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09-20-2007SpecMtg ® APPROVED - RO ED 11-15 07 SELECTION ADVISORY COMMITTEE MEETING OF THE CITY OF LAS CRUCES SPECIAL MEETING SEPTEMBER 20,2007 1:30 P.M. CITY COUNCIL CHAMBERS A Special Selection Advisory Committee Meeting was held on Thursday, September 20,2007, at City Hall, Council Chambers,200 N. Church St. PERMANENT SAC MEMBERS PRESENT: Brian Denmark, Facilities,Chairperson and David Weir, Community Development PERMANENT SAC MEMBERS ABSENT: Dr. Mark Sutter,Financial Services;Mike Johnson,Public Works, and Dr. Jorge Garcia,Utilities SAC ALTERNATES PRESENT: Vincent Sanchez, Utilities; Robert Romano, Financial Services, and 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 MEMBER ABSENT: Alma Griffith, Facilities ALTERNATE CITY MANAGER DESIGNATED MEMBER PRESENT: Tony Renio, Facilities 1. Call Meeting to Order. Mr. Denmark called the meeting to order at 1:32 p.m. 2. Approve Minutes of September 6, 2007. MOTION: Mr.Maestas moved and Mr. Sanchez seconded to approve the minutes as presented. All ayes. Motion passed unanimously. 3. Evaluate RFP 07-08-033, City Hall Construction Manager/General Contractor. Mr.Denmark stated that the Request for Proposal says that the top three proposers will be invited to attend an interview with the SAC to confirm the proposal and answer additional questions. This deviates from the SAC rules where the SAC requires interviews from the top 10%firms. This is an issue if the proposers are qualified which is viewed as anything over SELECTION ADVISORY COWTTEE MEETING - APPROVED 11-15-07 OF THE CITY OF LAS CRUCES SEPTEMBER 20,2007 300 points. If they meet minimum qualifications,then they would qualify as a proposer. This is different than previous proposals. Mr. Denmark asked Mr. Telles whether the proposal content as well as the requirements for submittal were compliant with the Request for Proposal. Mr. Telles stated that both proposals were compliant with all of the requirements of the Request for Proposal. Mr. Denmark stated that if both funis are qualified based on the total evaluation,the committee will proceed with the interviews. Mr.Mendez and Mr. Martin.gave their general comments about the proposals that were submitted. Mr. Mendez stated that it would be advantageous to the City of Las Cruces to conduct the interviews. Mr. Denmark stated that cost was treated differently as opposed to other Request for Proposals in that it is part of the evaluation criteria versus the secondary process of reviewing cost from a secondary phase. In reviewing the cost proposals that were turned in, it is clearly way above the proposed budget, and this is a concern from our point of view. Mr.Denmark asked Mr.Mendez whether we want to focus the interview questions on them providing clarification as to why their costs are over the proposed budget and how they would try to work with us in the value engineering process to determine ways of reducing those costs and/or adjusting the plans to a more manageable project. Mr. Denmark stated that the SAC's normal procedure is that we do the technical evaluation, and when we open up the cost proposals, based on their proposed cost,they could receive certain number of extra points that would be added to the technical evaluation for a total score to determine your top-ranked proposer. Mr. Denmark asked whether the proposers can justify their bid. Does it make sense to them? Do they understand the proposal? The evaluation scores were turned in to Mr. Telles. He made his calculations, and read the scores to the committee. The scores for each firm were: Cameron Swinerton, LLC 2025 Jaynes Corporation 2177.5 Mr. Telles proceeded in clarifying the numbers on the evaluation sheets to make sure the calculations were all correct while the committee discussed the scores. Mr. Denmark stated that both proposers were over the minimal acceptable levels so both will be subject to the interviews. Both proposers are so much higher than the budgetary allowance necessary for the project. We have a lot of negotiating to do, and the remaining process of design and construction documentation is going to be a challenge, so the interviews have to be set up soon. 2 SELECTION ADVISORY VISORY COWTTEE MEETING APPROVED 11-15-07 OF THE CITY OF LAS CRUCES SEPTEMBER 20,2007 Mr. Denmark stated that the interviews will be conducted at the regular SAC meeting scheduled for October 4, 2007 at 8:30 a.m.,but if there are other items on the agenda, we will put them at the end of the agenda. Each proposer will be given 30 minutes for their presentation followed by a 15-minute question and answer session. Mr.Mendez and Mr.Martin will provide specific direction to the proposers on what our expectations are as far as the type of information we want them to convey as suggested by Mr.Mendez, and that they further clarify their proposal and why they came up with that proposal and how they think they can actually value engineer it down or what suggestions or recommendations they would make to come in line with the budget. Mr. Mendez will work with the Purchasing staff on this direction. Mr. Denmark reiterated what Mr. Mendez said about the scoring. The scores today will count as a base score. We will have the same type of evaluation criteria for the interviews. We will have to allow the proposers some discretion to further justify or explain their proposal as it relates to criteria. Mr. Mendez will have to provide them with direction on that, and we can ask the firms to elaborate on cost. Mr. Telles said that the proposal went out with set criteria for the firms to respond to, and if we add or delete from that criteria, it is a point of concern. If we could incorporate the interview into one of the criteria that we are looking at, and keep it within the confines of those criteria, it would be best to avoid some kind of potential protest. Mr. Denmark said that we will take the same rating sheet, and we will just be adding our score on top of the base score that is already there. For clarification purposes, as part of their interview,the committee has to be able to evaluate,based on this existing criteria,and the proposers will have to have the ability during their presentation to address all of those criteria. So the questions and direction to give them needs to be based on this. These questions will be given to them in advance of the interviews, so the firms can prepare for it. Ms. Montoya stated that equitable distribution of business was not waived at the SAC meeting of July 5, 2007 when this Request for Proposal was reviewed. Mr. Denmark called for a motion to waive equitable distribution of business. MOTION: Mr.Maestas moved and Mr.Martin seconded to waive equitable distribution of business. All ayes. Motion passed unanimously. Mr. Denmark said that the SAC packets need to have all of the information on the questions, and the packets need to be provided to the committee on what our expectations will be. 4. Other Items of Interest. The next meeting will be held on October 4, 2007 starting at 8:30 a.m. at the City Council Chambers. The firms of Cameron Swinerton,LLC and Jaynes Corporation will be interviewed. 3 SELECTION ADVISORY COTTEE MEETING APPROVED 11-15-07 OF THE CITY OF LAS CRUCES SEPTEMBER 20,2007 S. Adjourn. MOTION: Mr. Weir moved and Mr. Martin seconded to adjourn. All ayes. as I unanimously. Meeting ended at 2:02 p.m. Mr.Bnan De ark, Chairperson 4