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08-05-2004 . ® Approved August 12, 2004 SELECTION ADVISORY COMMITTEE MEETING LAS CRUCES,NM A Selection Advisory Committee meeting was held on Thursday, August 5, 2004, in the City Council Chambers, City Hall, 200 N. Church Street. MEMBERS PRESENT: Mark Sutter, Chairperson, Financial Services David Maestas, Public Works Jorge Garcia, Utilities Christine Ochs, Community Development Theresa Cook for Brian Denmark, Facilities Robert Garza, Administration OTHERS PRESENT: John Tortelli, Purchasing Nora Silva-Jones, Purchasing Pam Davis, Purchasing 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 9:17 a.m. 2. Approve Minutes of July 22, 2004 Meeting. MOTION: Robert Garza moved and Christine Ochs seconded to approve the minutes as presented. Discussion: John Tortelli stated that some of the rater's scores on the Reynolds Drive Design and Survey Request for Proposal needed to be changed. The corrected scores are as follows: Instead of the cutoff score being 2133, it is now 2079. Previous Final Ratings Updated Score Molzen-Corbin 2370 Molzen-Corbin 2310 URS 2095 URS 2095 Previous Cost Proposal Points Updated Score Molzen-Corbin 474 Molzen-Corbin 462 URS None URS 234 Previous NM Residential Preference Updated NM Residential Preference Molzen-Corbin 142 Molzen-Corbin 139 URS None URS 116 Previous Grand Total Updated Grand Total Molzen-Corbin 2986 Molzen-Corbin 2911 URS 2095 URS 2446 Selection Advisory Committee 1 August 5,2004 Approved August 12, 2004 Molzen-Corbin is still the firm that came out on top. The action that was taken previously is still the correct action. Mark asked for the vote on the motion. The motion to approve the minutes as amended passed unanimously. 3. Evaluate Marketing Services Request for Proposals. Victor Villarreal, Heather Pollard, and Susan Lowell joined the committee as the user department. Robert Garza mentioned that five responders failed to show acknowledgement of receiving addenda. After discussing this issue, it was the consensus of the committee that the addenda would not have affected their submittals to change their response. MOTION: Robert Garza moved and Christine Ochs seconded to waive the lack of addenda acknowledged since they were immaterial and would have not changed the submissions from the responders. Motion passed unanimously. There was one suggestion that was brought up by Victor Villarreal. This was to issue an addendum requesting that the respondents submit a CD of PDF images of past projects. After reviewing and discussing the portfolios submitted, the committee evaluated the firms. Jobs in Progress, Cost, and a NM Residential Preference were not factors. After throwing out the high and low scores, John read the final total scores: Final total scores were: Barbed Wire Publishing 1530 Diven Art 1510 DW Turner Strategic Communications 2005 G & G Advertising 2435 Griffin& Associates 2345 Idea Group, The 2345 VaughnWedeen 3070 Wilson Binkley 2275 The cutoff score was 2763. None of the firms but one fell above this score; therefore, VaughnWedeen was the firm that will be presented to the City Council for consideration. Selection Advisory Committee 2 August 5,2004 Approved August 12, 2004 The committee opened up the cost proposal that will be used for contract negotiations. The cost was between $82,845-$132,775. Victor Villarreal asked what happens if they cannot negotiate terms with the firm of VaughnWedeen. The committee stated that they would have to reconvene and review the remaining firms due to the fact that the scores were all very close. MOTION: Robert Garza moved and Christine Ochs seconded to authorize the user department to negotiate a contract with the firm of VaughnWedeen and present to the City Council for consideration. Motion passed unanimously. Victor Villarreal, Heather Pollard, and Susan Lowell left the committee at this time. 4. Other Items of Interest. There will be a special SAC Meeting on August 12, 2004 in the City Council Chambers at 9:15 a.m. to Noon. There will be two items that will be discussed. First on the agenda will be the Convention Center. Second on the agenda will be the Landscape Architecture. S. Adjourn. MOTION: Robert Garza moved and Christine Ochs seconded to adjourn the meeting. Meeting ended at 11:00 a.m. Selection Advisory Committee 3 August 5,2004