Infrastructure Committee

AMENDED ROSWELL INFRASTRUCTURE COMMITTEE AGENDA Monday, January 4, 2021, at 4:00 p.m. Meeting Room A – Roswell Convention Center 912 N. Main, Roswell, NM 88201 Committee Chair: Jacob Roebuck Committee Vice Chair: Margaret Kennard Committee Members: George Peterson, Savino Sanchez Staff Coordinator: Louis Najar A. Call to Order B. Roll Call C. Approval of the Agenda D. Approval of Minutes 1. November 23, 2020 1-3 E. Non-Action Items 2. Project Updates Discussion 4 - 13 F. Regular Items (Action Items) 3. Consider RFP-21-004 Scope of Work General Construction Services 14 - 17 4. Consider Award ITB-21-006 Lea/Deming Bridge 18 - 21 5. Consider Award Professional Services Cielo Grande Fields 22 - 31 G. Other Business (Non-Action) 6. Department Reports 32 - 47 7. Public Comments H. Adjourn (Next Meeting: January 25, 2021) 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: 12.28.2020 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, January 4, 2021 4:00 PM - 6:00 PM (MDT) Please join my meeting from your computer, tablet or smartphone. https://global.gotomeeting.com/join/929161493 You can also dial in using your phone. United States: +1 (571) 317-3122 Access Code: 929-161-493 New to GoToMeeting? Get the app now and be ready when your first meeting starts: https://global.gotomeeting.com/install/929161493 Help Desk – 500-0587  Regular Meeting of the Infrastructure Committee Held in the Convention Center November 23, 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 4:00 p.m. with Chairman Roebuck presiding, Councilor Peterson, Councilor Sanchez, and Councilor Kennard being present. Staff Present: Lorenzo Sanchez, Phillip Sanchez, Rebecca Hicks, Juan Salas, Juanita Jennings, Louis Najar, Bernadette Lopez, and Abraham Chaparro participated via GoToMeeting. Guest(s) Present: Grace Sanchez APPROVAL OF AGENDA: Councilor Peterson moved to approve the agenda. Councilor Kennard was the second. A voice vote of 4-0 was unanimous, and the motion passed. APPROVAL OF MINUTES: 1. October 26, 2020: Councilor Peterson moved to approve the minutes. Councilor Kennard was the second. A voice vote of 4-0 was unanimous, and the motion passed. NON-ACTION ITEMS 2. Smart Water Meters Project Close Out Presentation: Mr. Colby Greer with Yearout Energy gave a presentation on the close out of the smart water meters. 3. Projects Updates Discussion: Mr. Najar discussed the large valve project on 3rd Street/Wyoming Street. Mr. Najar discussed the update for the opening of the West gate at the cemetery. Chairman Roebuck inquired about the levels of water pressure for the large valve project. Mr. Najar responded there every project has an impact. 4. Keep Roswell Beautiful Benches: Mrs. Jennings discussed this item. 5. MainStreet Roswell Benches: 1 Mrs. Jennings discussed this item. Chairman Roebuck inquired about the placement and location of the benches in regards to limited space and who will be overseeing that. Mr. Najar responded Engineering can assist with that. REGULAR ITEMS (ACTION): 6. Purchase of Landfill Compactor: Councilor Peterson moved to approve a new Caterpillar Model 836K from Wagner Cat. Mrs. Hicks discussed this item. Councilor Kennard was the second. A voice vote 4-0 was unanimous, and the motion passed. 7. BHI Agreement – Inclusive Park Design: Councilor Kennard moved to recommend the approval of the service agreement between BHI to the December 10, 2020 City Council Meeting on the consent agenda. Mr. Najar discussed this item. Chairman Roebuck inquired about the community input in regards to the design of the park. Mr. Najar responded as part of the design, they will ask the Horizon Group, Parks Department, and incorporate users for feedback on the design. Councilor Peterson was the second. A voice vote of 4-0 was unanimous, and the motion passed. 8. HDR Agreement- Dewatering Facility Design: Councilor Peterson moved to approve Professional Services Agreement for design of a Waste Water Treatment Plant Dewatering Facility to HDR Inc. of Albuquerque, NM to be placed on the consent agenda for the next City Council Meeting. Mr. Najar discussed this item. Councilor Peterson inquired about a drain being installed in the building. Mr. Najar responded that he and Lorenzo Sanchez will double check that in the design. Councilor Kennard was the second. A voice vote of 4-0 was unanimous, and the motion passed. 9. Ordinance 20-XX Clean Water Loan Interest Adjustment: Councilor Kennard moved to recommend advertising proposed Ordinance 20- XX at the December 10, 2020 City Council Meeting. Mr. Najar discussed this item. Councilor Peterson was the second. A voice vote of 4-0 was unanimous, and the motion passed. 10. FY 21 Pavement Maintenance POs- Dustrol Inc.: Councilor Peterson moved to send Hot in Place Recycling of Asphalt Pavements to Dustrol Inc. to be placed on the consent agenda for the next City Council Meeting. Mr. Najar discussed this item. Chairman Roebuck inquired about overwatering from businesses and the remedies. Mr. Najar responded there is an Ordinance for that and people can contact Code Enforcement, Lorenzo Sanchez, or fill out the Fix It Form with their concerns on the City’s website. Councilor Kennard was the second. A voice vote of 4-0 was unanimous, and the motion passed. 11. FY 21 Pavement Maintenance POs- IPR Ltd.: Councilor Peterson moved to send to consent agenda Micro-Surfacing to IPR Ltd. at the next City Council Meeting. Mr. Najar discussed this item. Councilor Kennard was the second. A voice vote of 4-0 was unanimous, and the motion 2 passed. 12. FY 21 Pavement Maintenance POs- Brasier Asphalt Inc.: Councilor Peterson moved to send to consent agenda Brasier Asphalt Inc. at next City Council Meeting. Mr. Najar discussed this item. Councilor Kennard was the second. A voice vote of 4-0 was unanimous, and the motion passed. OTHER BUSINESS (Non-Action): 13. Department Reports: Mr. Najar discussed the arrival of the new street sweeper, 220 Elgin Broom Bear. 14. Public Comments: Mr. Najar reminded the Committee that there will be items for the December Infrastructure Committee Meeting. ADJOURN: The meeting adjourned at 4:53 p.m. The next scheduled meeting is December 28, 2020. 3  CITY OF ROSWELL Infrastructure Committee Meeting Room A – Roswell Convention Center 912 N. Main, Roswell, NM 88201 Monday, January 4, 2021 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 project updates report; Facilities Department 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. 4  City of Roswell Projects Status Updated 12-21-20 Capital Projects & Facilities Year 2019 Carpenter Park Splash Pad SCOPE: Construction of a Splash at Carpenter's park ESTIMATED COST: $ 450,000 FUNDING SOURCE: $ 3,936 CITY SHARE: 0 $ 314,907 DFA/GRANT #: 19-D2949 Legislative Appropriation $ - OTHER: BUDGET: Total Budget: $ 318,843 Total Payments: $ - Total Change Orders: $ - Current Balance: $ 318,843 PROJECT CODE NO.: FAC20.001 PURCHASE ORDER NO. GL #: 26014311-817504 Public Works PROJECT SCHEDULE: EST. COMPLETION: PROJECT STATUS: Phase % Complete Design RFP 100% Programming Phase 100% Schematic Phase 100% Design Development Phase 100% Construction Documents Phase 100% Construction RFP 100% Construction 15% Substantial Completion 0% Notes: Project Closeout 0% In Design Phase with Vortex / 3/17/20: design 100%; received proposal from vendors. Will take to Infrastructure Committee end of March and Council in April. Construction start date first of May (estimated). NOO 1 Approved. Segregated account has been developed and funds transferred. Presenting to Infrastructure Committee on April 27, 2020. Construction started 11/2020. 12/7/20 Construction on hold as construction crew and plumbing crew in COVID-19 isolation. Year 2019 McBride Veteran's Cemetery SCOPE: ESTIMATED COST: $ 516,000 FUNDING SOURCE: $ - CITY SHARE: 0 $ 516,000.00 DFA/GRANT #: D2950 - Legislative Appropriation $ - OTHER: BUDGET: Total Budget: $ 516,000 Total Payments: $ 42,416 A&E Total Change Orders: $ - Current Balance: $ 558,416 PROJECT CODE NO.: FAC20.002 PURCHASE ORDER NO. 194140 GL #: 26014311-817504 Public Works PROJECT SCHEDULE: EST. COMPLETION: PROJECT STATUS: Phase % Complete Design RFP 25% Programming Phase 25% Schematic Phase 25% Design Development Phase 0% Construction Documents Phase 0% Construction RFP 0% Construction 0% Substantial Completion 0% Notes: Project Closeout 0% In Design with Huitt-Zollars 3/17/20: Awaiting on topographical map from Engineering. Proposal for AE available on 03/07/20. Conceptual design received and under review with General Services and Veteran's group.12/16/20 5 Year 2020 Spring River Zoo Cougar Exhibit SCOPE: ESTIMATED COST: $ 495,508 FUNDING SOURCE: FY20 Budget / Donations $ 495,508 CITY SHARE: $ - DFA/GRANT #: $ - OTHER: BUDGET: Total Budget: $ 495,508 Total Payments: $ (495,508) Total Change Orders: $ (52,018) Current Balance: $ - PROJECT CODE NO.: PURCHASE ORDER NO. 22001430 GL #: 11014232-817504 Spring River Zoo PROJECT SCHEDULE: 26906230-792200 Zoo Donations EST. COMPLETION: PROJECT STATUS: Phase % Complete Design RFP 100% Programming Phase 100% Schematic Phase 100% Design Development Phase 100% Construction Documents Phase 100% Construction RFP 100% Construction 100% Substantial Completion 100% Notes: Project Closeout 100% Waiting on Flood Plain Permit from CID / 3/17/20: plans completed. Dirt work completed. Foundation completed. Block work beginning mid- week. Block work, fencing, cages and landscaping completed 100%. Mountain Lion residing in exhibit. 12/16/20 Year 2020 Library Restroom Build Back SCOPE: Replace existing scale system with more modern above ground scale system. ESTIMATED COST: $ 288,265 FUNDING SOURCE: FY21/ Insurance $ 135,776 CITY SHARE: $ - DFA/GRANT #: Insurance Claim $ (152,489) OTHER: BUDGET: Total Budget: $ 288,265 Total Payments: $ - Total Change Orders: $ - Current Balance: $ 288,265.00 PROJECT CODE NO.: PURCHASE ORDER NO. GL #: PROJECT SCHEDULE: EST. COMPLETION: PROJECT STATUS: Phase % Complete Design RFP 0% Programming Phase 0% Schematic Phase 0% Design Development Phase 100% Construction Documents Phase 100% Construction RFP 0% Construction 5% Substantial Completion 0% Notes: Project Closeout 0% Construction permit delayed 10/26/2020. Revised construction drawings, permit received, submitals reviewed and signed. Construction to begin week of 12/21/2020. 6 Year 2020 Charlie Mc Vay Softball Complex - Netting SCOPE: Installation of new netting in common area. ESTIMATED COST: $218,119 FUNDING SOURCE: FY20 Budget $ 218,119 CITY SHARE: $ - DFA/GRANT #: $ - OTHER: BUDGET: Total Budget: $ 218,119 Total Payments: $ - Total Change Orders: $ - Current Balance: $ 218,119.00 PROJECT CODE NO.: N/A PURCHASE ORDER NO. 22001358-01 GL #: 11014231-817504 PROJECT SCHEDULE: EST. COMPLETION: PROJECT STATUS: Phase % Complete Design RFP 100% Programming Phase 100% Schematic Phase 100% Design Development Phase 100% Construction Documents Phase 100% Construction RFP 100% Construction 100% Substantial Completion 100% Notes: Project Closeout 100% Project 100% complete. Currently in close out. Year 2019 Police Evidence Storage SCOPE: Secure old FACMAN (Facility Maint.) Shop for PD Evidence Storage ESTIMATED COST: $ 400,000 FUNDING SOURCE: FY20 Budget $ 400,000 CITY SHARE: $400,000 $ - DFA/GRANT #: $ - OTHER: BUDGET: Total Budget: $ 400,000 Total Payments: $ (288,012.00) Total Change Orders: $ - Current Balance: $ 111,988.00 PROJECT CODE NO.: PURCHASE ORDER NO. GL #: PROJECT SCHEDULE: EST. COMPLETION: PROJECT STATUS: Phase % Complete Design RFP 0% Programming Phase 0% Schematic Phase 100% Design Development Phase 100% Construction Documents Phase 0% Construction RFP 0% Construction 0% Substantial Completion 0% Notes: Project Closeout 0% Phase one scope: Roof repairs, secure outer structure and alarm. Anticipate purchase order release week of 12/14/20 and construction to begin January 2021. 7 Year 2020 Museum Fire & Security SCOPE: New Fire & Security Sytem for Museum ESTIMATED COST: $ 800,000 FUNDING SOURCE: $ 800,000 CITY SHARE: $ - DFA/GRANT #: $ - OTHER: BUDGET: Total Budget: $ 800,000.00 Total Payments: $ - Total Change Orders: $ - Current Balance: $ 800,000.00 PROJECT CODE NO.: PURCHASE ORDER NO. GL #: PROJECT SCHEDULE: EST. COMPLETION: PROJECT STATUS: Phase % Complete Design RFP 100% Programming Phase 100% Schematic Phase 100% Design Development Phase 100% Construction Documents Phase 100% Construction RFP 100% Construction 100% Substantial Completion 100% Project Closeout 95% Notes: In Close-Out Year 2020 Annex Transation Window SCOPE: Remove window and install transaction drawer ESTIMATED COST: $ 25,000 FUNDING SOURCE: Cares Act Funding CITY SHARE: $ - DFA/GRANT #: $ - OTHER: BUDGET: Total Budget: Total Payments: $ - Total Change Orders: $ - Current Balance: $ - PROJECT CODE NO.: PURCHASE ORDER NO. GL #: PROJECT SCHEDULE: EST. COMPLETION: PROJECT STATUS: Phase % Complete Design RFP 0% Programming Phase 0% Schematic Phase 0% Design Development Phase 100% Construction Documents Phase 0% Construction RFP 0% Construction 0% Substantial Completion 0% Project Closeout 0% Notes: Site surveyed, awaiting proposals and schedule.12/10/20. 8  City of Roswell Projects Status 12/18/2020 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: Completed 11.6.2020 PROJECT STATUS: 100% Project awarded to Abraham's Construction. Project began January 27, 2020. Engineering performing internal audit of quantities. Final payment to be completed 12.4.20 Country Club/Main Traffic Signal: SCOPE: Upgrade traffic signals at Country Club and Main. Final cost $528,668.20 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 Change order was submitted to contractor 12.17.2020 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 $65k savings. Lea/Deming Bridge Bids Opened 12.8.2020, Award to Council January 14, 2021 SCOPE: Remove and replace bridge BUDGET: Balance of Grant - $693,981. Current Engr. Estimate $1,561,435.16 FUNDING SOURCE: 2019 Legislative Grant $800,000 Low bid received Abraham's Const. $1,100,280.31 EST. COMPLETION: 12/31/2021 City Funds Required $406,299.31 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 N. Atkinson Project - 2nd to Cherry St. SCOPE: ADA / Sidewalk & reconstruction of pavement Project on hold until Spring 2021 due to funding reallocations. 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. The funding of this project is being used to fund pavement maintenance and other change orders for N. Garden Bridge. Spring River Trail - Atkinson to Virginia Project to advertise Dec. 6, 2020, open bids Jan. 12, 2021 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. Project to advertise December 6, 2020. Open bids January 12, 2021. Work to start approximately March 2021. 9 N. Main - Pavement Maintenance - COOP PO Approved by Council 12.10.2020 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 $621,789 Current NMDOT agreement NMDOT Funding $161,582 Current NMDOT agreement City Portions $53,861 Current NMDOT agreement City additional $406,346 EST. COMPLETION: PROJECT STATUS: PO Approved by Council 12.10.2020 Recommend full width project of $621,789 Construction tentative for March 2021 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. NMDOT review for 30% milestone designt inspection was held 12.16.2020 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, Current cost $1,060,116.93 due to Change Order 1 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: $ 11,993.43 Total Cost $ 1,177,071.93 PROJECT SCHEDULE: August 2020 - February 2021 PROJECT COMPLETION: 14% PROJECT STATUS: Project to awarded to White Sands Construction Co. Pre-construction held August 28, 2020. Contractor has commenced, currently performing flooring removal, removal of sidewalk sections to be repaired, ceiling tile removals, helical piers, curb work and electrical work have all began. Change order 1 was required to replace damaged cieling insulation in Teen Room, Game Room, Computer Lab and adjacent bathrooms. This CO 1 = $11,993.43. Project has also found damaged concrete sub- flooring in the gymnasion. This is under review. 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. 10 FY 21 - Hot Recycling & Micro-surfacing Pavement Maintenance PO approved by Council on 12.10.2020 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. Work scheduled for March 2021. FY 21 - Only Micro-surfacing Pavement Maintenance ON HOLD DUE TO BUDGET 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. This work to be resubmitted for budget year FY 22. FY 21 - Nova Chip Pavement Maintenance ON HOLD DUE TO BUDGET SCOPE: Place Nova-Chip pavement maintenance lift (plant mix wearing course) - Portions of N. Atkinson BUDGET: Estimated $ 445,197 FUNDING SOURCE: City Road Fund EST. COMPLETION: 5/30/2021 PROJECT STATUS: This work to be resubmitted for budget year FY 22. This is N. Atkinson that has already been crack sealed by Streets Department. FY 21 - Mill & Fill Pavement Rehab ON HOLD DUE TO BUDGET 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. This work to be resubmitted for budget year FY 22. 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 This NBL to Bland turning lane could never be constructed due to XCEL power poles. In 2019 a pole was damaged and as such, City requested that power pole be relocated to allow future constrution of turning lane. Design is complete and awaiting funding. Will be requested in future budget cycle. E Hobson Road Widening ON HOLD DUE TO BUDGET SCOPE: Widen Hobson Road from E. Earl Cummings Loop east to YO Crossing Road, with turning lanes at Hobson/Earl Cummings 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: Unknown until funded PROJECT STATUS: Design 100% This project would be conducive to development and access to Roswell Air Center. Plans are complete and project is ready to be prepared for bids if funding becomes available Habitat For Humanity Subdivision Development ON HOLD DUE TO BUDGET SCOPE: Construct cul-de-sac for Humanity Way Court BUDGET: Estimated cost $180K FUNDING SOURCE: Capital Improvement EST. COMPLETION: Unknown until funded 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 to be requested in future budget cycles. 11 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 67%. Construction commenced 11.18.19. Tower 1 has painting completed. Approximately 85% complete. Tower 2 painting underway should complete painting in January 2021. Winds have delayed paint operations on Tower 2. 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: 54% 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. Contractor completed S. Main/Cemetery repairs. At time of this report 3rd/Wyoming to be completed by 12.24.2020 Manhole Rehab Project 2020 SCOPE: Rehabilitate 53 sewer manholes. BUDGET: $204,343.03 award amount FUNDING SOURCE: FY 20 Budget EST. COMPLETION: 1/31/2021 PROJECT STATUS: 86% Complete Engineering Department in house design and construction inspection and management. Contract awarded to Corrosion Resistant Coatings. Contractor began work August 17, 2020. Work is progressing satisfactorily. WWTP Screw Press Improvements PO for design approved by Council 12.10.2020 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. Agreement has been signed by consultant and City. Design kick off meeting between NMENV, HDR and City was held on 12.16.2020 WWTP Dissolved Oxygen Study SCOPE: Perform study of effluent at WWTP for oxygen values. BUDGET: $11,325 FUNDING SOURCE: WWTP FY 20 EST. COMPLETION: Study complete Nov. 2020 PROJECT STATUS: 100% HDR was consulted to do study. Study indicates that Waste Water Treatment Plant will require modifications to meet new EPA requirements. WWTP is looking over alternatives and will request budget in FY 22 12 Projects coordinated with Other Departments Cielo Grande All Inclusive Park - Grant 20-E2504 PO for design services approved by Council 12.10.2020 SCOPE: Design and construct All Inclusive Park and amenities BUDGET: Grant Amount $ 1,461,000 Design Services $ 150,966 PO 1 _ Const. Bid PO Other Total Cost FUNDING SOURCE: DFA Grant & City Funds possible EST. COMPLETION: Dec. 2021 PROJECT STATUS: 0% Engineering assigned this project November 6, 2020. Will team with Parks Department for this project. BHI will be consultant. The current schedule is to complete design Spring 2021 and construct project by 12.31.2021. Contract is under review by City legal. Cielo Grande Baseball Fields Complex - Grant 20-E2503 PO Approval request to go to Infrastructure 12.28.2020 SCOPE: Design and construct baseball field complex BUDGET: Grant Amount $ 850,000 Design Services Unknown PO 1 _ Const. Bid PO Other Total Cost FUNDING SOURCE: DFA Grant & City Funds possible EST. COMPLETION: Dec. 2021 PROJECT STATUS: 0% Engineering assigned this project November 19, 2020. Will team with Parks Department for this project. BHI proposal undergoing approval process. 13  CITY OF ROSWELL INFRASTRUCTURE COMMITTEE MEETING ROOM A – ROSWELL CONVENTION CENTER 912 MAIN, ROSWELL, NM 88201 MONDAY, January 4, 2021 AT 4:00 P.M. ACTION REQUESTED: Consider approval of Scope of Work for RFP-21-004 General Construction for various citywide construction projects. BACKGROUND: Initiated by: Frank (Trent) Moore & Abraham Chaparro An RFP is required to make available a pool of responsive contractors for performing construction services for various citywide projects for each fiscal year. FINANCIAL CONSIDERATION: Each project to be funded from the appropriate department budget. LEGAL REVIEW: Final RFP document to be reviewed by Parker Patterson. BOARD AND COMMITTEE ACTION: Discuss and make recommendations for approval of the Scope of Work for RFP-21-004 General Construction to post on January 24, 2021. STAFF RECOMMENDATION: Recommends to approve RFP-21-004 Scope of Work. 14  CITY OF ROSWELL DRAFT 12-21-2020 REQUEST FOR PROPOSAL RFP NUMBER: RFP-21-004 RFP NAME: GENERAL CONSTRUCTION SERVICES DEPARTMENT: CITY WIDE COMMODITY CODE: 90638 GENERAL CONSTRUCTION - ARCHITECTURAL DUE DATE & TIME: JANUARY 24, 2020, 2:00 P.M. ANTICIPATED SCHEDULE Action: Responsibility: Date: 1. Issue RFP City of Roswell 01/24/2021 2. Pre-Proposal **Mandatory** Go To Meeting 10:00 A.M. Offeror 02/03/2021 3. Deadline to Submit Written Questions Offeror 02/10/2021 4. Response to Questions via Addendum Procurement Manager 02/12/2021 5. Submission of Proposal: 10:00 AM Offerors 02/23/2021 6. Evaluation Start Date : 02/24/2021 Evaluation Committee 03/12/2021 8. Recommendation to INFRASTRUCTURE Committee Procurement Manager or 03/23/2021 9. Recommendation of Award to City Council designee Procurement Manager or 04/08/2021 10. Notice of Award Procurement Manager designee 04/09/2021 11. Protest Period Effect Date: 04/10/2020 04/24/2021 12. Contract Negotiations/Executed City Manager 04/26/2021 SCOPE OF WORK / SPECIFICATIONS I. General A. City’s Intent The City of Roswell is seeking sealed proposals for services of various General Construction throughout the city as deemed necessary by the city. This can serve as on an on-call basis or as an as needed basis and will serve to protect the many facilities throughout the city. The city may be awarding this RFP as a Multiple-Source Award to two or more responsive contractors. II. Statement of Work A. The Offeror shall provide: 15  1. The Offeror shall provide General Construction and improvements on various projects as identified by the City’s Facilities Maintenance Department on as a needed or on call basis. 2. The Offeror shall furnish for each project, laborers, material, permits, bonds, insurance, traffic control, safety measures, and any other item that may be required for each. 3. This is a qualifications based selection with cost as a consideration. The Offeror is required to provide the qualifications and other documents within the Technical Proposal as requested in this RFP. B. The City will provide: 4. The City will provide plans or blueprints per project, if required. 5. The City will quote a bid from any of the Offerors awarded this contract to provide a quote III. General Conditions for Proposal A. Contract Term The duration of the contract will be for one (1) year from the date signed. Further, this contract may be renewed, expanded and extended by mutual agreement in annual increments for a renewal period of one (1) year for up to three (3) renewals, provided the funds for subject contract are available and approved annually by the City Council and that the Offeror has established a satisfactory record of performance. B. Evaluation Criteria The award of a contract for construction shall take into consideration certain contractor qualification and performance factors that add value to a procurement contract. Factors such as contractor past performance, technical expertise and experience, management capabilities and resources, will form the basis for the criteria to be considered, in addition to price to perform the scope of work. Award shall be made in accordance with the terms, conditions, and requirements stated herein. The criteria below aligns with the 1.4.8 NMAC 2007 Rules that govern the process. 1. TECHNICAL PROPOSAL a) Letter of Submittal – Campaign Contribution Form Mandatory b) Past Performance 10 POINTS  Contractor Qualifications Statements  Performance Quality & Overall Customer Satisfaction  Compliance with Applicable Laws & Regulations  Safety Performance Record 2. MANAGEMENT PLAN 10 POINTS a) Management Team b) Technical Approach to Project 3. PROJECT STAFFING/CRAFT LABOR CAPABILITIES 10 POINTS a) Participation in Skill Training b) Reliable Staffing Sources/Project Staffing 16 4. HEALTH AND SAFETY 10 POINTS a) Summary of program & training 5. OTHER/VALUE ADDED CRITERIA 10 POINTS a) NM produced work b) Local Crafts/Labor 6. PRICE PROPOSAL 50 POINTS 7. INTERVIEWS (If Held) 50 POINTS GRAND TOTAL POSSIBLE POINTS: ___150 _____ 17  CITY OF ROSWELL Infrastructure Committee Meeting Room A – Roswell Convention Center 912 N. Main, Roswell, NM 88201 Monday, January 4, 2021 at 4:00 p.m. ACTION REQUESTED: Consider award of ITB-21-006 Lea & Deming Bridge Reconstruction project to Abraham’s Construction Inc. of Albuquerque, NM, in the amount of $1,100,280.31 which includes GRT. BACKGROUND: Initiated by: Louis Najar This project was allocated a Legislative Grant in the amount of $800,000. From the grant, professional services for design was $103,018.95. This leaves a balance of $696,981.05 for construction. Bids were opened on December 8, 2021. Three bids were received. Qualified low bidder is Abraham’s Construction in the amount of $1,100,280.31 which includes tax. FINANCIAL CONSIDERATION: This project will be funded by grant balance of $696,981.05 and Capital Improvement funds of $403,299.26. This project was approved for current FY 21 budget. LEGAL REVIEW: Not applicable for this agenda item. BOARD AND COMMITTEE ACTION: Consider award of ITB-21-006 Lea & Deming Bridge Reconstruction project to Abraham’s Construction Inc. of Albuquerque, NM, in the amount of $1,100,280.31 which includes GRT, and recommend to City Council of January 14, 2021. STAFF RECOMMENDATION: Proceed with award as presented. 18 19 20 21  CITY OF ROSWELL Infrastructure Committee Meeting Room A – Roswell Convention Center 912 N. Main, Roswell, NM 88201 Monday, January 4, 2021 at 4:00 p.m. ACTION REQUESTED: Consider recommendation to approve professional services agreement in the amount of $526,795 for survey and master plan of Cielo Grande Sports Complex in Cielo Grande area to BHI of Albuquerque, NM. BACKGROUND: Initiated by: Louis Najar The City of Roswell was awarded Grant 20-E2503 to plan, design, construct and furnish baseball fields at the Cielo Grande sports complex in Roswell, Chaves County. The location and general concepts were approved by City Council on October 8, 2020. Amount of the grant is $850,000. It is recognized that a baseball field complex in the magnitude as desired requires access, parking, drainage, utilities, conceptual, and cost estimates. As such it is prudent to have a master plan for the Cielo Grande sports complex as the initial step. From the master plan the next step is the details and costs for the baseball field complex requested. Per RFP-20-004, On Call Engineering Professional Services, BHI was selected to perform design professional services for this endeavor. FINANCIAL CONSIDERATION: The design costs will be reimbursed through Grant 20-E2503. This project is funded in current FY 21 Capital Improvements budget. LEGAL REVIEW: Agreement will be submitted to City Attorney for review prior to City Manager signature. BOARD AND COMMITTEE ACTION: Consider recommendation to approve professional services agreement in the amount of $526,795 for survey and master plan of Cielo Grande Sports Complex in Cielo Grande area to BHI of Albuquerque, NM. Recommendation of approval would go to January 14, 2021 City Council meeting. STAFF RECOMMENDATION: Proceed with BHI as presented. 22 December 18, 2020 Mr. Louis Najar City of Roswell Director of Engineering and Infrastructure PO Box 1838 Roswell, NM 88202 Re: Cielo Grande Sports Complex Proposal for Survey and Master Planning Engineering Services Roswell, NM Dear Mr. Najar: We are excited to present this proposal for the Master Planning Services of the Cielo Grande Sports Complex in Roswell. Based on our conversations, we understand that City of Roswell is proposing to expand the existing sports complex that currently includes twin high school varsity soccer fields, youth league soccer complex, concession stands, youth league flag football fields, restrooms/press box facilities, a skate park, the Roswell Recreation Center. The proposed expansion would create a Master Plan for the 370 acres that would incorporate the proposed inclusive park, an 8-field baseball complex, access, parking, driveways, pedestrian access, drainage and utility infrastructure for the complex and major events. The entire Master Planning area is will be bounded by College Boulevard to the north, Sycamore Avenue to the west, 8th Street to the south and Montana Avenue to the east. This proposal includes the following scope of work items as outlined in the request for proposal documents provided to us. Based on the scope document, items 5 (Furnishings of Complex), 7 (100% CD Plans) and 9 (Specifications and Bid Doc Book) will be provided as addendums to this contract when the Master Planning effort is completed and the phasing, costs, and scope of work can be better defined. 1) Design Survey a) Topographic Survey 2) Design Report a) Overall Drainage Management Plan 3) Planning & Draft Plat a) Master Planning Report b) Public and Governmental Coordination c) Environmental d) Draft Plat 4) Reimbursable Expenses The scope of services for the above items are further detailed in the following proposal. Future construction documents and final platting efforts as necessary will be a part of a separate proposal as an addendum provided in the future once the scope of those phases are better defined. \\a-abq-fs\BusinessDevelopment\ROSWEL~1\05-ONC~1\2021OC~1\BASEBA~1\10-RES~1\06-TEC~1\CDPABQ\CIELOG~1.DOC 23 Mr. Louis Najar City of Roswell December 18, 2020 Page 2 If this proposal is acceptable, please sign in the space provided below. This project will be pursuant to the terms and conditions of our current City of Roswell On-Call Contract Agreement #2021-OC017. The project will be under on-call Engineering Professional Services and Inspection RFP Number: 20-004. Please return the signed original to this office and keep a copy for your records. This proposal is subject to renegotiation if not accepted within thirty (30) days. If any portion of this scope extends in duration for more than one year from the date of acceptance, the contract is subject to renegotiation. Time and materials items will be computed in accordance with the Fee Schedule in effect at the time the services are invoiced. New Mexico gross receipts tax will be added to all invoices. Sincerely, ACCEPTED: BY (Signature) Jeffrey L. Mulbery, PE, LEED, AP BD+C Senior Vice President (Printed Name) Community Development & Planning TITLE JLM/AMP/jcm Enclosures DATE \\a-abq-fs\BusinessDevelopment\ROSWEL~1\05-ONC~1\2021OC~1\BASEBA~1\10-RES~1\06-TEC~1\CDPABQ\CIELOG~1.DOC 24  SCOPE OF SERVICES AND ASSOCIATED FEES SURVEY AND MASTER PLANNING ENGINEERING SERVICES – CIELO GRANDE SPORTS COMPLEX TO: LOUIS NAJAR – CITY OF ROSWELL DECEMBER 18, 2020 PAGE 1 OF 6 1) DESIGN SURVEY (TOPOGRAPHIC SURVEY) a) Topographic Survey The mapping of the approximately 370 acres will be accomplished through aerial mapping using Stero-Photogrammetric means as well as conventional field surveying. The topographic survey will collect enough data to support a one-foot contour interval. The survey will also include planimetric features such as edge of pavement, curb & gutter, concrete structures, drive pads, fences, drainage structures, grade breaks and visible utilities. Manhole invert depths and pipe sizes will be recorded for any sanitary or storm drain manholes within the survey limits if the survey crew is able to open the manhole safely. For underground utilities, a Designate Locate Request will be submitted to NM811. Once the utility owners mark their underground facilities, the painted marks will be surveyed, and the information incorporated into the site mapping database. The mapping database will be in Civil 3D 2021 format and will include 2D & 3D planimetrics and an existing surface DTM file. A minimum of eight control points will be established within the project area included aerial target panels. A certified control report will also be provided. LUMP SUM FEE: SEE FEE TABLE SUMMARY 2) DESIGN REPORT (OVERALL DRAINAGE MANAGEMENT PLAN) a) Overall Drainage Management Plan i) Preliminary Investigation BHI will gather and review existing as-built data and reports for existing drainage for: • College Blvd (e.g. inlets / outfalls); • North Spring River and crossing of Sycamore Ave • Cielo Grande Sports Complex • Previous Airport development • Roswell Master Drainage Plans BHI drainage will conduct a site visit to photograph and qualitatively assess existing infrastructure as well as existing watershed conditions for both on-site and off-site analysis. ii) Onsite and Offsite Drainage Analysis BHI will prepare an analysis of the offsite drainage conditions for flow paths reaching the approximately 370-acre master planning area. This will include obtaining surface data, land use, soils information and developing HEC-HMS models to predict the flow rates for the applicable design and check storms identified by the City. This effort includes preliminary sizing of a concrete box \\a-abq-fs\BusinessDevelopment\ROSWEL~1\05-ONC~1\2021OC~1\BASEBA~1\10-RES~1\06-TEC~1\CDPABQ\CIELOG~1.DOC 25  SCOPE OF SERVICES AND ASSOCIATED FEES SURVEY AND MASTER PLANNING ENGINEERING SERVICES – CIELO GRANDE SPORTS COMPLEX TO: LOUIS NAJAR – CITY OF ROSWELL DECEMBER 18, 2020 PAGE 2 OF 6 culvert to pass the anticipated flows from North Spring River under the future 8th St. re-alignment. BHI will prepare a hydrologic analysis of onsite drainage conditions within the approximate 370-acre master planning area. This will include an existing conditions analysis, as well as 1 iteration of the hydrology for the proposed layouts. This is expected to include modeling existing and proposed major ponds. This analysis will include conceptual sizing for inlets / outlets of the ponds, as well as large internal conveyances (storm drain or open channels) using cursory methods (Manning’s calculations). iii) Report Under this task BHI will prepare a Preliminary Drainage Report to document the existing and proposed conditions analysis, results and recommendations. The report will include preliminary sizing and cost estimates for the major drainage facilities. Minor internal drainage infrastructure will be analyzed, sized, and costed by others. The report will be provided to the City for review and comments received will be addressed and a Final Drainage Report will be provided. LUMP SUM FEE: SEE FEE TABLE SUMMARY 3) PLANNING AND DRAFT PLAT a) Master Planning Report BHI will be partnering with Surroundings as a subconsultant to assist in the Master Planning efforts. As a team, we will integrate the different infrastructure components and needs for the proposed development into a cohesive planning document that can be used a guide for future construction projects within the complex. As requested, we will be submitting the master plan report at the following milestone intervals: 30%, 60%, 90% and 100%. As a part of this effort, we will also be providing cost estimates for the proposed improvements at each of those submittals. BHI will take part in design coordination meetings with the authorities having jurisdiction as well as be attend review meetings of the submittal at each milestone. These will consist of virtual meetings to maintain social distance and cost savings due to travel. i) Data Gather, Research and Analysis We will research applicable regulation codes related to land use planning, water and energy infrastructure, etc as well as research and document existing recreational complexes for Client comparison. In addition, we will conduct a site visit to photo document the site and analyze the available infrastructure systems to assist in creating a programming matrix for the potential facilities. \\a-abq-fs\BusinessDevelopment\ROSWEL~1\05-ONC~1\2021OC~1\BASEBA~1\10-RES~1\06-TEC~1\CDPABQ\CIELOG~1.DOC 26  SCOPE OF SERVICES AND ASSOCIATED FEES SURVEY AND MASTER PLANNING ENGINEERING SERVICES – CIELO GRANDE SPORTS COMPLEX TO: LOUIS NAJAR – CITY OF ROSWELL DECEMBER 18, 2020 PAGE 3 OF 6 ii) Conceptual Master Site Plan We will prepare a Conceptual Master Site Plan for the proposed development that includes the various programming matric of facilities. This plan will also outline the required roadways, parking and access points as well as be integrated with the surrounding existing infrastructure and facilities. This plan will incorporate the appropriate internal traffic circulation for the anticipated large events taking place at the complex. iii) Conceptual Master Grading Plan BHI will prepare a Conceptual Master Grading Plan for the proposed development. This plan will provide conceptual grading to facilitate the overall grading concepts for the development in accordance with the City of Roswell regulations and in conjunction with the overall Master Plan Layout. This plan will consist of a narrative detailing the proposed grading concepts, and an exhibit showing the conceptual grading scheme, ponding areas, and main storm drain trunk infrastructure. Conceptual Master Utility Plan BHI will prepare a Conceptual Master Utility Plan for the proposed development. This plan will display the existing utilities as well as the anticipated layouts for the extension of gas, electric, sanitary sewer, domestic and fire supply systems as needed. The project development utility demands will be coordinated with the design team. This information will be used for conceptual sizing purposes of the proposed infrastructure to support the ultimate buildout of the entire development. It is anticipated that the City of Roswell and the communication system provider will assist in providing BHI with the necessary conceptual design for any required communications system. iv) Master Plan Report We will create presentation boards defining concepts that express all scope elements into the site plan with sections, material concepts, shade concepts, planting concepts and lighting concepts. We will also develop a minimum of two draft photomontages focused on the visitor’s experience of the baseball fields project. In addition, we will outline a phasing strategy indicating a phased build- out in a time frame specified by the Client. As a part of this effort, a Master Plan Booklet with all the completed materials will be provided to the City of Roswell for review and comment. Based on various stakeholder meetings and comments from the milestone submittals, we will revise and incorporate critical decisions into the Final Master Plan Report. We will create refined color site plan renderings and finalize a minimum of two “on the ground” photomontages for press/funding related purposes. We will refine the associated cost estimate based on the Final Master Plan Booklet and include final master plan concepts, infrastructure and facility recommendations, meetings documentation and phasing along with graphic \\a-abq-fs\BusinessDevelopment\ROSWEL~1\05-ONC~1\2021OC~1\BASEBA~1\10-RES~1\06-TEC~1\CDPABQ\CIELOG~1.DOC 27  SCOPE OF SERVICES AND ASSOCIATED FEES SURVEY AND MASTER PLANNING ENGINEERING SERVICES – CIELO GRANDE SPORTS COMPLEX TO: LOUIS NAJAR – CITY OF ROSWELL DECEMBER 18, 2020 PAGE 4 OF 6 exhibits. We will provide all final documents in PDF format optimized for web and press quality as well as one printed and bound copy. LUMP SUM FEE: SEE FEE TABLE SUMMARY b) Public and Governmental Coordination It is anticipated that a total of 6 meetings will be included as part of the Master Planning effort with the appropriate user groups, steering committees, public input, Council committees and the full Council. It is our expectation that all coordination and outreach will be done under virtual conditions for the foreseeable future. Should the public health conditions improve, and opportunities for in-person events become appropriate, our team can most definitely adjust. As an overall approach to outreach, we propose two targeted focus group meetings to engage specific user groups and key stakeholders. These events will be focused on identifying needs/wants and vetting preferred solutions. In conjunction with the focus group meetings, BHI will also facilitate two public (virtual) workshops with interactive elements to collect public input and feedback on solutions. Supporting the virtual outreach meetings will be online questionnaires and visual surveys to collect input in creative ways while maintaining social distance. It is assumed that the City's website and social media initiative will be used to help distribute details on the project. As a final component of the outreach, our team will include two virtual events with the City Council. We recommend a City Council workshop early on in the project development stage, followed by a final presentation to the City Council when the preferred alternative is complete. LUMP SUM FEE: SEE FEE TABLE SUMMARY c) Environmental BHI will evaluate the Master Planning Area and provide recommendations on anticipated environmental permit requirements or concerns. It is our understanding that no environmental/archeological reports, permitting, or mitigation will be required for the Master Planning efforts. LUMP SUM FEE: SEE FEE TABLE SUMMARY d) Draft Plat Initial research will be conducted online via Tyler Web to obtain plats and deeds for subject property and adjoining properties, as well as current ownership information. It is our understanding that the City will provide available Subdivision Plats for the parcels that the City currently owns. It is also our understanding that some parcels are not yet transferred to the City ownership. Therefore, BHI will complete a Draft of a Minor Subdivision Plat for the entire Master Planning are in coordination with the City based on available information. Title reports will be required for the subject property from a local title company prior to final platting efforts or processing, therefore those services are not included. \\a-abq-fs\BusinessDevelopment\ROSWEL~1\05-ONC~1\2021OC~1\BASEBA~1\10-RES~1\06-TEC~1\CDPABQ\CIELOG~1.DOC 28  SCOPE OF SERVICES AND ASSOCIATED FEES SURVEY AND MASTER PLANNING ENGINEERING SERVICES – CIELO GRANDE SPORTS COMPLEX TO: LOUIS NAJAR – CITY OF ROSWELL DECEMBER 18, 2020 PAGE 5 OF 6 A minor subdivision plat will be developed for the following lot/tracts for the purpose of realigning Nevada Avenue and 8th Street: • Lot 2, Valley Christian Summary Plat (Book X, Page 22B, recorded 02/19/2004) • Tract A, O.M.A. Subdivision (Book R, Page 33, recorded 12/06/1995) • Tract E, O.M.A. Subdivision (Book R, Page 33, recorded 12/06/1995) • Land of Annie Lea Garry as described on Garry Tract Boundary Survey (Book S, Page 88, recorded 12/20/2019) • Land of the 1st Church of Nazarene as described as Tract 2 in a certain deed recorded in Book 292, Page 834. The portion of Eighth Street lying east of Sycamore Avenue is to be realigned to connect to that portion of Eighth Street lying west of Sycamore Avenue. Nevada Avenue is to be realigned to run directly south to intersect with the new Eighth Street alignment. The last two tracts listed above (Garry tract and 1st Church of Nazarene tract) are to be acquired by the City of Roswell prior to platting action. Any effort directly related to the acquisition of this property is excluded from this scope of work. All other tracts are assumed to be currently owned by the City. Monuments will also be placed at the new tract corner locations and at any existing tract corner that is missing monumentation after the plat has been certified by a New Mexico Licensed Land Surveyor. LUMP SUM FEE: SEE FEE TABLE SUMMARY 4) REIMBURSABLE EXPENSES Reimbursable Expenses include, but are not limited to, document reproduction costs, vehicle gas and mileage expenses, and project related fees paid by BHI on your behalf. LUMP SUM FEE: SEE FEE TABLE SUMMARY Cielo Grande Sports Complex - BHI Scope and Fee Estimate 18-Dec-20 Scope of Services 1. Design Survey (Topographic Survey) $56,021 2. Design Reports (Overall Drainage Management Plan) $92,950 3a. Master Planning Report $267,523 3b. Public and Governmental Coordination $35,900 3c. Environmental $3,300 3d. Draft Plat $29,644 4. Reimbursable Expenses $3,000 Total (excluding NMGRT) $488,338 7.875% NMGRT $38,457 \\a-abq-fs\BusinessDevelopment\ROSWEL~1\05-ONC~1\2021OC~1\BASEBA~1\10-RES~1\06-TEC~1\CDPABQ\CIELOG~1.DOC 29  SCOPE OF SERVICES AND ASSOCIATED FEES SURVEY AND MASTER PLANNING ENGINEERING SERVICES – CIELO GRANDE SPORTS COMPLEX TO: LOUIS NAJAR – CITY OF ROSWELL DECEMBER 18, 2020 PAGE 6 OF 6 ASSUMPTIONS The fees listed above are for the services as specifically described therein. The following assumptions further clarify the scope of work: 1. This proposal has been prepared assuming services would be provided as described above. Specific items of service not in this proposal include but are not limited to the following: potholing, camera investigation, construction staking, certified topographic map development, right-of-way mapping or preparation of legal descriptions for easements. Some of the services excluded above can be provided at your request, and for others, we can recommend reputable firms. 2. Underground utilities within the survey area are to be marked by the facility owners, initiated by BHI’s Design Locate Request with NM811. Subsurface Utility Exploration (SUE) Services are not included. BHI will not be responsible for any deficiencies or lack of responses from the facility owners. 3. Final Plat and Plat Processing is not included. It’s our understanding that a few of the parcels within the Master Plan area are not yet condemned and transferred to the City. It is also our understanding that at this time Title Reports will not be provided therefore finalizing the Plat and processing it for recording is not included. 4. Detailed drawings intended for agency submittals or bidding are not included. 5. Onsite or Offsite construction plans are not included at this time. A separate proposal will be provided based on the project needs/budget determined as a result of this effort. 6. Geotechnical investigations and lab testing is not included and is anticipated to be provided by the City of Roswell. 7. Submittal fees are not included and will be paid directly by the owner or will be invoiced as a reimbursable expense if needed. 8. Environmental and Archaeological Investigation services are not included. A basic archeological investigation might be required (unless one has recently been performed for the site), and we can provide recommendations for reputable professionals to provide this service. 9. All permitting efforts are not anticipated and are therefore excluded. 10. Master Planning services for communication services for the proposed development are not included; it is assumed these will be handled by the City of Roswell and the utility provider. 11. Modeling of the onsite utility system including gas, electric, water and sewer is not included. 12. Any analysis or modeling of public/offsite infrastructure, including electric, gas, communications, water, sewer, roadways, etc., is not included. 13. It is anticipated that the concrete box culvert for the North Spring Creek crossing will be a DOT standard. 14. FEMA processing of any kind is excluded. 15. A traffic impact analysis study is not included but can be provided under a separate proposal if required. \\a-abq-fs\BusinessDevelopment\ROSWEL~1\05-ONC~1\2021OC~1\BASEBA~1\10-RES~1\06-TEC~1\CDPABQ\CIELOG~1.DOC 30  BOHANNAN HUSTON, INC. FEE SCHEDULE HOURLY RATES AUGUST 29, 2020 1 2 3 4 5 6 7 ENGINEER $100 $120 $140 $160 $180 $215 $240 Civil, Structural, Mechanical, Electrical SURVEYOR $100 $120 $140 $160 $180 $215 $240 TECHNICAL MANAGER $100 $120 $140 $160 $180 $215 $240 IT, GIS, Spatial Data, Construction, Project Manager PLANNER $95 $105 $120 $135 $155 $190 $230 Community, Transportation SOFTWARE DEVELOPER $100 $125 $150 $175 $200 $225 $250 GIS PROFESSIONAL $90 $100 $115 $130 $145 $180 $210 Geographic Information Systems TECHNICAL CONSULTANT $90 $110 $125 $135 $145 $155 $175 IT & CADD Consulting TECHNICAL SPECIALIST $72 $77 $82 $92 $102 $115 $135 Engineering Tech, Survey Tech, Geospatial Analyst, Graphics Specialist CONSTRUCTION OBSERVER $70 $75 $80 $90 $105 $120 $160 MATERIALS TECHNICIAN $55 $65 $70 $75 $85 $105 $125 Field and Laboratory Materials Testing ADMINISTRATIVE PROFESSIONAL $105 $115 $125 $140 $160 $210 $235 Administrative, Marketing, Technical Writing ADMINISTRATIVE ASSISTANT $55 $65 $75 $85 $95 $105 $120 . MATERIALS AND REIMBURSABLE EXPENSES Plotting, Printing and Binding As invoiced at cost of labor and materials. Courier / Delivery Service - As invoiced by provider. Mileage Two-Wheel Drive Vehicle rate as published for the IRS Standard Mileage Rate. Four-Wheel Drive Vehicle rate is the IRS Standard Mileage Rate plus $0.10 per mile. Per Diem/Travel Field personnel in accordance with the latest GSA Schedule based on location of service. Office/Professional staff travel costs, meals and lodging will be billed at cost. Survey Equipment Charge - $25.00/Hour. Survey Material Charge - $2.50/Hour. Expert Witness - Rates shall be negotiated based on the requirements of the contract with a minimum of four hours while in court. Other Direct Project Expenses - At Cost. Overtime - Performed upon request of the client; will be invoiced at 1.30 times the standard hourly rate. Applicable Gross Receipts or Sales and Use Tax - Added to all fees charged for professional services unless they are exempt and official documentation is on file with Bohannan Huston, Inc. 31  CITY OF ROSWELL Infrastructure Committee Meeting Room A – Roswell Convention Center 912 N. Main, Roswell, NM 88201 Monday, January 4, 2021 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: Not applicable for this agenda item. 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. 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47