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07-19-2007SpecMtg ® APPROVED 8-16-07 SELECTION ADVISORY COMMITTEE MEETING + OF THE CITY OF LAS CRUCES SPECIAL MEETING JULY 19,2007 CITY HALL,COUNCIL CHAMBERS A Special Selection Advisory Committee Meeting was held on Thursday, July 19, 2007, at City Hall, Council Chambers, 200 N. Church Street. PERMANENT SAC MEMBERS PRESENT: Dr. Mark Sutter, Financial Services, Chairperson; Mike Johnson, Public Works; David Weir, Community Development, and Brian Denmark, Facilities PERMANENT SAC MEMBERS ABSENT: Dr. Jorge Garcia, Utilities SAC ALTERNATES PRESENT: Gilbert Morales,Utilities CITY STAFF PRESENT: Martha Montoya, Pam Davis, and Nora Jones, Purchasing USER DEPARTMENT REPRESENTATIVES PRESENT: Mike Simione and Jerry Nachison, Public Services USER DEPARTMENT REPRESENTATIVE ABSENT: David Dollahon, Community Development CITY MANAGER DESIGNATED MEMBERS PRESENT: Shelley Modell, Public Services and Eric Martin, Facilities 1. Call Meeting to Order. Dr. Sutter called the meeting to order at 1:30 p.m. 2. Interviews for RFP 06-07-332, Site Analysis, Planning, and Design of the Central Kitchen for Meals on Wheels. The SAC interviewed the following firms: Huitt-Zollers, Inc. 1:30 p.m. Steve Newby Architects and Associates 2:30 p.m. After all of the interviews were conducted,the SAC commented and discussed all of the presentations prior to submitting their final evaluations. The total scores less the high and the low scores were: Huitt-Zollers, Inc. 2325 Steve Newby Architects and Associates 1990 IL Ten percent of the top-ranked score was 232.5. Subtracting 232.5 from 2325 is 2093. Firms falling above the score of 2093 were considered. There was only one firm that fell within these limits, and that firm was Huitt-Zollers, Inc. SELECTION ADVISORY CONARi'CTEE MEETING APPROVED 8-16-07 OF THE CITY OF LAS CRUCES JULY 19,2007 Dr. Sutter stated that the previous final total scores from the July 5, 2007 SAC meeting for both firms were incorrect. This error did not affect the final outcome of the firms. The previous final total scores at the July 5,2007 SAC meeting should have been: Huitt-Zollers, Inc. 2315 instead of 1870 Steve Newby Architects and Associates 1929.5 instead of 1584.5 The composite subtotal scores after today's presentations were: Huitt-Zollers, Inc. 4640 Steve Newby Architects and Associates 3919.5 Cost, local preference, and jobs in progress were not factors in the evaluation of the proposal. For the record, Ms. Modell stated that Mr.Newby listed her as a reference. The committee said that this should not be a problem, and she did bring it up at the July 5, 2007 SAC meeting. MOTION: Mr. Denmark moved and Mr.Johnson seconded to direct the user group to negotiate a contract with the highest ranked firm of Huitt-Zollers,Inc.,and they can take that forward to the City Council for their consideration. In the event that the user department cannot reach a reasonable contract negotiation with Huitt-Zollers,Inc.,the user group can go the second ranked firm of Steve Newby Architects and Associates as necessary and take this contract to the City Council. All ayes. Motion passed unanimously. 3. Other Items of Interest. A special SAC meeting will be held on August 1, 2007 at 1:30 p.m. at Joint Utilities, Conference Room 213, 680 Motel Blvd. Interviews will be conducted for"Vision 2040". A regular SAC meeting will be held on August 2,2007 at 8:30 a.m. in the City Council Chambers. 4. Adjourn. MOTION: Mr. Denmark moved and Mr. Johnson seconded to adjourn. All ayes. Motion passed unanimously. Meeting ended at 3:50 p.m. Dr. Mark Sutter, Cha erson 2