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02-15-2007SpecMtg ® APPROVED ON 3-8-2007 SELECTION ADVISORY COMMITTEE MEETING OF THE CITY OF LAS CRUCES SPECIAL MEETING FEBRUARY 15,2007 1:30 P.M. CITY COUNCIL CHAMBERS A Special Selection Advisory Committee Meeting was held on Thursday, February 15, 2007, at City . Hall, Council Chambers,200 N. Church Street, Las Cruces,NM. MEMBERS PRESENT: Dr. Mark Sutter, Financial Services, Chairperson Mike Johnson, Public Works Robert Kyle for David Weir, Community Development Klaus Kemmer for Dr. Jorge Garcia, Utilities MEMBER ABSENT: Brian Denmark, Facilities OTHERS PRESENT: John Tortelli, Purchasing Nora Jones, Purchasing Pam Davis, Purchasing Rudy Adame, Codes Enforcement William Hamm,Public Works Elle Choate, Dona Ana County, Animal Control Supervisor Robert Lundeen, Dona Ana County, Health and Human Services Supervisor Ken Scott, Dona Ana County, Sheriff s Office Administrator Vicki Lusk, Dona Ana County, Human Resources Administrator Don Bullard, Dona Ana County, Contract Coordinator Ed Fridenstine,Dona Ana County, Risk Manager Rennette Apodaca, Dona Ana County, Purchasing Manager 1. Call Meeting to Order. Dr. Sutter called the meeting to order at 1:30 p.m. 2. Review RFP 06-07-253 Operation of Las Cruces Animal Shelter, Joint City and County RFP. The evaluators from the Dona Ana County joined the committee as the user group. They were Ms. Apodaca; Mr. Scott; Ms. Choate; Mr. Fridenstine; Mr. Lundeen; Mr. Bullard, and Ms. Lusk. The committee and the user group went through the proposal page by page. Ms. Choate recommended having a quarterly review committee made up of City and County staff. Reports and checklists could be submitted to this joint committee, and any unresolved types of things would be discussed. Dr. Sutter recommended that the proposal needs to specify that there will be quarterly reviews done with a committee, and more frequent meetings would be arranged if deemed necessary. This gives flexibility just in case daily meetings would need to be conducted. This language needs to be included in the Operations section of the proposal. SELECTION ADVISORY COTEE MEETING PPROVED ON 3-8-2007 OF THE CITY OF LAS CRUCES FEBRUARY 15,2007 PAGE 1 PROJECT OVERVIEW In the second sentence of the Project Overview paragraph, the words"only"and"small stray" were deleted. PROJECT BACKGROUND In the first sentence, first paragraph,the language, "which includes the County of Dona Ana" was deleted. In the fourth sentence, first paragraph, the word"including"was changed to"include." Ms. Apodaca asked Mr. Tortelli to include House Bill 1108 in the second paragraph. PROJECT DETAIL The last sentence in the Project Detail paragraph was changed to read, "The City and the County are the primary financial supporters for the operation of the shelter." SCOPE OF SERVICES The word"control"was changed to "shelter". In Paragraph(i), the word"Animal"was changed to"Animals". In Paragraph(iii), Mr. Tortelli will include Chapter 30. Animal Care Paragraphs b, c, d, and e will be placed underneath Paragraph a in bullet form. Paragraph f was placed under the Project Detail section as Paragraph a. The verbiage "maintain normal exercise according to species. Such cages holding cats must contain a litter box"will be a separate bullet under Paragraph f. Paragraph g will be combined with Paragraph f and placed under the Project Detail section. Paragraph h was changed to read, "Restrain animals by adequate fencing maintained at all times to contain the animals." The rest of the sentence was deleted. Each sentence in Paragraph i will be in bullet form and placed under Paragraph a. Paragraph j will be deleted. Paragraphs k and 1 will be reworded and combined as one paragraph with verbiage such as "How will the animals be segregated?"and placed as a bullet under Paragraph a. There will be a new paragraph with new verbiage to describe how animals will be quarantined, i.e., "How will quarantined animals be isolated from the public?" Paragraphs in and n will be deleted. Paragraph o will be deleted and replaced with another paragraph to say something like, "Describe disease control and a prevention program." 2 SELECTION ADVISORY COQTEE MEETING qPPROVED ON 3-8-2007 OF THE CITY OF LAS CRUCES FEBRUARY 15,2007 Paragraphs p, q, and r were deleted. Paragraph s was changed to read, "Describe program for spayed or neutered cats and dogs prior to adoption." Paragraph t was changed to read, "Describe your plan for keeping animal inventory, disposition, and inoculations." This paragraph will be placed in the Report section of the proposal. Mr. Johnson left the committee at 3:00 p.m. and was replaced by Mr. Hamm. Operations The verbiage for Paragraph a will begin with "Provide details..." The verbiage for Paragraph b will begin with"Provide a complete list..." The word "planning"was changed to"evaluation". The verbiage for Paragraph c will begin with"Provide a complete listing..." Paragraph d will be changed to read, "Identify management positions, including a comprehensive resume detailing his or her previous animal shelter experience." Paragraph e will read, "Identify the hours of operation for the general public; hours of shelter operation." Paragraph f was changed to read, "Describe specialized equipment to be used to provide the services, including snares,portable cages, etc." Paragraph g was deleted. Every proposer needs to be given a floor plan including the expansion of the animal shciter. Mr. Tortelli suggested adding verbiage to say, "Each proposal must include a minimum of the following, and it must be within the confines of the existing facility. See attached floor plan." Paragraphs h and i were deleted. The verbiage for Paragraph j will begin with "Describe of any..." Paragraph k was changed to read, "Describe the euthanasia policy to be used by the proposer." Mr. Kemmer stated that the committee needs to ask the South Central Solid Waste Authority Director, Patrick Peck,whether the carcasses can be delivered to the Corralitos Landfill. This needs to be clarified in Paragraph 1. The verbiage for Paragraph m will read, "Describe the adoption program proposed, including sample forms and adoption criteria." The next sentence was made into another paragraph that read, "Provide a schedule of all fees..." At the end of that second paragraph, add,"...of the owner as provided by the City and County managers." 3 AWN • SELECTION ADVISORY COTTEE MEETING qPPROVED ON 3-8-2007 OF THE CITY OF LAS CRUCES FEBRUARY 15,2007 The verbiage for Paragraph n was changed to read, "Describe all computer hardware..." The second sentence in that paragraph was changed to read, "Include a detailed..." The beginning of Paragraph o was changed to read, "Describe how veterinarian services..." Paragraph p will need to be revised and moved to the Project Detail section. Dr. Sutter suggested placing verbiage that would read, "Upon contract negotiation, the proposer and the owner will agree on a disaster recovery plan." Services Paragraphs a and b were revised to say something like, "Identification of the services to be offered to the general public during the hours of public access." Dr. Sutter said that another paragraph needs to be added to say how services are provided by the City and County animal control office. For example, "Identify services to be offered to animal control officers on a 24/7 basis and how those services are accessed."A separate bullet will be added under Paragraph b to read, "Animal control officers." Paragraph c was changed to read, "Describe your volunteer program." Another paragraph was created from Paragraph c to read, "Detail how the proposer intends to work with interested community groups." Paragraph d was deleted. Paragraph a was changed to read, "Describe the selling and renewal of pet licenses." Dr. Sutter suggested adding verbiage to say, "Describe how you will provide micro-chipping of pets before they are returned to County owners." This is different than licensing,but it is a service that you expect to be provided. Paragraph f was deleted. Paragraph g was changed to read, "Details on the operational relationship/protocols between the proposer and the owner; clarify procedures to follow to place animals in the shelter." This paragraph will need to be moved to the Operations section. Paragraph h was changed to read, "Describe promotional and/or educational programs that the proposer envisions offering from the facility to enhance its visibility within the community." Paragraph i was changed to read, "Describe how the proposer intends to raise additional revenue, including but not limited to a program to attract donations, i.e., funds." Paragraph j was changed to read, "Describe a plan to develop and implement a website to enhance identification and recovery of lost pets." Reporting Paragraph a was changed to read,"Provide a sample of any and all reports and their frequency that the proposer intends to provide to the owner." 4 SELECTION ADVISORY COTTEE MEETING 4PPROVED ON 3-8-2007 OF THE CITY OF LAS CRUCES FEBRUARY 15,2007 Dr. Sutter recommended adding a statement under the Operations section to say, "Describe the process that you will use to compile the monthly statistical report." In the report, we need to define what that is going to be and that this is the place to do it. Paragraphs b through g will be moved to Section 111, Project Detail. These paragraphs are all finance related. Dr. Sutter will meet with Mr. Jaime Bari, Dona Ana County Finance Director, regarding the financial information that will be part of the proposal. The committee recessed at 4:08 p.m. and reconvened at 4:15 p.m. GENERAL INSTRUCTIONS In Paragraph A, Dr. Sutter asked Mr. Tortelli to add verbiage to that paragraph to say, "Should be compliant with the Procurement Code." Mr. Fridenstine will work on Paragraphs B and C regarding the insurance requirements. Paragraphs D through I were deleted. PROPOSAL CONTENT Technical Proposal In the second paragraph,the word"Professional"was changed to"individual". In Paragraph 3,the end of the second sentence,the verbiage that read, "and percent of time working at the Animal Shelter"was deleted. In Paragraph 4, all of the verbiage after"similar project"was deleted. in Paragraph 5,the words"at least three"were changed to read, "at least one but no more than five". The word"or" in between Las Cruces and Dona Ana County was changed to "and". Paragraph 6 was deleted. Paragraph 7 was changed to read"Description of the service proposed." Paragraph 9 was deleted. Cost Proposal Dr. Sutter suggested changing the wording in the cost proposal section. He said that the unit costs information needs to be converted if we have a certain annual volume. This will be used in our calculation process. Dr. Sutter said it would be fine if the proposer gives us a mixture of costs, so they can give us some set fee costs and some per unit costs. He suggested generating a fictional scenario that would be close to the volume that is running through the Animal Shelter right now, and then the proposer will give us their cost proposal on putting the basic fixed costs and applying them to this fictional year, and tell us what the cost will be for that fictional year. We will use that number when we do the cost allocation part in the evaluation, and we will use their per unit numbers when we do the contract negotiation. 5 OWN 001%k SELECTION ADVISORY COTTEE MEETING PPROVED ON 3-8-2007 OF THE CITY OF LAS CRUCES FEBRUARY 15,2007 As discussed by the committee, Mr. Tortelli will work on the wording for the cost proposal section. Dr. Sutter asked the committee and the user group to review the Evaluation and Selection section for the next meeting. One of the sub-committees comprised of Mr. Kyle and Mr. Lundeen will be working on the cost for obtaining a freezer and a crematory. The other sub-committee comprised of Ms. Choate, Mr. Fridenstine, and Mr. Adams vi-11 be defining the citizen complaint process, and this will be placed in this proposal. Ms. Alma Cortez from the City's Codes Enforcement Department will be asked to be part of this sub-committee if need be. 3. Other Items of Interest. The committee will meet again to discuss the Animal Shelter proposal on March 8, 2007 at 1:30 p.m. Dr. Sutter recommended having Mr. Brian Denmark from Facilities in attendance at this meeting. Mr. Tortelli planned to schedule the meeting at the Utilities Building. 4. Adjourn. MOTION: Mr. Kyle moved and Mr. Kemmer seconded to adjourn. All ayes. No discussion. Motion passed unanimously. Meeting ended at 5:20 p.m. )�h 2, �-- Dr. Mark Sutter, Ch irperson 6