Infrastructure Committee

R AMENDED ROSWELL INFRASTRUCTURE COMMITTEE AGENDA Monday, October 26, 2020, at 4:00 p.m. Meeting Room A - Roswell Convention Center 912 N. Main, Roswell, NM 88201 ROJW[LL Committee Chair: Jacob Roebuck Committee Vice Chair: Margaret Kennard Committee Members: George Peterson, Savino Sanchez Engineering Staff Coordinator: Louis Najar A. Call to Order B. Roll Call C. Approval of the Agenda D. Approval of Minutes 1. September 28, 2020 1 -2 E. Non-Action Items 2. Project Updates Discussion 3-7 F. Regular Items (Action Items) 3. Award ITB-21-007, 300 Gallon Trash Receptacles 8-9 G. Other Business (Non-Action) 4. Department Reports 10 - 24 5. Public Comments H. Adjourn (Next Meeting: November 23, 2020) 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 20-26. 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, 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: 10.23.2020 THE PUBLIC IS ENCOURAGED TO PARTICIPATE ELECTRONICALLY THROUGH THE GOTO MEETING APPLICATION AND NOT PHYSICALLY ATTEND DURING THE PANDEMIC. TO ATTEND THE INFRASTRUCTURE COMMITTEE BY GO-TO-MEETING Infrastructure Committee Mon, October 26, 2020 4:00 PM - 6:00 PM (MDT) Please join my meeting from your computer, tablet or smartphone. https://global.gotomeeting.com/joi n/160590221 You can also dial in using your phone. United States: +1 (224) 501-3412 Access Code: 160-590-221 New to GoToMeeting? Get the app now and be ready when your first meeting starts: https://global.gotomeeting.com/install/160590221 Help Desk - 500-0587  Regular Meeting of the Infrastructure Committee Held in the Convention Center September 28, 2020 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4, NMSA 1978 and Resolution 20-26. ROLL CALL: The meeting convened at 4:03 p.m. with Chairman Roebuck presiding, Councilors Sanchez and Peterson being present, and Councilor Kennard participated via GoToMeeting. Staff Present: Lorenzo Sanchez, Juan Salas, Mike Mathews, Scott Stark, Mayor Dennis Kintigh, Daniel Mendiola, Juan Fuentes, Trent More, Meredith Hildreth, and Bernadette Lopez. Guest(s) Present: Grace Sanchez and Mike Espiritu. APPROVAL OF AGENDA: Councilor Peterson moved to approve the agenda. Councilor Sanchez was the second. A voice vote of 4-0 was unanimous, and the motion passed with Councilor Kennard participating via GoToMeeting. APPROVAL OF MINUTES: 1. August 24, 2020: Councilor Peterson moved to approve the minutes. Councilor Sanchez was the second. A voice vote of 4-0 was unanimous, and the motion passed with Councilor Kennard participating via GoToMeeting. NON-ACTION ITEMS 2. Projects Updates Discussion: Mr. Najar discussed the 5th Street Alley Sewer project. Mr. Najar gave an update on Main and Country Club Road, and informed the Committee of the photo op on October 1, 2020 at 11:00 a.m. to meet at Valley Bank. Mr. Najar discussed the update on the water towers. Mr. Najar gave an update on the Garden Bridge, a delay due to a sewer manhole severely deteriorating with an estimated completion timeframe of open by Halloween. 3. Potential Air Center Projects: Chairman Roebuck discussed the State award of $5,000,000.00. Mr. Stark discussed and 1  handed out a copy of the potential projects. Mr. Najar discussed the Hobson Project, Earl Cummings East; the plans are complete (City cost of $1.7 million), and it would not be a four lane because the right-of-way is not big enough. Chairman Roebuck asked Mr. Stark to send the Air Center Projects list to all city councilors. 4. OMA Conceptual Plan: Mr. Morris discussed this item. Chairman Roebuck expressed his dissatisfaction with the presentation in regards to the numerous times he heard the presentation at different committees and how nothing has changed with the plan. Councilor Peterson expressed his concern for the other parks in Roswell and how everything is going to Cielo Grande. Mr. Morris stated he was seeking guidelines for this plan. REGULAR ITEMS (ACTION): 5. 2021 Meeting Dates: FOR THE RECORD: Councilor Kennard left the meeting at 4:45 p.m. Councilor Peterson moved to approve the dates as presented. Mr. Najar discussed the dates listed, and informed the Committee that there will be an action item in December. Councilor Sanchez was the second. A voice vote of 3-0 was unanimous, and the motion passed with Councilor Kennard being absent. 6. Pavement Maintenance Policy: After a brief discussion, there was no action. No action taken; informative only. OTHER BUSINESS (Non-Action): 7. Department Reports: Chairman Roebuck asked Mr. Najar to coordinate with Public Affairs on the delay of the Garden Bridge. Mr. Najar responded that he already reached out to the Roswell Daily Record regarding the delay. 8. Public Comments: None. ADJOURN: The meeting adjourned at 5:02 p.m. The next scheduled meeting is October 26, 2020. 2  CITY OF ROSWELL Infrastructure Committee Meeting Room A – Roswell Convention Center 912 N. Main, Roswell, NM 88201 Monday, October 26, 2020 at 4:00 p.m. ACTION REQUESTED: Project Updates – Infrastructure Committee open discussion BACKGROUND: Initiated by: Louis Najar Committee will be given opportunity for Q&A on any project. Project Dashboard report is part of the committee packet. Please note there is one project updates report; Engineering Department. FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: Not applicable for this agenda item. BOARD AND COMMITTEE ACTION: Open discussion for this Committee. STAFF RECOMMENDATION: None, this is opportunity for Committee to ask questions. 3  City of Roswell Projects Status 10/21/2020 Street Projects & Other Garden Bridge: SCOPE: Replace bridge on Garden Ave. BUDGET: $911237.47 (bid amount) Revised project cost due to extending project = $1,139,436 FUNDING SOURCE: Capital Improvements - PO 22001918 EST. COMPLETION: October 27, 2020 PROJECT STATUS: 95% Project awarded to Abraham's Construction. Project began January 27, 2020. Due to water utility work, the project limits were extended and also added a month delay to project. Additionally contractor did take one month off due to COVID19 and State recommendations. Contractor to complete paving by 10.23.20. Country Club/Main Traffic Signal: SCOPE: Upgrade traffic signals at Country Club and Main. BUDGET: $ 750,000 Legis. Grant $712.5K, City $37.5 FUNDING SOURCE: FY 2019 Special Electronics Budget, PO 22002450, $464,926.84 EST. COMPLETION: Opened to traffic October 1, 2020 PROJECT STATUS: 100% Project complete, Engineering performing audit of quantities for final change order and payment. S. Atkinson Project - McGaffey to 2nd Street SCOPE: ADA / Sidewalk & Mill & Fill of pavement BUDGET: $1,451,732 ($990,000 NMDOT Share) Close out pending - due to Contractor dispute. FUNDING SOURCE: FY 2019 Budget EST. COMPLETION: Work in Dec. 2019 was completd PROJECT STATUS: 99% NMDOT & FHWA need to perform project audit of City. City audit complete. Final change order has been submitted to NMDOT for approval. Once approved by NMDOT, then project can be closed and final payment to contractor, $116,731.60. Project may experience $70k savings. Lea/Deming Bridge SCOPE: Remove and replace bridge BUDGET: Balance of Grant - $693,981. Current Engr. Estimate $1,561,435.16 City Funds Required $867,454.16 FUNDING SOURCE: 2019 Legislative Grant $800,000 EST. COMPLETION: 12/31/2021 PROJECT STATUS: 5% RFP for design awarded to Souder Miller & Associates in the amount of $103,018.95 Bridge design is at 100%. Remaining Grant funding $696,981.05. Current Engr. Estimate $1,561,435.16 Shortfall of budget is $867,454.15 Project to open bids 12.08.20 N. Atkinson Project - 2nd to Cherry St. SCOPE: ADA / Sidewalk & reconstruction of pavement BUDGET: ($1,ooo,000 NMDOT Share) Current Engr. Estimate $2,048,034.73, Required City funding $1,048,034.73 Design PO #22002226 $62,241.38 Design Survey Performed by Engineering Department FUNDING SOURCE: FY 20 Budget Capital Improvements EST. COMPLETION: 12/31/2021 PROJECT STATUS: Design 100% Plans 100% complete. Final approval by NMDOT in August 2020. Bid in early 2021. Being careful to coordinate with continued N. Garden projects. Spring River Trail - Atkinson to Virginia SCOPE: Trail maintenance improvements BUDGET: ($127,326 NMDOT Share) Current Engr. Estimate $182,410.81, Required City funding $55,084.81 Design PO #22002447 $27,039.20 Design Survey Performed by Engineering Department FUNDING SOURCE: FY 20 Budget Capital Improvements EST. COMPLETION: 7/1/2021 PROJECT STATUS: Design 100% Plans 100% complete. Final approval by NMDOT in August 2020. Open bids December 2020. 4 N. Main - Pavement Maintenance - COOP Agreement with NMDOT approved at July 9, 2020 City Council for $215,443 SCOPE: Micro Surface or Nova Chip on Main - Alameda to McGaffey & College to Country Club (Original limits with application) BUDGET: Estimated Current project funding is $215,443. Current full width Engineer Estimate $621,789, NMDOT $161,582, Recommended City funding $460,207 FUNDING SOURCE: Current Project Amount $215,443 (75%-25% split) Current NMDOT agreement NMDOT Funding $161,582 Current NMDOT agreement City Portions $53,861 Current NMDOT agreement EST. COMPLETION: PROJECT STATUS: Re-analyzing limits of work - Underfunded Recommend full width project of $621,789 This project is being reviewed to perform best pavement maintenance with the reduced budget of $215,443. It is anticipated that project will be shortened to only be N. Main from College to Country Club (driving lanes open). Current cost full width would be $621,789. Hondo River Trail - 2nd to Virginia SCOPE: Trail maintenance improvements BUDGET: $129,000 ($110,218 NMDOT Share) NMDOT FY 21, Construction Costs based on 2018 Estimate FUNDING SOURCE: FY 20 Budget Capital Improvements EST. COMPLETION: 12/1/2021 PROJECT STATUS: 2% Engineering has performed survey and began plans. Agreement with NMDOT in place. Engineering Department has plans at 30% design. RFP-20-004 On Call Engineering Services SCOPE: Qualify pool of engineering firms BUDGET: Budget for projects as needed FUNDING SOURCE: From Project Budgets EST. COMPLETION: 2 year pool PROJECT STATUS: RFP Complete and vendors approved. Vendors approved are Bohannan Huston Inc; Enprotec Hibbs & Todd; HDR Inc.; JSH Engineering; Smith Engineering; Souder Miller & Associates CDBG Grant 18-C-NR-I-03-G-14 Boys & Girls Club SCOPE: Repairs and Upgrades to Boys & Girls Club ESTIMATED COST: Cost$80K HVAC, $1,048,123.50 Bid Cost, White Sands Construction Inc. - Apparent low bidder FUNDING SOURCE: Federal Grant & FY19 City Budget BUDGET Bid Cost $ 1,048,123.50 HVACs $ 59,360.00 City Supplied Professional Services $ 42,595.00 JSH Engineering SENMCOG $ 15,000.00 Total Change Orders: $ - Total Cost $ 1,165,078.50 PROJECT SCHEDULE: August 2020 - February 2021 PROJECT COMPLETION: PROJECT STATUS: Project to awarded to White Sands Construction Co. Pre-construction held August 28, 2020. Contractor has commenced, currently performing flooring removal and removal of sidewalk sections to be repaired. McGaffey - Atkinson to Garden ON HOLD DUE TO BUDGET SCOPE: ADA/Sidewalk - Mill & Fill 2800 LF 13500 SY BUDGET: Estimated $1.3 million 3" Mill & Fill only = $459K FUNDING SOURCE: Submitted on 2020 Legislative ICIP EST. COMPLETION: PROJECT STATUS: Project is on the year 1 Pavement Condition List. No activity Project on hold due to lack of funding. McGaffey - Main to Garden ON HOLD DUE TO BUDGET SCOPE: ADA/Sidewalk - Mill & Fill 2500 LF 12000 SY BUDGET: Estimated $1.3 million 3" Mill & Fill only = $408K FUNDING SOURCE: Submitted on 2020 Legislative ICIP EST. COMPLETION: PROJECT STATUS: Project is on the year 1 Pavement Condition List. No activity McGaffey - Wyoming to Union Submitted for 2021 Legislative ICIP SCOPE: ADA/Sidewalk - Mill & Fill 3000 LF 14,500 SY BUDGET: Estimated $1.3 million 3" mill & fill only = $493K FUNDING SOURCE: Submitted for 2021 Legislative ICIP consideration. EST. COMPLETION: PROJECT STATUS: Project is on the year 1 Pavement Condition List. No activity Project on hold due to lack of funding. Project was selected as top 5 ICIP projects for City of Roswell. 5 FY 21 - Hot Recycling & Micro-surfacing Pavement Maintenance SCOPE: Hot Recycle & Micro-surfacing of various streets BUDGET: Estimated $598,988.41 - Hot Recycling only, hot recycled areas to be Micro-Surfaced, Estimated $513,418.64 FUNDING SOURCE: City Road Fund EST. COMPLETION: 5/30/2021 PROJECT STATUS: Project ready to go, need verified funding Streets have been selected by using Pavement Condition Survey and field review by Streets & City Engineer. FY 21 - Only Micro-surfacing Pavement Maintenance SCOPE: Only Micro-surfacing of various streets BUDGET: Estimated $ 249,512 FUNDING SOURCE: City Road Fund EST. COMPLETION: 5/30/2021 PROJECT STATUS: Project ready to go, need verified funding Streets have been selected by using Pavement Condition Survey and field review by Streets & City Engineer. FY 21 - Nova Chip Pavement Maintenance SCOPE: Place Nova-Chip pavement maintenance lift (plant mix wearing course) - Use to supplement N. Main - College to Country Club BUDGET: Estimated $ 445,197 FUNDING SOURCE: City Road Fund EST. COMPLETION: 5/30/2021 PROJECT STATUS: Use this Nova Chip funding to supplement N. Main full width work between College and Country club FY 21 - Mill & Fill Pavement Rehab SCOPE: Mill and fill 3" depth of existing streets. Portions of Sunset, N. Garden and S. Washington BUDGET: Estimated $ 2,365,572 FUNDING SOURCE: Engineering Capital Improvement Fund EST. COMPLETION: 5/30/2021 PROJECT STATUS: Streets have been selected by using Pavement Condition Survey and field review by Streets & City Engineer. This project is to address pavement condition only. These locations will not have any sidewalk/ADA improvements. Bland/Atkinson Turning Lane ON HOLD DUE TO BUDGET SCOPE: Build turn lane EBL traffic from S. Atkinson BUDGET: Estimated cost $100K FUNDING SOURCE: Special Electronics EST. COMPLETION: PROJECT STATUS: Design Complete A turning lane has never been able to be constructed due to electrical power poles. XCEL now has to replace damaged powerpoles and will now be able to removed obstructions for turning lane. This project to requested in FY 21 budget. E Hobson Road Design ON HOLD DUE TO BUDGET SCOPE: Perform design to improve Hobson Road from E. Earl Cummings Loop east to YO Crossing Road BUDGET: $65,000 FUNDING SOURCE: Capital Improvements Road Cores PO 22001555 $431.33 - Completed Design Services PO 22001652 $64,380.88 Topo Survey Performed by Engineering Department Geotech Testing Performed by Engineering Department EST. COMPLETION: May-20 PROJECT STATUS: Design 100% Design will be shelved, for future considerations or State call for projects. Habitat For Humanity Subdivision Development ON HOLD DUE TO BUDGET SCOPE: Construct cul-de-sac for Habitat Way Court BUDGET: Estimated cost $180K FUNDING SOURCE: Capital Improvement EST. COMPLETION: PROJECT STATUS: Design Complete The City created a subdivision in 2018 for low income housing. As owner/developer the City needs to construct the cul-de-sac. This project to requested in FY 21 budget. 6 Projects coordinated with Utility Departments RIAC Reservoirs SCOPE: (2) New Water Towers at RIAC BUDGET: Design Complete $ 178,500 PO 180704 Historic Documents $ 10,458 PO 190125 _ Const. Prof. Services $ 612,597 PO 22000643 Steel fabrication inspection, field rebar, coating certified inspection Const. Contractor $ 6,148,750 PO 22002556 Drinking Water Loan - $5,381,142 Principal - Forgiveness $389,463 Total Cost $ 6,950,304 FUNDING SOURCE: EPA Loan & Water Capital Fund EST. COMPLETION: Tower 1 Gillis St. January 2021, Tower 2 W. Martin St. August 2021. PROJECT STATUS: Time used 65%. Construction commenced 11.18.19. Tower 1 (next to old one on Gillis) is 90% complete, paint crew is on the project. Tower 2 on W. Martin St. is approximately 60%, steel tank being secured in final position. Paint on Tower 2 is next process. Large Diameter Valve Project SCOPE: Large Diameter Valve construction BUDGET: $1,438,96 (Bid) PO 22002823 - Revised cost = $1,640,040 FUNDING SOURCE: 2019 Legislative Grant $750,000 and Water Enterprise all over $750K EST. COMPLETION: 3/5/2021 PROJECT STATUS: 52% Engineering Department in house design and construction inspection and management. Work commenced May 4, 2020. Preliminary excavation and pipe measurements performed. Excavations revealed significantly different site conditions than the old construction plans showed. Change Order 1 addresseded this. Project History: Contractor waited on parts, which were delayed due to Covid19. During preliminary excavation and verification of pipe review, three of the four sites have significant differing site conditions. Pipe is not constructed or in postion as per plans. Contractor completed 36" water line on 8th St. near City Golf Course. Currently working location near west Cemetery entrance location. City Water Maintenance & Transmission Department has had to provide temporary service to Bethany Funeral Home, Cableone Offices and other customer on the east side of S. Main from Cemetery south to Hobbs St. 5th St. Sewer - Phase II - SCOPE: Replace existing 8" sewer in easement between E 5th St & Morningside BUDGET: $161,744.56 Awarded Amount. Final total cost was $157,102.77 FUNDING SOURCE: Sewer Fund FY 20 EST. COMPLETION: Completed PROJECT STATUS: Completed Engineering Dept. - in house design and construction inspection & management. Project complete and interal audit complete and closed out. Manhole Rehab Project 2020 SCOPE: Rehabilitate 53 sewer manholes. BUDGET: $204,343.03 award amount FUNDING SOURCE: FY 20 Budget EST. COMPLETION: 12.31.2020 PROJECT STATUS: 25% Engineering Department in house design and construction inspection and management. Contract awarded to Corrosion Resistant Coatings. Contractor began work August 17, 2020. Scheduled to be completed December 2020. Contractor working on manhole collar work to be completed mid October, 2020. Then will start concrete manhole interior work. WWTP Screw Press Improvements SCOPE: Install screw presses at WWTP BUDGET: Estimated $ 5,500,000 Loan is for design and construction FUNDING SOURCE: WWTP - Clean Water Loan EST. COMPLETION: Design March 2021 Construction July 2022 PROJECT STATUS: RFP process complete and project awarded to HDR for design and future construction professional services. HDR has submitted a proposal and task and format under review by NMENV and City Engineering. HDR reworking costs and contract to re-submit for final execution. WWTP Dissolved Oxygen Study SCOPE: Perform study of effluent at WWTP for oxygen values. BUDGET: $11,325 FUNDING SOURCE: WWTP FY 20 EST. COMPLETION: Nov-20 PROJECT STATUS: 90% HDR has been consulted to do study. Study is a result of EPA rule changes and will require WWTP modifications in the future. HDR reviewing possible solution alternatives. 7  CITY OF ROSWELL Infrastructure Committee Meeting Room A – Roswell Convention Center 912 N. Main St., Roswell, NM 88201 October 26, 2020 at 4:00 p.m. ACTION REQUESTED: Consider award of ITB-21-007, 300 Gallon Trash Receptacles w/Lids to Snyder Industries, LLC of Lincoln, NE. BACKGROUND: Initiated by: Abraham Chaparro Bid opening for ITB-21-007 was held on October 6, 2021 at 1:30pm. Two bids were received. Upon review of bids, Snyder Industries, LLC is recommended as the lowest qualified bid. Attached is award recommendation letter. FINANCIAL CONSIDERATION: The FY2021 Solid Waste Department budget is funding this project. LEGAL REVIEW: Not required for this item. BOARD AND COMMITTEE ACTION: Consider award of ITB-21-007, 300 Gallon Trash Receptacles w/Lids to Snyder Industries, LLC of Lincoln, NE. for Thursday, November 12, 2021 City Council consent agenda. STAFF RECOMMENDATION: Proceed with recommendation as presented. 8 9  CITY OF ROSWELL Infrastructure Committee Meeting Room A – Roswell Convention Center 912 N. Main, Roswell, NM 88201 Monday, October 26, 2020 at 4:00 p.m. ACTION REQUESTED: Non-Action Departmental Reports (Informational for Meeting Packets) BACKGROUND: Compiled by: Louis Najar Department Reports Listing: (Alphabetical listing) Central Control/Source of Supply - (Not submitted) Engineering Report Annual Maintenance Support Engineering Report Community Development Support Fleet Maintenance Solid Waste Departments – (Not submitted) Special Electronics Streets Department Water Maintenance & Transmission WWTP & Sewer FINANCIAL CONSIDERATION: None at this time. LEGAL REVIEW: Not applicable for this agenda item. BOARD AND COMMITTEE ACTION: Informational for meeting packets from departments associated with Infrastructure Committee. STAFF RECOMMENDATION: Not applicable for this item. 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24