematic Phase Schematic Phase 80% Design Development Phase 0% Design Development Phase Consturction Documents Phase 0% Consturction Documents Phase Construction RFP 0% Construction RFP Construction 0% Construction Substaintial Completion 0% Substaintial Completion Project Closeout 0% Project Closeout 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 100% Admin Phase II 50% Construction 0% Closeout 0% Grant agreement has been executed. Currently in design. Materials have been received and currently scheduling the work. 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. City Hall Annex Roof A2403 Accountability. Communication. Excellence. Integrity. Teamwork. 7  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: Budget Actual Library Roof Replacement $ 380,000.00 $ 358,822 Museum Roof Replacement $ 750,000.00 $ 700,954 Cemetery Storage Building Roof Replacement $ 28,000.00 $ 26,660 Transit Center Roof Rehabilitation $ 130,000.00 $ 129,878 Air Center Roofs Replacement and Repair $ 801,917.00 Adult Center Roof Replacement $ 362,898.00 $ 365,908 PROJECT COMPLETION: Library Roof Replacement 100% Museum Roof Replacement 100% Cemetery Storage Building Roof Replacement 100% Transit Center Roof Rehabilitation 100% Air Center Roofs Replacement and Repair 80% In Progress Adult Center Roof Replacement 100% Accountability. Communication. Excellence. Integrity. Teamwork. 8 Entryway Signs: 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: $ 268,176.31 EST. COMPLETION: December 2016 PROJECT COMPLETION: 50% 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. Currently in Fabrication (Production). Install Planned to start seek of 4/17/17. 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: PROJECT COMPLETE Museum Bridge: PROJECT COMPLETE 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 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 100% S. Sunset from Hobbs to Poe 100% 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. Taken off HOLD design complete currently obtaining right of way easement. WWTP Headworks: PROJET COMPLETE Remote Read Water Meters Audit: PROJET COMPLETE Accountability. Communication. Excellence. Integrity. Teamwork. 9 Remote Read Water Meters: SCOPE: Upgrade meter reading system. BUDGET: $ 19,853,557 FUNDING SOURCE: Joint Utility Revenue Bond Ordinance 16-22 EST. COMPLETION: March 2018 PROJECT STATUS: 5% 12/8/16 City Council approved 8-1 Resolution 16-80 Vendor Selection. City Council approved 9-0 Ordinance 16-22 Joint Water & Sewer Improvement Revenue Bonds Final Reading 1/12/17. Contract Signed #2017-003 Signed 2/1/2017. Phase Feb-17 Apr-17 Jun-17 Jul-17 Sep-17 Nov-17 Dec-17 Feb-18 Mar-18 % Complete 1st Meter Order 1st Meter Order 40% Network Installation Network Installation 0% Pilot Meter Installation Pilot Meter Installation 0% Troubleshooting Troubleshooting 0% 2nd Material Order 2nd Material Order 0% Ramp-up Installation Ramp-up Installation 0% Production Installation Production Installation 0% 3rd Material Order 3rd Material Order 0% Final Material Order 0% Final Material Order Ramp-Down Production Install 0% Ramp-Down Production Install Cleanup / Punch List 0% Cleanup / Punch List Close-Out 0% Close-Out Land Acquisition: Funding pulled / Pending Funding Availability 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: 30% PO Issued and Sent 8/15/16. Kick-off meeting 9/14. Design team performed site evaluation 10/5. Presented design at 5/11/17 Council Meeting. Phase May-16 Sep-16 Dec-16 Mar-17 Jun-17 Oct-17 Jan-18 Apr-18 Aug-18 % Complete Design RFP Design RFP 100% Programming Phase Programming Phase 100% Schematic Phase Schematic Phase 100% Design Development Phase Design Development Phase 80% Consturction Documents Phase Consturction Documents Phase 0% Construction RFP 0% Construction RFP Construction 0% Construction Substaintial Completion 0% Substaintial Completion Project Closeout 0% Project Closeout N. Main Project (Berrendo to Pine Lodge) SCOPE: Mil-Inlay & ADA ` BUDGET: $ 1,900,000 FUNDING SOURCE: $1,615,000 DOT $285,000 City EST. COMPLETION: 7/1/2017 PROJECT COMPLETION: 40% Open Bids 10/25/16 Awarded at 12/8 City Council Construction Start 1/17 Edgewood Small Diameter Waterline Project SCOPE: Replacement of small diameter waterlines in the Edgewood Neighborhood. BUDGET: $ 1,000,000 FUNDING SOURCE: 2016 City Budget EST. COMPLETION: 10/1/2017 PROJECT COMPLETION: 20% Design with HDR at 60% (review 3/17/17). Survey complete. Accountability. Communication. Excellence. Integrity. Teamwork. 10 48" Waterline Project SCOPE: Replace 4,500' of 48" Waterline on Countryclub Rd. BUDGET: $ 3,000,000 FUNDING SOURCE: EPA Water Loan (75% forgiveness) 2016 City Budget EST. COMPLETION: 10/1/2017 PROJECT COMPLETION: 30% Open Bids 11/22/2016 construction to start 1/2017. Contractor Selected. Pre-Con 3/9/17 North Union - 2nd to 8th SCOPE: Pavement Rehab & ADA BUDGET: $ 1,500,000 FUNDING SOURCE: $325,000 M.A.P. Funding & 2016 City Budget EST. COMPLETION: Summer 2017 PROJECT COMPLETION: 10% Design at 90% goes to bid Spring 2017. Accountability. Communication. Excellence. Integrity. Teamwork. 11  Convention Center May-16 Sep-16 Dec-16 Mar-17 Jun-17 Oct-17 Jan-18 Apr-18 Aug-18 Design RFP Programming Phase Schematic Phase Design Development Phase Consturction Documents Phase Construction RFP Construction Substaintial Completion Project Closeout Remote Read Water Meters Feb-17 Apr-17 Jun-17 Jul-17 Sep-17 Nov-17 Dec-17 Feb-18 Mar-18 May-18 1st Meter Order Network Installation Pilot Meter Installation Troubleshooting 2nd Material Order Ramp-up Installation Production Installation 3rd Material Order Final Material Order Ramp-Down Production Install Cleanup / Punch List Close-Out Recreation Center Dec-15 May-16 Oct-16 Mar-17 Jul-17 Dec-17 May-18 Oct-18 Mar-19 Design RFP Programming Phase Schematic Phase Design Development Phase Consturction Documents Phase Construction RFP Construction Substaintial Completion Project Closeout 12  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, April 24, 2017 at 2:00 p.m. ACTION REQUESTED: Update of 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 9.79 acres. The site is located on the Tweedy Farms property that is currently being leased to Dean Sons. Staff to met with Mr. Sons and and will look to revise the lease as needed to accommodate the pond. The County hired Occum Engineering to finalize and oversee the construction. Attached is final draft of pond which will be discussed with Dean Sons. 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 being updated and opportunity for discussion. STAFF RECOMMENDATION: City Staff to meet with Dean Sons, prepare lease change recommendations, and report back to Infrastructure for final consideration and review. 13 14  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, April 24, 2017 at 2:00 p.m. ACTION REQUESTED: Consider donation of property from the Roswell Library Foundation. This will include discussion and any direction of this matter to be requested of staff. BACKGROUND: Troy Hays of the Roswell Library Foundation requested consideration of property donation by the Foundation to the City of Roswell. This property is east of alley from the Roswell Public Library and fronts N. Richardson Ave. Mr. Troy Hays has requested an opportunity to present in person to Infrastructure Committee. Attached is correspondence and aerial photos for review. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: Not Applicable BOARD AND COMMITTEE ACTION: Open discussion for this Committee and to provide direction to staff if presented donation will be considered. STAFF RECOMMENDATION: Proceed as directed by Committee. 15 16 17 18  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, April 24, 2017 at 2:00 p.m. ACTION REQUESTED: Consider award of RFP-17-003, Project Development Services for RIAC Water Reservoirs to Tank Industry Consultants, Indianapolis, Indiana corporate office, El Paso, Texas regional office. BACKGROUND: On March 28, 2017 Requests for Proposals were received by the City. Three RFPs were submitted, firms included: Souder Miller & Associates – Roswell Office Occam Engineers Inc. – Roswell Office Tank Industry Consultants – El Paso Office. Based on review of RFP packages of March 28, 2017 and interviews from all 3 teams on April 12, 2017, the team of Tank Industry Consultants was scored the highest and selected as best suited to provide requested Project Development Services. Award to Tank Industry Consultants will allow City to negotiate for Project Development Services. If suitable terms for services can’t be agreed upon, then City would proceed to negotiate with 2nd highest scored, Souder Miller & Associates. FINANCIAL CONSIDERATION: Funding for design is from Water Production Department. LEGAL REVIEW: Any contracts would be reviewed and approved by the City Attorney. BOARD AND COMMITTEE ACTION: Consider award of RFP-17-003, Project Development Services for RIAC Water Reservoirs to Tank Industry Consultants, Indianapolis, Indiana corporate office, El Paso, Texas regional office. STAFF RECOMMENDATION: Award of RFP and proceed to negotiate terms with Tank Industry Consultants. 19  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, April 24, 2017 at 2:00 p.m. ACTION REQUESTED: Consider Resolution 17-18, in support of City of Roswell Americans with Disabilities Act (ADA) Transition Plan Update, which is required by the New Mexico Department of Transportation (NMDOT). BACKGROUND: The NMDOT is requiring the City of Roswell update the ADA Transition Plan. Last update was 2011. The ADA update is to be completed in 2017. Prior to completed ADA Transition Plan, the NMDOT requires a Resolution of Support. Having an ADA Transition Plan is a requirement for continued funding consideration by NMDOT. Attached is draft Resolution 17-18 for review. Included is Milestones attachment which is required with Resolution. Engineering commenced ADA Transition Plan update in October 2016. Public input is required and based on input, completing updates for draft review and completion of process in 2017. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: None at this time BOARD AND COMMITTEE ACTION: Consider Resolution 17-18 for support of ADA Transition Plan, which if approved by Council of May 11, 2017 would be forwarded to NMDOT. STAFF RECOMMENDATION: Approval of Resolution of 17-18 and continue with ADA Transition Plan to be submitted no later than December 15, 2017. 20  RESOLUTION 17-18 APPROVAL OF A CITY OF ROSWELL AMERICANS WITH DISABILITIES ACT TRANSITION PLAN UPDATE MILESTONE SCHEDULE WHEREAS, a City of Roswell Americans with Disabilities Act (ADA) Transition Plan Update is required by the New Mexico Department of Transportation (NMDOT); WHEREAS, as part of the ADA Transition Plan Update, NMDOT requires an ADA Transition Plan Update Milestone Schedule to be approved by the governing body of a municipality; WHEREAS, the City of Roswell has created the ADA Transition Plan Update Milestone Schedule, attached as Attachment A. BE IT RESOLVED BY THE CITY COUNCIL AS THE GOVERNING BODY OF THE CITY OF ROSWELL, NEW MEXICO: The attached ADA Transition Plan Update Milestone Schedule is hereby approved by the City Council, and the City Manager is authorized to send a certified copy of this resolution to the New Mexico Department of Transportation. PASSED, ADOPTED, SIGNED AND APPROVED this 11th day of May 2017. Dennis Kintigh, Mayor CITY SEAL ATTEST: DRAFT Sharon Coll, City Clerk 21  City of Roswell ADA Transition Plan Update 2017 Milestones Milestone Task November 2016 Submit Milestone Schedule – 1st Draft Milestones Continuously update Recent/Pending Project Section of December 2016-December 2017 Existing 2011 ADA Transition Plan to show recent upgrades and future planned projects. Research ADA Transition Plan Updates from other January 2017 communities and determine which concepts are relevant to the City of Roswell Plan June 2017 Draft Grievance Procedure & Public Meeting Input June 2017 Update of Self-Evaluation and public input. July 2017 Milestone Report – written follow up on status of milestones Draft ADA Plan review, Identify the official responsible for October 2017 implementation of the plan. Inform others with authority about the update. Submit ADA Transition Plan Update. Submit ADA Grievance December 15, 2017 Procedure. 22  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, April 24, 2017 at 2:00 p.m. ACTION REQUESTED: Consider Resolution 17-19 in support of N. Union Ave. project number MAP-7605(900), CN L200314. This is N. Union Ave. from 2nd St. to 8th. St. BACKGROUND: City entered into MAP agreement to complete this project by June 30, 2017. Resolution 17-19 is support resolution to extend the date to November 15, 2017. Engineering Department has been working with the New Mexico Department of Transportation’s District 2 Staff for extension. Funding involved is $315,283 from NMDOT. Project development of this project is behind schedule. This project was advertised for bidding on April 16, 2017. Bids will be opened May 9, 2017. Recommendation for award will be brought to Infrastructure of May 15, 2017 and City Council of June 8, 2017. Work would commence in July 2017 and be completed in 3 months. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: None at this time. BOARD AND COMMITTEE ACTION: Consider Resolution 17-19 in support of N. Union Ave. project number MAP-7605(900), CN L200314. This is N. Union Ave. from 2nd St. to 8th. St. STAFF RECOMMENDATION: Approval of Resolution 17-19, and amend agreement with NMDOT. Project to continue as scheduled. 23  RESOLUTION NO. 17-19 A RESOLUTION OF THE CITY OF ROSWELL, NEW MEXICO TO PARTICIPATE IN IN LOCAL GOVERNMENT ROAD FUND PROGRAM ADMINSTERED BY THE NEW MEXICO DEPARTMENT OF TRANSPORTATION FOR A PROJECT LOCATED ON UNION AVENUE BETWEEN WEST 2nd STREET AND WEST 8th STREET PROJECT. WHEREAS, the City of Roswell and the New Mexico Department of Transportation desire to enter a Cooperative MAP Agreement; and WHEREAS, the total cost of the project will be $1,200,000 to be funded in proportional share by the parties hereto as follows: a. New Mexico Department of Transportation’s share shall be 26.3% or $315,383.00 b. City of Roswell proportional matching share shall be 73.7% or $884,617.00 TOTAL PROJECT COST IS $1,200,000.00 The City of Roswell shall pay all costs which exceed $1,200,000 NOW THEREFORE, BE IT RESOLVED by the Governing Body, the City Council of the City of Roswell, New Mexico, that: 1. The project for this Cooperative agreement is adopted and has a priority standing. 2. This agreement terminates on June 30, 2018 and the City of Roswell incorporates all the agreements, covenants and understandings between the parties hereto concerning the subject matter hereof, and all such covenants, agreements and understandings have been merged into the written agreement. 3. The City of Roswell hereby authorizes and approves entrance into Cooperative MAP Agreement Project Number MAP-7605(900), Control Number L200314 with the New Mexico Department of Transportation for LGRF Project for year 2017-2018 to plan, design, construct, reconstruct, rehabilitate, and improve drainage on Union Avenue between West 2nd Street and West 8th Street in the City of Roswell, New Mexico. PASSED, ADOPTED, SIGNED, AND APPROVED THIS 11TH day of May 2017. CITY OF ROSWELL, NEW MEXICO ____________________________________ By: Dennis Kintigh, Mayor Attest: ____________________________________ Sharon Coll, City Clerk 24