Loading...
04-16-2004 Approved 5/20/04 SELECTION ADVISORY COMMITTEE MEETING LAS CRUCES,NM A Selection Advisory Committee meeting was held on Friday, April 16, 2004, in the Facilities Conference Room, 1501 E. Hadley, Las Cruces. MEMBERS PRESENT: Mark Sutter, Chairperson, Financial Services Robert Garza, Public Works Gilbert Morales, Utilities Christine Ochs, Facilities Brian Denmark, Community Development OTHERS PRESENT: John Tortelli, Purchasing Nora Silva-Jones, Purchasing Bertha Chavira, Purchasing Pam Davis, Purchasing Kelly Sweetser,Administration Audrey Evins, Administration Theresa Cook, Facilities Brian Harper, Community Development 1. Call Meeting to Order. Mark Sutter called the meeting to order at 1:33 p.m. 2. Approve Minutes of March 4, 2004 Meeting. MOTION: Brian Denmark moved and Robert Garza seconded to approv the minutes as presented. Motion passed unanimously. 3. Approve Minutes of March 9, 2004 Meeting. MOTION: Brian Denmark moved and Robert Garza seconded to approve the minutes as presented. Motion passed unanimously. 4. Evaluate Risk Assessment Request for Proposals. Kelly Sweetser and Audrey Evins joined the committee as the user department. There was a short discussion prior to the evaluations. John stated that Kathe Stark's evaluation was thrown out, because it wasn't done correctly. The subtotal rating prior to reviewing the cost proposal was: Nesbitt Hagood and Co. 1710 The cost proposal was: Nexbitt Hagood and Co. $34,900 The cost ratio points were: Nesbitt Hagood and Co. 342 Selection Advisory Committee 1 April 16,2004 Approved 5/20/04 The total final rating was: Nesbitt Hagood and Co. 2052 MOTION: Robert Garza moved and Christine Ochs seconded to ask the user department to negotiate and present to the City Council for consideration. Motion passed unanimously. Kelly Sweetser and Audrey Evins left the committee at this time. S. Review Airport A &E Services Request for Proposals. Theresa Cook joined the committee as the user department. The committee went through the proposal page by page. PAGE 1 The title of the RFP will be changed to read, "Request for Proposals for Architectural, Planning, and Engineering Services." Theresa stated that she needs someone that has all of these services— architectural, planning, and engineering. In the Overview paragraph, the third sentence will read, "At the discretion of the City and under mutual agreement providing the terms and conditions remain the same; the City may renew this contract for three years with two additional one- year extensions." In the Introduction section, there needs to be an explanation on the condition and size of the airport. In the Scope of Services section, the heading needs to be clarified, and include architectural, engineering,planning, and other services in this paragraph. A sentence should be added that will read, "Develop plans and/or specifications to accomplish the following:" PAGE 2 In Section IV, General Instructions, John will rewrite Schedule B. Section III will not apply. The Federal Clauses and Certifications will be Section V, and the rest of the numbers throughout the proposal will be corrected. The number of proposals to be submitted will be increased to 12 copies with a maximum of 30 pages. MOTION: Brian Denmark moved and Robert Garza seconded to eliminate Schedule B, Section III. Motion passed unanimously. Selection Advisory Committee 2 April 16,2004 look Approved 5/20/04 PAGES 3-8 No changes. PAGE 9 In Number 2,the words "registration (if applicable)"will be deleted. The word professional will have an"s" added at the end of the word to make it plural. In Number 5, the word"five"will be changed to "three." In Number 7, the first sentence will be changed to "Typical methodology and approach to similar projects, and a detailed statement of services to be provided." In the Proposal Content, a sentence Number 9 will be added to indicate evidence of a DBE program. PAGE 10 In the Cost Proposal paragraph, all of Schedule B, Section III will be eliminated. John will rewrite Schedule B. In the Cost Proposal paragraph, the word"firm" will be changed to "firms", and in the last sentence, the words "firm is"will be changed to "firms are". The evaluation criteria was changed to the standard SAC criteria. The weights were changed. Criteria Weights 1. Approach to the requested service. 10% 2. Qualifications/competence of project team members to perform services required by the project. 30% 3. Capacity and capability of the firm to perform the project and to do so in a timely manner. 20% 4. Management structure, detailed timeline, task breakdowns, and assignments. 15% 5. Performance of the firm with previous clients on similar projects based upon quality of the work, control of costs, ability to meet schedules, and responsiveness to the client. 20% 6. Clarity of the proposal. 5% Paragraph B will be changed to the standard SAC verbiage regarding interviews. PAGE 11 No changes. Advertising will be the standard four weeks. Theresa Cook left the committee at this time. Selection Advisory Committee 3 April 16,2004 Approved 5/20/04 6. Review Recreation Master Plan Request for Proposals. Brian Harper joined the committee as the user department. Bertha Chavira, Buyer, also joined the meeting at this time. The committee went through the proposal page by page. PAGE 1 In the Overview paragraph, the word"creating"will be inserted after the word "for". In the Overview paragraph, the last sentence will be changed to read, "The agreement as a result of this Request for Proposal (RFP) will take no more than six months." The type of funding, policies, and alternatives need to be included in the Overview section. An appendix list will be attached to the RFP. This list will be available if the vendor is selected. In the third paragraph in the Overview section, professional experience needs to be clarified. In the Introduction section, the last sentence in the first paragraph will be deleted. PAGE 2 Mark Sutter will get with Brian Denmark on some of Mark's comments that need to be included in the Scope of Services. PAGE 3 No changes. PAGE 4 In the Cost Proposal Content section,the committee does want cost, and in Paragraph e, it needs to be specified as to what number they will use to compare on the post evaluation procedure. This needs to be clarified. PAGE 5 In the evaluation criteria, the weights were changed from 15%to 20% on "Capacity and capability of the firm to perform the project and to do so in a timely manner." In the evaluation criteria,the weights were changed from 20%to 15% for the "Performance of the firm with previous clients, on similar projects based upon quality of the work, control of costs, ability to meet schedules or deadlines and responsiveness to the client." Paragraph B will be changed to the standard SAC verbiage. Selection Advisory Committee 4 April 16,2004 Approved 5/20/04 PAGE 6 No changes. 7. Other Items of Interest. a. Review legislative format of the revised rules and procedures for SAC. This item was postponed until a later date. 8. Adjourn. MOTION: Brian Denmark moved and Robert Garza seconded to adjourn the meeting. Meeting ended at 3:25 p.m. Selection Advisory Committee 5 April 16,2004