Infrastructure Committee

ROSWELL INFRASTRUCTURE COMMITTEE AGENDA Monday, May 24, 2021, at 4:00 p.m. City Hall Large Conference Room 425 N. Richardson Ave., Roswell, New Mexico 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. April 26, 2021 1-3 E. Non-Action Items 2. Project Updates Discussion 4 - 13 F. Regular Items (Action Items) 3. Fire Hydrant Meter Policy 14 – 19 4. RFP-22-001 – Tree Services Scope of Work 20 - 22 G. Other Business (Non-Action) 5. Department Reports 23 - 40 6. Public Comments H. Adjourn (Next Meeting: June 28, 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 21-7. 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: 5.20.2021 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, May 24, 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 April 26, 2021 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4, NMSA 1978 and Resolution 21-7. ROLL CALL: The meeting convened at 4:00 p.m. with Chairman Roebuck presiding, Councilor Sanchez and Councilor Peterson being present, and Councilor Kennard participated via GoToMeeting. Staff Present: Juan Fuentes, Juan Salas, Abraham Chaparro, Lorenzo Sanchez, Trent Moore, Robert Glenn, Kevin Maevers, Joe Neeb, Quin Miller, Louis Najar, and Bernadette Lopez Guest(s) Present: Grace Sanchez, Aron Balok, Chris Cortez, and Juno Ogle 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 with Councilor Kennard participating via GoToMeeting. APPROVAL OF MINUTES: 1. April 26, 2021: Councilor Peterson moved to approve the minutes. Councilor Kennard 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 update for the Landfill Unit 5-A in which a Pre-Conference was held last week and J&H Services was awarded the project. Mr. Najar discussed the update for Lea/Deming, the 1938 bridge was torn down. Mr. Moore discussed the photos in the PowerPoint for the Library Restroom Build Back project. The roof was completed Friday. REGULAR ITEMS (ACTION): 3. Consider Award ITB-21-010 – 2021 Manhole Rehab Project: Mr. Najar discussed the picture on the PowerPoint slide. Three bids were received and Corrosion Resistant Coatings, Inc. was the low bid. Councilor Peterson moved to send Page 1 of 3 1  ITB-21-010, 2021 Sewer Manhole Rehabilitation to the consent agenda on the next City Council meeting. Councilor Kennard was the second. A voice vote of 4-0 was unanimous, and the motion passed with Councilor Kennard participating via GoToMeeting. 4. Consider Purchase of Fire Hydrants: Mr. Glenn stated his department was looking to replenish their stock of fire hydrants. He stated the funding from the current Warehouse budget was incorrect on the Abstract, funding is cash on hand. Councilor Peterson moved to consider approving the fire hydrant purchase from Baker Utility Supply to be put on the consent agenda for May 13, 2021 City Council meeting. Councilor Kennard was the second. A voice vote of 4- 0 was unanimous, and the motion passed with Councilor Kennard participating via GoToMeeting. 5. Consider Award RFP-21-005 Water Main Line Stop & Valve Insertions: Mr. Sanchez discussed the RFP and stated two proposals were received, J & H Services, Inc. and New Mexico Tap Master, Inc. Councilor Peterson moved to award RFP-21- 005 Water Line Stop & Valve Insertion Services to two contractors, J&H Services, Inc. and New Mexico Tap Master, Inc. to be sent to consent agenda for next City Council meeting. Councilor Kennard was the second. A voice vote of 4-0 was unanimous, and the motion passed with Councilor Kennard participating via GoToMeeting. 6. Consider direction of a Water Security Report: Mr. Najar read aloud the background from the Abstract which discusses the conception of a Water Security Report along with Mr. Najar’ s thoughts and recommendations. Mr. Aron Balok with Pecos Valley Artesian Conservancy District gave a brief report on the general concepts to consider with water rights. Mr. Chris Cortez with Atkins Engineering Associates, Inc., gave a brief report on water rights and production. Mr. Sanchez stated a Water Conservation Plan is being developed and will go before City Council in July 2021. Additional information will be gathered and direction to be discussed at the June, 2021 Infrastructure Committee Meeting. No action taken. 7. Sidewalk Repair Funding & Prioritization Resolution: Mr. Najar discussed the idea of the resolution. Councilor Peterson moved to consider Resolution 21-xx Sidewalk Repair Funding and Prioritization Program. Councilor Kennard was the second. A voice vote of 4-0 was unanimous, and the motion passed with Councilor Kennard participating via GoToMeeting. 8. Road Repair Funding & Prioritization Resolution: Chairman Roebuck made a friendly amendment to Resolution 21-xx in which items #2 and #3 will be combined into one classification. There were no objections and the motion was accepted. Mr. Najar discussed the techniques used for road repair. Councilor Peterson moved to consider Resolution 21-xx Road Repair Funding and Prioritization Program. Councilor Kennard was the second. A voice vote of 4-0 was unanimous, and the motion passed with Councilor Kennard participating via GoToMeeting. Page 2 of 3 2  9. NMDOT Call for Projects Resolution: Mr. Najar discussed the call for projects by NMDOT and the projects for recommendation with the latest cost estimates. Councilor Peterson moved to consider Resolution 21-xx to NMDOT’s Call for projects. Councilor Kennard was the second. A voice vote of 4-0 was unanimous, and the motion passed with Councilor Kennard participating via GoToMeeting. OTHER BUSINESS (Non-Action): 10. Department Reports: No discussion on reports. 11. Public Comments: Mr. Najar stated a public hearing to close out the Boys & Girls Club will be done at the same time the city can apply for future CDBG projects, and he suggested doing a sidewalk project. ADJOURN: The meeting adjourned at 5:41 p.m. The next scheduled meeting is May 24, 2021. Page 3 of 3 3  CITY OF ROSWELL Infrastructure Committee City Hall Large Conference Room 425 N. Richardson Ave., Roswell, NM 88201 Monday, May 24, 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 5-18-21 Capital Projects & Facilities Year 2019 Carpenter Park Splash Pad SCOPE: Construction of a Splash Pad at Carpenter's park ESTIMATED COST: $ 450,000 FUNDING SOURCE: CITY SHARE: $3,936.33 $ 314,907 DFA/GRANT #: 19-D2949 Legislative Appropriation $ - OTHER: BUDGET: Total Budget: $ 450,000 Total Payments: $ 3,936 Encumbered $ 322,779 Total Change Orders: $ - Current Balance: $ 127,221 PROJECT CODE NO.: FAC20.001 PURCHASE ORDER NO. 22100111 GL #: 26014311-817504 PROJECT SCHEDULE: EST. COMPLETION: PROJECT STATUS: Phase % Complete Conceptual, Design 100% Schematic Phase 100% Design Development Phase 100% Construction Documents Phase 100% RFP, ITB, CES, Proposal 100% Construction 95% Substantial Completion 0% Project Closeout 0% Vendor CES/Waide Notes: Estimated Completion 21-Apr 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. 12/28/20 - Construction has resumed.1/18/21 - Concrete pads have been poured. Infrastructure is complete. 2/12/21 - Installation of seating and top out electrical to commence the week of 2/15/21, weather permitting. 3/16/21 - Seating installation is complete and the electrical top out is 75%. Features to be installed April 2021. 5/18/21- Electrical top out complete and features have been installed, working on punch list, and signage in progress by Public Affairs. Upon completion, notify state for final inspection. Year 2019 McBride Veteran's Cemetery SCOPE: Construction of Honor guard and family shelter 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 Encumbered $ 42,416 Total Change Orders: $ - Current Balance: $ 473,584 PROJECT CODE NO.: FAC20.002 PURCHASE ORDER NO. 194140 GL #: 26014311-817504 Public Works PROJECT SCHEDULE: EST. COMPLETION: PROJECT STATUS: Phase % Complete Conceptual, Design 100% Schematic Phase 50% Design Development Phase 100% RFP, ITB, CES, Proposal 0% Construction 0% Substantial Completion 0% Project Closeout 0% Vendor Notes: Estimated Completion 0% 5  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. 12/21/20 - Revised conceptual design for presentation to GS on 1/27/21. 2/12/21- Conceptuals approved by council on 2/11/21, proceeding to complete schematic phase. 3/16/21 Schematic Phase is 50% complete. 5/18/21 - Schematic Phase and review 100% complete and project out for bid. 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: $ - Encumbered $ 282,334.00 Total Change Orders: $ - Current Balance: $ 288,265.00 PROJECT CODE NO.: PURCHASE ORDER NO. 22100607 GL #: 26014311 - 817504 PROJECT SCHEDULE: EST. COMPLETION: PROJECT STATUS: Phase % Complete Conceptual, Design 100% Schematic Phase 100% Design Development Phase 100% RFP, ITB, CES, Proposal 100% Construction 60% Substantial Completion 0% Project Closeout 0% Vendor CES/Holloway Notes: Estimated Completion Construction permit delayed 10/26/2020. Revised construction drawings, permit received, submittals reviewed and signed. Construction began the week of 12/21/2020. 1/18/21 - Wall paint and patching is continuing, bathroom reconfigure and repairs has started. Wall patching 90% complete. Patched area and painting 90% complete. Plumbing rough-in 100% ready for state inspection. New restroom access starting 2/15/21, weather permitting. 3/16/21- All rough-in plumbing and electrical is complete, and both have received and passed State of NM inspection. Framing to close off existing entry at 90%. New mold-proof wall sheeting has commenced. 5/18/21 - Mold sheeting, existing entry, and wall tile 100% complete. Floor tile 90%, epoxy grout being applied, fixture, and partition installation to commence after inspection. 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: $ - Encumbered $ 288,012.00 Total Change Orders: $ - Current Balance: $ 400,000.00 PROJECT CODE NO.: PURCHASE ORDER NO. 22100607 GL #: 26014311 - 817504 PROJECT SCHEDULE: EST. COMPLETION: PROJECT STATUS: Phase % Complete Conceptual, Design 100% Schematic Phase 100% Design Development Phase 100% RFP, ITB, CES, Proposal 100% Construction 60% Substantial Completion 0% Project Closeout 0% Vendor CES/Waide Notes: Estimated Completion 21-Jul 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. 1/18/21 - Executive level decision needed on camera and access package. Securing building exterior is 90% complete; roofing to start 2/22/21 due to weather delay on 2/15/21. 3/16/21- Roofing started February 2021 and is approximately 33% complete. Purchase order issued on February 2021 for Phase I & Phase II for electrical and security upgrade. Estimate start date of April 2021. 5/18/21- Roofing and vehicle storage are 100% complete. Security and cameras in progress 45% to date. Year 2020 Annex Transaction 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: Page 2 of 4 6  Total Payments: $ - Encumbered Total Change Orders: $ - Current Balance: $ - PROJECT CODE NO.: PURCHASE ORDER NO. GL #: PROJECT SCHEDULE: EST. COMPLETION: PROJECT STATUS: Phase % Complete Conceptual, Design 100% Schematic Phase 100% Design Development Phase 100% RFP, ITB, CES, Proposal 100% Construction 0% Substantial Completion 0% Project Closeout 0% Vendor 0% Estimated Completion 0% Notes: Site surveyed and proposal received 12/20. Pending executive level decision 12-30-20. 1/18/21 - Project placed on hold by Executive team. 5/18/21- On hold pending Executive level decision. Year 2020 316 North Richardson Building SCOPE: Demo ceiling and flooring for structural inspection. Build back for office space. ESTIMATED COST: $29,131- Demo and Report $868,160 - Remodel FUNDING SOURCE: CITY SHARE: DFA/GRANT #: $ 29,131 OTHER: BUDGET: Total Budget: Total Payments: $ 24,406.00 Encumbered $ 29,131.00 Total Change Orders: $ - Current Balance: $ 24,406.00 PROJECT CODE NO.: PURCHASE ORDER NO. 22100949 GL #: 11014013 - 725610 PROJECT SCHEDULE: EST. COMPLETION: PROJECT STATUS: Phase % Complete Conceptual, Design 0% Schematic Phase 0% Design Development Phase 0% RFP, ITB, CES, Proposal 100% Demo Construction 95% Demo Substantial Completion 95% Demo Project Closeout 0% Vendor Holloway Estimated Completion 20-Dec Notes: Demo completed 12/20, awaiting asbestos abatement. Remodel pending executive level decision. 1/18/21 Project placed on hold by Executive team. 5/18/21 - On hold pending Executive level decision. Year 2020 Convention Center Block Wall SCOPE: Construct block wall around outdoor garden area with access. ESTIMATED COST: $ 150,000 FUNDING SOURCE: CITY SHARE: $ - DFA/GRANT #: $ - OTHER: BUDGET: Total Budget: Total Payments: $ - Encumbered Total Change Orders: $ - Current Balance: $ - PROJECT CODE NO.: PURCHASE ORDER NO. GL #: PROJECT SCHEDULE: EST. COMPLETION: PROJECT STATUS: Phase % Complete Conceptual, Design 100% Schematic Phase 100% Design Development Phase 100% RFP, ITB, CES, Proposal 0% Construction 0% Page 3 of 4 7  Substantial Completion 0% Project Closeout 0% Vendor 0% Estimated Completion 0% Notes: Design completed by DPS during CC construction. Awaiting proposals.12/20. Proposals received and awaiting executive level decision 12/30/20. 1/18/21 - Project placed on hold by Executive team. 5/18/21 - On hold pending Executive level decision. Year 2020 Rebuild Dias Convention Center SCOPE: Reconfigure Dias layout ESTIMATED COST: FUNDING SOURCE: CITY SHARE: $ - DFA/GRANT #: $ - OTHER: BUDGET: Total Budget: Total Payments: $ - Encumbered Total Change Orders: $ - Current Balance: $ - PROJECT CODE NO.: PURCHASE ORDER NO. GL #: PROJECT SCHEDULE: EST. COMPLETION: PROJECT STATUS: Phase % Complete Conceptual, Design 0% Schematic Phase 0% Design Development Phase 50% RFP, ITB, CES, Proposal 0% Construction 0% Substantial Completion 0% Project Closeout 0% Vendor 0% Estimated Completion 0% Notes: Conceptual design is in progress 12/30/20. 1/18/21 - Met with multiple contractors and are awaiting design and project cost estimate. 2/1/21 - Proposed Budgetary Numbers where unacceptable, so we are proceeding with alternative options and will advise with a new direction. 3/16/21 - Met with contractor March 2021. Contractor is designing alternative options for presentation and budgetary numbers. 5/18/21 - On hold pending Executive level decision. Year 2021 Library Roof over Bondurant Room SCOPE: Remove exiting Spanish tile roof and replace with metal standing seam. ESTIMATED COST: $ 50,000 FUNDING SOURCE: FY21 Budget $ 43,073 CITY SHARE: $ - DFA/GRANT #: $ - OTHER: BUDGET: Total Budget: Total Payments: $ - Encumbered Total Change Orders: $ - Current Balance: $ - PROJECT CODE NO.: PURCHASE ORDER NO. GL #: 26014312 PROJECT SCHEDULE: EST. COMPLETION: PROJECT STATUS: Phase % Complete Conceptual, Design 100% Schematic Phase 100% Design Development Phase 100% RFP, ITB, CES, Proposal 100% Construction 0% Substantial Completion 0% Project Closeout 0% Vendor 0% Estimated Completion April-21 Notes: 2/16/21 - PO requisition entered. Construction to start immediately starting PO approved. 3/16/21- Roofing materials received March 2021. Awaiting State of NM permit. 5/18/21 - 100% complete. Page 4 of 4 8  City of Roswell Projects Status 5/18/2021 Street Projects & Other 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, audit completed. Reimbursement package in process. 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. Louis Najar met with J&H on April 20, 2021 to go over quantities, payments to date to resolve closure of project. 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. Bid Award Cost $1,020,353.00 FUNDING SOURCE: 2019 Legislative Grant $800,000 Low bid received Abraham's Const. $1,100,280.31 EST. COMPLETION: 9/30/2021 City Funds Required $406,299.31 PROJECT STATUS: 26% RFP for design awarded to Souder Miller & Associates in the amount of $103,018.95 Contractor has completed curb & gutter, sidewalk, ADA ramps on the Deming & northern Lea portion of project. Bridge removal of the 1938 bridge began Tuesday, April 20, 2021. Deming paving completed. Contractor forming new CBC structure. N. Garden Second Bridge - Roswell Livestock Auction Legislature 2021 - $889,000 for project SCOPE: Remove and replace bridge - roadway approaches from Cherry north to Spring River bridge BUDGET: Engr. Estimate $1,000,000 Requested FY 22 FUNDING SOURCE: 2021 Legislative Grant $889,000 EST. COMPLETION: 7/31/2021 City Funds Required $111,111 PROJECT STATUS: 0% City Engineering Department to survey, design, bid and construction management in-house. N. Atkinson Project - 2nd to Cherry St. SCOPE: ADA / Sidewalk & reconstruction of pavement Project to Open Bids June 8, 2021 BUDGET: ($1,ooo,000 NMDOT Share) Current Engr. Estimate $1,400,000, Required City funding $400,000 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 construction is to be charged to FY 22 Spring River Trail - Atkinson to Virginia Bids opened March 9, 2021 - Low Bidder - Constructors SCOPE: Trail maintenance improvements BUDGET: ($127,326 NMDOT Share) March 9, 2021 Low Bid Amount $159,485.45 Design PO #22002447 $27,039.20 Design Survey Performed by Engineering Department City Funding Req'd. $32,159.45 FUNDING SOURCE: FY 20 Budget Capital Improvements EST. COMPLETION: 7/31/2021 PROJECT STATUS: Design 100% Plans 100% complete. Final approval by NMDOT in August 2020. 1st bid of $208,501.08 rejected due to overbudget and only 1 bid. Rebid with adjusted scope of work opened bids March 9, 2021. Awaiting contract, bonds and insurance from Constructors to commence project. Preconstruction conference was held May 11, 2021. Work scheduled to begin June 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 $621,789, PO 22101230 Final Invoice = $376,640.75 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 (Actual $215,058.75) NMDOT Additional $176,229 EST. COMPLETION: Project Completed March 12, 2021 PROJECT STATUS: PO Approved by Council 12.10.2020 Construction completed. Hondo River Trail - 2nd to Virginia Project to bid in Fall 2021 - 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 60% design. NMDOT review for 30% milestone designt inspection was held 12.16.2020. 60% Plans were submitted May 17, 2021. 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 Final actual cost to WSCI = $1,112,479.03 HVACs $ 59,360.00 City Supplied Professional Services $ 42,595.00 JSH Engineering SENMCOG $ 15,000.00 Total Change Orders: $ 64,355.53 Total Cost $ 1,229,434.03 PROJECT SCHEDULE: August 2020 - April 8, 2021 PROJECT COMPLETION: 99% Awaiting final punch list completion & internal audit PROJECT STATUS: Project to awarded to White Sands Construction Co. Pre-construction held August 28, 2020. Contractor has commenced, currently completed is asphalt parking lot, most of concrete sidewalk, electrical. Working on concrete floor polishing, HVAC and ceiling work. 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. Change order 2 removal of two gym wood floor layers at a cost of $6000. Project also found damaged concrete sub-flooring in the original 1960s gymnasion. Change order 3 is gym floor remediation $34,816.09, and vent fire detectors in City provided HVAC units and ducting at $3,015.35. Change orders 4 was concrete polishing rework. $4,726.94. E. College - Pavement Maintenance - NMDOT COOP FY 22 Offer made by NMDOT Taking to City Council for resolution to support FY 22 SCOPE: Nova Chip - E. College - from Main to Atkinson BUDGET: Estimated Current project funding is: Requested for FY 22 Engineer Estimate $398,100; NMDOT $199,050, Recommended City funding $199,050 FUNDING SOURCE: Current Project Amount NMDOT Funding City Portions City additional EST. COMPLETION: FY 22 PROJECT STATUS: Project requested for FY 22 Budget Engineering requested to NMDOT to assist in E. College pavement maintenance, March 2021. April 2021 NMDOT made offer of funding. 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. 10 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 $1.4 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. 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 $699,706.77 - Hot Recycling only, hot recycled areas to be Micro-Surfaced, Estimated $513,418.64 FUNDING SOURCE: City Road Fund EST. COMPLETION: 5/7/2021 PROJECT STATUS: Project ready to go, need verified funding PO 2210103 $478,320.23 for micro surfacing Streets have been selected by using Pavement Condition Survey and field review by Streets & City Engineer. Hot recycling began March 15, 2021, and completed March 31, 2021. Micro-surfacing began March 30 & completed April 15, 2021. Streets included : 1. W. Poe from Main to Sunset, 2. S. Garden from Marker to McGaffey, 3. E. Mescalero from Garden to Atkinson 4. W 19th from Main to Union 5. N. Union from 19th to College, 5. S Union - from 2nd to McGaffey 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 22 - 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: Awaiting Funding 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 11 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. 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 75%. Construction commenced 11.18.19. Tower 1 (Gillis St.) has painting completed. Approximately 85% complete. Tower 2 (W Martin St) painting complete pain. Approximately 85% complete - finish crews are on the job. Tower 2 should be in service before May 1, 2021. Winds and cold have delayed operations on Tower 2. Large Diameter Valve Project FY 21 SCOPE: Large Diameter Valve construction BUDGET: $1,438,96 (Bid) PO 22002823 - Final cost = $1,666,029.46 FUNDING SOURCE: 2019 Legislative Grant $750,000 and Water Enterprise all over $750K EST. COMPLETION: Completed in Feb. 2021 PROJECT STATUS: 100% Need to close out with DFA/NMED 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. Change order 2 - Final was to reconcile final measured quantities in the amount of $4,588.71. Final payment in process Manhole Rehab Project 2020 SCOPE: Rehabilitate 53 sewer manholes. BUDGET: $204,343.03 award amount Final Cost - $202,294.19 FUNDING SOURCE: FY 21 Budget EST. COMPLETION: Completed Feb 2021 PROJECT STATUS: Project is Complete Engineering Department in house design and construction inspection and management. Contract work by Corrosion Resistant Coatings 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: Design is 30% complete. 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. Design in progress Manhole Rehab Project 2021 Low bidder is Corrosion Resitant Coatings SCOPE: Rehabilitate 48 sewer manholes. BUDGET: $ 250,000 Low Bid amount = $248,070.51 FUNDING SOURCE: FY 21 Budget EST. COMPLETION: 12/31/2021 PROJECT STATUS: Awaiting award by City Council Engineering Department in house design and also to perform construction inspection and management. Advertise March 7, 2021, Open bids April 13, 2021 - ITB-21-010. Contractor began May 17, 2021 12 Large Diameter Valve Project FY 22 SCOPE: Large Diameter Valve construction BUDGET: FUNDING SOURCE: Water Enterprise EST. COMPLETION: Completed in Feb. 2021 PROJECT STATUS: Engineering department to design & perform construction management, based on FY 22 budget for Water Maintenance Mountain View Middle School Waterline Awaiting agreement with RISD SCOPE: Design & Construct 10" water line to service Mt. View Middle Schools BUDGET: FUNDING SOURCE: Water Enterprise to be reimbursed by RISD EST. COMPLETION: PROJECT STATUS: Engineering department to design & perform construction management. Edgewood Water Line Phase II - Cherry east from Garden Ave. Water Trust Board Application in Process SCOPE: Replace problematic asbestos cement water main. BUDGET: Estimated $1,000,000, Construction Costs Only FUNDING SOURCE: FY 22 Water Maintenance & Transmission & Loan or Grant from NM Water Trust Board EST. COMPLETION: PROJECT STATUS: Plans 100%. Plans completed and project shelved and on hold due to budget. This project is to continue to replace asbestos cement water lines on Cherry St. and Edgewood neighborhood east of N. Garden Ave. Projects coordinated with Other Departments Cielo Grande All Inclusive Park - Grant 20-E2504 PO for BHI 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. Design team kickoff meeting was held Feb. 24, 2021 Cielo Grande Baseball Fields Complex - Grant 20-E2503 PO Approval by Council 1.14.2021 for BHI $526,795 for engineering. 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 has began survey of Cielo Grande Sports Complex area. ITB-21-009 - Municipal Landfill Unit 5A Awarded to J&H Services on April 8, 2021 SCOPE: Construct new Unit 5A at Roswell Landfill BUDGET: Bid amount with GRT $3,596785.60 FUNDING SOURCE: Solid Waste Fund - loan acquired for project EST. COMPLETION: Pre-Construction Conference Held April 20, 2021 PROJECT STATUS: 0% City Engineering Department assisting with oversight of bidding & construction management. Souder Miller & Associates performed design and will perform inspection and hands on construction management. Contractor began May 17, 2021. Pending delivery of filter material, project to be completed 7.31.2021. 13  CITY OF ROSWELL Infrastructure Committee City Hall Large Conference Room 425 N. Richardson Ave., Roswell, NM 88201 Monday, May 24, 2021 at 4:00 p.m. ACTION REQUESTED: Consider recommending approval of the Fire Hydrant Meter Policy. BACKGROUND: Initiated by Robert Glenn. This policy would establish the following: 1. Overall policy and primary purpose of fire hydrants 2. Condition and processes for issuance of hydrant meters and relocation of existing hydrant meters. 3. Process to disconnect and return hydrant meters 4. Allows exceptions to the policy by the Utility Director 5. Prohibits the use of mobile meters 6. Fee and deposit schedule for hydrant meters 7. Process and penalties for unauthorized use of fire hydrants FINANCIAL CONSIDERATION: This policy does establish a fee and deposit schedule that includes a deposit to cover the cost of replacing the meter, monthly connection fee, cost of bulk water and meter relocation fee. With the use of the new meters, there will be better accountability for monthly billing and location of the meters. LEGAL REVIEW: The City Attorney has approved this policy. BOARD AND COMMITTEE ACTION: The Finance Committee heard this policy on May 6, 2021. They recommended sending it to the next Infrastructure and Legal Committees for consideration. STAFF RECOMMENDATION: Consider recommending approval of the Fire Hydrant Meter Policy. 14  City of Roswell Policy Policy Name: Fire Hydrant Meters Effective Date: Policy Number: PW XXXX Revision Dates: Page 1 of 5 1.0 Purpose In order to ensure safe, reliable and high quality potable water for our customers, the City of Roswell (“City”) has enacted this policy related to fire hydrants and their use as follows: A. Establishing the overall policy and defining the primary purpose of a fire hydrant. B. Establishing the conditions and processes for issuance of fire hydrant meters and relocation of existing fire hydrant meters. C. Process by which a hydrant meter is disconnected and returned. D. Allowing exceptions to the policy and prohibiting use of mobile meters. E. Establishing the fees and deposit schedule for hydrant meters. C. Establishing the process and penalties for unauthorized use of fire hydrant. 2.0 POLICY The City of Roswell Utilities Department (Utilities Department) shall collect a deposit from every customer requiring a fire hydrant meter and appurtenances prior to providing the meter and appurtenances (see Section 8.0 regarding the Fees and Deposit Schedule). The deposit is refundable upon the termination of use and return of equipment and appurtenances in good working condition. The primary purpose of a fire hydrant is to provide water for fire suppression by the local Fire Departments. As such, the Fire Departments are authorized to use the fire hydrants for fire suppression and to provide maintenance of the fire hydrants per the City’s procedures provided that they: 1. Ensure that appropriate measures are in place to prevent backflow into the City’s system. This is of critical importance in order to prevent contamination to the potable water system. 2. Keep record of all hydrant use, attempt to quantify to the extent possible the amount of water that was used, and report this information to the Water Department on a regular basis per the department’s procedures. 3. Follow the general procedures listed below and any additional procedures as provided to the City’s Fire Administration Officials. Fire hydrant meters shall have a 2-1/2" swivel connection between the meter and fire hydrant. All Fire Hydrant Meters issued shall have a spring check valve as part of the installation. Spanner wrenches, designed for fire hydrant operation, are the only tool allowed to turn on water at the fire hydrant. Use of pipe wrenches is strictly prohibited Hydrant Meter Support: The user is responsible for supporting meter and backflow device at all times by means of cradling the meter from the bottom to provide support to the end furthest away from the hydrant. 15  City of Roswell Policy Policy Name: Fire Hydrant Meters Effective Date: Policy Number: PW XXXX Revision Dates: Page 2 of 5 A Reduced Pressure Zone (RPZ) backflow preventer will be required when connecting to any tank containing pesticides, herbicides, fertilizers or any other medium or high hazard substance. An approved, permanently installed air gap may be used if approved, in advance, by the Utility Department. The air gap shall be a minimum of 6” between the end of the pipe and the opening to the tank. The use of private fire hydrant meters on City hydrants is prohibited. All fire hydrant meters and appurtenances will be installed, relocated and removed by the Utilities Department. All fire hydrant meters and appurtenances shall be maintained by the Utilities Department. 3.0 CONDITIONS AND PROCESSES FOR ISSUANCE OF A FIRE HYDRANT METER Fire hydrant meters shall only be used for construction and maintenance related activities. No customer shall resell any portion of the water delivered to them through a fire hydrant issued by the City of Roswell. All water taken from a City hydrant for use outside the City limits of the City of Roswell shall be double rated as per City ordinance. This includes the monthly rental fee. The Utilities Department allows for the issuance of a temporary fire hydrant meter for a period not-to-exceed 3 months. An extension can only be granted in writing by the Utility Director or his/her designee for up to 60 additional days. A written request for an extension must be submitted by the customer at least 30 days prior to the 3 month deadline. No extension will be granted to any customer with a delinquent account with the Utility Department. Any customer requesting the issuance of a fire hydrant meter shall file an application with City of Roswell Water Billing Office. The customer must complete a “Fire Hydrant Meter Application” (Exhibit A) which includes the name of the company, the party responsible for payment, New Mexico CRS Identification number, requested location of the meter (a detailed map signifying an exact location), local contact person. Local phone number, a contractor’s license (or business license), description of specific water use, duration the meter will be in use at the site and the full name and address of the person responsible for payment. At the time of application the customer will pay their fees according to the rate established by the City of Roswell. No fire hydrant meter shall be furnished or relocated for any customer who has any delinquent account with the City of Roswell. After the fees have been paid and an account has been created, the meter shall be installed within 48 hours (by the second business day). 16  City of Roswell Policy Policy Name: Fire Hydrant Meters Effective Date: Policy Number: PW XXXX Revision Dates: Page 3 of 5 4.0 RELOCATION OF EXISTING FIRE HYDRANT METERS The customer will contact the Utilities Department to request the relocation of a meter a minimum of 48 hours in advance of the requested relocation date. A fee will be charged to their existing account and their account shall be current before a work order is generated for the meter’s relocation. The customer will supply where the meter is to be relocated and the customer must update the original Application for a Fire Hydrant Meter form with any changes as it applies to the new location (Exhibit A). Fire hydrant meters shall be read on a monthly basis. Customers will receive a monthly bill. If the account becomes delinquent, the meter will be removed. While fire hydrant meters and backflow devices are in service, commodity, base fee and damage charges, if applicable, will be billed to the customer on a monthly basis as described in Section 8.0. 5.0 DISCONNECTION OF FIRE HYDRANT METERS After three (3) months a "Notice of Discontinuation of Service" will be issued to the site and the address of record to notify the customer of the date of discontinuance of service. An extension can only be granted in writing from the Utilities Director or his/her designee for up to 60 additional days (as stated in Section 3.0). If the extension has not be approved, the meter will be removed after 3 months of use. Upon completion of the project, the customer will notify the Utilities Department to request the removal of the fire hydrant meter and appurtenances. A work order will be generated for the removal of the meter. The Utilities Department staff will remove the meter and backflow prevention assembly and return it to the City Warehouse. Once returned to the warehouse, the meter and backflow device will be serviced as needed. The Warehouse Staff will contact the Water Billing Department and notify them of the final read and any changes resulting from damages to the meter and backflow device or its appurtenances. The charges will be added to the customer’s final bill. A final bill will be sent to the address of record. Any customer who has an outstanding balance will not receive additional meters. Outstanding balances due may be taken out of deposits and any balances refunded to the customer. Any balances still due will be turned over to the Water Billing Department for collection. Outstanding balances may also be transferred to any other existing accounts. 6.0 EXCEPTIONS Any request for exceptions to this policy shall be presented, in writing, to the Utilities Director, or his/her designee for consideration. The decisions of the Utilities Director shall be final. 17  City of Roswell Policy Policy Name: Fire Hydrant Meters Effective Date: Policy Number: PW XXXX Revision Dates: Page 4 of 5 7.0 MOBILE METER Mobile meters will not be allowed. If there are multiple- area uses for one customer, such as street sweeping, hydro- seeding, water trucks, jet rodders, hydro-blasting and concrete cutters, then arrangements will be made to place fire hydrant meters in various geographic areas for use by the customer. These meters will be used solely by one customer. Locking down the customer side of the meter will be the responsibility of the customer. 8.0 FEE AND DEPOSIT SCHEDULES The fees and deposits are based on actual reimbursement of costs of equipment, materials and services performed. These deposits and fees will be amended, as needed, based on actual costs. Deposits will be refunded at the end of use of the fire hydrant meter (upon return of equipment in good working condition and all outstanding balances on account are paid). Deposits can also be used to cover outstanding balances. All fees for equipment, installation, testing, relocation and other costs related to this program are subject to change without prior notification. Fees and deposits are based on the following: Meter Deposit is based on the actual replacement cost of the meter and all appurtenances or any portion thereof. Monthly connection fee is based on the cost of a 3” service either inside or outside of the City of Roswell. Bulk Water per 1000 gallons is based on the current bulk water rate set by resolution of the City Council. Relocation fee is based on current time/material/equipment rate billed by the Utilities Department. 9.0 UNAUTHORIZED USE OF WATER FROM FIRE HYDRANT Use of water from any fire hydrant without a properly issued and installed fire hydrant meter and backflow device is theft of City property. Customers who use water for unauthorized purposes or without a Utilities Department issued meter will be prosecuted to the fullest extent of the law. Unauthorized water use shall be billed to the responsible party. Water use charges shall be based on meter readings, or estimates when no meter readings are available. In case of unauthorized water use, the customer shall be charged all charges which would have applied if proper authorization for the water use had been obtained, including, but not limited to, monthly service charges, installation charges and removal charges. 18  City of Roswell Policy Policy Name: Fire Hydrant Meters Effective Date: Policy Number: PW XXXX Revision Dates: Page 5 of 5 If there is any damage to City property (i.e., fire hydrant, fire hydrant meter, backflow device, various appurtenances), then the cost of repairs or replacements will be charged to the customer of record (Applicant). If any Fire Hydrant Meter is used with reclaimed water, then that meter will not be allowed to be used again with any potable water supply and the customer will incur the cost of replacing the meter and backflow device. Approved as To Form: ______________________________________ Date:__________________ City Attorney Policy Approved: ______________________________________ Date:__________________ Joseph Neeb, City Manager Policy Approved by City Council _____________________________ 19  CITY OF ROSWELL Infrastructure Committee City Hall Large Conference Room 425 N. Richardson Ave., Roswell, NM 88201 Monday, May 24, 2021 at 4:00 p.m. ACTION REQUESTED: Consider approval of scope of work for RFP-22-001 Tree Removal, Disposal and Trimming Services. BACKGROUND: Initiated by: Kevin Maevers The City has trees or limbs that fall or are hazardous throughout City Right of Way or City property and require immediate removal services to ensure the safety of citizens. FINANCIAL CONSIDERATION: To be funded from the FY2022 Code Enforcement budget. LEGAL REVIEW: Contracts to be reviewed by the Legal Department upon award. BOARD AND COMMITTEE ACTION: Consider approval of the scope of work for RFP-22-001 Tree Removal, Disposal and Trimming Services and recommend to City Council for the June 10, 2021 meeting. STAFF RECOMMENDATION: Consider recommending to City Council the scope of work for RFP- 22-001 Tree Removal, Disposal and Trimming Services for the June 10, 2021 meeting. 20  DRAFT SCOPE OF WORK CITY OF ROSWELL PURCHASING DEPARTMENT 425 N RICHARDSON AVE ROSWELL NM 88201 LUPITA EVERETT CHIEF PROCUREMENT OFFICER L.EVERETT@ROSWELL-NM (575) 637-6222 REQUEST FOR PROPOSAL RFP NUMBER: RFP-22-001 RFP NAME: TREE REMOVAL, DISPOSAL AND TRIMMING SERVICES DEPARTMENT: CITY WIDE COMMODITY CODE: 96888 TREE AND SHRUB REMOVAL SERVICES DUE DATE & TIME: TUESDAY, JULY 13, 2021, 2:00 P.M. Anticipated Schedule Action: Responsibility: Date: 1. Issue RFP City of Roswell 06/20/2021 2. Deadline to Submit Written Questions Offeror 07/01/2021 3. Response to Questions via Addendum Procurement Manager 07/06/2021 4. Submission of Proposal: 2:00 PM Offerors 07/13/2021 5. Evaluation Start Date: 07/14/2021 Evaluation Committee 07/16/2021 6. Recommendation to Infrastructure Procurement Manager or 07/26/2021 7. Committee Recommendation of Award to City Council designee Procurement Manager or 08/12/2021 8. Notice of Award Procurement Manager designee 08/13/2021 9. Protest Period Effect Date: 08/14/2021 08/28/2021 10. Contract Negotiations/Executed City Manager 08/30/2021 Evaluation Criteria (1) Past Experience: Offeror must list (3) References – each worth 10 points 30 Pass = 10 points -limit to (3) requested / Fail = 0 Points for each not listed. (2) Minimum One Year Experience 10 (3) Offeror shall provide a list all relative equipment, tools, saws, etc. 30 (4) Familiarity with City of Roswell Area 10 (5) Offeror shall provide a list of all Crew and Personnel Resources 20 Total Possible Points: 100 Page 1 of 2 21  DRAFT SCOPE OF WORK SCOPE OF WORK / SPECIFICATIONS I. General A. City’s Intent The City of Roswell is seeking proposals from Offerors to remove, dispose, clean up, cut down or remove hazardous trees or limbs on City Right of Way or City property. This RFP can serve as emergency calls, as on-call or as needed basis throughout the City. The City may award this RFP as a Multiple-Source Award to responsive Offerors to have available a pool of Offerors if it is in the City’s best interest. B. Background The City of Roswell has trees or limbs that fall or are hazardous throughout City Right of Way or City property and require immediate removal services to ensure the safety of citizens. II. Statement of Work C. General 1. The Offeror shall provide the following to complete the service: a) Proper Insurance. b) Work crew necessary to complete the task within appropriate time frame, as required by the City’s Representative. c) Proper and all necessary equipment, such as bucket truck or lift to be able to reach a minimum of sixty feet in height and saws capable of removing trees up to 48 inches in diameter. d) Emergency, on call service. e) For emergency call out must respond within a maximum of thirty minutes from call out and begin work immediately. f) Remove or make tree safe immediately and remove debris within 24 hours. 2. The Offeror shall furnish a) Immediate repair, replacement or reimbursement of cost, of any public or privately owned property damage while performing services, such as but not limited to, curbs, street, sidewalks, sprinkler systems, landscaping, fences, structures, vehicles, etc. 3. The City will provide traffic control and barricades when needed or required. 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 that 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. Page 2 of 2 22  CITY OF ROSWELL Infrastructure Committee City Hall Large Conference Room 425 N. Richardson Ave., Roswell, NM 88201 Monday, May 24, 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 Engineering Report Annual Maintenance Support Engineering Report Community Development Support Fleet Maintenance Solid Waste Departments 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. 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40