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03-16-2007SpecMtg f APPROVED 4-12-07 SELECTION ADVISORY COMMITTEE MEETING OF THE CITY OF LAS CRUCES SPECIAL MEETING MARCH 16,2007 8:30 A.M. JOINT UTILITIES CONFERENCE ROOM A Special Selection Advisory Committee Meeting was held on Friday, March 16, 2007, at the Joint Utilities Conference Room 213, 680 Motel Blvd., Las Cruces,NM. SAC MEMBERS PRESENT: Dr. Mark Sutter, Financial Services, Chairperson Eric Martin for Brian Denmark, Facilities David Maestas for Mike Johnson, Public Works Klaus Kemmer for Dr. Jorge Garcia, Utilities SAC MEMBER ABSENT: Robert Kyle for David Weir, Community Development CITY STAFF PRESENT: John Tortelli, Purchasing Nora Jones, Purchasing Rudy Adame, City Codes Enforcement Marcie Driggers, City Utilities Attorney COUNTY STAFF PRESENT: Leslie King, Executive Administrator Elle Choate,Animal Control Supervisor Rennette Apodaca, Purchasing Manager Ken Scott, Sheriff's Office Administrator Karen Archuleta, Legal OTHERS PRESENT: Maryln Zahler, County Resident 1. Call Meeting to Order. Dr. Sutter called the meeting to order at 8:36 a.m. 2. Review and Approve Minutes from the Meeting of March 8, 2007. The approval of the minutes was tabled, because the committee received their SAC packet at the start of this meeting. This item will be placed on the next agenda. 3. Review RFP 06-07-253, Operation of the Las Cruces Animal Shelter, Joint City/County RFP. Ms. Driggers commented on a statute that was approved by the state legislature just recently. It is a bill that states a type of standard for animal shelters. Ms. King stated that this is Senate Bill 458. Dr. Sutter wants to make sure that both the County Manager and the City Manager review this RFP before it goes out. If they have any input,their comments and suggestions can be put through the committee process one more time. Dr. Sutter met with Mr. Bari in person and spoke to Mr. Denmark by phone regarding t:le cost figure for the cost proposal. At the last meeting,the committee talked about per unit figures, but these individuals agreed that we just want a cost figure. 4 r SELECTION ADVISORY CONTEE MEETING APPROVED 4-12-07 OF THE CITY OF LAS CRUCES MARCH 16,2007 Dr. Sutter reviewed the list of evaluators for the committee per Ms. Zahler's request. There needs to be clarification as to whether Ms. Karen Archuleta is permanently replacing Mr. Ed Fridenstine, Risk Manager from the County. It was not clear as to whether Mr. Robert Lundeen will be an evaluator since he has missed two meetings. On the City's side, Mr. Eric Martin will be replacing Mr. Brian Denmark and Mr. Rudy Adame will be replacing Alma Cortez. Mr. Tortelli went through the proposal page by page indicating the changes that were made from the last meeting. The committee went through the proposal page by page and made new corrections and revisions. PAGE 1 The title of the proposal was changed to"Operation of the City/County Animal Shelter." PAGE 2 The second paragraph where it talks about the Advisory Board will be moved to the Background section. The City's Legal Department will need to review the arrangement of the Animal Shelter Advisory Board. Mr. Tortelli will work with Ms. Driggers on the language as well as with Ms. Archuleta from the County. In the Project Detail section, first paragraph,the last sentence was changed to read, "...in accordance with Senate Bill 458." The rest of the sentence was deleted. To be consistent,the word"Co-requestor" will be changed to plural when need be and the "Las Cruces Animal Shelter"will be changed to"City/County Animal Shelter"throughout the document. PAGE 3 Paragraphs c through f will have substitute language. Dr. Sutter is working on this, and he will get the verbiage to Mr. Tortelli. In Paragraph g,the word"Supervisor"was changed to plural "Supervisors". Under this paragraph,the word"description" in Number 1 will need to be defined on what is meant by "description". How much detail does the proposal need to have under the description of the animal? Ms. Choate will send verbiage to Mr. Tortelli. PAGE 4 In the Scope of Services,the first sentence was changed to read, "...Animal Shelter Services to the Co-requestors and fully comply with:" In paragraphs a-e,the words"Fully comply with" in the beginning of each sentence will be deleted. In the Animal Care section,the lettered paragraphs will be changed to numbers and the small roman numerals will be changed to small letters. PAGE 5 In the Operations section,the small letters outlining each paragraph will be changed to numbers. In Paragraph f,the word"of'was deleted. 2 s • SELECTION ADVISORY COM1Rti'TEE MEETING APPROVED 4-12-07 OF THE CITY OF LAS CRUCES MARCH 16,2007 PAGE 6 Paragraph p was deleted. This will be covered in the Finance section. In the Services section, Paragraph b,the sentence was changed to read, "Identify how you will provide services to a bilingual (English/Spanish speaking)customer base." Every small letter outlining each paragraph in the Services section will be changed to numbers. PAGE 7 In the Reporting paragraph, Paragraph a,the word"for" was changed to"of'. Regarding the Facility Maintenance paragraph, Mr. Martin will meet with Mr. Mark Johnston, City Parks Administrator, along with Ms. Driggers and Ms. Alma Griffith, Building Manager Administrator,to discuss this issue. Ms. Driggers suggested placing the same verbiage from this paragraph in the contract. The"General Instructions"section was renamed to"General Instructions and Attachments". PAGE 8 The"Insurance Required"wording is not to be bolded. In the Proposal Content, Paragraph 4,the last part of that sentence was changed to read, "...by the Proposer of a similar nature or scope." PAGE 9 In the Proposal Content on top of Page 9, another sentence was added at the end of Paragraph 5 to read, "Name of contact as references required." In the Cost Proposal section, Paragraph 2, Dr. Sutter and Mr. Bari from the County along with Ms. Apodaca, Ms. Choate, and Mr. Adame will meet to rewrite the verbiage fo:C,IS paragraph. Dr. Sutter suggested replacing the verbiage at the bottom of Page 9 to read, "The growth...of the shelter has been 8%per year for the last"x" number of years." PAGE 10 The charts and statistics information provided regarding the amount of subsidy required were all moved to the Project Background section. The attachment that is mentioned in Paragraph C under the insurance required will be referenced in the Project Background section. Dr. Sutter asked Mr. Tortelli to include in the proposal that the City owns the Animal Shelter. This will be placed in the Project Detail section. We can also place verbiage to say, "See Attached Floor Plan"and include this attachment to the proposal. The City/County Legal staff will figure out what is the authorization on the fee structure. Mr. Tortelli, Mr. Bari, and Dr. Sutter will meet on what they anticipate for the subsidy requirement. 3 SELECTION ADVISORY COTEE MEETING APPROVED 4-12-07 OF THE CITY OF LAS CRUCES MARCH 16,2007 In the table,the word"Spray" listed on Number 6 was changed to"Spay"and the words "City and County grants" listed on Number 8 were deleted. A breakdown of the shelter operations can be attached to this proposal as a starting point for the proposers to review. There is a schedule of list of costs that come out each year. Dr. Sutter will provide Mr. Tortelli with a copy of this list of costs. PAGE 11 In the Proposal Evaluation, in the first criteria,the word"project"was deleted. The lettering for the paragraphs under the evaluation table was changed. Paragraph C became Paragraph B, Paragraph D became Paragraph C, and Paragraph B became Paragraph D. Dr. Sutter asked Mr. Tortelli to use the SAC standard language that indicates how the cost proposal comes into play. The verbiage for the last paragraph was changed to read, "Interviews will be held with the firms that are in the top 10% of the qualifications evaluation." Some of the donations made to the Animal Shelter do not belong to the City. Mr. Martin will meet with Ms. Pat Degman, Accounting Manager,to discuss this issue. PAGES 12 AND 13 No changes at this time. OTHER COMMENTS If another provider is awarded the contract, the proposal needs to state and made clear that the City owns the electronic data that is at the Animal Shelter. The committee suggested attaching a copy of a generic contract to the proposal. 4. Other Items of Interest. The next SAC meeting scheduled to discuss the Animal Shelter RFP will be held on April 12, 2007 from 9:00 a.m.— 11:00 a.m. The place will be determined at a later date. The tentative schedule for the RFP is as follows: Revisions on RFP completed from March 16 Meeting March 21, 2007 Mandatory Pre-Proposal Meeting May 18, 2007 Closing Date on Proposal May 31, 2007 Evaluate Proposals June 15, 2007 at 9:00 a.m. Conduct Interviews June 22, 2007 Award of Contract August 6, 2007 New Proposer Starts at Animal Shelter November 1, 2007 4 SELECTION ADVISORY COTEE MEETING APPROVED 4-12-07 OF THE CITY OF LAS CRUCES MARCH 16,2007 5. Adjourn. MOTION: Mr. Martin moved and Mr. Maestas seconded to adjourn. All ayes. No discussion. Motion passed unanimously. Meeting ended at 10:37 a.m. Dr. Mark Sutter, Chairperson 5