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10-14-2014 City of Las Cruces' APPROVED PEOPLE HELPING PEOPLE SELECTION ADVISORY COMMITTEE MEETING MINUTES October 14,20149:30 a.m. 700 N. Main Street,Third Floor, Room 3138,Las Cruces, NM PERMANENT SAC MEMBERS PRESENT: Mark Winson,Chair Jorge Garcia,Utilities Loretta Reyes, Public Works David Weir, Community Development PERMANENT SAC MEMBERS ABSENT: Victoria Fredrick, Finance David Maestas,Transportation(Interim) SAC ALTERNATES PRESENT: Maria Villa,Finance Cheryl Rodriguez,Transportation CITY STAFF PRESENT: Karen Medina, Diana Johnson, Jessica Pena and Penny Wilson, Purchasing Johnna Macaw, Information Technology Sue Cemy, Utilities Andre Moquin and Jessica Garrick, Human Resources 1. Meeting called to order at 9:30 a.m. 2. Approval of SAC Meeting Minutes-8/12/14 Moved- D.Weir Seconded-L. Reyes Approved 5-0 3. The Chair read a Closed Meeting Statement stating the Selection Advisory Committee met in Closed Session on 8/12/14 and only discussed those limited items as slated in the posted notice: After evaluating Request for Proposal#14-15-007, Hydrology, Hydrogeology,and Water Resources Services,the Selection Advisory Committee voted to accept the rankings and begin negotiations with the three highest-ranked respondents-John Shomaker&Associates and INTERA, Inc.of Albuquerque,NM, and Lee Wilson&Associates, Inc.of Santa Fe, NM-to obtain contract terms/conditions satisfactory to the City. The committee authorized to negotiate, in succession,with remaining ranked firms in the event satisfactory terms/condifions could not be reached. 4. RFP Review-14-15-078 ERP Program Manager Services Re-solicitation Comments/Suggestions: • Page 2,paragraph I.A., change to ...entering into an agreement...' • Page 3,last paragraph under Background,first line,change'...but the decision...',to'-but the final decision...';same paragraph,clarify'-decision-making process...'to refer to the decision to go with Munis or another system • Page 4,fifth bullet under first paragraph,clarify'City units',e.g.'departments','sections' • Page 4,first bullet under second paragraph,explain who comprises lhe'ERP Review Committee and Executive Team'groups and briefly explain the purpose of each • Page 4,fifth bullet under second paragraph, include organizational culture • Page 4,final bullet,review'Escalating.'-more specific wording possible? Page 1 of 2 SELECTION ADVISORY COMMITTEE MEETING APPROVED OF THE CITY OF LAS CRUCES Oarober 14,1014 5. RFP Review-14-15-079 Occupational Medical Services Comments/Suggestions: • Section I.A.,change to read:"The City of Las Cruces(City),a New Mexico Municipal Corporafion,is soliciting proposals from qualified firs interested in entering into a price agreement for Occupational Medical Services as described herein. • Section II,add a final sentence,"See detailed services in Section III. Scope." • Section III,first sentence,delete'contractor Motion made to waive interviews. Moved—J. Garcia Seconded—L. Reyes Approved 5-0 6. Other Items of Interest: Next Regular Meeting:October 28,2014,at 9:30 am 7. Motion to adjourn meeting at 10:10 a.m. Moved— J. Garcia Seconded—L. Reyes Approved 5-0 Mark Wird on, Chair Page 2 of 2