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07-05-2007 APPROVED 8-16-07 SELECTION ADVISORY COMMITTEE MEETING OF THE CITY OF LAS CRUCES REGULAR MEETING JULY 5,2007 8:30 A.M. CITY COUNCIL CHAMBERS,200 N. CHURCH STREET A Regular Selection Advisory Committee Meeting was held on Thursday, July 5, 2007, at City Council Chambers, 200 N. Church Street, Las Cruces,NM. PERMANENT SAC MEMBERS PRESENT: Brian Denmark, Facilities, Chairperson; Dr. Jorge Garcia,Utilities; David Weir, Community Development, and Mike Johnson, Public Works PERMANENT SAC MEMBERS ABSENT: Dr. Mark Sutter, Financial Services, Chairperson SAC ALTERNATE PRESENT: Pat Degman, Financial Services CITY STAFF PRESENT: Martha Montoya and Brian Adams, Purchasing CITY STAFF ABSENT: Nora Jones, Purchasing USER DEPARTMENT REPRESENTATIVES PRESENT: David Dollahon, Community Development and Tom Schuster, Community Development CITY MANAGER DESIGNATED MEMBERS PRESENT: Shelley Modell, Public Services; Eric Martin, Facilities; Chuck McMahon, Dona Ana County, and Bob Czerniak, New Mexico State University 1. Call Meeting to Order. Mr. Denmark called the meeting to order at 8:35 a.m. 2. Review and Approve Minutes from the Meeting of June 21, 2007. MOTION: Mr.Weir moved and Dr. Garcia seconded to approve the June 21,2007 minutes as presented. On Friday, June 29, 2007,the SAC voted,via e-mails,to change the evaluation criteria for the RFQ 07-08-024 for the Regional Recreation and Aquatic Center as follows: 1. Respondent's Statement of Qualifications and Availability to Undertake the Project. 7% 2. Qualifications of CM/GC Team 22% 3. Respondent's Performance on Past Representative CM/GC Projects 28% 4. Respondent's Ability to Establish Budgets and Control Costs on Past Projects 12% 5. Respondent's Ability to Meet Schedules on Past Projects 12% 6. Respondent's Ability to Identify and Resolve Problems on Past Projects 12% 7. Safety Record 7% These changes will be reflected on the June 21,2007 minutes. SELECTION ADVISORY COTEE MEETING APPROVED 8-16-07 OF THE CITY OF LAS CRUCES JULY 5,2007 Mr.Denmark called for the vote on the motion to approve the minutes as amended. All ayes. Motion passed unanimously. 3. Evaluate RFP 06-07-332, Site Analysis, Planning, and Design of Central Kitchen for Meals on Wheels. The user group gave their introductory comments regarding the proposals. The total scores less the high and the low scores were: Huitt-Zollers, Inc. 1870 Steve Newby Architects and Associates 1584.5 Ten percent of the top-ranked score was 187. Subtracting 187 from 1870 is 1683. Firms falling above the score of 1683 were considered. There was only one firm that fell within these limits, and that firm was Huitt-Zollers, Inc. Even though Steve Newby Architects and Associates did not fall within the 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. Interviews will be held on July 19, 2007 at City Hall Council Chambers. 4. Evaluate RFP 07-08-003, "Vision 2040"Regional and Comprehensive Planning Project. The user group gave their introductory comments regarding the proposals. There was a discussion among the SAC members to disqualify URS, Inc. for communicating with a SAC evaluator. MOTION: Mr.Johnson moved and Mr.Weir seconded to disqualify URS,Inc. All ayes. Motion passed unanimously. The total scores less the high and the low scores were: ASCG 1860 Community Science 2135 Consensus Planning 2330 Geostat 1702.5 Lockwood, Andrews, &Newman 1885 Peter J. Smith & Company, Inc. 2292.5 Sites Southwest LLC 2375 URS Corporation Disqualified Ten percent of the top-ranked score was 237.5. Subtracting 237.5 from 2375 is 2138. Firms falling above the score of 2138 were considered. These firms were Peter J. Smith& Company, Inc., Sites Southwest, LLC, and Consensus Planning. There was a discussion on whether to interview Community Science, because their score fell ( only three points below the score of 2138. err The consensus of the committee was to include and interview Community Science. 2 SELECTION ADVISORY CONWTEE MEETING APPROVED 8-16-07 OF THE CITY OF LAS CRUCES JULY 5,2007 MOTION: Mr.Weir moved and Mr. Czerniak seconded to include Community Science as a top-ranked firm and interview them along with Peter J. Smith & Company,Inc., Sites Southwest,LLC,and Consensus Planning. All ayes. Motion passed unanimously. The interviews will be held on August 1, 2007 at 1:30 p.m. S. Review RFQ 07-08-033, City Hall Construction Manager/General Contractor. The committee clarified that this item is an RFP not an RFQ. They gave general comments, and they made some minor changes to the RFP. On Page 11, 5.5,the evaluation criteria were changed as follows: 5.5.1. Experience of firm with respect to completed projects of a similar scope and size. 30% 5.5.2. Qualifications and competence of the firm's personnel; with an emphasis on the staff to be directly in charge of the work. 15% 5.5.3. Ability to complete the project on time. 25% 5.5.4. Cost. 30% The changes to the criteria deviated from the SAC standard; therefore, a motion was required. MOTION: Mr.Johnson moved and Dr. Garcia seconded to approve the changes to the weight percentages for the evaluation criteria. All ayes. Motion passed unanimously. MOTION: Mr.Denmark moved and Dr. Garcia seconded to eliminate local preference. All ayes. Motion passed unanimously. Ms. Montoya asked that the State Labor Enforcement Fund Registration Number be added on Page 15 of the Declaration and Certification of Submission that starts on Page 14. This proposal does not need to come back to the SAC. This proposal will be advertised for three weeks starting on July 15, 2007, and it will go to the City Council on October 15, 2007. 6. Other Items of Interest. The next meeting will be held on July 12, 2007 to conduct interviews for the Convention Center. 7. Adjourn. MOTION: Mr.Denmark moved and Mr.Johnson seconded to adjourn. Meeting e t 10:3 a.m. Mr. Brian Denmark, Chairperson 3