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10-04-2007 APPROVED 11-15-07 SELECTION ADVISORY COMMITTEE MEETING OF THE CITY OF LAS CRUCES REGULAR MEETING OCTOBER 4,2007 8:30 A.M. COUNCIL CHAMBERS,CITY HALL A Regular Selection Advisory Committee Meeting was held on Thursday, October 4, 2007, in the Council Chambers, City Hall, 200 N. Church Street, Las Cruces,NM PERMANENT SAC MEMBERS PRESENT: Dr. Mark Sutter,Financial Services, Chairperson; Dr.Jorge Garcia,Utilities; Brian Denmark, Facilities, and David Weir, Community Development PERMANENT SAC MEMBER ABSENT: Mike Johnson,Public Works SAC ALTERNATE PRESENT: David Maestas,Public Works CITY STAFF PRESENT: Bob Telles,Martha Montoya, and Nora Jones,Purchasing USER DEPARTMENT REPRESENTATIVE PRESENT: Eric Martin, Facilities CITY MANAGER DESIGNATED MEMBER PRESENT: Tomas Mendez,Facilities CITY MANAGER DESIGNATED ALTERNATE MEMBER PRESENT: Tony Renio, Facilities CITY MANAGER DESIGNATED MEMBER ABSENT: Alma Griffith,Facilities 1. Call Meeting to Order. Dr. Sutter called the meeting to order at 8:32 a.m. 2. Interviews for RFP 07-08-033, City Hall Construction Manager At-Risk. The SAC interviewed the firms of Cameron Swinerton, LLC and Jaynes Corporation. After both interviews were conducted and the last proposer left the Council Chambers,the SAC commented and discussed all of the presentations. Prior to the committee submitting their final evaluations, Dr. Sutter said that when Mr. Telles put together the evaluation sheets,the assumption was that we wanted the proposers to talk to us about cost. Mr. Telles placed just the cost evaluation criteria on the evaluation sheet. The committee used this form for evaluating the cost. SELECTION ADVISORY COMTTEE MEETING APPROVED 11-15-07 OF THE CITY OF LAS CRUCES OCTOBER 4,2007 Dr. Sutter stated, for the record,that the letter that went out to the proposers inviting them to the interviews specifically stated that their presentations were going to be based on cost. The record will show that this is the criteria that we will be evaluating. Mr. Telles read the scores to the committee. Cameron Swinerton,LLC 2693 Jaynes Corporation 3121 MOTION: Dr. Garcia moved and Mr.Weir seconded to direct the user department to work with the Purchasing Department to negotiate a contract with the highest ranked proposer of Jaynes Corporation and bring that contract forward to the City Council. If those negotiations fail,we will move to the second highest ranked proposer of Cameron Swinerton,LLC. No discussion. All ayes. Motion passed unanimously. 3. Other Items of Interest. The next SAC meeting was tentatively scheduled for October 18,2007 at 1:30 p.m. at City Council Chambers. There are no agenda items at this time. Regarding RGNGA's soliciting a proposal from qualified firms to perform fiscal agent services and soliciting another proposal for the operation and maintenance of the gas utility system,Mr. Telles and Dr. Sutter met with the Legal Department about a recent state law that prohibits a person or entity from submitting a proposal in which that person participated directly in the preparation of the proposal. The interpretation of the person or entity would include the City of Las Cruces. Even though Dr. Garcia and Dr. Sutter excused themselves from the SAC for the RGNGA's two proposals,this may not be sufficient. Mr. Telles said that the ending result from the meeting with the Legal Department was that they didn't make a decision. It is an issue that they have to review. Dr. Sutter said that one of the options is to give a notification to the RGNGA that says that we are cancelling this process because of the new state law. RGNGA cannot use the Request for Proposal that has been developed. They will have to recreate a Request for Proposal. 4. Adjourn. MOTION: Mr. Denmark moved and Mr. Maestas seconded to adjourn. All ayes. Motion passed unanimously. Meeting ended at 10:50 a.m. ti Dr. Mark Sutter, Chairperson 2