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09-23-2004 F Approved 11-19-04 SELECTION ADVISORY COMMITTEE MEETING LAS CRUCES,NM A special Selection Advisory Committee meeting was held on Thursday, September 23, 2004, in the City Council Chambers, City Hall, 200 N. Church Street. MEMBERS PRESENT: Mark Sutter, Chairperson, Financial Services David Maestas, Public Works Robert Garza, Administration Jorge Garcia, Utilities Vincent Banegas for Christine Ochs, Community Development Brian Denmark, Facilities Mike Johnson, Public Services OTHERS PRESENT: John Tortelli, Purchasing Nora Silva-Jones, Purchasing Pam Davis, Purchasing Bertha Chavira, Purchasing Ted Novack, Facilities Mike Bartholomew, Public Services Brian Harper, Community Development Andy Hume, Community Development Victor Villarreal, Community Development Heather Pollard, Las Cruces Downtown Susan Lowell, Las Cruces Downtown 1. Call Meeting to Order. Mark Sutter called the meeting to order at 1:30 p.m. 2. Approve Minutes of August 12, 2004 Meeting. MOTION: Brian Denmark moved and Robert Garza seconded to approve the minutes as presented. Motion passed unanimously. Mark asked for a motion to move Item 6 to Item 3 for discussion. MOTION: Vincent Banegas moved and Brian Denmark seconded to move Item 6 to Item 3. Motion passed unanimously. 3. Review a Financial Feasibility and Location Analysis for a Public Facility (Convention/Events/Civic). Mike Johnson was not in attendance when the committee began reviewing this RFP. The RFP had already been reviewed for the first time at the August 12, 2004 SAC Meeting. The committee did make a few changes. Selection Advisory Committee 1 September 23,2004 i Approved 11-19-04 On Page 9, Cost Proposal Content, the standard language for cost not being a factor will be inserted in the first paragraph. John Tortelli will review this change, and make sure that it is correct before the RFP goes out. Mark asked for a motion to remove cost as a factor. MOTION: Robert Garza moved and Brian Denmark seconded to remove cost as a factor for evaluation of this proposal. Motion passed unanimously. The committee asked that Section IIIB, post evaluation process, needs to be waived. Mark asked for a motion to waive Section IIIB. MOTION: Robert Garza moved and Brian Denmark seconded to waive Section IIIB, post evaluation procedure. Motion passed unanimously. Regarding the cost matrix, Exhibit"A", the committee's consensus was to list only those activities for the total cost and not use cost for evaluating the proposals. John stated that this proposal would be advertised for the standard four weeks. The discussion on this proposal ended at 1:45 p.m. Mike Johnson joined the committee at 1:50 p.m. 4. Evaluate Parks and Recreation Master Plan Request for Proposals. Ted Novack, Brian Harper, and Cathy Mathews joined the committee as the user department. The user department gave their overview and comments to the committee. Some of the proposals were very technical and some were very broad. Details and specifics were an important factor when it came to evaluating the proposals. The committee's comment on CEHP, Inc. was that this company was very detail oriented, and had the ability, time, and people to do the job. Their financial background was important as well. In their proposal, they indicated a lot of public involvement. Consensus Planning did not acknowledge receipt of any addenda. This didn't seem to affect their proposal; therefore, they were not rejected. Play Safe omitted a page that was a requirement. They were deemed non-compliant. MOTION: Brian Denmark moved and Vincent Banegas seconded to disqualify Play Safe for being non-compliant. Motion passed unanimously. Selection Advisory Committee 2 September 23,2004 Approved 11-19-04 After the evaluation ratings were handed in and calculated, and the high and low scores were thrown out, the results were as follows: The subtotal ratings were: CEHP, Inc. 2225 Community by Design 2000 Consensus Planning 2035 Design Workshop 1975 GreenPlay 2270 Gutierrez Landscape Assoc. 2015 Play Safe Non-Compliant PROS Consulting 2065 Sites Southwest 1960 The cutoff score was 2043. Firms falling within 10 percent of this score will be considered. These firms are GreenPlay, CEHP, Inc., and PROS Consulting. The cost proposals were: CEHP, Inc. $136,310 GreenPlay $108,450 PROS Consulting $147,920 The cost ratio points were: CEHP, Inc. 354 GreenPlay 454 PROS Consulting 303 The total final ratings were: CEHP, Inc. 2579 GreenPlay 2724 PROS Consulting 2368 MOTION: Robert Garza moved and Vincent Banegas seconded to authorize the user department to negotiate a contract with the firm of GreenPlay and present it to the City Council for consideration. If they are unable to negotiate a contract with GreenPlay,they are authorized to negotiate a contract with CEHP, Inc. Motion passed unanimously. Ted Novack, Brian Harper, and Cathy Mathews left the committee at this time. 5. Evaluate Comprehensive Urban Design and Planning Services Request for Proposals. Victor Villarreal, Heather Pollard, and Susan Lowell joined the committee as the user group. Selection Advisory Committee 3 September 23,2004 Approved 11-19-04 The user group made their comments and observations regarding the proposals. There were two proposals that came to the top. These firms were customized to what the City is proposing. EDAW/Perspectiva and Peter J. Smith and Co. did not include references. This was considered a technicality; therefore, they were not rejected. RTKL Associates did not acknowledge any addenda. The addenda would have impacted their proposal. MOTION: Brian Denmark moved and Vincent Banegas seconded to reject RTKL Associates for being non-compliant. Motion passed unanimously. After the evaluation ratings were handed in and calculated, and the high and low scores were thrown out, the results were as follows: The final total ratings were: Design Workshop 2415 EDAW/Perspectiva 1620 McLarand, Vasquez, Emsiek 1625 Peter J. Smith and Co. 1580 RNL Design 1925 RTKL Associates Non-Compliant Sites Southwest 2470 The cutoff score was 2223. Firms falling within 10 percent of this score will be considered. These firms are Sites Southwest and Design Workshop. Cost was not a factor. The consensus of the user group was not to have interviews. MOTION: Robert Garza moved and Vincent Banegas to authorize the user department to negotiate a contract with the firm of Sites Southwest and present it to the City Council for consideration. If they are unable to negotiate a contract with Sites Southwest, they are authorized to pursue negotiations with Design Workshop. Motion passed unanimously. John Tortelli opened the cost proposal from Sites Southwest for the committee. The cost will be used as a basis for negotiating a contract. Victor Villarreal, Heather Pollard, and Susan Lowell left the committee at this time. 6. Review Professional Services for Transit Network Reconfiguration, Site Selection, and Conceptual Design of an Intermodal Transit Facility Request for Proposals. Andy Hume and Mike Bartholomew joined the committee as the user department. Selection Advisory Committee 4 September 23,2004 Approved 11-19-04 Robert Garza stated that he would like the title of the proposal changed to make sure that anyone proposing fully understands what type of information is being requested. Brian Denmark commented that what the City is asking right now may solve our problems in the short term, but what about solving our problems in the long term? It was the consensus of the committee to bring this proposal back for review at the October SAC Meeting. Andy Hume and Mike Bartholomew left the committee at this time. 7. Other Items of Interest. The next regular SAC meeting will be held on Tuesday, October 5, 2004 in the Council Chambers at 1:30 p.m. Robert stated since the Transit RFP will be the only item on the agenda, we should bring back the SAC Rules and Procedures to discuss at the next meeting since the changes haven't been discussed for quite a while. Everyone agreed. 4. Adjourn. MOTION: Brian Denmark moved and Robert Garza seconded to adjourn. Motion passed unanimously. The meeting ended at 3:32 p.m. Selection Advisory Committee 5 September 23,2004