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12-04-1998 SELECTION ADVISORY COMMITTEE MEETING LAS CRUCES, N.M. meeting of the Selection Advisory Committee was held.on Friday,December 4, 1998,in the Council Chambers, City Hall, 200 N. Church Street. MEMBERS PRESENT: Barbara Willis,Finance Jim Ericson, Development Services Buck Monday,Utilities Rollie Wright, Community Services&Facilities Jim Davila,Purchasing Department TBERS PRESENT: Jesus Nava, City Manager Melissa Miller Byrnes, Assistant City Attorney Joe Provencio, EAP Coordinator Al Varela, Consultant David Aguayo, Word Processing Center Jack King, Sun News Barbara Willis called the meeting to order at 9:05 a.m. Jim Ericson asked Melissa Byrnes if the court would consider the fact that there are only four scores going in to come to a total instead of the usual five as a flaw in the process and give them leverage to throw out the results. Even though the four that remain have 201/6 greater weight each Melissa stated they still would not be tainted from that process. The only point that they would be tainted is if the person who had a conflict and withdrew had their numbers left in or if his vote influenced this committee in some way. As long as the same procedures in calculating the scores is followed Mr.Nava stated this is going to be a decision that is going to be scrutinized by all parties involved including the media. Everything needs to be well documented and discussions need to be open and frank because everything will be entered into the records and will end up in depositions and subpoenaed documents. Everyone here has gone over the rules and are familiar with the process and with the issues that are involved so as objectively as possible and with diligence provide the scores and that way if the unsuccessful party decides to litigate we can always go up and provide testimony and the process will be fair and impartial and open to scrutiny because nothing deviated from the policy or the procedure. 1 Mr.Nava left the meeting at this time. Barbara Willis opened discussion on the proposal. Buck Monday had a comment on the references. The reference check didn't seem too clear to him There is enough information to grade the companies but he felt that the caller,Joe Provencio, made notes but didn't fill out the questions asked on the questionnaire. Mr. Provencio stated there were some where he couldn't get an answer or a response. There were two that offered the same response they had given last year so he included last years(response). If he had a response from the person then he filled in the questions. If there are notes on the side those are the attempts to call otherwise the calls were unsuccessful if not filled in. Jim Ericson stated he also had trouble reading some of the notes so he would like to go through them item by item The first one was Bill Charles. Mr. Provencio apologized for some of the notes because what he did was leaving himself notes. Buck Monday asked who Bill Charles was. Mr. Provencio stated he had done some work with them and at the Students Services Center at the University he places students in the Rio Grande Behavioral Health Services as practicum and that sort of thing is what he understood Bill Charles did. So his contact is from a professional perspective dealing with students that are placed there. Jim Ericson asked if Mr. Charles had a business relationship with them Mr. Provencio answered yes. That is his understanding and from what his discussion and his answers also indicated is his involvement with them is a business relationship and he had himself been involved there as a practicum. Mr. Ericson asked why Mr. Charles would be listed as a reference if the RFP says to list as five references previous clients not previous business partners. Mr. Provencio stated his understanding of the relationship was that his client relationship would be that his business in utilizing their services is placing people there for their own training purposes. 2 Al Varela asked if in this case the contract candidate is a(unintelligible) provider to Mr. Charles. Mr. Provencio stated when he talked to Mr. Charles he did not indicate that they were a provider of mental health services. Mr. Ericson stated it appears to him that Rio Grande serves as a training ground. It would be like the nursing schools relationship with the hospital. They are providing a service to.... He asked if that was a correct determination. Mr. Provencio stated that was his understanding also. Mr. Monday stated it would be appropriate to ask them who Bill Charles is in their interview. The rest of their references look okay. Mr. Ericson stated he also didn't understand the comments from the Alliance for Mental Health Mr. Provencio stated he spoke with Richard and he stated that he and his wife were retreating away from the Alliance for Mental Illness and recommended a reference by the present president, Becky Beckett. Mr. Provencio spoke with Ms. Beckett and she states that she is concerned about Rio Grande in that it is too many layers of bureaucracy in their services but didn't wish to respond to the questions. Mr. Ericson asked if Cimarron is in a client relationship with them or is that a business relationship. Mr. Provencio stated that was a client relationship. Their covered lives that they deal with are served by Rio Grande for mental health services so if someone was under that HMO and would need mental health services then they would go to Rio Grande. Rollie Wright stated so Cimarron would be like us. Mr. Ericson stated more or less. Mr. Wright asked if we were talking about two different clients here. The City of Las Cruces as a client and our employees as a client. Mr. Ericson stated the client references as he reads it is some entity (unintelligible)- 3 Mr. Provencio stated it may be comparable to our body of individuals. Mr. Ericson stated that's why he had a concern on Cimarron too because he doesn't know that it strikes him as a contractual relationship as opposed to a client (unintelligible) relationship. Mr. Monday asked how many employees Cimarron had. He assumed,maybe wrongfully,that Cimarron had a bunch of employees and they were covered. Mr. Provencio stated no this is for the covered lives that they serve. Mr. Ericson asked what the relationship of Memorial Medical Center to a.... Mr. Provencio stated their employees would also,under Cimarron HMO,utilize Rio Grande Behavioral Health Services. Mr. Ericson stated so basically MMC and Housing Authority are the two legit ament clients. Mr. Provencio asked if Cimarron would also be considered such because they are representing similar to the way the City in contracting with either of these two groups represents its population of employees in our case in their case covered lives.... Mr. Ericson stated Cimarron is doing it as a business. It would be the same as them giving us a reference on doctor Spock who does internal medicine and made them more money than somebody else. Mr. Provencio stated in that respective it is true. Mr. Wright stated in reality a client is some entity that has employees requesting services in a non financial relationship. Mr. Ericson stated they are paying for service and they technically stand nothing to gain themselves financially based on the cost of the services. Mr. Ericson asked about the Sheriffs department with PAC. Mr. Provencio stated he left messages and received no return phone calls from deputy Franco. The Sheriffs department is not under any contract. Neither is the District Attorney's office. 4 Ms. Willis asked if there was any other discussion on the proposal. There was none so everyone handed in their first evaluation sheets. At this titter SAC discussed interview questions with consultant Al Varela. The subtotal ratings for the first evaluation were: Professional Assessment Center 1360 Rio Grande Behavioral Health 1410 At this time SAC interviewed the Professional Assessment Center followed by the Rio Grande Behavioral Health Services. After the interviews SAC took a lunch break followed by site visits to Professional Assessment Center and Rio Grande Behavioral Health Services. SAC reconvened in the Council Chambers at City Hall at 4:00 p.m. to discuss and finalize evaluations. After a brief discussion of the evaluation SAC handed in their final evaluations. The subtotal ratings prior to reviewing cost proposals were: Professional Assessment Center 1400 Rio Grande Behavioral Health 1345 Both firms received 120 points for local preference. The cost proposals were: Professional Assessment Center $ 575,318.00 Rio Grande Behavioral Health $ 500,000.00 The cost ratio points were: Professional Assessment Center 264 Rio Grande Behavioral Health 293 The total final ratings were: 5 Professional Assessment Center 1784 Rio Grande Behavioral Health 1758 MOTION: Jim Ericson moved to recommend that the appropriate staff attempt to negotiate a contract with Professional Assessment Center as the apparent high then bring that to Council with Rio Grande Behavioral Health as the alternate. Buck Monday seconded. Motion carried unanimously. MOTION: Buck Monday moved to adjourn. Jim Ericson seconded. Motion carried unanimously. Meeting adjourned at 4:45 p.m. 6