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06-21-2007SpecMtg APPROVED 7-5-07 SELECTION ADVISORY COMMITTEE MEETING OF THE CITY OF LAS CRUCES SPECIAL MEETING JUNE 21,2007 1:30 P.M. CITY COUNCIL CHAMBERS,200 N. CHURCH STREET A Special Selection Advisory Committee Meeting was held on Thursday, June 21, 2007, at City Council Chambers, 200 N. Church Street,Las Cruces,NM. PERMANENT SAC MEMBERS PRESENT: Dr. Mark Sutter, Financial Services, Chairperson; Dr. Jorge Garcia, Utilities; David Weir, Community Development, and Mike Johnson, Public Works PERMANENT SAC MEMBERS ABSENT: Brian Denmark, Facilities SAC ALTERNATES PRESENT: Mark Johnston, Facilities for Brian Denmark CITY STAFF PRESENT: Martha Montoya, Pam Davis, and Nora Jones, Purchasing DEPARTMENT REPRESENTATIVE ABSENT: Eric Martin,Facilities CITY MANAGER DESIGNATED MEMBERS PRESENT: Ken Mompellier, Convention & Visitors Center; Michael Rickenbaker,NMSU, Facilities Planning and Construction; Tomas Mendez, Facilities, and William Ticknor for Lori Grumet CITY MANAGER DESIGNATED MEMBERS ABSENT: Cathy Mathews, Facilities and Lori Grumet, Public Services QUEST PRESENT: Steve Newby, Steve Newby Architects and Associates, Inc. 1. Call Meeting to Order. Dr. Sutter called the meeting to order at 1:33 p.m. 2. Review and Approve Minutes from the Meeting of June 7, 2007. MOTION: Dr. Garcia moved and Mr.Weir seconded to approve the June 7,2007 minutes as presented. All ayes. Motion passed unanimously. 3. Evaluate RFP 06-07-189, Site Analysis, Planning, and Design of the City Center. There was a general discussion on the proposals that were submitted. At 1:55 p.m., the committee adjourned for 10 minutes in order to conduct their evaluations. At 2:05 p.m., the committee reconvened. Ms. Montoya read the total scores less the high and the low scores. SMPC, PA 2190 Studio D. Architects 2500 Dekker/Parich/Sabatini 2485 HNTB Architecture, Inc. 2760 Ten percent of the top-ranked score was 2484. Firms falling above the score of 2484 were considered for interviews. SELECTION ADVISORY COAL EE MEETING APP - - ROVED 7 5 07 OF THE CITY OF LAS CRUCES JUNE 21,2007 In preparation for the interviews, Dr. Sutter asked Ms. Montoya to do some research regarding composite score rankings by looking at how the committee ranked the firms for City Hall. Interviews will be scheduled with the firms of Studio D. Architects, Dekker/Parich/Sabatini, and HNTB Architecture, Inc. The interviews will be scheduled at 1:30, 2:30, and 3:30. Each firm will be given 30 minutes for a presentation with a 15-minute question and answer period. Dr. Sutter stated that the interviews are a closed process according to the SAC ordinance. The committee discussed questions that would be addressed to the proposers. Some of these were: 1. Processes for interfacing the operational users into the design process. 2. Experience or expertise with working on a university campus. 3. Concepts for integrating the facility into the city/campus context. 4. Philosophy of integrating program elements with functionality. Purchasing will compile these questions into a list, and these will be circulated to the SAC members. They will give feedback for wording changes and suggestions. The final recompiled list will go out to the proposers prior to the interviews. 4. Review RFQ 07-08-024 for Construction Manager/General Contractor for the New Regional Recreation &Aquatics Center. Mr.Newby gave a short presentation on the Recreation and Aquatic Center approved concept design for the program,floor and site plan, and exterior concept. The committee gave general comments and made minor changes to the RFQ. PAGE 1 The mailing address needs to be corrected—from P.O. Box 2000 to 20000. PAGE 6 The committee discussed the evaluation criteria and the weights and made changes to the evaluation criteria 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% MOTION: Mr.Mendez moved and Mr.Weir seconded to approve the criteria as discussed. All ayes. Motion passed unanimously. In the 1.10.2 paragraph,the fourth sentence,the word"three"was changed to"two". 2 (0� SELECTION ADVISORY COMMITTEE MEETING APPROVED 7-5-07 OF THE CITY OF LAS CRUCES JUNE 21,2007 PAGE 8 In the second paragraph on top of the page,the 30-page limit needs to be clarified that this will not include a cover sheet,table of contents, etc. The"Construction Manager at Risk"wording will be changed throughout the document to "Construction Manager/General Contractor(CM/GC)". PAGE 9 In the 3.4.1 paragraph,the verbiage, "(or similar contractual formats)"will be changed to "(other project delivery methods)". The RFQ will state that a minimum of three with a maximum of five projects will be required to be submitted by the proposers. PAGE 11 Section 3.4.3 on Page 10 will replace the verbiage under 3.11.1. PAGE 13 MOTION: Mr.Johnson moved and Mr.Weir seconded to waive the equitable distribution of business. All ayes. Motion passed unanimously. MOTION: Mr.Johnson moved and Dr. Garcia seconded to waive the local preference. All ayes. Motion passed unanimously. MOTION: Mr.Johnson moved and Dr. Garcia seconded to waive cost as a factor. All ayes. Motion passed unanimously. Advertising will be for three weeks, not the standard four weeks. This required a motion. MOTION: Mr.Weir moved and Dr. Garcia seconded to deviate from the four-week advertising SAC standard and advertise for three weeks instead. All ayes. Motion passed unanimously. The committee discussed the schedule for the Recreation and Aquatic Center's RFQ and RFP. Advertise RFQ July 1 and July 15 Pre-proposal Meeting July 24 Submissions August 7 Alternate SAC Meeting August 23 —Evaluations on RFQ RFP Sent Out August 24 RFP Due Date September 11 Evaluations on RFP September 20 3 SELECTION ADVISORY COMIITTEE MEETING APPROVED 7-5-07 OF THE CITY OF LAS CRUCES JUNE 21,2007 Interviews September 27 Ms. Montoya will customize schedules A& B for this RFQ. The wording of"RFQ"will replace"RFP". The committee does not need to see this RFQ again. 5. 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. 6. Adjourn. MOTION: Mr. Weir moved and Mr. Johnson seconded to adjourn. All ayes. Motion passed unanimously. Meeting ended at 3:50 p.m. Dr. Mark Sutter,Ch 'rperson 4