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08-20-1998 SELECTION ADVISORY COMMITTEE MEETING LAS CRUCES, N.M. meeting of the Selection Advisory Committee was held on Thursday, August 20, 1998, in he Council Chambers, City Hall, 200 N. Church Street. MEMBERS PRESENT: Councillor John Haltom Councillor Karen Stevens Councillor, Jose Frietze for Councillor Valencia Jim Ericson, Development Services Barbara Willis, Finance Jorge Garcia, Utilities OTHERS PRESENT: Robert Garza, Development Services Joe Dearing, Special Projects David Aguayo, Word Processing Center Councillor Haltom called the meeting to order at 9:00 a.m. 1. Review of Proposal 98-090, Design and Construction of Entrance Sign for West Mesa Industrial Park. Joe Dearing joined the committee at this time. Jim Ericson stated there is a section in the procurement code that deals with RFP's that don't go through SAC. This RFP seems to fit into that category as opposed to the type of services that we deal with. Councillor Haltom stated he felt the same way. He felt this is a construction of a design and construction and it appears, based upon the RFP, much of the design is already prescribed and if the West Mesa Design committee is going to specify that much detail it might as well go ahead and issue it as a bid rather than go through us. Joe Dearing stated he was not aware that this was going to be on the agenda for SAC. Somehow it is on here by mistake OTION: Councillor Stevens moved to remove this item from our agenda. Jim Ericson econded. Motion carried unanimously. Joe Dearing left the committee at this time. 1 2. Review of Proposal 98-99-088, Engineering Services Contracts. Robert Garza joined the committee at this time. Jim Ericson stated in the last contract we had a provision that we could go with any firm if the cost was $10,000 or less but if it was between$10,000 and $35,000, which is the manager's contractual limit, we had to ask SAC if they wanted us to go with that or it didn't have to go back through SAC unless SAC decided we wanted to go out with a separate RFP. Do we want to stick with that, raise the limits or get rid of it all together. Councillor Haltom stated he saw no sense in referring if back to SAC because the manager had the discretion anyway. We should just make it a flat $35,000. Apparently SAC is going to be considering a larger number of proposals in the future, at least that seems to be the intent. Councillor Haltom also stated he had two or three corrections that needed to be made. On page I paragraph two in the last sentence it says, "The best qualification able to respond....,"but it should say, "The best qualified firm able to respond...." The second thing is nowhere does it call attention to schedules A and B in the body and I think it is desirable to do that because they need to have it called to their attention. Sometimes they don't read the attachments if you don't tell them they better. I would suggest you put that in the first page under Roman Numeral two, "A"technical proposal content. Then on page two there should be some reference to the procedures that are specified in schedule`B". Perhaps the best way to do that would be to change Roman Numeral three, "A"to read, "All technical proposals will be reviewed by the City's Selection Advisory Committee, which will evaluate proposals using the procedure specified in Schedule B (attached)." Councillor Haltom also stated we needed some place to indicate what post evaluation procedures will not be followed. For example the only one I think is involved is the local preference bonus. The rest of them I don't think we're going to use. Maybe we should put this as a"C"after indicating the criteria. Councillor Stevens stated she agreed and it should state in bold capital letters that only local preference will apply in the post evaluation process that is outlined in section`B". OTION: Councillor Stevens moved to amend the RFP with the above changes. Councillor Frietze seconded. Motion carried unanimously. 2 MOTION: Jim Ericson moved to approve the RFP. Councillor Stevens seconded. Motion carried unanimously. MOTION: Councillor Stevens moved to adjourn. Councillor Frietze seconded. Motion carried unanimously. Meeting adjourned at 9:50 a.m. 3