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06-07-2007 APPROVED 6-21-07 SELECTION ADVISORY COMMITTEE MEETING OF THE CITY OF LAS CRUCES REGULAR MEETING JUNE 7,2007 8:30 A.M. CITY COUNCIL CHAMBERS,200 N. CHURCH STREET A Regular Selection Advisory Committee Meeting was held on Thursday, June 7,2007, at City Council Chambers, 200 N. Church Street, Las Cruces,NM. PERMANENT SAC MEMBERS PRESENT: Dr. Mark Sutter, Financial Services, Chairperson and Dr. Jorge Garcia, Utilities PERMANENT SAC MEMBERS ABSENT: Brian Denmark, Facilities; Mike Johnson, Public Works, and David Weir,Community Development SAC ALTERNATES PRESENT: Eric Martin, Facilities; Dan Soriano, Public Works, and Robert Kyle, Community Development CITY STAFF PRESENT: Pam Davis, Purchasing; Martha Montoya, Purchasing, and Nora Jones, Purchasing DEPARTMENT REPRESENTATIVE PRESENT: Miguel Samamego, Facilities for Eric Martin, Facilities CITY MANAGER DESIGNATED MEMBERS PRESENT: Tomas Mendez, Facilities; Cathy Mathews, Facilities; Lori Grumet, Public Services, and John Bulla, Public Services for Ken Mompellier CITY MANAGER DESIGNATED MEMBERS ABSENT: Ken Mompellier, Public Services and Michael Rickenbaker,NMSU, Facilities Planning&Construction 1. Call Meeting to Order. Dr. Sutter called the meeting to order at 8:34 a.m. He informed the committee that reference checks for the City Center RFP had come in late yesterday, and they were not distributed to the committee for their review until this morning;therefore, Dr. Sutter suggested adjourning the meeting so that the SAC could review the reference checks and revise their evaluations if need be, and then reconvene in five minutes. Dr. Sutter adjourned the meeting at 8:35 a.m. Dr. Sutter called the meeting back to order at 8:40 a.m. 2. Review and Approve Minutes from the Meeting of May 3, 2007. Ms. Jones stated that the May 3, 2007 minutes stated on Item Number 2 should be changed to the April 5, 2007 meeting. Dr. Sutter said that he had received some comments about changing the categories for the names present. He asked Ms. Jones to make the changes starting with the May 3, 2007 SAC meeting notes. Dr. Sutter suggested reviewing the procurement ordinance to determine how the changes should be made. SELECTION ADVISORY COWTEE MEETING APPROVED 6-21-07 OF THE CITY OF LAS CRUCES JUNE 7,2007 MOTION: Mr. Martin moved and Mr.Kyle seconded to approve the May 3,2007 minutes as amended. All ayes. Motion passed unanimously. 3. Evaluate RFP 06-07-197 Term Contract for Architectural/Engineering Services. Mr. Mendez and Mr. Martin gave their comments and overview regarding the proposals that were submitted. Dr. Sutter informed the committee that they will select the top three firms as stated in the proposal. The committee handed in their scores to Ms. Davis. Dr. Sutter commented that all of the scores will be positive and acceptable. He asked for a motion from the committee to proceed to Item Number 4 on the agenda while the scores were being calculated by Ms. Davis. MOTION: Dr. Garcia moved and Mr. Martin seconded to continue with Item Number 4 while the calculations were being done for Item Number 3. All ayes. Motion passed unanimously. Dr. Sutter asked for a motion for the proposals for the Term Contract for Architectural and Engineering Services RFP. MOTION: Mr.Kyle moved and Mr. Martin seconded to forward them to the City Council for approval. All ayes. Motion passed unanimously. Dr. Sutter asked that the minutes reflect that the scores were not read out loud to the committee, but they will be included in the minutes and approved at the next SAC meeting. The total scores less the high and the low scores were: Huitt Zollars,Inc. 1825 Steve Newby Architects and Associates, Inc. 1790 Studio D Architects, PA 1870 Ten percent of the top-ranked score was 1683. Firms falling above the score of 1683 were considered. All three firms fell above the score of 1683. 4. Evaluate RFP 06-07-189 Site Analysis, Planning, and Design of the City Center. Ms. Grumet did not have Ken Mompellier's score or Michael Rickenbaker's score. Dr. Sutter stated that the RFP was written to say that interviews would be held with no more than the three top-rated firms with up to three firms being selected. Interviews will be held. At today's meeting, one of the four firms would be eliminated. NMSU is a key partner. Dr. Sutter would have some concern about moving us in that direction if NMSU would turn around and say they liked the firm that got excluded. Dr. Garcia suggested tabling the item. Dr. Sutter agreed. 2 SELECTION ADVISORY COQTEE MEETING APPROVED 6-21-07 OF THE CITY OF LAS CRUCES JUNE 7,2007 Ms. Grumet stated that when she received the proposals for her to review, she only had 1 '/2 days to review them. When Mr. Rickenbaker's proposals were delivered to him, he only had 1 '/2 days to review them as well. It was the consensus of the committee to table the evaluation of the City Center until the SAC meeting of June 21,2007. MOTION: Mr.Kyle moved and Mr. Soriano seconded to table this item and bring it back to the SAC at their meeting of June 21,2007. All ayes. Motion passed unanimously. There was a lengthy discussion on reference checks. Dr. Sutter stated that the proposer is the person who has the responsibility to give us the references and contacts. If we are unable to contact the references,this is a proposer issue. The proposer needs to contact their references and tell them to take City of Las Cruces phone calls regarding the reference checks. We need to change our language in the RFPs and include the stipulations. This can be included under Proposal Content, Paragraph 5. They will give us the references, contacts, names, and so forth but add verbiage to say, "It is the proposers responsibility to make sure that the reference they provide us will accept a reference call from the City of Las Cruces." 5. Other Items of Interest. The next SAC meeting will be held on June 21, 2007. The tabled item on the evaluation of the City Center will be on the agenda as well as two proposals regarding the construction manager at risk. These are for City Hall and for the Aquatic Center. Another item will be added to discuss the timely submissions of reference checks and other paperwork. 6. Adjourn. MOTION: Mr. Kyle moved and Mr. Martin seconded to adjourn. All ayes. Motion passed unanimously. Meeting ended at 9:15 a.m. Dr. Mark utter, Chairpe son 3