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08-16-2007SpecMtg ® APPROVED 9-6-07 SELECTION ADVISORY COMMITTEE MEETING OF THE CITY OF LAS CRUCES SPECIAL MEETING AUGUST 16,2007 1:30 P.M. JOINT UTILITIES CONFERENCE ROOM 213,680 MOTEL BLVD. A Special Selection Advisory Committee Meeting was held on Thursday, August 16, 2007, at the Joint Utilities Building, Conference Room 213, 680 Motel Blvd. 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 MEMBER ABSENT: Brian Denmark, Facilities SAC ALTERNATE PRESENT: Lisa Murphy, Facilities CITY STAFF PRESENT: Martha Montoya, Pam Davis, and Nora Jones, Purchasing USER DEPARTMENT REPRESENTATIVE PRESENT: Eric Martin, Facilities CITY MANAGER DESIGNATED MEMBERS PRESENT: Tomas Mendez, Facilities and 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 1:35 p.m. 2. Review and approve minutes of June 28, July 5, July 12, July 19, and August 1, 2007. Dr. Sutter stated that the June 28, 2007 notes on the animal shelter will be postponed for approval since the permanent SAC members were not part of the meeting involving the animal shelter. The June 28 notes will be approved through e-mail from the individuals that were SAC alternates. The voting on the minutes will be stated for the record at the September 6, 2007 regular SAC meeting. MOTION: Mr.Weir moved and Mr. Martin seconded to approve the minutes of July 5,2007. Dr. Sutter stated that on Page 2,the last sentence in the paragraph located right beneath the scores, needs to be revised to better clarify why both firms were interviewed. The verbiage should read, "Even though Steve Newby Architects and Associates did not fall within the cr top-ranked score of 1683, both firms will be interviewed, because the RFP states that at least three firms will be included, and there are only two firms that submitted a proposal, so both firms will be interviewed." T SELECTION ADVISORY COMMITTEE MEETING APPROVED 9-6-07 OF THE CITY OF LAS CRUCES AUGUST 16,2007 AMENDED MOTION: Mr.Johnson moved and Mr.Weir seconded to approve the July 5,2007 minutes as amended. All ayes. Motion carried unanimously. MOTION: Mr.Weir moved and Mr.Johnson seconded to approve the minutes of July 12,2007. All ayes. Motion passed unanimously. MOTION: Mr.Weir moved and Mr.Johnson seconded to approve the minutes of July 19,2007. All ayes. Motion passed unanimously. MOTION: Ms.Murphy moved and Mr. Weir seconded to approve the minutes of August 1,2007. All ayes. Motion passed unanimously. 3. Evaluate RFQ 07-08-024, Construction Manager/General Contractor for the Recreation and Aquatics Center. Mr. Mendez asked Dr. Sutter whether Mr.Newby was allowed to attend the entire meeting since he is the architect on the project. After a discussion,the committee's decision was to allow Mr.Newby to participate in the meeting, because he will be working closely with the contractor. Dr. Sutter asked the user department to clarify Section 1:10.2 of the RFQ regarding the maximum number of firms that will be moving on to phase two. Mr. Mendez asked Dr. Sutter to look at Section 1:1.2 on Page 4. This clarifies what Page 6 states for Section 1:10.2. After Mr. Mendez clarified Dr. Sutter's question, Dr. Sutter reiterated that a maximum of three of the top selected respondents will be requested to submit additional information and go on to phase two. If the committee doesn't get at least two firms that qualify to respond to an RFP,then the committee will have to start over. The RFQ did not explain how the SAC would determine what is acceptable so that the firms can go on to phase two. What does it mean by being qualified? Cost, local preference, and equitable distribution of business will not be factors in the scoring of the firms. The SAC will record all of the scores eliminating the high and the low scores so the committee is left with six scores, and then they'll have a total. The total will then be divided by six entries. The criteria will be acceptable as three so 300 would be a three. The designation of three is acceptable and below three is not acceptable. A 300 is required to move into the next phase. This is what is meant by acceptable or qualified to move into the RFP process. The committee had no objections to these criteria. Dr. Sutter stated that two firms did not acknowledge that they received an addendum. The committee waived the absence of acknowledgement of the receipt of the addendum as a technicality. MOTION: Mr.Johnson moved and Mr.Weir seconded to waive the acknowledgement of the addendum for the two firms that did not indicate receipt of the addendum. All ayes. Motion passed unanimously. After the committee's comments and concerns, Ms. Montoya read the subtotal scores,total scores, and the acceptable average score. 2 SELECTION ADVISORY COMMITTEE MEETING APPROVED 9-6-07 OF THE CITY OF LAS CRUCES AUGUST 16,2007 The subtotal scores were: Bradbury Stamm Construction 2700 Jaynes Corporation 3058 Wooten Construction 2301 The scores less the high and the low scores: Bradbury Stamm Construction 2048 Jaynes Corporation 2343 Wooten Construction 1740 The acceptable average scores: Bradbury Stamm Construction 341.333 Jaynes Corporation 390.5 Wooten Construction 290 MOTION: Mr.Johnson moved and Dr. Garcia seconded to invite Bradbury Stamm Construction and Jaynes Corporation to submit an RFP for the Recreation and Aquatics Center. All ayes. Motion passed unanimously. At the September 6, 2007 SAC meeting,the RFP for the Recreation and Aquatics Center will be approved by SAC before it is sent out. 4. Other Items of Interest The next SAC meeting will be held on September 6, 2007 at 8:30 a.m. to Noon at City Council Chambers, 200 N. Church St. 5. Adjourn. MOTION: Mr. Johnson moved and Dr. Garcia seconded to adjourn. All ayes. Motion passed unanimously. Meeting ended at 2:40 p.m. Dr. Mark Sutter, Chairperson 3