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12-06-1994Spec SELECTION ADVISORY COMMITTEE MEETING LAS CRUCES, NM 1 A special meeting of the Selection Advisory Committee 2 was held on Tuesday, December 6, 1994 at 1:00 p.m. in the City Council Chambers, City Hall , 200 N. Church 8 Street. 4 MEMBERS PRESENT: Councillor John Haltom Councillor Gene Kennon 5 Councillor Jack Valencia Jerry Leyendecker for Ken Needham, 6 Utilities Jim Ericson, Development Services 7 Jerry Trojan, Assistant City Manager 8 OTHERS PRESENT: Mary Lou Skibyak, Purchasing 9 Carlos Dominguez, Engineering & Design 10 Robert Garza, Engineering & Design Joni Gutierrez, Development 11 Services Gilbert Chavez, Technical support 12 Barbara Coffman, Community Development 13 Flo Pierce, Recording Secretary 14 Councillor John Haltom called the meeting to order at 1:05 P.M. 15 16 1. Approve the minutes from November 10, 1994. MOTION: Jim Ericson made a motion to approve the 17 minutes of November 10, 1994 as presented, seconded by Councillor Kennon, the motion carried 18 unanimously. 19 2. Review four RFPs. 20 Councillor Haltom complimented those individuals involved in the preparation of the four (4) RFPs 21 submitted for review. 22 #94-95-212 - Materials Testing services. 23 Carlos Dominguez joined the committee at this time. Jim Ericson indicated that on this 24 particular RFP, they are asking for costs and hourly rates, and cost is not a factor. The 25 following revisions were made: 26 Page 2, III. B. to read "The firm with the highest score and all others within 10% of the highest 27 score will be retained for their services as needed. 28 Page 3, III . D. indicate the total percentages to 29 equal 100% on Evaluation Criteria. 30 Page 3, IV. A. item 7 should be correctly indented. 81 32 Do not capitalize non-proper nouns. Page 5 & 6, Table 1.0, Testing of Soils, column three heading to read "Test Method." 1 MOTION: Jim Ericson made a motion to approve the 2 overall revisions on RFP #94-95-212, seconded by Councillor Valencia, the motion carried 8 unanimously. 4 #94-95-208 - Architectural Design Services. 5 Barbara Coffman joined the committee at this time. Jim Ericson indicated that a minor revision is 6 necessary in the evaluation criteria where one ? item was inadvertently omitted, and a simple cost matrix is being developed. The following revision 8 was made: Page 4, V. CRITERIA TO BE USED IN EVALUATING 9 RESPONSES TO THE RFP: 10 A. Technical approach . . . . . . . 25% 11 B. Qualifications/competence . . . . . 25% C. Capacity and capability . . . . . 25% 12 D. Management structure . . . . . 10% E. Record of performance . . . . . 10% 13 F. Overall presentation . . . . . 5% TOTAL 100% 14 MOTION: Councillor Kennon made a motion to 15 approve the above revision on Item V, seconded by Jim Ericson, the motion carried unanimously. 16 MOTION: Councillor Valencia made a motion to 17 approve the overall changes to RFP #94-95-208, seconded by Councillor Kennon, the motion carried 18 unanimously. 19 #94-95-227 - Planning and Design Services for the Las Cruces Nature Park. 20 Joni Gutierrez joined the committee at this time. 21 The following revision was made: 22 Page 4, VI. indicate the total percentages to equal 100%. 23 MOTION: Councillor Kennon made a motion to 24 approve the above revision to RFP #94-95-227, seconded by Councillor Valencia, the motion 25 carried. 26 #94-95-214 - Surveying Services. 27 Gilbert Chavez joined the committee at this time. The following revision was made: 28 Page 1, I. add C. Mandatory pre-bid conference 29 requirements and no cost factor related to RFP. 30 81 82 II 1 MOTION: Jim Ericson made a motion to approve the 2 above revision to RFP #94-95-214, seconded by Councillor Valencia, the motion carried 8 unanimously. 4 Page 2, 5, line 2, "records" misspelled. 5 MOTION: Jim Ericson made a motion to approve the overall revisions to RFP #94-95-214, seconded by 6 Councillor Kennon. 7 3. Other Items of Interest. 8 The next meeting of the Selection Advisory Committee will be held on Wednesday, December 14, 9 1994 at 1:00 p.m. A SAC meeting will also be held 10 on Wednesday, December 21, 1994. MOTION: Jim Ericson made a motion to adjourn the 11 meeting at 1:30 p.m. , seconded by Jerry Leyendecker, 12 the motion carried unanimously. 18 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 81 82 i