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12-12-2007SpecMtg APPROVED 03-20-08 SELECTION ADVISORY COMMITTEE MEETING OF THE CITY OF LAS CRUCES SPECIAL MEETING DECEMBER 12,2007 8:30 A.M. UTILITIES BUILDING,680 MOTEL BLVD. A Selection Advisory Committee Meeting was held on Wednesday, December 12,2007, at the Utilities Building, 680 Motel Boulevard. PERMANENT SAC MEMBERS PRESENT: Dr. Mark Sutter, Financial Services Chairperson; Mike Johnson, Public Works; and David Weir, Community Development PERMANENT SAC MEMBERS ABSENT: Dr. Jorge Garcia, Utilities and Brian Denmark, Facilities SAC ALTERNATES PRESENT: Gilbert Morales,Utilities and Lisa Murphy, Facilities CITY STAFF PRESENT: Robert Telles and Jennifer Martin, Purchasing USER DEPARTMENT REPRESENTATIVE PRESENT: David Dollahon, Neighborhood Development, Jan Lauterback, Neighborhood Development, Vera Zamora, Neighborhood Development, and Ken Mompellier, Convention and Visitors Bureau, Public Services CITY MANAGER DESIGNATED MEMBER PRESENT: Lori Grumet, Public Services and Fred Ayers,NMSU 1. Call Meeting to Order. Dr. Sutter called the meeting to order at 8:32 a.m. 2. Review and Approve Minutes of November 15, 2007 meeting. MOTION: Ms. Murphy moved and Mr. Johnson seconded to approve the minutes of November 15,2007 as presented. Dr. Sutter requested one correction on page 2, third paragraph from the bottom, third sentence, change"outlay"to layout". Dr. Sutter called for the vote to approve the minutes as corrected. All ayes. Motion passed unanimously. 3. Evaluation of RFP 07-08-106, Affordable Housing Program. The evaluation began with some opening comments from Mr. Dollahon. Mr. Dollahon stated that there were two responses from the RFP: BBC Research and Consulting and The Swiger Group. He said both agencies' proposals were acceptable. The BBC proposal was restrictive, and the Swiger Group proposal was overly general. He made note that the City SELECTION ADVISORY COTTEE MEETING Approved 3-20-08 OF THE CITY OF LAS CRUCES DECEMBER 12,2007 has worked with BBC Research on past projects. In contract discussions, he would want less exact from BBC and more freedom in the options. With Swiger he would want more "tie down", what do they think are all the options. Everyone felt both agencies looked very good. Dr. Sutter asked if the past work experience with BBC was satisfactory. He asked if Mr. Dollahon felt confident that they could work with BBC and if he felt they would be adequately flexible. Mr. Dollahon stated that BBC's work structure has always worked well for the City. Our working relationship with BBC is currently very good. After discussion and questions were complete, everyone turned in their evaluations to Mr. Telles for calculations. The scores were: BBC Research and Consulting 2275 The Swiger Group 1845 Mr. Telles stated that interviews will not be required, and the difference between the two is more than ten(10)percent. MOTION: Mr. Johnson moved and Mr. Weir seconded to direct the user department to negotiate a contract with the top-rated firm of BBC Research and Consulting, and take this recommendation to the City Council for their consideration. No discussion. All ayes. Motion passed unanimously. Mr. Dollahon, Ms. Lauterback and Ms. Zamora left the meeting at this time. 4. Review RFP 07-08-224, Management Services for the Las Cruces Center. Dr. Sutter introduced Mr. Fred Ayers from NMSU and the review began. Ms. Grumet began by stating that pages 9 through 40 (Exhibit Al through A3) of the proposal should be removed. These pages contain the draft proposed contract agreement and should not be provided to the potential proponents. Mr. Ayers discussed the wonderful opportunity available to the City for the success of the Las Cruces Center. He suggested changing the tone of the proposal to promote solicitations with a more positive solution. Further discussion concluded with changing Goals and Objectives a,1. to ... "Maximize the use of the Las Cruces Center and its revenue-generating capacity, and returning a negotiated percentage of the profits to the City." Dr. Sutter discussed the cost proposal in Section 8. Dr. Sutter suggested that a separate cost proposal requirement be removed, and use cost as a portion of the evaluation criteria. Now that we are going to approach this proposal on the possibility of finding operators that will operate at a profit and give us a share, then the committee would want to use cost as a part of the evaluation criteria, to incorporate something about their management of costs and generation of revenues. Mr. Ayers brought up the subject of maintenance, utilities and taxes. With these items being the responsibility of the City, it makes the project more appealing. Dr. Sutter relayed 2 SELECTION ADVISORY COWTTEE MEETING Approved 3-20-08 OF THE CITY OF LAS CRUCES DECEMBER 12,2007 discussion from the SAC meeting of 11-15-07 regarding having all maintenance be the responsibility of the Operator. Ms. Murphy stated that Mr. Denmark did not want the Operator responsible for the large capital items, i.e. HVAC, Roof, etc. General discussion continued on the subjects of insurance, landscaping, security and length of contract. After general discussion concluded, the committee went through the proposal page by page. PAGE 1 Invitation Paragraph I.A.I.: • Delete"conference and convention center"; • Replace"pre-qualify management companies"with "select a management company (Firm)'; • Replace"who have proven"with"who has proven". Pre-Submittal Conference Paragraph I.B: • Ms. Grumet will meet with Mr. Telles and determine the date of the pre-submittal conference. Scope: Background Paragraph LC.I.a. • Append "/Union Avenue."to "University Avenue and EI Paseo Blvd." Paragraph I.C.I.b. • Delete"numerous awards". PAGE 2 Paragraph I.C.I.d.: • Replace"Plans for the area near the Las Cruces Center see include"with "NMSU has entered into negotiations for construction of"; • Replace"service hotel which"with"service hotel on the southeast corner of EI Paseo, which"; • Replace"planning to build"with"developing". Paragraph I.C.Le.: • Replace"owned by"with"leased from". Scope: Goals and Objectives Paragraph LC.2.a.1.: • Ms. Grumet reiterated the change of replacing"while minimizing the net cost to the City"with"and returning a negotiated percentage profit to the City;" 3 SELECTION ADVISORY C014TTEE MEETING Approved 3-20-08 OF THE CITY OF LAS CRUCES DECEMBER 12,2007 Paragraph I.C.2.a.7.: • Replace"Effectively involve... of the operation of the Center."with"Include fostering cooperative program initiatives jointly with NMSU." • Delete paragraph LC.2.a.7.a Paragraph I.C.2.a.8.: • Delete"however, the City prefers firms that utilize the least amount of or no subcontractors."; • Append "years"to"five (5)". Paragraph I.C.2.a.9.: • Replace"most qualified"with"selected"; • Replace"January"with "February"; • Append "with two optional five (5) year extensions."to"be five (5) years," PAGE 3 Scope: Level of Services Paragraph I.C.3.a.5.: • Delete"at and for". Paragraph I.C.3.a.10.: • Delete"totally". • Append "Such procedures will include grounds maintenance, (such as mowing, planting, and fertilizing), maintenance of all parking lots, loading docks and similar areas." to".... The Las Cruces Center in such order and condition."; • Delete paragraph I.C.3.a.10.a Paragraph LC.3.a.14.: • Replace"NMSU i.e., student (interns) employees, meeting room use, parking, rates, etc."with "NMSU i.e., incorporate five (5) student (intern) employees, schedule for seven (7) free meeting room uses per year for NMSU, provide for 20% discount rates with NMSU for booking, and abide by reciprocal parking arrangements with NMSU." • Remove"GenericList.asp" from web address Add Paragraph"1.C.3.a.15 The City will be responsible for major capital repair and replacement, such as....": • Ms. Murphy will confer with Mr. Denmark regarding the contents of this paragraph and provide the verbage to Mr. Telles for incorporation into the Request for Proposal (RFP). 4 APPROVED 03-20-08 PAGE 4 Scope: Limitations Add Paragraph I.C.4.c. • The standard proposal item concerning insurance will be inserted. SUBMITTAL REQUIREMENTS Paragraph II.A.1.: • Replace"The letter of"with"The letter". Submittal Requirements: Management Firm Profile Paragraph II.A.2.b.1.: • Insert"pre-opening and" before"day to day administration" PAGE 5 Paragraph II.A.2.£.: • Replace"Certification"with"Certify" Paragraph II.A.2.h.: • Replace"Provide history of all litigation or other proceedings the firm has been involved."with "Disclose the firm's involvement with any litigation relating to a facility operation, within the past five (5) years." PAGE 6 Paragraph II.A.4.c.3.: • Replace"task,"with "task." • Delete"including a detailed organizational...sub-contractors." Delete Paragraph II.A.4.c.5. Paragraph II.A.4.d.: • Delete"Exhibit A-3 herein". Submittal Requirements: Sales and Marketing Information Paragraph II.A.5.b.: • Replace"Provide copies of"with"Describe" • Replace"implemented."with "implemented," • Append "including proposed interaction with Convention and Visitors Bureau (CVB)"to"implemented," Submittal Requirements: Fiscal Information Paragraph II.A.6.c.: • Replace"...annual operation summary and management reports..."with "...annual financial statements and operating summary/management reports..." • SELECTION ADVISORY COTTEE MEETING Approved 3-20-08 OF THE CITY OF LAS CRUCES DECEMBER 12,2007 • Append "The reporting year will be the City Fiscal Year."to "...regarding the facility.". PAGE 7 Delete paragraph II.A.8. EVALUATION CRITERIA Paragraph IIIA. • Replace"responses"with "proposals"; • Delete"responsive"; • Delete"to determine the most highly qualified providers" Paragraph III.A.2 • Replace"25%"with"20%"; Paragraph III.A.3 • Replace"25%"with 1120%"; • Mr. Ayers will provide some sample wording asking the Firm to describe their comprehension of the operating plan. Paragraph III.A.5 • Replace"Other Facilities — 10%"with"Management of Cost Per Operating Plan —20%" EVALUATION CRITERIA: Interview Criteria Paragraph 111.13.1. • Replace"In the event interviews are determined to be conducted, the"with "Interviews may be required." Paragraph III.13.2. • Replace"will be evaluated according to the following criteria, ...importance:" with"will do so according to Schedule B Phase I. Management Firm's score from the first phase will be carried forward and considered as part of the overall evaluation. Selection Advisory Committee will not utilize Schedule B Phase Il." Delete Paragraph II.13.2.a Delete Paragraph II.13.2.b Delete Paragraph II.13.2.c PAGE 8 SELECTION AND AWARD PROCESS: Process Paragraph IV.A.1. • Delete"in" after"responsive proposals"; • Insert"to exclude Phase II" after"within SCHEDULE B"; 6 • SELECTION ADVISORY COTTEE MEETING Approved 3-20-08 OF THE CITY OF LAS CRUCES DECEMBER 12,2007 Delete Paragraph W.B. MOTION: Ms. Johnson moved and Ms. Murphy seconded to adopt the revised evaluation criteria along with weights. No discussion. Dr. Sutter called for the vote to approve. All ayes. Motion passed unanimously. MOTION: Ms. Grumet moved and Mr. Weir seconded to depart from the Schedule B processes,starting with roman numeral III,Phase II of the SAC evaluation procedures. No discussion. Dr. Sutter called for the vote to approve. All ayes. Motion passed unanimously. PAGE 9 EXHIBIT A-1 Paragraph I(a) • Insert"and HNTB Architects (Design firm)"after"Owner". Delete disclaimer"THE OWNER ACKNOWLEDGES....ARENA'S DESIGN." PAGE 10 Paragraph II(b) • Replace"Establish"with"Work with CVB and City Council to recommend"; • Delete"Manager may...specific situation." Paragraph II(e) • Replace"Arrange"with"Work with CVB to arrange"; PAGE 11 Paragraph(a) • Insert"grounds maintenance" after"preventative maintenance," Paragraph (b) • Replace"Establish and adjust"with "Apply"; • Replace"Manager may deviate...respect to the specific situation."with "Propose changes as needed." Paragraph(h) • Append "in coordination with the CVB"to"by Manager." PAGE 12 Paragraph(i) • Insert"(5)"after"five"; • Delete"at all times". 7 SELECTION ADVISORY COTEE MEETING ® Approved 3-20-08 OF THE CITY OF LAS CRUCES DECEMBER 12,2007 Paragraph(t) • Replace"Manage and oversee"with"Work with CVB and City Council regarding". PAGE 13 Add Paragraph"(z) Provide audited financial statements." It was agreed the advertising would run for four(4) weeks. Additionally, Schedule A of the proposal will be limited to 25 pages, with supplements permitted. Mr. Telles confirmed the next SAC meeting will be held on January 17, 2008 at 8:30 a.m. in City Council Chambers. 5. Adjourn. MOTION: Mr. Johnson moved and Ms. Murphy seconded to adjourn. All ayes. Motion passed unanimously. Meeting ended at 11:25 a.m. Dr. Mark Sutter, Chairperson 8