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Administrative Report April 12, 2020 City of Las Cruces' MOUNTAINS OF OPPORTUNITY Las Cruces Utilities Board of Commissioners Administrative Report unun � City of Las Cruces' Topics 1 ) Customer Service, Billing & Receivables 2) LCU Human Resources (HR) Activity Report 3) Continuity of Operations Plan (COOP) 4) Water Litigation 5) Projects 6) Board Resolutions 0 Billing and Receivables ■ Utility Assistance Programs — March Report: ❑ Payment Plan Agreements: ■ 1 new agreements ❑ Preferred Payment Date: ■ 10 new requests ❑ Budget Payment Plan: ■ No new agreements ❑ Promise to Pay: ■ 1 ,533 customers requesting extended due date ❑ LIHEAP (Low Income Home Energy Assistance Program): ■ 55 customers receiving $15,840 in assistance Billing and Receivables . . . (cont. ) ■ Utility Assistance Programs — March Report: ❑ Charitable Fund Sources: ■ 5 referrals ❑ Casa de Peregrinos: ■ 28 new customers ❑ Casa de Peregrinos FY20 YTD Summary: ■ Utility Bill Assistance Budgeted $100,000 ■ Utility Bill Assistance Expensed $ 75,345 ■ FY20 Available Assistance $ 24,655 0 Billing and Receivables . . . (cont. ) ■ Casa de Peregrinos FY20 YTD Report Utility Bill Assistance Available $24,655 25% Utility Bill Assistance Expensed $75,345 75% ■Utility Bill Assistance Expensed Utility Bill Assistance Available LCU Human Resources (HR) Activity Report: Vacancies Total Vacancies by Month Vacancies by Lines of Business 20 18 18 52 6 16 14 13 3 12 1111 111 0 arn0 10 999 46 8 47 8 77 77 6 6 5 5 55 46 444 4 44 44 2 2 2 22 44 2 11111 1 1 1 43 0 ` .0 42 42 P 40 11/01/19 12/01/19 01/01/20 02/01/20 03/01/20 04/01/20 ■11/04/19 ■12/02/19 ■01/02/20 ■02/03/20 ■03/03/20 04/01/20 SBP Result: Fill Vacancies within 6 Weeks # Weeks in Current Hiring Process Hiring Workflow by Task Owner 80% 03/01/20 02/01/20 70% 69% 01/01/20 60% 59% 58% 59% 12/01/19 i 53% 53% 11/01/19 50% 23 24 25 26 27 28 29 30 420/ 0 38% ■#Weeks in Process 40% 360 350/ 360 310 60.0 Average 30% 50.0 weeks in 40.0 process=38 20/o 0 30.0 0 0 9/o 0 20.0 10% 5% 5% 7/0 5% 10.0 0% 1 , 0% , 1 0.0 Administr 11/01/19 12/01/19 01/01/20 02/01/20 03/01/20 04/01/20 Administr ative Gas RES/TS Solid Wastewa Water ation Services Waste ter LCU ■HR ■In Flow ■Total 34.9 35.8 52.3 31.3 33.2 37.4 28.8 LCU HR Activity Report: Progress ■ Include hydrogeologist in FY21 first period budget adjustments ■ Managing temporary positions report ■ Apprenticeship & internship program progress delayed ■ NMED water certification testing canceled for April ■ Looking forward : r Focus on staffing while complying with COVID-19 policies and regulations E Overtime Report — will be impacted by COVID-19 o Longevity and potential retiree analysis 0 Continuity of Operations Plan (COOP) ■ un1ltlnuity of Opera[wns Plan submitted to and approved by City Administration ■ Staff remote-work assignments enabled: Rotation of remote and site work staff to limit building population ■ Congregation reduction efforts: Staggered shift reporting All meetings are via conference call of MS Teams E LCU buildings closed to the public, including vendors E Only vendors related to operational need repairs allowed ■ Access to a curr,w,ativt, referenc(-, .iocumen for LCU associates ■ Compliance with Families First Coronavirus Response Act (FFCRA) n Continued Incident Management Efforts ■ Resource Management: Accounting of personnel, supplies, equipment, vendor availability and facilities ■ Command Coordination : E Identification of leadership succession E Planning for new operational structures to consolidate teams if needed ■ Communications & Information Management: E Driving associates to one document for instructions and information needed to operate E Providing decision-making information and tools to all supervisors m Water Litigation ■ TXv. NM & CO: Update from Water Counsel Jay Stein (slides 12 to 15) ■ Griggs Walnut Federal Litigation : Consent Decree final terms approved by City Council and DAC Commission in executive sessions. Council & DAC Resolutions authorizing to pay EPA $9M in case of Work Takeover have been approved. m Update : Texas v. New Mexico & Colorado ■ Three weeks ago, New Mexico's principal attorney, David Roman, resigned from the case and his firm to take another job ■ New Mexico filed a Motion for an Emergency Hearing on March 18th to: ■ (i) request a six month stay of proceedings to find another lead attorney; and ■ (ii) extend deadlines for completing discovery and filing rebuttal reports (which had been due on March 31 st) due to the impossibility of taking depositions during the coronavirus pandemic m Update : Texas v. New Mexico & Colorado . . . (cont. ) ■ A telephonic hearing was held shortly thereafter ■ The Special Master ruled that deposition discovery was stayed pending further order of the court ■ The March 31 deadline for rebuttal reports was vacated and will be reset pending further consultation with counsel Update : Texas v. New Mexico & Colorado . . . (cont. ) ■ New Mexico's Motion to Stay all proceedings was denied ■ Trial will be moved back approximately two months until May/ June of 2021 ■ Las Cruces consultant Lee Wilson will be named as a New Mexico rebuttal witness to address City of Las Cruces' issues at trial ■ The New Mexico amici are presently considering names for an expert water law attorney to assist Robles & Rael m Update : Texas v. New Mexico & Colorado . . . (cont. ) ■ On March 31 , the Special Master ruled on the first set of pending dispositive motions, striking several of New Mexico's counterclaims against the United States ■ The ruling is still being analyzed and we will have a conference call with Utilities to review it ■ The remaining dispositive motions, going to how much of the case is still active following the First Interim Report, are still pending m April 2020 Projects Update ■ Pre-1965 Foothills Landfill Excavation ■ Talavera 8-Inch Steel HP Gas Extension, Project No. 18-19-061 ■ Griggs-Walnut Monitoring Well No. 3 Decommissioning and Removal m Pre- 1 965 Foothills Landfill Excavation � ■ Projects/Contractor: . = 19-20-70 Wagner Equipment - N ❑ 19-20-57 Parkhill Smith and Cooper n ❑ 19-20-58A Crosstown Construction and Trucking ❑ 19-20-75 KEERS Environmental Clearing Waste Area No. 3 of Clean ■ Total Combined Contract Cost — $170867619 Cover ■ Contract Time — 104 workdays ■ Start Date — March 18, 2020 ■ Estimated Completion Date — September 30, 2020 ■ Percent Complete — 8% (Construction) ■ Summary of Project: i- Began excavation March 18, 2020 ❑ Hauling of waste started March 19, 2020 Excavating Waste Area No. 3 ❑ Total waste hauled to date 3,723 Tons M Pre- 1 965 Foothills Landfill Excavation . . . (cont. ) ID Tasl Task Name Duatiorti Stat Finish Ma . Aw w Apr . 1 Pre 1955 Land tiiIIExcavationProject 404days Tue3J5J19 Fri9J18J20 2 ?I NTP 1 day Man 3/11/19 Man S/1V19 3 Mr, PhaseI Pre 1955LandfilI Waste EmNaan 201days Tue3f12f19 Tue17_f17f19 Plan 4 ® Ir, TaskI-MeetingwihNMEDBureauChief 50days Tue3/12/19 Mon4/22119 5 ® M% Task 2-InrorportateNMED Comm entsinto 50days Tue4f23f19 Mon6f3J19 WEP,Resubmit b ® 1% Task 3-NMED Review Final WEP 29days Fri7f5f19 Wed8/14/19 7 ® 91% Task 3.1-Provide NMED requested Infor 90 days Wed81 14f19 Tue12f 17f19 i 8 Prepareand Conduct Public Meeting 3days Fri12f6J19 Tue12J10J19 9 Phase2 Pre 1955 Landfill Aeld Effort 265 days Wed 8114119 Tue 9118120 Task 4-Responseto NMED LTR 16 days Man 2/10/20 Mon 3J2120 ti 11 Task 5-Development of haul road 30 days Man 2J3J20 Fri 3/13/20 l� 12 ® Task 6-Contracts(mite,waste hauler, 90 days Tue11J5f19 Man 3f9f20 equipment) 13 ® f: Task 7-Ftg ing Waste Perimeter 3 days Man 3J9J20 Wed 3J1V20 14 ® w, Task 8-Setup and St�girg 7 days Mon 319120 TueS/17f 20 15 ® Ir, Task 9-Excavation(Est'mated) 104 days Wed 3/18/20 Man 8/10/20 18 �► Pre 1955 Landfill Excavation Results 140" Mon 8110/20 Sun 2121121 17 ®- 1% Task 9-Prepare Final Document of 45 days Mon$f 10{20 Fri 1019/20 Excav ation Actions 18 Task 10-NMED Acceptance Ltr 90 days Man 10/12J2(Fri 2/12/21 Talavera 8- Inch HP Gas Extension , Project No . 18- 19-061 ■ Contractor — DuCross Construction ■ Contract Cost — $1 ,517,990.98 _ ■ Contract Time — 301 workdays ■ Start Date — March 4, 2019 End cap and fill line installed ■ Estimated Completion — May 12, 2020 preparing for Hydrostatic Pressure Contract time suspension issued to contractor December 20, 2019 to Test allow for the implementation of new Hydrostatic Pressure Test procedure ■ Percent Complete — 93% (Construction) ■ Percent Complete — 93% (Payment) `" ■ Summary of Project: Approximately 13,750 linear feet of steel High-Pressure pipeline has Ap been successfully tested Pipeline is being cleaned in preparation of Tie-In and Purging which Final pressurization of pipeline to is scheduled for March 31 ,2020 1 ,013 psig for Hydrostatic Test Pending items to be completed; reinstall signs, restore grades, and reseed the project area Griggs-Walnut Monitoring Well No . 3 Decommissioning and Removals �w ■ Contractor — Flexible Liner Underground Technologies Ltd. ("FLUTe") and Rodgers & Company, Inc. ("Rodgers") - ■ Contract Cost — FLUTe-$11 ,617.39; Rodgers-$13,809.84 `` Total Contract Cost- $25,427.23 1 ■ Contract Time — 120 workdays FLUTe dewatering the well into a ■ Start Date — October 28, 2019 storage tank T , ■ Estimated Completion Date — April 23, 2020 ■ Percent Complete — 50% (Construction) ■ Percent Complete — 0% (Payment) ■ Summary of Project: Scope: decommission and remove Griggs-Walnut monitoring well for City of Las Cruces Aquatics Center expansion ❑ Monitoring Well No. 3 consists of 6 ports, 542 ft. deep, 12 in. casing E FLUTe in process of dewatering and removing well liners E Rodgers will plug and abandon in accordance with the Office of the State FLUTe removal of the well liners Engineer's plan of operations after FLUTe removes the well liners E Estimated completion April 10, 2020 W Board Resolutions on Consent Resolution 19-20-LCU020 Utility Bill Payment Services ■ Board approval of sole source procurement with Fidelity Information Services providing telephone credit card utility bill payment services ■ Use of this service at no charge to customers is another convenient alternative for utility bill payment, now more important with COVID-19 restrictions ■ Service history: Charges Transactions FY18 $ 41 ,426.97 307634 FY19 $ 68,771 .52 427316 FY20YTD $ 67,932.91 307659 Resolution 19-20-LCU021 FLUTe Wells Replacement ■ FLUTe Wells Assessment: erc�w i�aa:paM t -.cwmwusro'.+ - fi_ EPA approved Alternative 7 y � wMwas cwMwae � E Work to be completed for next e sampling event �GwMr► � = a ��- �pw MW�BFdL�"M��e�MWSF� 6 �'LLW 1121 � .n LC. 151 Engineering and Bidding: r ` �• ?Mw;0 �MWA OwAw$ w_ • Daniel B. Stephens & Associates, Inc. " ■ TM $40,107.50 • -� fLLL WNI ■ N MG RT: $3,158.47 ■ 5% Contingency: $2,163.30 EnPleneron ao as 0 L_well • Total Award: $45,429.27 GRIGG&W.41NUT GROUND WATER PLUME 517E RENIEDNLACTICN p�9�lkl a.sr Ph��s piing a�ssoa �„ 2009 Groundwater Sam Well Locations Board Resolutions for Discussion Resolution No . 16- 17- 124C Energy Savings Performance Contract Phase II ■ Phase II - Recommended Improvements : New SCADA system will improve operation of each wastewater facility and provide wireless communication between the three facilities & Utilities Dispatch Center Reduced operating costs and continuous monitoring of critical operating parameters Workstation Workstation Workstation East Server Backup/ Server Router/ West Mesas Radio Radio A Restore B Modem Radio Mesa Plant A B Server C Plant Utility- } City Bldg Network PLC PLC PLC Jacob Hands Plant Resolution No . 16- 17- 124C . . . (cont. ) ■ Phase II - Recommended Improvements : Jacob Hands Facility - Aeration Improvements : New SCADA system will improve operation of each wastewater plant & provide wireless communication between the three plants & Emergency Dispatch Center Reduced operating costs & continuous monitoring of critical operating parameters AERZIN Al I i= x m 7 0 Resolution No . 16- 17- 124C . . . (cont. ) ■ Phase II — Recommended Improvements : Jacob Hands Facility — Co-Generation Improvements : ❑ JCI assisted LCU staff in negotiations with El Paso Electric to implement an interconnection agreement at the plant (includes net metering & plant will remain on -r - low cost power rate) Co-Gen plant software programming - Connect some existing equipment to both electrical loops Improvements will allow plant to operate both Cogeneration Units at full output capacity resulting in a substantial increase of renewable energy production & reduced operating costs Resolution No . 16- 17- 124C . . . (cont. ) ■ Phase II - Project Cost Summary: ECM # Site Scope of Work Cost SD-1 All Wastewater SCADA System $1,456,710 JHP-1 Jacob Hands Aeration Improvements $3,406,662 JHP-2 Jacob Hands Primary Sludge Pumping Improvements $436,076 JHP-3 Jacob Hands Cogeneration Plant Improvements $481,998 EMP-1 East Mesa Wastewater Flow Improvements $308,825 WWM-1 All Wastewater/ Reclaim Water Meter Upgrades $258,669 LTG-1 All Lighting Improvements $218,168 AC-1 Admin HVAC Upgrades $50,792 EMS-1 Admin, Lab Energy Management System (EMS) $74,700 EPE-1 All EPE Accounts - Rate Conversion $0 Contingency Allowance $100,000 Investment Grade Audit $387,600 Final Engineering $268,653 Construction Management & Training $979,271 Construction M&V $32,300 Warranty $56,345 Performance & Payment Bond $45,220 Subtotals $8,561,988 EMNRD Fee (1% ) $85,620 GIRT Tax (8.3125% ) $718,832 Total Cost $9,366,440 Resolution No. 16- 17- 124C . . . (cont. ) ■ Phase II - Project Cost & Savings: Annual Annual Annual Annual Total Cost Electric Gas Meter O&M Annual Cost Cost Accuracy Cost Project Savings Savings Benefits Savings Benefits $993669440 $3169659 $499817 $209115 $1969953 $5839544 Simple Payback - 16.1 Years Resolution No. 16- 17- 124C . . . (cont. ) ■ Phase II - Project Funding: Project Cost $993669440 LCU Cash Contribution ($0) Financed Amount $993669440 Finance Term - Years 20 Construction Term - Months 12 Estimated Interest Rate 3% Resolution 19-20-LCU01 9 LCU Fiscal Year 2020/2021 (FY21 ) Annual Budget and Funded Capital Improvements Program ■ pink to Proposed r Y21 Annual Budget ■ Link to Proposed FY21 Capital Improvement Program Budget End of presentation . . . „q °"tee .7 �w 0 my of[as Cruces,