Infrastructure Committee

ROSWELL INFRASTRUCTURE COMMITTEE AGENDA Monday, June 26, 2023, at 4:30 p.m. City Hall Large Conference Room 425 N. Richardson Ave., Roswell, New Mexico 88201 Committee Chair: Jason Perry Committee Vice Chair: Angela Moore Committee Members: Cristina Arnold, Jeanine Corn-Best Staff Coordinator: Louis Najar A. Call to Order B. Roll Call C. Approval of the Agenda D. Approval of Minutes 1. May 22, 2023 1-3 E. Non-Action Items 2. Project Updates Discussion 4–9 3. Airport Infrastructure Update 10 – 11 4. Veteran’s Cemetery Project Update 12 F. Regular Items (Action Items) 5. Urgent 20” Repair – W. 2nd St. 13 - 15 6. Final Change Order – Edgewood Waterline Project II 16 – 22 7. RFP – Tree Trimming & Disposal Services 23 – 28 8. Bids Mescalero Bridge Project: ITB-23-023 29 – 31 9. Water Trust Board Award Country Club Reservoirs 32 – 35 10. Water Trust Board Award Hobson Road Flood Prevention 36 – 39 G. Other Business (Non-Action) 11 Department Reports 40 - 52 12. Public Comments H. Adjourn (Next Normally Scheduled Meeting: July 24, 2023) 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 23-01. 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. Printed and posted: 6.21.2023 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 Monday, June 26, 2023 4:30 PM - 5:30 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 City Hall May 22, 2023 Notice of this meeting was given to the public in compliance with Sections 10-15-1 through 10-15-4, NMSA 1978 and Resolution 23-01. ROLL CALL: Due to technical difficulties, the meeting convened at 4:39 p.m. with Chairman Perry presiding, Councilor Best, Councilor Arnold being present, and Councilor Moore participating via GoToMeeting. Staff Present: Abraham Chaparro, Debbie Reyer, Jennifer Griego, Lorenzo Sanchez, Robert Glenn, Mike Mathews, Chad Cole, Thomas McAlister, Della Andazola, Amalia Martinez, Glenda Allen, Toby Franco, Becky Hicks, Louis Najar, and Bernadette Lopez Guest(s) Present: Rita Kane-Doerhoefer, Mike Espiritu, and Terri Harber Bruce Andler and Councilor Julianna Halvorson participated via GoToMeeting APPROVAL OF AGENDA: Councilor Moore moved to approve the agenda as presented. Councilor Best was the second. A voice vote of 4 -0 was unanimous, and the motion passed with Councilor Moore participating via GoToMeeting. APPROVAL OF MINUTES: 1. April 24, 2023: Councilor Moore moved to approve the Minutes as presented. Councilor Best was the second. A voice vote of 4-0 was unanimous, and the motion passed with Councilor Moore participating via GoToMeeting. NON-ACTION ITEMS: 2. Projects Updates Discussion: Mr. Najar discussed the update for the All Inclusive Park. The water feature is now a Splash Pad, per inspection. M. Najar stated the Virginia Park is moving along. 3. Airport Infrastructure Update: Ms. Griego discussed the updates for the R.A.C. projects on her ongoing and upcoming project list. Page 1 of 3 1  4. Solid Waste, Chapter 21, Article 3: Mr. Chaparro discussed the updates. There was discussion on revisions for the updates. 5. Utility Ordinance, Chapter 26, Article IV Cross Connection and Backflow Prevention: Mr. Glenn discussed the updates. 6. Landfill Tipping Fee Item – Projects & Annual Maintenance work orders: Mr. Najar discussed the tipping fees. REGULAR ITEMS (ACTION ITEMS): 7. Solid Waste, Chapter 21, Article 2: Mr. Chaparro discussed the updates. There was discussion on revisions for the updates. No action taken, informational only. 8. Utility Ordinance, Chapter 26, Article IV Service: Mr. Glenn discussed the updates. No action taken, informational only. 9. Water Utility Asset Management Plan Contracts: Mr. Sanchez discussed the Water Utility Asset Management Plan. Councilor Best moved to send to full City Council, approval for Professional Services Task Orders with Souder, Miller & Associates for Phase I and Phase IIa Asset Management Plan of $50,000, and Phase II, GPS Location Services of $76,257.48 and authorization for the City Manager to approve these task orders with Souder, Miller & Associates. Councilor Arnold was the second. A voice vote of 4-0 was unanimous, and the motion passed with Councilor Moore participating via GoToMeeting. Councilor Best moved to make a friendly amendment to Action Item No. 9 where Item No. 9 is to be placed on the consent agenda. It was the consensus of the Committee to place Item No. 9 on the consent agenda. 10. Resolution – Water Utility Asset Management Plan: Mr. Sanchez discussed the Resolution. Councilor Arnold moved to approve Resolution 23-XX, approving the development of an Asset Management Plan for the City of Roswell; directing implementation of the complete Asset Management Plan pursuant to a local government planning a grant agreement by and between the New Mexico Finance Authority and the City of Roswell to be placed on the consent agenda. Councilor Best was the second. A voice vote of 4-0 was unanimous, and the motion passed with Councilor Moore participating via GoToMeeting. OTHER BUSINESS (Non-Action): 11. Department Reports: Page 2 of 3 2 Mr. Najar stated they are continuing the hot recycling, milling on Washington, and next week on Garden Street. Bids will open on June 13th for the Mescalero Bridge. 12. Public Comments: Ms. Kane-Doerhoefer inquired about Holidays for the Sanitation employees for Collection, and expressed her opinion for the Director making decisions regarding trash containers. Mr. Chaparro addressed Ms. Kane-Doerhoefer’s inquiries regarding Holidays. Chairman Perry addressed the Director making decisions. ADJOURN: The meeting adjourned at 5:50 p.m. The next scheduled meeting is June 26, 2023. Page 3 of 3 3  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Regular Committee Meeting Item No. Meeting Date: 6/26/2023 COMMITTEE: Infrastructure CONTACT: Louis Najar CHAIR: Jason Perry 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; Engineering Department FINANCIAL CONSIDERATION: Not applicable for this agenda item. LEGAL REVIEW: Not Applicable for this agenda item. BOARD AND COMMITTEE ACTION: Open discussion for Infrastructure Committee and attendees. STAFF RECOMMENDATION: None, this is opportunity for Committee to ask questions. ATTACHMENTS Engineering Dept. Project Dashboard Reports 4  City of Roswell Engineering Department Projects Status 6/15/2023 Street Projects & Other N. Garden Second Bridge - Roswell Livestock Auction Tentative Start Date July 10, 2023 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 Awarded to Abraham's Construction $1,071,293.68 EST. COMPLETION: 11/30/2023 City Funds Required $182,293.68 PROJECT STATUS: Plans complete City Engineering Department to survey, design, bid and construction management in-house. Bids were received on 9.13.22. The bids were considerably higher than anticipated. City Council rejected 1st bids 10.13.22, Rebid award January 12, 2023 City Council. Contractor has order rebar, steel, casing and bridge railing for project. Current supply chain issues delayed materials. Pre-construction conference scheduled for June 21, 2023. N. Atkinson Project - Cherry thru College Awarded to Constructors $3,335,936.08 SCOPE: ADA / Sidewalk & reconstruction of pavement BUDGET: NMDOT $2,554,550; City $646,936.08 Design Performed by Engineering Department Design Survey Performed by Engineering Department Construction FUNDING SOURCE: FY 23 Road Fund for City Portion; EST. COMPLETION: 5/31/2024 Tentative Start Date - December 2023 PROJECT STATUS: Contractor can not commence project until all waterline materials on hand. This is to allow project to start and proceed without stopping to wait on materials. Additionally this project can not commence until the N. Garden Bridge II has been completed, so not to have Garden and Atkinson both closed down to traffic at the same time. McGaffey - Atkinson to Garden On hold - 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 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, unsuccesful at Legislature. EST. COMPLETION: PROJECT STATUS: Project is on the year 1 Pavement Condition List. No activity FY 23 - Hot Recycling & Micro-surfacing Pavement Maintenance $1 million Approved pavement maintenance budget for FY 23 SCOPE: Hot Recycle & Micro-surfacing of various streets Hot Recycling completed 5.10.23 - Micro Surfacing 5.16.23 BUDGET: Estimated $600K - Hot Recycling only, hot recycled areas to be Micro-Surfaced, Estimated $400K FUNDING SOURCE: 100% City funds EST. COMPLETION: 5/16/2023 Project Completed PROJECT STATUS: 100% Streets selected by using Pavement Condition Survey and field review by Streets & City Engineer. Work commenced April 10, 2023. Hot recycling completed on May 10, 2023. Micro-surfacing began April 17, 2023 and completed 5.16.23 FY 23 - Only Micro-surfacing Pavement Maintenance NO City funds approved on budget for FY 23 SCOPE: Only Micro-surfacing of various streets $100,000 Junior Legislative Bill to do limited streets. BUDGET: Estimated $ - FUNDING SOURCE: EST. COMPLETION: 5/16/2023 Project Completed PROJECT STATUS: 100% Streets selected by using Pavement Condition Survey and field review by Streets & City Engineer. The $100k was used on Cherry, E. 5th and W. 3rd. Work began April 18, 2023 and complete May 16, 2023. Bland/Atkinson Turning Lane On Hold SCOPE: Build turn lane EBL traffic from S. Atkinson BUDGET: Estimated cost $100K FUNDING SOURCE: 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. 5 Habitat For Humanity Subdivision Development On Hold 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. Spring River Trail Rehab Phase 2 Design complete - pending NMDOT approval to advertise for bids SCOPE: Pavement trail repairs, pavement overlay, ADA ramps, lighting if budget permits BUDGET: $236,000 FUNDING SOURCE: NMDOT $201,638, City $34,362 EST. COMPLETION: Engineering to prepare plans in-house. PROJECT STATUS: Design 100% City submitted an application to NMDOT for Recreation Trails Program (RTP) funding in 2021. On April 28, 2022, the NMDOT selected this project as one of the statewide selected projects. Design is 100%, Engineering coordinated with NMDOT for federally funded design protocol. City met with NMDOT on February 21, 2023. NMDOT performed a field site visit for March 8, 2023 to walk the project, and requested plan revisions. Final plan PSE review with NMDOT scheduled for June 5, 2023. Hope to advertise for bids in July 2023 and open bids August 2023. Estimated completion 12.31.2023 Spring River/Cielo Grande Trail Connections Design in progress SCOPE: Construct a trail connection between the two trails. Council approved Option 2 BUDGET: $225,000 FUNDING SOURCE: NMDOT $192,240, City $32,760 EST. COMPLETION: 5/1/2024 Engineering to prepare plans in-house. PROJECT STATUS: Design 30% City submitted an application to NMDOT for Recreation Trails Program (RTP) funding in 2021. On April 28, 2022, the NMDOT selected this project as one of the statewide selected projects. This will be part of FY 24 budget. City Engineering will advertise, bid and perform construction management of project. NMDOT FY 24 - TPF Funds - Call For Projects NMDOT Highway Commission should announce selections SCOPE: City of Roswell has submitted three applications - At it's August 2023 meeting BUDGET: TBD City of Roswell is competing against all local entities in NM for funding. FUNDING SOURCE: NMDOT 95%; City 5% EST. COMPLETION: PROJECT STATUS: Design 95% City has submitted three project applications: Hobbs Mill/Fill, Sidewalk - Sunset to SE Main $2,410,000; 2nd St. Pavement Maintenance - Sunset to East City Limits $1,520,000; S. Atkinson Pavement Maintenance - Brasher to McGaffey $845,000. 4 - Lane N. Montana & W. Berrendo Unfunded project SCOPE: Build 4-lane, storm drain and urban typical section with sidewalk and lights. BUDGET: TBD FUNDING SOURCE: EST. COMPLETION: PROJECT STATUS: Design 1% In 2015 corridor design completed to construct 4-lane with drainage on N. Montana from Country Club to Berrendo and also to construct 4-lane of W. Berrendo from N. Montana to N. Main (US 285). This will require right of way acquisition on west side of Mescalero and also on north side of Berrendo. Current estimates without right of way acquisition: Montana $6.5 million, Berrendo $5.5 million 4-Lane Country Club - Sycamore to Montana Full design with plans/specs is requested in FY 24 budget. SCOPE: Build 4-lane, storm drain and urban typical section with sidewalk and lights. BUDGET: Feasibility/Drainage $48,251 Completed FY 22 budget Design/Plans Right of Way Construction City Engineer's SWAG = $4.5 million FUNDING SOURCE: EST. COMPLETION: PROJECT STATUS: Feasibility design 100% City Engineer contracted FXSA Engineers to perform feasibility study. Feasibility reports that 4 lane improvements can be constructed within existing right of way available. City Engineering has submitted a FY 24 request to fund the design of the 4 lane improvements. Complete design and plans would give an engineer's estimate and would also allow City to apply for outside funding source and/or City budget planning for construction. 6 Mescalero - La Jolla - Berrendo River Water Crossing Bids opened 6.13.23 - Recommendation for award, July 13 - City Council SCOPE: Remove failed low water crossing & upgrade with double CBC structure BUDGET: Survey/Hydrology $100,000 BHI awarded RFQ-23-002 in the amount of $213,652.69 at City Council 10.13.22 Plans/Permits $200,000 Right of Way $0 Construction $1,423,000 FUNDING SOURCE: NMDOT $1,723,000 EST. COMPLETION: PROJECT STATUS: Design is 100% Govenor Michelle Lujan Grisham committed $1.7 million for project. City Engineer submitted scope of work and engineers estimate to NMDOT for preparation of an agreement. All State Agencies and Corps of Engineers have approved the design/plans. Open bids June 2023, award by Council July 2023, estimated construction start is October 2023 - after monsoon season. Washington Mill/Fill - Alameda north to 8th St. Awarded to Constructors Inc. SCOPE: Mill and fill Washington and restripe Project commenced May 8, 2023. BUDGET: Survey/Hydrology $0 Project is complete except for painted lane markings & cross walks. Plans/Permits $0 Right of Way $0 Construction $540,000 FUNDING SOURCE: Legislative Grant 22- G3128 -$540,00 EST. COMPLETION: 6/23/2023 PROJECT STATUS: 97% Engineering Department in house design and construction management. Project advertised February 2023, opened Bids March 2023. Goal is to close out project June 2023. Street Improvements - Legislative Grand 22- G3131 Awarded to Constructors Inc. SCOPE: Mill and fill Garden - Cherry to 19th (excluding two bridge projects termini) BUDGET: Survey/Hydrology $0 Plans/Permits $0 Right of Way $0 Construction $360,000 FUNDING SOURCE: Legislative Grant 22- G3131 -$360,00 EST. COMPLETION: 8/1/2023 PROJECT STATUS: 75% Engineering Department in house design and construction management. Current schedule is to advertise February 2023, open Bids March 2023. Termini is Garden Ave. from Cherry north to College, budget permitting. This funding will be used to perform pavement maintenance on Garden from Cherry to Spring River Bridge, where the scope of work for N. Garden Bridge 2 has been revised due to inflation and lack of budget. Project complete except from Petro to College Blvd. Paving has to await City Water Maintenance & Transmission to replace waterline from Petro to College. 7 Projects coordinated with Utility Departments RIAC Reservoirs Water tower demolition complete, fence and clean up remain. 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: 98% 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 in service before May 1, 2021. Tower 1 Gillis put into service, August 30,2021. Remaining work to be done is demolition of old tower and fencing of tower sites. Final cell phone work completed week of 8.18.22. Old tower demolition began Sept 12, 2022. Due to vandalism and supply chain there was 3 month delay on sub-contractor's crane. Demolition complete, contractor completing fence and clean up at the Gillis Tank. WWTP Screw Press & Dissolved Oxygen Improvements Dissolved oxygen unit was put into operation on January 4, 2023. SCOPE: Install screw presses at WWTP Bids received Feb. 8, 2022, low bid $8,626,664.00 BUDGET: Estimated $ 8,003,106 $5.5 million Loan is for design and construction FUNDING SOURCE: WWTP and Clean Water State Revolving Fund load CWSRF 097 EST. COMPLETION: Construction September 2023 $8,626,664 Insp. $488,225 PROJECT STATUS: Construction 20% Dewater $412,400 DO $102,481.25 RFP process complete and project awarded to HDR for design and future construction professional services. Design kick off meeting between NMENV, HDR and City was held on 12.16.2020. Council awarded project 3.10.22 and ok to seek additonal principal $3,915,000, subsidy of $285,000 for total loan package of $9,700,000 at 0.05% interest. Preconstruction conference held 4.12.22. Contractor working on civil site work and utilities for the building. Dissolved oxygen upgrades operational on January 4, 2023. Contractor working on foundation and slab prep for the main building. Edgewood Water Line Phase II - Cherry east from Garden Ave. Awarded to J&H Services Inc. Grant $400,000 & Loan $350,000 SCOPE: Replace problematic asbestos cement water main. Project complete. BUDGET: Final const. cost $ 762,700 J&H Services - Low bidder FUNDING SOURCE: FY 22 & 23 Water Maintenance & Transmission & Loan or Grant from NM Water Trust Board EST. COMPLETION: 6/9/2023 Completed PROJECT STATUS: 100% This project is to abandon existing 10" asbestos cement water line. Construct new 12" PVC water line and ties to exsitng smaller water mains and services. RAC Water Line Expansion Project Reimbursement from Chaves County expected SCOPE: Expand waterline on east side of RAC with 14" water line Work began October 17,2022 - completed 6.8.23 BUDGET: Final Const. Cost $ 1,758,437 Current Contract Amount = $1,759,804 Change Order 1 = $253,053 for additonal inserta-valves and valves to safely control ties ins to existing 1941 line. FUNDING SOURCE: FY Water Enterprise to be reimbursed from Chaves County/City agreement for RAC improvements. EST. COMPLETION: 6/8/2023 Project Completed PROJECT STATUS: 100% This project building a new 14" PVC water line from east water tower on east side of RAC and south to the former "Mistic". Pre-Construction conference held May 19, 2022. Work began October 17, 2022. Project complete, Engineering performing verification of quantities and final change order. Manhole Rehab Project 2022 & 2023 Project on hold due to funding. SCOPE: Rehabilitate 48 existing sewer manhole BUDGET: Original budgeted $ 250,000 Bid Amount FUNDING SOURCE: No budget EST. COMPLETION: Unknown PROJECT STATUS: 0% City has suspended Manhole Rehab Project since FY 22 budget. 8 Projects coordinated with Other Departments Cielo Grande All Inclusive Park - Grant 20-E2504 Began work February 22, 2023 - Estimated completion July 16, 2023. SCOPE: Design and construct All Inclusive Park and amenities BUDGET: Grant Amount Grant = $1,461,000 Design Services Grant $162,891.25 Notice Obligation # 1 Grant 20-E2504 Const. Bid $1,691,700.17 Grant Share Const. $1,298,108.75 Notice Obligation #2 Grant 20-E2504 City Share $393,591.42 FUNDING SOURCE: DFA Grant & City Funds possible EST. COMPLETION: 7/16/2023 PROJECT STATUS: 80% Awarded to Lone Mountain Contracting Inc. from Bosque Farms NM on April 14, 2022. Contractor has ordered parts since April 2022. Pre-construction conference held May 25, 2022. Contractor working satisfactorily. Completed grading and subgrade prep, placing perimeter curbing. NMED red tagged some of the design and has requested security lighting, camera and cut off for the simple water feature. Change order increasing costs will be required. Phase II Cielo Grande All Inclusive Park - Grant 22-G2779 SCOPE: Design and construct All Inclusive Park and amenities BUDGET: Grant Amount Grant = $853,000 Design Services Grant $0.00 Const. Bid $0.00 Grant Share Const. $0.00 City Share $0.00 FUNDING SOURCE: DFA Grant & City Funds possible EST. COMPLETION: Construction in spring 2023 PROJECT STATUS: Design 90% This is the 2022 Legislative Grant to help fund Phase 1 and also to construct Phase II. Engineering was instructed to add furnishings and other amenites to the project design. This will increase estimated bid cost to $1,228,892 (full amenities, shade shelters, benches, picnic tables, lighting) Cielo Grande Baseball Fields Complex - Grant 20-E2503 Water line expansion project awarded to White Cloud Pipeline 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: PROJECT STATUS: Waterline plans under design. Draft Master Plan Complete - presentation scheduled for Infrastructure 1.24.2022. Project funding reminder scheduled for July 25, 2022 Infrastructure Committee. Waterline portion advertised for bids 3.26.23, to open bids 4.11.23. Project awarded to White Cloud Pipeline - anticipated work is from June 2023 through September 2023. Preconstruction conference scheduled for June 22, 2023 S. Virginia Park (former Chisum School Location) Legislative Grant of $400,000 10.13.22 Council approved award @$571,884.76 SCOPE: Build new neighborhood park BUDGET: $ 59,158 Ordered Playgroun Equip. Current construction cost = $599,699 $ 340,842 Balance Available Work began 3.6.2023 FUNDING SOURCE: Legislative Grant EST. COMPLETION: 8.30.2023 PROJECT STATUS: 72% Public Input meeting held August 24, 2021, 4pm at site location. Design is complete but full project is closer to $800 K. City Council to decide on project direction. To be presented to May Infrastructure & General Services Committees to go to June 2022 City Council. Full design construction cost estimate = $810,308. Awarded to Constructors on 10.13.22 - Base Bid plus Added Alternate 3 - Basketball Court. Pre-construction conference held December 8, 2022., Work started March 8, 2023. Project encountered issues with irrigation plan design and also parking area. City rejected some concrete work for full removal and replacement. Contractor working on irrigation system, and concrete re-do has been performed. 9  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Regular Committee Meeting Item No. Meeting Date: 6/26/2023 COMMITTEE: Infrastructure CONTACT: Louis Najar CHAIR: Jason Perry ACTION REQUESTED: Airport Infrastructure discussion. BACKGROUND: RAC update requested by Chairperson Jason Perry RAC staff to present updates. FINANCIAL CONSIDERATION: Not applicable for this agenda item. LEGAL REVIEW: Not Applicable for this agenda item. BOARD AND COMMITTEE ACTION: Open discussion for Infrastructure Committee and attendees. STAFF RECOMMENDATION: None, this is opportunity for Committee to ask questions. ATTACHMENTS RAC Project List 10  ROSWELL AIR CENTER - ONGOING & UPCOMING PROJECTS Council Approval City PO Task Order Project Description Status 2210113 I TERMINAL PARKING LOT ('19 MAP) project is 20% completed. 22101681 A EASTSIDE WATERLINE Project Completed. Working on close out and final quantities. 1/13/2022 22201571 E REHABILITATE APRON PHASE I ('20 MAP) Design completed will advertise for bids next FY. Need to review safety plans with TSA and Airline. 6/9/2022 22301447 F REHABILITATE APRON PHASE 2 ('21 MAP) Final project footprint has been confirmed by City. Ready to release survey and geotech. 1/13/2022 22201570 D ASCENT MRO DESIGN & CONSTRUCTION PHASE 1 Construction began August 15, 2022. Contractor suspended construction. 4/14/2022 22300214 G AIRPORT MASTER PLAN UPDATE Chapters 1 -3 working papers received 6/13/23. Sent to TAC for review and comments. 6/9/2022 22300266 PER RUNWAY 17/35 REHABILITATION Runway survey and geotech completed. Waiting on survey data and geotech info. 3/9/2023 H BLM AIR TANKER BASE EXPANSION Draft Task Order sent to BLM for approval 6/12/23. 12/8/2022 I RUBB HANGAR/BUILDING PROJECT (CITY Draft Geotechnical Report sent to L. Najar 6/7/23 for review and comments. 11//10/2022 INDUSTRIAL PARK MASTER PLAN/PRELIMINARY ENG ST Award Recommendation letter presented to Legal on 6/27 and July Council. 22301232 ILEA HVAC UPGRADE Delegates due to arrive June 5th. Actuators in HVAC need replacing. n/a TRANSAERO MEDIVAC Waiting on contractor to provide equipment list for lease to be prepared. 6/8/2023 J Replace Hold Bars, Surface Painted Hold Signs & Markings Council approved ITB in June. Will request PO in July. 11  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Regular Committee Meeting Item No. Meeting Date: 06/26/2023 COMMITTEE: Infrastructure CONTACT: Louis Najar CHAIR: Jason Perry ACTION REQUESTED: Informational McBride Veterans Cemetery Update BACKGROUND: Initiated by: Abraham Chaparro City of Roswell has received the final Construction Documents (CD’s) for the McBride Veterans Cemetery. A meeting has been scheduled for June 29, 2023 to review and accept CD’s. The Chaves County Veterans Group has been invited. FINANCIAL CONSIDERATION Not applicable for this agenda item. LEGAL REVIEW: Not applicable for this agenda item. BOARD AND COMMITTEE ACTION: Informational. STAFF RECOMMENDATION: Informational. Attachments N/A 12  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Regular Committee Meeting Item No. Meeting Date: 06/26/2023 COMMITTEE: Infrastructure CONTACT: Louis Najar CHAIR: Jason Perry ACTION REQUESTED: Consider approval to ratify the large diameter emergency water line repair work to White Cloud Pipeline Corp. for water line repairs at 2940 W. 2nd Street in the amount of $60,246.64 which does include GRT. BACKGROUND: Initiated by : Lorenzo Sanchez The City has a large diameter water line break on a 20” transmission line at 2940 W. 2nd Street. The large diameter water line repair work was awarded to White Cloud Pipeline Corp utilizing RFP-22-006 On Call Utility Repair Services. This is specialized repair work on concrete cylinder which requires an excavator, shoring equipment and welding steel reinforcement bands. White Cloud Pipeline was selected to perform the repair work due to them providing the lowest quote to perform the repair. FINANCIAL CONSIDERATION This item will be funded through the regular operating budget transferring funding from 53004353 (Water Production) to 53004354 (Water Maintenance) Infrastructure Maintenance and Repair account. LEGAL REVIEW: Not applicable for this agenda item. BOARD AND COMMITTEE ACTION: Consider recommendation to ratify emergency water main line repair work to White Cloud Pipeline Corp. in the amount of $60,246.64 for the July 13, 2023 City Council meeting. STAFF RECOMMENDATION: Proceed as presented. Attachments ATT 1 – Notice to Proceed and Quotes for 20” Water Line Repair 13 14 15  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Regular Committee Meeting Item No. Meeting Date: 6/26/2023 COMMITTEE: Infrastructure CONTACT: Louis Najar CHAIR: Jason Perry ACTION REQUESTED: Recommend ratification of Change Order 1-Final for ITB-22-007 Edgewood Waterline Phase II in the amount of $65,253.37 + $5029.93 GRT for a total monetary amount of $70,283.30. BACKGROUND: Initiated by Lorenzo Sanchez The Edgewood Waterline Phase II project was funded by Water Trust Board (WTB). This water line work is Water Trust Board Project No. 5434-WPF which is an agreement with the City of Roswell. The agreement is for total amount for $750,000 (40% Loan $300,000 & 60% Grant $450,000). The loan portion is a 20 year loan at 0.25 interest. New Mexico Finance Authority (NMFA) is financial agent for this project. With this change order, total project cost is $762,828.07 which is $12,828.07 over the WTB agreement. FINANCIAL CONSIDERATION: $750,000 of the project cost will be paid back to NMFA ($300,000 loan, 20 year note, 0.25/year interest). The remainder of the cost over the $750k is $12,828.07 which will be capital cost from Water Maintenance & Transmission Department cost. LEGAL REVIEW: Not Applicable for this agenda item. BOARD AND COMMITTEE ACTION: Recommend ratification of Change Order 1-Final for ITB-22-007 Edgewood Waterline Phase II in the amount of $65,253.37 + $5029.93 GRT for a total monetary amount of $70,283.30 to July City Council. STAFF RECOMMENDATION: Proceed as presented. ATTACHMENTS Edgewood Waterline Phase II – Change Order 1-Final 16 17 18 19 20 21 22  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Regular Committee Meeting Item No. Meeting Date: 6/26/2023 COMMITTEE: Infrastructure CONTACT: Louis Najar CHAIR: Jason Perry ACTION REQUESTED: Consider recommending approval of scope of work for RFP-24-001 Tree Removal, Disposal and Trimming Services throughout the City. BACKGROUND: Initiated by: Toby Franco The City of Roswell is requesting proposals to remove, hazardous trees or limbs on City Right of Way or City property. This RFP can serve as emergency calls, 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. FINANCIAL CONSIDERATION: To be funded from the FY2024 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-24-001 Tree Removal, Disposal and Trimming Services throughout the City to City Council for the July 13, 2023 meeting. STAFF RECOMMENDATION: Consider recommending to City Council the scope of work for RFP-24-001 Tree Removal, Disposal and Trimming Services throughout the City for the July 13, 2023 meeting. ATTACHMENTS RFP-24-001 Tree Removal, Disposal and Trimming Services Scope of Work 23  DRAFT SCOPE OF WORK CITY OF ROSWELL REQUEST FOR PROPOSALS RFP: 24-001 TREE REMOVAL, DISPOSAL AND TRIMMING SERVICES RFP Issue Date: 7/23/2023 PROPOSAL DUE: 8/29/2023 2:00 PM PURCHASING DEPARTMENT 415 N. RICHARDSON ROSWELL, NM 88203 CONTACT: JESSICA COLLIER CHIEF PROCUREMENT OFFICER 575-637-6273 Page 1 of 5 24  DRAFT SCOPE OF WORK PURPOSE OF THIS REQUEST FOR PROPOSALS 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, 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. SUMMARY SCOPE OF WORK The initial scope of work includes, but is not limited to remove, dispose, clean up, cut down or remove hazardous trees or limbs on City Right of Way or City property. The initial contract(s) shall begin on November 1, 2023 or as soon as possible thereafter for one (1) year. This contract may be renewed by mutual agreements 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. Duties and Responsibilities: The Offeror shall provide: 1. Proper Insurance. 2. Work crew necessary to complete the task within appropriate time fram, as required by the City’s Representative. 3. Proper and al 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. 4. Emergency, on call service 5. For emergency call out must respond within a maximum of thirty minutes from call out and begin work immediately. 6. Remove or make tree safe immediately and remove debris within 24 hours. 7. Immediate repair, replacement or reimbursement of cost, of any public or privately owned property damage while performing services, such as but limited to: curbs, street, sidewalks, sprinkler systems, landscaping, fences, structures, vehicles, etc. The City will provide: Page 2 of 5 25  DRAFT SCOPE OF WORK 1. Traffic control when needed or required. 2. Barricades when needed or required. Anticipated Schedule Action Date 1.Issue of RFP 7/23/2023 2. Acknowledgement of Receipt Form 8/4/2023 3.Deadline to Submit Additional Questions 8/4/2023 4.Response to Written Questions/RFP Addendum 8/8/2023 5.Submission of Proposal 2:00 PM 8/29/2023 6. Proposal Evaluation 8/30/2023 7. Notice of Intent to Award 9/5/2023 7. Recommendation to Committee 9/25/2023 8. Recommendation to Award to City Council 10/12/2023 9. Notice of Award 10/13/2023 10.Protest Deadline 10/29/2023 11.Contract Executed 10/30/2023 The following is a summary of evaluation factors with point value assigned to each. FACTOR POINTS AVAILABLE 1. Company Experience 25 2. Company Past Performance /References 5 3. Project Understanding 15 4. List of all relative equipment 20 5. Familiarity with City of Roswell 5 6. Cost 30 7. Mandatory Forms Pass/Fail SUBTOTAL 100 ADDITIONAL OPTIONAL POINTS Points will be awarded based on Offerors ability to provide a copy of a current Resident Business Certificate OR Resident Veterans Certificate Resident Business Preference 8% of subtotal Resident Native American Preference 8% of subtotal Resident Veterans Preference 10% of subtotal Resident Native American Veterans Pref. 10% of subtotal 1. Offeror’s Company Experience and Qualifications. Page 3 of 5 26  DRAFT SCOPE OF WORK Offerors shall submit a statement of relevant company experience, including experience of subcontractors, if applicable. The documentation shall thoroughly describe how the Offeror has supplied expertise for similar contracts and work related to Tree Removal, Disposal and Trimming Services. Offerors should include their proposal copies of appropriate professional certifications and/or other documented credentials. 2. Offeror’s Company Past Performance/References Offeror’s proposals shall include three external references from clients who are willing to validate the Offeror’s past performance on similar contracts. The minimum information that shall be provided for each client reference follows: a. Name of the contact person; b. Name of the company or governmental entity; c. Address of the contact person; d. Telephone number of contact person; e. Email address of the contact person; f. A description of the products and services provided and dates the products and services were provided. At least ONE of the references for the proposed services must be from a site of comparable or larger size of the City. 3. Project Understanding Offer shall submit a statement of understanding the Statement of Work. Provide in detail your approach on how you will provide services, also detail how you will respond to emergency call outs. 4. List of Relative Equipment Offeror shall submit a list of all relative equipment, tools, saws, etc. 5. Familiarity with City of Roswell Provide in detail your understanding and familiarity with the City of Roswell, local conditions and neighborhoods. 6. Mandatory Forms Offerors shall provide all mandatory forms which include: Letter of Transmittal, Vendor Information Form, W9, Certificate of Insurance, Roswell Business License, Campaign Disclosure, Conflict of Interest and Non-Collusion Statement. Page 4 of 5 27  DRAFT SCOPE OF WORK 7. Cost Offerors Cost Proposal MUST be in a separately sealed envelope clearly marked. Additional Optional Points Resident Business Preference – 8% of the total points available in this RFP will be awarded if the proposal contains a copy the Taxation and Revenue Department’s resident business preference certificate unless a Resident Veterans Preference Certificate is also submitted in which case the higher number of points from the Resident Veterans Preference shall be awarded instead. Native American Resident Business Preference - A Native American business that has a valid resident business certificate issued by the NM Taxation and Revenue Department pursuant to Section 13-1-22, NMSA 1978 shall receive an 8% preference of the total available points. Resident Veterans Preference – 10% of the total points available in this RFP will be awarded if the proposal contains a copy of the Taxation and Revenue Department’s Resident Veterans Certificate as follows: Resident veterans businesses with annual revenues of $6M or less. Native American Resident Veterans Business Preference - A business that has a valid resident veteran business certificate issued by the NM Taxation and Revenue Department pursuant to Section 13-1-22 NMSA 1978 shall receive a 10% preference of the total available points. Page 5 of 5 28  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Regular Committee Meeting Item No. Meeting Date: 6/26/2023 COMMITTEE: Infrastructure CONTACT: Louis Najar CHAIR: Jason Perry ACTION REQUESTED: Recommend award of ITB-23-023, E. Mescalero Road Bridge Replacement Project to Smithco Construction in the amount of $1,218,703.26 which includes GRT. BACKGROUND: Initiated by: Louis Najar Bids were received on June 13, 2023. Four contractors submitted bids. Upon review, the recommended bid is from Smitho Construction from Caballo, NM. FINANCIAL CONSIDERATION: Funding is from NMDOT Agreement Control Number HW2M700096 which requires no match. Current unobligated fund balance - $1,509,347. Project is in the FY 24 preliminary budget. LEGAL REVIEW: Not Applicable for this agenda item. BOARD AND COMMITTEE ACTION: Recommend award of ITB-23-023, E. Mescalero Road Bridge Replacement Project to Smithco Construction in the amount of $1,218,703.26 which includes GRT to July 2023 City Council. STAFF RECOMMENDATION: Proceed as presented. ATTACHMENTS Award recommendation letter 29 30 31  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Regular Committee Meeting Item No. Meeting Date: 6/26/2023 COMMITTEE: Infrastructure CONTACT: Louis Najar CHAIR: Jason Perry ACTION REQUESTED: Recommend Resolution 23-xx in support of funding the Country Club Rehabilitation Project through New Mexico Finance Authority Water Project Funding Project WPF-5980 with a total monetary agreement amount of $8,000,000. 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; Engineering Department FINANCIAL CONSIDERATION: Not applicable for this agenda item. LEGAL REVIEW: Not Applicable for this agenda item. BOARD AND COMMITTEE ACTION: Open discussion for Infrastructure Committee and attendees. STAFF RECOMMENDATION: None, this is opportunity for Committee to ask questions. ATTACHMENTS Engineering Dept. Project Dashboard Reports 32 33 34 35  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Regular Committee Meeting Item No. Meeting Date: 6/26/2023 COMMITTEE: Infrastructure CONTACT: Louis Najar CHAIR: Jason Perry ACTION REQUESTED: Recommend Resolution 23-YY in support of funding the Hobson Road Flood Prevention Project through New Mexico Finance Authority Water Project Funding Project 5979-WPF with a total monetary agreement amount of $9,602,273. BACKGROUND: Initiated by: Louis Najar The City of Roswell submitted an application requesting funding assistance for the Hobson Road Flood Prevention Project. The Water Trust Board has awarded Project 5979-WPF for such project. Water Project Funding is in the amount of $9,602,273. Structured with a 13% loan in the amount of $1,248,295 which includes additional loan in lieu of match; and an 87% grant in the amount of $8,353,977. The loan component is a 20 year term at a net effective interest rate of 0.25% (0% interest rate with an administrative fee component of ¼ of 1%); and FINANCIAL CONSIDERATION: This project will likely impact the FY 24 & FY 25 budgets. Debt will paid back through the General Fund. LEGAL REVIEW: Resolution has been submitted to City Attorney for review. BOARD AND COMMITTEE ACTION: Recommend Resolution 23-YY in support of funding the Hobson Road Flood Prevention Project through New Mexico Finance Authority Water Project Funding Project 5979-WPF with a total monetary agreement amount of $9,602,273 to July 2023 City Council. STAFF RECOMMENDATION: Proceed as presented. ATTACHMENTS NMFA Award letter & draft resolution 36 37 38 39  ROSWELL NEW MEXICO AGENDA ITEM ABSTRACT Regular Committee Meeting Item No. Meeting Date: 6/26/2023 COMMITTEE: Infrastructure CONTACT: Louis Najar CHAIR: Jason Perry 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 (Department & Fiscal Year Costs) Solid Waste Departments Special Electronics Streets Department Water Maintenance & Transmission (Not Submitted) WWTP & Sewer (Not Submitted) 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: None, this is opportunity for Committee to ask questions. ATTACHMENTS Department reports as listed above 40 41 42 43 44 45 46 47 48 49 50 51 52