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LCU Administrative Report Mar2020 Isw City of Las Cruces' MOUNTAINS OF OPPORTUNITY Las Cruces Utilities Board of Commissioners Administrative Report GRjj UTILITIES Cily of Las Cruces' Topics 1 ) Customer Service, Billing & Receivables 2) FY20 Second Quarter Budget Reports 3) Water/Wastewater Revenue Requirement Review 4) LCU Human Resources (HR) Activity Report 5) Water Litigation 6) Projects 7) Board Resolutions 0 Customer Service ■ East Mesa Customer Service Office Update: D The 5190 Bataan Memorial West location provides full service for city Utility business Monday through Friday, 9.00 a. m. to 6.00 p. m. Walk-in data shows increasing customer use of the office: Transactions August 2019 121 September 131 October 195 November 171 December 187 January 2020 188 Billing and Receivables ■ March billing period updates customer rate classification for Gas, Water, and Wastewater utilities Commercial customers based on prior 12-month consumption , and Residential and Small Commercial Wastewater billing volumes based on the winter quarter average: Updates for changes in consumption for proper billing under Small Commercial, Large Commercial, or Industrial Service tariffs ❑ Winter quarter average is based on 90% of average potable water use during the months of December, January, and February 0 Billing and Receivables . . . (cont. ) ■ Utility Assistance Programs — February Report: Payment Plan Agreements: ■ 1 new agreements Preferred Payment Date: ■ 10 new requests Budget Payment Plan: ■ No new agreements Promise to Pay: ■ 2,165 customers requesting extended due date LIHEAP (Low Income Home Energy Assistance Program): ■ 70 customers receiving $19,200 in assistance Billing and Receivables . . . (cont. ) ■ Utility Assistance Programs — February Report: Charitable Fund Sources: ■ 12 referrals Casa de Peregrinos: ■ 52 new customers Casa de Peregrinos FY20 YTD Summary: ■ Utility Bill Assistance Budgeted $100,000 ■ Utility Bill Assistance Expensed $ 72,362 ■ FY20 Available Assistance $ 27,638 0 Billing and Receivables . . . (cont. ) ■ Casa de Peregrinos FY20 YTD Report Utility Bill Assistance Available $27,638 28% Utility Bill Assistance Expensed $72,362 72% Utility Bill Assistance Expensed Utility Bill Assistance Available FY20 Second Quarter Budget Reports ■ LII1K to r T L0 Li'du i audget kepui Ls Presentation WaterNVastewater Revenue Requirement Review y GRQ UTILITIES CRY of lag Cruces' Water Revenues Difference in what was collected vs projected: $13,787 $20,000,000 $18,218,622 $18,204,835 $18,000,000 $16,000,000 $14,000,000 $12,000,000 $10,000,000 $8,000,000 $6,000,000 $4,000,000 $2,000,000 $0 Year One Phase-In (December- November) ■Actual Revenues Phased-In Revenues 1 Wastewater Revenues Difference in what was collected vs projected: ($222,703), some months are not with new rates $12,000,000 $11,302,479 - $11,525,182 - $10,000,000 $8,000,000 $6,000,000 $4,000,000 $2,000,000 $0 Year One Phase-In (December- November) ■ Actual Revenues — Phased-In Revenues m Water Volume i,iJ tJi I,tJVtJ 6,146,101 5,469,656 6,000,000 5,000,000 4,000,000 3,000,000 2,000,000 1,000,000 0 Year One Phase-In (December - November) FY18 & FY19 Volume ■ FY19 & FY20 Volume Wastewater Volume 4,000,00t 3,715,654 3,560,275 3,S 00,000 3,000,000 2,500,000 2,000,000 1,S 00,000 1,000,000 500,000 0 Year One Phase-In (December - November) FY18 & FY19 Volume ■ FY19 & FY20 Volume LCU Human Resources (HR) Activity Report: Vacancies Total Vacancies by Month Vacancies by Lines of Business 20 18 18 52 16 16 14 13 3 12 1111 111 1010 10 99 48 8 47 8 7 7 7 6 6 5 55 46 444 4 44 44 2 2 2 2 2 2 "1 44 0 0 42 42 P 40 11/01/19 12/01/19 01/01/20 02/01/20 03/01/20 ■11/04/19 ■12/02/19 ■01/02/20 ■02/03/20 03/03/20 m Strategic Business Plan (SBP) Result: Fill Vacancies within 6 Weeks # Weeks in Current Hiring Process Hiring Workflow by Task Owner 03/01/20 80% 02/01/20 EL 01/01/20 70% 69% 12/01/19 60/o 0 59% 58% 11/01/19 53% 53% 23 24 25 26 27 28 29 30 50% ■#Weeks in Process 42% 60 40% 38% ° 36/0 35% 50 31% N 30% 40 o_ N 30 20% 20 9%10% 7% 5% 5% 10 0% 1 . 0% 0 ' 11/01/19 12/01/19 01/01/20 02/01/20 in 03/01/20 LC U ■H R ■I n Flow P LCU HR Activity Report: Progress ■ Adjusted overall goal of seven or less vacancies by the end of FY20 ■ Creating new temporary positions report ■ Resolved all FTE counts with Budget Office ■ Looking forward : E Overtime Report E Apprenticeship Programs Coordination with NMSU and DACC Longevity and Potential Retirees m Water Litigation ■ TXv. NM & CO: Special Master status conference last week of March or early April 2020 ■ Griggs Walnut Federal Litigation : Consent Decree final terms approved by City Council and DAC Commission in executive sessions m March 2020 Projects Update ■ Talavera 8-Inch Steel HP Gas Extension, Project No. 18-19-061 ■ Sandhill Sewer Interceptor, Phase I , Project No. 18-19-076 ■ Airport Booster Station Improvements, Project No. 18-19-044 Talavera 8- Inch HP Gas Extension , 4 7 Project No . 18- 19-061 ■ Contractor — DuCross Constructionq ,a ■ Contract Cost — $1 ,517,990.98 ■ Contract Time — 245 workdays ■ Start Date — March 4, 2019 } ■ Estimated Completion — March 30, 2020 Dry Pigging — Drying interior Contract time suspension was issued to the contractor as of December 20, pipe of water/moisture 2019 to allow for the implementation of new Hydrostatic Pressure Test procedure ■ Percent Complete — 93% (Construction) -rs ■ Percent Complete — 93% (Payment) ■ Summary of Project (based on approved pay applications): Approximately 13,750 linear feet of steel High-Pressure pipeline is scheduled to be hydrostatically anticipate completion March 13, 2020 ;T Approximately 120 linear feet of steel High-Pressure pipeline is remaining to be connected, purged, and back-filled k � A Pending items to be completed; reinstall signs, restore grades, and reseed Removal of Drying Pig from pig the project area catcher W Sandhill Sewer Interceptor Phase I , Project No . 18- 19-076 �- ���� �- ,"�,,. �:a,; •`.����t :�x � - �y( �' .�� n, t._ #`M-.,, -�',-'��^���,. v t .��'�'. �1�-,'was S. 0,40 isy���. �,� ♦i �"• s a1 4 'rrp r t i •:2J•� ,� tu�5�'i;�r ! l,r Pipe between Manholes r s ,r 7 f �' 30 and 31 is all that remains .;MEW '� `�� ��� on east side �* '"fir• � tx �•v'�.a��?'.. ;a ���i\y �',+j"- at�;..� S�'J* r' � 3�w�,��}1b�1 ,'� x�. Approximately 8,700 LF of fix; f�.ira� new 15-inch SDR-35 sewer pipe completed to date. Iflk /M Pipe between Man � �' ' b holes 1 and 2 ,� .i"i �+ s'lQGI O� is all that remains on west side. 1 Sandhill Sewer Interceptor Phase I , Project No . 18- 19-076 � ■ Contractor — Timberland Construction Inc. ■ Contract Cost — $1 ,241 ,305.00 - ■ Contract Time — 99 workdays - fF Original contract time of 75 workdays was increased to 99 workdays ■ Start Date — September 9, 2019 Sewer pipe installation ■ Estimated Completion — April 1 , 2020 Several rain days and stop work orders that have delayed the project end , � date. Contractor requested time be added to account for the disruption in the ►� t'r w- efficiency of pipe installation ■ Percent Complete — 80% (Construction) ■ Percent Complete — 65% (Payment) ■ Summary of Project: Approximately 8,700 LF of 15-inch sewer line has been installed 21 manholes have been installed All steel casing and ductile iron pipe installed across Lavender Drive, Elks Spacers installed on ductile iron Drive and 1-25 pipe Airport Booster Station Improvements , , Project No . 18- 19-044 ■ Contractor — Diamond Construction, Inc. - -- ■ Contract Cost — $6477485. 12 ■ Contract Time — 208 workdays ■ Start Date — April 23, 2019 Emerson Representative working ■ Estimated Completion Date — April 2, 2020 with our SCADA section Time extended 20 workdays due, due to unanticipated pressure 1 sensor repairs and calibration j ■ Percent Complete — 95% (Construction) � ■ Percent Complete — 80% (Payment) F � ! ■ Summaryof Project based on approved a J ( pp pay applications): Booster Station set in place MV E SCADA connection & Booster startup held on March 5, 2020 JCH relieving the pumps of E Working on minor mechanical and programming issues air Board Resolutions Resolution No. 19-20-061 Gas Meter Conversion Project ■ Gas Meter Conversion Project ■ Annual Cost: $1 , 187,734.38 including NMGRT ■ Service agreements: One (1 ) year with the option to extend for one (1 ) additional one-year ■ Contactors: Hydra Plumbing and Mechanical of Las Cruces, New Mexico, in an amount not to exceed $300,025.63 including NMGRT RJR Enterprises, LLC, Doing Business As ("D/B/A"), Lucero and Sons Plumbing, Heating & Cooling of Mesilla, New Mexico, in the amount not to exceed $356,977.50 including NMGRT Maddox Plumbing, Inc. of Las Cruces, New Mexico, in the amount of not to exceed $530,731 .25 including NMGRT m Resolution No. 19-20-061 . . . (cont. ) ■ Start Date: March 19, 2020 ■ Summary of Services: Provides services to convert Las Cruces Utilities Department (LCU) gas meters from old models to new, enhanced models which use an Encoder Receiver Transmitter (ERT) for automatic meter reading The City needs an estimated total of 4,500 meters to be converted across the LCU service area Other services as outlined in ITB #19-20-061 , Attachment "A" m Resolution No. 19-20-063-A Hydrology, Hydrogeology and Water Resources Services ■ Discussion m Resolution No. 19-20-095-A Amendment to Resolution 19-20-095 to Correct Fund Account ■ Discussion m Resolution No . 19-20-LCU01 7 Engineering Services Contract for Design of WWTF UV Disinfection System ■ Discussion ' e Current Chlorine Gas Disinfection System , -a- End of presentation . . . „q °"tee .7 �w 0 my of[as Cruces,