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11-15-2007SpecMtg APPRED: December 12,2007 SELECTION ADVISORY COMMITTEE MEETING OF THE CITY OF LAS CRUCES SPECIAL MEETING NOVEMBER 15,2007 1:30 P.M. CITY COUNCIL CHAMBERS A Special Selection Advisory Committee Meeting was held on Thursday,November 15, 2007, at City Hall, Council Chambers,200 N. Church St. PERMANENT SAC MEMBERS PRESENT: Dr. Mark Sutter,Financial Services Chairperson;Mike Johnson,Public Works; Dr.Jorge Garcia,Utilities; and David Weir, Community Development PERMANENT SAC MEMBERS ABSENT: Brian Denmark,Facilities SAC ALTERNATES PRESENT: Lisa Murphy, Facilities CITY STAFF PRESENT: Bob Telles and Jennifer Martin, Purchasing USER DEPARTMENT REPRESENTATIVE PRESENT: Ken Mompellier, Convention and Visitors Bureau, Public Services CITY MANAGER DESIGNATED MEMBER PRESENT: Lori Grumet,Public Services 1. Call Meeting to Order. Dr. Sutter called the meeting to order at 1:32 p.m. 2. Review and Approve Minutes of September 20, 2007, October 4, 2007, and October 25, 2007. MOTION: Mr.Weir moved and Mr.Johnson seconded to approve the minutes of September 20,2007 as presented. Dr. Sutter called for the vote on the motion. All ayes. Motion passed unanimously. MOTION: Mr.Weir moved and Mr.Johnson seconded to approve the minutes of October 4, 2007 as presented. Dr. Sutter asked Mr. Telles for clarification about the response from the Legal Department, under Item 3: Other Items of Interest, Paragraph 3. Mr. Telles reiterated and clarified the discussion with the Legal Department to Dr. Sutter. No change to content was needed. Dr. Sutter called for the vote on the motion. All ayes. Motion passed unanimously. MOTION: Mr.Weir moved and Mr.Johnson seconded to approve the minutes of October 25,2007 as presented. SELECTION ADVISORY COMMITTEE MEETING DRAFT OF THE CITY OF LAS CRUCES NOVEMBER 15,2007 Dr. Sutter called for the vote on the motion. All ayes. Motion passed unanimously. 3. Review RFP 07-08-224, Management Services for the Las Cruces Center. Mr.Mompellier from the user group gave his general comments. Mr.Mompellier said that they are trying to structure the Request for Statement of Qualifications/Request for Proposals Management Services to solicit responses from companies with the greatest expertise, qualifications,marketing experience, and the capability to establish and maintain a good working relationship with New Mexico State University(NMSU) as the lease holder. Mr. Telles stated that the Request for Quote/Proposal (RFQ/P)would be distributed as a website posting in lieu of paper copies. Mr.Mompellier stated that additional assistance was needed to finalize Sections Al and A2. Dr. Sutter inquired if there were any potential bidders. Mr.Mompellier stated that he knew SMG expressed interest. SMG is a Management Service for some larger facilities, i.e. Albuquerque and El Paso. Although the Las Cruces Center is smaller,they are interested in the potential for growth. Mr.Mompellier also mentioned Global Spectrum. Global has good experience, but in smaller facilities than the size of the proposed Las Cruces Center. Mr. Johnson stated that the NMSU Hospitality and Restaurant Program expressed interest in bidding on the RFQ/P. Ms. Grumet affirmed and stated that NMSU should be contacted to inquire if they will be bidding on the RFQ/P. As the lease holder,NMSU would be involved in the process of Management Services evaluations. Mr. Johnson stated that the details of the lease with NMSU need to be reviewed regarding this issue; however, if the NMSU Hospitality Program is going to be a bidder,NMSU would not be allowed to participate in the evaluations. Mr. Telles stated that the Purchasing Department would be using the internet and industry experts to identify potential bidders. Mr. Mompellier stated that the Convention and Visitors Bureau would also use their sources for identifying potential bidders. Dr. Sutter inquired if there were funds budgeted for these services. Mr. Mompellier stated that funds were budgeted for the pre-opening services; however,the funds for the full contract were not completely budgeted. As part of this proposal,the bidder would layout their plan for creating some of the funding through operations of the Center. Dr. Sutter inquired about the write up on the stage responses. Mr. Telles recommended that the stages currently in the RFQ/P be combined with the standard SAC Schedule A. Dr. Sutter asked Mr. Telles to conform the stages to the SAC standard Schedule A. Mr.Mompellier asked whether the discounts for state and local preferences could be excluded. Dr. Sutter stated that since the discounts for state preference were part of the SAC process, it would require a SAC vote to amend that process for this RFQ/P. 2 SELECTION ADVISORY COMMITTEE MEETING DRAFT OF THE CITY OF LAS CRUCES NOVEMBER 15,2007 Mr. Johnson stated that if NMSU is part of this process, they need to be contacted. Dr. Sutter asked Mr. Telles to read the details of the NMSU lease regarding this issue, and notify NMSU when the next SAC meeting will be held on this project. If they will not be bidding, they should request the City Manager to appoint an NMSU representative to SAC for this RFQ/P. Mr.Mompellier and Ms. Grumet will provide Mr.Telles with the point of contacts from NMSU regarding the lease agreement. After making general comments,the committee went through a page by page review of the proposal. PAGE 1 A. INVITATION • Ms. Murphy suggested"Management Firm"be better defined. • Second to last line of the paragraph,the word"Agreement"be changed to "document". B. BACKGROUND • Paragraph 1: o "Intersection of University Avenue and Union/El Paseo"would be inserted as the location of the Las Cruces Center. o "sits on 8 acres"be changed to"situated on 8 acres". o "multiple space use"be changed to"multiple use space" • Paragraph 2: o Dr. Sutter suggested that the promotion of the Las Cruces area also include El Paso/Juarez, Ft. Bliss, and WSMR. PAGE 2 • Paragraph 3: "Las Cruces does..." o Mr. Johnson suggested the addition that, at present, the largest meeting venues available in Las Cruces are 6,000-10,000 square feet. o Change "...hotel which will..."to"...hotel which is scheduled to... C. GOALS AND OBJECTIVES FOR THE LAS CRUCES CENTER. • Item 3. o Change"...stimulate growth."to"...stimulate economic growth." • Mr. Johnson requested another goal. "Fostering a cooperative relationship with NMSU"will be added to the list of goals and objectives. PAGE 3 E. MINIMUM EXPERIENCE/REQUIRED ABILITIES • Delete first sentence, "Due to the complexity....sub-contractors". • After some discussion about the experience requirements, change "...ten (10) years..."to"...five (S)years...". 3 AorN %d 0 SELECTION ADVISORY COMMITTEE MEETING DRAFT OF THE CITY OF LAS CRUCES NOVEMBER 15,2007 F. PRE-SUBMITTAL CONFERENCE. • Definite dates have not been established; however Ms. Grumet stated that the pre- submittal conference would not take place until January 2008. G. SUBMISSION OF STATEMENTS/PROPOSALS • Mr. Telles noted that this section would be integrated with the standard SAC Schedule A. Dr. Sutter concurred. PAGE 4 H. SCOPE OF SERVICES • Paragraph l.b.: o Change"Negotiate, execute, and perform..."to"Negotiate and execute...." o Dr. Sutter suggested including a requirement of establishing a working relationship with the Convention and Visitors Bureau. PAGE 5 • Paragraph Li.: o Mr. Telles noted that on several current City contracts with outside management,the parties sharing responsibilities have encountered gray areas regarding maintenance and upkeep. He recommended this be a turn-key project. Dr. Garcia and Ms. Murphy concurred. Dr. Sutter asked Ms. Murphy to discuss this with Mr. Brian Denmark,Facilities Director. • Paragraph l.m.: o Ms. Grumet requested there be a link for bidders to access the current lease with NSMU. • Paragraph 2.c.: o Based on previous discussions about facility maintenance, it was agreed that the management firm would be responsible for all ground maintenance. PAGE 6 • Mr. Telles stated that Section III from pages 10 and 11 would be integrated into this portion of the RFQ/P. • Paragraph 2.b. o After a question from Ms.Murphy regarding the definition of"parent company"and"management firm",Dr. Sutter recommended that the last sentence"Outline the parent company's..... Management Firm"be deleted. • Paragraph 2.h. o Mr. Telles stated that this paragraph would be moved to the Cost Proposal section. PAGE 8 4 SELECTION ADVISORY COMTTEE MEETING DRAFT OF THE CITY OF LAS CRUCES NOVEMBER 15,2007 B. CONTENTS OF PROPOSALS • Paragraph La. o After some discussion about what information would be gathered from the"...comprehensive information...", it was agreed to delete "..(2-3)" from the first sentence. At this point,Dr. Sutter stopped the review to get consensus from the attendees on the further action of this meeting. As substantial editing was still needed on the RFQ/P, and NMSU's attendance at SAC for this project was probable, all attendees agreed to review up through page 9 and adjourn. This review will continue at the December 6,2007 SAC meeting. At this time, the page by page review continued. PAGE 9 • Mr. Telles stated that the cost proposal would be inserted after Section B, CONTENTS OF PROPOSALS. Mr. Telles confirmed the next SAC meeting will be held on December 6, 2007 at 8:30 a.m. in City Council Chambers. 4. Adjourn. MOTION: Mr.Johnson moved and Ms. Murphy seconded to adjourn. All ayes. Motion passed unanimously. Meeting ended at 2:50 p.m. Dr. Mark Sutter, Chairperson 5