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Administrative Report October 2020 Isw City of Las Cruces' MOUNTAINS OF OPPORTUNITY Las Cruces Utilities Board of Commissioners Administrative Report GRjj Lo UTILITIES 0 Cily of Las Cruces Topics 1 ) Customer Central 2) Billing and Receivables 3) Las Cruces Utilities (LCU) Human Resources (HR) Activity Report 4) COVID-19 Incident Management 5) Water Litigation Update 6) Utility Hawk Demo 7) Projects 8) Board Resolutions 0 Customer Central ■ Customer Central and Field Services preparing for seasonal requests to relight furnaces: Service provided at no charge for residential customers Customers are advised and when technicians arrive: ■ Check furnace and enclosure for safe and proper conditions ■ Check A/C is winterized ■ Check for leaks and ensure filter ready for operation ■ Relight furnace pilot, cycle operation, and check for proper combustion with carbon monoxide test 352 furnace relight work orders were processed in FY20 Billing and Receivables ■ Utility Assistance Programs — September Report: Payment Plan Agreements: ■ 0 new agreements Preferred Payment Date: ■ 10 new requests Budget Payment Plan: ■ 17 new agreements Promise to Pay: ■ 694 customers requesting extended due date LIHEAP (Low Income Home Energy Assistance Program): ■ 33 customers receiving $9,520 in assistance 0 Billing and Receivables . . . (cont. ) ■ Utility Assistance Programs — September Report: Charitable Fund Sources: ■ 0 referrals Casa de Peregrinos (CDP) FY21 budget funding = $100,000: ■ 52 Residential customers receiving $11 ,643 ■ 2 Business customers receiving $936 ■ The FY21 CDP budget funding was fully disbursed this month FY21 Emergency Assistance Funding = $150,000: ■ Council authorized additional funding August 27, 2020 ■ 110 Residential customers receiving $31 ,383 ■ 3 Business customers receiving $2,557 Billing and Receivables . . . (cont. ) ■ FY21 Emergency Assistance Funding YTD Report \ Utility Bill Assistance Expensed $33,940 23% Utility Bill Assistance Available $116,060 77% Utility Bill Assistance Expensed Utility Bill Assistance Available LCU HR Activity Report: Vacancies Total Vacancies by Month Vacancies by Lines of Business 53 52 52 -7 Water 11 51 50 5 Wastewater 2 10 50 Solid Waste 0 _ 2 48 7 47 7 RES/TS 2 46 � 4 4 V 44 Gas 0 44 14 4 42 42 Admin Services 3 10 40 Administration 0 2 o1 o^ o^ o`er o^ o^ o`er o� o^ -10 -5 0 5 10 15 20 Change in Vacancy Count Since 11-4-2019 ■Baseline SBP Result: Fill Vacancies within 6 Weeks # Weeks in Current Hiring Process Hiring Workflow by Task Owner 50 40 90% 30 � 83% 20 10 80% 77% �p ^p tp tip tp Cp tip tip tp Lp tip tp 70% 69% 67% 70% 63% —#Weeks in Process 60% 59% 58% 59% 53% 53% 53% 50.0 50% 421, 0 43 45.0 Average 40% 38 36 350 36 40.0 Weeks Irl _ 33 process =35 31 30 35.0 30% 27° 30.0 — 20% 19 25.0 15 20.0 10% % % o % o % o 0 /o /0 15.0 ' % % ' 0% 10.0 p p p p p p p p p p p p 5.0 0.0 Administrati Administrati Gas RES/TS Solid Waste Wastewater Water ■LCU ■HR ■In Flow on ve Services ■Total 40.9 40.7 44.7 41.8 26.7 31.3 18.8 LCU HR Activity Report: Progress ■ Since 10/15/2019, we have filled 54 positions ■ Awaiting the following : 5 Reclassification requests 4 New job descriptions via remitted PAQ's ❑ 3 Positions are awaiting release of candidates ❑ 4 Positions are awaiting post to NeoGov 0 LCU HR Activity Report: Looking Forward ■ Staffing Specialist position is posted ■ Focus on staffing while complying with COVID-19 policies and regulations ■ Pending Items: Overtime report Longevity and potential retiree analysis Temporary staff analysis ■ Intern/Journeyman program outlook projected for 2021 m COVID- 19 Incident Management ■ Continuity of Operations Plan (COOP) submitted to & approved by City Administration and reviewed weekly ■ All programs are 100% operational ■ Return-to-Work Plan in effect under Phase 1 through 10/15/2020: Building staffing levels will remain as-is with no shared office 10 or less allowed to gather with masks & social distancing ■ Continued weekly situational reporting (SitReps) to CM and LCU Board ■ PPE is tracked and we do have adequate supply for all associates M Staffing and COVID- 19 ■ Compliance with Families First Coronavirus Response Act (FFCRA) and CLC pandemic-related policies ■ Averaging 3 associates/week out for quarantine, extraordinary or emergency paid sick leave ■ LCPS students remain as virtual students for the first semester ■ Any COVID-positive cases are quarantined ■ Continue sanitization of common areas, offices and equipment ■ Temps will be hired to cover staff taking leave ■ Council approved $500,000 for extraordinary pay; lists are under review m Water Litigation ■ Texas v. New Mexico and Colorado Update — Provided in Executive Closed Session ■ Griggs Walnut — Federal Litigation ■ Griggs Walnut — West Griggs Property UtilityHawk Demo ■ Link to site m October 2020 Projects Update ■ Jacob Hands Wastewater Treatment Facility (JHWWTF) East Primary Clarifier Rehabilitation Design , Project No. 19-20-095 ■ Talavera Low Pressure Gas Distribution Network Phase 3A, Project No. 19-20-124 ■ Stern Drive Waterline, Project No. 19-20-125 m JHWWTF East Primary Clarifier Rehabilitation Design , Project No . 19-20-095 ; rt IY 4 ............ i4Y.d-�.Al/ ttYYWM ■ Consultant: Bohannan Huston, Inc. d�N ■ Contract Cost: $287,061 .16 ■ Contract Time: 352 working days (Design, Bid, Construction Administration, and NACE Inspection) ■ Start Date: April 7, 2020 ■ Estimated Completion: August 30, 2021 The interior of existing East Primary ■ Percent Complete: 95% (Design) Clarifier Ikm ■ Percent Complete: 20% (Payment) ■ Description of Project: Bypass Plan: Develop bypass plan to isolate Splitter Box #1 and East Primary Clarifier Primary Clarifier Structure: Replace lining of interior concrete structure, and outer waterproofing `R3, Primary Clarifier Equipment: Replacement of all clarifier wetted components include center column, rake assembly, support structures, replacement of related electrical controls and power distribution components The interior ofexisting Sputter Box #1 Splitter Box #1 : Replace three splitter box influent control valves, piping, and M replace existing concrete liner JHWWTF East Primary Clarifier Rehabilitation Design , Project No-.% . 19-20-095 . . . (cont. ) Amadar•Ave + - •i �. rrc { 1 � r- r + ram; `. `f ft J; Via -- f t r +- - • - - - --- - r East Primary Clarifier Jacob Hands rnGR�'r 260 ❑ 20❑Feet Wastewater Treatment Plant E1 a/za2o m East Primary Clarifier *•�-�--- Talavera Low Pressure Gas Distribution Network — Phase 3A, Project No . 19-20- 124 i -3 � �}� r � r �.X • y,"-� �} Y! S-r y��r�l .d. ..'`ate -� .'+t` yF.,# �• ��r f r�' �• _ .r ,r. r" `�s�- �a ,� _.,� - `_,�� •.:� •..A� �' e - a,�✓_ �'t11 ��__�y�_'` •- � .yy_='r... 11 e Se �•.� L t�ri v • �Prirtigs 42c1 -. _. Project Area ALI .:,. . V v] 1 to Soled ad Canyon R . Talavera Low Pressure C-FI `ut Gas Distribution Network o 0.25 0.5 1 Phase 3A Miles _ 4J2212026 Project 19-20-124 Talavera Low Pressure Gas Distribution Network — Phase 3A, Project No . 19-20- 124 . . . (cont. ) ■ Contractor: SmithCo Construction :,) ■ Contract Cost: $3,060,433.60 ■ Contract Time: 207 workdays ■ Start Date: August 10, 2020 ■ Estimated Completion: June 8, 2021 ■ Percent Complete: 5% (Construction) _ . ■ Percent Complete: 11 % (Payment) Dust control during excavation ■ Description of Project: Installation of 61 ,500 linear feet (LF) of 2-inch polyethylene (PE) gas line, 14,000 LF 4-inch PE gas line, appurtenances, pipe bedding, pavement patch, driveway removal and replacement, landscaping removal and replacement - -y ■ Summary of Project: Approximately 3,535 feet of 4-inch pipeline on Drippings Springs Road have been installed and pressured tested, purging and activation by Oct 9, 2020 Backfilling and tamping of trench Stern Drive Waterline , Project No . 19-20- 125 ■ Contractor: J29 Enterprises, LLC. kol . � ■ Contract Cost: $116,089.00 ■ Contract Time. 45 working days u _ Nsms,ke1 Y ■ Start Date: August 24, 2020 s E ■ Estimated Completion Date: October 27, 2020 Crew members hanging ductile iron ■ Percent Complete: 85% (Construction) pipe ■ Percent Complete: 0% (Payment) ` ` ■ Summaryof Project based on approved a J ( pp pay Y applications): Contractor has installed 570 LF of 101, C-900 PVC 5 waterline and 158 LF of 10" Ductile Iron Pipe on Bridge crossing the Tortugas Arroyo z Pressure test done the week of September 28, 2020 Installing C-900 PVC pipe Board Resolutions For Discussion Resolution No . 20-21 -033 , Construction Contract for Water Main Rehabilitation at Carreon Place and Alley North of Picacho to Diamond Construction Inc. rX 1, j sT Tie into existing ��i 10-inch viater line 0 300 Feet o -„ �� , d 10.+1.+2020 t �- - Qy •�� 14 `~ � Install ap pr oxi mate ly 2,TO 0 LF of new 8-inch water line- ,�-' Y *� Tie into existing ��-• 6-inch water line. + a-•� 1 1 1 Feetwo sA�v F �• � � �.' �. V 6- - 3 C' -' At jL 06 lk }}}} e _ f y� tw 23 Resolution No . 20-21 -040 , Magnesium Hydroxide- Thioguard from Hill Brother's Chemical Company ■ 2015 Pricing History: Magnesium Hydroxide-Thioguard: ■ $11 ,800.00 unit price per load (in minimum loads of 4,000 gallons) ■ Estimated Quantity = 16,000 gallons 15-16-034 "Pilot" Contract Approved for an estimate amount of $49,000.00 ■ 2020 Pricing History: Magnesium Hydroxide-Thioguard: ■ $12,400.00 unit Price per load (in minimum loads of 4,000 gallons) ■ Estimated Quantity = 48,000 gallons 20-21 -040 Seeks Contract Approval for an estimate amount of $150,000.00 w Resolution No. 20-21 -LCU012 Litigation Rate Rider ■ Requesting approval to implement Litigation Rate Rider of $0.09 per 1 ,000 gallons to cover increased water litigation expenses above the level included in base rate charges ■ Current water base rates recover legal expenditure level of $3187436 ■ Rate Rider - An interim adjustment mechanism to recover (or refund) unanticipated changes expenses or revenues not embedded in base rate charges Resolution No . 20-21 -LCU014 : Procurement of TD Williamson 660TM , Equipment for Gas System ■ Sole Source Procurement: TD Williamson 660TM, Power Unit and Accessories for the Gas Transmission Pipeline: ■ Hot Tap and Plug an 8-inch diameter pipeline with a wall thickness of .188 inches and .25 inches, and a 12-inch diameter pipeline with a wall thickness .25 inches and .312 inches TD Williamson SSII Equipment for the Gas Distribution High-Pressure Pipeline: ■ Hot Tap and Plug a 2-inch and 4-inch diameter pipeline ■ Equipment Cost: $588,623.38 plus freight charge of $3,007.44, NMGRT not applicable ■ Equipment Application : Emergency Repairs: Video 1 ■ - 1+ 1 ■ ■ ir 16 MP 1 1 7 i r r or 7 _ i Board Resolutions on Consent Resolution No. 16- 17-088C Rate Review Consulting Services with Stantec Consulting ■ June 8, 20177 LCU Board approved Resolution 16-17-088 for rate review consulting services for water, wastewater, solid waste and gas utilities to Stantec Consulting for a contract amount of $1947045.39 ■ April 12, 20187 LCU Board approved Resolution 16-17-088A, Amendment No. 1 for a new total contract amount of $234,045.39 ■ December 13, 2018, the LCU Board approved Resolution 16-17-088B, Amendment No. 2 to complete the Solid Waste and Gas utilities rate reviews for a new total contract amount of $4397458.29 Resolution 16- 17-088C . . . (cont. ) ■ Amendment No. 3 allows Stantec Consulting Services to update revenue requirement, cost of service, and rate design recommendation for the Gas utility using unaudited FY2020 financial and operating data for a new total contract amount of $4557705. 17 Resolution No. 19-20-057A, Change Order No. 1 for the Engineering Services Contract to Parkhill , Smith and Cooper Inc. , ■ Original Contract Cost: $215,884.89 ■ Change Order No. 1 : $17,992.79 ■ New Contract Cost: $233,877.68 ■ Start Date: April 1 , 2020 ■ New Estimated Completion Date: April 1 , 2021 ■ Description of Change Order: Extension of fencing, due to delays caused by screening activities fencing must remain in place until April 1 , 2021 End of Administrative Report „q °"tee .7 �w CRY of Los Cruces-