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04-05-2007 . APPROVED 5-3-2007 SELECTION ADVISORY COMMITTEE MEETING OF THE CITY OF LAS CRUCES REGULAR MEETING APRIL 5,2007 8:30 A.M. CITY COUNCIL CHAMBERS,200 N. CHURCH STREET A Regular Selection Advisory Committee Meeting was held on Thursday,April 5, 2007, at City Council Chambers, 200 N. Church Street,Las Cruces,NM. MEMBERS PRESENT: Dr. Mark Sutter, Financial Services, Chairperson Lisa Murphy for Brian Denmark,Facilities Mike Johnson, Public Works Dr. Jorge Garcia, Utilities David Weir, Community Development OTHERS PRESENT: John Tortelli, Purchasing Nora Jones, Purchasing Martha Montoya, Purchasing Lupe Honeycutt, Financial Services Robert Romano, Financial Services Lala Maldonado, Financial Services Vincent Sanchez, Utilities Adrienne Widmer,Utilities Arturo Tarango, RGNGA Dan Dolan, Legal Counsel for RGNGA Diana Gamboa, DWG Professional Services, Inc. 1. Call Meeting to Order. Dr. Sutter called the meeting to order at 8:32 a.m. 2. Review and Approve Minutes from the Meeting of March 15, 2007. MOTION: Mr.Weir moved and Ms.Murphy seconded to approve the minutes as presented. All ayes. Motion passed unanimously. Dr. Sutter informed the committee that he would have to leave the meeting at 9:30 a.m. and would place Dr. Garcia as the chairperson. 3. Evaluate RFP 06-07-165, Banking Services. Mr. Romano gave his comments and overview regarding the proposals that were submitted. At approximately 8:40 a.m., Mr. Johnson arrived at the meeting. Mr.Tortelli read the total scores less the high and the low scores. 15`Community Bank 1615 Bank of America 1930 Wells Fargo 2630 Ten percent of the top-ranked score was 2367. Firms falling above the score of 2367 were considered. There was only one firm that fell within these limits,and that firm was SELECTION ADVISORY COTEE MEETING APPROVED 5-3-2007 OF THE CITY OF LAS CRUCES APRIL 5,2007 Wells Fargo. MOTION: Mr.Johnson moved and Mr. Weir seconded to direct the user department to negotiate a contract with the top-rated firm of Wells Fargo,and take this recommendation to the City Council for their consideration. No discussion. All ayes. Motion passed unanimously. 4. Review Joint City and Rio Grande Natural Gas Association (RGNGA)RFP, 06-07-274, RGNGA Service Area Delineation Study. There was a general overview discussion, and then the committee proceeded by reviewing the proposal page by page. PAGE 1 The RGNGA Board will determine when to release this proposal. In the Introduction section,the third sentence,the word"it"was changed to"them". In the Introduction section,the last sentence,the words"two or three" were deleted, and the words following were changed to "solution options/recommendations." PAGE 2 In the Scope of Work, a paragraph was added after Paragraph A that read, "Review the current transportation agreement between the two utilities." In the Scope of Work section,the lettering of each paragraph was modified. In Paragraph E, the second bullet,the words"to represent density"were added to the end of the sentence. In the Deliverables section, Paragraph A,the sentence that reads, "Additional meetings may be needed to facilitate recommendations, discussions,and reach a mutual consensus between the City and RGNGA"needs to also be added to the Scope of Work section as Paragraph J. In Paragraph B,the beginning of the paragraph needs to read, "Eight(8)copies..." PAGE 3 No changes PAGE 4 In the Technical Proposal Content, Paragraph 4,the word "past"was changed to "recent". In the Technical Proposal Content, a Paragraph 9 was added to the list that read, "Provide a detail of a timeline." PAGE 5 No changes. PAGE 6 No changes. 2 SELECTION ADVISORY COQTEE MEETING APPROVED 5-3-2007 OF THE CITY OF LAS CRUCES APRIL 5,2007 PAGE 7 No changes. Dr. Sutter left the committee at approximately 9:30 a.m., and Dr. Garcia continued with the meeting as the chairperson. VOTING ISSUES MOTION: Mr.Johnson moved and Mr.Weir seconded that there will be no deductions for equitable distribution of business, no local preference,and cost will not be used as a factor. All ayes. Motion passed unanimously. MOTION: Mr.Johnson moved and Mr.Weir seconded that interviews will not be held. All ayes. Motion passed unanimously. The proposal will be advertised for four weeks. The proposal did not have to come back to the SAC. S. Other Items of Interest. A special SAC meeting will be held on April 12, 2007 to discuss RFP 06-07-253, Operation of the City/County Animal Shelter. The meeting will be held from 9:00 a.m. — 11:00 a.m. at the Joint Utilities Conference Room 213. Due to a conflict with budget review meetings,the special SAC meeting of April 19, 2007 was rescheduled for the regular SAC meeting of May 3,2007 at 8:30 a.m. 6. Adjourn. MOTION: Ms. Murphy moved and Mr. Weir seconded to adjourn. All ayes. Motion passed unanimously. Meeting ended at 9:40 a.m. Dr. Mark Sutter, Chairperson 3