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ROSWELL NEW MEXICO
AGENDA ITEM ABSTRACT
Item No. 24.
Regular City Council Meeting - AMENDED
Meeting Date:
05/14/2026
COMMITTEE:
N/A
CONTACT:
C. Josh Nairn-Mahan
CHAIR:
Mayor Pro Tem

ACTION REQUESTED:

Approval of a task order to Parkhill Smith & Cooper Inc. for the permit renewal for the Roswell Municipal Landfill for $243,284.49 This will be utilizing RFP-25-002 Engineering & Architectural Services. (Corn/Chaparro)

BACKGROUND:

The Roswell Municipal Landfill has a 20 year permit to operate issued by the State. This permit is to expire in 2027, with the State requiring the permit application to be submitted no later than one year before it expires. 

In FY19 a purchase order was made to Souder Miller and Associates (SMA) to do a Permit Renewal for the Roswell Municipal Landfill. At the time it was considered early as the permit was set to be renewed in August of 2026.
  • From 2018-early 2020 invoices were sent to show progress was being made.
  • Since the second half of 2020 SMA would intermittently send an invoice usually only once a year stating they where working on the permit
  • Director went up in early 2024 to see documents but was told because they didn't' expect him they didn't have anything for him to see
  • November 2025 Forward monthly emails asking for updates
  • January 25,2026 Letter from the State reminding the department of the hard deadlines for both a pre-application meeting and for submittal of the permit
  • May 4, 2026 Phone call with the state raising the red flag of nothing being communicated to them
  • May 2026 Legal sent a letter to SMA informing them they have been removed from the project
Parkhill s dedicating a team to be fully focused on this. Once the PO is cut they will set up a pre-application meeting with the State and submit the application. They have a path moving forward so we do not incur any fines or be out of compliance due to an expired permit.

FINANCIAL CONSIDERATION

We will be pulling the funds from the following lines:

  • 52014342-654801 Contract-Professional Services
  • 52014342-817503 Capital Outlay-Building/Improv
  • 52014342-817504 Capital Outlay-Infrastructure
  • 52014342-817505 Capital Outlay-Equipment
  • 52014342-817506 Capital Outlay-Vehicles
  • 52014342-817508 Capital Outlay-Land Improve
The City Treasurer has approved this action.

LEGAL REVIEW:

The City Attorney has approved this action. Legal is reviewing the contract for non-compliance.

BOARD AND COMMITTEE ACTION:

This item was placed on the City Council agenda by Mayor Timothy Z. Jennings.

STAFF RECOMMENDATION:

Proceed as presented.

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