Infrastructure Committee

ROSWELL INFRASTRUCTURE COMMITTEE AGENDA Monday, July 23rd, 2018 at 4:00 p.m. City Hall Large Conference Room 425 N. Richardson Ave., Roswell, New Mexico 88201 Committee Chair: Juan Oropesa Committee Vice Chair: George Peterson Committee Members: Caleb Grant, Jeanine Corn Best Staff Coordinator: Louis Najar A. Call to Order B. Roll Call C. Approval of the Agenda D. Approval of Minutes 1. June 25, 2018 1-3 E. Non-Action Items 2. Project Updates Discussion 4 - 10 3. Water Maintenance & Transmission Operations Discussion 11 -13 F. Regular Items (Action Items) 4. Sanitation – Alleys & Operational Safety Discussion/Direction 14 5. Del Norte Park Considerations 15 6. Award ITB-18-007 S. Union & S Washington Project 16 - 18 7. Traffic Calming Alternatives – Roswell, Albuq. Farmington 19 8. Recommendation RFP-18-007 (Reissuance) Yucca Sale 20 - 22 9. Recommendation RFP-18-017 Professional Services 23 - 25 G. Other Business (Non-Action) 10. Public Comments H. Adjourn (Next Meeting: August 27, 2018) 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 17-49. 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. 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: 7/19/18 Regular Meeting of the Infrastructure Committee Held in the Conference Room at City Hall June 25, 2018 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4, NMSA 1978 and Resolution 17-49. ROLL CALL: The meeting convened at 4:00 p.m. with Chairman Oropesa presiding and Councilors Best, Peterson, and Grant being present. Staff Present: Roger Buckley, Scott Stark, Bill Morris, Elizabeth Gilbert, Kevin Dillon, Louis Najar, Joe Neeb, and Bernadette Lopez. Guest(s) Present: Larry Connolly APPROVAL OF AGENDA: Councilor Grant moved to approve the agenda for the Regular Infrastructure Committee meeting of June 25, 2018 as presented. Councilor Best seconded the motion. A voice vote of 4-0 was unanimous, and the motion passed. APPROVAL OF MINUTES: 1. May 29, 2018: Councilor Grant moved to approve the May 29, 2018 Minutes for the Regular Infrastructure Committee meeting as presented. Councilor Best seconded the motion. A voice vote of 4-0 was unanimous, and the motion passed. NON-ACTION ITEM(S): 2. Project Updates Discussion: 48” Waterline Project: Mr. Najar discussed the update on this project. Remote Read Water Meters: Mr. Dillon discussed the update on this project. Convention Center: Page 1 of 3 1 Mr. Dillon discussed the update on this project. RIAC Reservoirs: Discussion was held on the tanks’ exterior design. REGULAR ITEM(S) (Action): 3. Del Norte Park Considerations: Discussion was held on this item. The Committee agreed to have Mr. Neeb reach out to the RISD Superintendent about this matter. 4. Award ITB-18-006 Runway 17/35 Pavement Maintenance: Councilor Grant moved to award ITB-18-006 RIAC improvement Pavement Maintenance Project to qualified bidder, Constructor’s Inc. of Carlsbad, New Mexico in the amount of $1,164,909.12 which includes tax. Mr. Stark discussed the award. Councilor Best seconded the motion. A voice vote of 4-0 was unanimous and the motion passed. 5. Traffic Calming Alternatives: Discussion was held on this item. Mr. Najar will draw up a simpler policy for the Committee to review at next meeting. 6. RIAC Reservoirs Loan Commitment: Councilor Grant moved to send to full City Council, proceed with the Drinking Water Loan through NMFA with Public Water System Letter of Binding Commitment DW-4196 in the revised amount $5,381,142.00 with a 22 year term at 1.94%. Discussion was held on this item. Councilor Best seconded the motion. A voice vote of 4-0 was unanimous and the motion passed. 7. Water Meter Connection Fees: Discussion was held on this item. Mr. Najar will come back to the Committee with more numbers. 8. Award recommendation RFP-18-015 Street Condition Survey: Councilor Grant moved to send to Consent Agenda, Award of RFP-18-015 Street Condition Survey to IMS (Infrastructure Management Services) Tempe AZ. Discussion was held on this item. Councilor Best seconded the motion. A voice vote of 4-0 was unanimous and the motion passed. 9. Resolution 18-38 TAP application, Hondo River Trail: Page 2 of 3 2 Councilor Grant moved to send to full City Council Resolution 18-38 provides support of TAP Application in the amount of $129,000 for the Hondo Trail Project. Mr. Najar discussed this item. Councilor Best seconded the motion. A voice vote of 4-0 was unanimous and the motion passed. 10. Resolution 18-39 RTP Application, Spring River Trail: Councilor Grant moved to send to full City Council Resolution 18-39 provides support of RTP Application in the amount of $149,000 for the Spring River Trail Project. Mr. Najar discussed this item. Councilor Best seconded the motion. A voice vote of 4-0 was unanimous and the motion passed. 11. Scope of Work RFP-19-001, Bicycle/Pedestrian Master Plan: Councilor Grant moved to send to Consent Agenda scope of work for proposed RFP-19-001 Bicycle & Pedestrian Master Plan professional services. Mr. Najar discussed this item. Councilor Best seconded the motion. A voice vote of 4-0 was unanimous and the motion passed. OTHER BUSINESS (Non-Action): 12. Public Comments: None. ADJOURN: The meeting adjourned at 5:42 p.m. The next scheduled meeting is July 23, 2018. Page 3 of 3 3  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, July 23, 2018 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 7/17/2018 Category: Grant and Legislative Projects Yucca Recreation Center 15-L-1115: SCOPE: Plan, design, repair, improve, and construct the Yucca Recreation Center. ESTIMATED COST: $ 250,000 $ 20,434,770.93 FUNDING SOURCE: Capital Outlay City Funds Original Budget BUDGET: Total Budget: $ 20,684,770.93 $ 20,000,000.00 Total Encumbrance: $ (20,595,210.26) Total Change Orders: $ (374,668.00) Current Balance: $ 89,560.67 PROJECT SCHEDULE: September 9, 2014 to June 30, 2018 EST. COMPLETION: Unknown PROJECT STATUS: Admin Phase I 100% Design 100% Admin Phase II 100% Construction 40% 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. The RFP will be ready 8/10/17. Contractor has the 95% drawings to look at costing take offs. The 100% complete drawings will with the contractor 8/15/17 to finalize the costing take offs. Contractor's estimate received 9/12/17 going to Council for approval on 9/14/17. Notice to Proceed issued 9/19/17 at 370 calendar days substantial completion 10/4/18. Concrete is being poured for footings and slabs. Tilt-up wall sections are being poured and constructed. 60% of tilt-up wall panels are standing for the Rec Center portion. 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% 100% Design Development Phase Design Development Phase Construction Documents Phase 100% Construction Documents Phase Construction RFP 100% Construction RFP Construction 40% Construction Substantial Completion 0% Substantial Completion Project Closeout 0% Project Closeout Roswell Air Center Repairs SCOPE: Repair Partial Roof of Dean Baldwin ESTIMATED COST: $ 5,600,000.00 FUNDING SOURCE: DFA Grant Funds, City, State & Federal BUDGET Total Budget: $ 5,600,000.00 Total Encumbrance: $ 4,533,000.00 Total Change Orders: $ - Current Balance: $ 1,067,000.00 PROJECT SCHEDULE: Unknown EST. COMPLETION: Unknown PROJECT STATUS: Grant A2402 is complete and closedout ($488,000). We are currently waiting to complete Bays #1 & #2 all other areas have been completed. Waiting on Executed Grant Agreement for the additional $1,485,000 & $900,000 (State Funds). The fire alarm system is currently in Deisgn. Roof Work to start back the week of 7/23/18. 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: $ (105,000.00) Total Change Orders: $ - Current Balance: $ - PROJECT SCHEDULE: Unknown EST. COMPLETION: Unknown PROJECT STATUS: Executed Grant Agreement Received 8/30/2017. 95% Complete waiting on Invoice and file for Riembursement. Work is complete waiting on final factory inspection for Warranty and Final Invoice. Accountability. Communication. Excellence. Integrity. Teamwork. 5 Roswell Fire Stations Roofs & Infrastructure A2404 SCOPE: Replace Roofing of Station #1 and Additional Repairs ESTIMATED COST: $ 195,000.00 FUNDING SOURCE: DFA Grant Capital Outlay BUDGET Total Budget: $ 195,000.00 Total Encumbrance: $ (175,534.00) Total Change Orders: $ - Current Balance: $ 19,466.00 PROJECT SCHEDULE: Unknown EST. COMPLETION: Unknown PROJECT STATUS: Executed Grant Agreement Received 8/31/2017. PO Issued and work in progress. Work stopped to go to Dean Baldwin. Station 1 is complete. Currently awaiting direction from the Fire Chief on remaining direction on Station #2. To complete #2 we will need about $25,000. Submited Change Order to cover Station #2 roof. Currently waiting to schedule the work. Work scheduled for #2 to start week of 6/25. Work is finishing up on #2. Cemetery Roads Improvements A2405 -PROJECT COMPLETE SCOPE: Additional Road Repairs ESTIMATED COST: $ 150,000.00 FUNDING SOURCE: DFA Grant Capital Outlay BUDGET Total Budget: $ 150,000.00 Total Encumbrance: $ (150,000.00) Total Change Orders: $ - Current Balance: $ - PROJECT SCHEDULE: EST. COMPLETION: Spring 2018 PROJECT STATUS: Project Completed & closed out 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: $ (20,316.00) Total Change Orders: $ - Current Balance: $ 279,684.00 PROJECT SCHEDULE: Bid Spring 2018 EST. COMPLETION: Summer 2018 PROJECT STATUS: Agreement executed. Phase I ADA completed. Bids opened for ITB-18-007. S. Union & S. Washington to be awared at August City Council Meeting. 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 is in process. Issuing Change Order for remaining 2 signs. Awaiting for budget review for final numbers prior to proceeding. Awaiting on Change order to complete install. Garden Bridge: SCOPE: Replace bridge on Garden Ave. BUDGET: $ - FUNDING SOURCE: City EST. COMPLETION: October 2016 PROJECT STATUS: 10% Preliminary survey and site review completed. Project on Hold Awaiting Funding. Country Club/Main Traffic Signal: SCOPE: Upgrade traffic signals at Country Club and Main. BUDGET: $ - FUNDING SOURCE: City EST. COMPLETION: July 2016 PROJECT STATUS: 10% Preliminary survey and site review completed. Appraiser has been contracted to assist with right of way acquisitions. Project on HOLD awaiting pulled funds. Accountability. Communication. Excellence. Integrity. Teamwork. 6 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: 80% 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. Physical Network installation is planned on starting 8/8/2017. Billing and data transition training for City Staff will begin 7/24/2017. Install of total system is underway. Large Meter Install is sitting at 100%. We are currently working to smooth out the internal corrections once caught up meter install to go to 150 per day on 3/4" meters. The QA/QC process was revamped and the installation process is working alot smoother. Project is still progressing smoothly. Ran a remote read of Cycle 8 and was successfully uploaded into H T E. The project Completion date was moved to August 2018 mostly due to Network issues and issues with H T E. As of 7/17/18 16,750 meters have been installed. Feb-17 Jun-17 Sep-17 Dec-17 Mar-18 Jul-18 Phase % Complete 1st Meter Order 1st Meter Order 100% Network Installation Network Installation 90% Pilot Meter Installation Pilot Meter Installation 100% Troubleshooting Troubleshooting 95% 2nd Material Order 100% 2nd Material Order Ramp-up Installation 100% Ramp-up Installation Production Installation 85% Production Installation 3rd Material Order 100% 3rd Material Order Final Material Order 100% Ramp-Down Production Install 0% Final Material Order Cleanup / Punch List 0% Ramp-Down Production Install Close-Out 0% Cleanup / Punch List Close-Out Land Acquisition: Funding pulled / Pending Funding Availability Convention Center SCOPE: Design Remodel Addition Original Budget BUDGET: $ 8,116,506 $ 7,448,160.00 Encumbrance $ (7,835,797) FFE $ (250,000) Change Orders $ (393,503) Remaining Bal $ 30,709 FUNDING SOURCE: Hotel Convention Center Fee & Revenue Bond EST. COMPLETION: August 2018 PROJECT COMPLETION: 60% 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. Rfp was pushed out to be due 8/10/2017 due to lack of General Contractor Participation. RFP recommendation approved 8/24/17 for $6,326,640.63. Pre-Con Meeting 9/26/17. Site Prep is currently in process. Currently waiting on NM ED for abatement of oil storage tank uncovered. Oil tank removed 1/12/18 awaiting soil test results expected 1/17/18 work to commence on remaining pad 1/22/18. Footing are being poured along with interior demolition. Restroom plumbing upgrades are underway. Existing Demo is complete. Structural steel is being set. A/V Technilogy currently being installed. Roofing finalizing. 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% Construction Documents Phase Construction Documents Phase 100% Construction RFP 100% Construction RFP Construction 75% Construction Substantial Completion 0% Substantial Completion Project Closeout 0% Project Closeout Edgewood Small Diameter Waterline Project SCOPE: Replacement of small diameter waterlines in the Edgewood Neighborhood. BUDGET: $ - FUNDING SOURCE: 2016 City Budget EST. COMPLETION: On Hold PROJECT COMPLETION: 90% Plans Survey complete. On-hold until contractor completes 48" water line. Will review at FY2019 budget. Accountability. Communication. Excellence. Integrity. Teamwork. 7 48" Waterline Project SCOPE: Replace 4,500' of 48" Waterline on Country club Rd. BUDGET: $ 2,926,227 FUNDING SOURCE: EPA Water Loan (75% forgiveness) 2016 City Budget EST. COMPLETION: May 2018 PROJECT COMPLETION: 100% PROJECT COMPLETE. Performing internal audit & awaiting NMED final audit. Union Avenue - 19th to Country Club SCOPE: Pavement Rehab BUDGET: $ 2,700,000 FUNDING SOURCE: 2017 Capital Projects EST. COMPLETION: 7/1/2018 PROJECT COMPLETION: 55% ITB 17-014 Advertise June 25th open bids August 8th. Council awarded project on 9/14/17. Contractor is on phase IV. RIAC North Water Line - ITB-18-002 SCOPE: New 14" water in NW portion of RIAC BUDGET: $ 325,000 FUNDING SOURCE: FY 2018 Water Capital Fund EST. COMPLETION: 7/1/2018 PROJECT COMPLETION: 99% Bids were open 12/12/17, will be awarded at City Council, 1/2018. Awarded to Total Contractors on 1/11/18 at $297,730.30. PROJECT COMPLETE. Internal audit in progress. RIAC Reservoirs SCOPE: (2) New Water Towers at RIAC BUDGET: $ 5,300,000 FUNDING SOURCE: EPA Loan & Water Capital Fund EST. COMPLETION: 12/31/2019 PROJECT COMPLETION: 15% Tank Industry Consultants is the design professional services. New locations have been selected, geo-technical soil testing in progress and preliminary structural details in progress. FAA has granted permission for both tanks. Final design almost done. Country Club Reservoirs SCOPE: Rehabilitate the existing twin 7.5 Million Gallon concrete reservoirs on W. Country Club Rd. BUDGET: $ 3,000,000 Pending finance review FUNDING SOURCE: Recycle EPA Loan (Forgiveness Funds) & Water Capital Fund EST. COMPLETION: On-Hold PROJECT COMPLETION: 0% Currently performing preliminary design & budget review. Design mtg held 5-15-18. Plans to be complete fall 2018 & Bid afterward. Pending no claw back of funds by city management. Montana Street Realignment SCOPE: Takeout 90 Degree "S" curve and soften the curve to make street safe prior to opening of Roswell Recreation Center. BUDGET: $ - FUNDING SOURCE: Unknown EST. COMPLETION: 10/31/2018 PROJECT COMPLETION: 10% Engineering department has started in-house design of project. Preliminary estimate is $434,000. Design is 100% complete. Awaiting budget review and appropriations for FY 2019 Pavement Assesment / Management RFP, Phase I SCOPE: Prepare a pavement assesment and priority listing of roadway projects for entire city. BUDGET: $ 150,000 FUNDING SOURCE: FY 2018 Budget EST. COMPLETION: 6/30/2018 PROJECT COMPLETION: 5% Engineering workload dependent. RFP scope submitted to council for review. Scoring & interviews complete. Council awarded to JMS on 7/12/18. Negotiations in process. S. Atkinson Project - McGaffey to 2nd Street SCOPE: ADA / Sidewalk & Mill & Fill of pavement BUDGET: $1,158,708 ($990,000 NMDOT Share) FUNDING SOURCE: FY 2018 Budget EST. COMPLETION: 6/30/2019 PROJECT COMPLETION: 15% Plans to ve completed by 7/1/18 for NMDOT review. Plans are comlete. Awaiting permission from NMDOT to proceed with advertising. Accountability. Communication. Excellence. Integrity. Teamwork. 8 WWTP Safety Upgrades SCOPE: Various safety improvements at the WWTP BUDGET: $ 850,000 FUNDING SOURCE: FY 2018 Budget EST. COMPLETION: 5/1/2018 PROJECT COMPLETION: 10% Design by HDR. Contractor Bids open 3/13. Bid came in too high, all bids rejected. Rebid awarded to Roads Construction on 6/14/18. Contracts have been executed. Rhoads awaiting delivery of materials. E. 2nd Street - Waterline Replacement Phase I SCOPE: Replace 4.2 miles of existing 10" AC waterline from Atkinson to the east. BUDGET: $ 3,000,000 per council approval FUNDING SOURCE: Water Maintenance & Transmission EST. COMPLETION: 2/28/2019 PROJECT COMPLETION: 0% Design RFP is advertising. Council to award RFP for design at August 2018 City Council. Hobbs St - Main to Union SCOPE: Pavement Rehab BUDGET: $ 650,000 Pending Finance Review FUNDING SOURCE: Current FY2018 Capital Projects EST. COMPLETION: - PROJECT COMPLETION: 0% Project is in the cue by engineering department and is next in-line after S. Union & Washington project. Accountability. Communication. Excellence. Integrity. Teamwork. 9 W. College - Nevada to Montana PROJECT COMPLETE SCOPE: Loop 12" waterline BUDGET: Undetermined FUNDING SOURCE: Current FY2018 Operating Budget EST. COMPLETION: 7/1/2018 PROJECT COMPLETION: 100% Work completed, W. College waterline is continuous. ITB-18-007 S. Union & S. Washington SCOPE: Mill & Fill / Sidewak BUDGET: $1.5M FUNDING SOURCE: Bond Funds Leveraged with Legislative Funds EST. COMPLETION: 11/30/2018 PROJECT COMPLETION: 0% Bond Funds with Legilative Appropriation A2551. Remaining bond money $1.138M required to be spent by 12/31/18. Plans Complete. Project advertisment for bids June 10, 2018 open bids July 10, 2018. Council willaward at August 2018 City Council. Accountability. Communication. Excellence. Integrity. Teamwork. 10  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, July 23, 2018 at 4:00 p.m. ACTION REQUESTED: Open discussion of the Water Maintenance & Transmission Department’s operations. BACKGROUND: At the June 25, 2018 Infrastructure Committee, the issue of a valve exercise program was discussed. In response to Committee inquiries, Water Maintenance & Transmission Department has provided information by attached letter of July 17, 2018. Lorenzo Sanchez, WMT Department Head will be available for open discussion as well. 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 Water Maintenance & Transmission Department Located at: 300 E. Walnut  Mail: PO Box 1838  Roswell, NM 88202-1838  FAX: 575.624.6756 To: Infrastructure Committee July 17, 2018 From: Lorenzo Sanchez, Water & Sewer Lines Superintendent RE: Valve Exercise Program It was brought to my attention that there was some discussion at the last Infrastructure Committee meeting as to why we currently do not have a valve exercise program. The Water Maintenance & Transmission department is severely understaffed and has been for the last two years. We currently have one Water Maintenance Worker Senior, one Equipment Operator and five Water & Sewer Maintenance Worker positions that are not filled. The jobs have been posted and have been for a long time. I will continue to request the jobs to be posted until filled. It is getting extremely difficult to find workers willing to come work for $13.42 an hour with a CDL. It is becoming evident that the City must increase wages within the Water Maintenance department to start getting qualified, certified operators to apply for these positions. This department is in charge of maintaining a very valuable, revenue providing, life sustaining resource that must be prioritized. Have no doubt that this is a public utility and the wages are nowhere near the wages such as electric, phone, and gas utility companies. This must be changed in order for the success of the department moving into the future. When we were fully staffed, we started a valve exercise program to start working the valves to keep them in good operating condition. Due to staffing shortages and the new smart meter project, we had to stop our valve exercise program. You are correct that a valve exercise program is essential to maintaining the water system. The problem being that when you start exercising the valves you create several others issues that have to be addressed along the way. As you exercise the valves you must have a fire hydrant open to flush the rust out of the main line so that we do not deliver brown rusted water to the customers. The rust builds up on the gates to the valves, and this is why they must be operated to keep them in good operating condition. When we start shutting down the fire hydrants we encounter several different problems due to the age of the water system. We have main breaks, broken valves and broken fire hydrants that have to be repaired as you continue operating the valves. That requires a minimum staff of eight employee’s to operate the valve program. It is not something that can be done with just a couple of employee’s. That would be nice! Once we are fully staffed again we will re-incorporate the valve exercise program. We will start exercising all the newer valves first so that they stay in good operating condition. Then we will continue exercising/replacing valves by map numbers. (Each section of town is divided up by map numbers) It is difficult to put a timeline on how many valves can be operated in any given day as there are many variables to consider. The age of the infrastructure in each section, amount of traffic control needed to divert traffic around work 12  City of Roswell Water Maintenance & Transmission Department Located at: 300 E. Walnut  Mail: PO Box 1838  Roswell, NM 88202-1838  FAX: 575.624.6756 area, number of valves that need to be replaced (inoperable or broken), main breaks ( caused by flushing when exercising valves), fire hydrants that need replacing (broken while flushing due to age of fire hydrants), and daily maintenance on existing infrastructure. (There are approximately 6615 valves in the City of Roswell water distribution system) The construction crew is a large part of our personnel. We cannot operate both a construction crew and run a valve program at the same time and still maintain the water and sewer systems, as we do not have sufficient personnel. Water main lines must also be replaced due to frequent main breaks and disruptions to the water distribution system. In order to operate both construction crew and a valve exercise program at the same time we would need to increase staff by 6 to 8 additional employees. We will continue to rotate our operator’s to exercise valves as frequently as possible. Also it would be an opportune time to incorporate a geographic information system (GIS) to capture, store and process critical data relating to the City’s water and sewer line systems. Valve location data is critical to turning water off for repairs (especially for main breaks) to the water system. Several valves are under asphalt or buried under dirt and this makes it extremely difficult to locate valves in emergency situations. When main breaks occur water valves are often covered with mud and water from broken lines. It would also assist in compiling data for the upgrade and replacement of the water and sewer infrastructure and asset management. Also with the new smart meter’s being installed, it creates a lot of repair’s having to be addressed as they are being installed. All City side leak’s must be repaired, valves must be replaced, (Both commercial and residential) and all other issue’s with the installation’s must be taken care of. This is in addition to the continuing maintenance and repair of the 350 miles of water and sewer lines and 18,500 meter services that we maintain on a daily with a shortage of staff. As soon as we get our vacant positions filled we will be able to re- incorporate our valve exercise program. Hopefully this will address any questions you have regarding this issue. Respectfully, _______________________________________________ Lorenzo Sanchez, Water & Sewer Line Superintendent 13  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, July 23, 2018 at 4:00 p.m. ACTION REQUESTED: Discussion and consider any direction with regard to Sanitation Department’s presentation with regard to increasing efficiency of alley operations and reducing safety incidents in alley operations. BACKGROUND: City Council has made it clear that keeping alleys clean is a priority. City Management has made it clear that reducing the number of incidents in alleys due to Sanitation operations is another priority. Sanitation Department will make two Power Point presentations to describe steps and initiatives to achieve better results with both priorities. Stephen Miko, Department Head, will make presentation and also be available for open discussion. Power Points will be available to Council by email after Infrastructure meeting. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: None at this time. BOARD AND COMMITTEE ACTION: Open discussion for this Committee, and consider direction of any of the presented initiatives and ideas to address alley and safety priorities. STAFF RECOMMENDATION: Louis Najar recommends the initiative of a newly tasked inspector go forward, as well as PEER incentives for incident free employees. Both concepts described in conceptual detail of Sanitation Department’s presentation. 14  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, July 23, 2018 at 4:00 p.m. ACTION REQUESTED: Consider any direction related to Del Norte Park agreement and any update of proposed Del Norte School Construction. BACKGROUND: In 2017 RISD/City agreed on Del Norte park donation to RISD to allow new school to be built at park location. Since then, RISD has changed proposed construction design and access. City Engineering has shared a concept with RISD that would be beneficial to traffic handling and impact to the neighborhood. RISD staff was invited by Engineering for April, May, June and July Infrastructure. No response has been received since April 2018. City Manager will have update of any communication with RISD. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: None at this time. BOARD AND COMMITTEE ACTION: Infrastructure is asked to discuss and give any needed recommendations or amendments to Del Norte Park agreement that may deemed in the best interest of the City. STAFF RECOMMENDATION: None as of writing of this abstract. 15  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, July 23, 2018 at 4:00 p.m. ACTION REQUESTED: Consider award of Bid ITB-18-007, S. Union & S. Washington Road Improvement Project to J&H Services Inc. of Albuquerque, NM in the amount of $996,940.69. BACKGROUND: This project is to mill and fill of pavement, sidewalk and ADA improvements. Union limits are from Gayle St. north to the “Little Theater”. Washington limits are from Poe to Hobbs. Project is to be completed by 12-1-18. FINANCIAL CONSIDERATION: Project is funding from remaining balance of 2015 General Obligation Bond, 2017 $300k Legislative Grant, and FY 2018 Capital Improvement projects transfers LEGAL REVIEW: Not Applicable. BOARD AND COMMITTEE ACTION: Consider award of Bid ITB-18-007, S. Union & S. Washington Road Improvement Project to J&H Services Inc. of Albuquerque, NM in the amount of $996,940.69 and recommend to August Council. STAFF RECOMMENDATION: Approve award and forward to August Council as presented. 16 17 18  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, July 23, 2018 at 4:00 p.m. ACTION REQUESTED: Consider direction of City for Traffic Calming Policy and/or initiatives. BACKGROUND: A common complaint to the City is speeding and traffic detrimental to a neighborhood or area. A Traffic Calming Policy addresses how citizens may request considerations, and how City will respond. A policy will describe process, procedures and costs associated with solutions/steps to be taken. At the May and June Infrastructure Committee, staff was instructed to share other samples of policies. Those discussed were Roswell, Farmington and Albuquerque. Infrastructure wanted another re- write of a policy for Roswell. Due to workload, Louis Najar, was unable to rewrite a policy for this month’s Infrastructure. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: None at this time. BOARD AND COMMITTEE ACTION: Infrastructure is asked to discuss and provide direction of this or other Traffic Calming strategies. STAFF RECOMMENDATION: Proceed as per Infrastructure direction. 19  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, July 23, 2018 at 4:00 p.m. ACTION REQUESTED: Consider recommended termination for RFP-18-007 (Reissuance) for City Property Sale Yucca Center. BACKGROUND: RFP-18-007, City Property Sale, Yucca Center was initially opened in January 2018. The initial RFP was terminated, and scope redefined for “Reissuance”. The “Reissuance” of this RFP closed for proposers on July 10, 2018. Only one proposal was received. Review of proposal was performed by a committee. Review committee recommended termination. See attached letter of termination recommendation. Infrastructure Committee is asked to review recommendation to terminate this RFP. Termination of this RFP does offer the opportunity to negotiate or halt the sale completely. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: None at this time. BOARD AND COMMITTEE ACTION: Infrastructure Committee is asked to review recommendation, and consider direction for this property sale issue. STAFF RECOMMENDATION: Proceed with termination of RFP-18-007 (Reissuance). Proceed with any other considerations as Committee may deem beneficial to the City of Roswell. 20 21 22  CITY OF ROSWELL Infrastructure Committee Large Conference Room, City Hall 425 N. Richardson, Roswell, NM 88201 Monday, July 23, 2018 at 4:00 p.m. ACTION REQUESTED: Consider award of RFP-18-017 Professional Services Project Design Asbestos Water Line Replacement 1 to Bohannan Huston Inc. (BHI) of Albuquerque, NM. BACKGROUND: RFPs received on July 10, 2018 for subject project have been reviewed, scored and a recommendation by review committee has been performed. Three proposals were received. Proposers were as follows: Souder, Miller & Associates, Roswell, NM Office Bohannan Huston Inc., Albuquerque, NM HDR Engineering Inc., Albuquerque, NM Review committee recommended BHI. See attached recommendation letter and scores to Purchasing. FINANCIAL CONSIDERATION: This RFP is funded by transfers from FY 2018 Water Administration budget. LEGAL REVIEW: Not Applicable at this time. BOARD AND COMMITTEE ACTION: Consider award of RFP-18-017 Professional Services to BHI as recommendation to Council of August 2018. STAFF RECOMMENDATION: Proceed with award as presented. 23 24 CITY OF ROSWELL, NM - SCORE TABULATION RFP-18-017 Prof. Services Design Water Line Evaluation Criteria Souder Miller & Associates BHI HDR Evaluator→ 1 2 3 4 Totals 1 2 3 4 Totals 1 2 3 4 Totals Specialied Design and Technical Competence 24 23 23 25 95 25 23 24 25 97 25 23 24 25 97 Capacity and Capability 15 13 13 15 56 14 14 14 15 57 14 14 14 15 57 Past Record of Performance 13 8 8 10 39 15 14 14 15 58 15 14 14 15 58 Proximity to or Familiarity With Area 10 10 10 10 40 10 9 8 9 36 10 8 7 9 34 Amount of Design Work 5 5 5 5 20 5 5 5 5 20 5 5 5 4 19 Volume of Work Previously Done 5 5 5 5 20 5 5 5 5 20 5 3 3 4 15 Evidence of Understanding of Scope of Wok 23 22 20 25 90 25 25 25 25 100 24 23 23 25 95 Interview 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 SCORE: GRAND TOTAL: 95 86 84 95 360 99 95 95 99 388 98 90 90 97 375 RANK: 3 1 2 25