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06-28-2007SpecMtg ® APPROVED 8-28-07 SELECTION ADVISORY COMMITTEE MEETING OF THE CITY OF LAS CRUCES SPECIAL MEETING JUNE 28,2007 1:00 P.M. DONA ANA COUNTY COMPLEX,845 N.MOTEL BLVD.,ROOM 1-117 A Special Selection Advisory Committee Meeting was held on Thursday,June 28, 2007, at the Dona Ana County Complex, 845 N. Motel Blvd.,Las Cruces,NM PERMANENT SAC MEMBER PRESENT: Dr. Mark Sutter, Financial Services, Chairperson PERMANENT SAC MEMBERS ABSENT: Brian Denmark, Facilities; Mike Johnson, Public Works; Dr. Jorge Garcia, Utilities, and David Weir, Community Development SAC ALTERNATES PRESENT: Eric Martin, Facilities; David Maestas, Public Works; Klaus Kemmer, Utilities; Robert Kyle, Community Development CITY STAFF PRESENT: Pam Davis,Nora Jones, and Brian Adams, Purchasing CITY MANAGER DESIGNATED MEMBER PRESENT: Rudy Adame for Alma Cortez, Codes Enforcement COUNTY SAC USER GROUP EVALUATORS PRESENT: Ellie Choate, County Resident; Jess Williams, Public Information Director; Don Bullard, Acting Purchasing Manager; Ken Scott, Sheriff's Office Administrator, and Maryln Zahler, County Resident 1. Call Meeting to Order. Dr. Sutter called the meeting to order at 1:12 p.m. 2. Review and Approve Minutes from the Meeting of June 15, 2007. MOTION: Ms.Zahler moved and Mr.Kyle seconded to approve the June 15,2007 minutes as presented. All ayes. Motion passed unanimously. 3. Interviews for RFP 06-07-253, Animal Shelter. Prior to the interviews, Dr. Sutter asked the committee that if they had questions to ask the firms that were not part of the questions that went out to them, both firms need to be asked the same questions. The SAC began interviews at 1:30 p.m. with the Dona Ana County Humane Society. After the interview ended at 2:15 p.m., and the firm left the room, the committee discussed the presentation, and then they adjourned at approximately 2:30 p.m. They reconvened at 2:40 p.m. SELECTION ADVISORY COTEE MEETING APPROVED 8-28-07 OF THE CITY OF LAS CRUCES JUNE 28,2007 CW The SAC began the interview with the Humane Society of Southern NM at 2:40 p.m. After the interview ended at 3:35 p.m.,the SAC adjourned at this time. At 3:45 p.m.,the committee reconvened. At this time, they commented and discussed the presentations prior to submitting their final evaluations. The previous final total scores were: Dona Ana County Humane Society 3495 Humane Society of Southern NM 2710 The subtotal ratings after the presentations were: Dona Ana County Humane Society 3080 Humane Society of Southern NM 2685 The composite total scores were: Dona Ana County Humane Society 6575 Humane Society of Southern NM 5395 Dona Ana County Humane Society scored the highest. Ten percent of their score was 657.5. Taking their score of 6575 and subtracting 657.5 from it resulted in the cutoff score of 5917. Any firm scoring above 5917 would qualify. This eliminated the Humane Society of Southern NM. MOTION: Mr.Kyle moved and Mr. Kemmer seconded to direct the user group to negotiate a contract with the highest ranked firm that is the Dona Ana County Humane Society and take that forward to the City Council for their consideration. AMENDED MOTION: Mr.Kyle moved and Mr.Kemmer seconded to say that in the event that the user group cannot reach a reasonable contract negotiation with the Dona Ana County Humane Society,the user group can go to the second ranked firm of the Humane Society of Southern NM as necessary and take this contract to the City Council. All ayes. Motion passed unanimously. The SAC discussed having a separate committee to negotiate a contract with the Dona Ana County Humane Society. After the discussion,they nominated the persons that would be part of the negotiating team. From the City,the individuals will be Rudy Adame, Pam Davis, and Marcie Driggers, and from the County,the individuals will be Dave Medeiros, Don Bullard, and Ellie Choate. 4. Other Items of Interest. The next SAC meeting will be held on July 5, 2007 at 8:30 a.m. at City Council Chambers, 200 N. Church. 2 • SELECTION ADVISORY COTEE MEETING APPROVED 8-28-07 OF THE CITY OF LAS CRUCES JUNE 28,2007 f 5. Adjourn. MOTION: Ms. Zahler moved and Mr. Martin seconded to adjourn. All ayes. Motion passed unanimously. Meeting ended at 4:15 p.m. Dr. Mark Sutter, Chairperson 3