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03-08-2007SpecMtg AFN APPROVED 4-12-07 SELECTION ADVISORY COMMITTEE MEETING OF THE CITY OF LAS CRUCES SPECIAL MEETING MARCH 8,2007 1:30 P.M. JOINT UTILITIES CONFERENCE ROOM 213 A Special Selection Advisory Committee Meeting was held on Thursday, March 8,2007, at 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 Louis Grijalva for Mike Johnson, Public Works Klaus Kemmer for Dr. Jorge Garcia, Utilities Robert Kyle for David Weir, Community Development CITY STAFF PRESENT: John Tortelli, Purchasing Nora Jones, Purchasing Rudy Adame, Codes Enforcement COUNTY STAFF PRESENT: Leslie King, Executive Administrator Rennette Apodaca, Purchasing Manager Ken Scott, Sheriff's Office Administrator Elle Choate, Animal Control Supervisor OTHERS PRESENT: Maryln Zahler, County Resident 1. Call Meeting to Order. Dr. Sutter called the meeting to order at 1:34 p.m. 2. Review and Approve Minutes from the Meeting of February 15, 2007. MOTION: Mr.Kyle moved and Ms.Zahler seconded to approve the minutes as presented. Dr. Sutter made two minor changes. The word"more"was added to the third sentence on the last paragraph on Page 1 so the sentence read, "...done with a committee, and more frequent meetings..." On Page 6,third paragraph,the words, "and a crematory"were'added to the end of that paragraph. 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. Ms. Zahler, Mr. Scott, Ms. Choate,Ms. King, and Ms. Apodaca joined the committee. Ms. King began the discussion by going over the minutes of the subcommittee. Mr. Ed Fridenstine, Dona Ana County's Risk Manager, and Mr. Duane Goode, City's Risk Manager,will meet to discuss and review the insurance issues regarding the proposal to make sure they are both in agreement with the insurance requirements. SELECTION ADVISORY COTTEE MEETING APPROVED 4-12-07 OF THE CITY OF LAS CRUCES MARCH 8,2007 The organization of an Oversight/Advisory Board that was mentioned in the subcommittee's meeting will need to be reviewed by the City's Legal Department before this board gets established. The Oversight/Advisory Board will be in charge of setting up all of the forms, i.e., complaint forms, complaint logs, and interview forms. The forms that were attached to the subcommittee minutes all need to have the titles changed. Ms. Zahler suggested having the word, "Sample"written on all of the forms. Ms. King will give Mr. Tortelli her information regarding Pages 4-5 of her handout on the Animal Shelter Advisory Board and the Cost Proposal section. The committee had a lengthy discussion on the contents of the cost proposal information that was submitted by the subcommittee. The SAC's suggestion was to have the proposer include any required facility enhancements that will need to be done within six months of starting the operations. Another suggestion was to ask the proposer to include any capital enhancements that would be beneficial, and then the City would look at this capital and figure out the funding. Dr. Sutter stated that he and Mr. Martin would meet with Mr. Moore, City Manager, regarding the capital and funding requirements. Prior to walking through the Animal Shelter (, building, City staff would have the figures on the capital and funding. Ms. Choate came up with the statistics that were mentioned in the cost proposal handout. She stated that it costs $800,000 per year to run the shelter. It costs about$19.27 per animal per year. The Animal Shelter receives$215,000 from the City and $340,000 from the County each year. Dr. Sutter said that$300,000 would be the expected revenues to be raised to meet the $800,000,but Ms. Choate informed Dr. Sutter that the revenues are all ready being met. The SAC did agree that they do need to have the proposer submit more details on cost and not put in duplicated costs. Based on the volumes,the proposer will need to provide the cost. Mr. Kemmer suggested having a lump sum bid that would include"x"number of animals and then a unit cost for animals beyond that. He said that we can look at a total cost given a certain number of animals and then a cost per day for animals additional...there are certain amounts of fixed costs that they can roll that into that one figure and then with additional animals,they can come up with an additional cost per day for each category. At about 2:30 p.m., Dr. Sutter asked that the SAC set aside the cost proposal information submitted by the subcommittee, and the SAC would come back to it later. The committee then went through the proposal page by page. PAGE 1 The SAC suggested replacing the word"Owner"to"Co-Requestor"throughout the document. It was also suggested that the SAC might need a legal opinion on this revision. 2 _ SELECTION ADVISORY COMMITTEE MEETING APPROVED 4-12-07 OF THE CITY OF LAS CRUCES MARCH 8,2007 Mr. Kemmer suggested skipping the transfer station and having the operation take carcasses out to the landfill instead. Dr. Sutter stated that this year, the South Central Solid Waste Authority(SCSWA)will continue disposing of carcasses. Mr. Kemmer will speak to Mr. Patrick Peck, SCSWA Director, about the City purchasing a freezer to store animals that are awaiting transport to the transfer station and the SCSWA's hours of operation. There are new solid waste regulations and restrictions that Mr. Kemmer needs to discuss with Mr. Peck. Mr. Kyle reported on the information that he received from a company that manufactur--s crematory equipment. Ms. Zahler suggested looking into a private contractor to provide a crematory service. The user group along with the SAC will work on putting together some cost figures on establishing a crematory and present this information to the City Council. The third paragraph in the Project Background section was deleted. PAGE 2 Ms. King proposed verbiage to add before the first paragraph in the Project Detail section that read, "The contractor shall operate the shelter in accordance with local, state, and federal ordinances and laws and in accordance with humane guidelines of a nationally recognized humane organization(provide copies). 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 contractor 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 in accordance with nationally recognized humane organization guidelines those neither claimed nor adopted." A third paragraph will be added to read, "The Co-Requestor is seeking an operator of the shelter who will:" Dr. Sutter will meet with Mr. Jaime Bari, Dona Ana County Finance Director, to discuss substituting language for Paragraphs c through f under the Project Detail section. In Paragraph e,the first sentence was changed to read, "...to be delivered 60 days after they receive the audit report." After a discussion on who should get the monthly reports, it was decided that the monthly reports should go to the Animal Control Supervisor, and then the reports will get distributed to Finance. The SAC also discussed that the reports should also go to the Advisory Board and then to both the City Clerk and the County Clerk. The first part of the first sentence in Paragraph g was changed to read, "Shall provide a monthly report, ..." The letters that were used under Paragraph g were changed to numbers. "Spayed/Neutered Statistics" and"Licensing Statistics"were added to the list under Paragraph g. The committee took a break at this time at 3:05 p.m. and reconvened at 3:15 p.m. 3 SELECTION ADVISORY COTTEE MEETING APPROVED 4-12-07 OF THE CITY OF LAS CRUCES MARCH 8,2007 In the Scope of Services section,the first sentence was changed to read, "...to the Co-Requestor, in compliance with:" In the Scope of Services, all of the small roman numerals were changed to small letters. PAGE 3 Ms. King asked that the County review all of the statutes that are listed under the Scope of Services section. Ms. Zahler asked that the word "proposer" be used throughout the proposal to snake it more consistent. Sometimes the word"firm" is used instead of the word"proposer". Paragraph f under the Animal Care section,the word"spray"was changed to"spay". This paragraph was also moved to the Services section. In the Operations section, in Paragraph b,the word"haw"was changed to"how"and the rest of the sentence was changed to read, "...existing facility is to be operated, including daily walk..." Another section will be added under the Scope of Services after the Reporting section to be named, "Facility Maintenance". Mr. Martin will draft the verbiage to be included in the Facility Maintenance section. PAGE 4 Paragraph i will be moved to the Animal Care section. Paragraph j will be moved to the Operations section. Paragraph k will be moved to the Services section. For Paragraph o,the proposer will tell us what they will provide, and then we will negotiate. Paragraph q will be moved to the accounting and finance section where Dr. Sutter and Mr. Bari will revise the verbiage. In the Services section,the word"of'will be deleted in both Paragraphs a and b. Paragraph g was moved to the Operations section. The word"indemnification"was replaced by the word"identification". The committee suggested adding three more paragraphs to the Services section, such a; Describe an animal rescue program. Describe a spayed and neutered program. Describe an adoption program. Describe how services will be provided to a bilingual population. Under the Operations section, another paragraph will be added to read, "Describe how to locate and reunite owners with their pets". 4 SELECTION ADVISORY COWTTEE MEETING APPROVED 4-12-07 OF THE CITY OF LAS CRUCES MARCH 8,2007 In the Reporting section,the word"for"was replaced by the word "of'. PAGE 5 Mr. Tortelli will bring the Schedule A and Schedule B handouts, and he will distribute these to the SAC at the next meeting so that the County members can review these documents. Ms. Choate asked that Chapter 30 be included under the Scope of Services as was stated at the last meeting. There wasn't a definite conclusion whether to do so during the meeting. Paragraphs C and D were deleted. Verbiage to say"Exhibits Attached"needs to be included in Paragraph E. The Roman Numeral V needs to be changed to VI and so forth in the proposal. In the Proposal Content section, in the first paragraph,the sentence was changed to read, "...of the firm or board responsible..." PAGES 6-7 In Paragraph 4 at the top of the page, the word "project"was replaced by"scope." In Paragraph 5,the sentence was revised to read, "...numbers of at least one and no more than five..." In Paragraph 6,the sentence was changed to read, "Description of the service proposed as identified in the Scope of Services of this RFP." In Paragraph 7, the word"sub-consultants"was changed to "sub-contractors." Paragraph 3 was deleted in the Cost Proposal section. On the issue of the Cost Proposal section, Mr. Brian Denmark, Facilities Director, Dr. Sutter, and Mr. Bari will meet with Mr. Terrence Moore, City Manager,to discuss how the City is going to pay regarding the cost to the City, and this issue will be brought up at the nexi SAC meeting. In the Proposal Evaluation and Selection section, in Paragraph A,the word"be" was inserted between the words"will opened." The evaluation criteria were changed as follows: 1. Approach to the service including a description of the creative methods and techniques to be employed in reconciling the various parameters. 25% 2. Qualifications and competence of team members to perform the services. 25% 3. Capacity and capability of the proposer to perform the services. 25% 5 SELECTION ADVISORY COA'IiRITTEE MEETING APPROVED 4-12-07 " OF THE CITY OF LAS CRUCES MARCH 8,2007 4. Management structure and approach to the services including task breakdowns and assignments. 10% 5. Performance of the proposer with previous clients on similar contracts based upon quality of the work, control of costs, ability to meet schedules and responsiveness to the client. 10% 6. Clarity of proposal. 5% Dr. Sutter called for a motion, because the criteria deviated from the SAC standard. MOTION: Mr. Martin moved and Ms.Zahler seconded to accept the revised evaluation criteria. All ayes. Motion passed unanimously. In Paragraph B,the word"City"was replaced by the word"Co-Requestor"and the word "firm(s)"was replaced by the word"proposer(s)"throughout the paragraph and the proposal itself. Mr. Tortelli will include the verbiage that is a SAC standard for Paragraph B. Paragraph C will state that interviews will be held, not that they are anticipated. A statement in the proposal will be included that will say that a pre-proposal walk through of the Animal Shelter will be held. Paragraph D at the bottom of Page 7, the word"non"was deleted, because there will be a mandatory pre-bid meeting where a tour of the Animal Shelter will be conducted. PAGE 8 No changes. Mr. Tortelli will need a list of firms from the user group so that he can send them a proposal. VOTING ISSUES The committee's consensus was not to include equitable distribution of business. Dr. Sutter called for a motion. MOTION: Mr.Kyle moved and Mr.Kemmer seconded to eliminate deductions for equitable distribution of business. All ayes. Motion passed unanimously. Cost will be a factor. The committee's consensus was not to include local preference. Dr. Sutter called for a motion. MOTION: Mr.Kyle moved and Ms. Zahler seconded to eliminate local preference. All ayes. Motion passed unanimously. The committee decided to discuss the advertising issue when they meet again to discuss this proposal. 6 SELECTION ADVISORY COTTEE MEETING APP - - ROVED 4 12 07 OF THE CITY OF LAS CRUCES MARCH 8,2007 Interviews will be conducted. 6. Other Items of Interest. The next alternative SAC meeting will be held on March 15, 2007 at 1:30 p.m. in the City Council Chambers. The Animal Shelter RFP will be reviewed again on March 16, 2007 at 8:30 a.m.-10:30 a.m. at the Joint Utilities Conference Room 213. 7. Adjourn. MOTION: Mr. Kyle moved and Mr. Martin seconded to adjourn. All ayes. No discussion. Motion passed unanimously. Meeting ended at 4:37 p.m. Dr. Mark Sutter, Chairperson 7