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10-25-2007SpecMtg APPROVED 11-15-07 SELECTION ADVISORY COMMITTEE MEETING OF THE CITY OF LAS CRUCES SPECIAL MEETING OCTOBER 25,2007 1:30 P.M. COUNCIL CHAMBERS, CITY HALL A Special Selection Advisory Committee Meeting was held on Thursday, October 25,2007, in the Council Chambers, City Hall, 200 N. Church Street, Las Cruces,NM PERMANENT SAC MEMBERS PRESENT: Dr. Mark Sutter, Financial Services, Chairperson and Brian Denmark, Facilities PERMANENT SAC MEMBERS ABSENT: Mike Johnson,Public Works; David Weir, Community Development and Dr.Jorge Garcia,Utilities SAC ALTERNATES PRESENT: Vincent Sanchez, Utilities; Loretta Reyes,Public Works, and Christine Ochs, Community Development CITY STAFF PRESENT: Bob Telles, Nora Jones, and Samantha Esparza, Purchasing USER DEPARTMENT REPRESENTATIVES PRESENT: Ron Griego, Facilities replacing Eric Martin,Facilities CITY MANAGER DESIGNATED MEMBERS PRESENT: Tomas Mendez, Facilities; Sonya Delgado, Public Services replacing Lori Grumet,Public Services OTHERS PRESENT: Steve Newby, Steve Newby Architects and Associates 1. Call Meeting to Order. Dr. Sutter called the meeting to order at 1:30 p.m. 2. Approve Minutes of September 20, 2007 and October 4, 2007. Dr. Sutter asked that the minutes of September 20, 2007 and October 4, 2007 be postponed for approval since there were several permanent SAC members absent at the meeting. Dr. Sutter asked for a motion. MOTION: Mr.Denmark moved and Mr. Sanchez seconded to postpone the approval of the minutes until the next SAC meeting. No discussion. All ayes. Motion passed unanimously. SELECTION ADVISORY COMMITTEE MEETING APP - ROVED 11-15 07 OF THE CITY OF LAS CRUCES OCTOBER 25,2007 3. Evaluate RFP 07-08-024, Regional Recreation and Aquatics Center. The committee and user group gave their comments regarding the proposals that were submitted. The City's consultant, Steve Newby, gave his comments as well. The scores for both firms from the August 16,2007 SAC meeting were as follows: Bradbury Stamm Construction 2048 Jaynes Corporation 2343 The subtotal scores at today's meeting less the high and the low scores were as follows: Bradbury Stamm Construction 2085 Jaynes Corporation 1845 A composite score from both evaluations was used to arrive at the total final scores for both firms. Mr. Telles read the scores to the committee. The total final composite scores for both firms were as follows: Bradbury Stamm Construction 4133 Jaynes Corporation 4188 Dr. Sutter stated that the user departments along with the Purchasing Department will negotiate with the highest ranked proposer. If those negotiations are not conclusive,then we will move on to the second ranked firm. He stated that if we move on from the first proposer, we cannot go back to them. This would be appropriate in this situation,because the scores are so close, and in this case,the large differential in the cost means that there has to be some dollar figure that we have to be headed for as a workable number. Dr. Sutter asked for a motion. MOTION: Ms.Ochs moved and Ms.Delgado seconded to direct the user department to negotiate a contract with the highest ranked firm of Jaynes Corporation and take that forward to the City Council for their consideration. In the event that the user department cannot reach a reasonable contract negotiation with Jaynes Corporation, the user department can go to the second ranked firm of Bradbury Stamm Construction as necessary and take this contract to the City Council. All ayes. No discussion. Motion passed unanimously. 4. Other Items oflnterest. The regular SAC meeting of November 1, 2007 has been cancelled. The next SAC meeting will be held on November 15, 2007 at 1:30 p.m. at the City Council Chambers,200 N. Church Street. 2 SELECTION ADVISORY COMTTEE MEETING APPROVED 11-15-07 OF THE CITY OF LAS CRUCES OCTOBER 25,2007 S. Adjourn. MOTION: Mr. Denmark moved and Ms. Delgado seconded to adjourn. All ayes. Motion passed unanimously. Meeting ended at 2:10 p.m. J a4' Dr. Mark Sutter, Chairperson 3