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05-03-2007 APPROVED 6-7-07 SELECTION ADVISORY COMMITTEE MEETING OF THE CITY OF LAS CRUCES REGULAR MEETING MAY 3,2007 8:30 A.M. CITY COUNCIL CHAMBERS,200 N. CHURCH STREET A Regular Selection Advisory Committee Meeting was held on Thursday, May 3, 2007, at City Council Chambers, 200 N. Church Street, Las Cruces,NM. PERMANENT SAC MEMBERS PRESENT: Dr. Mark Sutter, Financial Services, Chairperson; Brian Denmark, Facilities; Mike Johnson, Public Works; Dr. Jorge Garcia, Utilities, and David Weir, Community Development CITY STAFF PRESENT: Martha Montoya, Purchasing, and Nora Jones, Purchasing DEPARTMENT REPRESENTATIVE PRESENT: Tom Schuster,Community Development CITY MANAGER DESIGNATED MEMBER PRESENT: Chuck McMahon, Dona Ana County 1. Call Meeting to Order. Dr. Sutter called the meeting to order at 8:40 a.m. 2. Review and Approve Minutes from the Meeting of April 5, 2 00 7. MOTION: Mr.Weir moved and Dr. Garcia seconded to approve the minutes as presented. All ayes. Motion passed unanimously. 3. Review RFP 06-07-286, "Vision 2040"Regional Comprehensive Planning Project. The committee went through the proposal page by page. PAGE 1 No changes. This was the cover page. PAGE 2 Mr. Denmark asked Mr. Schuster to clarify what is expected from the proposer on the ETZ. He also asked that the user department place language that talks about the City's comp plan. This is supposed to serve as a guiding policy for the Las Cruces urban area, and the County is supposed to be doing the same thing. The word"River"was deleted from the Study Area Introduction section after the words"Rio Grande". PAGE 3 Mr. Denmark suggested including the population of the Las Cruces urban area since the user department is planning to deal with the ETZ and are not dealing with a population of 82,000 but dealing with 140,000 or 150,000 populations in the urban area. • SELECTION ADVISORY COTEE MEETING APPROVED 6-7-07 OF THE CITY OF LAS CRUCES MAY 3,2007 PAGE 4 In the second bullet, Community Data, Mr. Denmark suggested further defining housing data. He asked the user department to make sure that the proposer provides them with clear information on housing data. Housing data doesn't necessarily mean population growth. The sentence before the first bullet,the part of the sentence that reads, "highly visual report accessible to lay readers"needs to be defined. Mr. Schuster stated that under the Specific Requirements of Proposal,Technical Proposal section, Paragraph f, he could add another sentence to that paragraph that asks for the proposer to submit a sample, which is not to be included in their proposal, but will be a supplement to their proposal. PAGE 5 The first bullet on top of Page 5, Mr. Denmark suggested that the user department add environmental issues to that paragraph. One of the big issues is that in the river valleys,there are agricultural uses that are absorbing more of the water supply than urban development. In the City and County Comprehensive Plans section,Mr. Denmark said that politically they have had difficulty with policy and specific implementation issues when you get into that support and encouragement. This is something that the user department will have to figure out how they are going to address this issue or not address it. A strategic plan component can be included that can provide those specific strategies and how you would implement those policies. PAGE 6 Under the Shared Issues section in the Utilities paragraph, Dr. Garcia recommended adding language about the Lower Rio Grande Regional Plan. This information should also be referenced in Section V as well as the Las Cruces Water Plan. PAGE 7 In the City-Centered Issues section,the fourth bullet, Mr. Denmark stated that urban form related issues are becoming a big issue. Geographically, the dam is actually the center of the City, particularly with annexations that are coming up. There are huge urban form related issues via transportation, land use,business centers, where we have a huge bi-polarized community occurring in the future. Under the neighborhood planning paragraph, other neighborhoods were not mentioned. Mr. Denmark stated that the Telshor neighborhood is becoming an older neighborhood. In the South side,the entire infrastructure is getting old, and none of the amenities are occurring. This will be a future issue. The East Mesa is still an issue as well as the old Country Club areas. In the fourth bullet,the first sentence,the words"with emphasis on"were deleted and replaced with the word"including" and other neighborhoods will be added that Mr. Denmark mentioned. PAGE 8 No changes. 2 • SELECTION ADVISORY CO EE MEETING APPROVED 6-7-07 OF THE CITY OF LAS CRUCES MAY 3,2007 PAGE 9 The first paragraph after the last bullet under the Deliverables section was changed so that the paragraph will consist of only the first sentence. The rest of the paragraph was deleted. In the first bullet, Mr. Denmark asked that the user department clarify that this statement is a primer to the public meetings. The second sentence in the second bullet was deleted. Mr. Denmark asked that in the sixth bullet,the user department needs to be more specific on the land use model. PAGE 10 In Section V,Information to be Provided by City and County, Mr. Denmark asked that the user department mention the land use assumptions, and place, in parentheses,(land use assumptions)at the end of the fifth bullet. These assumptions were adopted by the City Council, and they are being re-adopted by City Council to Parks and Tax Fees, and Mike Johnson has a study revising those land use assumptions, and these need to be included in this section. Public Works has a drainage master plan that needs to be included in this section as well. In the Specific Requirements of Proposal section,Mr. Denmark stated under Paragraphs c,f, and g under the Technical Proposal paragraph, the user department needs to describe, in these paragraphs,that we are looking for someone with real experience in big planning type jobs. PAGE 11 No changes. PAGE 12 In the General Requirements section, Ms. Montoya suggested that the insurance requirements and the errors and omissions be included in this section. PAGE 13 In Paragraph E, last sentence, "NancyG"was changed to "BidClerk". PAGE 14 No changes. PAGE 15 No changes. VOTING ISSUES The funding is state funding,and federal funding might also be involved. There was a discussion on whether to include a federal funding clause. Ms. Montoya will review the federal funding issue. MOTION: Mr.Denmark moved and Mr.Johnson seconded to waive the deductions for equitable distribution of business. All ayes. Motion passed unanimously. 3 SELECTION ADVISORY CONWTEE MEETING APPROVED 6-7-07 OF THE CITY OF LAS CRUCES MAY 3,2007 MOTION: Mr.Denmark moved and Mr. Weir seconded to waive local preference. All ayes. Motion passed unanimously. Advertising will be the SAC standard of four weeks. Interviews will be conducted, and the committee will use the top 10% rule, according to the SAC rules and procedures, but they will place a maximum of five top-rated firms and a minimum of three top-rated firms with the assumption that there will be at least three top-rated firms. If there are less than three top-rated firms,then just two firms will be interviewed. This proposal does not need to come back to the SAC. 4. Other Items of Interest. The next SAC meeting will be held on May 17,2007 at 1:30 p.m. at the City Council Chambers, 200 N. Church. Ms. Montoya stated that at the present time,there were no agenda items for the upcoming meeting. 5. Adjourn. MOTION: Mr. Denmark moved and Mr. Johnson seconded to adjourn. All ayes. Motion passed unanimously. Meeting ended at 9:22 a.m. Dr. Mark Sutter, Chairp son 4