* This transcript was created by voice-to-text technology. The transcript has not been edited for errors or omissions, it is for reference only and is not the official minutes of the meeting. [00:00:01] COUNCIL MEMBER SANDOVAL HERE. COUNCIL MEMBER PERRY. HERE. CITIZEN MEMBER SOTO. CITIZEN MEMBER TREVINO AND CHAIR, COURAGE PRESENT CHAIR. WE HAVE A QUORUM. THANK YOU, TINA. OKAY. WELCOME EVERYBODY. WE APPRECIATE YOUR PATIENCE. UH, WELCOME TO THE AUDIT AND ACCOUNTABILITY COMMITTEE MEETING OF NOVEMBER 17TH, 2020. UH, WE HAVE A, A PRETTY LENGTHY AGENDA, HOWEVER, UH, QUITE A FEW OF THESE ITEMS ARE ON CONSENT. UH, I HOPE ALL OF THE COMMITTEE MEMBERS HAVE HAD AN OPPORTUNITY TO REVIEW THE AGENDA AND ALL OF THE ITEMS ON IT AHEAD OF TIME. I'LL JUST REVIEW OUR CONSENT AGENDA [CONSENT AGENDA] PRETTY QUICKLY. WE HAVE SOME PRES SOLICITATION, HIGH PROFILE ITEMS. UH, NUMBER ONE, CITYWIDE OUTSIDE AND BUILDING PLANT VERTICAL HORIZON CABLING. UH, ITEM TWO IS, UH, NATURAL CREEKWAY MAINTENANCE. ITEM THREE IS PAGING MODERNIZATION. ITEM FOUR IS SPECIALIZED AIR CONDITIONING MAINTENANCE REPAIR FOR IT SPACES. ITEM NUMBER FIVE IS ON CALL CITYWIDE TRAFFIC SIGNAL OPTIMIZATION. ITEM NUMBER SIX IS WOODLAWN LAKE, MULTI-GENERATIONAL CENTER. ITEM NUMBER SEVEN IS AUDIT, AUDIT OF, UH, ANIMAL CARE SERVICES, DRUG INVENTORY. UM, ITEMS THREE THROUGH SIX ARE POST SOLICITATION. SO ALL OF THOSE REPRESENT OUR CONSENT AGENDA. UH, JUST SO YOU KNOW, THE POSTS, SOLICITATION AGENDA ITEMS WILL BE RECOMMENDED FOR COUNSEL FOR THEIR APPROVAL. ALL OTHER CONSENT AGENDA ITEMS ARE, UH, BRIEFING AND, UH, AN ACCEPTANCE OF THE IN THE INTERNAL AUDIT. SO THAT'S THE CONSENT AGENDA. WE HAVE, UH, SEVERAL ITEMS FOR INDIVIDUAL CONSIDERATION, BUT I WOULD ENTERTAIN A MOTION RIGHT NOW TO APPROVE THE CONSENT AGENDA UNLESS THERE'S ANY, UH, CHANGES, ANY, UH, AGENDA ITEMS PEOPLE WOULD LIKE TO BRING FORWARD FOR INDIVIDUAL CONSIDERATION. SO MOVED. OKAY. OKAY. MOVED. AND I SEE SECONDED BY COUNCILWOMAN SANDOVAL. COULD YOU SAY THAT OUT LOUD, COUNCILWOMAN, JUST TO MAKE SURE WE RECORD IT. SECOND. THANK YOU VERY MUCH. OKAY. IT'S BEEN MOVED AND SECONDED TO APPROVE THE CONSENT AGENDA. UH, AGAIN, ANY, ANYTHING NEEDS TO BE PULLED FROM THAT FOR INDIVIDUAL CONSIDERATION. ANY QUESTIONS? OKAY. I SEE NO HANDS GOING UP OR ANYTHING. OKAY. ALL IN FAVOR SAY AYE. AYE. AYE. OKAY. ANY OPPOSED? SAME SIGN. NONE IN OPPOSITION. THE CONSENT AGENDA IS APPROVED. THANK YOU MEMBERS. OKAY, NOW WE HAVE SOME ITEMS FOR INDIVIDUAL CONSIDERATION. THE FIRST TWO ARE PRES SOLICITATION, I PROFILE BRIEFINGS. UH, THE FIRST ONE, ITEM NUMBER EIGHT, [8. 20-6408 Web-Based Uniform Commissary System [María Villagómez, Deputy City Manager; Charles N. Hood, Fire Chief]] IS WEB-BASED UNIFORM COMMISSARY SYSTEM. AND I THINK WE'LL BE HEARING, UM, A CITY STAFF MEMBER ON THAT WHO'S GONNA BE DOING THAT WITH US TODAY. UH, I WILL BE MR. CHAIR. THIS IS DEPUTY FIRE CHIEF CHRIS MONIER. OKAY, WELCOME. THANK YOU. I'LL BE PRESENTING ON BEHALF OF CHIEF, UH, CHARLES HOOD. GO AHEAD. OKAY. UH, GOOD MORNING EVERYONE. AGAIN. I AM, UH, DEPUTY FIRE CHIEF CHRIS MONIER, SAN ANTONIO FIRE DEPARTMENT, AND WE HAVE A BRIEF, UH, BRIEF PRESENTATION HERE THIS MORNING. UH, PRE SOLICITATION BRIEFING FOR THE WEB-BASED COMMISSARY. AND THIS IS FOR OUR, OUR UNIFORMS FOR THE SAN ANTONIO FIRE DEPARTMENT. NEXT SLIDE, PLEASE. SO, I'LL GIVE YOU A BRIEF OVERVIEW. UH, WE'RE LOOKING FOR A QUALIFIED RESPONDENT TO PROVIDE A REAL-TIME WEB-BASED COMMISSARY FOR OUR UNIFORMS. UH, THIS INCLUDES ALL ITEMS, OUR REGULAR, UH, DAY-TO-DAY DUTY, UNIFORMS, BOOTS, HATS, UH, PERSONAL, UH, TOOLS THAT WE USE. UM, EVERYTHING FROM DRESS UNIFORMS TO WORK OUT A TIRE. UH, THIS ALSO INCLUDES, UM, EMBROIDERY SILK SCREENING OF OUR EMBLEMS, UH, HEAT PRESSING. AND, UH, IT WILL INCLUDE A, UH, COMPUTERIZED TRANSACTION SYSTEM. SO IT'S A, IT'S A WEB-BASED SYSTEM WHERE WE ORDER OUR UNIFORMS ONLINE AND THEY'RE SHIPPED TO, UH, US INDIVIDUALLY, UH, SOLICITATION TYPE. IT IS AN R F P. UH, OUR PROPOSED TERMS, AS YOU CAN SEE THERE, IT'S A FIVE YEAR WITH TWO ONE YEAR RENEWAL OPTIONS. ESTIMATED VALUE OF THE CONTRACT FOR THE FULL, UH, TERM IS $6.95 MILLION. [00:05:02] AND THE, UH, CURRENT CONTRACT EXPIRES SEPTEMBER 30TH OF, UH, 2021. WE DID GET A ONE YEAR EXTENSION ON OUR CURRENT CONTRACT, UH, DUE TO COVID SO THAT WE COULD, UH, PREPARE THIS, UH, R F P FOR THE NEXT ROUND. UH, NEXT SLIDE PLEASE. SO, FOR OUR OUTREACH, UH, YOU CAN SEE THERE THE N I G P CODES THAT HAVE BEEN IDENTIFIED. THERE'S A NUMBER THERE, UNIFORMS, INVENTORY, SER INVENTORY SERVICES, REPAIRS, ALTERATIONS, ALL THAT, UH, WILL BE INCLUDED. UM, THERE'S ALSO AN ITEM THERE. IT SAYS CAMPING EQUIPMENT THAT MIGHT LOOK A LITTLE BIT ODD, BUT WE DO HAVE SOME ITEMS, UH, SLEEPING BAGS AND THINGS LIKE THAT, UM, THAT ARE INCLUDED IN OUR, IN OUR COMMISSARY SYSTEM. UM, YOU CAN SEE THE NUMBER OF VENDORS TO BE NOTIFIED THERE, UM, WITH A TARGETED OUTREACH. NUMBER OF 73 ADVERTISING WILL BE BE THROUGH NORMAL CHANNELS. UH, T V S A, CHANNEL 21, OUR COSTA BIDDING OPPORTUNITIES WEBSITE, HEARTBEAT, AND THE EXPRESS NEWS, UH, EVALUATION VOTING MEMBERS. THERE. AS YOU CAN SEE, UH, MARIA VILLA GOMEZ, DEPUTY MANAGER, CHIEF HOOD, MYSELF, UH, FROM, UH, OFFICE OF MILITARY AND VETERANS AFFAIRS. UH, TERRY CANEN FROM, UH, ASSISTANT DIRECTOR DEVELOPMENT SERVICES, AND, UH, JOE ARRINGTON, UH, SS A F D, WHO IS ALSO THE COMMISSARY CHAIR. NEXT SLIDE, PLEASE. THE REQUIREMENTS, UH, ARE EVALUATION CRITERIA, EXPERIENCE AND BACKGROUND QUALIFICATIONS. 30 POINTS. PROPOSED PLAN WILL BE 30 POINTS PRICING, AS YOU CAN SEE THERE, 15 POINTS. UH, SO BETA PROGRAM 10, LOCAL PREFERENCE 10, AND A VETERAN OWNED SMALL BUSINESS PREFERENCE PROGRAM WITH FIVE, UH, ADDITIONAL REQUIREMENTS. WE DO HAVE A, A SS B E CONTRACT, SUBCONTRACTING GOAL OF 11% ON THIS ONE. UH, OUR LAST CONTRACT HAD, UH, THE, UH, SUBCONTRACTING INVOLVED EMBELLISHMENTS, ALTERATIONS, UH, THOSE SORT OF THINGS WITH A LOCAL COMPANY, UH, GOAL SETTING COMMITTEE MEMBERS, AS YOU CAN SEE THERE. UH, TROY ELLIOTT, NIKKI RAMOS, NOEL HARRAN, UH, SHICHI, AND, UH, LINDA LOPEZ. GEORGE FROM, FROM, UH, UT HEALTH. NEXT SLIDE, PLEASE. HERE'S OUR TIMELINE. SO GOAL SETTING, OF COURSE, HAS BEEN DONE PRES SOLICITATION TODAY. WE DO PLAN ON RELEASING THAT AT THE END OF THE WEEK. UM, PRE-SUBMIT A CONFERENCE EARLY DECEMBER WITH A DEADLINE FOR QUESTIONS MID-DECEMBER. AND, UH, THE DUE DATE FOR THAT SOLICITATION IS THE END OF JANUARY. UM, OUR EVALUATIONS WILL BE CONDUCTED BY THE END OF FEBRUARY, AND WE HOPE TO NEGOTIATE THE CONTRACT IN MARCH, UH, POST SOLICITATION BRIEFING SOMETIME IN APRIL, GIVING US PLENTY OF TIME TO, UH, GET IT TO COUNCIL FOR CONSIDERATION IN JUNE. AND THEN THE START DATE OF THE CONTRACT WILL COINCIDE WITH, WITH THE, UH, WITH THE FISCAL YEAR, OCTOBER 1ST, 2021. NEXT SLIDE, PLEASE. AND I THINK THAT'S ABOUT IT. UH, ENTERTAIN ANY QUESTIONS YOU MIGHT HAVE. OKAY. THANK YOU, CHIEF MONIER. UH, SO WE HAVE BEFORE US, UH, UH, PRES SOLICITATION. ARE THERE ANY QUESTIONS FROM ANY OF THE COMMITTEE MEMBERS? OKAY. HEARING NONE, UH, THIS IS A BRIEFING. OH, OKAY. THANK YOU. COUNCILWOMAN, GO AHEAD. UH, THANK YOU, CHIEF FOR THE PRESENTATION. CAN YOU TELL US A LITTLE BIT ABOUT WHO'S PROVIDING THIS SERVICE NOW, AND IF YOU ANTICIPATE TO FIND A, A, SOMEONE LOCALLY FOR THIS? UH, RIGHT NOW WE'RE CONTRACTED WITH GOLF, WHICH IS A COMPANY OUT OF KENTUCKY, PRETTY LARGE, UH, COMPANY. THEY DO HAVE A LOCAL, UH, BRICK AND MORTAR, UH, WHICH IS ONE OF THE REQUIREMENTS THAT WE HAVE. AND THE SOLICITATION, UM, IT'S, UH, IT'S PROBABLY NOT LIKELY THAT THERE'LL BE A, A LOCAL COMPANY THAT WILL BE ABLE TO, TO DO IT ALL. UM, BUT WE DO HAVE THAT, UH, THAT, UH, SMALL BUSINESS PERCENTAGE THAT WE'RE HOPING TO, UH, HOPING TO GET. OKAY. UM, AND WHEN YOU SAY THAT THERE'S A BRICK AND MORTAR REQUIRED, UM, WHAT, WHAT'S THE REQUIREMENT SPECIFICALLY? SO FOR THAT BRICK AND MORTAR, UM, THE, UH, THE RESPONDENT HAS TO PROVIDE A FULL, UH, SIZING OF ALL ITEMS THAT ARE ON THE, UH, THAT ARE ON THE CONTRACT SO [00:10:01] THAT OUR, UH, UNIFORM MEMBERS CAN GO IN AND TRY ON THOSE UNIFORM ITEMS PRIOR TO, UH, PRIOR TO PURCHASING. SO THEY HAVE TO HAVE A FULL RUN WITH ALL THE SIZES, UH, SIZES AND STYLES THAT ARE AVAILABLE BY CONTRACT. UM, THEY'RE ALSO AVAILABLE, UM, YOU KNOW, MONDAY THROUGH FRIDAY, NORMAL HOURS. SO THEY HAVE TO HAVE A SEPARATE AREA. UM, IF THEY'RE PART OF A LARGER COMPANY, THEY HAVE TO HAVE A SEPARATE AREA JUST FOR S A F D TO BE ABLE TO SERVICE OUR NEEDS. AND CAN YOU TELL ME, THE, THIS QUESTION I THINK IS, IS FOR BEN, WHAT LEVEL OF DISCRETION DO WE HAVE IN THIS CONTRACT? DOES THIS, UH, BECAUSE IT'S AN, ARE WE LOOKING FOR LOWEST BIDDER? WHAT, UM, I GUESS WHAT LEVEL OF DISCRETION DOES THE CITY HAVE? YOU KNOW, YOU AND I HAVE GONE THROUGH ALL THOSE DIFFERENT CATEGORIES OF, TYPES OF CONTRACTS. UH, GOOD MORNING, COUNCILMAN YE YES. THIS IS ISN'T A REQUEST FOR PROPOSAL, SO THIS WOULD BE A SOLICITATION WHERE WE HAVE A LITTLE BIT MORE DISCRETION. SO WE'VE APPLIED, AS YOU SAW ON, UM, THE PREVIOUS SLIDE WHERE, UH, CHRIS WENT THROUGH THE SCORING CRITERIA. SO YOU'RE LOOKING AT EXPERIENCE, BACKGROUND, AND QUALIFICATIONS. YOU'RE LOOKING FOR PROPOSED PLAN, THE ABILITY TO DELIVER THIS WA WEB-BASED COMMISSARY PRICE, I BELIEVE IS ONLY, CORRECT ME IF I'M WRONG, CHRIS, 15 POINTS I BELIEVE. AND THEN, IS THAT CORRECT? THAT THAT'S, THAT'S CORRECT THOUGH. WE CAN GO BACK TO THE SLIDE, UH, IF YOU WANT TO, THERE IS, UM, THE PRICING WOULD BE ON INDIVIDUAL ITEMS. THERE IS AN ALLOTMENT, UH, THROUGH THE C B A CONTRACTUAL, UH, ALLOTMENT OF $500 A YEAR THAT, UH, THAT ALL MEMBERS RECEIVE. AND SO THE CONTRACT PRICING, THE, THE TOTAL AMOUNT IS BASICALLY BASED ON THE NUMBER OF MEMBERS AND THEN ADDITIONAL ITEMS THAT, THAT THE DEPARTMENT PURCHASES, SUCH AS, UH, BADGES FOR PROMOTIONS, BADGES FOR, UH, NEW MEMBERS, CADETS WHEN THEY GRADUATE, UM, AND THOSE SORT OF THINGS. SO THE, UH, THE, THE VALUE OF THE, OF THE, UH, OF THE CONTRACT IS BASED ON THAT. SO ANY, ANY PRICING, UH, WOULD BE MORE ON, UH, INDIVIDUAL ITEMS THAT, UH, THAT ARE ON THAT CONTRACT. THERE'S A LARGE NUMBER OF, OF SKUS YOU WOULD SAY. UM, A LOT OF NUMBER OF, UH, OF, UH, DIFFERENT UNIFORM, UNIFORM ITEMS ON THE, UH, ON THE PRICING, ON THE, UH, ACTUAL, UH, INVENTORY. SO THIS ONE, UH, AS YOU SEE HERE, THE POINTS ARE LAID OUT. SO THIS IS NOT LOW BID. THIS IS WHERE WE'RE LOOKING AT, UH, CRITERIA LIKE EXPERIENCE, BACKGROUND, QUALIFICATIONS, PROPOSED PLAN PRICING. AS IT SAYS, ONLY 15 POINTS. AND BECAUSE IT'S AN R F P, WE'RE ALSO ABLE TO APPLY S BETA INCENTIVES AND TOOLS, AS WELL AS OUR LOCAL PREFERENCE PROGRAM AND OUR VETERAN-OWNED, UH, SMALL BUSINESS PREFERENCE PROGRAM. SO ALL OF THAT TAKEN INTO CONSIDERATION WILL RESULT IN THE RECOMMENDATION THAT WE MAKE TO THE COUNCIL. SO I, UM, THANK YOU FOR, FOR EXPLAINING THAT. SO RIGHT NOW, BECAUSE OF THE, OF THE PANDEMIC SITUATION AND PEOPLE OUT OF WORK, I THINK IT WOULD BE GREAT IF WE HAD SOMEONE LOCAL WHO COULD, WHO COULD DO THIS, OF COURSE. UM, BUT WE KNOW UPFRONT THAT IT'S, THAT THAT'S UNLIKELY. SO I'M, I'M WONDERING IF THERE'S ANYTHING WE COULD DO, UM, PRIOR TO, TO GOING OUT WITH SOLICITATION TO TALK TO, UM, MAYBE LOCAL, UH, COMPANIES THAT AREN'T, THAT CAN'T QUITE DO THIS YET, BUT TO FIND OUT WHAT THEY WOULD NEED TO, TO GET THERE. UH, SO THAT PERHAPS WE COULD, AND MAYBE I'M REACHING HERE, BUT ACTUALLY CREATE JOBS FOR THIS FIVE YEAR, UH, FOR THIS FIVE YEAR CONTRACT. I DON'T KNOW HOW MANY, HOW MANY JOBS IT WOULD, YOU KNOW, IT WOULD CREATE IF, IF WE DID IT. BUT I, I THINK, YOU KNOW, WE'RE TALKING ABOUT $7 MILLION AND, AND THAT COULD BE A LOST OPPORTUNITY IF WE DON'T TRY TO LOOK FOR THAT. SO CAN YOU, CAN YOU TELL ME WHAT POSSIBILITIES WE HAVE FOR THAT? BEN AND I MAY ASK ECONOMIC DEVELOPMENT TO CHIME IN AS WELL. SO I KNOW THAT, YOU KNOW, AS PART OF THIS ABETA GOAL SETTING PROCESS, THEY LOOK AT AVAILABILITY IN OUR LOCAL MARKETPLACE. UH, IN THIS CASE, THEY APPLIED AN 11% SUBCONTRACTING GOAL. UM, YOU KNOW, AND, AND CHRIS TALKED ABOUT THE FACT THAT THEY'VE GOT MAINTAIN A LOCAL STOREFRONT. SO WE WANT TO HAVE THE ABILITY FOR OUR, UH, FIRE PERSONNEL TO GO INTO A LOCAL STORE, B SIZE, UH, BE ABLE TO, TO LOOK AT THE PRODUCTS THAT THEY OFFER. UM, WE DID APPLY SS B E PRIME POINTS HERE, UM, HOPING TO INCENTIVIZE, UH, SOMEONE LOCALLY TO, TO BID ON THIS AS A PRIME. BUT IN TERMS OF AVAILABILITY, THOSE THAT MIGHT BE ABLE TO HAVE, UH, THE CAPACITY TO DO BOTH THE WEB-BASED AND HAVE ACCESS TO THAT LARGE VOLUME OF PRODUCTS THAT, THAT THE FIRE DEPARTMENT IS, IS LOOKING FOR. I'M [00:15:01] NOT SURE. ALEX, CAN YOU MAYBE HELP ME WITH THAT ONE? ALEX, I THINK YOU'RE ON MUTE. SORRY ABOUT THAT. SO THERE'S DEFINITELY A COUPLE DIFFERENT OPTIONS, UM, IN HOW THAT, UM, LOCAL SMALL OR MINORITY OR WOMEN-OWNED BUSINESSES COULD PARTICIPATE. UM, LIKE, UH, BEN AND CHIEF MONIO MENTIONED THERE IS THE POTENTIAL, UM, BECAUSE OF THAT STOREFRONT, UM, EXPECTATION AND REQUIREMENT, THAT IS DEFINITELY AN OPPORTUNITY FOR SOME SUBCONTRACTING OF A, OF A POTENTIALLY NON-LOCAL RESPONDENT. UM, IN THE PAST, WE HAVE HAD A, UM, S BETA ELIGIBLE RESPONDENT AS PRIME. UM, THEY, THEY WERE NOT SUCCESSFUL, BUT THAT'S WHY WE STILL WANNA TRY TO ENCOURAGE POTENTIALLY THAT PARTICIPATION AT THE PRIME LEVEL IF THEY ARE ABLE TO PROVIDE ALL OF THE SERVICES REQUESTED. BUT THERE'S A COUPLE DIFFERENT WAYS THAT THAT SUBCONTRACTING, UM, EXPECTATION COULD BE MET EITHER THROUGH DIFFERENT COMPONENT PIECES THAT ARE PART OF THE CONTRACT OR THROUGH THAT STOREFRONT REQUIREMENT. HOW MANY JOBS ARE WE TALKING ABOUT? IF IT'S JUST THE STOREFRONT REQUIREMENT VERSUS THE WHOLE, UH, THE WHOLE CONTRACT? I BELIEVE THERE'S CERTAIN HOURS OR THE, THE EXPECTATION OF THE, THE STOREFRONT AVAILABILITY THAT'S ASSOCIATED WITH THIS. IF, UM, I'M NOT ENTIRELY FAMILIAR WITH THE, THE EXACT DETAILS OR THE REQUIREMENTS OF THAT, THAT AVAILABILITY THAT NEEDS TO BE THERE, UM, FOR PEOPLE TO BASICALLY, UM, GO INTO THE, AND TRY THINGS ON AND, AND LOOK AT THE DIFFERENT PIECES OF EQUIPMENT. SO I, I THINK THAT THE JOBS WOULD BE NECESSARILY ASSOCIATED TO THAT, UM, LEVEL OF, OF AVAILABILITY THAT WOULD, WOULD BE EXPECTED. SO THERE'S NO, UM, JUST A NUMBER ESTIMATE, LIKE WE EXPECT THAT THREE PEOPLE WILL HAVE FULL-TIME JOBS OVER THE COURSE OF THIS, UH, CONTRACT WITH THE STOREFRONT, BUT, YOU KNOW, WE COULD EXPECT 50 PEOPLE IF THE WHOLE CONTRACT WERE, WERE HERE LOCAL. IS THERE, CAN SOMEONE GIMME A SENSE? I, I DON'T HAVE THAT INFORMATION. CHRIS, DO YOU KNOW HOW MANY FOLKS WORK HERE LOCALLY ON THE STOREFRONT? I THINK YOU SAID IT'S MONDAY THROUGH FRIDAY, EIGHT TO FIVE, IF I HEARD YOU CORRECTLY. YES, IT IS. THE, THE STOREFRONT HERE. UM, IT'S PART OF A, UH, THE REGULAR GOLF STOREFRONT. SO THEY SELL TO THE GENERAL PUBLIC, UM, UH, PUBLIC SAFETY, YOU KNOW, UH, POLICE AND FIRE. OUR PORTION THAT'S S A F D IS KIND OF IN THE BACK. AND THEY HAVE ONE PERSON THAT'S THE SOLE REP FOR, UH, SS A F D. SO THE STORE SELLS TO ANYBODY. AND A, A BREAKOUT BREAKOUT SECTION OF THAT STORE IS, UH, DEDICATED TO S A F D. THAT'S HOW, THAT'S HOW THE CURRENT SETUP IS. OKAY, THANK YOU. UM, WHEN DOES THE SOLICITATION HIT THE STREETS? UM, IF ALL GOES WELL, IT'LL BE THE END OF THIS WEEK. OKAY. UM, THANK YOU. I MEAN, I THINK YOU GUYS HAVE DONE YOUR, YOUR JOB. UH, WELL, I, I JUST THINK THAT BECAUSE WE'RE IN A DIFFERENT SITUATION RIGHT NOW THAT THIS IS AN OPPORTUNITY FOR US TO, AND IT'S, I'M SURE IT'S NOT EASY FOR US TO BE CREATIVE ABOUT, UM, SOLICITATIONS THAT WE HAVE DISCRETION OVER AND HOW WE CAN DO A LITTLE BIT, UM, SOMETHING DIFFERENT, RIGHT, TO CREATE JOBS. I REALIZE THIS IS ALREADY ON ITS WAY OUT THE DOOR, BUT MAYBE IT'S SOMETHING WE CAN TALK ABOUT, UM, LATER. SO THANK YOU. THANK YOU, CHAIR. THANK YOU. UH, LET ME ASK, UH, THE COMPANY THAT HAS THIS NOW, FROM WHAT I'M UNDERSTANDING ALSO, UH, SUPPLIES OTHER, UH, PUBLIC SAFETY ORGANIZATIONS IN THE COUNTY. IS THAT RIGHT? UH, MR. CHAIR, I'M NOT SURE WHO THEY HAVE ACTUAL CONTRACTS WITH. UM, IT'S A, UH, GENERAL PUBLIC STORE. I KNOW THAT THEY DO, UM, PROVIDE SERVICES TO OTHER DEPARTMENTS, UH, IN THE COUNTRY. UM, BUT I'M NOT SURE EXACTLY, UH, WHO MIGHT HAVE A CONTRACT LOCALLY, SOMEBODY ELSE THAT, YOU KNOW, PUBLIC SAFETY WISE, UM, WITH THAT PARTICULAR STORE. SO ALL OF OUR STUFF, AGAIN, WE DON'T, WE DON'T, UH, WE DON'T PICK UP THE ITEMS THERE. THE ITEMS ARE SHIPPED. UH, WE ORDER THEM ONLINE THROUGH THE, AND THAT'S ONE OF THE REQUIREMENTS. IT'S A WEB-BASED SYSTEM. IT TRACKS THE, UH, OUR BALANCES THAT WE HAVE, UM, AND THEN, UH, THE ITEMS ARE SHIPPED. SO THE, THE STORE REALLY IS JUST TO HANDLE ANY KIND OF RETURN TYPE, UH, ISSUES, AND THEN OF COURSE TO, UH, TO SIZE, PROPERLY SIZE PRIOR TO PURCHASE. BUT THEY DO HAVE, LIKE I SAY, A A GENERAL, A GENERAL OPEN TO THE PUBLIC STORE THAT HAS JUST ABOUT ANYTHING, UH, PUBLIC SAFETY WISE IN THERE. [00:20:02] RIGHT. NO, I, I UNDERSTAND WHAT YOU'RE SAYING. UH, DO WE KNOW FROM PAST HISTORY IF THERE ARE SEVERAL OTHER COMPANIES, NATIONWIDE COMPANIES THAT, UH, HAVE BID ON THIS IN THE PAST THAT ARE LIKELY TO BE AVAILABLE AGAIN, I WOULD EXPECT THAT WE'LL HAVE A FEW. UM, THERE ARE, THERE ARE SOME COMPANIES, I THINK THAT, THAT THIS TYPE OF MODEL HAS BECOME POPULAR. UM, YOU KNOW, WEB-BASED, OBVIOUSLY WEB-BASED SHOPPING, UH, IS, IS IS WHERE IT IS, YOU KNOW, UM, AND THERE ARE A NUMBER OF COMPANIES THAT, THAT, UH, SHOULD BE ABLE TO PROVIDE THIS TYPE OF SERVICE. SETTING IT UP SPECIFICALLY FOR S A F D MIGHT TAKE A LITTLE BIT OF TIME FOR THEM, BUT, UH, UM, IT, IT, IT, UH, WE, WE SHOULD WE, WE SHOULD RECEIVE A, A FEW, UH, A FEW BIDS. I GUESS. LET ME ASK BEN, OR MAYBE ALEX, IS THERE A COMPETITOR WHO ALSO HAS A SIMILAR OPERATION IN THE CITY THAT WE KNOW OF? BECAUSE WE'RE SAYING THAT REQUIRE THAT THEY HAVE A, A SHOP HERE, AND, UH, YOU KNOW, IF THERE'S ANOTHER COMPETITOR THAT ALREADY HAS ONE, THEN WE'RE MORE LIKELY TO GET MORE REASONABLE COMPETITION. BUT IF WE DON'T HAVE ONE ANOTHER SIMILAR SETUP HERE IN SAN ANTONIO, THEN WHAT KIND OF COMPETITION CAN WE REALLY EXPECT? SO I WAS JUST WONDERING IF THERE ARE SOME OTHER KIND OF INSTITUTIONAL, UH, UNIFORM COMPANIES THAT ARE ALREADY PRESENT IN SAN ANTONIO THAT MAY SERVICE SOME OF THE OTHER PUBLIC SAFETY OR UNIFORMED REQUIREMENTS IN THE COUNTY THAT WE KNOW OF. ANY IDEAS FROM EITHER OF YOU? ALEX, YOU CAN JUMP IN HERE. I'M NOT AWARE SPECIFICALLY COUNCILMAN, IF THERE ARE PARTICULAR COMPETITORS HERE. I WOULD SAY THAT, UM, BASED ON MY UNDERSTANDING OF THE WAY THE R F P IS CONSTRUCTED, YOU COULD STILL HAVE NATIONAL OR REGIONAL COMPANIES BIDDING. THERE IS THAT 11% SUBCONTRACTING REQUIREMENT THAT WILL LIKELY BE THE STOREFRONT. THEY HAVE MANY OPPORTUNITIES TO PARTNER WITH LOCAL COMPANIES TO, YOU KNOW, ALLOT SOME STORE SPACE TO THIS PARTICULAR ACTIVITY AND SET IT UP TO THE FIRE DEPARTMENT'S NEEDS. SO, UH, WE'LL HAVE A PRE-SUBMIT CONFERENCE IN AROUND MID-DECEMBER, AND WE'LL CERTAINLY BE ABLE TO TALK ABOUT THAT WITH COMPANIES THAT ARE INTERESTED IN BIDDING THIS, GIVE THEM IDEAS, GIVE THEM OPTIONS, AND, AND TRY TO EXPLAIN WHAT THE REQUIREMENTS ARE. SO I THINK THERE'LL BE OPPORTUNITY TO BID THERE. UM, BUT I DON'T KNOW ABOUT ANYBODY SPECIFICALLY LOCALLY. OKAY. THANKS BEN. ANA, YOU HAD ANOTHER QUESTION. GO AHEAD. AS THANK YOU, CHAIR, I, COULD YOU GIVE ME A SENSE OF THE SCALE, I COULDN'T TELL FROM THE MEMO OR THE PRESENTATION, LIKE HOW MANY UNIFORMS ARE WE TALKING ABOUT, HOW MANY BOOTS THAT, THAT KIND OF THING? SO, UM, THAT'S GONNA ACTUALLY, IT'S GONNA VARY. SO, UM, YOU KNOW, ONE YEAR YOU MIGHT NEED MORE OF, OF ONE ITEM. YOU MIGHT NEED YOUR DRESS UNIFORM THIS YEAR AND, AND ONLY BUY, YOU KNOW, YOU MIGHT, YOU MIGHT GET SOME GOOD, UH, GOOD WEAR OUT OF A CERTAIN TYPE OF BRAND THAT YOU HAVE. AND SO YOU ONLY PURCHASE A FEW OF THOSE TYPE OF SHIRTS OR PANTS FOR THIS YEAR, AND THEN YOUR NEXT YEAR'S ALLOTMENT. THEN YOU BUY YOUR SET OF BOOTS AND WORKOUT A TIRE AND, AND TOOLS. AND SO IT, IT REALLY VARIES. WE DO HAVE, UH, A HIGH NUMBER OF BOOTS PURCHASED EVERY YEAR. UM, THERE'S A COUPLE OF SPECIFIC, UH, TYPE OF BRANDS OF, UH, SHIRTS LIKE I HAVE ON RIGHT NOW, UM, THAT ARE, THAT ARE PURCHASED EVERY YEAR. UH, T-SHIRTS ARE A BIG, UH, ITEM. THE EMBROIDERED T-SHIRTS WITH THE SS A F D ON THE BACK. UM, FIELD PERSONNEL GO THROUGH THOSE, UH, PRETTY, PRETTY QUICKLY. AND SO THAT'S PRETTY STEADY EVERY YEAR. UM, DRESS UNIFORMS LAST YEAR, UH, UNFORTUNATELY, YOU KNOW, WE HAD, UM, NUMBER OF FUNERALS AND FORMAL TYPE EVENTS WHERE DRESS UNIFORM WAS, WAS REQUIRED AND, AND, AND PART OF OUR, OUR POLICY TO MAINTAIN THOSE. AND SO THERE WAS A LARGE RUN ON, ON CLASS A UNIFORMS, UH, NEXT YEAR AND THE YEAR AFTER, THERE PROBABLY WON'T BE AS MUCH BECAUSE EVERYBODY HAS THEIR CLASS A UNIFORM AND, AND YOU KNOW, YOU DON'T REALLY NEED, UH, TO, TO PURCHASE ONE OF THOSE VERY OFTEN. AND SO THERE'S GONNA BE CYCLES, UH, WITH PURCHASES, I GUESS CHRIS OR NORBERT. DO, DO ONE OF Y'ALL HAVE THE, I MEAN, WE, WE CREATED THE ESTIMATE FOR THE ANNUAL SPEND ON THIS, SO WE ASSUMED, YOU KNOW, CERTAIN NUMBER OF EITHER UNIFORMS, BOOTS. I KNOW IT'S GONNA VARY, CHRIS, TO YOUR POINT, DEPENDING UPON WHAT PEOPLE NEED. BUT I THINK HER QUESTION MAY BE MORE JUST KIND OF BALLPARK. WHAT ARE WE TALKING ABOUT IN TERMS OF UNIFORMS, UH, THAT KIND OF SPEND? WELL, THEY'RE GONNA SPEND USUALLY THE FULL ALLOTMENT AND SO, UM, OR, OR, OR PRETTY CLOSE TO IT EVERY YEAR. AND SO, UM, AGAIN, THAT'S A, THAT'S A, A, C, [00:25:01] B, A CONTRACTUAL, YOU KNOW, $500. AND SO, UM, IT'S GONNA BE A, IT'S GONNA BE DIFFERENT, DIFFERENT ITEMS, UH, EVERY YEAR, YOU KNOW, THAT, THAT ARE PART OF THAT FULL LIST. WAS THAT JUST AN AVERAGE SPEND THAT WE CAME UP WITH ON THE CONTRACT VALUE? OR DID WE, WE JUST, DID WE JUST USE AVERAGE SPEND OR DID WE USE QUANTITIES? WELL, WE TOOK THAT, WE BASED IT ON THAT $500, AND THEN WE TOOK THE, UH, SO THAT WAS THE STARTING POINT. 'CAUSE YOU EXPECT THAT THE, UH, UNIFORM PERSONNEL WILL USE THAT FULL ALLOTMENT. AND THEN WE HAVE A FEW EXTRA ITEMS. SO WE HAVE A CADET CLASS COME THROUGH. UM, YOU HAVE SOME OVERLAP OF, OF, UH, PERSONNEL THAT ARE RETIRING VERSUS THE CADETS THAT COME ON. AND SO YOU, WE HAVE TO ALLOW FOR THAT. AND THEN, UM, THERE'S SOME ITEMS THAT THE CITY PURCHASES, UH, AS FAR AS BADGES AND THOSE SORT OF THINGS. UM, FOR PROMOTIONS, FOR PROMOTIONS AND, UH, NEW EMPLOYEES. AND SO THAT WAS BUILT INTO THE AMOUNT. SO COUNCILMAN, IT SOUNDS LIKE WE USE DOLLARS TO AVERAGE THE PROJECTED COST OF THE CONTRACT, BUT WE CAN CERTAINLY GO BACK. I THINK WE CAN PROBABLY GO BACK AND PULL KIND OF WHAT WE SPENT THE LAST COUPLE OF YEARS THROUGH THE COMMISSARY. I'M SURE THEY HAVE THAT AVAILABLE. WE CAN SEND THAT. WE, WE HAVE THAT. WE HAVE THE, WE HAVE THE NUMBERS AND THE, THE MOST, UM, YOU KNOW, THE HIGHEST, HIGHEST NUMBER OF ITEMS, LIKE I SAID, A CERTAIN TYPE OF SHIRT, A CERTAIN, UH, UH, LIKE I SAID, LAST YEAR, ONE OF THE LARGEST, UH, UH, DOLLAR WISE, UH, UH, PURCHASES WAS THE CLASS A UNIFORMS. AND SO YOU SAW A LOT OF THAT ON LAST YEAR'S, LAST YEAR'S NUMBERS, THE YEAR BEFORE, IT'S GONNA BE DIFFERENT BECAUSE, UM, THERE WASN'T MANY THAT MANY, UH, UNIFORM PERSONNEL BUYING THOSE, THOSE DRESS UNIFORM, THOSE DRESS UNIFORMS. AND SO WE HAVE SOME AVERAGES AS FAR AS, UM, AS FAR AS TYPE, UNIFORM TYPE AND THINGS LIKE THAT. BUT, BUT REALLY IT'S BASED ON THAT, ON THAT $500 SPEND. SO LET ME, UH, MAKE SURE I UNDERSTAND. SO IF EACH, UH, POLICE OFFICER, AND, AND SORRY IF EACH, UH, FIREFIGHTER AND CADET HAVE $500, THEY CAN USE THAT AS CREDIT TO EITHER PURCHASE A UNIFORM OR BOOTS OR, OR WHATEVER THEY WANT, RIGHT? CORRECT. BUT I, I GUESS I DON'T KNOW HOW THAT TRANSLATES IN PRICES INTO WHAT'S, WHAT'S BEING SOLD. SO IF YOU COULD GIVE ME A BALLPARK OVER THE COURSE OF FIVE YEARS, YOU WOULD EXPECT, YOU KNOW, 2000 CLASS A UNIFORMS OR, OR WHATEVER THAT IS, BECAUSE I REALLY FEEL LIKE I, I STILL DO NOT HAVE AN ANSWER TO MY QUESTION RIGHT NOW. YEAH, I, I, I UNDERSTAND WHAT YOU'RE LOOKING FOR, UH, COUNSEL AND WE'LL, WE'LL WORK ON, AND WE'LL PULL THE HISTORY ON THE, ON THE CURRENT CONTRACT AND WE'LL PUT THAT TOGETHER FOR YOU. I'LL SEND THAT YOU GET THOSE NUMBERS. WE HAVE THOSE NUMBERS. THANK YOU. THANK YOU. APPRECIATE IT. THANKS. THANKS, BEN. THANKS CHIEF. OKAY, THANK YOU, COUNCILWOMAN. THANK YOU CHIEF. UH, ARE THERE ANY OTHER QUESTIONS? OKAY, THIS WAS JUST A BRIEFING ON THIS ITEM. SO NOW WE'LL MOVE ON TO [9. 20-4666 Job Order Contracting Program [Roderick Sanchez, Assistant City Manager; Razi Hosseini, Director, Public Works]] ITEM NUMBER NINE, WHICH IS A JOB OR A CONTRACT PROGRAM. AND, UH, WE'LL BE GETTING PRESENTATION WHO'LL BE DOING THAT WITH IT. I'LL BE DOING IT. CHRISTIE, DENNIS IS PROVIDING PRESENTATION. OKAY, PROCEED. THANK YOU. OKAY. CAN YOU HEAR ME NOW? YES. OKAY, GREAT. SO GOOD MORNING CHAIR AND COUNT AND COMMITTEE MEMBERS. I WILL BE PRESENTING ON THE PRE SOLICITATION BRIEFING FOR THE JOB ORDER CONTRACTING PROGRAM. SO BEGINNING ON SLIDE TWO, I DO, OH, THERE WE GO. OKAY. THANK YOU, LAUREN. SO BEGINNING ON SLIDE TWO, THE PROJECT AND SOLICITATION OVERVIEW. SO THE PUBLIC WORKS DEPARTMENT, WE ARE SEEKING A COMPETITIVE SEAL PROPOSAL FOR JOB ORDER CONTRACTING [00:30:01] SERVICES. THESE ARE FOR VERTICAL TYPE PROJECTS. SO THOSE WOULD BE FOR BUILDINGS AND PARKS. THE SCOPE OF WORK WOULD INCLUDE INCIDENTAL DEMOLITION, CONSTRUCTION REPAIR, UM, PRIMARILY REHABILITATION. THE PROPOSED TERM OF THE CONTRACT, UM, IS ONE YEAR FOR THE INITIAL TERM WITH TWO ONE YEAR OPTIONS TO EXTEND FOR A TOTAL OF THREE YEARS. THE TOTAL ESTIMATED VALUE FOR ALL ANTICIPATED CONTRACTS WOULD TOTAL 63 MILLION. SO THAT'S FOR MULTIPLE CONTRACTS OVER THREE YEARS. FOR THE CURRENT CONTRACT STATUS, WE DO HAVE A CONTRACT UNDERWAY IN MARCH OF 2020. WE INITIATED THE FIRST EXTENSION, SO THAT EXTENSION WILL EXPIRE IN MARCH, 2021. SO WE REALIZE THAT THIS SOLICITATION, UM, MAY OVERLAP WITH THE NEED TO EXTEND, UM, THE SECOND TIME. UM, AND THE THOUGHT PROCESS IS WE WOULD GO AHEAD AND MOVE OUT WITH THE SOLICITATION, KNOWING THAT WE WANT TO GIVE SMALL BUSINESSES THE OPPORTUNITY TO COMPETE FOR THE J O CS. AND WE WOULD BE VERY TRANSPARENT WITH THE CURRENT J O C CONTRACTORS THAT IN THE EVENT THERE WERE ANY, THERE WAS ANY LAP OVER THAT WE WOULD, UM, EXPLAIN TO THEM THAT ONCE THE NEW J O C CONTRACT CAME ON BOARD, THEN THEIR CONTRACTS WOULD EXPIRE, BUT WE WOULD COMMUNICATE THAT TO THE CURRENT J O C CONTRACTORS. NEXT SLIDE. MOVING ON TO SLIDE THREE, THE SOLICITATION OVERVIEW, THE TWO PRIMARY N I G P CODES IDENTIFIED FOR SOLICITATION PURPOSES AND TO DETERMINE THE SMALL BUSINESS ARE PROVIDED, WE IDENTIFIED 309 VENDORS AND OUR CENTRAL VENDOR REGISTRY UNDER THESE CODES. UM, PUBLIC WORKS WILL ALSO PROVIDE SOME ADDITIONAL TARGET OUTREACH THROUGH ADDITIONAL EMAILS AND SMALL BUSINESS EVENTS. THERE ARE A VARIETY OF SOURCES THAT WE USE TO SOLICIT AND ADVERTISE, AND THOSE ARE LISTED UNDER THE ADVERTISING SECTION. TO THE RIGHT, WE HAVE LISTED THE EVALUATION VOTING COMMITTEE MEMBERS. UM, WE DO HAVE NINE MEMBERS LISTED THIS GO ROUND. WHAT IS DIFFERENT FROM THE LAST TIME WE SOLICITED FOR J O C IS THAT WE DID INCLUDE THREE MEMBERS FROM OUTSIDE ORGANIZATIONS. AND THE REASON WE DID THAT IS BECAUSE WE REALLY WANTED, WE DIDN'T WANT TO JUST INCLUDE CITY STAFF. WE WANTED TO, UM, GATHER THOSE DIFFERENT PERSPECTIVES AND DIFFERENT INSIGHTS SO THAT THOSE INDIVIDUALS COULD BRING TO THE EVALUATION. NEXT SLIDE. SO THEN MOVING ON TO SLIDE FOUR FOR THOSE SOLICITATION REQUIREMENTS, UM, THE EVALUATION CRITERIA IS LISTED FOR A TOTAL OF 100 POINTS. WE DID ADJUST THE EVALUATION CRITERIA FROM THE LAST SOLICITATION WE DID FOR J CS. WE PLACED MORE EMPHASIS ON THE SECOND CRITERIA, WHICH IS THE RESPONDENT'S UNDERSTANDING OF THE JOB ORDER CONTRACTING PROGRAM. BASICALLY THEIR EXPERIENCE WITH THE J S C, ESPECIALLY THAT TYPE OF WORK AND HOW THE PROGRAM OPERATES. AND THEN ALSO, UM, ECONOMIC DEVELOPMENT AND PUBLIC WORKS. WE ALSO AGREE TO PROCEED WITH SOME PRIME POINTS, SMALL BUSINESS PRIME POINTS. SO WE HAVE INCLUDED A TOTAL OF 2010 POINTS, WHICH WOULD BE MINORITY WOMEN-OWNED BUSINESS, FIVE POINTS FOR SMALL BUSINESS, AND FIVE POINTS FOR EMERGING SMALL BUSINESS. AND THEN IN ADDITION TO THE PRIME POINTS, WE ALSO INCLUDED SOME SMALL BUSINESS SUBCONTRACTING REQUIREMENTS, UM, WHICH INCLUDE THE 24% MINORITY WOMEN-OWNED BUSINESS AND THE 3% PERCENT AFRICAN AMERICAN OWNED BUSINESS. AND THEN THE GOAL SETTING COMMITTEE MEMBERS ARE LISTED ON THE SLIDE AS WELL. AND THEN MOVING ON TO SLIDE FIVE, THE LAST SLIDE, WHICH IS THE SOLICITATION TIMELINE. THIS IS OUR ANTICIPATED TIMELINE. SO THEN AFTER THE AUDIT BRIEFING, TODAY'S BRIEFING, WE ARE ANTICIPATING RELEASING THE SOLICITATION MID NEXT MONTH, MID-DECEMBER. THE PROPOSALS WILL THEN BE DUE JUST EIGHT WEEKS LATER, TAKING INTO CONSIDERATION THE HOLIDAY WEEKS THAT WE HAVE. SO IT'LL BE DUE MID-FEBRUARY. AND THEN WE ANTICIPATE RETURNING TO AUDIT, UM, THE AUDIT COMMITTEE IN APRIL OF NEXT YEAR. AND THAT IS ALSO DIFFERENT FROM THE LAST SOLICITATION. UM, LAST TIME FOR THE J O C [00:35:01] V, IT WAS A CONSENT ITEM. UM, BUT, UM, WHAT'S DIFFERENT IS IT WILL BE, AGAIN, AN INDIVIDUAL ITEM WHERE WE WILL PRESENT THE RESULTS, AND THEN WE ANTICIPATE CITY COUNCIL ACTION IN MAY AND THE CONTRACT STARTING SHORTLY AFTER THAT. SO THAT CONCLUDES MY PRESENTATION. ROSIE AND I ARE AVAILABLE FOR ANY QUESTIONS THAT YOU MAY HAVE. THANK YOU. KRISTEN, CAN WE GO BACK TO, UH, NUMBER FOUR? SLIDE FOUR? MM-HMM. . AND I'D LIKE TO ASK RAZZIE OR, OR CHRISTIE, WHAT'S THE ALTERNATIVE FOR JOB ORDER CONTRACTING? WHAT'S OUR ALTERNATIVE WITHIN PUBLIC WORKS? SURE. SO THE PURPOSE OF THE JOB ORDER CONTRACT, REALLY, IT'S THE, IT'S THE EASE, IT'S THE AVAILABILITY. IF YOU HAVE A PROJECT THAT IS A MINOR PROJECT, IT'S A RENOVATION PROJECT. UM, IF YOU DON'T HAVE A TASK ORDER TYPE PROJECT LIKE A J O C, YOU HAVE TO INDIVIDUALLY SOLICIT FOR THAT PROJECT, AND THAT TAKES TIME. SO IT'S JUST, UH, ABOUT BASICALLY THE EASE OF HAVING A CONTRACT THAT YOU CAN EXECUTE THE PROJECT FAIRLY QUICKLY. UM, THAT'S ESSENTIALLY THE PRIMARY PURPOSE OF IT. YEAH, COUNCILMAN MORE. WHEN WE USE JOCK ORDER CONTRACT, WE DON'T HAVE TO DESIGN THE PROJECT. WE DON'T HAVE TO ADVERTISE THE PROJECT. IT SAVES MONEY AND TIME. AND ALSO MOST OF THE TIME THIS JOB CONTRACTOR BUILD RELATIONSHIP WITH THE DEPART , OR WHAT I MEAN, GOOD NUMBER OF THE JOCK WORKS FOR LIBRARY AND THEY HAVE RELATIONSHIP. THEY KNOW HOW LIBRARY FUNCTION. WE DON'T HAVE TO BRING SOMEBODY CREATE MAJOR ISSUE. I KNOW COUNCIL BOWMAN AND WAS CONCERNED ABOUT THE QUALITY OF THE WORK. WE MAKE SURE THIS CONTRACT IS COMFORTABLE WORKING ON DIFFERENT, LIKE, UH, WE USE SOME OF THESE IN A PARKS PROJECT WE USE SOMETIME IN FIRE STATION. WE WANNA MAKE SURE THE CLIENT DEPARTMENT AND THE CONTRACTOR THEY REALLY WORK TOGETHER WITH. OKAY, THANK YOU RAZZI FOR EXPLAINING THAT. AND I WOULD CONCUR WITH COUNCILWOMAN SANDOVAL AND WHAT SHE MAY HAVE SAID ABOUT THE QUALITY OF SOME OF THE WORK. I'VE HAD NUMEROUS CONSTITUENTS CALL MY OFFICE ABOUT THE QUALITY OF THE WORK, WHETHER IT WAS SIDEWALKS OR STREETS, UH, AND THINGS OF THAT NATURE. UH, I'LL GIVE YOU AN EXAMPLE, UH, IN MY DISTRICT RIGHT AROUND THE CORNER FROM MY HOUSE, WE HAD A, A ROAD THAT WAS REDONE ABOUT TWO MONTHS AGO AND THEY STILL HAVEN'T COME AND REPAINTED THE, THE STRIPES IN IT, THINGS LIKE THAT. SO, UH, I WONDER HOW WELL YOU GRADE THE QUALITY OF THE WORK THAT'S BEING DONE IN THESE JOB ORDER CONTRACTS SO THAT WE DON'T BRING BACK PEOPLE WHO HAVE, UH, LESSER QUALITY OR MORE COMPLAINTS ABOUT THEIR WORK. COUNCILMAN, WE HAVE NUMBER OF THE WAY WE DO THE PROJECT, WE DO BID DESIGN, BUILD COMPETITIVE SEAL PROPOSAL, JOB ORDER, CONTRACT JOB ORDER CON CONTRACT. THE BENEFIT IT HAS IS THEIR PRICE IS VERY SMALL FACTOR ON SELECTING THE CONTRACTOR ON LOW BID. UNFORTUNATELY, WHEN THEIR PRICE IS LOW AND THEY PROVIDE, PROVIDES BONDING, AND WE KIND OF GO WITH THEM. BUT THIS KIND IS IF, IF WE DON'T HAVE A GOOD EXPERIENCE WITH THEM, WE DON'T HAVE TO SELECT THEM AND WE GET VERY CLEAN INPUT FROM THE DEPARTMENT. THEY MOSTLY, THEY WORK IN THE FACILITY IN THE BUILDING. THEY DON'T REALLY WORK ON THE ROADWAY JOB OR CONTRACT. AND WE GET VERY GOOD INPUT FROM ANY DEPARTMENT THEY PROVIDE THIS CONSTRUCTION SERVICES. OKAY. WELL, THANK YOU RAZZI, AND, UH, CHECK OUT HEIMER ROAD FOR ME. OKAY. I WILL DO THAT. THANK YOU. AND THEN, UM, I'M OPEN FOR ANY OTHER QUESTIONS. ANY OTHER COUNCIL MEMBERS HAVE ANY CONCERNS OR ISSUES? YES. OKAY. HEARING NONE. WAIT, UH, OH, COUNCILMAN PERRY. OKAY. SORRY. DIDN'T MEAN TO NOT, CAN'T FOR YOU. COUNCIL, GO AHEAD. YEAH, I CAN SEE YOU. OKAY, GOOD. ALL RIGHT. UH, YEAH, I'VE GOT A FEW QUESTIONS. LET'S GO BACK TO, UH, SLIDE THREE. ALL RIGHT, THANK YOU. THANK YOU, LAUREN. I, I THINK, UM, NO, MAYBE IT WAS SLIDE TWO. OKAY. YEAH. UM, ALL RIGHT. ARE Y'ALL, ARE Y'ALL REALLY COMFORTABLE WITH, YOU KNOW, THIS IS A LOT OF WORK TO PUT THESE PARTICULAR JOCK CONTRACTS TOGETHER. IT'S A LOT OF EVALUATIONS, UM, A LOT OF WORK, AND I'M, I'M JUST LOOKING AT THE, UH, PROPOSED TERM, UH, A ONE YEAR [00:40:02] WITH TWO OPTION YEARS. UH, I, YOU KNOW, I'M A LITTLE CONCERNED ABOUT THAT, THAT WE'RE MAKING IT FOR THAT SHORT OF A PERIOD OF TIME IN GOING THROUGH THIS LONG PROCESS, NUMBER ONE. BUT ALSO, YOU KNOW, IS IT WORTH IT FOR A CONTRACTOR TO GO IN WITH THIS OPPORTUNITY FOR THAT SHORT OF A PERIOD OF TIME? I PERSONALLY, I WOULD LIKE TO SEE A LONGER PERIOD OF TIME FOR THIS, UM, MAYBE A FIVE YEAR, YOU KNOW, UH, TWO YEAR INITIAL TERM WITH THREE OPTION YEARS OR SOMETHING LIKE THAT. UM, I, I'M JUST CONCERNED ABOUT WE'RE PUTTING IN A LOT OF EFFORT DOING THIS, AND, YOU KNOW, THERE'S A POSSIBILITY THAT IT COULD ONLY BE A ONE YEAR, ONE YEAR TERM FOR WHATEVER REASON. SO, UM, I'D REALLY LIKE FOR Y'ALL TO TAKE ANOTHER LOOK AT THAT. IS THIS, IS THIS REALLY THE RIGHT THING TO DO, ESPECIALLY RIGHT NOW IN TURNING OVER OR POTENTIALLY TURNING THIS OVER AGAIN, A WHOLE NEW CONTRACT WITHIN THREE YEARS? UH, CAN, CAN YOU TALK TO THAT A LITTLE BIT? RAZZI? YES, CO COUNCILMAN, LET ME ADDRESS THAT. FIRST OF ALL, I PERSONALLY LIKE LONGER TERM BECAUSE WE DON'T HAVE TO GO THROUGH THIS PROCESS, BUT IT REALLY ELIMINATE THE ABILITY OF THE NEW UPCOMING CONTRACTOR TO BE DONE THIS PROJECT FOR ANOTHER FIVE YEARS. SECONDLY, IN CONSTRUCTION, YOU REALLY DON'T KNOW HOW PRICE IS, IS GOING TO BE, THEY'RE GOING TO GIVE US HIGH PRICE, NOT KNOWING WHAT WILL BE THE PRICE OF THE MATERIAL. IN THIRD YEAR AND FOURTH YEAR AND FIFTH YEAR, WE END UP PAYING HIGH PRICE FROM THE BEGINNING OF THE CONTRACT, THEREFORE, AND WE HAVE THIS DONE, THIS ONE FOR LAST 20 YEARS, TRIGGERS REALLY WORKS FOR US. EVEN WE HAVE TO GO, I AGREE WITH YOU, ADDITIONAL WORK, BUT IT'S WELL WORTH IT. WELL, I, AND I HEAR YOU, WHAT YOU'RE SAYING, AND PRICE FLUCTUATES YEARLY, NOT OVER FIVE YEARS, BUT, UH, YOU CAN BUILD THAT INTO YOUR PROPOSAL MODEL BASED ON POTENTIAL. UH, WELL, INFLATION RATES AND THINGS LIKE THAT OVER TIME. AND, UH, WE'RE EXPERIENCING, UH, GROWTH IN, IN MATERIAL, UH, PRICING. UH, THERE'S BEEN DECREASES AS WELL. SO THAT, BUT THAT O THAT AVERAGE IS OVER TIME. AND I HEAR YOU ABOUT GIVING ADDITIONAL OPPORTUNITIES TO, UH, OTHER BUSINESSES. I UNDERSTAND THAT. BUT AGAIN, UH, EVERY, IT SEEMS LIKE EVERY YEAR WE'RE OPENING THIS UP AND WE HAVE A LOT OF REPEAT, UH, CONTRACTORS FOR THE LAST, I MEAN, WHAT HAPPENED THIS LAST TIME? I THINK THE MAJORITY OF THE, UH, CONTRACTORS WERE REPEAT CONTRACTORS FROM BEFORE. THERE WAS A FEW NEW ONES IN THERE, BUT THE MAJORITY WERE ACTUALLY THOSE THAT WON IT BEFORE. SO, YOU KNOW, I, I KIND OF SET THAT ARGUMENT TO THE SIDE BECAUSE THOSE THAT KNOW HOW TO, JUST LIKE WHAT YOU WERE SAYING, KNOW HOW TO OPERATE WITH THE CITY, ARE USED TO THE PROPOSAL PROCESS OR HAVE GOOD QUALIFICATIONS, THEY'RE GONNA REPEAT THE CONTRACT, THEY'RE GONNA GET ANOTHER ONE. SO I'D REALLY LIKE FOR Y'ALL TO TAKE ANOTHER LOOK AT THAT, UM, AND FLESH THAT OUT, AND I'D BE HAPPY TO SIT DOWN AND TALK WITH Y'ALL ALSO ABOUT THAT. BUT, UM, I'D REALLY LIKE FOR Y'ALL TO TAKE ANOTHER LOOK AT THAT, ABOUT THE TIMING AND THE LENGTH OF THIS CONTRACT. UH, I, I'D PERSONALLY, I'D LIKE TO SEE IT A LITTLE BIT LONGER THAN THAN THREE YEARS BECAUSE OF THE REASONS THAT I MENTIONED. WE EVEN DO THAT, COUNCILMAN. OKAY. AND THEN, UM, HOW ARE WE GONNA HAVE, UH, A LIMIT? YOU KNOW, USUALLY YOU GET, WHAT, 15, I THINK LAST TIME YOU HAD 13 RESPONDENTS. WE ONLY AWARDED 10. ARE WE GOING TO HAVE A LIMIT TO THIS ONE? ARE THEY GONNA KNOW RIGHT UP FRONT THAT WE'RE ONLY GONNA AWARD 10 OR 15 OR 20? OR WHAT, HOW MANY AWARDS ARE YOU GONNA HAVE ON THIS JOCK CONTRACT? I DIDN'T SEE THAT ANYWHERE. USUALLY WHEN WE GRADE THEM, WE FIND A GOOD POINT SEPARATION FROM THE ONE IS GETTING HIGHER PO HIGHER GRADING, AND THE OTHER ONE WE ARE HOPING TO BE BETWEEN EIGHT AND 10 OR SO. CHRIS, DO YOU HAVE ANY ADDITIONAL INFORMATION? CHRIS, YOU ARE MUTE. NO, RAZZI, YOU ARE CORRECT. UM, WE ANTICIPATE NO LESS THAN SEVEN CONTRACTS, BUT DEFINITELY UP TO 10 TOTAL. WELL, I REMEMBER, I REMEMBER WHAT HAPPENED IN THE LAST JOB CONTRACT WHERE, YOU KNOW, THERE WAS, UH, A LOT OF DISCUSSION [00:45:01] ABOUT THE NUMBER AND BRINGING ON ADDITIONAL CONTRACTORS. UM, YOU KNOW, DURING THE COUNCIL SESSION, I THINK IT WOULD BE MORE ADVANTAGEOUS IF WE ACTUALLY WERE UPFRONT IN THE CONTRACT DOCUMENT SAYING WE'RE ONLY GONNA AWARD SEVEN, OR WE'RE ONLY GONNA AWARD 10, SO THAT THERE'S NO, UM, YOU KNOW, THAT WE'RE, WE'RE TRANSPARENT. YOU KNOW, IF THAT'S WHAT OUR EXPECTATION IS, WE, I THINK WE SHOULD BE UPFRONT AND SAY, OKAY, WE'RE ONLY GONNA AWARD 10 CONTRACTS, AND SO THERE'S NO, UM, YOU KNOW, DISPUTES OR WHATEVER ABOUT WHERE THAT POINT DIFFERENTIAL IS, OR, UM, WELL, YOU, YOU SHOULD ADD, ADD ME TO THE CONTRACT, WHICH WOULD BE 11, OR AWARD IT TO EVERYBODY, WHICH WOULD BE 15 OR 20, THAT KIND OF THING. I, I PERSONALLY THINK WE OUGHT TO HAVE, UH, THE NUMBER OF AWARDS. AND I'VE SEEN THAT ON A, A NUMBER OF DIFFERENT SOLICITATIONS WHERE, YOU KNOW, THEY'RE ONLY GOING GONNA AWARD SO MANY ON THAT PARTICULAR CONTRACT. AND WE CAN DO THAT. COUNCILMAN, UM, WE CAN DISCUSS THAT AND PRESENT THAT DURING THE PRE-SUBMIT CONFERENCE. WE CAN DISCUSS THAT WITH THEM. OKAY. UM, YEAH, YOU COULD SAY NOT TO EXCEED 10 OR SOMETHING LIKE THAT. YEAH. YEAH. AND THEN, UM, THE OPTION YEARS, LET'S SAY YOU HAVE 10 AWARDS FOR EACH OPTION YEAR. IS THAT INDIVIDUALLY TO EACH CONTRACTOR? AND, AND FOR EXAMPLE, LET'S SAY ONE OF THE CONTRACTORS HAS A HORRIBLE RECORD AND WE'RE NOT AWARD AWARDING 'EM ANYMORE WORK, COULD WE INDIVIDUALLY SAY, OKAY, WE'RE NOT, WE'RE NOT GONNA, UH, GIVE YOU AN OPTION? OR IS THAT FOR ALL THE CONTRACTORS AT ONE TIME? NO, WE CAN CHOOSE WHICH ONES WE WANT TO EXTEND. OKAY. CONSTANT. SOMETIME THEY, THEY DON'T, MAYBE THEY DON'T WANNA EXTEND. IT'S NOT JUST US. MAYBE THEY GET ANOTHER BIG PROJECT AND THEY'RE, OR THEY DON'T, MAYBE THEY END UP NOT LIKING WORKING FOR US. THEY NEED, WHO WOULD NOT LIKE WORKING FOR YOU? RAZZY, . YOU NEVER KNOW. . ALL RIGHT ON SLIDE BACK TO SLIDE THREE, LAUREN. ALL, UM, I REALLY LIKE THE IDEA OF BRINGING ON SOMEBODY FROM INDUSTRY. UH, DOUG MCMURRAY WILL, UH, BE PERFECT FOR THAT. I'M A LITTLE, UM, WHY WOULD WE HAVE SOMEBODY FROM THE INSTITUTE OF ARCHITECTS? UM, I, I UNDERSTAND THAT SOME OF THIS IS DESIGNED BUILD, BUT THE MAJORITY OF THIS IS, YOU KNOW, UM, DOING STUFF ON A, ON A BACK OF A MATCHBOOK AND SAYING, HEY, GO CONSTRUCT THIS. SO THE MAJORITY OF THIS IS REALLY ON THE CONSTRUCTION SIDE, ISN'T IT? I WHY WOULD WE ADD SOMEBODY FROM THE INSTITUTE OF ARCHITECTS ON THIS CONSTANT MAN, SINCE WE KNOW MOST OF THIS WORK IS GOING TO BE DONE? A BUILDING, OUR THOUGHT PROCESS WAS THE ARCHITECT MAY CAN ADD SOME VALUE ON THE SELECTION COMMITTEE. OKAY, WELL, I'M ON THE CONSTRUCTION SIDE, NOT, I'D HAVE TO DEBATE THAT WITH YOU, BUT IF THAT'S WHAT Y'ALL WANNA HAVE ON, ON THERE TO HELP, HELP WITH THE SOLICITATION, UH, THAT'S FINE. UM, SLIDE FOUR. AND THAT WAS NO KNOCK TO COUNCILMAN TRAVINA. THAT'S JUST FACT . SLIDE FOUR, LAUREN. OKAY. YEAH, AND I THINK THAT'S BEEN TALKED ABOUT ALSO ABOUT PAST PERFORMANCE. UM, I'M A LITTLE CONCERNED ABOUT THAT ONLY HAVING 10 POINTS. AND IT GOES BACK TO, YOU KNOW, EVALUATING WHAT CONTRACTORS HAVE DONE IN THE PAST, THEIR RATINGS FROM WHETHER IT'S A CITY OR OTHER CUSTOMERS OUT THERE. UM, OR EVEN IF THEIR REPEAT CONTRACTORS, DO THEY HAVE A A GREAT PAST PERFORMANCE SHEET, OR ARE THERE SOME ISSUES OUT THERE? AND I, I THINK WE NEED TO SEE ABOUT READJUSTING THE POINTS A LITTLE BIT AND GIVING THAT A LITTLE BIT MORE EMPHASIS ON THIS, BECAUSE AT THE END OF THE DAY, PEOPLE ARE GONNA BE LOOKING AT THE, AT, AT THE PRODUCT AND AT THE QUALITY OF THE PRODUCT, UH, JUST AS COUNCILMAN COURAGE WAS SAYING, UM, YOU KNOW, AT THE END OF THE DAY, ARE, ARE THE CUSTOMERS GONNA BE HAPPY WITH, WITH THAT PRODUCT? SO I'D REALLY LIKE TO SEE SOME POINTS SUGGESTED AROUND TO MAKE THAT A LITTLE BIT MORE, I'D SAY 15 OR MAYBE EVEN 20 POINTS [00:50:01] FOR PAST PERFORMANCE. UM, YOU KNOW, AND WHETHER THAT COMES OUT OF, UH, THE FIRST ONE OR THE SECOND ONE, OR EVEN THE, THE S BETA PROGRAM, I THINK THE S BETA PROGRAM IS RATED A LITTLE BIT TOO HIGH. BUT THAT'S, YOU KNOW, I, I THINK Y'ALL NEED, OVERALL, I THINK THAT PARTICULAR ITEM NEEDS TO BE INCREASED. COUNCILMAN ME, TAKE A LOOK. OKAY. UM, THAT'S IT FOR ME, RIGHT, FOR RIGHT NOW. THANK YOU, SIR. HEY, COUNCILMAN, IF I CAN JUST, UH, A LITTLE BIT OF FEEDBACK AS WE LOOK AT THOSE THREE ISSUES ON THE TERM, WE CAN CERTAINLY LOOK AT THAT. I WOULD SUGGEST WE DO THAT THROUGH POTENTIAL ADDITIONAL EXTENSION YEARS. SO THAT GIVES US FLEXIBILITY THAT IF WE WANT TO GO BACK OUT TO OZZY'S POINT BECAUSE OF NEW CONTRACTORS IN THE MARKETPLACE, LOCAL CONTRACTORS, PRICING, WHATEVER, WE'LL HAVE THE ABILITY TO DO THAT. UH, SO WE CAN LOOK AT THAT. I THINK THAT WOULD BE A GOOD WAY TO MAYBE ADDRESS THAT ISSUE. UH, ON THE SECOND ISSUE, UH, RELATED TO, UH, THE NUMBER OF CONTRACTORS, UH, I, I THINK THAT ONE BECOMES A LITTLE MORE CHALLENGING FROM MY STANDPOINT. UH, FOR EXAMPLE, IF WE SAY NO MORE THAN 10, AND I'VE SEEN THIS PLAY OUT MORE, MANY TIMES, UH, SOMETIMES YOU DON'T, YOU DON'T KNOW HOW MANY CONTRACTORS ARE GOING TO GET, YOU DON'T KNOW HOW THE SCORING'S GONNA BREAK, SO YOU END UP TAKING THE TOP 10, AND NUMBER 11 IS A 10TH OF A POINT BEHIND NUMBER 10, YOU GET TO THE SAME CONVERSATION. SO MAYBE WE CAN GIVE THEM AN IDEA, A RANGE OF WE'RE TRYING TO PICK, UH, A RANGE OF CONTRACTORS BETWEEN, I DON'T KNOW, SEVEN AND 10 WITH, WITH SOME LANGUAGE INTO ALLOWING US TO ADJUST A LITTLE BIT. I THINK THAT WOULD BE BETTER, UH, BECAUSE IT GIVES US A LITTLE BIT OF LATITUDE TO LOOK AT WHERE THAT SCORING IS BREAKING. THAT WOULD BE MY FEEDBACK ON THAT SECOND ISSUE. OKAY. WELL, ON THE FIRST ISSUE, I, I TOTALLY AGREE. I I, I'M JUST SAYING TO PUT THIS MUCH EFFORT INTO A THREE YEAR, UH, JOCK CONTRACT IS, YOU KNOW, I I THINK IT SHOULD BE LONGER THAN THAT. UH, ON THE SECOND ISSUE, I'VE SEEN JOCK CONTRACTS BOTH WAYS WHERE IT'S UNLIMITED, YOU CAN AWARD AS MANY AS YOU CAN OR YOU WANT TO, UH, BASED ON THE SCORING OR THERE'S A LIMIT ON IT SO THAT THERE'S NO DISCUSSION OR THERE'S NO POTENTIAL FOR PROTESTS, THAT KIND OF THING. UM, BUT REMEMBER, THE MORE CONTRACTORS THAT YOU HAVE ON THESE, UH, THE MORE DIFFICULT IT IS TO, UM, MANAGE AND ALSO NOT ONLY MANAGE, BUT SPREAD, SPREAD THE WORK ACROSS MORE CONTRACTORS. SO, WHICH BASICALLY YOU'RE SAYING IS, OKAY, YOU GOT $60 MILLION, OR AS THE ESTIMATE FOR THIS, THE MORE CONTRACTORS YOU ADD TO THAT, THE SMALLER THE POT BECOMES. AND I CAN TELL YOU THAT CONTRACTORS LOOK AT THAT AND SAY, WELL, IT'S NOT GONNA BE WORTH IT BECAUSE THEY'RE GONNA KIND OF SPREAD THIS OUT ACROSS ALL OF US. AND AT THE END OF THE DAY, FOR US TO PUT ALL THIS IN AND BE COMPETITIVE, UH, WE'RE ONLY GONNA GET LESS THAN $3 MILLION. SO I'M NOT GONNA EVEN PUT THE TIME AND EFFORT INTO IT, WHICH WILL ACTUALLY LIMIT THE POOL OF RESPONDENTS COMING IN. SO I, I WOULD BE STILL A PROPONENT OF LIMITING IT SO THAT THEY KNOW AND THAT THEY CAN GET A BIGGER, BIGGER SHARE OR A BIGGER PIECE OF THE PIE, IF YOU WILL, IN YEAH, AND I, AND I, I AGREE WITH WHAT YOU JUST SAID. I MEAN, I THINK THAT IT MAKES SENSE. WE WANNA MANAGE A NUMBER OF CONTRACTORS. WE CERTAINLY WANT TO ALSO MAKE SURE THEY GET, THEY GET A, A FAIR AMOUNT OF WORK BECAUSE THAT'S WHY THEY'RE GOING THROUGH THIS EFFORT. UH, I WOULD SUGGEST AS WE LOOK AT THAT, MAYBE WE CAN BUILD A LITTLE BIT OF FLEXIBILITY IN THERE. WE SAY A RANGE, I'M, I'M JUST MAKING NUMBERS UP. I'LL WORK WITH RAZZIE, BUT LET'S SAY IT'S SEVEN TO 10 CONTRACTORS WITH A LITTLE BIT OF FLEXIBILITY SO THAT IF NUMBER 11 IS LITERALLY ONE 10TH OF A POINT BEHIND NUMBER 10, MAYBE WE TAKE 11, OR IF WE ONLY SEE SEVEN REALLY GOOD PROPOSALS, THEN WE'LL JUST GO WITH SEVEN BECAUSE NUMBER EIGHT IS, YOU KNOW, 10 POINTS OR 15 BEHIND, UH, BEHIND NUMBER SEVEN. IT'S JUST NOT KNOWING WHERE WE'RE GONNA GET AND WHERE THAT'S GONNA BREAK. I COMPLETELY AGREE WITH YOUR COMMENTS ABOUT MAKING SURE WE HAVE A REASONABLE NUMBER OF CONTRACTORS, BUT IF WE COULD MAYBE WORK WITH THAT A LITTLE BIT, UH, BASED ON YOUR FEEDBACK, I THINK WE CAN COME UP WITH SOMETHING. SURE. I, I'D, I'D BE HAPPY TO LISTEN TO YOUR, YOUR, UH, PROPOSAL ON THAT BECAUSE, UH, AGAIN, UH, FROM A, FROM A CONTRACTOR STANDPOINT, THE MORE MORE AWARDS YOU HAVE IN THAT SMALLER, THAT HIGH GETS AND YOU KNOW, THEY MIGHT JUST SAY, HEY, IT'S NOT WORTH IT. WORK, WORKING WITH THE CITY AND FOR THAT LITTLE OF A RETURN OR POTENTIAL RETURN. ABSOLUTELY. UNDERSTOOD. GREAT. THANK YOU, BEN. THANK YOU. COUNCILMAN ZY. LET ME, OH, GO AHEAD, ANNA. [00:55:02] THANK YOU. UH, JOHN, UM, QUESTION REGARDING, WHEN YOU TALK ABOUT A GROUP THAT ALREADY HAS EXPERIENCE WITH THE CITY AND ONE THAT DOESN'T, HOW DO YOU ACCOUNT FOR THAT? BASICALLY IF, IF YOU'VE GOT SOMEONE WHO'S ENTIRELY NEW AND HASN'T WORKED WITH THE CITY OF SAN ANTONIO, WOULD YOU JUST TAKE THE SCORE BASED ON ALL THE OTHER PIECES AND NOT ACCOUNT FOR THAT? IT JUST SEEMS LIKE IT'S, THIS IS SET UP AS A DISADVANTAGE TO ANYONE WHO HASN'T WORKED WITH THE CITY YET, RIGHT? COUNCILMAN? WE LOOK TO SEE, LET'S SAY THEY HAVEN'T DONE WORK FOR US, AND SOME OF THEM PROBABLY WILL NOT, WILL BE A FIRST TIME WE LOOK TO SEE IF, HAVE THEY DONE SIMILAR WORK? WE DON'T WANNA REALLY HIRE A ROAD CONTRACTOR TO DO THE FACILITY RENOVATION. THAT'S, WE REALLY LOOK TO SEE WHAT CAN WORK THEY HAVE DONE. AND ALSO WE HAVE OPTION TO CHECK THEIR REFERENCE TO CHECK WHAT QUALITY OF THE WORK THEY HAVE DONE. AND LAST FEW TIME WE HAD SELECTED THEM ALWAYS. WE HAD SOME NEW CONTRACTOR, THEY NEVER HAD DONE A WORK FOR US, BUT WE END UP SELECTING THEM BECAUSE THEY HAD A GOOD BACKGROUND. OKAY. I WASN'T CLEAR BASED ON THE SCORING LIST MATRIX THAT WE, AND ALSO COUNCILWOMAN, UM, SEVERAL TIMES WE'VE HAD CONTRACTORS THAT MAY HAVE NOT HAD EXPERIENCE WITH THE CITY, BUT MAY HAVE EXPERIENCE WORKING ON SIMILAR CONTRACTS FOR BEAR COUNTY OR FOR THE STATE OR FOR A LOCAL SCHOOL DISTRICT. AND WE TAKE THAT INTO CONSIDERATION AS WELL. I'M SORRY, COULD YOU SHOW THE SLIDE AGAIN WITH THE SCORING MATRIX? SO WHAT'S THE DIFFERENCE BETWEEN, UH, BULLET NUMBER ONE AND BULLET NUMBER THREE IN TERMS OF EXPERIENCE? BECAUSE WHAT YOU'RE, WHAT YOU'RE DESCRIBING TO ME IS SAYING, HEY, IF THEY DON'T HAVE BULLET NUMBER THREE, REEVALUATE THEM BASED ON THE CRITERION BULLET NUMBER ONE. WHAT I'M WONDERING IS WHAT HAPPENS TO THOSE 10 POINTS? DO THEY JUST NOT GET THEM? UM, BECAUSE THOSE TWO SEEM CONFLATED TO ME THE WAY, THE WAY YOU'RE DESCRIBING THEM, IT COULD BE THAT CASE, BUT SOME OF THE CONTRACTORS MAY HAVE EXPERIENCE WITHIN OUR REGION THAT WE WOULD TAKE INTO CONSIDERATION. SO THEY WOULD GET SOME OF THOSE POINTS. THEY JUST MAY NOT HAVE PARTICULAR EXPERIENCE WITH THE CITY. SO WE WILL RATE THEM ON THAT. SO IT'S POSSIBLE THAT IF THEY HAVE, IF THEY'RE COMING FROM, YOU KNOW, CALIFORNIA OR SOME OTHER STATE AND THEY HAVE NO EXPERIENCE WITH THE CITY OR NO EXPERIENCE WITHIN OUR REGION, IT'S POSSIBLE THAT THEY WOULDN'T GET ANY OF THOSE 10 POINTS. BUT THEY MAY HAVE, UM, SIMILAR TYPE EXPERIENCE AND THEY MAY GET VERY CLOSE TO ALL 25 POINTS IN BULLET NUMBER ONE. OKAY. UM, WELL, I, UH, I AGREE WITH, UH, COUNCILMAN COURAGE AND, AND COUNCILMAN PERRY, THAT FOR THOSE THAT DO HAVE EXPERIENCE WITH THE CITY, I THINK THAT SHOULD, UH, WEIGH, I DON'T KNOW IF IT SHOULD BE MORE THAN 10, BECAUSE THEN WE GET INTO THIS, UM, SITUATION WHERE IF THEY'VE NEVER DONE THE WORK HERE, BUT MAYBE THEY'RE GOOD CONTRACTORS, WE DON'T END UP HIRING THEM. UM, BUT I PERHAPS IT, DOES IT AFFECT, UM, THE FIRST BULLET, LIKE IF WE'VE HAD A BAD EXPERIENCE WITH THEM HERE AT THE CITY COUNCIL, LET US LOOK TO SEE HOW WE CAN WORK THIS POINT. BECAUSE COUNCILMAN PERRY HAD A SIMILAR CONCERN. I, I, I AGREE. SO I DO THINK THAT THAT'S IMPORTANT. IF WE KNOW THAT WE'VE HAD A BAD EXPERIENCE WITH SOME, WITH A CONTRACTOR, UM, WE SHOULD, UH, HAVE THE BENEFIT OF THAT INFORMATION AND EVALUATING THEM FOR, FOR A SUBSEQUENT CONTRACT. AND, UH, I, I SUPPORT THE TIMING SUGGESTION THAT COUNCILMAN PERRY SAID, AND I THINK IT'S GREAT THAT YOU HAVE SOMEONE FROM THE INSTITUTE OF ARCHITECTS ON A DESIGN BUILD, J O C SIX, THAT'S ALL. AND ONE OF THE THINGS, I GUESS RAZZIE OR CHRISTIE, UM, UM, MAYBE CORRECT ME IF I'M NOT WRONG, BASED ON THE COUNCILMAN'S QUESTION, THE FIRST BULLET IS JUST HAVE I HAD EXPERIENCE DOING PROJECTS? LIKE WE'RE TALKING ABOUT, I THINK THE THIRD BULLET, I KNOW IT SAYS EXPERIENCE WE'RE REALLY TALKING ABOUT NOW WE'RE GETTING INTO PERFORMANCE. HOW WELL DID THEY EXECUTE THAT WITH THE CITY SCHOOL DISTRICTS OR OTHER PARTIES, RIGHT? SO MAYBE, AM I READING IT WRONG? IS THAT BULLET ONE IS JUST SAYING, I'VE DONE A LOT OF THIS KIND OF WORK, YOU KNOW, EITHER WITH THE CITY OR OTHER ENTITIES ACROSS THE STATE, THE THIRD ONE GETS INTO HOW WELL DID I EXECUTE ON THOSE PROJECTS, RIGHT? [01:00:01] THAT IS CORRECT. MM-HMM. , SO WE'LL, WE'LL, WE'LL LOOK AT THAT, UM, BASED ON BOTH OF YOUR FEEDBACK, UH, AND, AND, AND WE'LL, WE'LL, WE'LL, WE'LL COME BACK, WE'LL TALK ABOUT IT SOME MORE. OKAY. LET ME ASK, UH, RAZZIE, WILL THERE BE ANY ADDITIONAL JOB ORDER CONTRACTS COMING FORWARD ANYTIME THIS YEAR? NO, SIR. THAT, THAT'S IT. OKAY. THEN IN LIGHT OF THAT, UH, WE HAVE HAD A LOT OF QUESTIONS. UH, YOU DID SAY THAT WE ARE GOING TO, OR WE'RE PROBABLY EXERCISING THE EXTENSION THAT WE HAVE, WHICH, UH, WE'LL GO INTO MARCH OF, UH, 20, WELL BEGINS MARCH OF 2021 AND GOES ON FOR ANOTHER YEAR. IS THERE ANY REASON WHY WE CAN'T REWORK THIS WITH THE INPUT YOU'VE GOTTEN FROM THE COUNCIL? MAYBE COME BACK IN A MONTH WITH AN UPDATE ON, ON WHAT YOU RECOMMEND AFTER HEARING FROM US AND LOOKING AT THIS AGAIN. IN OTHER WORDS, WE DON'T HAVE TO APPROVE THIS TODAY. I, UH, AND WE CAN MOVE FORWARD. I KNOW THIS IS JUST A BRIEFING ANYWAY. IS IT POSSIBLE TO DO THAT? OF COURSE. OKAY. SO THEN, UH, OKAY. COUNCILMAN PERRY, YOU WANTED TO ADD SOMETHING ELSE? YEAH, JUST REAL QUICKLY. AND IT WAS KIND OF TO COUNCILWOMAN SANDOVAL'S, UH, UM, COMMENTS ABOUT PAST EXPERIENCE AND HOW DO YOU GET THAT AND HOW DO YOU GET, HOW DO YOU BREAK INTO A NEW, UH, OPPORTUNITY THAT YOU DON'T HAVE THAT KIND OF EXPERIENCE WITH? AND I, I, I REALLY LIKE THEIR EXPLANATION ABOUT THE FIRST BULLET AND THIRD BULLET, BUT, UH, I HAVE CONTRACTORS COMING INTO MY OFFICE SAYING, HOW DO I GET INTO, UH, WORKING FOR THE CITY? YOU KNOW, I'VE NEVER HAD THOSE OPPORTUNITIES BEFORE. AND MY SUGGESTION TO THEM IS GET TO KNOW THOSE EXISTING CONTRACTORS THAT ARE OUT THERE RIGHT NOW AND BECOME A, DEVELOP A RELATIONSHIP WITH THEM AND SUBCONTRACT TO THEM TO GET THAT PAST PERFORMANCE SO THAT YOU DO CAN SHOW THAT, UH, WORKING RELATIONSHIP, UH, YOU KNOW, THE SYSTEM, YOU KNOW, YOU KNOW, YOU'VE DONE GOOD WORK AND, AND DEVELOP THAT PAST PERFORMANCE. SO THAT'S ALWAYS MY ANSWER TO, UM, CONTRACTORS THAT ARE LOOKING TO GET INTO THAT MARKET, BUT THEY DON'T HAVE THE PAST PERFORMANCE. THERE'S, THERE'S OTHER WAYS TO GET THAT, UM, FOR FUTURE SOLICITATIONS. THAT, THAT WAS MY ONLY COMMENT. COUNCILMAN, YOU ARE CORRECT. THEY ASK ME ALSO, ESPECIALLY MOST OF THE TIME THE DESIGNER, HOW CAN I GET JOB FROM CITY OF SAN ANTONIO? I RE BE SUB ON THE TEAM, LET US TO KNOW YOU, YOU KNOW US, THEN YOU CAN BE PRIME AND GOOD NUMBER OF THESE CONTRACTORS USED TO BE SUB FOR SOMEBODY AND NOW THEY END UP HAVING THEIR OWN BUSINESSES. OKAY. I THINK WE'VE TALKED THROUGH THIS PRETTY WELL. AND, UH, THEN OUR EXPECTATION IS THAT THIS DOESN'T ACTUALLY MOVE FORWARD UNTIL YOU SIT BACK DOWN AND KIND OF RE-LOOK AT THIS, REWORK IT AND BRING IT BACK TO US. UH, AS SOON AS YOU FEEL YOU'VE GOT ALL, UH, THE KINKS WORKED OUT OR CAN ANSWER THE QUESTIONS THAT WE'VE HAD. IS THAT THAT ABOUT RIGHT, BEN AND RAZZIE? YEAH. CHAIRMAN, WE'LL BRING IT BACK, UH, IN THE FUTURE ONCE WE'VE HAD AN OPPORTUNITY TO RE-LOOK AT SOME OF THESE ISSUES. OKAY. ALRIGHT. THANK YOU VERY MUCH. UH, WE ARE GONNA NOW [10. 20-6626 Citywide Security Systems Installations and Support [Ben Gorzell, Chief Financial Officer; Craig Hopkins, Chief Information Officer, Information Technology Services]] MOVE ON TO ITEM NUMBER 10. THIS IS A POST SOLICITATION, HIGH PROFILE BRIEFING, AND THIS IS A CITYWIDE SECURITY SYSTEM INSTALLATION AND SUPPORT. AND WE MAY BE HEARING FROM CRAIG OR SOMEBODY IN THIS DEPARTMENT, UH, I'M SURE WE HAVE A PRESENTATION ON THIS. THANK YOU CHAIR. THIS IS, UH, THIS IS CRAIG, AND UM, ALSO ON THE CALL IS OUR CHIEF SECURITY OFFICER, PATSY BOOZER, IF WE HAVE ANY QUESTIONS FOR HER. MY APOLOGY, I HAD TO STEP OUTSIDE AND BACK. MY LIVING ROOM GOT REALLY LOUD AS SOON AS IT ALL WAS ALMOST MY TURN TO TALK, SO I'M OUT IN THE BACK RIGHT NOW. BUT, UM, SO A QUICK UPDATE HERE. I WANT TO JUST MAKE SURE, UM, YOU GUYS UNDERSTAND THE SIZE AND SCOPE OF THIS PARTICULAR EFFORT. UM, THIS IS FOR SECURITY SYSTEMS ACROSS THE CITY. UH, YOU WILL SEE ANOTHER, UH, R F P COMING AND THEN A COMING MONTHS FOR SECURITY OFFICERS, WHICH IS OUR, UH, THE PERSONNEL PART OF SECURITY AS WE WORK FORWARD. BUT THIS IS FOR PRIMARILY THE SYSTEMS IN, UM, OUR FACILITIES. THERE ACTUALLY ARE FOUR SPECIFIC SYSTEMS THAT NEED TO BE SUPPORTED. AND THE REASON I, I WANNA MAKE SURE YOU UNDERSTAND THAT IS BECAUSE WHEN WE WENT TO THE MARKET, WE NEEDED TO FIND A PROVIDER WHO HAD CERTIFICATIONS AND CREDENTIALS WITH THESE VERY FOUR SPECIFIC VENDORS IN ORDER TO PURCHASE AND INSTALL AND MAINTAIN THIS EQUIPMENT ACROSS THE CITY. THOSE VENDORS ARE HIRSCH, WHICH PROVIDES PREMISE ACCESS CONTROL SYSTEMS AT 110 OF OUR LOCATIONS. AND GENETECH, THAT PROVIDES VIDEO MANAGEMENT [01:05:01] SYSTEMS AT 102 OF OUR LOCATIONS ACROSS THE CITY, BUT IT ALSO INCLUDES BOSCH, WHICH IT DOES INTRUSION DETECTION SYSTEMS. I BELIEVE SOME OF YOU MIGHT EVEN HAVE SOME IN YOUR OFFICES AND ACCESS COMMUNICATIONS, WHICH ALSO DOES SURVEILLANCE CAMERAS. SO THE INTENT HERE WAS TO FIND A VENDOR WHO HAD A BREADTH ACROSS THESE FOUR SYSTEMS, BUT HAD VERY SPECIFIC TECHNICAL QUALIFICATIONS AND CERTIFICATIONS SO WE COULD PURCHASE. SO AS YOU CAN IMAGINE, THAT KIND OF LIMITS OUR FINAL ABILITY, INCLUDE A SELECT HERE, BUT IT'S, UH, BECOMES A KEY PART OF OUR SOLICITATION. SO IF YOU CAN GO TO THE NEXT SLIDE FOR ME, LAUREN. SO, UM, ACCESS CONTROL, VIDEO SURVEILLANCE, INTRUSION ALARMS, PREVENTIVE MAINTENANCE, SERVICE AND SUPPORT OF ALL THESE SYSTEMS. IT IS THE PURCHASE, INSTALL AND SUPPORT AS WE GO FORWARD. WE DID THIS AS AN R F P. UM, IT'S ABOUT A FOUR AND A $0.6 MILLION ANNUAL CONTRACT. WE DID A THREE YEAR CONTRACT WITH TWO ONE YEAR OPTIONS FOR THIS AS WELL. NEXT SLIDE, PLEASE. UM, WE DID THIS IN TWO PHASES. WE, UM, WE HAD THREE VENDORS WHO PARTICIPATED IN THIS AND WE WENT THROUGH A, UM, A BEST AND FINAL OFFER SITUATION, AND TWO OF THE VENDORS CLEARLY STOOD OUT, UH, AS WE LOOKED AT THE THREE ACROSS THE PRICING PROPOSALS. IT AS A NOTE, THERE IS A 5% SUB BETA SUBCONTRACTING GOAL IN THIS, AND NO LOCAL PREFERENCE. AGAIN, DRIVEN PRIMARILY BY THE NEED TO HAVE A LARGE MANUFACTURER, LARGE VENDOR WHO CAN SUPPORT THESE SYSTEMS. TYPICALLY, WE WON'T FIND THAT IN THE LOCAL COMMUNITY, ALTHOUGH WE DO ASK FOR A SUB SUBCONTRACTING GOAL THAT GOES IN SUPPORT OF THAT NEXT SLIDE. IN OUR BEST AND FINAL, WE ACTUALLY BROUGHT THE TWO FORWARD. WE DID DETAILED INTERVIEWS WITH THEM, A LOT OF TECHNICAL QUESTIONS, VERY SPECIFIC TO THEIR CERTIFICATIONS, THEIR QUALIFICATIONS, AND HOW THEY WOULD MEET THAT SUBCONTRACTING GOAL AS WELL. AND WE HAD A CLEAR WINNER AND VENDOR A HERE YOU CAN SEE THE POINT SPREAD AROUND 40% ON EXPERIENCE, 45 ON PROPOSED PLAN, AND 15 ON PRICE. NEXT SLIDE. SO, UM, AS YOU CAN IMAGINE, WE CANVASED A VERY LARGE GROUP, 30 OVER 3,500 POTENTIAL VENDORS FOR THIS. 22 DID SUBMIT, BUT WHEN THEY SAW THE CLARIFICATION ABOUT THE VENDOR CERTIFICATION, WE HAD THREE THAT FINALLY RETRIEVE, UH, RESPOND. THOSE ARE THE THREE I TOOK YOU THROUGH WITH NO MATERIAL FINDINGS. NEXT SLIDE. THAT MIGHT BE IT. RIGHT? SO THIS, UH, SELECTION HAS BEEN MADE AND WE ARE SCHEDULED AT THIS MOMENT. WE'RE SCHEDULED FOR DECEMBER THE 17TH TO BRING THIS TO COUNCIL FOR APPROVAL. UH, WE, UM, THE CURRENT, UH, THE, UH, CURRENT VENDOR HAS BEEN IN PLACE, UM, AND, UM, WE HAVE NO OVERLAP WITH THAT. SO WE'LL BE READY AFTER COUNCIL APPROVAL AFTER THE FIRST OF THE YEAR TO ENGAGE WITH, WITH THE VENDOR. IF THERE'S ANY QUESTIONS, PATSY AND I ALREADY ANSWER QUESTIONS. OKAY, THANK YOU. CRAIG. UH, I MUST SAY IT, IT SEEMS LIKE FOR SUCH AN IMPORTANT AND CRITICAL AREA IN IT THAT WE ONLY HAD THREE PEOPLE MAKE PROPO OR THREE, UH, COMPANIES MAKE PROPOSALS, AND ONE OF THEM WAS JUST WAY OFF BASE. UH, AND THEN WHEN YOU LOOKED AT THE OTHER TWO, THERE WAS A SIGNIFICANT DIFFERENCE. I WOULD'VE THOUGHT THERE WOULD'VE BEEN A DOZEN MAJOR COMPANIES AROUND THE COUNTRY THAT WOULD BE INTERESTED IN, IN BUYING INTO THIS IS BECAUSE IT'S TOO SMALL OF AN AMOUNT. UH, UH, PATSY, I'LL LET YOU JUMP IN ON THAT ONE AS WELL. I THINK THERE'S TWO PARTS OF IT. ONE IS, IS THE, THE BREADTH OF THE FOUR TYPES OF MANUFACTURER CERTIFICATIONS WE'RE REQUIRING, WHERE A LOT OF TIMES YOU'LL FIND SOMEBODY WHO IS CERTIFIED IN ONE OF THOSE MANUFACTURERS, BUT WE NEEDED AT LEAST TWO, IF NOT ALL FOUR. AND SO THAT I THINK, NARROWS IT DOWN. UH, I DO THINK THERE IS A, A SIZE AND SCOPE, ALTHOUGH WE ARE A FAIRLY DECENT IZED CONTRACT FOR, UH, FOR A CORPORATE ENTITY IN THAT SENSE, THAT'S, ANY OTHER THOUGHTS? NOW THAT'S, THAT'S PRETTY MUCH, WE ALSO HAVE A CGI REQUIREMENT THAT THEY HAVE TO MAINTAIN, UM, THEIR CRIMINAL JUSTICE BACKGROUND CHECKS. SO THAT IS A DETER, YOU KNOW, THAT THAT CAN BE AN ISSUE FOR SOME OF THE COMPANIES AS WELL. AND THAT'S, AND THAT'S ALLOWING THEM TO ENTER OUR FACILITIES THAT ARE C TO BE SEEN AS CERTIFIED. SO THAT REQUIRES AN EXTRA LEVEL OF BACKGROUND AND CERTIFICATION. WELL, I, I WOULD SAY THAT WHEN A COMPANY ACHIEVES 97% OF OUR A HUNDRED POINTS, THAT'S, THAT IS SIGNIFICANT. UH, BUT IT ALMOST SOUNDS LIKE THE, THE PROPOSAL WAS DRAFTED TO MEET THEM WHEN THEY, WHEN THEY COME THAT CLOSE TO MEETING EVERYTHING. I WOULD SAY IN THE BEST AND FINAL OFF OFFICER, WHEN WE HAD THE TWO THAT WERE SIDE BY SIDE, UH, THAT COMPANY OUTPERFORMED [01:10:01] IN THE QUESTIONS, THE DETAILS, AND THE INTERVIEWS. UH, TYPICALLY WHEN WE GO THROUGH A BEST AND FINAL OFFER, THE FIRST ROUND IS REALLY READING THEIR RESPONSES. BUT IN THE SECOND ROUND, WHEN YOU GET TO MEET THE TEAM AND, AND DO THE TECHNICAL DETAILED QUESTIONS, THEY REALLY EXCELLED IN THAT SENSE. OKAY. THANK YOU, CRAIG. ANY OTHER QUESTIONS FROM OTHER COMMITTEE MEMBERS? OKAY, HEARING NONE THEN, UH, THIS IS AN ITEM THAT WE CAN APPROVE AND RECOMMEND TO THE COUNCIL FOR THEIR APPROVAL. SO I WOULD ENTERTAIN A MOTION TO, UH, RECOMMEND THIS TO THE CITY COUNCIL FOR THEIR APPROVAL. I MOVED. OKAY. I HAVE A MOTION. AND COUNCILMAN PERRY, COULD YOU SAY THAT OUT LOUD SO WE CAN RECORD THAT BETTER? YES. I SECOND. THANK YOU, COUNCILMAN. IT'S BEEN MOVED AND SECONDED TO RECOMMEND THE CITY COUNCIL FOR THEIR APPROVAL. ALL IN FAVOR SAY AYE. AYE. AYE. AYE. AYE. UH, ANY OPPOSED? SAME SIGN. HEARING NONE. OKAY. THIS IS PASSED ON TO COUNCIL FOR THEIR CONSIDERATION. THANK YOU, CRAIG. UH, THANK YOU, YOU, EVERYBODY. OKAY, [11. 20-6745 FY 2021 Annual Audit Plan Status as of October 31, 2020] NOW WE'RE GONNA MOVE ON TO AN AUDIT PLAN. UH, THIS IS THE ANNUAL AUDIT PLAN STATUS. SO KEVIN'S GONNA KIND OF BRING US UP TO DATE ON WHAT HE'S BEEN WORKING ON AND WHAT HE BELIEVES HE'LL BE WORKING ON. SO KEVIN, THANK YOU. THANK YOU, COUNCILMAN. COURAGE AND IN Y'S PACKET. AND, UH, I GUESS GET UP ON THE SCREEN HERE IN A SECOND, BUT IT'S THE GANTT CHART OF OUR AUDIT PLAN. WE, UH, AUDIT PLAN WAS PRESENTED TO THE COMMITTEE BACK IN AUGUST, APPROVED BY CITY COUNCIL IN SEPTEMBER. UH, AND THEN WE'RE WORKING ON, ON PLANNING, PUTTING THE, THE PROJECT PLANS TOGETHER. UH, THE ONLY THING I CAN GUARANTEE ABOUT THIS PLAN IS THAT IT'LL CHANGE, UH, ESPECIALLY WITH JUST ALL THE, THE UNCERTAINTIES, UH, GOING ON. BUT THIS IS CERTAINLY OUR, OUR BEST GUESS AT THIS POINT IN TIME. UM, TOWARDS THE BACK OF THE PLAN. LET ME KIND OF START, UNFORTUNATELY, LEMME START WITH THE BACK AND WORK FORWARD. UM, AS I MENTIONED IN PREVIOUS, UM, MEETINGS, WE HAD AN UNUSUALLY HIGH NUMBER OF CARRY FORWARD AUDITS, UH, THAT CAME FROM THE 2020 PLAN IN OUR 2021 FISCAL YEAR. SO THOSE ARE AT THE END OF THE PLAN. SO RIGHT NOW WE'RE, WE'RE FOCUSING ON WRAPPING UP AND COMPLETING THAT 20, UH, THOSE 2020 AUDITS, UH, THAT WE CARRY FORWARD. AND MY GOAL IS TO HAVE MOST OF THOSE FINISHED, UH, RIGHT AFTER THE FIRST OF THE YEAR, JANUARY, FEBRUARY. SOME WILL GO LONGER, UM, JUST BECAUSE I MEAN THINGS, SOME, THOSE THAT WE DON'T THINK SOMETIMES THEY'LL TAKE A LITTLE BIT LONGER. UM, AND THEN WE'LL START WORKING IN EARNEST ON THE CURRENT PLAN. ALTHOUGH SOME OF THE CURRENT PLAN AUDITS HAVE BEGUN ALREADY, WE ARE ALSO SPENDING TIME AND WE HAVE SPENT SIGNIFICANT TIME WORKING ON SOME OF THE COVID, UH, RECOVERY AND RESPONSE PROJECTS. UH, WE WRAPPED UP, UH, A MONTH AGO THE HOUSING ASSISTANCE PROGRAM AUDIT, AND THERE'S A CHANCE WE MAY BE BACK, UH, IN THAT AREA AS THAT PROGRAM CONTINUES TO, AGAIN, JUST TAKE ANOTHER, UH, CHECK ON IT TO MAKE SURE IT IS CONTINUING AS, AS EXPECTED, WE HAVE CURRENTLY ENGAGED IN WORKING ON THE WORKFORCE DEVELOPMENT, UH, PROGRAM THAT E D D IS MANAGING. AGAIN, THIS IS GONNA BE A SHORT TERM, UH, PROJECT WITH THE SCOPE OF THE DEVELOPMENT AND THE, THE BUILDING OF THE PROGRAM. THERE WON'T BE A LOT OF DATA TO TEST YET, BUT REALLY THE, THE, THE PARTS OF THE BUILDING OF THAT PROGRAM. AND WE'RE ALSO ENGAGED FROM THE COVID PERSPECTIVE, UH, LOOKING AT THE HEALTH DEPARTMENT AS WELL AS THEIR RECOVERY, UM, AND RESPONSE EFFORTS AND LOOKING INTO THE, UH, CONTACT TRACING, THE CONTRACTS WE HAVE WITH, UH, CONTACT TRACING AND ALSO, UM, THE, UH, CASE INVESTIGATIONS AND CASE ANALYSIS. SO THOSE ARE SOME OF THE COVID THINGS WE'RE WORKING ON RIGHT NOW. BUT REALLY THIS, WELL, HOPEFULLY EVERY TWO TO THREE MONTHS, I WILL BRING THIS PLAN, UH, THIS SCAN CHART TO THE COMMITTEE, JUST SO YOU CAN SEE THE PROGRESS THAT WE'RE MAKING ON, UH, THE PLAN. IF THIS PLAN STANDS RIGHT NOW, THE PROJECTED DATES AND NUMBERS, THOSE ARE GONNA STICK. I'M NOT GONNA CHANGE THOSE DURING THE YEAR SO THAT YOU'LL BE ABLE TO SEE HOW CLOSE WE HIT AND, AND ALSO TO SHOW OUT WHEN WE'RE NOT HITTING OUR SCHEDULE OR WE'RE GOING QUICKER. UH, I, I WANT THE COMMITTEE TO BE ABLE TO SEE, UH, THE PROGRESS THAT WE'RE MAKING ON THIS. UH, SO THOSE ARE MY COMMENTS ON THE PLAN, BUT CERTAINLY IF Y'ALL HAVE ANY QUESTIONS, UH, ABOUT ANY SPECIFIC AUDITS OR THE PLAN OVERALL, I CAN CERTAINLY ADDRESS THOSE. THANK YOU. KEVIN, LET ME ASK YOU, HAS YOUR, UH, OFFICE KIND OF RETURNED TO NORMAL? DO YOU HAVE MOST OF YOUR PEOPLE BACK WORKING FOR YOU TO GO FORWARD ON THESE? YES, SIR. THE, I'M FULLY STAFFED AND ALL STAFF IS WORKING IN AUDIT. I HAVE NO, NO LONGER ANYONE DEPLOYED. I KNOW PART OF THE CHALLENGE YOU HAVE IS WHEN OTHER DEPARTMENTS HAVE PEOPLE WHO ARE WORKING REMOTELY, THEY MAY NOT BE AVAILABLE OR HAVE ACCESS TO THINGS THAT YOU NEED TO PERFORM. SOME OF YOUR AUDITS. HOW ARE YOU ADDRESSING THAT? YOU KNOW, UM, I THINK [01:15:01] THAT'S A QUESTION THAT IT AFFECTS US. IT AFFECTS CITYWIDE, BUT EVERYBODY IS GETTING USED TO WORKING FROM HOME AND, UH, IT'S, IT'S BECOME EASIER TO, EVERYBODY'S GETTING USED TO VIDEO CONFERENCING AND STUFF LIKE THAT, SO THAT'S HELPED A LOT, JUST GETTING USED TO, UH, WORKING VIA VIDEO. UH, BUT THERE ARE SOME CASES WHERE WE DO NEED TO BE ON SITE. UH, AND IN THOSE CASES, WE, WE, WE DO IT. I MEAN, WE, WE GO ON SITE, WE'RE TAKING ALL THE PRECAUTIONS, UH, AS NECESSARY. WE MAKE SURE WE COORDINATE CLOSELY WITH THE DEPARTMENT THAT WE'RE VISITING, UM, ON, ON THOSE AUDITS. UH, AND THEN ALSO THE OTHER THING AS WE MOVE FORWARD, MUCH MORE DATA TODAY, THIS YEAR, I MEAN, NOW VERSUS FIVE YEARS AGO, IS AVAILABLE ELECTRONICALLY, WHERE IN THE PAST WE WOULD'VE HAD TO BE IN AN OFFICE GOING THROUGH FILES AND FILES OF PAPER TODAY. A LOT OF THAT STUFF THAT FIVE YEARS AGO OR LESS WAS IN A FILE CABINET IS ONLINE NOW. SO THAT, UH, LENDS ITSELF VERY WELL TO THE, TO REMOTE WORKING, UH, FOR OUR PROCESSES. SO YOU REALLY DON'T SEE MUCH OF AN, AN IMPEDIMENT AND MOVING FORWARD ON ANY OF THESE THEN? NO, SIR. AGAIN, THE, THE IMPEDIMENT, IT'LL, IT'LL SLOW SOME THINGS DOWN, BUT WE WILL GET TO IT. UH, AND, AND THE SLOW, IT'S JUST GETTING IT SCHEDULED SOMETIMES. UH, IT'S AS SIMPLE AS THAT, BUT, UH, WE ARE GETTING THROUGH IT. OKAY. I THINK COUNCILMAN PERRY RAISED HIS HAND A MOMENT AGO. DO YOU HAVE A QUESTION, COUNCILMAN? YES. YES, SIR. UM, JUST REAL QUICK, KEVIN, UH, JUST LOOKING THROUGH THE LIST WE HAD TALKED ABOUT, OR I THINK I TALKED ABOUT, UH, ADDING TO THE AUDIT LIST, THE WORKFORCE TRAINING AND, UM, UM, THE, UH, CARESS ACT CARES ACT FUNDING. UM, DID I, I DIDN'T SEE THAT ON THE LIST ANYWHERE. IS IS THAT SOMETHING THAT YOU'RE STILL LOOKING AT ON HOW TO SCHEDULE THOSE IN? YES, SIR. AND IT'S REALLY ON, ON, ON THE LIST. THE FIRST SIX ITEMS ARE RELATED TO C UH, THE FIRST FOUR TIED TO THE BUSINESS, UM, THE FOUR PILLARS THAT WE HAVE. SO REALLY, UH, ITEM ONE ON HERE IS DEALING SPECIFICALLY WITH WORKFORCE DEVELOPMENT. OKAY. UH, AND THE, THE WORKFORCE TRAINING PROGRAM. AND WE'RE ACTUALLY, WE'RE IN THERE RIGHT NOW. OKAY. I'VE GOT, UH, SOME STUFF IN THERE WORKING WITH THEM RIGHT NOW ON THAT ONE. UH, SO THOSE WILL BE WORKED IN. AND, AND THAT'LL MOSTLY JUST SEE PROBABLY A MULTI-PHASE REVIEW. LOOKING RIGHT NOW IS JUST BEING DEVELOPED. I WOULD ANTICIPATE US COMING BACK SOMETIME SPRING, SUMMER AFTER THERE'S SOME, SOME, UH, SOME VOLUME OR SOME, UH, PEOPLE GOING THROUGH THAT PROGRAM TO LOOK AT IT AGAIN, UH, TO SEE IS IT WORKING AS WE EXPECTED IT, AND NOW WITH THE, UH, THE BOND PROPOSAL OR THE, THE PROPOSAL ON BOND, BUT THE PROPOSAL, THE SALES TAX PROPOSAL, THAT IS SOMETHING THAT'LL PROBABLY BE ON OUR PLAN FOR THE NEXT FOUR YEARS OR SO. OKAY. GREAT. THANK YOU. THAT'S ALL MY QUESTIONS. THANK YOU, COUNCILMAN. ANY OTHER QUESTIONS? COUNCILWOMAN? OKAY. HEARING NONE. UH, THEN THIS, UH, IS, UH, UH, AUDIT BRIEFING, SO THERE'S NO ACTION CALL FOR ON THIS. THANK YOU VERY MUCH, KEVIN. THANK YOU. OKAY. UH, AT THIS TIME [Executive Session] WE HAVE AN EXECUTIVE SESSION, UH, DEALING WITH, UH, SOME OTHER ITEMS. SO, UH, I'M GONNA ASK ALL OF THE, OUR COMMITTEE MEMBERS TO BEAR WITH ME. EXCUSE ME. ITEM NUMBER 12. UM, AND SO THE TIME NOW IS 1123 ON TUESDAY, NOVEMBER 17TH, 2020, THE AUDIT AND ACCOUNTABILITY COMMITTEE WILL NOW MEET AN EXECUTIVE SESSION TO CONSULT WITH THE CITY ATTORNEY'S OFFICE AND TO LI TO DELIBERATE ON LEGAL ISSUES RELATED TO THE FOLLOWING, WILL BE DELIBERATING ON FOLLOWING INFORMATION TECHNOLOGY, SERVICE DEPARTMENT SECURITY AUDITS PURSUANT TO THE TEXAS GOVERNMENT CODE 5 5 1 0 7 6 DELIBERATION REGARDING SECURITY DEVICES OR SECURITY AUDITS. AND WE HAVE AUDIT, UH, 19 0 20 19 0 19, UH, 20 DASH 20. THESE ARE ALL AUDITS OF THE I T S D DEPARTMENT FOR DATA LOSS PREVENTION, UH, SA FREE WIFI USED BY CITY EMPLOYEES AND CLOUD SECURITY. SO WE ARE NOW, UH, ADJOURNING INTO EXECUTIVE SESSION. THANK YOU. OKAY, GOOD. DUE TO TECHNICAL DIFFICULTIES BEYOND OUR CONTROL, BUT, UH, WE ARE BACK FROM, UH, EXECUTIVE SESSION, UH, AND THE TIME IS NOW 1147 ON TUESDAY, NOVEMBER 17TH, 2020, AND THE AUDIT AND ACCOUNTABILITY COMMITTEE WILL NOW RECONVENE AN OPEN SESSION. NO OFFICIAL ACTION WAS TAKEN IN THE EXECUTIVE SESSION. AT THIS TIME, I WANT TO BRING [01:20:01] UP FOR, UH, COUNCIL CONSIDERATION, UH, THREE AUDIT ITEMS, UH, THAT, UH, WE WILL BE ACCEPTING. UH, THEY WERE BRIEFINGS, UH, AUDIT ON I T S D, DATA LOSS PREVENTION, I T S DS, A FREE WIFI USE BY CITY EMPLOYEES, AND THE AUDIT OF I T SS D CLOUD SECURITY. UH, AND I BELIEVE WE HAVE HEARD THE BRIEFINGS ON THAT MATTERS ON THOSE MATTERS. SO THERE'S NO ADDITIONAL, UM, NO ADDITIONAL, UH, ACTION TO BE TAKEN OTHER THAN TO ACCEPT THOSE AUDITS. KEVIN, ANYTHING ELSE TO SAY ON THOSE? NO, SIR. THAT'S FINE. OKAY. UH, FINALLY, THE NEXT SCHEDULED MEETING IS DECEMBER 15TH. ARE THERE ANY OTHER ITEMS FOR FUTURE CONSIDERATION FROM ANY OF THE COMMITTEE MEMBERS I WANNA BRING UP AT THIS TIME? OKAY. HEARING NOW, SORRY, GO AHEAD. I THINK WE NEED TO ACCEPT, UH, VOTE TO ACCEPT THE REPORTS, I BELIEVE CORRECT. THE THREE AUDIT REPORTS THAT WE TALKED ABOUT IN, UH, EXEC SESSION. OKAY. LET'S GO AHEAD AND, AND DO THAT TO, I, I WOULD ENTERTAIN A MOTION TO ACCEPT THE THREE AUDIT REPORTS. SO MOVED. SECOND. OKAY. IT'S BEEN MOVED AND SECONDED. UH, ANY QUESTIONS? HEARING NONE. ALL IN FAVOR SAY AYE. AYE. COUNCILMAN, IN ORDER FOR FOR AYE, CITIZEN MEMBERS S TO VOTE, SHE NEEDS TO APPEAR ON VIDEO. PLEASE SEE IF SHE CAN DO THAT. IF NOT, WE'LL JUST HAVE HER ABSENT FOR THE VOTE. OH, THERE SHE IS. THERE SHE IS. OKAY. ONE MORE TIME. ALL IN FAVOR SAY AYE. AYE. AYE. AYE, AYE. OKAY. AND ANY OPPOSED? SAME SIGN. UH, SEEING NONE THEN THESE THREE AUDITS ARE ALL ACCEPTED BY THE COMMITTEE, SO THAT SHOULD CONCLUDE OUR BUSINESS. I WANT TO THANK EVERYBODY FOR MAKING IT PARTICULARLY, UH, UH, UH, PRISCILLA, THANK YOU FOR JOINING US AND, UH, MY FELLOW COUNCIL PEOPLE. THANK YOU VERY MUCH AGAIN. OUR NEXT MEETING WILL BE DECEMBER 15TH. THANK YOU EVERYBODY. HAVE A GOOD REST COUNCIL. APPRECIATE IT. THANK YOU. THANKS, Y'ALL HAVE A GOOD DAY. * This transcript was created by voice-to-text technology. The transcript has not been edited for errors or omissions, it is for reference only and is not the official minutes of the meeting.