Loading...
03-15-2007SpecMtg r APPROVED 4-5-07 SELECTION ADVISORY COMMITTEE MEETING OF THE CITY OF LAS CRUCES SPECIAL MEETING MARCH 15,2007 3:00 P.M. CITY COUNCIL CHAMBERS A Special Selection Advisory Committee Meeting was held on Thursday, March 15, 2007, at the City Council Chambers, 200 N. Church Street, Las Cruces,NM. MEMBERS PRESENT: Dr. Mark Sutter, Financial Services, Chairperson Brian Denmark, Facilities Louis Grijalva for Mike Johnson, Public Works Gilbert Morales for Dr. Jorge Garcia, Utilities David Weir, Community Development OTHERS PRESENT: John Tortelli, Purchasing Nora Jones, Purchasing Gilbert Chavez, Public Works Vincent Banegas, Community Development Tom Schuster, Community Development Chuck McMahon, Dona Ana County 1. Call Meeting to Order. Dr. Sutter called the meeting to order at 3:20 p.m. 2. Review and Approve Minutes from the Meeting of March 1, 2007. MOTION: Mr.Denmark moved and Mr. Weir seconded to approve the minutes. One correction was to change the name of"Mike Weir"under the "Members Present"to "David Weir". Dr. Sutter called for the vote on the motion to approve the minutes as amended. All ayes. Motion passed unanimously. 3. Review RFP 06-07-275, Survey Services. Mr. Chavez joined the committee as the user group. He stated that the current surveying services contract will expire in September 2007, and there is an option to renew for another year. Mr. Chavez voiced his concerns about two local firms that are non-performers. This is the reason why he wants to go out with a new proposal. Mr. Denmark suggested to leave the proposal as is, but don't contract with the two firir..�that are not meeting their performance issue. Regarding the liability insurance, Mr. Grijalva stated that some of the firms cannot afford this insurance requirement. If the proposer is interested in a$10,000 or$15,000 job,they might have to pay up to $10,000 or more for insurance. Financially, this isn't worth it for them. • SELECTION ADVISORY COFIALEE MEETING APPROVED 4-5-07 OF THE CITY OF LAS CRUCES MARCH 15,2007 Mr. Tortelli suggested that the user department use a different process depending on whether the cost is above or below the $10,000. He will work with Mr. Chavez with the different alternatives to recommend on how to proceed. After a discussion, some of the options on how to proceed were: • Revise the proposal to eliminate the problems that were discussed regarding some of the firms being non-responsive. • Revise the proposal as Mr. Tortelli suggested regarding the bidding process for jobs under$10,000. • Have the user group check with the staff and look at the Capital Improvement Projects for information on projects that will be forthcoming. MOTION: Mr.Denmark moved and Mr. Morales seconded to table this proposal so the user department can review the different options and bring back the information to the committee for the April meeting,and then the SAC can make a decision. AMENDED MOTION: Mr.Denmark amended his motion to bring the proposal back to the alternative SAC meeting of April 19,2007 as suggested by Mr. Tortelli. Mr. Morales seconded. All ayes. Motion passed unanimously. Dr. Sutter stated that Mr. Bill Hamm and Ms. Loretta Reyes need to become involved in the review and rewrite of this proposal since they are the City Manager appointees. Mr. Chavez left the committee at this time. 4. Review RFP 06-07-286, "Vision 2040"Regional Comprehensive Plan. Mr. Schuster, Mr. Banegas, and Mr. McMahon joined the committee as the user group. Mr. Bob Czerniak from New Mexico State University was not able to attend the meeting. The user group gave an overview, and then the committee gave their general comments. Mr. Denmark stated that this proposal needs to clarify that the user group is looking for a planning firm. It needs to say that the planning firm has to have the expertise in regional comprehensive planning and whatever else the user group is looking for and define it. This will narrow the scope. This information needs to be stated in the Overview section. Mr. Denmark suggested having two separate reports that provide specific recommendations as to what the proposer suggests to the user group on the City's comp plan to make it in line with the regional one and a separate report to the County that says what the user group thinks is needed for the County plan. Mr. Denmark asked the user group to draft a language that defines clearly a final draft update to the City plan and final update to the County's plan. Mr. Weir said that the thought process was that this land use model would give us what areas are suitable for development, so we can have a clear idea of where development needs to go. Then,the County will have their development policies to accommodate that growth. The City will have theirs, and another key element was a growth and annexation policy that would capture that transition from City to County. When we put those pieces together, it covers all 2 SELECTION ADVISORY COTEE MEETING APPROVED 4-5-07 OF THE CITY OF LAS CRUCES MARCH 15,2007 of that, and then the deliverable to the County can act as a comp plan for ETZ and the County, and then that overlap of the City's growth model or policies will provide that transition, and since they are all tied together into that regional plan,there is a buy off from both entities. Mr. Denmark said to make it clear on the deliverables. The ETZ information will be placed in the Background section. The model that will be shared with the County has to interface with the MPO(Metropolitan Planning Organization) software. The user group will need to meet with the City's IT Department to discuss the software issue. Mr. Denmark said that the user group needs to give the proposer enough of a framework that they understand what is expected of them. The estimated time frame and the different processes need to be clarified. Dr. Sutter said to ask the proposer to provide the chart that shows their timeline and give them our general time frame as well. Dr. Sutter asked the user group to include verbiage in the proposal that states something like, "Payments will be made at certain points for approximately these percentages." This will avoid the proposer piling a bunch of work into a first step and not so much in other steps. The RFP will be revised, and it will come back to the SAC on April 19, 2007. Mr. Denmark suggested having a draft to the committee before the meeting, so they can have time to review it. Mr. Schuster, Mr. Banegas, and Mr. McMahon left the committee at this time. 5. Other Items of Interest. The regular SAC meeting will be held on April 5, 2007 from 8:30—Noon at the City Council Chambers, 200 N. Church Street. The banking services evaluation will be conducted at this time. 6. Adjourn. MOTION: Mr. Denmark moved and Mr. Weir seconded to adjourn. All ayes. No discussion. Motion passed unanimously. Meeting ended at 4:40 p.m. '*�� Is: Dr. Mark Sutter, Chairperson 3