Infrastructure Committee

ROSWELL INFRASTRUCTURE COMMITTEE AGENDA Monday, June 19, 2017 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. May 15, 2017 Meeting Minutes 1-3 E. Non-Action Items 2. Project Updates 4 - 10 3. Recreation Center Design Update 11 4. ADA Transition Plan Update 12 5. OMA Update 13 - 15 F. Regular Items (Action Items) 6. Dean Sons Lease Adjustment due to 16 - 25 proposed detention pond to assist Chaves County G. Other Business (Non-Action) 7. Public Comments H. Adjourn (Next Meeting: Monday, July 17, 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: 6-14-17 Regular Meeting of the Infrastructure Committee Held in the Conference Room at City Hall May 15, 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: Danny Renshaw, Steve Miko, Bill Morris, Michael Mayes, Joe Neeb, Mayor Dennis Kintigh, Louis Najar, Kevin Dillon, and Bernadette Lopez Guest(s) Present: Troy Hays, Clyde McKee, Larry Connolly, Glenn Smith, and Amanda Mason APPROVAL OF AGENDA: Councilor Grant moved to approve the agenda for the Regular Infrastructure Committee meeting of May 15, 2017 as presented. Councilor Oropesa seconded the motion. A voice vote was unanimous and the motion passed. APPROVAL OF MINUTES: 1. April 24, 2017: Councilor Grant moved to approve the April 24, 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): 2. Project Updates: Public Restrooms: Mr. Dillon stated construction has started on the public restrooms and should be completed in June, 2017. Relocation of the bricks-Spring River Bridge Museum: Page 1 of 3 1 Mr. Najar showed the plans for the relocation of the bricks; option A, to keep bricks close to trail. Option B will be taken out and plans finalized to be put out for bid. Councilor Best inquired about benches. Mr. Najar stated pictures have been taken of each individual brick. McGaffey ADA Project: Mr. Najar stated this is on the agenda as action item, and is for ADA/sidewalk improvements. Mr. Najar stated when he closes out the year in June, money left in streets department will be used to mill and fill on the roadways. Montana – Stone Realignment: Mr. Najar stated the 90 degree turn will be straightened out and some of the trail will be relocated. A conceptual aerial was shared at the meeting. U-tana Project: Mr. Najar stated plans are complete, but the final mark-up is not complete. Slurry Seal Program: Councilor Grant inquired about the Slurry Seal Program. Mr. Najar stated it is funded through the Road Fund, and the preliminary budget does have money for this program. Mr. Najar reminded the Committee that the Road Fund is part of the General Fund and historically, the road fund is cut to fund other departments. 2017 CDBG Denial: Mr. Morris, was assigned this task of heading the 2017 CDBG application process. He informed the Infrastructure Committee that the City’s 2017 CDBG application was denied due to failure to accept surveys submitted by Mr. Morris to the Department of Finance Administration. REGULAR ITEMS (Action Items): 3. Library Foundation Property Donation: There was no motion made due to lack of interest at this time. Mr. Najar gave an update. Mr. Hays gave an update in regards to terms and conditions of the property donation to the City from the Library Foundation. 4. Sanitation Roll Off Truck Purchase.: Councilor Grant moved to purchase Sanitation roll off truck utilizing NM Statewide Price Agreement #16-019B-C109-ALL in the amount of $168,193 to be Page 2 of 3 2 placed on consent agenda. Discussion was held regarding the purchase. Councilor Sanchez seconded the motion. A voice vote was unanimous and motion passed. 5. Award ITB-17-012 Union Ave.: Councilor Grant moved to send on consent agenda, award ITB-17-012 Union pavement rehabilitation project to low bidder, Constructor’s Inc. of Carlsbad, New Mexico in the amount of $643,736.64 which includes new tax rate of 7.75%. Mr. Najar discussed ITB-17-012 Union Ave. Councilor Sanchez seconded the motion. A voice vote was unanimous and the motion passed. 6. Award ITB-17-013 McGaffey ADA: Councilor Grant moved to send on consent agenda, award ITB-17-013 West McGaffey Street ADA/Sidewalk project to low bidder, Bullseye Construction of Artesia, New Mexico in the amount of $86,673.45. Mr. Najar discussed ITB-17-013. Councilor Oropesa seconded the motion. A voice vote was unanimous and the motion passed. OTHER BUSINESS (Non-Action): 7. Public Comments: Mr. Larry Connolly inquired about shallow wells in the City of Roswell. Councilor Sanchez inquired about better placement for trash bins at the Roswell Softball Complex. ADJOURN: The meeting adjourned at 4:55 p.m. The next scheduled meeting is June 19, 2017. Page 3 of 3 3  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, June 19, 2017 at 4:00 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 4  City of Roswell Projects Status Updated 6/6/17 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: $ 13,620.65 Current Balance: $ 16,986.08 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 50% 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. 5  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: $ 483,211.92 Current Balance: $ 19,277,211.86 PROJECT SCHEDULE: September 9, 2014 to June 30, 2018 EST. COMPLETION: Unknown PROJECT STATUS: Admin Phase I 100% Design 65% 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 100% Design Development Phase 100% Design Development Phase Consturction Documents Phase 65% 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: $ 50,000.00 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 100% Construction 75% 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 working on a cost effective solution. Per PROJECT STATUS: the request of DFA a Lease Appraisal Report was sent 5/25/17 City Hall Annex Roof A2403 Accountability. Communication. Excellence. Integrity. Teamwork. 6  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: PROJECT COMPLETE Accountability. Communication. Excellence. Integrity. Teamwork. 7 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: 80% 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. Install Complete of signs. Site work to start. 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. 8 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: 8% 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 98% Network Installation Network Installation 60% 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: $ 7,000,000 Encumburance $ (365,410) Change Orders $ 144,249 Remaining Bal $ 6,778,839 FUNDING SOURCE: Hotel Convention Center Fee & Revenue Bond EST. COMPLETION: February 2017 PROJECT COMPLETION: 40% 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. NO EVENTS FROM JANUARY 2018 - JUNE 2018 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 100% Consturction Documents Phase Consturction Documents Phase 95% 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% 9 Accountability. Communication. Excellence. Integrity. Teamwork.  Design with HDR at 60% (review 3/17/17). Survey complete. 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. 10  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, June 19, 2017 at 4:00 p.m. ACTION REQUESTED: Project Updates – Infrastructure Committee open discussion on Recreation Center Design update BACKGROUND: Kevin Dillon is Project Manager for this project. He will give update of design details and scheduling. Update will be from scheduled June 16, 2017 design team meeting. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: Not Applicable BOARD AND COMMITTEE ACTION: Open discussion for this Committee STAFF RECOMMENDATION: Not Applicable 11  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, June 19, 2017 at 4:00 p.m. ACTION REQUESTED: Project Updates – 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. Having an ADA Transition Plan is a requirement for continued funding consideration by NMDOT. 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. A Public Hearing has been scheduled for August 1, 2017, 6pm at the Roswell Convention & Civic Center. Public Affairs will assist with a newspaper notice on Sundays July 9, and 30th. The City’s Facebook page and other social media will be used to notify the public. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: Not Applicable BOARD AND COMMITTEE ACTION: Open discussion for this Committee STAFF RECOMMENDATION: Continue with ADA Transition Plan process. 12  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, June 19, 2017 at 4:00 p.m. ACTION REQUESTED: Old Municipal Airport (OMA) Update – Infrastructure Committee open discussion BACKGROUND: Infrastructure Committee has requested to be updated as needed with planning and on goings associated with OMA. Since the last update, Bill Morris has attended Parks & Recreation Commission and visited with Noon Op representatives. Game & Fish has hired an engineering consultant and is proceeding with preliminary plan development for a new building site. Attached is a rough aerial that shows where the proposed site to be located and existing utilities which was requested to the City. Most importantly, Willdan Financial Services has completed the Draft for the OMA Economic Development Study. Bill Morris will give an update of the report and review by Planning & Roswell Chaves Economic Development Council. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: Not Applicable BOARD AND COMMITTEE ACTION: Open discussion for this Committee STAFF RECOMMENDATION: Continue with OMA planning, development and coordination. 13 14 15  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, June 19, 2017 at 4:00 p.m. ACTION REQUESTED: Consider approval to revise existing lease agreement between Dean Sons and the City of Roswell to accommodate a new detention pond at Hobson Road and Old Dexter Highway. BACKGROUND: Dean Sons has an agreement to lease the Tweedy Farm from the City thru December 31, 2018. Chaves County has contracted Occam Engineering to design and construct a detention pond for placement at the NE corner of Hobson Road and Old Dexter Highway to relieve local flooding issues. Mr. Sons has requested that the current agreement be extended for a period of 5 years in order to better pay off improvements made to the farm, specifically the pivoting irrigation system. While the agreement was previously adjusted to amortize the cost of the irrigation system, Mr. Sons has requested additional time since the original pay- off time was miscalculated. FINANCIAL CONSIDERATION: There are no additional costs to the City based on this requested revision. LEGAL REVIEW: Not Applicable BOARD AND COMMITTEE ACTION: Recommend approval or denial or request. STAFF RECOMMENDATION: Proceed as directed by Committee. 16 17 18 19 20 21 22 23 24 25