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03-20-1998 SELECTION ADVISORY COMMITTEE MEETING LAS CRUCES, N.M. meeting of the Selection Advisory Committee was held on Friday, March 20, 1998,in the Council Chambers, City Hall, 200 N. Church Street. MEMBERS PRESENT: Councillor John Haltom Councillor Karen Stevens Councillor Jack Valencia Buck Monday,Utilities Jim Ericson, Development Services Jerry Trojan, Asst. City Manager OTHERS PRESENT: Pete Connelly, Deputy City Attorney Jim Davila, Acting Purchasing Manager Mark Sutter,Finance Billie-Jo Guevera,Purchasing Nora Jones, Recording Secretary Councillor Haltom called the meeting to order at 9:00 a.m. Staff Evaluation of the 1996/97 Audit of the City of Las Cruces by Schwalm, Martos& Co., PC/Dunbar Broaddus Wiener, LLP Jerry Trojan stated he thought on this SAC would recommend to the Council a renewal. It really is a Council decision and in the past SAC has forward them. Councillor Haltom asked Mark Sutter if he wanted to make any comments about this. Mark Sutter stated he had nothing to add besides saying they did a good job. Jerry Trojan asked if we were going to try to work on a faster schedule next year. Mark Sutter said yes. They have already started on their schedule for next year. MOTION: Councillor Stevens moved to recommend to the City Council an extension of this contract as per staff recommendation. Councillor Valencia seconded. Motion carried unanimously. 2. Review of SAC rules and procedures Jim Ericson stated on page 7, C2, "All RFPs", this implies that every RFP including the non-typical ones would go through the SAC. He couldn't find anything where we had a clear distinction. Councillor Haltom stated the word"where"on page 7, C2, should be changed to "in which". Councillor Stevens suggested deleting the word"present"on page 7 in the second paragraph. Jerry Trojan stated he had a recommendation from the Purchasing Agent which he modified. On page 8, number 2 shall read"The Purchasing Agent shall prepare a list of all respondents and provide the list and one(1)copy of each response to the RFP to the User's department. All cost proposals shall be retained by the Purchasing Agent." Jerry Trojan continued suggesting number 3 to read"The User Department representative shall review the responses to the RFP, prepare a list of reference questions and perform reference checks. The User Department representative shall prepare a list of all respondents, including addresses, and names and addresses of any subconsultants, a written summary of the contacts with previous clients,and an evaluation form. This material shall be provided to the Purchasing Agent." Jerry Trojan continued saying we need to incorporate terminology in"Cost As A Factor." The cost must be presented on the prepared matrix and if cost is not presented on the matrix the response will be ruled non-compliant. If cost is a factor it must not be included in the documents for the qualitative review and if it is submitted in the qualitative review the response will be ruled non-compliant. MOTION: Councillor Stevens moved to approve the rules with all of the corrections and additions that have been inserted in them. Jim Ericson seconded. Motion carried unanimously. Councillor Haltom stated he had mentioned to Jerry Trojan about a retired clinical psychologist who had offered to assist in what way he can. He is meeting with Councillor Haltom at 10:30 today and Councillor Haltom wanted to know whether or not he should encourage him to assist to the extent that we want him not in the evaluation because that would be a violation of our rules but preparation of the RFP. Jerry Trojan stated he had talked to Councillor Haltom before on this and he indicated that we would be glad to bring this individual in and have this individual assist us in developing the RFP. So if it is okay with SAC it is okay with us administratively to do that. The SAC members agreed it would be okay. MOTION: Councillor Stevens moved to adjourn. Jim Ericson seconded. Motion carried unanimously. MEETING ADJOURNED AT 10:15 A.M.