Committee ratifies wastewater extension bid and event‑related site work; raises urgency on funding deadlines

The finance committee recommended award of invitation to bid ITB 25‑006 for the Roswell Air Center (RAC) wastewater extension to the number‑two bidder after the low bidder withdrew, and it ratified multiple purchase orders tied to site grading and chip‑seal work at the airfield to be in place for a major public event (the PRS/air races). Staff reported the low bidder later withdrew and the number‑two bidder, EnviroWorks LLC, was recommended at a contract value the committee referenced from the packet.

Staff told the committee the project is funded by state appropriations and that the funding agreement includes a completion deadline (identified in the meeting as October 2026). Committee members asked whether extensions were possible and were told the funding agreement specifies completion by the deadline and that staff would inquire about any extension options if needed.

The committee also ratified a string of purchase orders for event preparations at the air center: PO 22502550 to Desert West Enterprises for chip seal work on the pit area, PO 22502549 to J & A Services for site grading and subgrade preparation (using city‑provided millings), and a later PO to Desert West for microsurfacing as a second layer. Committee members asked about procurement channels (e.g., county contract, state contracts, CES contracts) and whether the city had checked state contract pricing; staff said they had used available county or CES contract vehicles and that Desert West appears on state contract lists.

Separately, the committee considered an ITB for temporary bleachers for the national championship air races (ITB 25‑011). Staff recommended the lowest responsive bidder for temporary seating that will accommodate up to about 7,500 seats, ADA accessible; the procurement was supported as the cost is expected to be reimbursed through a state tourism grant. Members asked logistical questions about placement, engineering changes required to move timer and press boxes into the bleachers and potential seat losses; staff estimated post‑engineering permanent capacity around 8,000 seats.

Several motions to ratify the above purchase orders and to award the temporary bleachers contract passed in committee and were recommended for inclusion on the consent agenda or regular agenda as noted in the minutes. The committee emphasized the pragmatic need to complete site prep ahead of deadlines and to document procurement sources and sales tax (GRT) calculations discussed by staff.