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04-12-2007SpecMtg APPROVED 6-15-07 SELECTION ADVISORY COMMITTEE MEETING OF THE CITY OF LAS CRUCES SPECIAL MEETING APRIL 12,2007 9:00 A.M. JOINT UTILITIES,CONFERENCE ROOM 213 A Special Selection Advisory Committee Meeting was held on Thursday, April 12, 2007, at the Joint Utilities Building, Room 213, 680 Motel Blvd. 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; 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, Purchasing; Nora Jones, Purchasing; Marcie Driggers, Legal CITY MANAGER DESIGNATED MEMBER PRESENT: Rudy Adame for Alma Cortez, Codes Enforcement COUNTY SAC USER GROUP EVALUATORS PRESENT: Ellie Choate, Animal Control Supervisor; Leslie King, Executive Administrator; Karen Archuleta, Legal; Ken Scott, Sheriffs Office Administrator; Maryln Zahler, County Resident COUNTY STAFF PRESENT: Rennette Apodaca, Purchasing Manager 1. Call Meeting to Order. Dr. Sutter called the meeting to order at 9:06 a.m. 2. Review and Approve Minutes from the Meeting of March 8 and March 16, 2007. MOTION: Mr.Kyle moved and Ms. Zahler seconded to approve the March 8,2007 minutes as presented. Ms. Zahler asked that the names of the attendees present at that meeting be moved to the appropriate designations. Under Item No. 3,Page 1,the first sentence,the words"as the user group"were deleted. On Page 4,the last sentence on that page was changed to read, "...will be added to read, `Describe how to locate and reunite owners with their pets."' • SELECTION ADVISORY COU TEE MEETING APPROVED 6-15-07 OF THE CITY OF LAS CRUCES APRIL 12,2007 Dr. Sutter called for the vote on the motion. All ayes. Motion passed unanimously. MOTION: Ms. Zahler moved and Mr. Maestas seconded to approve the March 16, 2007 minutes as presented. Ms. Zahler asked that the names of the attendees present at that meeting be moved to the appropriate designations. Dr. Sutter called for the vote on the motion. All ayes. Motion passed unanimously. 3. Review RFP 06-07-253, Operation of the Las Cruces Animal Shelter, Joint City and County RFP. After a discussion regarding the contract to fund and operate the Animal Shelter,the consensus of the committee was not to include the contract in the proposal, because it might cause more questions and issues for the proposers. Dr. Sutter handed out the verbiage for the Oversight Advisory Board. Mr. Scott was concerned about the March 1 deadline presentation to the Board on the budget. Ms. Choate said that the County's budget process starts around late January or in February. They will need to find out if they will have additional costs. The subsidy that comes from the County goes through the Sheriff s Office. Ms. Apodaca suggested that they should estimate their budget for now. Dr. Sutter stated that the Oversight Advisory Board is the advocate for the additional funding, not the change in funding in a departmental budget. Dr. Sutter will contact Mr. Bari,the County Finance Director, regarding Mr. Scott's and Ms. Choate's comments and concerns. On the reverse side of Dr. Sutter's handout regarding the Oversight Advisory Board, a change was made to replace the word "Function"on top of the page to"Program". Mr. Martin handed out the facility maintenance verbiage that will be incorporated into the proposal. After the committee discussed this issue, Mr. Martin suggested that an addendum will need to go out that addresses the City and County responsibilities of the Animal Shelter. Based on comments that are received from various proposers, and depending on those responses,that will make a difference in the cost proposal. Mr. Martin will add verbiage to his facility maintenance hand out addressing this discussion. The verbiage that Mr. Martin provided will become a bulleted list to make it easier for the proposers to understand. Mr. Kemmer will draft language regarding animal disposal that will follow the facility maintenance verbiage. Currently,the Animal Shelter's hours of operation are Monday through Friday from Noon to 6:00 p.m. On Saturday and Sunday, the hours of operation are from Noon to 5:00 p.m. After discussing two options regarding the hours of operation to the general public,the committee's consensus was to define the minimum level of service during the week as a baseline and evaluate higher if the proposer offers more. Dr. Sutter stated that the contractor will have to look at the current practice of the disposing arrangements of the animals. 2 SELECTION ADVISORY COEE MEETING APPROVED 6-15-07 OF THE CITY OF LAS CRUCES APRIL 12,2007 The committee proceeded to go through the proposal page by page. PAGE 1 No changes. PAGE 2 In the second paragraph, first sentence,the word"is"was changed to"are". The word "operator"was changed to"operate". The second sentence was changed to read, "...contract animal shelter services..." Dr. Sutter recommended adding"The Facility" in parentheses after the verbiage of"Las Cruces Animal Shelter", and then the words"The Facility"will replace"Las Cruces Animal Shelter"throughout the document. In the third paragraph, second sentence,the word"impounds"was added after the word "Shelter". PAGE The fourth paragraph was deleted. In the Project Detail section,the first paragraph was deleted, and a revised first paragraph for that section was submitted by Ms. King. Dr. Sutter read this paragraph out loud to the committee. The verbiage that will be replacing the paragraph under the Project Detail will read, "The Proposer shall operate the shelter in accordance with local, state, and federal laws; and in accordance with the humane guidelines of a nationally recognized humane organization(i.e.,the Humane Society of the United States,the American Society for the Prevention of Cruelty of Animals, or the American Humane Association). The shelter shall accept for refuge therein all animals brought to it by any law enforcement officer, animal control officer,or member of the public. The Proposer shall make every reasonable effort to locate owners of animals believed to be lost, strayed, or stolen;to find good homes for any animal in its care considered to be adoptable; and to euthanize—humanely and lawfully—those neither claimed nor adopted." PAGE 4 Dr. Sutter said that on Page 4, the order of the paragraphs will be as follows: Paragraphs a and b will remain as stated. Paragraph h will become Paragraph c. A new Paragraph d will be the language related to maintenance followed by this sentence, "The pre-proposal meeting will allow proposers to address specific questions about the facility." Paragraph e will be what Mr. Kemmer will be working on regarding the disposal language. Paragraph f will be the verbiage that will read, "Prepare and present to the Oversight Advisory Board a business plan and budget for each upcoming year. The presentation will be made by March 1 of each year in anticipation of the upcoming fiscal year beginning July 1. • SELECTION ADVISORY COITEE MEETING APPROVED 6-15-07 OF THE CITY OF LAS CRUCES APRIL 12,2007 The Oversight Advisory Board will provide recommendation to the Board of County Commissioners and City Council regarding budget requests. Increases in funding are subject to joint approval by those governing bodies." Paragraphs that used to be c, d, e, f, and g will now become Paragraphs g, h, i,j, and k. In Paragraph a,the first and second sentences were combined to read, "Maintain animals in suitable enclosures that provide adequate space to prevent overcrowding..." In Paragraph g now Paragraph k,the word"its"was changed to"their". In Paragraph h, now Paragraph c,the last sentence was changed to read, "...categorized by City and County impounds:" Paragraph 1 under Paragraph h, now Paragraph c,the sentence was changed to read, "...of the animal including but not limited..." PAGE 5 In the Scope of Services, Paragraph a,the word "Animal"was changed to"Animals". In the Scope of Services, Paragraph a was changed to read, "Any future changes in local, state, or federal law." The City Legal Department will review this section to make sure the information provided is correct. In the Animal Care section,Paragraph b was changed to read, "Health evaluation upon admission." PAGE 6 In the Operations section, Paragraph 6,the minimum 40 hours of operation will be defined. PAGE 7 No changes. PAGE 8 No changes. PAGE 9 Dr. Sutter asked Ms. Davis to make sure that the Insurance Required section gets reviewed by the City and County Risk Managers in conjunction with the City and County attorneys. PAGE 10 In Paragraph 5,the word"then'was changed to"than'. In Paragraph 7,the beginning of the sentence was changed to"List of all proposed Sub-contractors..." PAGE 11 All of Paragraph I was deleted. 4 SELECTION ADVISORY COI&ITEE MEETING APPROVED 6-15-07 OF THE CITY OF LAS CRUCES APRIL 12,2007 PAGE 12 The lettering of Paragraphs B, C, and D were changed. Paragraph B became Paragraph D, Paragraph C became Paragraph B, and Paragraph D became Paragraph C. In the Conditions and Notice to Proposers section under the Rights of Negotiation, Paragraph A, Paragraph 1,the word"City"was changed to Co-requestors. PAGE 13 The last part of Paragraph I on top of the page was changed to read, "...negotiate any Proposer." Paragraph B, Paragraphs 1 and 2,the word "City"was changed to"Co-requestors". PAGE 14 No changes. The City and County Purchasing Managers will send out the proposal after all of the corrections and additions have been received and reviewed from the committee members as well as the County and City Managers. Dr. Sutter read the outline of the proposal schedule to the committee. Proposal Advertised 4/22, 4/29, 5/6, 5/13—Las Cruces Sun-News, El Paso Times, Albuquerque Journal, and BidNet. Pre-Proposal Meeting 5/18 at the Animal Shelter. Time to be determined. Close RFP 5/31 at 4:00 p.m. Reference Checks Week of 6/4 Evaluation 6/15 from 9:00 a.m. to 10:00 a.m. Location to be determined. Interviews 6/22 County Commission Meeting 7/24 City Council Meeting 8/6 Service Starts 11/1 4. Draft Contract. This was discussed at the start of the meeting. 5. Other Items of Interest. There were no other items of interest. 5 SELECTION ADVISORY CONVTEE MEETING APPROVED 6-15-07 OF THE CITY OF LAS CRUCES APRIL 12,2007 6. Adjourn. MOTION: Mr. Kyle moved and Ms. Zahler seconded to adjourn. All ayes. Motion passed unanimously. Meeting ended at 11:10 a.m. Dr. ar utter, Chairperson 6