[00:00:06]
>> VIAGRAN: OKAY. THE TIME IS NOW 10:00 A.M. ON TUESDAY NOVEMBER 14TH, 2023, AND THE MEETING OF THE AUDIT COMMITTEE IS NOW CALLED TO ORDER.
MADAME CLERK, CAN YOU CALL THE ROLL?
>> CLERK: CHAIR, WE HAVE A QUORUM. >> VIAGRAN: THANK YOU.
WE HAVE A LENGTHY AGENDA TODAY SO I WILL BE ALLOWING THE MEMBER SPEAKERS TWO ROUNDS OF COMMENTS PER ITEM WITH FIVE MINUTES THE FIRST ROUND AND THREE MINUTES THE SECOND
[Approval of Minutes ]
ROUND. THE FIRST ITEM ON THE AGENDA IS APPROVAL OF THE MINUTES.CAN I GET A MOTION AND A SECOND TO APPROVE THE MINUTES? I HAVE A MOTION AND A SECOND.
IS THERE ANY DISCUSSION? NO DISCUSSION. WE HAVE A MOTION AND A SECOND.
ALL IN FAVOR SAY AYE. >> NO. MOTION CARRIES. MADAME CLERK, DO WE HAVE ANY
PUBLIC COMMENTS? >> CLERK: WE HAVE NO MEMBERS OF THE PUBLIC SIGNED UP TO
SPEAK. >> VIAGRAN: THANK YOU. ALL RIGHT.
[CONSENT AGENDA ]
WE'RE GOING TO TAKE THE CONSENT ITEMS FIRST. THIS IS ITEMS 2, 3, 4, AND 5.WE HAVE FOUR FINAL AUDIT REPORTS FOR THE COMMITTEE TO ACCEPT.
CAN I GET A MOTION AND A SECOND TO ACCEPT THE AUDITS LISTED AS ITEMS 2, 3, 4, AND 5 ON THE CONSENT AGENDA? GREAT. ANY DISCUSSION? THERE BEING NO DISCUSSION, WE HAVE A MOTION AND A SECOND TO APPROVE THE ITEM.
[Pre-Solicitation High Profile Briefings ]
NO. MOTION CARRIES. NOW TO OUR INDIVIDUAL ITEMS. WE HAVE THREE PRE-SOLICITATION HIGH-PROFILE BRIEFINGS FOR INDIVIDUAL CONSIDERATION.MADAME CLERK, PLEASE READ THE CAPTION FOR ITEM 6. >> CLERK: ITEM 6 IS A BRIEFING ON THE RELEASE OF A SOLICITATION FOR UP TO TWO CONTRACTS TO PROVIDE THE CENTER CITY DEVELOPMENT AND OPERATIONS DEPARTMENT WITH A COMPREHENSIVE PARKING TECHNOLOGY SOLUTION FOR OFF-STREET GARAGES AND LOTS ALONG WITH OPTIMIZATION FOR ON-STREET PARKING AREAS IN THE ESTIMATED TOTAL VALUE OF $7 MILLION FOR FIVE YEARS WITH TWO, ONE-YEAR OPTIONS TO
RENEW. >> VIAGRAN: GREAT. IS THERE A STAFF PRESENTATION?
>> GOOD MORNING, COMMITTEE MEMBERS. JOHN JACKS WITH THE CENTER CITY DEVELOPMENT AND OPERATIONS DEPARTMENT. AS STATED, THIS IS A PRE-SOLICITATION BRIEFING FOR THE PARKING REVENUE CONTROL SYSTEM REPLACEMENT AND UPGRADE. SO BASICALLY TO REPLACE ALL OF OUR EQUIPMENT AND OPERATING SYSTEMS IN ALL OF OUR FACILITIES, WHICH ARE PRIMARILY LOCATED DOWNTOWN.
THIS IS AN RFCSP WITH A FIVE-YEAR PROPOSED TERM WITH TWO ONE-YEAR OPTIONS.
THE ESTIMATED VALUE OF THIS SO THIS WOULD BE REPLACING THE EXISTING CONTRACTS THAT WE HAVE IN PLACE.
WE'LL DO QUITE A BIT OF OUTREACH. THERE'S 908 ENTITIES THAT HAVE BEEN IDENTIFIED TO SOLICIT TO WITH 12 PRIMARY PROVIDERS THAT WE'LL REACH OUT TO.
THE EVALUATION VOTING MEMBERS INCLUDE LORI HOUSTON FROM THE CITY MANAGER'S OFFICE, MYSELF, VERONICA CARILLO, THE ASSISTANT DIRECTOR IN THE FINANCE DEPARTMENT.
THERE WILL BE 30 POINTS FOR EXPERIENCE, BACKGROUND, AND QUALIFICATIONS.
THE PROPOSED PLAN IS 35 POINTS, PRICING, 15, SBE10, AND MWBE WOULD BE 10 POINTS.
AUDITED FINANCIAL STATEMENTS ARE NOT REQUIRED. THERE IS LOCAL PREFERENCE PROGRAM IS NOT APPLICABLE. VETERAN-OWNED SMALL BUSINESS PREFERENCE PROGRAM IS NOT APPLICABLE EITHER. THERE WILL BE 6% SBE. THE GOAL-SETTING COMMITTEE MEMBERS INCLUDED IAN BENAVIDES, MYSELF, ANGELICA MATA FROM FINANCE, MICHAEL SINDON WITH EDD. FRANK MUNOZ AND JULIANNA LOPEZ, CITIZEN MEMBERS.
APIS ARE SUPPORTED BY THE FOLLOWING ANALYSIS ON A CONTRACT BY CONTRACT BASIS .
THERE ARE OPPORTUNITIES FOR SMALL, MINORITY, WOMEN-OWNED BUSINESSES WITHIN THE STOP OF THE WORK. THERE'S A PERCENTAGE AVAILABLE IN THE CENTRAL VENDOR REGISTRY AND UTILIZATION OF SWMBS ON HISTORIC PROJECTS SIMILAR IN NATURE.
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AS FAR AS THE TIMELINE, WE'RE HERE TODAY, NOVEMBER 14 -- THERE ON THE LEFT OF THE PRE-SOLICITATION BRIEFING. PLANS TO RELEASES THIS CFCSP IN MID JANUARY.WE'LL HAVE A PRE-SUBMITTAL CONFERENCE IN LATE JANUARY FOLLOWED BY QUESTIONS THROUGHOUT FEBRUARY AND A FINAL DUE DATE MARCH 1. POST-SOLICITATION EVALUATION IS ESTIMATED TO COMPLETE IN EARLY APRIL. WE'LL USE THE REST OF THAT MONTH TO NEGOTIATE THE CONTRACT AND COME BACK TO YOU ALL FOR POST-SOLICITATION BRIEFING IN EARLY MAY. HOPEFULLY TO YOU ALL THIS SUMMER FOR FULL VOTE BY CITY COUNCIL. SO WE'LL BE READY TO ROLL OUT IN THE FALL.
THAT WAS QUICK BUT THAT CONCLUDES THE PRESENTATION. >> VIAGRAN: THANK YOU.
THANK YOU FOR THE PRESENTATION. AS YOU KNOW I THINK THE OPPORTUNITY FOR THE CITY TO SELL PARKING SPACES AND COLLECT REVENUE AND ALSO LOOK AT THE TIMES WHERE -- AND I KNOW WE HAVE FREE TUESDAYS ON SOME DAYS -- WHERE WE CAN OPEN IT UP TO THE COMMUNITY IS AN OPPORTUNITY WE NEED TO WORK ON.
THE CONCERT VENUES THAT WE HAVE HAD OF LATELY, JUST GREAT OPPORTUNITY.
PEOPLE HAVE BEEN PARKING EVERYWHERE. BUT I AM LOOKING FORWARD TO US PUTTING THIS OUT THERE AND MAKING SURE PEOPLE GET THE INFORMATION THAT THEY NEED TO BE PART OF THIS. I BELIEVE WE HAVE COUNCIL MEMBERS THAT WOULD LIKE TO
SPEAK ON THIS MATTER. COUNCILMAN COURAGE. >> COURAGE: THANK YOU.
SO WE'RE REPLACING THE SYSTEM THAT KEEPS TRACK OF ALL THE PARKING SPACES THAT THE CITY
HAS UNDER ITS PURVIEW, RIGHT? >> WELL, FOR DOWNTOWN. >> COURAGE: FOR DOWNTOWN.
>> YES, SIR. WE HAVE ABOUT 4,000 SPACES IN -- EITHER COMBINED IN LOTS OR GARAGES. AND ANOTHER 2,000 ON-STREET PARKING SPACES AT METERS.
>> COURAGE: HOW WILL THIS NEW SYSTEM MANAGE THAT AND LET US KNOW WHAT'S AVAILABLE OR LET
THE PARKING KNOW WHAT'S AVAILABLE? >> THAT'S A GREAT QUESTION, COUNCILMAN, AND THAT'S WHY WE'RE HERE. THE CURRENT TECHNOLOGY WE'RE USING IS ABOUT 20 YEARS OLD. IT'S VERY DIFFICULT FOR US TO KIND OF MAKE INFORMED DECISIONS. IT'S HARD TO KNOW EXACTLY WHAT'S GOING ON IN ANY GIVEN TIME. FOR EXAMPLE, HOW MANY PEOPLE ARE PARKED IN A CERTAIN GARAGE. HOW MUCH CAPACITY DO WE HAVE. WE HAVE THE ABILITY TO KIND OF GO BACK IN TIME AND SEE WHAT IT WAS LIKE IN THE PAST BUT IT'S VERY DIFFICULT TO GET REALTIME INFORMATION. IT'S VERY MANUAL. SO BY GETTING NEW TECHNOLOGY, NEW SYSTEMS INTO OUR FACILITIES, WE'LL BE ABLE TO MAKE MUCH MORE INFORMED DECISIONS IN A MUCH QUICKER RESPONSE. SO WE'LL BE ABLE TO, FOR EXAMPLE, ADVERTISE WHERE WE HAVE AVAILABILITY VERSUS MAYBE WHERE WE DON'T.
SO PEOPLE SPEND LESS TIME TRYING TO FIND PARKING AND MORE TIME JUST GETTING INTO THEIR SPACE. AND LETTING THEM KNOW WHAT'S AVAILABLE, THAT'S REALLY WHAT
WE'RE LOOKING FOR. >> COURAGE: WILL THE SYSTEM BE ABLE TO GO AHEAD AND IDENTIFY CERTAIN LOTS BY MAYBE A NAME OR A DESIGNATION SO THAT WE COULD REFER PEOPLE TO SAY LOT SUCH AND SUCH HAS 50% CAPACITY, OR SOMETHING LIKE THAT?
>> RIGHT. AND SOME OF IT IS IN DEGREES, IF YOU WILL.
THERE IS TECHNOLOGY OUT THERE, FOR EXAMPLE THE AIRPORT HAS IT WHERE EVERY SPACE HAS A SENSOR IN IT. NOT ONLY DO YOU KNOW HOW MANY SPACES ARE AVAILABLE, YOU KNOW WHICH ONES ARE AVAILABLE. THAT'S KIND OF A LARGE CAPITAL EXPENSE UP FRONT.
REALLY WHAT WE'RE LOOKING FOR IS THAT SECOND PART OF KNOWING WHAT'S THE CAPACITY AT ANY GIVEN LOT AT ANY GIVEN TIME. THAT WAY IF ONE OF OUR LOTS FILLS UP, WE CAN PUT OUT A NOTICE ON SOCIAL MEDIA OR DIFFERENT AVENUES AND DIRECT PEOPLE TO SAY, HEY, THE CONVENTION CENTER GARAGE IS FULL BUT WE HAVE PLENTY OF SPACE OVER AT HOUSTON STREET OR SOMETHING LIKE THAT. THAT WAY PEOPLE CAN MAKE A MORE INFORMED DECISION.
>> COURAGE: WILL THIS ALSO INCLUDE THE ALAMODOME PARKING? >> THIS IS NOT PART OF THE -- THE ALAMODOME OPERATES THEIR OWN PARKING SYSTEM SO IT'S NOT PART OF THAT.
>> COURAGE: I DON'T KNOW IF IT'S EASY TO FIND OUT WHAT THE PARKING IS AT THE ALAMODOME.
OKAY. I UNDERSTAND THAT MUCH. NOW, WILL THERE BE A PUBLIC-FACING WAY FOR EVERYBODY TO GO AHEAD AND GET THIS INFORMATION USING THEIR CELL PHONE OR SOMETHING? AND, ALSO, WILL WE BE ABLE TO PUT UP SOME KIND OF PUBLIC SIGNS ON THE ROADWAYS THAT MIGHT DIRECT PEOPLE TO WHERE THERE'S BETTER PARKING?
>> WE ARE LOOKING AT A HEAVY BAY SYSTEM. WE DO HAVE A LITTLE BIT OF THAT NOW FOR SOME OF THE ON-STREET PARKING. OUR HOPE IS TO EXPAND THAT INTO ALL PARKING. IF YOU'RE A FREQUENT PARKER AND YOU USE OUR APP SYSTEM TO PAY , YOU SHOULD BE ABLE TO GO INTO THAT AND IDENTIFY WHAT'S AVAILABLE AT ANY GIVEN TIME.
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AS FAR AS SIGNAGE IS CONCERNED, IT'S SOMETHING WE HAVE EXPERIMENTED A LITTLE BIT WITH AND TALKED ABOUT IT, MAYBE FOR LARGE EVENTS. SAY THERE'S A BIG CONCERT AT THE ALAMODOME. WE WORK WITH TXDOT ON THE TRANSGUIDE TO BE ABLE TO IDENTIFY HOW TO GET THERE AND DIRECTIONS. IT MAY BE CHALLENGING TO GET THAT SPECIFIC ABOUT WHERE LOTS MIGHT BE AVAILABLE BUT WE COULD CERTAINLY PUSH THAT OUT THROUGHTHE APP, FOR SURE. >> COURAGE: THANK YOU. >> VIAGRAN: THANK YOU.
ANY OTHER COMMITTEE MEMBERS? THE ONLY OTHER QUESTION I HAVE IS ABOUT THIS GARAGE ACROSS THE STREET. ARE WE PUTTING SPECIFIC TECHNOLOGY IN REGARDING OUR
STAFFING AND FOR THE GARAGE FOR THE STAFF? >> SO CITY TOWER GARAGE IS HEAVILY USED BY CITY EMPLOYEES. AND THAT'S ONE OF THE CHALLENGES WITH THE PARKING SYSTEM IS THERE'S LOTS OF DIFFERENT WAYS TO GET ACCESS IN AND OUT OF A GARAGE. YOU CAN PAY. MAYBE YOU HAVE A CARD, YOU HAVE A MONTHLY CONTRACT. THAT'S WHERE THIS WILL HELP US BE ABLE TO GET PEOPLE IN AND OUT EASIER AND IDENTIFY WHO SHOULD OR SHOULD NOT BE IN THERE.
SO I GUESS THE ANSWER IS YES. IT WILL -- EVERY GARAGE WILL HAVE THIS.
IT'S NOT JUST LIMITED TO CITY TOWER GARAGE BUT THIS SYSTEM WILL BE ABLE TO HELP US GET PEOPLE IN AND OUT OF THE GARAGE EASIER, INCLUDING CITY EMPLOYEES.
>> VIAGRAN: I WOULD LIKE TO SEE THE TECHNOLOGY -- I'M SPEAKING TO THE CHOIR WITH THE CITY STAFF HERE -- IS IF THEY'RE THERE, THEY HAVE TO GO FOR A MEETING AND THEY'RE NOT GONE FOR THE DAY AND THEY COME BACK AND IT'S HARDER FOR THEM TO FIND A SPOT.
OR THEY'RE ON ONE OF THE TOP FLOORS. SO I THINK WE NEED TO UNDERSTAND THAT -- TRY AND IDENTIFY WHICH OF OUR STAFF IS LEAVING, COMING BACK.
THEIR WORKDAY INCLUDES LEAVING THE DOWNTOWN AREA, HAVING TO GET IN THEIR CAR AND HAVING TO COME BACK AND MAKING SURE THAT THEY HAVE THAT. ESPECIALLY ON THE DAYS WHERE WE HAVE PUBLIC COMMENT OR WE HAVE COUNCIL. BECAUSE WHEN WE GET BUSY DAYS LIKE THAT, I KNOW THAT MAKES IT EVEN HARDER AND WE'VE OFFERED THEM FREE PARKING DOWNTOWN IF THEY COME AND SPEAK. I THINK WE NEED TO TAKE THAT INTO CONSIDERATION WITH THE
TECHNOLOGY. >> YES. SO THE TECHNOLOGY WE HAVE TODAY IS VERY -- IT'S REALLY BASED ON CHARGING PEOPLE TO GET IN AND OUT OF A SYSTEM.
IT'S VERY RESTRICTED. SO WHEN YOU TRY TO NOT CHARGE INDIVIDUALS TO GET IN AND OUT, THAT'S WHERE WE HAVE A DIFFICULT TIME WITH OUR SYSTEM NOW.
A NEW SYSTEM WOULD ALLOW US TO BE FLEXIBLE. I THINK YOU'RE TALKING ABOUT INDIVIDUALS WHO DON'T HAVE BUSINESS AT THE CITY TOWER EVERY DAY SO THEY'RE NOT ISSUED A CARD TO GET IN AND OUT. THEY MAY BE THERE JUST FOR BUSINESS CERTAIN TIMES OF THE DAY, OCCASIONALLY. THOSE ARE THE ONES IT'S CUMBERSOME.
THEY HAVE TO PULL A TICKET, GET A VALIDATION. SO THAT PROCESS FOR THEM TO GET THAT VALIDATION TO GET OUT COULD BE A LITTLE TIME CONSUMING.
THIS IS WHERE IT WOULD MAKE IT MUCH EASIER. WE COULD ISSUE A QR CODE ON A PHONE AND THEY COULD SCAN THEIR PHONE WHEN THEY GET IN. THEY DON'T HAVE TO STOP AND GO GET VALIDATED DOWN IN THE BASEMENT. THAT'S THE KIND OF TECHNOLOGY
WE'RE TALKING ABOUT. >> VIAGRAN: WELL, I LOOK FORWARD TO IT AND I LOOK FORWARD TO -- OFFLINE WE CAN GET AN UPDATE, IF THIS TIMELINE LOOKS LIKE IT'S GOING TO SLOW DOWN. BUT JUNE 6, 2024 LOOKS LIKE A GOOD AMOUNT OF TIME FOR ME.
>> IT WORKS FOR US TOO BECAUSE IT'S BUDGET TIME TOO. >> VIAGRAN: GREAT.
THANK YOU. ALL RIGHT. WE'LL GO ON TO THE NEXT ITEM.
ITEM 7. ITEM 6 WAS FOR BRIEFING ONLY. MADAME CLERK, PLEASE READ THE
CAPTION FOR ITEM 7. >> CLERK: ITEM 7 IS A BRIEFING ON THE RELEASE OF A SOLICITATION FOR UP TO SIX CONTRACTS TO PROVIDE THE PUBLIC WORKS DEPARTMENT WITH ON-CALL CONSTRUCTION INSPECTION SERVICES FOR BOND FUNDED AND OTHER CITY FUNDED PROJECTS FOR AN ESTIMATED TOTAL VALUE OF $15 MILLION FOR THREE YEARS WITH TWO, ONE-YEAR RENEWAL
OPTIONS. >> CHRISTY CHAPMAN, ASSISTANT DIRECTOR OF PUBLIC WORKS.
THIS MORNING I'LL BE PRESENTING ON THREE POWERPOINTS ON BEHALF OF DIRECTOR RAZI HOSSEINI.
THE FIRST PRESENTATION IS PUBLIC WORKS IS REQUESTING APPROVAL TO RELEASE A REQUEST FOR QUALIFICATIONS TO PROVIDE ON-CALL CONSTRUCTION SERVICES TO PROVIDE INSPECTION SERVICES FOR BOND FUNDED AS WELL AS OTHER CITY FUNDED PROJECTS. THIS IS STRICTLY FOR FACILITY-TYPE PROJECTS. THESE SERVICES CAN INCLUDE PROVIDING THE STORMWATER POLLUTION PREVENTION PLANS, ATTENDING PRECONS, ON-SITE CONSTRUCTION MEETINGS, ENSURING DESIGN PLANS AND COMPLIANCE DURING THE CONSTRUCTION OF THE PROJECTS.
THE PROPOSED TERM IS FIVE YEARS, THREE YEARS WITH TWO ONE-YEAR RENEWAL OPTIONS.
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THE ESTIMATED VALUE IS $50,000 ANNUALLY PER CONTRACT FOR A TOTAL OF $3 MILLION ANNUALLY.THE CURRENT ON-CALL CONSTRUCTION INSPECTION CONTRACT EXPIRES APRIL 1 OF NEXT YEAR. SO THE NIGP CODES IDENTIFYING THE TYPES OF SERVICES NEEDED FOR THE SOLICITATION ARE LISTED ON THE SLIDE. THERE ARE 378 VENDORS IN THE CENTRAL VENDOR REGISTRY THAT COULD PROVIDE THESE TYPES OF SERVICES.
THE SOLICITATION WILL BE ADVERTISED THROUGH THE CITY'S NORMAL METHODS LISTED AND THE EVALUATION VOTING MEMBERS ARE ALSO LISTED WHICH INCLUDES REPRESENTATION FROM THE CITY MANAGER'S OFFICE, PUBLIC WORKS, AND BUILDING AND EQUIPMENT SERVICES.
THE RFQ IS SEEKING THE BEST QUALIFIED CONSULTANTS THROUGH THE EVALUATION CRITERIA LISTED. THIS IS STANDARD. WE HAVE EXPERIENCE, BACKGROUND, QUALIFICATIONS OF THE FIRM, KEY PERSONNEL, AND KEY SUBCONSULTANTS FOR 45 POINTS.
UNDERSTANDING THE PROJECT AND PROPOSED MANAGEMENT PLAN FOR 35 POINTS.
EXPERIENCE WITH THE SAN ANTONIO REGION AND PAST PERFORMANCE FOR 20 POINTS.
THE REQUIREMENTS FOR SET AT 21% FOR MINORITY, WOMEN-OWNED BUSINESSES.
THIS SLIDE LISTS OUT THE GOAL-SETTING COMMITTEE MEMBERS AND THE SBEDA AVAILABILITY ANALYSIS PROVIDED FOR EACH SOLICITATION. AND LASTLY THE PROJECT TIMELINE IS LISTED ON SLIDE 6. JUST TO HIGHLIGHT A FEW DATES. THE SOLICITATION WILL BE RELEASED ON DECEMBER 1, 2023 WITH THE PRE-SUBMITTAL CONFERENCE PLAN FOR DECEMBER 15, 2023. THE PROPOSALS AND THE RESPONSES TO THE SOLICITATION ARE DUE FEBRUARY 1, 2024, WHICH IS A LITTLE BIT LONGER THAN NORMAL BUT DUE TO THE HOLIDAYS WE WANT TO BE ABLE TO PROVIDE SOME ADDITIONAL TIME. AND WE ANTICIPATE RETURNING TO AUDIT AND ACCOUNTABILITY IN MARCH OF '24 WITH COUNCIL ACTION IN APRIL OF '24.
AND THAT CONCLUDES MY PRESENTATION. I'M AVAILABLE FOR ANY QUESTIONS
YOU MAY HAVE. >> VIAGRAN: THIS ITEM IS FOR BRIEFING ONLY.
DO WE HAVE ANY COMMENTS OR QUESTIONS FROM THE COMMITTEE MEMBERS?
YES. COUNCILMAN COURAGE. >> COURAGE: THANK YOU, CHAIR. WE'RE LOOKING FOR SIX INSPECTORS.
HOW MANY DO WE HAVE TODAY? >> LET'S SEE. RIGHT NOW WE ALSO HAVE SIX.
>> COURAGE: OKAY. ARE THE SIX THAT WE HAVE TODAY, HAVE THEY BEEN WITH US FOR A LONG PERIOD OF TIME? IN OTHER WORDS, ARE THESE THE SAME SIX THAT WE HAVE TODAY THAT WE MAY HAVE HAD LAST TIME AND THE TIME BEFORE THAT? ARE THEY LIKELY TO BE THE SAME
SIX GOING FORWARD? >> I'M NOT QUITE SURE. THIS IS THE PRE-SOLICITATION SO IT'S A NEW SOLICITATION TO SELECT NEW FIRMS THAT CAN PROVIDE THESE SERVICES.
I'D HAVE TO GO BACK TO LOOK TO SEE IF OUR CURRENT INSPECTION SERVICES WERE SOME THAT WERE
CONTRACTED WITH PREVIOUSLY. >> COURAGE: I WOULD JUST LIKE TO SEE THAT JUST A LITTLE BIT
MORE HISTORY. >> SURE. >> COURAGE: IF YOU COULD SEND
IT TO MY OFFICE. >> SURE. >> COURAGE: YOU KNOW, I JUST WANT TO MAKE SURE WE DON'T END UP IN A RUT, SO TO SPEAK, WITH THE SAME PEOPLE.
EVEN THOUGH THEY MAY PUT FORWARD THE SAME BEST BID OR OFFER, ARE WE, YOU KNOW, IN A RUT WITH THE SAME PEOPLE DOING THE SAME JOB YEAR IN AND YEAR OUT.
KNOWING THE HISTORY WOULD JUST HELP ME A LITTLE BIT. >> SURE.
NO PROBLEM. >> COURAGE: OKAY. THANK YOU.
>> VIAGRAN: ANY OTHER CONVERSATION? YEAH.
AND IF YOU COULD JUST GIVE US ANY INFORMATION WE COULD PUT OUT ON MY SOCIAL MEDIA FOR THE PRE-SUBMITTAL CONFERENCES. BECAUSE THAT SITS RIGHT IN THE HEART OF CHRISTMASTIME AND PEOPLE MAY NOT BE REALIZING THAT CONFERENCE HAPPENS ON THE 15TH.
DEADLINE FOR QUESTIONS IS ON THE 22ND. I WANT TO MAKE SURE EVERY PART OF TOWN UNDERSTANDS WE'RE PUTTING THAT THERE AND FORWARD.
>> SURE. >> VIAGRAN: THANK YOU. THANK YOU FOR THE BRIEFING AND
WE LOOK FORWARD TO HAVING YOU COME BACK. >> OKAY.
>> VIAGRAN: ALL RIGHT. MADAME CLERK, PLEASE READ THE CAPTION FOR ITEM 8.
>> CLERK: ITEM NO. 8 IS A BRIEFING ON THE RELEASE OF A SOLICITATION FOR ONE CONTRACT TO PROVIDE CONSTRUCTION MANAGER AT RISK PRE-CONSTRUCTION AND CONSTRUCTION PHASE SERVICES FOR
THE DOLOROSA STREET RECONSTRUCTION PROJECT. >> GREAT.
GOOD MORNING. I'M LOUIS, ASSISTANT DIRECTOR WITH PUBLIC WORKS, HERE REPRESENTING OUR DIRECTOR, RAZI HOSSEINI AS WELL. I'M HERE TO BRIEF YOU ON A
[00:20:01]
CONSTRUCTION MANAGEMENT AT RISK FOR THE DOLOROSA PROJECT, FROM FRIO TO FLORES.SO PUBLIC WORKS, WE'LL BE SOLICITING A CMAR TO PROVIDE IT FOR THE DOLOROSA PROJECT.
THIS IS A CMAR, TRYING TO COMPLETE THIS PROJECT BY 2025 AT AN ESTIMATED VALUE OF $17 MILLION. AND IT IS A NEW CONTRACT. WHAT YOU CAN SEE ON THE OUTREACH, THE TYPICAL NIGP CODE THAT YOU WILL SEE ON A TYPICAL RECONSTRUCTION PROJECT, ROAD CONSTRUCTION, TRAFFIC SIGNALS, UTILITY WORK. THERE ARE 634 AVAILABLE REGISTERS IN THE CENTRAL VENDOR REGISTRY AND WE'LL BE ADVERTISING IN THE TYPICAL METHOD THAT WE DO WITH OUR TYPICAL VENDORS. YOU SEE THE EVALUATION MEMBERS ON THE RIGHT-HAND SIDE OF YOUR PRESENTATION. WE HAVE ROD SANCHEZ, RAZI HOSSEINI, WE'VE GOT KATY OTTO, SEAN RICH, TIMOTHY HAYS. WE ALSO HAVE REPRESENTATIVES FROM THE SAN ANTONIO WATER SYSTEM AND CPS . A LOT OF OUR CONSTRUCTION DEALS WITH A LOT OF THE UTILITY WORK AND WE LIKE TO HAVE OUR STAKEHOLDERS HE WANTED IN THE SELECTION PROCESS AS WELL. HERE IS THE EVALUATION CRITERIA FOR PHASE 1.
THIS IS A TWO-PHASE SOLICITATION. THE FIRST PHASE BEING THE RFQ, REQUEST FOR QUALIFICATIONS. 50 POINTS FOR EXPERIENCE, BACKGROUND EQUAL INDICATIONS OF KEY PERSONNEL AND 10 POINTS FOR A SMALL BUSINESS ENTERPRISE CONTRACT.
ADDITIONAL REQUIREMENTS, WE DO HAVE AN AUDITED FINANCIAL STATEMENT THAT WILL BE REQUIRED. AND THERE IS A SBEDA SUBCONTRACTOR REQUIREMENT OF 19% FOR MWBE AND 3% FOR AABE. THE SELECTED FIRM WILL BE REQUIRED TO ENTER INTO THE MENTOR PROTEGE PROGRAM AS WELL. THIS IS THE QUICK OVERVIEW OF THE GOAL-SETTING COMMITTEE. MS. NICKI RAMOS WITH PARKS AND REC, MICHAEL SINDON WITH EDD, MYSELF, ANGELICA MATA WITH FINANCE, AND WE HAVE FRANK MUNOZ AND JULIANNA LOPEZ.
SIMILAR TO WHAT YOU HAVE SEEN IN THE PAST . IT'S BASED ON A CONTRACT BY CONTRACT BASIS. IT ALL DEPENDS ON THE SCOPE OF THE WORK AND PEOPLE THAT ARE REGISTERED IN THAT CENTRAL VENDOR REGISTRY AS WELL. AND WE ALWAYS LOOK AT PROJECTS THAT ARE VERY SIMILAR IN NATURE. THIS IS OUR PROJECT TIMELINE.
WE ARE LOOKING TO RELEASE THIS RFQ AS SOON AS WE CAN. HOPEFULLY BY THE END OF THIS WEEK. WE DO HAVE TO BE DUE DECEMBER 18, RIGHT BEFORE THE HOLIDAYS. WE DO WANT TO COME BACK ON A POST-SOLICITATION BRIEFING SECOND WEEK OF FEBRUARY, FEBRUARY 13, TO CELEBRATE VALENTINE'S, I GUESS.
WE CAN DO THAT HERE WITH YOU . WE PLAN TO TAKE THAT TO COUNCIL SOMETIME IN THE SPRING SO WE CAN BEGIN CONSTRUCTION AS FAST AS WE CAN. THAT IS ALL I HAVE IN MY PRESENTATION. BE HAPPY TO ANSWER ANY QUESTIONS YOU MAY HAVE.
>> VIAGRAN: DO WE HAVE ANY COMMITTEE MEMBERS THAT WOULD LIKE TO DISCUSS THIS PROJECT?
COUNCILMAN COURAGE. >> COURAGE: THANK YOU, MADAME CHAIR.
WE'VE BEEN WORKING ON COMMERCE STREET FOREVER, IT SEEMS . NOW DOLOROSA IS JUST ON THE
OTHER SIDE OF CITY HALL AND IT RUNS PARALLEL? >> THAT'S CORRECT.
>> COURAGE: AND YOU'RE TALKING ABOUT GOING FROM THE OTHER SIDE OF 35 ALL THE WAY
DOWN TO -- >> TO FLORES. >> COURAGE: TO CITY HALL.
HOW LONG DO YOU THINK THAT PROJECT IS GOING TO TAKE FROM START TO FINISH?
>> THAT'S A VERY GOOD QUESTION. LET ME EXPLAIN THIS A LITTLE BIT. THIS IS ONE OF THE REASONS WE'RE USING THIS SOLICITATION TYPE. ON A TYPICAL BOND PROJECT WE DO -- MOST OF THE TIME WE DO A LOW BID OR A COMPETITIVE SEALED PROPOSAL WHERE THE CONTRACT TIME IS ALREADY ESTABLISHED.
WHAT WE WANT TO BE ABLE TO DO WITH THE CMAR SOLICITATION IS LOOK FOR INPUT FROM THE CONTRACTORS AND RATE THEM ON HOW FAST THEY CAN DO THE PROJECT.
A TYPICAL PROJECT LIKE THAT WOULD PROBABLY LAST ANYWHERE FROM 12 TO 18 MONTHS.
WE'RE ASKING CONTRACTORS TO GIVE US THEIR BEST APPROACH, THEIR BEST SCHEDULE TO BE ABLE TO COMPLETE IT IN 12 MONTHS, NINE MONTHS, SIX MONTHS. WHAT WOULD IT TAKE.
WE NEED THE INPUT. THEY ARE THE EXPERTS. WE HAVE DESIGNERS ON BOARD THAT PREPARE OUR DESIGN BUT AS A CONTRACTOR YOU HAVE THE EXPERTISE TO LOOK AT CONSTRUCTION, TRAFFIC CONTROL, MAYBE CHANGING SOME OF THE MATERIALS, MAYBE DIFFERENT IDEAS ON THAT DESIGN THAT WILL HELP US EXPEDITE. PART OF THE PROCESS IS SELECTING A CONTRACTOR THAT'S ABLE TO ACCELERATE OR COMPRESS THE SCHEDULE AS MUCH AS
[00:25:04]
POSSIBLE. >> COURAGE: I THINK PART OF WHAT I'VE NOTICED THE PROBLEM ON COMMERCE STREET HAS BEEN THAT THERE'S OTHER CONSTRUCTION, BUILDINGS THAT ARE BEING PUT UP RIGHT NEXT TO WHERE WE'RE DOING THE STREET. AND THAT CAUSES US TO HAVE TO CLOSE LANES, MAKE IT VERY DIFFICULT TO MOVE UP AND DOWN COMMERCE STREET.
DO WE KNOW IF THERE'S ANY BUILDING DEVELOPMENT THAT'S PLANNED ALONG DOLOROSA AT THE
SAME TIME WE'LL BE DOING THE STREET? >> THE SIMPLE ANSWER IS YES.
WE DO HAVE DEVELOPMENT COMING UP IN THE NEXT YEAR AND THAT IS ONE OF THE MAIN REASONS WE WANT TO BE ABLE TO DO THIS PROJECT ALL AT ONCE. BIGGEST INCONVENIENCE TO THE PUBLIC IS TRAFFIC, BEING ABLE TO MOVE UP AND DOWN THAT CORRIDOR.
OUR INTENT IS TO HAVE THAT CONSTRUCTION DONE ONCE. THE DEVELOPERS -- BECAUSE THEY ALSO TAKE ON SOME OF THE SIDEWALK AND ROADWAY. IF WE'RE ABLE TO COORDINATE CONSTRUCTION BETWEEN THE DEVELOPERS AND THE CITY AND GET IT ALL DONE AT ONCE, VERSUS DRAGGING PROJECTS ON FOR SEVERAL YEARS, THAT'S THE INTENT OF THE SOLICITATION TO
CLOSELY COORDINATE WITH THOSE DEVELOPERS. >> COURAGE: FORTUNATELY THERE AREN'T TOO MANY RETAIL SALES PLACES ALONG THAT STRETCH SO WE WON'T BE MAKING IT HARD ON BUSINESS, WHICH WE DID ON COMMERCE. OKAY.
THANK YOU, CHAIR. >> VIAGRAN: THANK YOU. ANY OTHER COMMITTEE MEMBERS?
COUNCILMEMBER WHYTE. >> WHYTE: YEAH, JUST BRIEFLY.
I ECHO THOSE COMMENTS. THIS COULD BE A LENGTHY PROJECT BUT USING THE CONSTRUCTION MANAGER AT RISK SOLICITATION HERE IN THIS METHOD COULD GREATLY SPEED IT UP.
AND I THINK THAT'S EXACTLY WHAT WE NEED TO DO. I'M ALL FOR IT.
>> THANK YOU. >> VIAGRAN: ANY OTHER CONVERSATION? THANK YOU FOR THE PRESENTATION. CONSTRUCTION DOWNTOWN, IT SEEMS LIKE IT'S NEVER ENDING. SO I LIKE THIS, THE CMAR, BECAUSE I LIKE THE IDEA OF BEING ABLE TO BE MORE FLUID. THE OTHER THING I THINK WE NEED TO COMMUNICATE TO PEOPLE IS IT'S NICE TO WANT SOMETHING THAT HAS ALL THE BELLS AND WHISTLES BUT SOMETIMES YOU HAVE TO TAKE THE PROFESSIONALS' OPINIONS AND IF THEY TELL YOU THAT'S JUST NOT GOING TO WORK HERE OR THAT'S JUST NOT ECONOMICALLY RESPONSIBLE, WE NEED TO BE ABLE TO LOOK AT THAT AND RESPECT THAT TOO. BECAUSE I THINK SOMETIMES WE -- THE CITY -- THE ARCHITECTS COME IN AND THEY PLAN AND THEY DESIGN AND THE PRICE TAG THEN CONTINUES TO SHOOT UP AS WE ACTUALLY GET INTO VERY OLD STREETS WITH VERY OLD CONSTRUCTION UNDERNEATH AND PIPES. SO I LIKE THIS. I'M EXCITED THAT WE'RE MOVING FAST ON THIS. I KNOW THIS ISN'T -- WE DON'T NORMALLY MOVE THIS QUICK TO HAVE THE PRESENTATION AND THEN RELEASE DATE NOVEMBER 17TH. BUT I LIKE THE ABILITY TO DO THAT WHEN WE KNOW THAT THERE'S GOING TO BE KIND OF THAT OVERSEEING AND COLLABORATION BETWEEN THE CONTRACTOR AND THE DESIGNER. THANK YOU FOR THAT.
THIS ITEM WAS FOR BRIEFING ONLY. THANK YOU.
[Post-Solicitation High Profile Briefings ]
AND NEXT IS ITEM 9. WE HAVE FOUR POST-SOLICITATION HIGH-PROFILE BRIEFINGS FOR INDIVIDUAL CONSIDERATION SO WE WILL NEED TO BE TAKING ACTION ON THESE NEXT ITEMS.CLERK, PLEASE READ THE CAPTION FOR ITEM NO. 9. >> CLERK: ITEM NO. 9 IS APPROVAL TO PROCEED WITH SCHEDULING ONE CONTRACT FOR CITY COUNCIL CONSIDERATION TO PROVIDE CUSTODIAL SERVICES FOR VARIOUS
TWO, ONE-YEAR OPTIONS TO RENEW. >> GOOD MORNING, COUNCIL MEMBERS AND COMMITTEE MEMBERS. MY NAME IS JESSICA DOVALINA AND I'M PRESENTING ON BEHALF OF MELODY WOOSLEY, OUR DIRECTOR. I'M JOINED BY ERIK TEAGUE, OUR FACILITIES MANAGER FOR HUMAN SERVICES, AND JESSIE HINOJOSA, PROCUREMENT MANAGER WITH THE FINANCE DEPARTMENT.
I WANT TO ACKNOWLEDGE THEIR SIGNIFICANT EFFORTS ON THE SOLICITATION AND THE WORK TO GET US TO WHERE WE ARE TODAY. FOLLOWING THE PRESENTATION, WE'RE HAPPY TO ANSWER ANY QUESTIONS YOU MIGHT HAVE ABOUT THE SOLICITATION OR NEXT STEPS.
SO ON AUGUST 18 THE DEPARTMENT OF HUMAN SERVICES IN COORDINATION WITH PROCUREMENT ISSUED A REQUEST FOR COMPETITIVE SEALED PROPOSALS FOR CUSTODIAL SERVICES. &-ÚS
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>> COURAGE: HOW OFTEN DO WE DO A SECOND ROUND? >> DON'T KNOW SPECIFICALLY BUT PROBABLY 75% OF THE TIME WE ACTUALLY MOVE TO A SECOND ROUND WITH INTERVIEWS.
TYPICALLY ON THESE SERVICES, WHETHER IT'S CUSTODIAL OR LANDSCAPING IN NATURE.
PROBABLY MORE FREQUENTLY DON'T DO A SECOND ROUND JUST BECAUSE A LOT OF TIMES WE'RE ALSO
FAMILIAR WITH THE COMPANIES THAT ARE BIDDING AS WELL. >> COURAGE: OKAY.
THANK YOU. >> VIAGRAN: JUDY. >> YOU WERE SAYING, YOU KNOW, THE SCORING. SO THE VENDOR A AND B ARE VERY SIMILAR, RIGHT? THEY'RE LESS THAN FIVE POINTS APART. IT SEEMS, IF I'M NOT MISTAKEN, THE PRICING SEEMS TO BE BETTER WITH VENDOR B, BECAUSE THEY GOT MORE POINTS AND THEY GOT MORE SBEDA POINTS. WHAT IS ESBE REPRESENT? I KNOW --
>> SMALL BUSINESS ENTERPRISE. >> SO THE SECOND ONE GOT THOSE POINTS FOR SMALL EMERGING BUSINESS? OKAY. BUT IT SEEMS LIKE EXPERIENCE AND PROPOSAL WAS WEIGHTED HEAVIER. SO I'M ASSUMING THERE'S
FAMILIARITY THERE WITH VENDOR A AS OPPOSED TO VENDOR B? >> THERE IS ACTUALLY FAMILIARITY WITH BOTH VENDOR A AND B. I DON'T KNOW IF WE'RE ALLOWED TO SHARE -- OKAY. SO THERE'S FAMILIARITY WITH BOTH VENDOR A AND VENDOR B.
VENDOR A IN PARTICULAR DID A VERY GOOD JOB OF DEMONSTRATING PRIOR EXPERIENCE, BACKGROUND AND QUALIFICATIONS. THEY ALSO HAD A DETAILED IMPLEMENTATION PLAN AND SERVICE PLAN THAT MET THE NEEDS OF THE DEPARTMENTS THAT ARE PART OF THE SOLICITATION.
SO THEY HAD A VERY, VERY STRONG EXPERIENCE, BACKGROUND, AND QUALIFICATIONS IN SAN ANTONIO
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AS WELL AS IN OTHER LOCATIONS. AND A PRETTY DETAILED PROPOSED PROGRAM PLAN THAT WOULD ENSURE UNINTERRUPTED SERVICE AND UNIFORMITY ACROSS THE MULTIPLE FACILITIES.WE'RE TALKING ABOUT 45 FACILITIES IN TOTAL SO IT'S A PRETTY LARGE SCOPE.
AND THE PLAN THAT THEY PROVIDED WOULD ENSURE UNIFORMITY IN TERMS OF CLEANLINESS, IN TERMS
OF HAVING SUPPLIES ON HAND AND OVERALL SERVICE. >> AS OPPOSED TO THE SMALL
EMERGING BUSINESS BECAUSE THEY'RE NOT LARGE ENOUGH? >> THEY JUST DIDN'T SCORE AS
WELL IN TERMS OF THOSE PARTICULAR CRITERIA AREAS. >> OKAY.
THANK YOU. >> VIAGRAN: ANY OTHER MEMBERS? ALL RIGHT. CAN I GET A MOTION AND A SECOND TO APPROVE?
TO RECOMMEND TO THE COUNCIL. >>
MOTION. DO I HAVE A SECOND? >> SECOND.
>> VIAGRAN: WE HAVE A MOTION AND A SECOND. THERE BEING NO FURTHER
DISCUSSION, ALL IN FAVOR SAY AYE. >>
>> VIAGRAN: ALL OPPOSED SAY NO. MOTION CARRIES.
ITEM NO. 10. MADAME CLERK, PLEASE READ THE CAPTION.
>> CLERK: ITEM NO. 10 IS APPROVAL TO PROCEED WITH SCHEDULING A CONTRACT FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE SAN ANTONIO PUBLIC LIBRARY WITH CUSTODIAL SERVICES WITH AN ESTIMATED TOTAL VALUE OF $7,500,000 FOR INITIAL THREE YEARS WITH TWO ONE-YEAR OPTIONS
TO RENEW. >> GOOD MORNING, COUNCIL MEMBERS, COMMITTEE MEMBERS.
I GUESS I'M GOING TO ACKNOWLEDGE I'M NOT KATHY DONLAN.
KATHY WAS UNEXPECTEDLY OUT TODAY. I WANT TO THANK AND ACKNOWLEDGE ROSE NAVARRO, FACILITIES COORDINATOR AND JESSIE HINOJOSA WHO IS ALSO HERE TODAY, AND ASSISTANT CITY MANAGER DAVID MCCARY. I MAY NEED ANY OR ALL OF THEM, SO WE'LL SEE . SO FOR THE OVERVIEW, THE SAN ANTONIO PUBLIC LIBRARY SOLICITED PROPOSALS TO PERFORM CUSTODIAL SERVICES AT VARIOUS CITY LIBRARIES.
WE HAVE 30 CITY LIBRARY LOCATIONS. THIS IS FOR CUSTODIAL SERVICES AT 27 OF THOSE LIBRARIES. SO, FOR EXAMPLE, ONE LIBRARY IS OPERATED BY NEISD AND THEY PROVIDE THEIR OWN CUSTODIAL, SO THERE'S A FEW EXCEPTIONS LIKE THAT.
OBVIOUSLY THE CUSTODIAL SERVICES ARE ENSURING THAT THE LIBRARIES ARE CLEAN, ORDERLY, YOU KNOW, ATTRACTIVE FOR THE PUBLIC AND THE STAFF TO USE. THIS WAS A REQUEST FOR A COMPETITIVE SEALED PROPOSAL WITH A PROPOSED TERM OF THREE YEARS WITH TWO ONE-YEAR OPTIONS AND AN ESTIMATED ANNUAL VALUE OF $1.5 MILLION, $7.5 MILLION OVER THE TERM.
THE CURRENT CONTRACT EXPIRES AT THE END OF THIS CALENDAR YEAR. SO IN THIS CASE THERE WERE NINE RESPONSES, WHICH YOU CAN SEE ON THE PRESENTATION. AND THE SCORES -- SORRY.
I'VE GOT TO LOOK THIS WAY TO READ. THE -- I GUESS IT WOULDN'T MAKE SENSE TO SAY THAT THE EXPERIENCE, BACKGROUND, AND QUALIFICATIONS HAD 25 POSSIBLE POINTS, PROPOSED PLAN HAD 35. PRICE HAD 20. AND THEN, AS YOU CAN SEE, THE SBEDA POINTS THERE, AND THAT WAS THE WAY THE SCORING WAS DONE.
AS I SAID, THERE WERE INITIALLY NINE RESPONSES. THEN FOLLOWING THERE WERE INTERVIEWS WITH FOUR OF THE VENDORS, AS YOU DISCUSSED IN THE PREVIOUS PRESENTATION.
BUT IN THIS CASE THERE WAS A NEED TO HAVE INTERVIEWS WITH THE VENDORS.
AND THEN YOU CAN SEE THAT THERE WERE NEW SCORING DONE AT THAT POINT AFTER THE INTERVIEWS.
THE DUE DILIGENCE WAS DONE. THOSE WERE THE NUMBER OF VENDORS NOTIFIED.
717. 21 VENDORS AT THE PRE-SUBMITTAL CONFERENCE.
13 RESPONDED. FOUR OF EVEN OF THOSE NINE WERE DEEMED NON-RESPONSIVE AS THEY FAILED TO MEET THE SBEDA SUBCONTRACTING GOAL REQUIREMENTS.
AND AS YOU CAN SEE, NO MATERIAL FINDINGS FROM THE DUE DILIGENCE REVIEW.
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AND OF COURSE WE ARE SEEKING APPROVAL TO MOVE FORWARD. I AM HAPPY TO ANSWER ANY QUESTIONS. AS I SAID, PERHAPS WITH HELP FROM OTHERS.>> VIAGRAN: THANK YOU, DALE. NOT THAT IT'S A COMPETITION, BUT I SEE THAT Y'ALL HAD A FEW MORE AT YOUR PRE-SUBMITTAL CONFERENCE THAN THE LAST PRESENTATION.
SO WELL DONE ON GETTING THE WORD OUT THERE AND GETTING PEOPLE TO COME TO THAT
CONFERENCE. >> SURE. >> VIAGRAN: SO I'M EXCITED ABOUT THE FACT THAT WE CAN -- THAT THE LIBRARY WAS INVOLVED AND WE'LL BE PROVIDING THESE SERVICES. I KNOW THE USE AT THE LIBRARY AND THE PROGRAMMING I FEEL LIKE HAS INCREASED SINCE WE'RE KIND OF OUT OF THIS PANDEMIC AND JUST GETTING OUR BOOSTERS NOW.
I WAS THERE YESTERDAY AND THERE WAS ONE ROOM BEING USED AND THE OTHER FOR LEGOS.
I THINK IT'S IMPORTANT THAT WE MAINTAIN AND KEEP OUR LIBRARIES CLEAN AND ATTRACTIVE FOR ALL THOSE USING IT. DO ANY OF MY COUNCIL COLLEAGUES HAVE ANY COMMENTS REGARDING
THIS POST SOLICITATION? COUNCILMAN COURAGE. >> COURAGE: YEAH, I'M CONFUSED. I'M CONFUSED ABOUT THE DIFFERENCE BETWEEN THE LAST ONE AND THIS ONE. THIS TIME WE DID A SECOND ROUND AND THE LAST TIME WE DID NOT.
I UNDERSTAND THAT THE GROUP THAT LOOKED AT THE LAST ROUND SAID, OH, YEAH, WE REALLY LIKE WHAT THEY'RE DOING SO WE DON'T NEED TO GO AHEAD AND TAKE A SECOND LOOK.
BUT THIS TIME THEY'RE APPARENTLY SAYING MAYBE WE DON'T LIKE WHAT THE TOP GROUP IS DOING SO WE DO NEED TO TAKE A SECOND LOOK. THE INCONSISTENCY BOTHERS ME.
IF I WERE ONE OF THE COMPANIES THAT HAD BID, POSSIBLY ON BOTH OF THESE CONTRACTS AND DIDN'T GET EITHER ONE, I MIGHT WONDER WHAT DO I NEED TO DO TO GET A SECOND LOOK.
SO CAN YOU EXPLAIN THE DIFFERENCE BETWEEN THE TWO SITUATIONS? THEY BOTH SEEM TO BE THE EXACT SAME TYPE OF SERVICE. ADMITTEDLY CLEANING A LIBRARY
MIGHT BE DIFFERENT THAN CLEANING DHS OFFICES. >> I CAN TRY.
I DIDN'T ATTEND THE EVALUATION MEETINGS BUT I CAN POINT OUT KEY DIFFERENCES I SEE BETWEEN THE TWO EVALUATIONS. THE ONE FOR THE LIBRARY, THE MARGIN IS MUCH SMALLER.
WE'RE LOOKING AT UNDER A THREE-POINT DIFFERENTIAL ON THE INITIAL, I BELIEVE.
THE OTHER IS THE VENDORS ARE DIFFERENT. FROM AN EVALUATION STANDPOINT, I KNOW ON THE PRIOR ONE YOU JUST HEARD, I BELIEVE THERE WAS SOME FAMILIARITY WITH THE ACTUAL TOP-RANKED VENDOR BUT IN THIS ONE THE TOP TWO ARE DIFFERENT FROM THE PRIOR EVALUATION. I DON'T KNOW IF THE EVALUATION TEAM AT THE LIBRARY WAS FAMILIAR WITH THAT TOP-RANKED VENDOR OR NOT. CERTAINLY WHEN YOU LOOK AT THE INITIAL AND THERE WAS SOME ADDITIONAL FACTORS THAT WERE CONSIDERED IN THE SECOND PHASE OR THE SECOND EVALUATION. BECAUSE YOU SAW THE TWO FLIP BETWEEN A AND B.
CAN'T ANSWER YOUR QUESTION DIRECTLY, OTHER THAN BASED ON EACH SITUATION IS INDEPENDENT.
WHAT ONE EVALUATION TEAM SAW AND CONSIDERED VERSUS THE OTHER ONE.
THOSE ARE SOME THINGS I WOULD POINT OUT. >> CAN I ADD TO THAT, TROY? COUNCIL, TO ANSWER YOUR QUESTION, THE TOP FOUR, ANY ONE OF THE FOUR WERE THAT GOOD TO ACTUALLY DO THE WORK. SO WHEN YOU THINK ABOUT IT, IT WOULDN'T MAKE SENSE FOR US TO SAY YOU'RE THE VERY TOP SO YOU GO FORWARD. ANY OF THE FOUR.
AND QUITE NATURALLY PART OF THE COMMITTEE GOT A CHANCE TO ASK QUESTIONS AND THOSE QUESTIONS WERE VERY HELPFUL AS THEY EXPLAINED THEIR PROCESSES, THEIR EXPERIENCE, AND ALL OF
THOSE FUN THINGS. THAT WAS IT. >> COURAGE: OKAY.
WHEN I LOOK AT THE CHART FROM WHAT WE JUST APPROVED, THE TOP FOUR DIDN'T SEEM TO BE TOO MUCH DIFFERENT THAN THE TOP FOUR IN THIS MOST RECENT ONE. I JUST WORRY ABOUT THE CONSISTENCY OF HOW WE REVIEW AND IF WE'RE GOING TO MAKE SOME DECISIONS TO DO A SECOND ROUND THREE QUARTERS OF THE TIME, IF I WERE IN THAT ONE QUARTER THAT DIDN'T GET THAT SECOND-ROUND LOOK AND I WAS IN SECOND OR THIRD PLACE OR SOMETHING, I WOULD JUST WANT TO KNOW WHAT ELSE WOULD I NEED TO DO. ARE WE GOING TO GO BACK AND HELP COACH SOME OF THESE OTHER COMPANIES OR HELP THEM UNDERSTAND. I DON'T KNOW IF THEY'RE GOING TO COMPLAIN -- IF I WERE WITH ONE, I PROBABLY WOULD, BUT THAT'S JUST ME.
SORRY. THAT'S IT. >> VIAGRAN: THANK YOU.
I THINK, TROY, AS WE LOOK AND WE LOOK AT THAT SECOND INTERVIEW.
I KNOW WHEN THEY'RE THAT CLOSE IT GETS HARD. I ALSO UNDERSTAND THE POINT
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WHERE IF I'M UP FOR BID AND I KNOW THERE'S A BIG GAP BETWEEN OR THAT THE COMMITTEE THAT'S THERE, BECAUSE I THINK THE COMMITTEE HAS THEIR MIND MADE UP, I DON'T WANT TO BE CALLED BACK JUST TO CHECK A BOX. I THINK THAT'S WHAT WE NEED TO DO IN TERMS OF ASKING THE QUESTIONS, WHICH I APPRECIATE YOU ASKING, COUNCILMAN COURAGE, IS, HEY, WE HAD A DIFFERENT COMMITTEE. I KNOW DAVID WELL SO I KNOW DAVID'S GOING TO WANT TO SEE SOMEONE IN FRONT OF THEM AND KIND OF ASK THOSE QUESTIONS. WHERE OTHERS ARE LIKE I'M CONFIDENT IN THIS. THAT'S WHY WE HAVE THE COMMITTEE.ANY OTHER DISCUSSION ON THIS POST SOLICITATION? IF NOT, CAN I GET A MOTION AND A SECOND TO APPROVE? I HAVE A MOTION. DO I HAVE A SECOND? I HAVE A MOTION AND A SECOND. WITH NO OTHER DISCUSSION, ALL IN FAVOR SAY AYE.
>> ALL RIGHT. THANK YOU. WE ARE MOVING ON TO ITEM 11.
MADAME CLERK, PLEASE READ THE CAPTION. >> CLERK: ITEM NO. 11 IS APPROVAL TO PROCEED WITH SCHEDULING THREE CONTRACTS FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE PUBLIC WORKS DEPARTMENT STORM WATER DIVISION WITH ON-CALL STORM WATER CIVIL ENGINEERING SERVICES IN THE ESTIMATED TOTAL VALUE OF $20 MILLION FOR AN INITIAL
THREE-YEAR TERM WITH TWO ONE-YEAR OPTIONS TO RENEW. >> GOOD MORNING.
CHRISTY CHAPMAN AGAIN, ASSISTANT DIRECTOR OF PUBLIC WORKS.
ITEM 11 IS THE FIRST OF TWO POST SOLICITATION BRIEFINGS I'LL BE PROVIDING.
PUBLIC WORKS SOLICITED A REQUEST FOR QUALIFICATIONS FOR ON-CALL STORM WATER CIVIL ENGINEERING SERVICES THIS JULY. THE SERVICES INCLUDES PROVIDING DESIGN AND CONSTRUCTION DOCUMENTS, COST ESTIMATES, PLAN AND REPORTS FOR SPECIFIC CITY DRAINAGE PROJECTS THAT ARE FUNDED WITH STORM WATER OPERATING AND STORM WATER REGIONAL. THE TERM IS FIVE YEARS, THREE YEARS WITH TWO ONE-YEAR RENEWAL OPTIONS. THE ESTIMATED VALUE -- THANK YOU.
THE ESTIMATED VALUE IS $1.3 MILLION ANNUALLY PER CONTRACT FOR A TOTAL OF $4 MILLION ANNUALLY AND NOT TO EXCEED $20 MILLION OVER THE ENTIRE FIVE YEARS.
THE CURRENT ON-CALL CONTRACTS DID EXPIRE AUGUST 1, 2023. HOWEVER THE EXISTING CONTRACTS ARE CONTINUING TO WORK ON PROJECTS IF THEY WERE TASKED PRIOR TO THE EXPIRATION.
THE RFQ IS ISSUED IN JULY OF THIS YEAR, JULY 12, 2023. 22 SUBMITTALS WERE RECEIVED BY THE DEADLINE OF AUGUST 28. THREE FIRMS WERE SELECTED WHICH ARE HIGHLIGHTED IN THE SLIDE.
ONE EVALUATION MEETING WAS HELD WITH NO INTERVIEWS CONDUCTED. AND THE NEXT FEW SLIDES SHOW THE SCORES FOR ALL 22 FIRMS THAT SUBMITTED PROPOSALS. I THINK YOU CAN SCROLL THROUGH THEM. 203 VENDORS WERE NOTIFIED OF THE SOLICITATION.
32 VENDORS ATTENDED THE PRE-SUBMITTAL CONFERENCE. AS MENTIONED ON THE PREVIOUS SLIDE, 22 PROPOSALS WERE RECEIVED. THERE WERE NO FINDINGS DURING THE MINIMUM REQUIREMENTS REVIEW AND NO FINDINGS DURING THE DUE DILIGENCE REVIEW.
THAT CONCLUDES MY PRESENTATION. >> VIAGRAN: THANK YOU, CHRISTY. TROY, THIS MIGHT BE FOR YOU. SO WE CAN'T USE LOCAL
PREFERENCE ON THE ON-CALL CONTRACTS. >> NO, MA'AM.
THIS IS A REQUEST FOR QUALIFICATIONS, SO IT'S A STATUTORY PROCUREMENT THAT TARGETS A SPECIFIC PROFESSION, LIKE ENGINEERS, SO LOCAL PREFERENCE IS NOT AVAILABLE.
>> VIAGRAN: I MEAN, I KNOW WE HAVE STORM WATER ENGINEERS IN SAN ANTONIO.
THANK YOU FOR THAT. THANK YOU FOR THE PRESENTATION.
IN THE CONTRACT, DO WE HAVE A TIMELINE -- I KNOW WE'RE DOING, NOT THAT THESE ARE GOING TO BE BAD ACTORS -- BUT DO WE HAVE A TIMELINE FOR IF WE NEED THEM ON CALL WHEN WE GET THEM OUT THERE, WHEN WE CAN START ON THE PROJECT. IS THAT PART OF THE CONTRACT
THAT WE HAVE? >> SO THESE ARE DESIGN CONSULTANTS SO THEY WOULD BE DESIGNING THE PROJECTS. AS SOON AS WE TASK THEM, THEY PROVIDE US THE SCHEDULE.
AND WE MAKE SURE THAT IT FALLS WITHIN THE REQUIREMENTS THAT WE NEED.
DOES THAT HELP? >> VIAGRAN: NO. IT DOES.
BECAUSE IT'S ON CALL SOMETIMES THEY'RE LIKE WE'LL GET TO THAT WHEN WE CAN.
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>> RIGHT. THE TASK DOES HAVE A SCHEDULE ASSIGNED TO IT.
>> VIAGRAN: OKAY. ALL RIGHT. THANK YOU.
DO I HAVE ANY QUESTIONS FROM THE COMMITTEE MEMBERS? ALL RIGHT.
THERE'S NO OTHER DISCUSSION. CAN I GET A MOTION AND A SECOND TO APPROVE? WE'VE GOT A MOTION AND A SECOND. ALL IN FAVOR SAY AYE.
>> MOTION CARRIES. THANK YOU. ALL RIGHT.
WE ARE MOVING ON TO ITEM 12. MADAME CLERK, PLEASE READ THE CAPTION.
I THINK CHRISTY STAYS UP HERE. >> CLERK: ITEM NO. 12 IS APPROVAL TO PROCEED WITH SCHEDULING EIGHT CONTRACTS FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE PUBLIC WORKS DEPARTMENT WITH ON-CALL CIVIL ENGINEERING SERVICES IN THE ESTIMATED TOTAL VALUE OF
$24 MILLION FOR A THREE-YEAR TERM. >> CHRISTY CHAPMAN, ASSISTANT DIRECTOR OF PUBLIC WORKS. ITEM 12 IS THE LAST POST SOLICITATION BRIEFING I'LL BE BRIEFING YOU ON. THE SERVICES REQUESTED INCLUDES PROVIDING DESIGN AND CONSTRUCTION PHASE SERVICES FOR STREETS, SIDEWALKS, AND DRAINAGE PROJECTS AS WELL AS PROFESSIONAL TRAINING SERVICES NECESSARY TO DELIVER THE BOND AND OTHER NON-BOND PROJECTS.
THIS INCLUDES DESIGN SERVICES FOR HORIZONTAL PROJECTS, WHICH IS STREETS, SIDEWALKS, AND SOME DRAINAGE. THE TERM IS THREE YEARS TOTAL, NO EXTENSIONS.
ESTIMATED VALUE IS $1 MILLION ANNUALLY PER CONTRACT FOR A TOTAL OF $8 MILLION ANNUALLY AND $24 MILLION TOTAL OVER THE THREE YEARS. THE CURRENT ON-CALL CONTRACTS DID EXPIRE IN LATE AUGUST 2023. THE EXISTING FIRMS ARE WORKING ON PROJECTS THAT THEY WERE TASKED PRIOR TO THE EXPIRATION.
THE RFQ WAS ISSUED IN JULY OF THIS YEAR, JULY 23. 38 SUBMITTALS WERE RECEIVED.
EIGHT FIRMS WERE SELECTED, WHICH ARE HIGHLIGHTED IN YELLOW.
ONE EVALUATION MEETING WAS HELD WITH NO INTERVIEWS NECESSARY. THE NEXT FEW SLIDES SHOW THE SCORES OF ALL 38 FIRMS THAT SUBMITTED PROPOSALS. 188 VENDORS WERE NOTIFIED OF THE SOLICITATION. 51 VENDORS ATTENDED THE PRE-SUBMITTAL CONFERENCE.
AS MENTIONED ON THE PREVIOUS SLIDES, 38 PROPOSALS WERE RECEIVED.
THERE WERE NO FINDINGS DURING THE MINIMUM REQUIREMENTS AND NO FINDINGS DURING THE DUE
DILIGENCE REVIEWS. THANK YOU. >> VIAGRAN: OKAY.
THIS IS OUR LAST ITEM. I THINK THE ONLY QUESTION I HAVE, BECAUSE THE DIFFERENCE ON THE EIGHT THAT WERE SELECTED IS EXPERIENCE WITH SAN ANTONIO REGION AND PAST PERFORMANCE.
ON SLIDE NO. 3. SO DOES THIS MEAN THEY'VE BEEN WORKING IN OTHER REGIONS?
IS THAT WHAT IMPACTED THEIR SCORE? >> WELL, IT COULD A REGION COULD INCLUDE NOT JUST THE CITY BUT THE COUNTY. IT COULD INCLUDE SOME SCHOOL DISTRICTS, SOME OTHER PUBLIC AGENCIES. SO THEY MAY HAVE EXPERIENCE IN THOSE AREAS, JUST NOT WITH THE CITY. IT JUST DEPENDS.
>> VIAGRAN: OKAY. ALL RIGHT. BECAUSE THERE IS A BIT OF A DIFFERENCE BETWEEN VENDOR A AND H ON THAT. BUT OTHER THAN THAT, I DON'T HAVE ANY QUESTIONS. DO ANY OF MY COUNCIL COLLEAGUES HAVE QUESTIONS REGARDING THIS ONE? OR MY COMMITTEE MEMBERS? IF I CAN GET A MOTION -- IF THERE'S NO OTHER DISCUSSION, IF I CAN GET A MOTION AND A SECOND.
JUDY HAS GIVEN ME THE MOTION. PHIL HAS GIVEN ME THE SECOND. WE HAVE A MOTION AND A SECOND.
ALL THOSE IN FAVOR SAY AYE. >> AYE. >> VIAGRAN: ANY OPPOSED? ALL RIGHT. WELL, THAT IS IT. SO THE TIME IS NOW 10:54 AND THE MEETING IS NOW ADJOURNED. THANK YOU.
* This transcript was compiled from uncorrected Closed Captioning.