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10-31-1994Spec SELECTION ADVISORY COMMITTEE MEETING 1 LAS CRUCES, NM 2 A special meeting of the Selection Advisory Committee 8 was held on Monday, October 31, 1994 at 12:00 noon in 4 the City Council Chambers, City Hall , 200 N. Church. MEMBERS PRESENT: Councillor John Haltom 5 Councillor Gene Kennon 6 Councillor Jack Valencia Ken Needham, Utilities Division 7Jim Ericson, Development Services Jerry Trojan, Assistant City 8 Manager OTHERS PRESENT: Mary Lou Skibyak, Purchasing 9 Charlie Jiron, Parks & Recreation 10 Jerry Leyendecker, Utilities Jim Braswell, Community Facilities 11 Flo Pierce, Recording Secretary 12 Councillor John Haltom called the meeting to order at 12:00 noon. 13 1. Approve the minutes of October 12, 1994 and 14 October 19, 1994 meetings. 15 Councillor Haltom stated the minutes of the October 19, 1994 meeting should indicate that 16 Councillor Ferralez was representing Councillor Haltom. 17 MOTION: Jim Ericson made a motion to approve the 18 minutes of the October 12 and October 19 meetings, with the revision as made by Councillor Haltom, 19 seconded by Councillor Kennon, the motion carried unanimously. 20 2. Review RFP for Expansion of the Joint Utilities 21 Operating Center (JUOC), Parking Lot Paving and Drainage Design, and Various Other Projects. 22 Jerry Leyendecker, as the Department 23 Representative, joined the meeting at this time. A discussion was held regarding the RFP. Jim 24 Ericson stated there were various typographical errors that needed to be rectified. The following 25 section was amended: 26 VII. Proposal Evaluation Criteria 27 The following are the criteria that will be used to rate and select proposals. ITEM WEIGHT 29 28 A. Technical approach to the 25% 30 JUOC expansion etc. 81 82 B. Qualifications/competence of 20% 1 project team members to perform the JUOC expansion etc. 2 C. Capacity and capability of the 20% 8 firm to perform the project, and to do so in a timely manner. 4 D. Management structure and 10% 5 approach to the projects. 6 E. Performance of the firm with 20% previous clients based upon ? quality of the work, schedules, and responsiveness to the client. 8 F. Clarity of the proposal . 5% 9 MOTION: Councillor Kennon made a motion to 10 approve the RFP as amended, seconded by Jerry Trojan, the motion carried unanimously. 11 3. Review RFP for Golf Course Facility Financing and 12 Construction. 13 Jim Braswell , Community Facilities, joined the meeting at this time. After Jerry Trojan briefly 14 explained the overall intent of the RFP, a discussion was held whether the City should 15 consult with New Mexico State University prior to issuing the RFP or issue the RFP on an equal basis 16 and allow NMSU to respond accordingly. Councillor Haltom felt that the City should consult with NMSU 17 prior to issuing the RFP. 18 MOTION: Councillor Valencia made a motion to consult with New Mexico State University prior to 19 issuing the RFP, seconded by Jim Ericson, the motion carried unanimously. 20 Jerry Trojan then inquired if there were any major 21 changes in the RFP as presented. Mr. Trojan indicated that the format is different than what 22 the Selection Advisory Committee normally reviews. Jim Ericson cited anomalies on Pages 3, 5, and 6. 23 Ken Needham suggested the "Appendices" listed under the "Table of Contents" be omitted. 24 4. Evaluate RFP 94-95-153, Water/Wastewater Master 25 Plan Update. 26 Jerry Leyendecker informed the committee that a portion of the "Proposal Evaluation Criteria" had 27 inadvertently been omitted and was amended as follows: 28 VI. Proposal Evaluation Criteria 29 The following are the criteria that will be 30 used to rate and select proposals. 31 22 i ITEM WEIGHT 1 A. Technical approach to the Master 20% 2 Plan. 8 B. Qualifications/competence of 20% project team members to perform 4 water system flow network computer modeling, IBM compatible. 5 C. Qualifications/competence of 20% 6 project team members to perform wastewater system flow network 7 computer modeling, IBM compatible. 8 D. Management structure and approach 10% to the projects. 9 E. Performance of the firm with 15% 10 previous clients based upon quality of the work, control of costs, 11 ability to meet schedules, and responsiveness to the client. 12 F. Clarity of the proposal . 5% 13 G. Capacity and capability of the 10% 14 firm to perform the Water and Wastewater Master Plans, and to 15 do so in a timely manner. 16 MOTION: Jerry Trojan made a motion to amend RFP 94-95-153, seconded by Councillor Valencia, the 17 motion carried unanimously. 18 A discussion was then held on whether the committee should evaluate the RFP at this time. 19 Ken Needham suggested that a meeting be scheduled next week, the first half-hour to review the RFP, 20 with interviews scheduled immediately thereafter. Jerry Leyendecker would be present at that time 21 with references. 22 MOTION: Jim Ericson made a motion that the Selection Advisory Committee meet on Thursday, 23 November 10, 1994, at 2:30 p.m. , with interviews to commence at 3:00 p.m. , seconded by Jerry 24 Trojan, the motion carried unanimously. 25 5. Other items of interest. 26 None 27 MOTION: Jerry Trojan made a motion to adjourn the meeting at 1:15 p.m. , seconded by Councillor Kennon, 28 the motion carried unanimously. 29 30 81 82 l