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LCU Board Admin Report November 2020 Isw City of Las Cruces' MOUNTAINS OF OPPORTUNITY Las Cruces Utilities Board of Commissioners Administrative Report GRjj UTILITIES Cily of Las Cruces' Topics 1 ) Billing and Receivables 2) Las Cruces Utilities (LCU) Human Resources (HR) Activity Report 3) COVID-19 Incident Management 4) Water Litigation Update 5) Projects 6) Board Resolutions 0 Billing and Receivables ■ Utility Assistance Programs — October Report: ❑ Payment Plan Agreements: ■ 0 new agreements ❑ Preferred Payment Date: ■ 7 new requests ❑ Budget Payment Plan: ■ 9 new agreements ❑ Promise to Pay: ■ 840 customers requesting extended due date ❑ LIHEAP (Low Income Home Energy Assistance Program): ■ 166 customers receiving $51 ,384 in assistance Billing and Receivables . . . (cont. ) ■ Utility Assistance Programs — October Report: Charitable Fund Sources: ■ 0 referrals Casa de Peregrinos FY21 budget funding - $100,000: ■ FY21 CDP budget funding is fully disbursed FY21 Emergency Assistance Funding - $150,000: ■ Council authorized additional funding August 27, 2020 ■ 156 Residential customers receiving $32,873 ■ 3 Business customers receiving $1 ,482 0 Billing and Receivables . . . (cont. ) ■ FY21 Emergency Assistance Funding YTD Report Utility Bill Assistance Expensed $68,294 46% Utility Bill Assistance Available $81,706 54% Utility Bill Assistance Expensed Utility Bill Assistance Available LCU Human Resources (HR) Activity Report: Vacancies Total Vacancies by Month Vacancies by Lines of Business 54 53 -7 Water 11 52 52 51 Wastewater 1 10 50 5 50 x Solid Waste 2 /48 RES/TS r 4 7 47 7 47 2 Gas 12 46 Admin Services 3 4 44 10 44 4 Administration r 2 \42/ 42 -10 -5 0 5 10 15 40 Change in Vacancy Count Since 11-4-2019 ■Baseline ^O ^O �O ,tiO ,tiO ,tiO ,tiO ,tiO ,tiO �O �O �O ,tiO SBP Result: Fill Vacancies within 6 Weeks # Weeks in Current Hiring Process Hiring Workflow by Task Owner 50 40 30 20 83% 10 0 80% 77 o 70% o O^ O^ O^ O^ O^ O^ O^ O^ O^ O^ O^ O^ 69% 67% 70/o 63% 62% -#Weeks in Process 60/o o 59% 58% 59% 53% 53% 53% 50% 60.0 42 43 Average 40% 38 36 36 50.0 weeks in 31 35 33 32 process =37 30 40.0 30% 27 30.0 20% 19 15 20.0 10% 0/0 % % o % o 0 10.0 0% ' % o� ' ' ' ' 0.0 Ad min istrat ff\ Solid Wastewate O i nistrat Waste r Ad ive Gas RES/TS Water on Services ■LCU ■HR ■In Flow ■Total 29.1 46.0 52.6 41.8 31.4 28.1 22.1 LCU HR Activity Report: Progress ■ Since 10/15/2019, we have filled 59 positions ■ Awaiting the following : 7 reclassification requests 4 awaiting new job descriptions via remitted PAQ's 9 positions are awaiting release of candidates E 5 positions are awaiting post to NeoGov ❑ 3 positions are awaiting HR authorization to interview 0 LCU HR Activity Report: Looking Forward ■ Staffing Specialist position is closed ■ Focus on staffing while complying with COVID-19 policies and regulations. We will be bringing on temporary employees ■ Pending Items: Overtime report Longevity and potential retiree analysis Temporary staff analysis ■ Intern/journeyman program outlook projected for 2021 ■ Two of our interns are on track to graduate in December 0 COVID- 19 Incident Management ■ Continuity of Operations Plan (COOP) submitted to and approved by City Administration and reviewed weekly ■ All programs are 100% operational ■ Return-to-Work Plan in effect under Phase 1 through 11 /13/2020: Building staffing levels will remain as-is with no shared offices Five (5) or less allowed to gather with masks and social distancing ■ Continued weekly situational reporting (SitReps) to CM and LCU Board ■ PPE is tracked and we have adequate supply for all associates W Staffing and COVID- 19 ■ Compliance with Families First Coronavirus Response Act (FFCRA) and City pandemic-related policies ■ Averaging three (3) associates/week out for quarantine, extraordinary or emergency paid sick leave ■ Surge has impacted staff due to household members who are testing positive resulting in quarantine ■ Any COVID-positive cases are quarantined and NMED notified ■ Continue sanitization of common areas, offices, and equipment ■ Temps will be hired to cover staff taking leave ■ Council approved $500,000 for extraordinary pay; no new policy has been released m Water Litigation ■ Texas v. New Mexico and Colorado Update ■ Griggs Walnut — Federal Litigation ■ Griggs Walnut — West Griggs Property m November 2020 Projects Update ■ Triviz Water & Gas Improvements, Project No. 19-20-138 ■ Water Production Shop Restroom Addition ■ Water Production Facility Roofs, Project No. 20-21 -LC0006 Triviz Water & Gas Improvements Project No . 19-20- 138 F ■ Contractor: J29 Enterprises, LLC �L ■ Contract Cost: $103,599.90 ■ Contract Time: 30 Workdays ■ Start Date: October 19, 2020 r , ■ Estimated Completion: December 2, 2020 Construction of trench for waterline nstallation ■ Percent Complete: 40% (Construction) r i o ■ Percent Complete. 22% (Payment) ■ Summary of Project: . The project consists of the following: � ■ 1 ,500 linear feet ("LF") of 12-inch C-900 waterline, and services . ■ 220 LF of 4-inch gas main ` Approximately 960 LF of the 12-inch waterline has been installed Installing 12-inch PVC waterline M Triviz Water & Gas Improvements Project : At. ' ,��•� ,+�• -.� _�,,:�• _ E Tie into existing 72-inch �. # • AC water line. ., ��.°�• �• W Install approximately 260 LF of • 41 new 4-inch PE gas line to drop . :�, .• - i NO fw,� pipe elevation. a- + ... _ • ;� ' '.,�••r. .�;. N: �' � "�. POLY - .�ti .', t •' c.��' Purge and abondon •' existing gas line. ' Tie r �� r Install approximately 1,530 LF of new 12-inch PVC water line. VIM iiii o Abondon existing At. iVeCSlt�f pv,e O 2 AC s water line in place- E ® XTRU Tie into existing 12-inch •C AC water line_ rn IE 60 T ,� _ �__ _ _ • right neamaa• 2.7 Water Production Shop Restroorn Addition , Building E ■ Contractor: G . Sandoval Construction , Inc. .,�.r�.. ■ Contract Cost: $25,610.52 ■ Contract Time: 45 working days ■ Start Date: August 10, 2020 Exterior of New Restroom ■ Estimated Completion Date: October 14, 2020 ■ Percent Complete: 100% (Construction) ■ Percent Complete: 0% (Payment in Process) ■ Summary of Project: Construction of New Restroom Facility Water Production - Complete Interior of New Restroom M Water Production Facilities Roof Repairs/Replacements , Project No . 20-21 -LCU006 ■ Contractor: Commercial Roofing, LLC ■ Contract Cost: $113,598.30 / ■ Contract Time: 45 working days Prepping roof for silicone placement ■ Start Date: October 12, 2020 ■ Estimated Completion Date: December 16, 2020 ■ Percent Complete: 50% (Construction) ■ Percent Complete. 0% (Payment) ■ Summary of Project (based on approved pay applications): Roof Replacement are completed on the Summit Chase Booster Touch-ups on roof, silicone placement Station, Las Alturas Booster Station, and Well 38 building M Board Resolutions on Consent Resolution 20-21 -LCU013 Billing and Services Regulations Tariff ■ Administrative change to the Billing and Service Regulations Tariff reformatting the document to meet Americans with Disabilities Act (ADA) requirements for documents posted on the City of Las Cruces (City) website to meet ADA document standards enabling screen readers to function clearly to communicate content to the visually impaired ■ Deletion of tariff language, terms and conditions, and charges no longer applicable with the implementation Advanced Metering Infrastructure network and Solid Waste Routeware system Resolution 20-21 -LCU015 ■ Administrative change to the Water Tariff reformatting the document to meet Americans with Disabilities Act (ADA) requirements for documents posted on the City website to meet ADA document standards enabling screen readers to function clearly to communicate document content to the visually impaired ■ No changes or revisions of tariff language, terms and conditions, and charges Resolution 20-21 -LCU01 6 Water and Wastewater Development Impact Fee Tariff ■ Seek Board authorization and approval to revise the updated Water and Wastewater Development Impact Fee Tariff: Based on the current allocation to Developer/Customer/Rate Base Individual impact fee charges for Water and Wastewater connections based on flow capacities of LCU's standardized water meters ■ December 19, 2019: CIAC approved the final Water and Wastewater Impact Fee Update ■ January 9, 2020: The final report was presented to the Utilities Board with the sole issue of the impact fee update being the allocation of the impact fee charges to Developer/Customer/Rate Base categories M Resolution 20-21 -LCU016 . . . (cont. ) ■ September 20, 2020, City Council Work Session discussed history of the allocation of impact fees. Council agreed to discuss the allocation of impact fees and revision in subsequent meeting . City Council had no comment on the revision of impact fee charges based on the 2019 TischlerBise Report m Board Resolutions For Discussion Resolution No . 19-20-061A, Amendment No . 1 Additional Funds , Gas Meter Conversion Project ■ Gas Meter Conversion Project: Approved March 12, 2020 ❑ Project Started May 2020 ❑ Through August 31 , 2020 ■ Hydra Plumbing and Mechanical Installed 712 ■ Maddox Plumbing Inc. Installed 1408 ■ RJR Enterprises, LLC. Installed 1089 ■ Amendment No. 1 : Requesting additional funds for Gas Meter Conversion: ■ Associated cost includes sanitizer, disposable gloves, foot covering, face masks/shields ■ Per-work and post-work sanitation procedures for each meter conversion, one-half hour ■ Material cost increase and availability Resolution No . 19-20-061A . . . (cont. ) ■ Additional Funds: Hydra Plumbing and Mechanical: ■ $40.00/meter for total of $178.50/meter for 1 ,500 meters ■ New contract price = $365,013.13 RJR Enterprises, LLC: ■ $40.00/meter for total of $205.00/meter for 1 ,500 meters ■ New Contract Price = $421 ,882.59 Maddox Plumbing Inc. : ■ $25.00/meter for total of $205.00/meter for 1 ,500 meters ■ New contract price = $571 ,348.44 ■ Amended Contract Cost: Initial Total Contract Cost = $171877734.38 ❑ Amendment No. 1 = $1707509.68 f Amended Total Contract Cost = $173587244.06 Resolution No . 20-21 -043 FLUTe Well Replacement Project ■ FLUTe Monitoring Wells for Griggs-Walnut Superfund Project: Liner Failures. Single Dort system for clarity Support tether Sample collection ■ Convert to Single Depth Monitoring Wells container Excess head in liner ■ Add Adjacent Monitoring Wells Ste. Task Description Total Price Port rVoum ttootiadlevel to pump sys. I / in formation Base Bid $1 ,156,927.00 � Small id Tube NMGRT (8.3125%) $96,169.56 defines sam ling to surface Spacer outside liner interval p g li1/2"id Tube Owner Contingency (10% including NMGRT) $125,309.66 First check � valve Second check valve TOTAL (incl. NMGRT and Contingency) $193789406.22 'hibing from port to sample pump �T 13eavy arrows show water flow_� Liner sealing hole Resolution No . 20-21 -043 . . . (cont. ) ArCLC 21 Paz Park GWMW-I5-S/I/D GWMW-09 ...GWMW-06 .�, MW SF10 0 ,GWMW-08 � 4 r grid9er UPPER HadieY .. ir��, GRIGGS MW-SFS a. nM _TANK GWMW-03 � Dona Ana County ° NGMW-02 GWMW 16S/D' '" 0 .tg Tranepartation Department Orin. NGMW"01 CLC 19 •�. r.* NGMW-03 i _ ;•'�~®', CLC 18 GWMW 10 p ,GWMW-01 CLC 57 MW-SF2�` 0 W-1 -CLC 27 MWd ZMWS MW-SF9 m em.n s Lunman GWMW-11-S/IfD CLC 20 / Z (6 1 1 .�} Ufl S ' , l L i�� • 71. H�`�...• Sanla Fa S.JP}=t ` e Ft1. t,C + Sacorro h M1 A Yf, 1 :CLC 26'1 � % .. r S[ L cation Las Grins } CLC 61 10 200 400 e00 800 Feet S 'd, �•" ,��.1 1 y - •- - i a New Mexico Location Map Explanation •0 Mcnitorwell soaroo:Nanoaal ggdowa�ral imagery grogram zolc FLUTe well to be converted 8 CLC water reservoir New monitor well '-- Existing 10"water line to reservoir Active CLC well — 6"raw water line Inactive CLC well — e°tini,hed water line GRIGGS-WALNUT GROUND WATER PLUME SITE Treatment facility FLUTE WELL REPLACEMENT WORK PLAN Daniel B. PEOJBCt Area Map Stephens&Associates,Inc. ;venom 0ru Ue x Figure 1 Resolution No . 20-21 -LCU019 Construction Administration FLUTe Well Replacement Project ■ Construction Administration E Construction Oversight E As-Built Report, Well Survey Report, Sampling and Analysis Plan Update Task Description Total Price Construction Administration (T&M, NTE) $209,312.75 NMGRT (8.3125%) $17,399.12 Contingency (5% including NMGRT) $11 ,335.59 TOTAL (incl. NMGRT and Contingency) $2389047.46 Resolution No . 20-21 -046 : Parrigin Way and Mission Bell Gas Extension , Project No . 20-21 -046 4 .. toy Calle Lamina Harmony Ct o WW 5003X o 000 Feet y � Feet 11&2020 +r`--°+. .-; 'G �' `. #" a�'` lvsrzozo Amity t p�R�c F� \ t'�Rt" �t�Af' s'. 6cRucio Jp' '�� �4�� ��. •r .� �s ueen ryche t 2-in Gas Main Extension o Journ y Ct !DT 1° Aen�osm ith Ct ma Call t]e Cuarzo Geo'ber YN 2-&4-in Gas Main Extension - � pati'G° Calle Br nce ufi p� Rolling- one Ct TLI D a`�F U Calle Cobre U mo Calle Hierro v do�� Sa�dalwp0 - �� gha d � a �issinnaell`PVe enn pr o � A� � LL 4 l m a Peachtree-Hills Rd �y Resolution No. 20-21 -059 , Requesting Additional Funds for Additional Flip Screen , in support of the Pre- 1 965 Foothills Landfill Excavation ■ Contract Cost: $93,000.00 ■ Contract Time: 3 Months ■ Estimated Completion Date: February 2021 ■ Challenges: ■ Benefits: ❑ Equipment breakdown ❑ Two Flip Screens Operational ❑ COVID-19 at Site ❑ Amount and type waste ❑ Increase of current screening encountered by 150% ■ Future Lohman Property Development: nttps://www.pianeastlohman.comi bra -.:..,_ - ;� .�t�y �_�.it�s..�.��r'ti: � _ Y - .F.� �, _^t�+ahw � .3�• ...�. \• .� J 1�. _ 3 `�\\tom - ` _ ` ,� _ 1.,-`_` ' ;.r . yet '� ►_ti ti`, Resolution No. 20-21 -LCU017 Recycling Containers Loan ■ Recommending to City Council to authorize and approve the submission of a completed application for financial assistance to the New Mexico Financing Authority for Solid Waste recycling containers up to $1 ,700,000.00 ■ Initial purchase for the LCU and South Central Solid Waste Authority recycling partnership for 36,500 95-gallon containers m Resolution No. 20-21 -LCU018 Sole Source Agreement — McCarter & English ■ The firm has represented the City and the El Paso Municipal Customer Group ("EPMCG") for over 25 years: With matters before the FERC (Federal Energy Regulatory Commission), including EPNG (El Paso Natural Gas) rate cases With natural gas supply and transportation contracts Consulting advice on a wide array of industry matters that are relevant to the City and LCU ■ Prevailed on the EPNG case that netted LCU gas customers a refund of $1 .04 million ■ Advised key City and LCU personnel on the fundamentals of prepay contracts m Resolution No. 20-21 -LUU018 . . . (cont. ) ■ Resulted in the NMMEAA (New Mexico Energy Acquisition Authority) and PEAK (Public Energy Authority of Kentucky) long-term discounted gas supply contracts ■ These discounts have saved LCU gas customers over $3 million since 2008 ■ Pooling of the City's legal resources as member of the EPMCG has proven to be very effective ■ The City pays only a percentage of the hourly rate for EPMCG related work, currently it is 27. 18% End of Administrative Report „q °"tee .7 �w CRY of Los Cruces-