[00:00:08]
WHEN, BEN, WHEN, WHEN, WHEN ARE WE, UH, WHEN ARE WE GONNA BE SETTING THIS UP? DOES ANYBODY KNOW OFFHAND? YEAH.
I HOPE THAT'S GOOD WITH EVERYBODY AND, UH, IF NOT, WE CAN, WE CAN SEE ABOUT ADJUSTING THAT, BUT, UH, FOR RIGHT NOW, THAT'S WHAT WE'RE GONNA BE LOOKING AT HERE IN THE FUTURE.
WELL, UH, LET'S GO AHEAD AND GET STARTED.
MADAM CLERK, IF YOU CAN READ THE ROLE, PLEASE.
COUNCIL MEMBER MCKEE RODRIGUEZ.
LET'S GET TO, LET'S GET TO BUSINESS HERE.
[1. Approval of minutes from the Audit and Accountability Committee meeting on June 24, 2021]
I HOPE EVERYBODY'S HAD A CHANCE TO REVIEW THE MINUTES FROM, UH, JUNE 24TH, AND I WOULD ENTERTAIN A MOTION TO APPROVE THOSE MINUTES.WE GOT, WE GOT A MOTION TO APPROVE.
IS THERE A SECOND? I'LL SECOND.
RAISE YOUR HANDS, IF YOU WILL.
THAT'S ENOUGH TO APPROVE THE MINUTES.
UM, UH, LET'S, UH, SAY THE MINUTES ARE APPROVED AND LET'S MOVE ON.
UM, HAS THERE BEEN ANYONE SIGNED UP TO SPEAK FROM THE PUBLIC? NO.
THERE ARE NO PUBLIC SPEAKERS TODAY.
[CONSENT AGENDA]
AND GET STARTED ON, ON THE AGENDA HERE.I WANT TO NOTE WE GOT A NUMBER OF ITEMS HERE, TWO THROUGH 13 ON THE CONSENT AGENDA.
AND, UM, UM, ARE THERE ANY AGENDA ITEMS THAT ANYONE LIKE WOULD LIKE TO PULL FROM THAT LIST? ANY, ANY OUT THERE? NOPE.
NO, THAT'S ALSO A GOOD SIGN HERE FOR TODAY.
UH, IF THAT'S THE CASE, I'D LIKE TO, UH, HEAR A MOTION TO APPROVE THE CONSENT AGENDA.
I MOVE TO APPROVE THE CONSENT AGENDA.
IS THERE A SECOND? ALL COUNCILMAN PLY SECONDS.
ALRIGHT, WE GOT A, WE GOT A MAJORITY THERE AS WELL.
DANG, THIS IS GOING WAY TOO EASY HERE.
I THINK IT'S BECAUSE IT'S A FRIDAY AFTERNOON AT TWO O'CLOCK THAT, THAT'S GOT TO BE THE REASON, UM, WHAT THE DRINKING, I THINK, UM,
[14. Briefing on the release of a solicitation for one contract to provide the Aviation Department with Airfield Engineering Design Services in the estimated total value of $20,000,000.00. [Jeff Coyle, Assistant City Manager; Jesus Saenz, Director, Aviation]]
WE'RE NOW TO THE INDIVIDUAL CONSIDERATIONS HERE, AND, UM, UH, I THINK THERE'S SEVERAL BRIEFINGS HERE THAT WE COULD GET STARTED WITH.AND KEVIN, CAN I TURN THIS PORTION OVER TO YOU? NO, JUST GIVE IT, UH, TO BEN OR TROY.
GOOD AFTERNOON, UH, CHAIR AND COMMITTEE MEMBERS.
WE HAVE UNDER THIS SECTION OF THE AGENDA THREE, UH, PRES SOLICITATION BRIEFINGS ON HIGH PROFILE PROCUREMENTS.
THESE ARE NOT ITEMS THAT YOU WILL HAVE TO VOTE ON OR APPROVE, BUT YOU WILL GET STAFF BRIEFINGS.
AND WHAT WE'RE LOOKING FOR FROM YOU ALL IS JUST YOUR INPUT, UH, ON THOSE, UH, PROCUREMENTS.
THE FIRST ONE IS RELATED TO THE AVIATION DEPARTMENT ON AN AIRFIELD ENGINEERING DESIGN SERVICES, AND I BELIEVE JESUS, UH, IS GONNA BE MAKING THAT PRESENTATION.
SO LET ME ASK JESUS TO, UH, TO GO AHEAD AND DO THAT IF WE CAN BRING THE PRESENTATION UP PLEASE.
AND GOOD AFTERNOON, UH, CHAIR AND MEMBERS OF THE AUDIT AND ACCOUNTABILITY, UH, COMMITTEE.
I'M HERE TO PROVIDE A, A, A PRES SOLICITATION BRIEFING ON OUR AIRFIELD ENGINEERING DESIGN SERVICES CONTRACT FOR THE SAN ANTONIO INTERNATIONAL AIRPORT.
AS A BRIEF, UH, BACKGROUND, THE AVIATION DEPARTMENT COORDINATES WITH THE FEDERAL AVIATION ADMINISTRATION ON OUR AIRFIELD IMPROVEMENT PROJECTS, RANGING FROM MAJOR RUNWAY OR TAXIWAY EXTENSIONS OR RECONSTRUCTIONS TO THE INSTALLATION OF NEW RUNWAY GUARD LIGHTS AT KEY INTERSECTIONS, AND CAN RANGE AND BUDGET FROM 1 MILLION TO OVER $100 MILLION, UH, OVER THE LIFE OF THE DESIGN AND CONSTRUCTION OF THE PROJECT.
THE FEDERAL AVIATION ADMINISTRATION TYPICALLY
[00:05:01]
PROVIDES 75% OF THAT FUNDING OF THE PROJECT, BUT CAN PROVIDE MORE UNDER CIRCUMS UNDER SPECIAL CIRCUMSTANCES, SUCH AS THROUGH THE CARES ACT FUNDING, SHUTTING DOWN AN AREA OF THE AIRFIELD IN ORDER TO EXTEND THE RUNWAY OR RECONSTRUCT A TAXIWAY HAS MAJOR OPERATIONAL IMPACTS TO THE AIRPORT, THE AIRLINES AND OUR TENANTS.WE UTILIZE THE SERVICES OF AN AIRFIELD ENGINEERING DESIGN SERVICES CONSULTANT TO PROVIDE NOT ONLY DESIGN SERVICES, BUT CONSTRUCTION PHASE SERVICES TO HELP MINIMIZE THE IMPACT OF THE PROJECT ON OUR OPERATIONS AND CONSOLIDATE THE INVESTIGATION AND SURVEYING SERVICES UNDER ONE SIMPLE CONTRACT.
ADDITIONALLY, AS THESE PROJECTS ARE DEVELOPED, THEY CAN CHANGE IN HAVING ONE CONSULTANT PROVIDES CONSISTENCY THROUGH THE PROJECT DEVELOPMENT DESIGN AND CONSTRUCTION.
THIS CONTRACT IS TO PROVIDE THE AVIATION DEPARTMENT WITH AN EXPERIENCED ENGINEERING FIRM FOR OUR NEXT THREE MAJOR AIRFIELD IMPROVEMENT PROJECTS.
AND I'M GONNA BE A LITTLE TECHNICAL HERE, BUT IT'S RUNWAY 13, RIGHT, AND 31 LEFT.
IT'S A, A KEEL RECONSTRUCTION AND OUTBOARD REHABILITATION.
ADDITIONALLY, WE'RE DOING WORK ON RUNWAY 13, RIGHT, 31 LEFT TO DO SOME SPECIFIC SAFETY ENHANCEMENTS.
AND THEN LASTLY, WE WANT TO RECONSTRUCT TAXIWAY NORTH AND SOUTH OF TAXIWAY DELTA OVER THE COURSE OF THE UP TO NEXT FIVE TO EIGHT YEARS.
THESE PROJECTS WILL INCLUDE THE RECONSTRUCTION OF PORTIONS OF RUNWAY OF, OF RUNWAY 13, RIGHT, 31 LEFT, AND THE EXTENSION OF RUNWAY 13, RIGHT AND ASSOCIATED PARALLEL TAXIWAYS, INCLUDING GOLF AND HOTEL.
AND THOSE ARE TWO DIFFERENT, UH, TAXIWAYS THAT I REFERENCED THE RECONSTRUCTION OF, UH, A PORTION OF TAXIWAY NOVEMBER AS WELL.
THESE PROJECTS ALSO INCLUDING DRAINAGE AND ELECTRICAL IMPROVEMENT, WE WILL ISSUE A REQUEST FOR QUALIFICATION FOR THE CONTRACT, WHICH IS ESTIMATED AT 20 MILLION.
THESE SERVICES WILL BE REQUIRED THROUGH THE PROJECT CLOSEOUT OF EACH OF THE OF THE PROJECTS.
THIS SLIDE SHOWS YOU THE OUTREACH EFFORTS AND THE EVALUATION VOTING MEMBERS FOR THE SOLICITATION.
AS THESE PROJECTS FUNDING INCLUDE INC AS, AS THESE PROJECTS FUNDING INCLUDE FEDERAL FUNDS.
THE CODES LISTED ARE N A I C S, WHICH IS THE NORTH AMERICAN INDUSTRY CLASSIFICATION SYSTEM, AND ARE NOT THE MORE FAMILIAR, UH, CODES THAT YOU'RE USED TO WITH THE NATIONAL INSTITUTE OF GOVERNMENT PURCHASING THE N I G P CODES, THE NATIONAL AMERICAN INDUSTRY CLASSIFICATION SYSTEM CODES ARE USED FOR SOLICITATION THAT UTILIZE THE FEDERAL DISADVANTAGED BUSINESS ENTERPRISE PROGRAM FOR THIS SOLICITATION.
OUR PRIMARY N A I C S CODES INCLUDED ENGINEERING SERVICES, SURVEYING AND MAPPING SERVICES, INCLUDING TESTING LABORATORIES.
OUR OUTREACH EFFORTS INCLUDE REACHING MORE THAN 300 FIRMS THROUGH THE CENTRAL VENDOR REGISTRY.
WE WILL ADVERTISE THE SOLICITATION THROUGH THE NORMAL CITY CHANNELS, AS WELL AS THE WEBSITES OF THE TWO LARGEST AIRPORT ORGANIZATIONS.
AND THAT IS THE AMERICAN ASSOCIATION OF AIRPORT EXECUTIVES AND THE AIRPORT COUNCIL INTERNATIONAL OF NORTH AMERICA.
THE EVALUATION COMMITTEES, UH, MEMBERS INCLUDE, UH, JEFF COYLE, MYSELF, DAVID ROBBINS, CANDACE SELBY, AND WE'VE ALSO INCLUDED AN OUTSIDE, UH, UH, INDIVIDUAL, A SENIOR PROGRAM MANAGER FROM DALLAS LOVE AIRPORT.
EACH PROPOSAL WILL BE SCORED ON THE FOLLOWING CRITERIA, 45 POINTS FOR EXPERIENCE, BACKGROUND, AND QUALIFICATIONS OF THE PRIME FIRM AND KEY PERSONNEL AND KEY SUB CONSULTANTS.
25 POINTS WILL BE, UH, GIVEN FOR THE UNDERSTANDING OF THE PROJECT AND PROPOSED MANAGEMENT PLAN.
10 POINTS IS, WILL BE GIVEN FOR EXPERIENCE WITH MUNICIPALLY OWNED AIRPORTS AND PAST PERFORMANCE AND 20 POINTS FOR DISADVANTAGED BUSINESS ENTERPRISES.
THIS SOLICITATION DOES NOT FALL UNDER THE S BETA PROGRAM AND THE LOCAL PREFERENCE PROGRAM AND VETERANS OWNED SMALL BUSINESS PROGRAMS ARE NOT ELIGIBLE FOR THE RE FOR THE REASONING THAT OUR REFERENCED WITH THE FEDERAL, UH, MANDATES THAT WE HAVE WITH THE F A A NEXT SLIDE.
FOLLOWING THE APPROVAL OF THE AUDIT AND ACCOUNTABILITY COMMITTEE TODAY, WE WILL RELEASE A SOLICITATION NEXT MONTH WITH PROPOSALS DUE ON NOVEMBER 5TH, 2021.
WE ANTICIPATE COMPLETING THE EVALUATION IN EARLY JANUARY OF NEXT YEAR WITH CONTRACTS NEGOTIATED BY THE END OF FEBRUARY.
UH, WE SHOW HERE THAT THE FIRST DAY OF MARCH, BUT WE WANT TO GET THAT DONE BY THE END OF FEBRUARY.
WE ARE SCHEDULED TO BRING BACK THE SOLICITATION AS A POST SOLICITATION FOR THE MARCH, 2022 AUDIT AND THE COMMITTEE MEMBERS, AND WITH APPROVAL OF THE COMMITTEE TAKE TO THE FULL CITY COUNCIL IN EARLY APRIL OF 2022.
THIS CONCLUDES MY PRESENTATION AND I'M AVAILABLE FOR ANY QUESTIONS YOU MAY HAVE.
[00:10:01]
THANK YOU, JESUS.IF, UH, UH, I DID HAVE A COUPLE OF QUESTIONS ON THIS.
SO THIS $20 MILLION, THAT'S ONLY FOR THE DESIGN AND ENGINEERING SERVICES AND, AND, UM, THE, THE, THAT DOESN'T INCLUDE ANY CONSTRUCTION COSTS, OBVIOUSLY, RIGHT? THAT IS CORRECT.
IT, IT DOES, IT, IT, IT, IT DOES INCLUDE THE DESIGN AND AND ENGINEERING THROUGH THE CONSTRUCTION PHASE, THOUGH.
UH, DOES THAT INCLUDE, UH, QUALITY ASSURANCE, QUALITY CONTROL SERVICES ALSO? YES, SIR.
COUNCIL MEMBER, IT, IT, IT DOES.
UH, AND SO THIS, THIS ISN'T, UH, THIS ISN'T A DESIGN BUILD.
HOW, WHAT, WHAT KIND OF SCOPE ARE WE TALKING ABOUT, UH, ON THE ACTUAL CONSTRUCTION COST FOR, FOR ALL OF THESE SERVICES? JUST, IS THERE A, IS THERE A, A SCOPE OUT THERE OR RANDOM ORDER OF MAGNITUDE OF THE ACTUAL, UM, CONSTRUCTION WORK TO BE DONE? EACH ONE OF THEM IS, IS SEPARATELY ITEMIZED FOR THE KEEL AND RECONSTRUCTION WORK AND THE OUTBOARD REHABILITATION, YOU KNOW, COMES IN SOMEWHERE AROUND 25, UH, MILLION.
31 LEFT SAFETY ENHANCEMENTS IS STILL, UH, BEING CONSIDERED.
SO WE'RE GONNA DO SOME OF THAT, UH, DESIGN WORK STILL HAS TO BE COMPLETED.
AND THEN THE RECONSTRUCTION OF, OF TAXIWAY NORTH ON THE SOUTH OF, OF TAXIWAY D AS WELL NEEDS TO BE COMPLETED.
SO THERE'S STILL SOME, SOME FINAL ESTIMATES THAT HAVE TO BE, UH, COMPLETED BEFORE I GIVE YOU A FINAL ROUGH ORDER OF MAGNITUDE.
WELL, USUALLY THE DESIGN ENGINEERING WORK AND, UH, QUALITY CONTROL USUALLY RUNS ANYWHERE FROM SEVEN 10% OF 10% OF THE ACTUAL CONSTRUCTION.
SO YOU'RE TALKING ABOUT AN UPWARDS OF $200 MILLION FOR THE ACTUAL CONSTRUCTION, UH, OF THESE PROJECTS, RIGHT? THAT IS CORRECT.
AND OUR ESTIMATE, AND THAT IS WHY WE PREFACE THE IMPORTANCE OF IT'S AN ESTIMATE OF 20 MILLION.
WE WILL MANAGE THAT, AND WE AGREE WITH YOU 100%.
IT SHOULD BE SOMEWHERE IN THE VICINITY OF THAT SEVEN TO PERCENT, UH, SEVEN TO 10% NUMBER.
AND, UM, IS THIS GOING, IS THIS A SINGLE AWARD OR THIS GONNA BE A MULTIPLE AWARD CONTRACT? OUR RECOMMENDATION IS FOR A SINGLE AWARD FOR, FOR THE SERVICE THAT WE'RE REQUESTING HERE UNDER THE AIRFIELD ENGINEERING DESIGN SERVICES, BUT FOR, FOR THE CONSTRUCTION, IT COULD BE PARCELED INTO THREE DIFFERENT ONES.
BUT HAVING A SINGULAR FIRM TO PERFORM THE AIRFIELD, UH, ENGINEERING AND DESIGN SERVICES, AS WE LOOK AT THIS OVER THE NEXT, UH, 2, 3, 4, 5 YEARS OF THE WORK THAT'S TO, TO BE COMPLETED.
DID Y'ALL CONSIDER IT ALL FOR A MULTIPLE AWARD ENGINEERING SERVICES CONTRACT HERE INSTEAD OF A SINGLE, DID Y'ALL LOOK AT THAT AT ALL? THERE ARE THERE, THERE, THERE ARE SOME EFFICIENCIES THAT CAN BE OBTAINED.
THERE ARE SOME SAVINGS THAT CAN BE OBTAINED BY GOING WITH ONE SINGULAR FIRM, SIR, UH, FOR THE REASONINGS OF, AS WE START TO OPEN AND CLOSE DIFFERENT PARCELS OR DIFFERENT PORTIONS OF THE AIRFIELD AS WE COORDINATE THOSE EFFORTS AND HAVING, YOU KNOW, INDIVIDUALS THAT BECOME, UH, KEENLY FAMILIARIZED WITH THE ENTIRE GEOMETRICAL FRAMEWORK OF OUR AIRFIELD, IT CERTAINLY HELPS US TO BE ABLE TO WORK MORE EFFICIENTLY AS WE WORK WITH ONE SINGULAR CONSULTANT.
YEAH, I, I'M JUST SAYING THIS IS A HUGE CONTRACT FOR ONE FIRM AND, UH, UM, UH, I WOULD LIKE FOR Y'ALL TO, YOU KNOW, AT LEAST CONSIDER BETWEEN NOW AND THE NEXT PHASE TAKING A LOOK AT THAT AND MORE, MORE OR LESS SPREADING THE WEALTH A LITTLE BIT.
I MEAN, THIS IS, THIS IS A HUGE CONTRACT AND YES, I UNDERSTAND ABOUT EFFICIENCIES, UH, GOING TO ONE, BUT, YOU KNOW, THERE'S A LOT OF, WE GOT A LOT OF GREAT COMPANIES OUT THERE THAT CAN DO A LOT OF GOOD WORK FOR US AND, AND, YOU KNOW, MULTIPLE AWARD CONTRACTS.
WE DO THOSE ALL THE TIME AND WE, WE SEEM TO COORDINATE WELL WITH, UH, OUR ENGINEERING CONSTRUCTION FIRMS. UH, I'D LIKE FOR Y'ALL TO AT LEAST TAKE A LOOK AT THAT AND SEE IF THAT'S SOMETHING THAT WE COULD CONSIDER ON THIS INSTEAD OF ONE, ONE AWARD.
WE WILL CERTAINLY LOOK AT THAT, UH, COUNCIL MEMBER.
ALRIGHT, THAT'S ALL MY QUESTIONS.
ANYBODY GOT ANY OTHER QUESTIONS? YES, SIR.
LIKE, ALWAYS EXCELLENT PRESENTATION.
TO WHAT EXTENT, UM, DO YOU ANTICIPATE, AND THE REASON I'M ASKING IS BECAUSE WHEN WE DO SOMETHING THIS BIG, WE USUALLY GET A TEAM, UH, APPROACH FOR THESE RFPS.
AND SO ONE BIG COMPANY WILL COME IN AND MANAGE IT, AND THEN WE'LL GET, YOU KNOW, ONE OR TWO SUBCONTRACTORS AS PART OF THE TEAM.
IS THAT WHAT YOU'RE ANTICIPATING HERE? OR ARE YOU ANTICIPATING JUST, YOU KNOW, ONE BIG FIRM, UH, COMING IN TO, TO BID IT?
[00:15:01]
NO, THANK YOU FOR THAT COUNCIL MEMBER.UM, IT, IT WILL BE, YOU KNOW, PARTIALED EVENLY, UH, BUT, UM, AS, AS COUNCIL MEMBER PERRY REFERENCES AS WELL, UM, DO WE PARCEL THAT INTO TWO OR THREE AS WE GO THROUGH THIS EFFORT? UH, WE'RE, WE'RE, WE'RE, WE'RE WANTING TO ADVANCE THIS, THESE EFFORTS, AS YOU ALL KNOW, UM, THERE'S, THERE'S FUNDING, UH, AVAILABLE THROUGH THE F A A, WE WANT TO TAKE ADVANTAGE OF THAT AND UTILIZE THAT AS WELL.
SO, UM, WE WORK WITH THE FEDERAL PROGRAMMING, BUT, YOU KNOW, TO KEEP IT SIMPLE TO ANSWER YOUR QUESTION, IT'S EXACTLY AS YOU STATED, IT IS A TEAM EFFORT WITH A GROUP OF INDIVIDUALS WORKING TOGETHER TO MAKE THIS HAPPEN, RIGHT? AND SO IT, I I, I DON'T HAVE ANY SUBJECT MATTER EXPERTISE AND AIRPORT DESIGN AND ALL THAT, AND SO I, I'M ALSO IMAGINING THAT THERE'S A VERY LIMITED NUMBER OF PEOPLE WITH THE SUBJECT MATTER EXPERTISE WHO CAN ACTUALLY DO SOMETHING LIKE THIS AS OPPOSED TO JUST LIKE A BIG ROAD CONTRACT OR A CONVENTION CENTER CONTRACT.
UH, BUT, AND SO THIS MAKES SENSE FOR ME, UM, BUT AS IF THEY DO SHOW UP TO BID, UM, AND THEY DO HAVE A TEAM APPROACH AND BRING IN SUBCONTRACTORS, UH, WE'RE GONNA BE SCORING THIS, UM, STILL WITH THAT CRITERIA THAT, YOU KNOW, WE, WE REWARD THEM FOR CHOOSING LOCAL CONTRACTORS, RIGHT? UH, THAT IS CORRECT.
UH, SOME OF IT, SOME OF IT IS GOING TO BE, YOU KNOW, UM, TO YOUR MENTIONING WITH THE AMOUNT OF EXPERIENCE THAT'S OUT THERE, THERE, THERE IS QUITE A LARGE NUMBER OF, OF FIRMS THAT DO THIS.
AND THIS IS ALL THAT, THIS IS ALL THAT THEY DO, AND THOSE ARE AVAILABLE THROUGHOUT THE ENTIRE COUNTRY, AND SOME OF THOSE ARE EVEN LOCALLY HERE.
SO YES, WE, WE, WE WILL TAKE THAT INTO CONSIDERATION AS WE GO THROUGH THIS PROCESS.
UM, I APPRECIATE THE PRESENTATION.
WELL, I THINK THIS IS JUST A BRIEFING, NO ACTION REQUIRED ON THAT.
SO, JESUS, THANK YOU VERY MUCH.
THANKS FOR TAKING OUR COMMENTS AND, UH, LOOK FORWARD TO SEEING YOU HERE SOON.
[15. Briefing on the release of a solicitation for multiple contracts for the Neighborhood and Housing Services Department to provide gap funding subsidies for Rental and Homeownership Housing Development Gap Funding in the estimated total value of $9,400,000.00. [Lori Houston, Assistant City Manager; Verónica R. Soto, Director, Neighborhood & Housing Services]]
NEXT ITEM ON THE AGENDA HERE IS HOUSING SERVICES, UH, DEVELOPMENT DEPARTMENT.UM, WHO DO WE HAVE ON BOARD TO TELL US ABOUT THAT? THAT WOULD BE ME, COUNCILMAN, THIS IS VERONICA SOTO.
SO I HAVE TO START BY SAYING HOW EXCITED I AM TO BE HERE.
UM, SO FIRST, UM,
ONE IS GONNA BE FOR AFFORDABLE HOME OWNERSHIP HOUSING DEVELOPMENT.
AND SO I'M GONNA BEGIN WITH THAT PRESENTATION.
IF WE CAN GO TO THE NEXT SLIDE, PLEASE.
SO WHAT THIS IS, IS TO HAVE A, UH, THE PRINCIPAL SOLICITATION BRIEFING FOR THE RFPS.
WE WOULD LIKE TO ISSUE SO THAT WE CAN HAVE HOMEOWNERS OWNERSHIP HOUSING BE DEVELOPED BY QUALIFIED DEVELOPERS.
THE FUNDING SOURCES ARE GONNA BE PRIMARILY OUR HUD GRANT.
THIS IS THE HOME AND C D B G PROGRAM, AND WE PUT UP TO 2 MILLION IN POSSIBLE TURS FUNDING AS WELL AS PRESENTED, UM, DURING THE BUDGET PRESENTATION.
AND THIS IS, UH, FUNDING THAT IS BESIDE AS GAP FUNDING SUBSIDIES FOR BOTH NEW CONSTRUCTION OR REHAB AND PRESERVATION OF EXISTING AFFORDABLE HOUSING UNITS.
BECAUSE WE'RE USING A LOT OF FEDERAL MONEY, THE UNITS ARE PRESERVED FOR FAMILIES WHO ARE AT OR BELOW 80% OF THE AREA MEDIAN INCOME.
THIS SOLICITATION IS FOR VARIOUS CONTRACTS.
SO THERE'LL BE VARIOUS AWARDS AND THE TERMS WILL BE, DEPENDING ON HOW MUCH THE AWARD IS, HOW MANY UNITS ARE CREATED.
THERE WILL BE A REQUIRED RESTRICTED COVENANT AS WELL.
ALL THAT DOES IS ENSURE THAT THERE'S LONG-TERM AFFORDABILITY DEPENDING ON THE INVESTMENT THAT WE MAKE FOR THE UNITS THAT ARE, UM, BILLED OR PRESERVED.
AND THESE WILL BE NEW CONTRACTS.
SO THE TOTAL FUNDING FOR HOME OWNERSHIP IS UP TO $5.4 MILLION.
WE WILL, OF COURSE, DO EXTENSIVE OUTREACH THROUGH NOT JUST THE FINANCE CENTRAL VENDOR REGISTRY, BUT ALSO WITH THE INDIVIDUAL, UH, DEVELOPERS WHO HAVE RECEIVED THIS FUNDING IN THE PAST, UH, BOTH FOR-PROFIT AS WELL AS NON-PROFIT AFFORDABLE HOUSING DEVELOPERS.
YOU CAN SEE WHO THE MEMBERS OF THE EVALUATION PANEL ARE GOING TO BE STARTING WITH OUR ASSISTANT CITY MANAGER, LAURIE HOUSTON, THE LEADERSHIP TEAM IN OUR DEPARTMENT AS WELL, AND OF COURSE OUR GRANTS ADMINISTRATOR FOR OUR GRANT.
[00:20:01]
PLEASE.WITH REGARDS TO THE, UM, EVALUATION CRITERIA THAT THAT PANEL WILL USE, THIS IS ACTUALLY SOMETHING THAT'S PART OF OUR POLICY ADOPTED BY COUNCIL.
THE LAST TIME COUNCIL LOOKED AT OUR EVALUATION CRITERIA WITH SEPTEMBER 5TH, 2019.
AND WE LOOK AT THE EXPERIENCE AND CAPACITY OF THE PROPOSAL, WE LOOK AT THE INDIVIDUAL PROJECT THAT THEY'RE PROPOSING, AND THAT'S WORTH 20 POINTS.
WE LOOK AT THE CHARACTERISTICS AND AMENITIES OF THE PROPOSAL AND THE SITE 25 POINTS.
WE ARE USING HUD FEDERAL FUNDING.
SO THERE ARE SOME REGULATORY ITEMS THAT ALSO HAVE TO BE MET.
UM, AND THEN UNDERWRITING AND THE EFFICIENT USE OF FUNDS ARE THE ADDITIONAL POINTS.
UM, VERY IMPORTANT THAT WE COVER A GAP THAT EXISTS SO THAT, UM, HUD CAN GO AHEAD AND ALLOW THE, THE YOUTH, BECAUSE WE ARE USING FEDERAL FUNDING, UH, FOR THE VAST MAJORITY OF THESE CONTRACTS, THE C BETA AND LOCAL PREFERENCE PROGRAMS TO NOT APPLY.
AND SO YOU CAN SEE THAT IN THE ADDITIONAL REQUIREMENT HERE.
IN TERMS OF OUR, UM, TIMELINE, WE WOULD LIKE TO MOVE FORWARD WITH RELEASE OF THE R F P THIS MONTH SO THAT WE CAN HAVE OUR PRE-SUBMIT CONFERENCE AND ANSWER ANY QUESTIONS FROM, UM, POTENTIAL PROPOSERS IN SEPTEMBER.
WE'RE ASKING FOR THE PROPOSALS TO BE SUBMITTED OCTOBER 18TH, SO THAT'S AROUND 50 52 DAYS FROM THE RELEASE DATE TO GIVE PEOPLE ENOUGH TIME TO SUBMIT THAT.
WE WILL SPEND NOVEMBER EVALUATING THE PROPOSALS, AND THEN WE HOPE TO COME TO THE AUDIT AND ACCOUNTABILITY COMMITTEE FOR A POST SOLICITATION BRIEFING IN DECEMBER SO THAT WE CAN MOVE FORWARD TO BOTH THE PLANNING AND COMMITTEE DEVELOPMENT COMMITTEE AND CITY COUNCIL IN JANUARY.
AND THE CONTRACTS AGAIN WOULD BE NEGOTIATED AFTER, UM, THE AWARDS ARE MADE.
THAT'S THE END OF THE PRESENTATION AND I'D BE HAPPY TO ANSWER QUESTIONS AFTER I BRIEF THE RENTAL HOUSING, UH, ITEM.
SO LET'S GO ON TO THAT NEXT, UH, SLIDE.
THEY'RE, THEY'RE BOTH RELATED, SO I THINK THAT'S WHY THE AGENDA ITEM GROUPED THEM TOGETHER.
SO MAY I ASK FOR THE RENTAL AFFORDABLE HOUSING PRESENTATION TO BE BROUGHT UP PLEASE? THANK YOU, KEVIN.
SO AGAIN, UM, THIS IS THE RENTAL HOUSING DEVELOPMENT FUNDING PRESENTATION.
IF WE CAN GO TO THE NEXT SLIDE.
AND AS IN THE PREVIOUS ONE, WE ARE UTILIZING FEDERAL FUNDS FOR THE SOLICITATION.
YOU CAN SEE THAT THIS IS JUST OVER $6 MILLION IN HOME C D B G AND AGAIN, UP TO 2 MILLION ENTERS.
AND THIS IS TO SET ASIDE GAP FINANCING FOR AFFORDABLE MULTI-FAMILY RENTAL RESIDENTIAL DEVELOPMENT.
AND THIS CAN BE USED FOR LAND ACQUISITION, NEW CONSTRUCTION OR REHABBING EXISTING RENTAL HOUSING PROPERTIES.
AND FOR THIS ONE, WE ARE ASKING THAT THE RENTAL HOUSING UNITS FOR LOW INCOME HOUSEHOLDS BE AT OR BELOW 60% OF THE AREA MEDIAN INCOME.
AND WE HAVE A FOCUS ON PROPOSALS THAT HAVE SOME UNITS AT OR BELOW 30% A M I, AND THAT'S DEEPER AFFORDABILITY.
THE TERMS, AGAIN, WILL BE BASED ON THE DEVELOPMENT, AND AGAIN, WE WOULD HAVE A REQUIRED RESTRICTED COVENANT TO ENSURE WE HAVE A LONG-TERM AFFORDABILITY PERIOD.
SO THE NEXT SLIDE SHOWS WHO THE EVALUATION, UH, PANEL WILL BE SIMILAR AS THE LAST ONE.
AND AGAIN, UH, WE'RE CONTACTING THE INDIVIDUALS, UH, INDIVIDUAL DEVELOPERS WHO HAVE SUBMITTED FOR THIS FUNDING IN THE PAST, BOTH FOR PROFIT AND NONPROFIT AFFORDABLE HOUSING DEVELOPERS AS WELL.
THE NEXT SLIDE ALSO SHOWS OUR, UH, EVALUATION CRITERIA FOR THE RENTAL HOUSING, AFFORDABLE HOUSING DEVELOPMENT, AND VERY SIMILAR TO THE HOME OWNERSHIP CRITERIA.
THIS ALSO WENT TO COUNCIL BACK IN SEPTEMBER OF 2019, FOCUS ON EXPERIENCING CAPACITY OF THE PROVIDER.
AND THEN WE LOOK AT THE PROJECT READINESS AND THE PARTICULAR CHARACTERISTICS AND AMENITIES THAT ARE PROPOSED.
THE SITE ITSELF, UM, BECAUSE WE ARE UTILIZING MOSTLY HUD FUNDS FOR THIS, WE ALSO LOOK AT THAT.
UM, AND AGAIN, BECAUSE IT'S FEDERAL FUNDING, WE HAVE THE EFFICIENT USE OF FUNDS AND THE UNDERWRITING.
AND THE UNDERWRITING IS THERE BECAUSE IT HELPS US ENSURE THAT WE ARE FILLING A GAP TO MAKE THE HOUSING AFFORDABLE.
THE FEDERAL FUNDING DOES NOT ALLOW US
[00:25:01]
TO USE THE, THESO THAT'S WAIVED AND, AND NOT APPLICABLE.
AND BOTH ITEMS AGAIN, UH, ARE GONNA TOTAL ABOUT 9.4 MILLION WHEN WE CONSIDER HOME OWNERSHIP AND RENTAL.
THE TIMELINE ON THE NEXT SLIDE IS THE SAME AS PREVIOUSLY.
THIS R F P, WE HOPE TO RELEASE THIS MONTH PRE-SUBMIT ALL AND QUESTIONS FROM PROPOSALS IN SEPTEMBER, DUE DATE OCTOBER 18TH, EVALUATION IN NOVEMBER.
HOPE TO COME BACK TO A POST SOLICITATION BRIEFING IN DECEMBER SO THAT WE CAN GO TO THE PLANNING AND COMMUNITY DEVELOPMENT COMMITTEE AND TO CITY COUNCIL FOR AWARDS IN JANUARY.
AND THAT'S THE END OF THE PRESENTATION.
THAT COVERS ITEM 15 ON YOUR AGENDA.
AGAIN, HAPPY TO ANSWER ANY QUESTIONS YOU MAY HAVE.
SO IS, SO IS THIS ITEM 15 AND 16 OR JUST 15? NO, SIR, IT'S JUST ITEM 15.
IT SAYS BRIEFING ON THE RELEASE OF SOLICITATION AND IT MENTIONS FOR RENTAL AND HOME OWNERSHIP HOUSING.
AND HOW MANY AWARDS ARE YOU EXPECTING ON THIS? UM, WE DON'T KNOW UNTIL WE GET THE PROPOSALS.
UM, TYPICALLY WE DO BETWEEN THREE TO FOUR AWARDS FOR EACH CATEGORY.
UM, SO THAT'S ABOUT HOW MANY WE EXPECT.
THE AWARDS RANGE FROM 1.5 MILLION TO SOMETIMES WE DO 500, UH, THOUSAND.
AND SO IT DEPENDS ON THE PROPOSALS AND WHO THE BEST SCORING PROPOSALS ARE.
BUT TYPICALLY WE DO THREE TO FOUR AWARDS, UH, FOR RENTAL, UM, AND ABOUT AS MANY.
AND, AND SOMETIMES, UH, HOME OWNERSHIP COMES, YOU KNOW, A HUNDRED THOUSAND SOMETIMES.
UM, SO UP TO THREE AWARDS IN HOME OWNERSHIP, I WOULD SAY MAYBE FOUR.
NOW, TROY AND BEN, WE'VE HAD THIS DISCUSSION BEFORE TO PUT, PUT SOMETHING IN THESE SOLICITATIONS TO GIVE CONTRACTORS A HEADS UP ON WHAT WE'RE LOOKING AT AS FAR AS HOW MANY AWARDS TO HELP THEM MAKE A DECISION ON WHETHER THEY THINK THAT'S WORTH IT OR NOT, TO ACTUALLY PUT IN A PROPOSAL ON THESE THINGS.
I HATE TO, I HATE FOR CONTRACTORS TO WASTE MONEY IF THEY COME IN AND WE GET 10 OR 15 DIFFERENT PROPOSALS AND OUR INTENT IS O ONLY TO AWARD AROUND THREE OR FOUR.
WE NEED TO BE LETTING THEM KNOW THAT UPFRONT.
UM, SO I WOULD REALLY LIKE TO SEE THAT ADDED INTO THE SOLICITATION ON WHAT THE EXPECTED RANGE OF AWARDS THAT WE'RE, WE'RE PLANNING TO MAKE ON, ON THIS PARTICULAR CONTRACT.
UM, SURE, IF I CAN, IF I CAN JUST, UM, UH, ADD A LITTLE BIT OF CONTEXT HERE AND I'LL ASK VETO TO, TO COMMENT AS WELL IF I DON'T GET THIS RIGHT.
BUT WE'VE TALKED ABOUT THAT ON SOME OF THE ON-CALL CONTRACTS THAT WE DO.
UM, THEY COME OUT OF PUBLIC WORKS, UH, RELATED TO ENGINEERING AND OTHER SERVICES.
UM, THERE WE'RE TRYING TO HIRE A SERVICE AND WE'RE TRYING TO, YOU KNOW, TRY TO, UH, UH, GET THE PROCUREMENT PROCESS TO BE A LITTLE BIT MORE EFFICIENT.
SO WE'VE GOT CONTRACTORS THAT WE CAN ACCESS.
I THINK THIS ONE'S A LITTLE BIT DIFFERENT BECAUSE WE'RE ISSUING AN R F P, UM, ASKING, UM, UH, PARTNERS TO BRING US PROJECTS THAT MAY HAVE A GAP.
AND SO IT'S REALLY GONNA DEPEND ON THE PROJECT AND HOW MUCH OF A GAP IT HAS.
SO THAT'S WHY YOU SEE IT BEING MORE OPEN-ENDED.
I THINK TO PUT A NUMBER ON THIS WOULD BE KIND OF HARD BECAUSE IT'S NOT A SERVICE WE'RE TRYING TO, TO ACQUIRE.
IT'S REALLY ABOUT US SEEING HOW MANY PROJECTS THAT QUALIFY BASED ON THE PARAMETERS WE LAID, WE WE'VE LAID OUT, UM, AND WHAT THEIR GAPS ARE, WHICH CAN VARY FROM PROJECT TO PROJECT.
YOU KNOW, WE'RE GONNA SEE HOW FAR OUR FUNDING GOES.
I I THINK THAT MAY BE A LITTLE BIT OF A HURDLE.
DID I GET THAT RIGHT, BETO? IN TERMS OF WHAT WE'RE LOOKING FOR, BEN, YOU GOT IT EXACTLY RIGHT.
I GUESS I, I GUESS I'M NOT QUITE UNDERSTANDING THAT AND, UM, I, I'D LIKE FOR SOMEBODY TO COME IN AND CLEANER TO WHERE I CAN UNDERSTAND EXACTLY WHAT WE'RE TALKING ABOUT HERE.
UM, I I, I CAN UNDERSTAND THE ENGINEERING AND THAT KIND OF THING, BUT IF WE'RE TALKING ABOUT OUTSIDE OF THAT, THEN I'M, IT'S A LITTLE BIT FOGGY TO ME.
SO IF, IF, IF WE CAN GET TOGETHER ON THAT, I SURE WOULD APPRECIATE IT.
UH, SO IT'S MORE CLEAR IN MY MIND ON EXACTLY WHAT SERVICE WE SERVICE WE'RE, WE'RE TRYING TO PROCURE HERE.
UH, IS THIS ALL, ALL, UH, FEDERAL FUNDS OR IS THERE ANY GENERAL FUNDS ADDED TO THIS? UM, IT'S MAJORITY FEDERAL FUNDS.
THE, UH, SOLICITATION INCLUDES UP TO $2 MILLION IN TS FUNDS, AND THAT
[00:30:01]
WOULD BE AN ASK THAT IS YET TO BE MADE.UM, IT WAS PRESENTED IN THE PROPOSED FFY 2022 BUDGET THAT WE'RE GONNA ASK TWO, UM, TAX INCREMENT REINVESTMENT ZONES TO CONTRIBUTE, UM, UP TO $2 MILLION TO ADD TO THIS.
SO THE REST OF IT IS ALL THE HUD GRANTS OUT OF THE HOME OR C D B G PROGRAM.
AND, AND WE HAVE THOSE MONIES IN HAND, THE HOME AND C B B G? YES, SIR.
THE HOME AND C D B G GRANT, UM, WAS APPROVED AND PASSED BY CITY COUNCIL.
WE SUBMITTED BY THE DEADLINE OF AUGUST 16TH.
AND SO WE ARE JUST WAITING FOR OUR, UM, SIGNED, EXECUTED CONTRACT FROM HUD SO THAT WE CAN DROP DOWN THE FUNDS OCTOBER ONE.
BUT, UM, WE ESSENTIALLY HAVE THEM IN HAND.
WE JUST NEED THE DOCUMENT FROM HUD CONFIRMING WE HAVE THOSE FUND THE FUNDING AVAILABLE IN OUR ACCOUNT.
BUT THE OTHER, THE TURS THAT'S NOT BEEN APPROVED YET.
CORRECT? THAT HAS NOT BEEN APPROVED YET.
BUT BECAUSE, UM, IT COULD BE USED FOR THIS USE IN CASE IT DOES GET APPROVED.
SHOULD IT GET APPROVED? WE INCLUDE IT THAT AMOUNT IN HERE.
WELL, HERE, HERE'S MY CONCERN ABOUT PUTTING CONTRACTS OUT ON THE STREET BEFORE WE HAVE THE FUNDS FOR 'EM.
UH, LET'S SAY IF WE DON'T GET THE FUNDING FOR IT, UH, YOU KNOW, IS THAT HUD MONEY GUARANTEED THAT WE'RE GONNA GET THAT? I MEAN, THAT'S, THAT'S A GUARANTEED AMOUNT THAT WE'RE GONNA GET, OR CAN THAT CHANGE? THE HUD AMOUNT IS GUARANTEED.
UM, THE ONLY UNKNOWN IS THE TUR.
BUT THE HUD MONEY IS GUARANTEED.
IT JUST MEANS INSTEAD OF FOUR POSSIBLE PROJECTS, WE COULD ONLY SELECT THREE, FOR EXAMPLE.
THAT'S WHAT THAT MEANS, UH, FOR PROJECTS.
UH, THAT I'M, AND AGAIN, I I I'M ALWAYS UNCOMFORTABLE ABOUT PUTTING SOLICITATIONS OUT ON THE STREET AND NOT HAVING MONEY IN HAND.
I MEAN, YOU GOTTA GO TO THE TS BOARDS.
HAVE THOSE BEEN, UH, SCHEDULED YET TO, UH, UH, VOTE ON THAT? NO, THOSE WILL BE SCHEDULED, UM, IN SEPTEMBER.
THEY'RE IN THE PROCESS OF BEING SCHEDULED, BUT WE HAVEN'T FINALIZED THE MEETING DATES YET.
UM, IS THERE A WAY TO PUT THAT ON THIS OR THE R F P ON WHAT MONEY WE HAVE IN THE HAND PLUS THE EXPECTATION OF GETTING X AMOUNT FROM THE TURS? BECAUSE WE DON'T HAVE THAT YET YET AND WE WON'T HAVE IT.
WELL, WHEN, WHEN WE SET THIS OUT TO THE STREET, YES.
WE'LL, WE'LL BE CLEAR IN THE R F P AND DENOTE THAT AND WHAT THE FUNDING SOURCES ARE.
SAYING THAT THAT HASN'T BEEN APPROVED YET, BUT THE EXPECTATION IS THAT THOSE WILL BE APPROVED AND YOU KNOW, THAT MONEY WILL BECOME AVAILABLE FOR THIS CONTRACT ALSO.
CAN YOU DO THAT, ANDY? I WAS TRYING TO UNMUTE COUNCILMAN.
YES, YOU CAN SEPARATE IT THAT WAY, AND AS VETO SAID, WE'LL MAKE IT ABUNDANTLY CLEAR AS TO, UH, WHAT RESOURCE, WHAT'S FUNDING WE HAVE CURRENTLY AND WHAT WE ANTICIPATE GETTING.
UM, YEAH, IF, IF SOMEBODY COULD DROP BY OR SEND ME A NOTE OR A DIAGRAM OR SOMETHING ABOUT THIS ONE TO HELP ME UNDERSTAND IT A LITTLE BIT MORE, THAT WOULD BE GREAT.
ANYBODY HAVE ANY OTHER QUESTIONS? OKAY.
WELL, THAT AGAIN, THIS WAS ANOTHER BRIEFING AND UH, WE'LL MOVE ON TO
[16. Briefing on the release of a solicitation for the Neighborhood and Housing Services Department for the selection of fifteen or more qualified Construction Contractors for Rehabilitation of Various Residential Properties in the estimated total value of $41,000,000.00. [Lori Houston, Assistant City Manager; Verónica R. Soto, Director, Neighborhood & Housing Services]]
THE NEXT ONE.AND I THINK VEL, YOU HAVE THE NEXT ONE ALSO, RIGHT? YES, SIR, I SURE DO.
UM, SO THIS ONE IS ITEM 16, AND THIS IS ALSO A PRES SOLICITATION BRIEFING.
THIS ONE IS FOR SOLICITATION OF CONSTRUCTION, UH, CONTRACTORS.
THIS IS A POOL OF CONTRACTORS THAT WE ARE SEEKING SO THAT THEY CAN HELP US REHABILITATE VARIOUS RESIDENTIAL PROPERTIES.
AND I'LL GOING TO THE PROGRAMS IN A MOMENT WITH THIS SLIDE.
SO WHAT WE ARE ASKING FOR IN THIS ONE IS QUALIFICATIONS OF THE CONTRACTORS.
SO IT'S AN R S Q, THE ESTIMATED VALUE, AND THIS IS ONLY BECAUSE OF THE CONTRACT TERMS WE'RE PROPOSING, IS UP TO 41 MILLION.
AND THAT'S BECAUSE WE'RE PROPOSING TO DO ONE YEAR WITH THREE ONE YEAR RENEWAL OPTIONS.
SO IT COULD BE UP TO FOUR YEAR TERMS THAT WE AWARD.
UH, ANNUALLY WE GET JUST OVER $10 MILLION, OR AT LEAST FOR A FISCAL YEAR 22, THAT THAT'S HOW MUCH IS IN THE PROGRAM.
WHAT WE ARE ASKING FOR IS QUALIFICATIONS FROM CONTRACTORS WHO HAVE THE ALITY
[00:35:01]
AND EXPERIENCE CAP CAPABILITY AND EXPERIENCE TO DO GENERAL CONSTRUCTION AND HOUSING REHABILITATION.AND THIS IS FOR OUR THREE DIFFERENT PROGRAMS. WE ARE TALKING ABOUT OUR OWNER OCCUPIED REHAB PROGRAM ARE UNDER ONE ROOF PROGRAM AND OUR MINOR REPAIR PROGRAM BECAUSE THE ULTIMATE BENEFICIARIES ARE GONNA BE THOSE HOMEOWNERS.
AND SO THE FUNDING FOR THIS IS A COMBINATION OF OUR HOME GRANTS, OUR COMMUNITY DEVELOPMENT BLOCK GRANTS, THOSE ARE THE HUD FEDERAL GRANTS GRANTS IN THE CITY'S GENERAL FUND.
THIS WOULD BE NEW CONTRACTS FOR THE QUALIFIED POOL OF CONTRACTORS.
WHAT WE ARE LOOKING, UM, I THINK THIS MIGHT BE OUT OF ORDER, BUT WHAT WE ARE LOOKING FOR IN, IN, UM, MR CHAIR, I THINK YOU ASKED FOR, UH, A LITTLE BIT OF THE EXPLANATION OF THE SELECTION OF THE CONTRACTORS.
WHAT WE ARE LOOKING FOR IS A POOL OF UP TO 15 CONTRACTORS THAT CAN HELP WITH THOSE THREE PROGRAMS. AND WHAT WE DO IS WE QUALIFY THE CONTRACTORS TO DO THE WORK, BUT IT IS HER STAFF TEAM THAT WORKS WITH THE QUALIFIED HOMEOWNER FAMILY MEETING OUR ELIGIBILITY CRITERIA FOR EACH OF THE PROGRAMS. AND WE DO A SITE VISIT.
WE EVALUATE THE CONDITION OF THE HOME AND EVALUATE WHAT NEEDS TO BE ADDRESSED IN THAT HOME.
AND SO OUR STAFF DEVELOPS THE SCOPE OF WORK.
ARE WE GONNA DO THE KITCHEN? ARE WE GONNA DO A RAMP, ARE WE GONNA DO A ROOF? UH, ARE THERE FOUNDATION ISSUES? SO WITH THAT SCOPE OF WORK, IT'S REVIEWED BY THE HOMEOWNER AND THERE'S AGREEMENT THAT THAT'S THE WORK WE'RE GONNA DO.
WE ALSO LOOK AT OUR HUTT GUIDELINES TO MAKE SURE IT'S ELIGIBLE WORK, AND THEN WE PROVIDE THE HOMEOWNER THE LIST OF THE QUALIFIED CONTRACTORS.
SO THIS POOL OF UP TO 15 CONTRACTORS, AND THEY HELP SELECT A CONTRACTOR.
UM, WE'RE SEEKING FOLKS WHO CAN DO ROOFS, SO IT'S THE UNDER ONE ROOF PROGRAM.
WE'LL SELECT FOLKS WHO SPECIALIZE IN THAT.
IF IT'S SOMEONE THAT, UH, DOES ELECTRICAL WORK AND THE HOUSE NEEDS, UM, ELECTRICAL WORK TO MEET THE CRITERIA, WE HAVE THAT, BUT WE'RE LOOKING FOR GENERAL CONTRACTORS.
SO THEN THE HOMEOWNER IS THE ONE WHO SELECTS THE CONTRACTOR FROM THIS POOL, BUT WE HAVE ALREADY VETTED THOSE CONTRACTORS.
WE DO A, UM, R S MEAN TO EVALUATE HOW MUCH THE WORK WILL COST.
SO THAT'S OUR CONSTRUCTION COST ESTIMATE SOFTWARE, SO THAT WE GET REASONABLE COSTS.
IT'S APPROVED BY HUD TO USE THAT, AND THEN WE AWARD THE, UM, OR THE HOMEOWNER, UH, AWARDS THE CONTRACT.
BUT WE AS STAFF CONTINUE AS THE PROJECT MANAGER TO MAKE SURE THAT THE WORK IS BEING DONE TO THE SCOPE, TO THE QUALITY THAT IT NEEDS TO BE, AND CONTINUE TO MAKE SURE THAT THE HOMEOWNER, UM, IS HAVING THE SCOPE OF WORK MET.
SO HERE IS THE EVALUATION VOTING MEMBERS.
FOR THIS COMMITTEE, WE HAVE OUR ASSISTANT CITY MANAGER, UH, THE LEADERSHIP TEAM IN OUR DEPARTMENT, INCLUDING OUR HOUSING ADMINISTRATOR.
AND BECAUSE WE'RE UTILIZING GRANT MONEY, OUR GRANTS, UH, MANAGER AS WELL FOR THIS ONE.
UM, IN ADDITION TO REACHING OUT TO THE FOLKS ON THE LIST OF, UH, THE FINANCE CENTER VENDOR REGISTRY, WE'RE DOING EXTRA EFFORT TO REACH OUT TO OTHER SMALL CONTRACTORS IN THE COMMUNITY.
SO WE'RE PREPARING A MARKETING AND AVERAGE PLAN FOR SMALL CONTRACTORS.
SO THEY'RE AWARE OF THIS PROGRAM, WHAT SERVICES WE'RE SEEKING, AND MAKING SURE THAT THEY'RE AWARE OF WHAT THE, UH, QUALIFICATIONS ARE.
SO WE'RE DOING EXTRA EFFORT TO REACH OUT TO WOMEN-OWNED BUSINESSES, SMALL BUSINESSES AS WELL.
AND SO WE'RE WORKING ON THAT, UM, TO ENSURE WE GET A LARGE POOL OF CONTRACTORS.
AS FOR, FOR THIS PROGRAM, THE NEXT SLIDE SHOWS OUR EVALUATION CRITERIA.
AND AGAIN, WE'RE SEEKING UP TO 15 QUALIFIED CONTRACTORS WHO HAVE THAT EXPERIENCE AND THAT BACKGROUND AND THAT QUALIFICATION.
SO THAT'S THE MAJORITY OF THE POINTS BEING AWARDED HERE.
PROPOSED PLAN MEANS HOW QUICKLY THEY CAN DO THE WORK, UM, THE TIMELINES THEY PROPOSE FOR THE PROJECT TYPES THAT WE HAVE.
AND THERE ARE POINTS GIVEN FOR VETERAN, UH, OWNED OR SMALL BUSINESSES AS WELL.
BUT BECAUSE WE'RE USING, UM, FEDERAL FUNDING FOR A LOT OF THIS WORK, THE, THE BETA AND LOCAL PREFERENCE PROGRAM REQUIREMENTS DO NOT APPLY.
THE NEXT SLIDE HAS, UM, DON'T HAVE OUR TIMELINE FOR WHEN WE WOULD LIKE TO RELEASE THIS, BECAUSE WE WANNA DO THAT OUTREACH TO CONTRACTORS IN THE COMMUNITY.
WE WANNA TAKE THE, YOU KNOW, BETWEEN NOW AND SEPTEMBER 14TH TO DO THAT SO THAT THEY'RE AWARE OF THE WORK THAT IS GONNA BE PUT OUT ON THE STREET ON SEPTEMBER 14TH.
[00:40:01]
SO WE WANNA SPEND SOME TIME GETTING THE WORD OUT TO CONTRACTORS.WE WOULD LIKE TO HAVE A, THE PRE-SUBMIT CONFERENCE, UH, TOWARD THE END OF SEPTEMBER, AN OPPORTUNITY FOR PROPOSERS TO ASK QUESTIONS BY, UM, EARLY OCTOBER WITH THE PROPOSALS DUE IN NOVEMBER.
WE'LL EVALUATE, UM, IN NOVEMBER SO THAT WE COMPLETE THAT EVALUATION EARLY DECEMBER AND NEGOTIATE POSSIBLE CONTRACTS STARTING IN DECEMBER SO WE CAN COME BACK AND DO A POST ELICITATION BRIEFING IN JANUARY AND GO TO COUNCIL IN FEBRUARY WITH THIS.
AND THIS IS, AGAIN, TO DELIVER OUR OWNER OCCUPIED REHAB, MINOR REPAIR IN UNDER ONE ROOF PROGRAMS FOR OUR QUALIFIED HOMEOWNERS.
THAT'S THE END OF THIS PRESENTATION.
I'D BE HAPPY TO ANSWER ANY QUESTIONS.
UM, I DO HAVE A FEW QUESTIONS ON HERE.
HOW MANY, HOW MANY AWARDS ARE YOU TALKING ABOUT HERE? SO WE'RE LOOKING TO QUALIFY UP TO 15 DIFFERENT CONTRACTORS TO DO THIS WORK.
SO ARE YOU TALKING ABOUT GENERAL CONTRACTORS THAT, UH, SUB OUT TO MECHANICAL, ELECTRICAL, PLUMBING, ROOFING, THAT KIND OF THING, OR INDIVIDUAL CONTRACTORS THAT PROVIDE MECHANICAL, ELECTRICAL, PLUMBING, ROOFING, THAT KIND OF THING? SO IT, IT COULD BE A COMBINATION.
MOSTLY WE'RE LOOKING FOR GENERAL CONTRACTORS, BUT WE WOULD NOT TURN AWAY SOMEONE WHO SPECIALIZES IN ROOFS BECAUSE WE HAVE THE UNDER ONE ROOF PROGRAM.
IF WE GET ROOFER, UM, CONTRACTORS, THEY OF COURSE WOULD BE WELCOME, SINCE WE HAVE ABOUT 300 UNITS THAT FOR NEXT FISCAL YEAR WE WANT TO DELIVER.
SO IT COULD BE GENERAL CONTRACTORS WHO COULD DO ROOFS AND THE ADDITIONAL WORK, OR IF IT'S A ROOFER, UM, WE WOULD OF COURSE QUALIFY THEM IF, IF THEY MEET THE CRITERIA AND HAVE THEM BE ADDED TO THE POOL SO THEY CAN DO THE ROOF ASPECT.
UM, I, I, I UNDERSTAND THAT, BUT I, I COULD SEE WHERE THIS LIST OF CONTRACTORS WOULD GROW MORE THAN 15 BASED ON THAT, THAT TYPE OF CRITERIA, GOING TO INDIVIDUAL CONTRACTORS PER TRADE VERSUS GENERAL CONTRACTORS THAT PERFORM OR SUB OUT TO SUBCONTRACTORS TO GET PORTIONS OF THE, UH, OF THE JOB DONE.
SO A LITTLE CONFUSED AS TO HOW THAT'S GONNA COME IN AND HOW Y'ALL ARE GONNA, HOW Y'ALL ARE GONNA PARCEL THAT OUT.
UM, THE OTHER THING I'M REALLY CONCERNED ABOUT IS WHY WOULD WE GIVE THE HOMEOWNER AN OPPORTUNITY TO PICK WHICH CONTRACTOR IS GONNA DO THEIR WORK? BECAUSE THEY'RE NOT, I MEAN, I, I, I SEE POTENTIAL THERE FOR, YOU KNOW, IT COULD BE THEIR COUSIN OR THEIR UNCLE OR WHATEVER THAT'S THE OWNER OR WORKS FOR A PARTICULAR COMPANY THAT, UH, THEY SAY, YEAH, I WANT THIS COMPANY.
AND YOU KNOW, THERE'S, UH, I SEE ISSUES LIKE THAT, UM, ASSOCIATED WITH OWNERS PICKING THE CONTRACTORS.
WHY WOULDN'T WE JUST ASSIGN OR PICK THE CONTRACTORS BASED ON THEIR PROPOSALS, THAT KIND OF THING, AND THEIR WORKLOADS ALSO.
SO THIS IS, UM, THAT'S A GREAT QUESTION.
UM, SO THIS IS ONE OF THE HU REGULATIONS THAT KICKS IN THAT, UH, PROHIBITS US FROM BEING THE ONES TO DIRECTLY CONTRACT FOR THE THIRD PARTY, UH, FOR THE HOMEOWNER.
UM, SO, SO THE REGULATIONS IS WHAT'S PROHIBITING US BEING THE ONE TO CONTRACT DIRECTLY.
SO WE QUALIFY THE CONTRACTORS, BUT THE ACTUAL CONSTRUCTION CONTRACT IS A RELATIONSHIP BETWEEN THE HOMEOWNER WHO OWNS THE HOUSE, WHO AGREES THAT THE WORK IS GONNA OCCUR AT THEIR HOME AND THE CONTRACTOR.
AND SO WE'RE STILL THE PROJECT MANAGERS FOR THE WORK, BUT THE CONTRACTUAL RELATIONSHIP IS BETWEEN THE HOMEOWNER AND THAT CONTRACTOR THAT THEY HAVE SELECTED.
OBVIOUSLY, OUR STAFF TEAM WILL BE ABLE TO SAY, HERE'S THE POOL OF ROOFERS.
IF IT'S A ROOF THAT WE'RE DOING, WE CAN SAY, HERE'S THE ONES THAT HAVE CAPACITY, UH, BASED ON THE WORK THAT, THAT THEY HAVE GIVEN US, BASED ON THE OTHER WORK THAT THEY MAY HAVE, UH, UNDERWAY.
AND SO WE CAN TELL THEM, HERE'S 10, THESE FIVE HAVE THE CAPACITY TO DO THE WORK NOW IF WE WANNA START, YOU KNOW, IN THE NEXT MONTH.
UM, AND SO THAT'S HOW WE HELP GUIDE THAT PROCESS.
BUT ULTIMATELY IT'S THE HOMEOWNER WHO SAYS, OKAY, THIS ONE SOUNDS GOOD, I'LL GO WITH THAT ONE.
UM, AND SO THAT'S WHAT WE WANNA DO.
AND WE DO WANT A LOT OF CONTRACTORS AVAILABLE BECAUSE WHAT
[00:45:01]
WE NEED IS THE CAPACITY WE NEED TO BE ABLE TO DELIVER THE WORK AND DELIVER THE UNITS, AND WE HAVE MORE CONTRACTORS THAT CAN DO THE WORK.UM, I HOPE MORE QUICKLY AND CHAIR, LET ME JUST ADD MAYBE, MAYBE ONE WAY TO RESOLVE THAT.
UM, AND VETO, YOU CAN WEIGH IN HERE AS WELL, BUT MAYBE THE WAY TO RESOLVE THAT IS WHEN THEY PICK THE CONTRACTOR, WE CAN JUST HAVE THEM ACKNOWLEDGE OR CERTIFY THAT THEY HAVE NO RELATIONSHIP WITH THE COMPANY OR THERE'S NO, NO, UH, UM, NO EXISTING RELATIONSHIP.
I THINK THAT WOULD PROBABLY TAKE CARE OF IT.
LITTLE BITTY THING CALLED CONFLICT OF INTEREST THERE IN, IN MY, IN MY HUMBLE OPINION.
BUT, UH, UM, I, I DON'T UNDERSTAND THAT RULE FROM HUD AND, AND, UM, GIVE, DO YOU HAVE ANY IDEA WHY THEY HAVE IT SET UP THAT WAY? I MEAN, IT'S OUR, IT, IT'S BASICALLY WE'RE THE PASS THROUGH THAT MONEY THROUGH FROM THE FEDERAL GOVERNMENT TO, UM, TO THE CONTRACTORS WHO WE ARE LETTING THE CONTRACT TO, BUT WE'RE LETTING THIS THIRD PARTY IN THERE TO ACTUALLY BE THE, THE ONES THAT SIGNED THE CONTRACT WITH THE CONTRACTOR.
I, I JUST DON'T SEE, THAT'S WHAT I'M TALKING ABOUT, BUREAUCRACY.
AND IF BUREAUCRACY CAN GROW AND BE COMPLICATED AND CAUSE PROBLEMS, I CAN SEE THIS IS, UH, ADDING TO THAT PROBLEM MIX.
UH, THE LESS PEOPLE YOU HAVE INVOLVED, THE LESS AREAS THAT CAN GO WRONG.
IS THERE ANY WAY THAT WE CAN FIND OUT FROM HUD AS TO WHY THEY HAVE IT SET UP THIS WAY? I, I WOULD LIKE SOME MORE EXPLANATION ON THAT.
WE CAN LOOK INTO THAT, COUNCILMAN, WE'LL LOOK INTO THAT.
AND WE'LL ALSO LOOK INTO THE ACTUAL RULE TO SEE WHETHER THE REQUIREMENT OF THEM CONTRACTING ACTUALLY DICTATES THAT THEY SELECT THAT.
UM, SO THERE MIGHT BE SOME FLEXIBILITY THERE.
YEAH, I, I SURE WOULD LIKE TO LOOK AT THAT CLOSER.
I, YOU KNOW, THAT JUST SOUNDS WACKY TO ME AND IF THAT, THAT IS A RULE UP THERE AT HUD, UH, COUNCILMAN PLY, I THINK THIS, WE COULD TAKE A LOOK AT THAT THROUGH THE I G R AND TRY TO, TRY TO DO SOMETHING TO MAKE THAT CHANGE.
'CAUSE THAT JUST, THAT JUST SOUNDS WACKY TO ME.
UM, YEAH, REALLY SOUNDS WEIRD.
DO ARE OTHER CITIES DOING IT THIS WAY OR IS THIS SOMETHING NEW? WELL, I'LL, I'LL TRY AND BE BRIEF TO WHAT IS, UM, HOW IS IS VERY MUCH A BUREAUCRACY.
UM, IT HAS TO DO WITH THE HOMEOWNER HAVING THE LOAN.
UM, IT ENDS UP BEING A LOAN IN MANY INSTANCES, ESPECIALLY FOR THE OWNER OCCUPIED REHAB PROGRAM.
AND SO THEY'RE THE ONES THAT, UH, EVERY YEAR WE CHECK THAT THEY'RE STILL THE HOME.
AND SO THEY TAKE ON, IT'S A FORGIVABLE LOAN FOR THE AMOUNT.
AND SO THAT RESPONSIBILITY IS WITH THE HOMEOWNER AND THAT'S WHY THAT RELATIONSHIP.
BUT WE'LL MAKE SURE WITH OUR CITY ATTORNEYS TO DOUBLE CHECK, UM, THAT AND, AND, UH, REVIEW THE, THE RULES AROUND THE CONTRACTING FOR OWNER OCCUPIED REHAB PROGRAMS. AND YES, OTHER CITIES, UM, DO IT THIS WAY AS WELL.
MY PREVIOUS JOB, WE DID IT EXACTLY THIS WAY AS WELL.
UM, I, I JUST SEE A LOT OF THINGS THAT CAN GO WRONG.
UM, VETO, ONE OF THE THINGS THAT'S REALLY IMPORTANT TO ME IS THAT IF WE'RE SELECTING ROOFERS, UM, THAT THEY BE ROOFERS LICENSED OR CERTIFIED ON MIKE SHANNON'S LIST, UM, YOU KNOW, WE'VE GOT A LOT OF SCAM ARTISTS HERE IN TOWN WHO MAY BUILD A GOOD ROOF, BUT THEY'RE JUST NOT ALL THIS PEOPLE AND THEY STEAL FOLKS' MONEY.
AND SO, UH, THE, I I UNDERSTAND MIKE'S, UM, LIST IS A, IS A LIST OF ROOFERS THAT HAVE GONE THROUGH BACKGROUND CHECKS AND CUSTOMER SATISFACTION CHECKS AND ALL THAT.
AND SO, UH, I I JUST WANNA MAKE SURE THAT WE'RE, THAT WE'RE, THAT WE'RE DOING THAT, UH, ASIDE FROM THAT, UM, I UNDERSTAND THE PROJECT AND I UNDERSTAND COUNCILMAN PERRY'S CONCERNS.
AND JUST SO YOU KNOW, IT DOES REQUIRE THEM TO BE LICENSED CERTIFIED, UM, CONTRACTORS AS WELL.
YEAH, AND THAT'S THE PROBLEM, RIGHT? IS THAT THE STATE OF TEXAS DOESN'T REQUIRE ROOFERS TO GET LICENSES.
AND SO, YOU KNOW, THAT'S WHY THEY CAN JUST COME TO YOUR NEIGHBORHOOD AND SAY, HEY, WE'RE IN YOUR NEIGHBORHOOD, TIME TO CHANGE YOUR ROOF.
AND, YOU KNOW, THEY'LL SEND THREE PEOPLE WHO'VE NEVER CHANGED THE ROOF UP TO YOUR ROOF AND RUIN IT INSTEAD OF FIXING IT, RIGHT? AND SO THAT'S WHY WE TOOK IT UPON OURSELVES TO LICENSE, UM, RIGHT.
AND, YOU KNOW, THERE'S SO MANY FOLKS IN TOWN HAVE NO IDEA THAT YOU CAN ACTUALLY GO SEARCH TO SEE IF THE PERSON YOU'RE GONNA PAY, UM, ACTUALLY HAS BEEN RECOGNIZED BY THE CITY AND MADE TO GO THROUGH A BACKGROUND CHECK.
SO THANK YOU FOR, FOR KEEPING THAT IN MIND.
WELL IF YOU CAN GET BACK TO US ON THOSE ISSUES, THAT WOULD BE GREAT.
VERO, AGAIN, I THINK THIS WAS, UH, JUST FOR BRIEFING, RIGHT? I THINK THAT CORRECT, SIR, CORRECT.
[00:50:01]
YOU VERO.[17. Approval to proceed with scheduling one contract for City Council consideration to provide the Fire Department with a Web Based Uniform Commissary to provide uniformed employees with uniforms and accessories in the estimated total value of $6,950,000.00 [María Villagómez, Deputy City Manager; Charles N. Hood, Fire Chief]]
TIME TO SWITCH GEARS HERE A LITTLE BIT, RIGHT? YES, SIR.THE NEXT ITEM IS GONNA BE A POST SOLICITATION BRIEFING.
SO WE WILL BE ASKING YOU TO TAKE ACTION AT THE END OF THE ITEM TO CONSIDER FORWARDING THAT TO THE FULL CITY COUNCIL FOR, UH, APPROVAL.
THAT A FUTURE COUNCIL MEETING.
UH, THIS IS ON THE WEB-BASED UNIFORM COMMISSARY FOR THE FIRE DEPARTMENT, AND WE'VE GOT CHIEF WOOD HERE TO MAKE THAT PRESENTATION.
UH, GOOD AFTERNOON, MR. CHAIR.
ALRIGHT, DEPUTY CHIEF CHRIS MONER, WHO IS IN CHARGE OF OUR, UH, UNIFORMS AND LOGISTICS, AND HE HAS BEEN MANAGING THIS PROJECT.
HE WILL BE, UH, GIVING THE BRIEFING AND THEN WE'LL STAND BY TO ANSWER ANY QUESTIONS FOR YOU.
UH, MR. CHAIR, MEMBERS OF THE COMMITTEE.
UM, CAN EVERYBODY HEAR ME OKAY? YEP.
UM, THIS IS THE, UH, POST ELICITATION BRIEFING FOR OUR WEB-BASED UNIFORM, UH, PURCHASE PROGRAM.
AND SO WE'RE LOOKING FOR APPROVAL TO PROCEED, UH, AND TAKE THE, UH, CONTRACT TO, TO COUNSEL.
SO S A F D RE-RELEASED AN R F P TO LOOK FOR A, UH, A PROVIDER OF UNIFORMS. UM, THIS IS SOMETHING THAT, YOU KNOW, FOR ALL OF OUR UNIFORM PERSONNEL TO GET UNIFORMS, UH, ACCESSORY ITEMS, THINGS LIKE THAT.
AND WE'VE HAD PREVIOUS CONTRACTS IN THE PAST.
AND SO OUR, UH, OUR COLLECTIVE BARGAINING AGREEMENT REQUIRES THAT, UH, THAT WE HAVE THIS IN PLACE.
AND SO WE PUT OUT THIS SOLICITATION ON R F P, YOU CAN SEE THE ESTIMATED VALUE THERE, 6.95 MILLION.
IT'S A FIVE YEAR CONTRACT TERM WITH TWO ONE YEAR, UH, POSSIBLE RENEWAL OPTIONS.
OUR PREVIOUS VENDOR, UM, WE, UH, WE RAN THAT CONTRACT ALL THE WAY THROUGH AND ACTUALLY DURING COVID WITH ALL THE, UH, ALL THE ISSUES WE HAD WITH THAT AND TRYING TO, TRYING TO GET CONTRACTS THROUGH, WE, WE DID DO A ONE YEAR EXTENSION ON, ON THAT ONE AS WELL.
BUT, BUT WE'RE READY TO MOVE FORWARD WITH, UH, WITH THIS ONE.
SO, THE EVALUATION COMMITTEE, WE MET ON JULY 28TH.
UH, BY CONSENSUS WE, UH, WE RECOMMENDED THE CONTRACT TO THE SOLE RESPONSIVE BIDDER.
SO WE HAD, WE HAD TWO PROPOSALS, BUT ONE, UH, WAS, UH, NON-RES RESPONDENT DUE TO NOT MEETING, UH, THE SUB BETA REQUIREMENTS.
AND SO WE ENDED UP WITH JUST THE ONE RESPONSIVE BIDDER.
AND SO, AS YOU CAN SEE HERE ON THE DUE DILIGENCE, THE NUMBER OF VENDORS NOTIFIED THE NUMBER THAT WE RECEIVED.
AND THEN, UH, LIKE I JUST SAID, JUST ONE PROPOSAL WAS ACTUALLY ELIGIBLE FOR REVIEW.
SO WE DO RECOMMEND, UH, THIS AWARD TO EVALUATE, LIKE I SAID, UM, WE JUST HAD THAT, I GUESS, I THINK YOU WENT BACKWARDS THERE.
THAT MAY BE THE LAST SLIDE, CHRIS.
YEAH, WE RECOMMEND, UH, BRINGING THIS TO COUNCIL AS SOON AS WE CAN HERE IN SEPTEMBER WITH YOUR APPROVAL.
UM, WE, UH, WE'RE SATISFIED WITH THIS, WITH THIS VENDOR.
SO THIS IS A VENDOR THAT WE'VE HAD BEFORE AND SO WE, WE HOPE THAT WE WON'T HAVE ANY HICCUPS IN PROVIDING SERVICE.
SO THE CONTRACT DOES EXPIRE END OF SEPTEMBER, AND WE DO WANT TO HAVE THE, UH, THE NEXT ONE IN PLACE, UH, BY THE START OF THE FISCAL YEAR, OCTOBER ONE.
AND, UH, READY FOR ANY QUESTIONS.
UM, I DO HAVE A COUPLE OF QUESTIONS ON THE, ON THE, UM, THE COST FROM THE LAST CONTRACT TO THIS CONTRACT.
WAS IT SUBSTANTIALLY DIFFERENT? IT'S GONNA CHANGE A LITTLE BIT AND IT'S BASED ON THE ALLOTMENT THAT'S REQUIRED THROUGH THE C B A.
AND SO IF WE HAVE ADDITIONAL, UH, FIREFIGHTERS THAT HAVE BEEN HIRED ON DUE TO INCREASED NUMBER OF, OF, UH, IF YOU ADD A UNIT OR, OR, OR SO, UM, YOU HAVE TO ADD $500 FOR EACH, EACH, UH, MEMBER.
AND SO THAT'S WHY THERE MIGHT BE A LITTLE BIT OF OF CHANGE, BUT IT'S BASED ON, ON THAT SET AMOUNT.
AND THEN ALSO SOME ITEMS THAT, THAT THE CITY BUYS FOR PROMOTION.
SO LIKE NEW BADGES, YOU KNOW, WHEN YOU GET PROMOTED YOU GET A, A NEW BADGE AND THOSE SORT OF THINGS.
BUT, BUT THE, UH, THE AMOUNT IS, IS, UH, IS BASED ON
[00:55:01]
THAT $500 ALLOTMENT, THAT ANNUAL ALLOTMENT THAT EVERY UNIFORM MEMBER RECEIVES.SO THE, BUT THE AMOUNT OF THE CONTRACT, HOW MUCH WAS IT THE LAST CONTRACT AND HOW MUCH IS IT? IS IT THIS CONTRACT? HOW MUCH GO UP BY? UM, I, I, I DON'T HAVE THAT AVAILABLE IN FRONT OF ME.
IT'S, UM, YEAH, IF, IF YOU WOULDN'T MIND DOING THAT.
JUST I, I'D LIKE TO SEE HOW MUCH THIS CONTRACT HAS GONE UP AND IF THERE WAS ANY SUBSTANTIAL CHANGES THAT CAUSED IT TO GO UP FROM THE LAST CONTRACT TO THIS ONE.
YEAH, AND AGAIN, IT DOESN'T REALLY MATTER ON THE ITEMS. IF THE ITEM PRICES GO UP, YOU STILL ONLY HAVE THAT $500, UH, PER MEMBER.
UM, THEN THE OTHER QUESTION I HAD IS, UH, WHAT WAS THE ISSUE ON SUB BETA? WHY, WHY WAS, WHY WAS THE, UH, CONTRACTOR DISQUALIFIED? UM, THEY, THEY DID NOT MEET THE, UH, THE REQUIREMENT TO PARTNER WITH, UH, A SMALL BUSINESS OR MINORITY OWNED BUSINESS.
AND PURCHASING MIGHT AS IF, UH, SOMEBODY ELSE MIGHT WANT TO CHIME IN ON THAT ONE.
BUT, UH, THAT WAS THE SITUATION THERE.
THEY JUST DIDN'T MEET THE REQUIREMENTS FOR CE BETA.
PARTNER, I CAN CHIME ON THAT AS WELL, RIGHT? I CAN CHIME IN ON THAT ONE, SIR.
UM, SO THIS SOLICITATION HAD A REQUIREMENT, UM, FOR SUBCONTRACTING WITH A, UM, MINORITY OR WOMEN-OWNED BUSINESS ESTABLISHMENT.
AND THE, UH, SMALL, THE SUBCONTRACTOR, THE, THE PRIME LISTED WAS JUST A SMALL BUSINESS ENTITY.
AND SO THEY DID NOT MEET THE REQUIREMENTS AS, AS PROVIDED IN THE SOLICITATION.
THEY DID SUBCONTRACT TO A SMALL BUSINESS, BUT NOT TO, WHAT WAS THE REQ, THE REQUIREMENT WAS FOR A MINORITY OR WOMEN OWNED OF BUSINESS ENTERPRISE.
AND THEY, DID WE GO BACK TO 'EM AND WERE THEY FULLY AWARE THAT THEY DIDN'T MEET THAT REQUIREMENT BEFORE THEY SUB BEFORE WE MADE THE, THE FINAL DECISION ON THIS? SO WE DID DEBRIEF WITH THE, UM, WITH THE RESPONDENT AND LET THEM KNOW THAT THEY DIDN'T MEET THE CRITERIA, UM, AND THAT IT WAS ON, IT WAS THE RESPONSIBILITY OF THE RESPONDENT TO, UH, VERIFY THAT THE SUB THEY WERE, UM, PROPOSING TO USE MET OUR, OUR REQUIREMENTS.
UH, COUNCILMAN, I WANNA EMPHASIZE THEY WERE AWARE OF THAT REQUIREMENT WHEN THE BID WENT OUT.
THAT WAS VERY CLEAR IN THE BID SOLICITATION.
WELL, UM, WAS, WAS THERE ACTUALLY A IN-PERSON PRES SOLICITATION MEETING OR WAS THIS JUST MAILED OUT? UH, IN, IN THE, UH, DOCUMENT ITSELF, COUNCILMAN, THESE DID HAVE PRE-SUBMIT SUBMITTAL CONFERENCES AND, UM, THEY WERE AWARE OF THE, UH, REQUIREMENTS OF THE SUBCONTRACTING.
UH, THAT JUST, THAT JUST DIDN'T SOUND TO ME, RIGHT.
FOR A CONTRACTOR TO PUT, GO THROUGH THE PAIN AND AGONY OF PUTTING A PROPOSAL TOGETHER AND THEY DON'T MEET ONE OF THE MAJOR PORTIONS OF THE PROPOSAL.
I, I JUST DON'T UNDERSTAND THAT.
DID, DID ON THE DEBRIEF, DID, DID WE HAVE A DEBRIEF WITH THEM TO FIND OUT WHY THEY DIDN'T PUT THAT IN? WHAT, WHAT WAS THEIR RATIONALE AGAIN, COUNCILMAN? THEY, THEY LISTED A SUBCONTRACTOR, BUT THE SMALL CONTRACT THAT THEY LISTED WAS A SMALL BUSINESS.
UM, AND, AND THE REQUIREMENT WAS FOR A 5% MINORITY OF WOMEN OWNED BUSINESS SUBCONTRACTING.
SO, UM, WE DID MEET WITH THEM ONE-ON-ONE BEFORE THE BID.
UM, TO EXPLAIN THIS WITH THEM AS WELL, THEY, THEY DIDN'T ULTIMATELY MEET THE REQUIREMENT, UH, FOR SUBCONTRACTING WITH A MINORITY OR WOMEN-OWNED BUSINESS ENTERPRISE, BUT THEY DID SUBMIT A PROPOSAL.
THEY DID SUBMIT A PROPOSAL AND UPON EVALUATION THEY DID NOT MEET THE SUB, UH, SUBCONTRACT SUBCONTRACTING CRITERIA.
WHERE WERE THEY PRICE-WISE? WERE THEY HIGHER OR, OR LOWER? WE DID GO BACK AND LOOK AT THAT COUNCILMAN AND FROM OUR ANALYSIS, BASED ON THE ITEMS WE LOOKED AT, THEY WERE, THEY WERE, UM, QUITE A BIT HIGHER.
BUT STILL, I, I GUESS I'M JUST, IT JUST BAFFLES ME THAT SOMEBODY, AND THAT'S NOT CHEAP.
PUTTING A PROPOSAL TOGETHER WITH TIME AND EFFORT AND EVERYTHING ELSE THAT GOES INTO IT, FOR SOMEBODY TO KNOWINGLY PUT A PROPOSAL TOGETHER THAT'S NOT, THAT DOESN'T MEET ONE OF THE MAIN CRITERIA ITEMS AND I, I DON'T, YEAH, YOU CAN'T DO THE PROPOSAL FOR 'EM OR YOU CAN'T SPOON FEED 'EM, BUT SOMEHOW WE GOTTA MAKE SURE THAT WE EITHER FOOT STOMP THIS EVEN EVEN BETTER THAN WHAT WE HAVE IN THE PAST AND MAKE SURE THAT IT'S DRILLED INTO THE HEAD THAT THEY KNOW WHAT WE'RE ASKING FOR IN THESE
[01:00:01]
RFPS.UH, BECAUSE THIS ISN'T THE FIRST TIME THAT WE'VE KNOCKED SOMEONE OUT BECAUSE THEY DIDN'T MEET SMALL BUSINESS REQUIREMENTS OR MINORITY SMALL BUSINESS REQUIREMENTS.
SO SOMETHING TO ME, AND I'VE BEEN HERE ON THE COMMITTEE A WHILE NOW, AND I, THIS ISN'T THE FIRST TIME THIS HAS HAPPENED SEVERAL TIMES NOW, SO THERE'S SEEN, THERE'S A DISCONNECT SOMEWHERE AND I'D REALLY LIKE FOR Y'ALL TO TAKE A LOOK AT THAT AND COME BACK WITH SOME PROPOSALS ON HOW WE CAN MAKE SURE THAT CONTRACTORS THAT ARE PUTTING IN A PROPOSAL FULLY UNDERSTANDS WHAT WE'RE ASKING FOR IN THESE SMALL BUSINESS REQUIREMENTS.
IS THAT SOMETHING WE CAN DO? ANNA, CAN Y'ALL COME UP WITH SOMETHING? TROY, BEN, WE CAN DEFINITELY GO BACK AND, AND LOOK AT OUR, OUR NOTIFICATION PROCESSES AND MAKING SURE THAT ALL OF THE INFORMATION THAT WE'RE, WE'RE PUTTING OUT THERE, UM, IS, IS VERY CLEAR WHEN IT COMES TO SUBCONTRACTING.
OKAY, THAT'S WHAT I'M ASKING FOR.
ANYBODY ELSE HAVE ANY OTHER QUESTIONS? IF NOT, UH, CAN I GET A MOTION TO MOVE THIS TO COUNCIL? I MOVE TO MOVE THIS TO COUNCIL.
IS THERE A SECOND OUT THERE? I'LL SECOND.
ALL THOSE IN FAVOR? RAISE YOUR HAND.
SO WHEN DO WE EXPECT THIS TO BE COMING UP TO COUNCIL? I THINK WE'LL PROBABLY HAVE FOR THE 16TH, I BELIEVE.
WELL THAT'S AN ACTION ITEM DONE THERE.
WHAT'S THE NEXT ONE WE GOT HERE? THANK YOU, CHIEF.
[18. Acceptance of Office of the City Auditor report AU20004 of the Aviation Department’s Facilities Maintenance program to determine if the program is operating effectively and managed efficiently including work orders, inventory and purchases. [Kevin Barthold, City Auditor]]
NOW, UH, MOVING ON TO SOME AUDIT REPORTS.YOU GOT TWO FINAL AUDIT REPORTS ON THE INDIVIDUAL, UH, AGENDA TO PRESENT.
THEN FINALLY THE, UH, PROPOSED AUDIT PLAN.
BUT, UH, I CAN GO AHEAD AND START WITH THE FIRST AUDIT REPORT.
AND THIS WAS AN AUDIT THAT WE PERFORMED OF AVIATION DEPARTMENTS, SPECIFICALLY THEIR FACILITIES MAINTENANCE.
UH, THE, THE OBJECTIVE BASICALLY WAS DETERMINE IF THE MAINTENANCE OPERATIONS WERE OPERATING EFFECTIVELY AND EFFICIENTLY.
AND THIS INCLUDED BOTH THE INTERNATIONAL AIRPORT AS WELL AS STINSON FIELD, UH, OVER ON THE SOUTH SIDE.
THE, UH, CONCLUSION, UH, WELL, LET ME JUST A LITTLE BIT OF BACKGROUND.
AVIATION IS OBVIOUSLY RESPONSIBLE FOR THE MAINTENANCE OF THEIR FACILITIES, AND THEY HANDLE THIS EITHER THROUGH IN-HOUSE STAFF, UH, SEVERAL JOB ORDER CONTRACTS FOR DIFFERENT, UH, TRADES AS WELL AS INDIVIDUAL CONTRACTS FOR SOME OF THE BIGGER MAINTENANCE PROJECTS THAT THEY MAY PERFORM.
SO THAT WAS THE SCOPE OF WHAT WE LOOKED AT IN THIS PROCESS.
WE BASICALLY MADE SEVERAL RECOMMENDATIONS ON THIS AUDIT, WHICH INCLUDED IN THE AREAS OF JUST BETTER MANAGEMENT OF WORK ORDERS, UH, COMPLETION OF WORK ORDERS, ALSO PARTS INVENTORY.
THEY HOUSED ABOUT $670,000 WORTH OF PARTS.
AND WE JUST FOUND ISSUES OF, UH, ROUTINE INVENTORIES NOT BEING PERFORMED AS WELL AS OBSOLETE, UH, AND EXCESSIVE INVENTORY IN SOME CASES, WHICH JUST NEEDS TO BE, IF IT'S OBSOLETE, WE JUST NEED TO DISPOSE OF THAT.
UH, ALSO JUST IN THE PREVENTIVE MAINTENANCE TRACKING, UH, SOME ISSUES THERE.
AND WE, IN SOME CASES WE'RE NOT ABLE TO DETERMINE IF MAJOR EQUIPMENT HAD PREVENTATIVE MAINTENANCE, UH, PERFORMED SIMPLY BECAUSE THE RECORDS WERE NOT THERE.
UH, WE HAVE NO REASON TO BELIEVE ONE WAY OR THE OTHER, BUT WE COULD NOT PROVE THAT IT HAD BEEN, HAD BEEN DONE.
AND REALLY THE OVERRIDING ISSUE HERE ABOUT A YEAR AND A HALF AGO, THEY CONVERTED FROM, UH, ONE SYSTEM TO ANOTHER SYSTEM CALLED NET FACILITIES.
AND THIS IS THE SYSTEM THAT HELPS THEM HANDLE THEIR INVENTORY, WORK ORDERS, PREVENTIVE MAINTENANCE SCHEDULES, ET CETERA, ET CETERA.
AND AFTER A YEAR AND A HALF, THAT SYSTEM WAS STILL NOT FULLY IMPLEMENTED IN, IN PLACE WHERE THEY WERE USING THE OLD SYSTEM AS WELL AS THE NEW SYSTEM FOR DIFFERENT, UH, COMPONENTS OF, OF THE PROCESS.
SO REALLY GETTING THAT SYSTEM FULLY IMPLEMENTED AND TRAINED AND IN PLACE I THINK WOULD HELP IN MOST OF THESE OTHER AREAS THAT WE'VE IDENTIFIED.
BUT WE CERTAINLY, WE MET DURING THE AUDIT WITH AVIATION MANAGEMENT, THEY'VE AGREED WITH OUR FINDINGS AND HAVE DEVELOPED, UH, GOOD ACTION PLANS TO, TO CORRECT THESE ITEMS, UH, ON OUR PROPOSED 2022 PLAN, AUDIT PLAN.
WE WILL GO BACK, UH, LATER AND DO A FOLLOW UP ON IT TO MAKE SURE THAT ALL THE, THE, UH, RECOMMENDATIONS HAVE BEEN SUCCESSFULLY IMPLEMENTED.
I SEE JESUS IS ON THE LINE OR ANYBODY ELSE, UH, AVAILABLE FOR ANSWERING QUESTIONS.
WHAT, WHAT'S YOUR TAKE ON THIS? NO, UH, AN EXCELLENT AUDIT.
UM, APPRECIATE ALL THE WORK THAT WAS DONE BY, BY THE ENTIRE KEVIN AND, AND THE TEAM.
UM, AS, AS HE MENTIONED, UH, TWO MAJOR COMPONENTS TO THIS ENTIRE EFFORT WAS WE WERE TRANSITIONING WHAT'S CALLED THE COMPUTER MAINTENANCE MANAGEMENT SYSTEM, A C M M M SS, THAT WAS BEING TRANSITIONED FROM WHAT WAS AVIS BEFOREHAND.
AND THIS IS BACK IN THE SEPTEMBER, OCTOBER OF 2019 TIMELINE.
UM, I ARRIVED SOMEWHERE IN FEBRUARY
[01:05:01]
OF 2020, UM, AND THEN, UH, 30 DAYS LATER, COVID HIT.SO, UH, THERE WAS A LOT OF MOVING PIECES, UH, TO THIS ENTIRE EFFORT.
BUT, UH, HAPPY TO REPORT THAT, UH, OF ALL THE ITEMS THAT WERE DETERMINED, ALL OF THEM HAVE BEEN CLO CLOSED OUT EXCEPT FOR ONE.
AND THAT IS THE, THE FINAL COMPREHENSIVE, UH, UH, UH, CONCEPTUAL, UH, UH, POLICIES AND PROCEDURES HAVE HA HAVE NOT BEEN FINALIZED.
SO IT'S IMPORTANT THAT AS WE GO THROUGH THIS PROCESS AND THE FINDINGS THAT WERE DISCOVERED, THAT WE HAVE A VERY THOROUGH POLICIES AND PROCEDURES THAT ARE PUT TOGETHER THAT DEFINE WHY WE'RE DOING THE THINGS THAT WE ARE DOING.
SO, I'VE, I'VE SAT DOWN WITH THE TEAM MEMBERS HERE RECENTLY TO TALK TO THEM ABOUT, UH, GETTING THIS COMPLETED.
WE'RE ABOUT 45% COMPLETED, AND WE, UH, WILL BE COMPLETING THAT BY OCTOBER 1ST OF THIS YEAR.
SO EVERYTHING ELSE HAS BEEN, UH, COMPLETED AND, AND, AND TRANSITIONED AND DONE CORRECTLY.
UH, THE OTHER DELAY WAS GETTING SOME OF THE, YOU KNOW, THE, THE EQUIPMENT THAT IS NO LONGER NECESSARY OR, OR PARTS THAT AREN'T, NO, UH, AREN'T, UH, NEEDED ANYMORE, UH, THAT, UH, HAVE JUST, YOU KNOW, REACHED THEIR LIFE EXPECTANCY AND AREN'T NEEDED.
UH, WE COULDN'T GET RID OF THOSE BECAUSE E SURPLUS HAD, HAD, HAD CEASED BECAUSE OF COVID.
SO, UH, THEY WERE SITTING ON THE SHELF FOR THAT REASONING, AND WE COULDN'T GET THEM, WE, WE COULDN'T GET RID OF THEM UNTIL HERE RECENTLY.
AND THAT WAS, UH, EARLIER THIS SUMMER WHEN THAT, UH, WHEN THAT SERVICE WAS, WAS REINSTATED AND STARTED BACK UP.
SO WE HAVE STARTED TO, TO REMOVE THAT, THAT PART'S INVENTORY THAT'S NOT NEEDED, UH, OUT OF OUR STOCK LEVELS AS WELL.
BUT VERY PLEASED WITH THE AUDIT.
VERY PLEASED, YOU KNOW, WITH THE TEAM AND THE WORK THAT THEY HAVE DONE.
UH, WE'VE COMPLETED ALL OF THE, UH, ITEMS EXCEPT FOR THE ONE, AND, AND THAT'S ESTABLISHING CLEAR AND CONCISE, UH, POLICIES AND PROCEDURES.
AND, UH, WE WILL GET THAT COMPLETED BY OCTOBER 1ST AND WELCOME THE AUDIT COMMITTEE TO COME BACK AND REVIEW EVERYTHING THAT THEY'VE STATED.
UM, KEVIN, JUST, JUST A, A QUICK QUESTION ON THESE AUDITS.
WHEN THEY COME THROUGH, AND I SEE LIKE JESUS HAS AGREED WITH EACH AND EVERY ONE OF THESE, AND THEN HE HAS EXPECTED DATES OF COMPLETION ON, ON THESE, UH, DO YOU SEND, I, I DON'T RECALL.
DO YOU SEND ANYTHING OUT TO THE AUDIT COMMITTEE MEMBERS ONCE THESE AUDITS ARE COMPLETED AND EVERYTHING HAS BEEN DONE ON THESE AUDITS? NO, SIR.
UH, AND REALLY THOSE WITH SIGNIFICANT FINDINGS OR, UH, MULTIPLE FINDINGS, WE, WE WILL DO A FOLLOW-UP AUDIT AND THAT FOLLOW-UP AUDIT WILL RESULT IN A, A FULL AUDIT REPORT, WHICH THAT COMES THROUGH THE AUDIT COMMITTEE, JUST AS THIS ONE DID THROUGH THE NORMAL PROCESS.
UH, YOU KNOW WHAT, WHAT, WHAT I WOULD LIKE TO SEE IS ACTUALLY A SPREADSHEET WITH ALL OF THESE AUDITS LISTED DOWN, AND THEN COLUMNS GOING ACROSS A SHEET, YOU KNOW, WHEN IT WAS STARTED, WHAT WERE THE RESULTS WHEN IT WAS COMPLETED, AND THEN THE LAST COLUMN BEING ALL ACTION ITEMS COMPLETED ON IT SO THAT WE AS A COMMITTEE CAN SEE, UH, YOU KNOW, ARE THERE THERE ANY OUTSTANDING ITEMS OR AUDITS OUT THERE THAT HAVE NOT BEEN COMPLETED.
SO IF YOU COULD PUT SOMETHING LIKE THAT TOGETHER FOR US, THAT WOULD REALLY HELP ME, UH, OKAY.
UM, ANYBODY HAVE ANY OTHER QUESTIONS? NO OTHER QUESTIONS? ALL RIGHT, GREAT.
UM, WITH THAT, LET'S SEE, IS THIS AN ACTION ITEM HERE? YES, SIR.
ALL THOSE IN FAVOR RAISE YOUR HAND.
[19. Acceptance of Office of the City Auditor report AU20031 of the Office of Risk Management’s Risk Safety Programs to determine if citywide safety programs are implemented, monitored to measure performance and updated to consider risk areas. [Kevin Barthold, City Auditor]]
YES, SIR.THE NEXT ITEM, UH, ITEM NUMBER 19 ON THE AGENDA.
THIS IS A BRIEFING ON THE AUDIT THAT WE PERFORMED OF THE RISK MANAGEMENT, UH, DEPARTMENT, AND SPECIFICALLY THE CITYWIDE SAFETY PROGRAMS. UH, AGAIN, AS, AS PART OF THEIR, UH, PROCESSES, THEY ARE RESPONSIBLE FOR SAFETY PROGRAMS, UH, WHICH COULD INCLUDE TRAINING, INSPECTIONS, UH, THINGS OF THAT NATURE, DOCUMENTATION AND POLICY AND PROCEDURES ACROSS THE CITY.
SO THAT'S WHAT WE WERE LOOKING AT.
IT'S, UH, TO SEE IF THEY WERE MANAGING THAT IMP AND IMPLEMENTING IT CORRECTLY.
IT WAS, UH, WORKING EFFECTIVELY.
A COUPLE OF, UH, ISSUES THAT WE DID POINT OUT TO THE DEPARTMENT ON THIS ONE, THAT THERE WERE AREAS FOR IMPROVEMENT IN THE AREA OF PROPERTY INSPECTIONS AND SPECIFICALLY ENSURE THAT THEY DID HAVE A, AND MAINTAIN A COMPLETE ACCURATE LISTING OF THE PROPERTY.
AND THIS IS PROPERTY EITHER OCCUPIED BY, UH, CITY OF SAN ANTONIO EMPLOYEES OR PROPERTY OWNED, UH, BY THE CITY OF SAN ANTONIO, JUST TO ENSURE THAT IT WAS GOING THROUGH THE NORMAL PROCESS OF, OF REGULAR SAFETY INSPECTIONS.
UH, WE ALSO, UH, MADE SOME RECOMMENDATIONS TO IDENTIFY AREAS OF HIGH RISK TRAINING, UH, THAT MAY NEED TO BE PERFORMED IN CERTAIN DEPARTMENTS.
[01:10:01]
TRAINING.UH, THINGS SUCH AS, UH, CHEMICAL EXPOSURE, WHICH MIGHT, UH, BE SOMETHING OF SOLID WASTE MANAGEMENT AND, AND THEIR, UH, UH, COLLECTION SITES, UH, THAT THEY HAVE IN THE CITY COULD BE BLOODBORNE, UH, PATHOGENS THAT MAY BE HEALTH DEPARTMENT RELATED.
YOU KNOW, THEY DO A GREAT JOB AT THE REGULAR TYPES OF, UM, SAFETY ISSUES, SLIP AND FALL, THINGS OF THAT NATURE.
BUT ALSO JUST PUTTING MORE EMPHASIS ON SOME OF THE HIGH RISK AREAS THAT, UH, CITY EMPLOYEES COULD BE EXPOSED TO.
AND THEN ALSO JUST IMPROVING COMPLIANCE TO ENSURE THAT ALL DEPARTMENTS ARE REGULARLY RECEIVING, UH, AND COMPLIANT WITH THE, THEIR OWN SAFETY MANUALS WITHIN THE CITY.
EVERY DEPARTMENT HAS THEIR OWN SAFETY MANUAL GEARED TOWARD THEIR OPERATIONS.
SO JUST ENSURING THAT THOSE ARE RECEIVED, REVIEWED AND, AND JUST DISSEMINATE TO ALL THOSE CITY DEPARTMENTS.
SO THOSE WERE OUR RECOMMENDATIONS.
UH, MANAGEMENT ACCEPTED THE RECOMMENDATION AND ALSO DEVELOPED A POSITIVE ACTION PLANS TO ADDRESS THOSE.
AND I BELIEVE DEBRA OJO IS ON THE CALL TO ANSWER ANY QUESTIONS YOU MIGHT HAVE OF HER, OR CERTAINLY I'M AVAILABLE FOR QUESTIONS.
UH, GOOD AFTERNOON, CHAIR AND COMMITTEE.
UM, FIRST I WANNA THANK KEVIN AND HIS TEAM FOR THE AUDIT.
UH, IT'S ALWAYS, UH, EASY TO WORK WITH KEVIN'S TEAMS AND TO IMPLEMENT THEIR RECOMMENDATIONS, UH, THROUGHOUT THE AUDIT.
HE DID FIND THREE, UM, ADMINISTRATIVE, UM, ITEMS THAT WE NEED TO TIGHTEN UP IN OUR AREA.
UM, PLEASED TO SAY THAT WE HAVE COMPLETED ONE OF THOSE ITEMS AND TWO ARE ARE NEAR COMPLETION.
UH, WE ANTICIPATE, UH, THE COMPLETION OF THE LAST ITEM ON TEN ONE WHEN WE REVISE OUR, UM, CITYWIDE SAFETY MANUAL.
UH, SO, YOU KNOW, AS I SAY, AGAIN, THEY WERE ADMINISTRATIVE ITEMS WHERE WE NEED TO DO BETTER DOCUMENTATION ON, UH, SOME OF OUR TRAININGS, UH, MAKE BETTER OVERSIGHT OF SOME OF THE TRAINING AND WORKING WITH THE DEPARTMENTS TO ENSURE THAT WE ARE AWARE OF THE TRAINING THAT THEY'RE ALSO, UM, ADMINISTERING WITHIN THE DEPARTMENT.
WELL, AGAIN, KEVIN, IF UM, I DON'T HAVE ANY PARTICULAR QUESTIONS ON THIS, UM, THIS, THIS PROGRAM IS A VERY IMPORTANT PROGRAM TO ALL OF OUR CITY EMPLOYEES.
AS YOU KNOW, WE WE'RE OUT THERE OPERATING HEAVY EQUIPMENT OUT THERE DOING WORK ACROSS THE CITY, AND, UH, AND A GOOD SAFETY PROGRAM IN, IN ENSURES THAT PEOPLE ARE TAKING THAT EXTRA PRECAUTION AND KEEPING FROM GETTING HURT OR HURTING OTHERS, UH, IN THEIR DAY-TO-DAY WORK ACTIVITIES.
SO, UH, IT IS A VERY IMPORTANT PROGRAM AND, AND I'VE LIVED AND BREATHED THIS MY WHOLE CAREER.
AND, UH, UH, IT'S, IT'S GREAT TO SEE THAT WE DO HAVE A, A PRETTY SOLID PROGRAM HERE.
SO, UM, I DIDN'T SEE ANY MAJOR, MAJOR DEFICIENCIES IN HERE, SO, UM, GREAT JOB AND, UM, LOOK FORWARD TO IT EVEN GETTING BETTER.
UM, DOES ANYBODY HAVE ANY OTHER COMMENTS? THANK YOU, SIR.
UH, IS THAT FOR ACTION ALSO HERE? YES, SIR.
NEED A MOTION ON THAT? ANYBODY WANT? I'LL MOVE.
UM, THEIR COUNCILMAN ELIAS OR COUNCILMAN RODRIGUEZ? YEAH, YEAH, YEAH, YEAH.
UH, ALL THOSE IN FAVOR, RAISE YOUR HAND.
AND, UH, IS THERE ANOTHER ONE HERE, KEVIN? THE
[20. Discussion and possible action of the Proposed FY 2022 Annual Audit Plan [Kevin Barthold, City Auditor]]
NEXT ITEM IS, UH, NO, NOT AN AUDIT REPORT, BUT DISCUSSION OF THE PROPOSED 2022 ANNUAL AUDIT PLAN.SO THAT IS ITEM 20, THE FINAL ITEM ON THE AGENDA.
AND AS REQUIRED BY, UH, CITY ORDINANCE, ACTUALLY, UH, I'M REQUIRED TO PREPARE AN ANNUAL AUDIT PLAN EACH YEAR.
THAT PLAN FIRST COMES BEFORE THE AUDIT COMMITTEE FOR DISCUSSION AND APPROVAL.
AND ONCE APPROVED BY THIS COMMITTEE, IT THEN WILL GO TO THE FULL CITY COUNCIL FOR THEIR APPROVAL.
AFTER THAT APPROVAL, WE, WE GO FORTH AND, AND EXECUTE ON THAT PLAN.
SO THE, UH, IN Y'S PACKET TODAY IS MY PROPOSED 2022 AUDIT PLAN.
JUST A LITTLE BIT OF BACKGROUND OF THE WAY THAT THIS GETS DEVELOPED.
I SEEK INPUT FROM CITY COUNCIL MEMBERS, FROM, UH, EXECUTIVE MANAGEMENT, THE E L T MEMBERS, AS WELL AS, UH, KEY DEPARTMENT DIRECTORS, UH, WITHIN THE CITY AS, AND REALLY THROUGH THAT PROCESS, WE'RE SOLICITING INFORMATION FROM ALL DEPARTMENT DIRECTORS.
I MEET WITH SOME OF THOSE SUCH AS FINANCE, SUCH AS I T S D ONE-ON-ONE, JUST TO, TO GET ANY INPUT THAT THEY MIGHT HAVE OR THEIR CONCERNS.
BUT THEN THE THIRD LEG OF THAT PROCESS IS WE DO A, A VERY HIGH LEVEL RISK ASSESSMENT WITH OUR OWN AUDIT DEPARTMENT OF AREAS THAT JUST NEED TO BE AUDITED.
WE HAVE SEVERAL AUDITS THAT ARE ON A CYCLE TYPE BASIS.
[01:15:01]
EXAMPLE, FLEET, WE HAVE FIVE DIFFERENT FLEETS WITHIN THE CITY OF SAN ANTONIO.SO EVERY YEAR THERE'S ONE OF THOSE FLEETS THAT GETS AUDITED, SUCH AS FIRE, POLICE, HEAVY EQUIPMENT, ET CETERA.
THERE'S CERTAIN COMPONENTS WITHIN FINANCE THAT ARE, SUCH AS PAYROLL, CRITICALLY IMPORTANT, UH, IMPORTANT PROCESS.
SO THAT'S AN AUDIT THAT YOU'LL SEE ON OUR PLAN EVERY THREE TO FOUR YEARS.
UH, SO THERE'S SEVERAL AUDITS OF THAT NATURE THAT ARE, UH, REPETITIVE OR CYCLICAL IN NATURE.
UH, SO THOSE WERE THE INPUTS OF THE PLAN.
UH, THEN, YOU KNOW, PUT THOSE ALL ON A, INTO A WONDERFUL EXCEL SPREADSHEET AND KIND OF SORT 'EM, RANK 'EM, YOU KNOW, AND START TO DEFINE SOME OBJECTIVES AROUND THOSE AUDITS AND EXACTLY WHAT WOULD BE THE PURPOSE OF THAT AUDIT, WHAT WE'RE TRYING TO ACCOMPLISH.
UH, ALL THAT COMES OUT IN THE PROPOSED 2022 PLAN, WHICH IS BEFORE YOU RIGHT NOW.
THIS PARTICULAR PLAN INCLUDES 42 AUDITS, AS WELL AS SIX FOLLOW UP AUDITS FROM, FROM PRIOR AUDITS.
AND THEN ONE, UH, CONSULTING PROJECT, WHICH IS SOMETHING WE'VE BEEN DOING NOW PROBABLY FOR FIVE, SIX, MAYBE SEVEN YEARS.
UH, FOR THE POLICE DEPARTMENT AT THE STATE LEVEL, THEY'RE REQUIRED TO HAVE AN INDEPENDENT ATTESTATION DONE OF THEIR ASSET AND SEIZURE ASSET, SEIZURE AND FORFEITURE, UH, FUND BASICALLY THE PROPERTY AND THE FUNDS.
AND SO WE, BECAUSE OF OUR INDEPENDENCE AND THE CITY STRUCTURE, WE PERFORM THAT PROCESS OR THAT AUDIT, UH, FOR THE, UH, POLICE DEPARTMENT.
SO THAT'S ON OUR PLAN EVERY YEAR.
US DOING IT PREVENTS THEM FROM HAVING TO GO TO AN OUTSIDE AUDIT FIRM OR SOMEBODY ELSE, UH, TO DO THIS AND, UH, BELIEVE THAT TO BE A MORE EFFICIENT AND EFFECTIVE USE OF OUR RESOURCES.
SO I BELIEVE WHILE WE DON'T AUDIT EVERY SINGLE DEPARTMENT EVERY YEAR, UH, THIS AUDIT IS RISK-BASED, WE TRY TO, UH, COVER THOSE AREAS THAT ARE, HAVE A HIGHER RISK, UH, ON, ON, ON THAT REGULAR BASIS.
AND SO THAT BEING SAID, UH, THIS IS MY PRESENTATION OR THIS IS MY PLAN, UH, PROPOSING, UH, FOR THIS NEXT YEAR, AND CERTAINLY OPEN-END QUESTIONS, DISCUSSION, UH, THAT Y'ALL HAVE ABOUT THE PLAN.
UH, ONE OTHER THING, YOU KNOW, ONCE THIS PLAN GETS APPROVED BY THE AUDIT COMMITTEE, AND EVEN IN CITY COUNCIL, WE CAN STILL CHANGE THIS PLAN.
THIS PLAN ISN'T SOMETHING THAT WE'RE LOCKED INTO FOR ONE YEAR.
OBVIOUSLY, WHEN COVID HIT, OUR AUDIT PLAN CHANGED SIGNIFICANTLY BECAUSE RESOURCES HAD TO BE REALLOCATED AND PRIORITIES CHANGED, RISK CHANGED, OBVIOUSLY.
SO, UH, THIS IS A POINT IN TIME PLAN, WHICH IS SUBJECT TO CHANGE AS BUSINESS PROCESSES CHANGE FOR THE ENVIRONMENT IN WHICH WE WORK IN CHANGES.
UH, I, I THINK THIS IS A VERY COMPREHENSIVE LIST.
UH, I, I SEE SOME OF MINE, UH, ON THAT LIST FOR THE FUTURE.
AND, UH, I, I'M LOOKING TO PROBABLY ADD TO THAT LIST AS TIME GOES ON, BUT LIKE YOU SAID, THIS IS NOT, THIS IS A LIST THAT CAN CHANGE DURING THE YEAR, UH, AND FOLLOW UPS AND, AND ALSO NEW, NEW ITEMS WE ADDED ON THIS.
IF YOU TAKE A LOOK, IT, IT JUST ON THE, ON THE SURFACE, KEVIN, DO YOU THINK, HOW MANY, JUST A QUICK QUESTION.
HOW MANY AUDITS COULD BE ADDED ON FOR F Y 22 AND STILL HAVE ENOUGH TIME TO FINISH WHAT'S ON YOUR PLATE RIGHT NOW? OR DO YOU THINK IT'S TWOFOLD AT THIS POINT? YOU KNOW, I, I SAY WE'RE AT A GOOD POINT.
I MEAN, YOU KNOW, IT'S, IT'S, THAT'S AN EQUATION, YOU KNOW, AVAILABLE HOURS VERSUS NUMBER OF AUDITS THAT NEED TO BE DONE.
EVERY AUDIT IN AND OF ITSELF CAN BE ASSIGNED DIFFERENT LEVELS OF HOURS.
SO IT THEN DEPENDS ON HOW DETAILED WE GET INTO TO A PARTICULAR AUDIT.
UH, YOU KNOW, ONE THING WITH THE REPETITIVE AUDITS THAT WE'RE DOING, WE'VE DONE 'EM BEFORE.
UH, DOESN'T MEAN THE PROCESS HASN'T CHANGED, BUT WE CAN GO IN AND JUST LOOK AT CHANGES AND THEN, AND THEN DO THE TEST WORK.
SO THAT MAKES US MORE EFFICIENT IN TERMS OF COMPLETING THOSE AUDITS QUICKER THAN IN YEARS PAST.
HOPEFULLY, UH, YOU KNOW, MY STAFF CERTAINLY STAYS BUSY, UH, WITH THE AMOUNT OF AUDITS THAT WE DO.
UH, YOU KNOW, IT'S AN EQUATION.
IT'S, YOU KNOW, WHAT, WHAT DOES THE AUDIT COMMITTEE WANT? UH, THIS IS PROBABLY THE, THE LARGEST NUMBER OF AUDITS THAT WE'VE DONE ON A PLAN.
UH, IN FACT, I KNOW IT'S THE LARGEST NUMBER OF AUDITS WE'VE HAD ON A PLAN.
UH, I THINK IT WAS 45 LAST YEAR.
WE'RE GROWING THE NUMBERS, AND I'M DOING THAT BY REDUCING THE NUMBER OF HOURS ON AVERAGE THAT WE'RE SPENDING PER AUDIT, AGAIN, GAINING EFFICIENCIES, HOPEFULLY IN, IN OUR AUDIT PROCESS.
SO THIS IS THE LARGEST NUMBER, UH, OF AUDITS THAT WE'VE HAD ON A PLAN.
AND, AND JUST ONE MORE THING, LEMME BACK UP.
I DID MENTION EARLIER, WHEN YOU LOOK THROUGH THIS, THERE'S ALSO A THOUSAND HOUR BUCKET OF POTENTIAL AUDITS DEALING WITH THE ARPA FUNDS.
WE OBVIOUSLY, WE KNOW THERE'S GONNA BE, ARPA FUNDS ARE COMING, WE KNOW THERE'S GONNA BE CERTAIN PROJECTS RELATED TO THOSE, AND IT'S GONNA BE GOOD FOR US TO GET IN AN AUDIT.
SOME OF THOSE, I DON'T KNOW SPECIFICALLY WHAT THOSE ARE GONNA BE YET, BUT WE'RE SETTING ASIDE HOURS, UH, KNOWING THAT THEY'RE COMING.
IF I MAKE SURE, I'M GONNA REITERATE SOMETHING THAT I ALWAYS REITERATE WHENEVER THIS TOPIC COMES UP, WHICH IS THAT, UM, THE CITY AUDITOR OFFICE IS A VERY LIMITED RESOURCE.
AND SO AS KEVIN POINTED OUT, THEY LOOK AT IT FROM A
[01:20:01]
VERY, UM, PROFESSIONAL STANDPOINT AND USING PROFESSIONAL CRITERIA AS TO WHAT PROCESSES, WHAT PROGRAMS, WHAT CITY ACTIVITIES PRESENT THE MOST RISK FROM BOTH A LEGAL AND FINANCIAL STANDPOINT.SO IN TERMS OF ADDING AUDITS, THEY SHOULD BE ADDED, UH, WITHIN THE CONTEXT OF THOSE CRITERIA.
THAT ADDITION THERE, UH, YEAH, THIS IS A PRETTY, PRETTY HEALTHY LIST HERE THAT'S ON, ON YOUR, UH, UM, THINGS TO DO LIST
AND, UM, AND YOU DO GO AROUND TO EACH COUNCIL OFFICE, YOU KNOW, ASKING FOR THEIR INPUT ON, ON THIS LIST AS WELL.
SO I REALLY LIKE THAT EVERYBODY HAS A CHANCE TO LOOK AT THIS AND CHOP OFF ON IT SAYING, YEP, THEY AGREE AND, AND MAKE INPUTS ALSO.
AND, AND I THINK, UH, IF YOU DO GET ADDITIONAL INPUTS FROM OTHERS, PLEASE SET THOSE ASIDE AND BRING THOSE TO THE COMMITTEE AND LET US TAKE A LOOK AT 'EM SO THAT WE CAN SAY, YEP, YOU KNOW, THAT'S WHERE WE WANT YOU TO SPEND YOUR, YOUR RESOURCES ON.
AND, AND I WANNA ADD ONE MORE THING TO WHY YOU MIGHT BE SPENDING LESS TIME.
YOU HAVE ADDITIONAL PEOPLE WITH, UH, EVERY YEAR, EACH ONE OF THOSE PERSONS GET ADDITIONAL EXPERIENCE AND ADDITIONAL TRAINING.
AND THAT, THAT I THINK HELPS OUT YOUR OFFICE TREMENDOUSLY ON, UM, BEING ABLE TO GET THESE, THESE JOBS DONE.
NO, AND, AND THAT'S TRUE, BUT ALSO SOME OF THOSE WONDERFUL PEOPLE WITH GREAT TRAINING LEADS AND
IN FACT, WE JUST BROUGHT ON IN JUNE, WE JUST BROUGHT ON FOUR NEW STAFF MEMBERS, UH, ALL OF THEM WITH SOME ACCOUNTING BACKGROUND, BUT, UH, ALL OF THEM FAIRLY NEW TO THE INTERNAL AUDIT WORLD.
AND THAT'S, THAT'S A, THAT'S THE TYPICAL PROCESS.
WE EXPECT TURNOVER, AND WE HAVE A GREAT TRAINING PROGRAM, UH, IN PLACE.
AND JUST TO CLARIFY, TO BE PERFECTLY CLEAR ON SOMETHING YOU SAID, I DID MEET WITH ALL THE COUNCIL MEMBERS IN DEVELOPING THIS PLAN AND GETTING THEIR INPUT.
UH, I, I HAVE, I HAVE NOT INTENDED ON GOING BACK, NOW THAT I HAVE THE COMPLETE LIST INDIVIDUALLY, IT'S SOMETHING THAT'LL BE PRESENTED, UH, AS A, AS A COUNCIL AGENDA.
AND CERTAINLY IF THERE'S QUESTIONS PRIOR TO THAT MEETING, I'LL BE AVAILABLE TO, TO MEET WITH ANYBODY AND ANSWER ANY QUESTIONS.
DOES ANYBODY HAVE ANY OTHER COMMENTS ON THIS LIST? YES, SIR.
UM, YOU KNOW, I WAS THE, I, I, I WAS THE GENERAL COUNSEL FOR TWO PUBLICLY TRADED COMPANIES IN A PRIOR LIFE.
AND, UH, MY, YOU KNOW, IN THESE COMPANIES, YOU HAVE AUDITORS, BUT YOU ALSO HAVE THESE COMPLIANCE DEPARTMENTS, RIGHT? WHICH IS IN MANY WAYS, LIKE AN AUDITOR.
AND WHAT WE WERE SEEING FROM TIME TO TIME WAS THAT, UM, SOME PEOPLE WOULD USE, UM, THE COMPLIANCE DEPARTMENT OR THE AUDITOR, UH, THEY, THEY WOULD WEAPONIZE THEM, RIGHT? AND SO THEY'D SAY, LOOK, I DON'T, LIKE, I DON'T LIKE THAT VP'S IDEA OF THAT ONE PROGRAM.
AND SO THEY WOULD SICK THE COMPLIANCE OFFICER OR THE, YOU KNOW, THE, THE AUDITOR ON THAT PERSON.
AND I, I'VE SEEN IT HAPPEN, YOU KNOW, A A FEW TIMES, UH, IN, LIKE, I, I SAW IT HAPPEN AT VIA, AND I'VE SEEN IT HAPPEN IN OTHER, YOU KNOW, GOVERNMENTAL AGENCIES TOO, UH, WHERE, YOU KNOW, ONE OF THE ELECTEDS OR ONE OF THE BOARD MEMBERS DOESN'T LIKE A PROGRAM OR THEY DISAGREE WITH A CERTAIN POLICY, AND SO THEY'LL STICK THE AUDITOR ON IT.
AND I, I, ANDY, I APPRECIATE YOU HAVING MENTIONED THAT BECAUSE, YOU KNOW, I THINK IT'S SOMETHING THAT WE ALWAYS HAVE TO REMIND OURSELVES EVEN.
I MEAN, I DON'T, I'M NOT SUGGESTING ANY OF US ARE DOING IT, AND I CERTAINLY HAVEN'T SEEN ANY OF US DO IT, BUT I THINK IT'S, IT'S BECAUSE YOU REMIND US THAT, UM, THERE, WE HAVE TO BE VERY CAREFUL ABOUT HOW WE USE THE AUDITORS IN ORDER TO MAINTAIN, UH, THAT OBJECTIVITY, RIGHT? AND AT THE SAME TIME, KEVIN, I IMAGINE THAT YOU ALSO HAVE TO BE ABLE TO SAY NO TO COUNCIL MEMBERS, RIGHT? LIKE, HMM, THAT'S INAPPROPRIATE, RIGHT? I'M, I, I SHOULDN'T BE USED AS A TOOL, UM, FOR YOU TO SHARPEN YOUR KNIVES.
RIGHT? AND THERE'S A BETTER WAY TO GET THE INFORMATION YOU'RE ASKING, RIGHT? SOMETIMES THE BEST WAY IS JUST TO GO ASK ERIC OR GO ASK ANDY, RIGHT? UH, AS OPPOSED TO CONDUCTING AN AUDIT.
AND SO, AGAIN, I DON'T THINK ANYBODY'S DOING IT, BUT I, I THINK IT'S REALLY IMPORTANT THAT WE CONSTANTLY REMIND OURSELVES SO THAT WE NEVER EVEN CREEP UP TO THE LINE OF LOOKING LIKE WE'RE WEAPONIZING THE AUDIT, UM, UH, AUDIT PROCESS.
ALTHOUGH, UH, I, I, I WOULD LIKE TO FIND OUT AND HAVE IT AUDITED, UH, WHETHER OR NOT TINA'S CORVETTE IS FASTER THAN PERRY'S CORVETTE
THAT'S ABOUT, THAT'S ABOUT IT.
THERE'S ONLY ONE WAY TO FIGURE THAT ONE OUT.
BUT, BUT, UH, SERIOUSLY, COUNCILMAN PALAIS, I APPRECIATE THOSE COMMENTS.
AND I'VE BEEN AN INTERNAL AUDITOR FOR OVER 31 YEARS NOW.
I'VE SEEN THAT IN OTHER ORGANIZATIONS, AND THAT'S SOMETHING I'M VERY AWARE OF.
AND YES, I CAN SAY NO, UH, AND A LOT OF TIMES I'LL GET SPECIAL REQUESTS TO GO OUT AND LOOK AT SOMETHING.
[01:25:01]
KNOW, MY FIRST RESPONSE IS, ARE WE THE RIGHT PERSON TO LOOK AT IT? AND I HAVE TOLD PEOPLE, NO.GO TALK TO FINANCE, GO TALK TO WHOMEVER.
THEY'RE JUST WANTING INFORMATION SOMETIMES.
BUT, UH, NO, IF, IF WE WERE TO EVER TO GET TO THAT POINT, WE LOSE ALL CREDIBILITY AND WE'RE NOT GONNA TOUCH IT.
ANYBODY ELSE WITH ANY OTHER COMMENTS WITH THAT? I'LL, UH, TAKE A MOTION TO PASS THIS ALONG TO COUNCIL, PASS THIS ALONG TO COUNCIL SECOND.
ALL THOSE IN FAVOR, RAISE YOUR HAND.
WE GOT A, WE GOT A MAJORITY THERE, VOTING THIS ON THROUGH, SO I'M HAPPY.
UM, I DON'T HAVE ANYTHING ELSE TODAY.
DO WE HAVE ANYTHING ELSE THAT WE WANNA DISCUSS AT THIS POINT? UH, I KNOW IT'S A FRIDAY AFTERNOON.
UM, BUT, UH, WE'RE, WE'RE LOOKING AT, UH, WE'RE LOOKING AT, WHAT IS IT THE LAST WEDNESDAY OF THE MONTH AND, UH, FOR FUTURE MEETINGS, HOPE THAT FITS IN WITH EVERYBODY'S, UH, SCHEDULES.
AND, UH, WE'LL SEE Y'ALL NEXT MONTH, THE LAST WEDNESDAY, I DON'T KNOW WHAT DATE THAT IS.
AND, UM, MAKE SURE YOU MAKE THAT MEETING BECAUSE, UH, I'M NOT CONSIDERING THIS MY FIRST MEETING OF THE AUDIT COMMITTEE.
UH, SO MAKE SURE YOU'RE THERE.
SO, UH, COME ON OVER AND COLLECT YOUR SURPRISES.
BUT, UH, THANK Y'ALL VERY MUCH.
UH, UH, CAN I GET A MOTION TO ADJOURN HERE? MOVE TO ADJOURN.
ALL THOSE IN FAVOR? THANK YOU.
ALRIGHT, Y'ALL HAVE A WONDERFUL WEEKEND AND SAFE WEEKEND.
WE'LL SEE Y'ALL THIS NEXT WEEK.