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OKAY, THANK YOU.IT'S UH, 2 0 4 AND, UH, WE'RE GONNA GO AHEAD AND GET THIS MEETING STARTED HERE FOR THE AUDIT AND ACCOUNTABILITY MEETING.
UH, WE DO HAVE THREE MEMBERS HERE AND, UH, UH, CAN WE TAKE ROLL CALL, PLEASE? YES, SIR.
COUNCIL MEMBER MAKI RODRIGUEZ.
ALRIGHT, SIR, WE HAVE A QUORUM.
UM, I WANNA GO AHEAD AND GET STARTED HERE WITH APPROVAL OF THE MINUTES
[1. Approval of minutes of the September 22, 2021 Meeting]
IF, UH, UM, ASSUMING EVERYBODY GOT A CHANCE TO REVIEW THOSE AND, UH, WOULD LIKE TO HEAR A MOTION TO ACCEPT THOSE IN A SECOND.ALRIGHT, GOT A FIRST AND A SECOND.
AND ALL THOSE IN FAVOR SAY AYE.
UH, HORO, DO WE HAVE ANYBODY HERE FOR PUBLIC COMMENT? NO, SIR.
THERE IS NO ONE SIGNED UP FOR WRITTEN OR PUBLIC COMMENT.
[2. Briefing on Procurement Overview and Annual High Profile Forecast for Fiscal Year 2022 [Ben Gorzell Jr., Chief Financial Officer; Troy Elliott, Deputy Chief Financial Officer, Finance]]
BRIEFING AT THIS TIME, AND IF WE CAN GO AHEAD AND GET STARTED WITH THAT, THAT'D BE GREAT.UH, GOOD AFTERNOON, CHAIR, UH, MEMBERS OF THE COMMITTEE.
MY NAME'S TROY ELLIOTT, I'M THE DEPUTY CHIEF FINANCIAL OFFICER.
THIS ITEM WILL BE WALKING Y'ALL THROUGH A PROCUREMENT OVERVIEW AND THE 2022 ANNUAL HIGH PROFILE FORECAST.
YOU KNOW, HISTORICALLY, EACH YEAR WE BRING, WE COME BEFORE Y'ALL WITH A FORECAST OF ALL THE HIGH PROFILE PROCUREMENTS.
TYPICALLY, THAT'S IN THE FORM OF A BIANNUAL FORECAST.
WE'RE GONNA CHANGE IT UP A LITTLE BIT.
UM, TO BE RESPECTFUL OF YOUR TIME AND THE COUNCIL'S TIME, WE'RE GONNA DO IT ONCE A YEAR.
WHAT WE FOUND WAS THAT TYPICALLY IN THE FIRST SIX MONTHS, WE'VE IDENTIFIED THE MAJORITY OF OUR HIGH PROFILE CONTRACTS, UM, THROUGH THAT SIX.
YOU KNOW, TYPICALLY DEPARTMENTS, UM, ARE LETTING THOSE CONTRACTS BASED ON THE AVAILABILITY OF THEIR NEW BUDGET.
SO WE'RE GONNA COME TO YOU ONCE A YEAR IN TERMS OF A FORECAST.
PRIOR TO GOING THROUGH THAT FORECAST THOUGH, I'D LIKE TO PROVIDE THE COMMITTEE AN OVERVIEW OF PROCUREMENT.
HIGH LEVEL, UM, WE'LL BE DOING THIS AT THIS COMMITTEE MEETING AND IN B SESSION, POTENTIALLY LATER ON THIS WEEK, AND WHEN TO DO THAT, JUST, UM, GIVEN SOME OF THE NEW MEMBERS WE HAVE ON COUNCIL TO PROVIDE THAT HIGH LEVEL OVERVIEW, WHAT IS PROCUREMENT, AND THEN DIVE INTO THE HIGH PROFILE PROCESS AND INTO THE FORECAST ITSELF.
UM, LIKE TO GO THROUGH THE SOLICITATION TYPES, UM, AT A HIGH LEVEL TO TALK ABOUT THE PREFERENCE PROGRAMS, TALK ABOUT THE HIGH PROFILE PROCESS AND, UM, YOU KNOW, REALLY WHAT DISTINGUISHES THE HIGH PROFILE CONTRACTS WHERE THEY GO TO THE AUDIT COMMITTEE OR WHEN THEY GO TO THE, UH, CITY COUNCIL IN TERMS OF A B SESSION.
AND THEN GET YOUR, UM, YOUR INPUT AND FEEDBACK ON WHAT WE HAVE, WHAT WE ARE RECOMMENDING AS THE HIGH PROFILE FORECAST IN TERMS OF WHAT GOES TO THE AUDIT COMMITTEE AND WHAT'S GOING TO THE FULL COUNCIL.
BEFORE DOING THAT, I'D LIKE TO WALK Y'ALL THROUGH, AS I MENTIONED, A HIGH LEVEL, WHAT ARE THE SOLICITATION TYPES THAT WE AS A CITY TYPICALLY UTILIZE IN THE TERMS OF OUR PROCUREMENTS? UM, AND YOU'RE GONNA HEAR A BUNCH OF ACRONYMS. WE HAVE OUR INVITATION FOR BIDS WITH I F B A, REQUEST FOR OFFER OR R F O A REQUEST FOR A COMPETITIVE COMPETITIVE SEALED PROPOSALS OR AN R F C S P AND REQUEST FOR QUALIFICATIONS R F Q AND REQUEST FOR PROPOSALS.
UH, WHAT IS AN INVITATION FOR BID? IT'S WHAT WE REFER TO TYPICALLY AS A LOW BID CONTRACT.
IT'S AWARDED TO THE LOWEST RESPONSIBLE BIDDER, AND RESPONSIBLE BIDDER IS KEY.
UM, YOU HAVE HAD TO MET THE REQUIREMENTS OF THE BID.
UH, CHANGES TO THE BID PRICE IS NOT PERMITTED.
THIS IS A STATUTE DRIVEN PROCUREMENT, AND AS CITY COUNCIL MEMBERS, YOU DO HAVE THE DISCRETION TO REJECT ALL THE BIDS, BUT, UM, DO NOT HAVE DISCRETION TO PICK ONE BIDDER OVER ANOTHER FROM AN AWARD STANDPOINT, UNLESS THEY DON'T MEET THE, UM, DEFINITION OF RESPONSIBLE BIDDER.
WE TYPICALLY USE AN INVITATION FOR BID FOR OFFICE SUPPLIES, VEHICLES, FURNITURE, AUTO PARTS, THINGS THAT ARE VERY, VERY SPECIFIC AND WE CAN QUANTIFY IN TERMS OF REQUIREMENTS, UM, AND WE USE THAT FOR THOSE TYPE OF ITEMS. THE NEXT ITEM IS A REQUEST FOR OFFER.
WHENEVER WE TALK ABOUT REQUEST FOR OFFER, WE TYPICALLY USE A REQUEST FOR OFFER TO GO TO A COOPERATIVE OR FOR AN EXEMPT PURCHASE, SUCH AS SOLE SOURCE.
WE USE THAT REQUEST FOR OFFER TO BASICALLY GET A, UM, A QUOTE BACK FROM THE VENDOR, BUT ALSO TO BIND THEM TO OUR TERMS AND CONDITIONS FOR THINGS LIKE INDEMNITY AND THINGS OF THAT NATURE.
UH, TYPICALLY WHEN WE USE A REQUEST FOR OFFER, THEY'RE GONNA BE FOR SOME OF THOSE SPECIALTY ITEMS LIKE BUNKER GEAR, UM, FIRE TRUCKS, RESCUE EQUIPMENT, THINGS THAT ARE VERY, VERY SPECIALIZED AND THAT ARE VERY DIFFICULT TO PROCURE THROUGH A LOW BID TYPE ITEM.
THE THIRD ITEM IS A REQUEST FOR A COMPETITIVE SEAL PROPOSAL.
THIS IS VERY MUCH LIKE A LOW BID CONTRACT, BUT SOMETIMES REFERRED TO AS A BEST VALUE CONTRACT.
WE WILL USE THIS IN ADDITION TO PRICE, TO LOOK AT OTHER CRITERIA SUCH AS EXPERIENCE,
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BACKGROUND, AND QUALIFICATIONS OR, UM, PROPOSED PLAN.THIS IS GOVERNED BY STATUTE, AND WHEN WE TALK ABOUT THIS, YOU WILL BEGIN TO NOTICE SOME OF THOSE DIFFERENCES AS WE TALK ABOUT LOCAL PREFERENCE AND BOS B AND THINGS OF THAT NATURE.
SO IT'LL PLAY A PRIMARY ROLE IN OUR PREFERENCE PROGRAMS. THIS IS A DISCRETIONARY SOLICITATION, SO CITY STAFF AND COUNCIL, WHEN THIS IS BROUGHT TO YOU FROM A POLICY STANDPOINT, IF, UM, UH, WE ARE AS STAFF ARE RECOMMENDING AN AWARD, UM, COUNCIL CAN DETERMINE THAT BEST VALUE, MAYBE BETTER WITH A DIFFERENT, UM, WITH A DIFFERENT VENDOR, TYPICALLY GONNA BE USED IN INSTANCES OF JANITORIAL, LANDSCAPING, ELECTORAL PLUMBING.
A LOT OF OUR ANNUAL CONTRACTS SUCH AS HVAC SERVICES AND TECHNOLOGY SERVICES, REQUEST FOR QUALIFICATIONS IS TYPICALLY GONNA BE USED IN OUR PLANNING AND ARCHITECTURAL A AND E TYPE CONTRACTS.
UM, IT'S USED WHEN WE'RE LOOKING AT COMPETENCE AND QUALIFICATIONS.
UH, ONCE WE DETERMINE OR HAVE MADE A SELECTION BASED ON COMPETENCE AND QUALIFICATIONS, THEN WE CAN TALK PRICE AFTER THAT.
BUT INITIALLY IT'S JUST BASED ON THEIR COMPETENCE AND QUALIFICATIONS.
THIS IS ALSO GOVERNED BY STATUTE AS WELL, AND THIS IS DISCRETIONARY IN NATURE.
THE ONE THAT EVERYBODY I THINK IS PROBABLY MOST FAMILIAR WITH.
IN ADDITION TO INVITATION OR LOW BIDS OR REQUEST FOR PROPOSALS.
IT IS NOT GOVERNED BY STATUTE.
WE DO HAVE A FAIRLY RIGOROUS PROCESS IN PLACE TO MAKE SURE THAT, UM, OUR PROPOSALS AND THE AWARDS THAT WE RECOMMEND TO COUNCIL, UM, EVERYBODY'S BEEN TREATED FAIRLY AND EQUITABLY.
UM, THIS IS GONNA BE IN A LOT OF YOUR AREAS LIKE PROFESSIONAL SERVICES, FINANCIAL, FINANCIAL, ACCOUNTING, CONSULTATIVE TYPE SERVICES, MARKETING, MEDICAL AND THINGS OF THAT NATURE.
ONE, TO KIND OF GIVE YOU AN IDEA OF THOSE FIVE PRIMARY SOLICITATION TYPES, WHAT IS THE VOLUME IN EACH OF THOSE AREAS? IN TERMS OF CONSTRUCTIONS, I'M NOT GONNA GO THROUGH ALL THESE GOODS AND SERVICES, UM, BUT YOU CAN SEE THAT OUR IMITATION FOR BIDS BETWEEN CONSTRUCTION GOODS FOR SERVICES, IT IS PROBABLY THE, THE LARGEST CONSUMPTION OR LARGEST SOLICITATION TYPE, ABOUT 53% TO THE TUNE, ABOUT 374 MILLION.
AND THEN YOU CAN LOOK DOWN THROUGHOUT THE REST OF THE TABLE, UM, TO SEE WHERE WE SPEND THE MAJORITY OF OUR TIME ON, ON THESE SOLICITATION TYPES.
UM, TOTAL VALUE, UM, FOR 21 WAS CLOSE TO $690 MILLION BETWEEN ALL THE SOLICITATION TYPES THAT WE UTILIZE.
I'D LIKE TO SWITCH GEARS A LITTLE BIT AND TALK A LITTLE BIT ABOUT OUR PREFERENCE PROGRAMS. WE HAVE FOUR, UM, PRIMARY PREFERENCE PROGRAMS THAT WE UTILIZE HERE AT THE CITY AND, AND THAT HAVE BEEN ADOPTED VIA COUNCIL POLICY.
WE HAVE THE LOCAL PREFERENCE PROGRAM.
WE HAVE OUR VETERAN-OWNED SMALL BUSINESS PREFERENCE PROGRAM, OUR SMALL BUSINESS ECONOMIC DEVELOPMENT ADVOCACY, OR S BETA AND THEN D B E.
FOR PURPOSES OF THIS PRESENTATION, I'M GONNA FOCUS PRIMARILY ON THE FIRST TWO LOCAL PREFERENCE AND VETERAN-OWNED.
UM, I THINK COUNCIL'S BEEN, HAD SEVERAL PRESENTATIONS ON SABBE LATELY.
THEN OUR D B E PROGRAM IS PRIMARILY GONNA BE UTILIZED IN OUR FEDERAL PROGRAMS, PRIMARILY AT THE AIRPORT AND SOME OF OUR, UM, PUBLIC WORK PROGRAMS THAT HAVE FEDERAL FUNDING.
FIRST ONE AT THE LOCAL PREFERENCE PROGRAM.
THIS IS ADMINISTERED BY THE FINANCE DEPARTMENT.
UM, THE ORDINANCES, UM, OUR POLICIES WERE ADOPTED BY CITY COUNCIL, UH, BACK IN MAY OF 2013.
IT'S BEEN STRENGTHENED SINCE THAT 2013 ORDINANCE.
TO ADD SOME THINGS IN THERE THAT WE FOUND WERE KIND OF LOOPHOLES THAT COULD BE USED TO VENDORS TO PLAY WITH, UH, ONE OF THE BIG PRIMARY CRITERIA OF THE LOCAL PREFERENCE PROGRAM IS BUSINESSES MUST BE LOCATED WITHIN THE SAN ANTONIO LIMITS.
AND WE'VE HAD DISCUSSION ABOUT THIS IN THE PAST, AND WE'RE TALKING ABOUT OR REFERRING TO SAN ANTONIO LIMITS, FOR EXAMPLE.
YOU COULD NOT BE A BUSINESS THAT RESIDES IN ALMA HEIGHTS BECAUSE THEY'RE NOT IN THE CITY OF SAN ANTONIO LIMITS.
SO YOU HAVE, YOU HAVE DONUT HOLES THAT THE PREFERENCE PROGRAM WILL NOT BE APPLICABLE TO.
YOU ALSO HAVE TO BE ESTABLISHED TO PLACE A BUSINESS FOR AT LEAST ONE YEAR WITHIN THE SAN ANTONIO LIMITS.
THIS BASICALLY PREVENTS, UM, THIS CRITERIA BASICALLY PREVENTS A BUSINESS FROM COMING IN, SETTING UP A BUSINESS OR A LOCATION OR HEADQUARTERED HERE, UM, AS A RESULT OF A SOLICITATION.
SO THEY NEED TO BE HERE ONE YEAR AND THEY CAN'T REALLY PLAY WITH THE PLAY, PLAY THE SYSTEM.
UM, WHEN IT COMES TO, UM, SOLICITING OR DOING BUSINESS WITH THE CITY OF SAN ANTONIO, THIS IS A SELF-CERTIFICATION PROGRAM, MEANING WE ASK THEM IF THEY'RE LOCAL, THERE'S A FORM THEY FILL OUT, HOW MANY, HOW MANY EMPLOYEES THEY HAVE, WHERE THEY'RE HEADQUARTERED, THINGS OF THAT NATURE.
AND THEN WE WILL VALIDATE THE, UM, THE AWARD WITH MY COMPLIANCE RESOLUTION GROUP TO MAKE SURE THEY ARE, UM, INDEED LOCAL BEFORE WE MAKE A RECOMMENDATION TO CITY COUNCIL.
THE PRIMARY GOAL OF THE LOCAL PREFERENCE PROGRAM IS TO
[00:10:01]
REWARD OUR LOCAL BUSINESSES FOR THEIR EMPLOYEES THAT ARE HEADQUARTERED HERE, OR FOR THE BUSINESSES THAT ARE HEADQUARTERED HERE AND THEIR EMPLOYEES LIVE, WORK AND PLAY HERE.THEY CONTRIBUTE TO THE LOCAL ECONOMY.
SO WE WANT TO INCENTIVIZE THAT, AND THAT'S WHAT OUR LOCAL PRE PREFERENCE PROGRAM DOES.
THERE'S REALLY THREE PRIMARY COMPONENTS TO THE LOCAL PREFERENCE PROGRAM.
THE FIRST PIECE BY COUNCIL POLICY AND ORDINANCE.
WE HAVE A 3% PREFERENCE PROGRAM OR 3% PREFERENCE FOR LOW BID ITEMS. MEANING THAT IF A LOCAL VENDOR IS WITHIN 3% OF A NON-LOCAL VENDOR AND THEIR PRICE, THE LOCAL VENDOR IS HIGHER, WE WILL GO AHEAD AND AWARD THEM THE CONTRACT.
EVEN THOUGH THEY ARE HIGHER THAN OUR NON-LOCAL VENDOR, THEY HAVE TO BE WITHIN 3%.
THIS IS ALSO A STATE STATUTE ITEM.
THERE ARE SOME DIFFERENCES BETWEEN THE 3% AND STATE STATUTE.
IT DOES ALLOW US TO GO UP TO A 5%, BUT VERY LIMITED INSTANCES ON DISCRETIONARY SOLICIT SOLICITATIONS, YOU KNOW, PRIMARY FOR PROFESSIONAL SERVICES, REVENUE CONCESSION CONTRACTS.
WE HAVE A POINT STRUCTURE IN PLACE.
WE PROVIDE 10 POINTS TO LOCAL BUS, LOCAL BIDDER, BIDDERS, AND BUSINESSES THAT ARE HEADQUARTERED HERE IN THE CITY, CITY LIMITS.
AND THEY'VE BEEN HERE FOR ONE YEAR OR MORE.
THEY CAN HAVE FIVE POINTS IF THEY HAVE A SUBSTANTIAL OR SIGNIFICANT BUSINESS PRESENCE, MEANING THEY HAVE A HUNDRED OR MORE EMPLOYEES OR 20% OF THEIR WORKFORCE FULL-TIME, PART-TIME.
AND CONTRACT EMPLOYEES ARE REGULARLY BASED HERE IN THE CITY, SO THEY HAVE AN OPPORTUNITY TO GET 10 POINTS.
UM, FOR THOSE BUSINESSES THAT HAVE A HUNDRED OR MORE EMPLOYEES, THEN THEY CAN GET FIVE POINTS FOR CONSTRUCTION SOLICITATIONS.
THERE IS, UM, BY STATE STATUTE, THERE IS NOT A LOT OF OPPORTUNITY UNDER A PREFERENCE.
UM, I BELIEVE IT'S UNDER A HUNDRED THOUSAND.
UH, YOU HAVE A YES FOR 50 TO HUNDRED THOUSAND.
SO IT'S VERY, VERY LIMITED TO WHERE YOU CAN PROVIDE A LOCAL PREFERENCE.
ON CONSTRUCTION, IT'S BETWEEN 50 TO A HUNDRED THOUSAND DOLLARS.
THERE IS, HOWEVER, IN WORKING WITH PUBLIC WORKS, THERE'S A 20 POINTS FOR KNOWLEDGE OF LOCAL CONDITIONS.
I THINK WE'VE HAD THAT CONVERSATION WITH THIS, WITH THIS, UM, COMMITTEE BEFORE AND WHEN THAT CAN BE APPLIED.
THE NEXT ITEM IS THE, UM, THE VETERAN OWNED SMALL BUSINESS PROGRAM, WHICH YOU'LL HEAR IS FROM TIME TO TIME.
THIS IS ALSO ADMINISTERED BY THE FINANCES DEPARTMENT.
IT'S BEEN ADOPTED AND APPROVED BY CITY COUNCIL SINCE JANUARY 15TH, 2014.
ONE OF THE PRIMARY DIFFERENCES BETWEEN THIS PREFERENCE PROGRAM AND THE LOCAL PREFERENCE PROGRAM IS WHERE LOCAL HAS A GEOGRAPHIC LIMITATION OF CITY LIMITS.
THE VETERAN OWNED SMALL BUSINESS PROGRAM DOES NOT HAVE ANY GEOGRAPHIC LIMITATION AT ALL.
SO IF YOU'RE A VETERAN-OWNED BUSINESS IN THE UNITED STATES, YOU CAN BECOME ELIGIBLE FOR THE FIVE POINTS, UM, FIVE POINT PREFERENCE FOR DISCRETIONARY CONTRACTS.
YOU CAN BE CERTIFIED BY THE S B A OR SMALL BUSINESS ADMINISTRATION OR OTHER ENTITIES THAT HAVE THE SAME CERTIFICATION REQUIREMENTS.
AND THIS IS WHERE IT KIND OF GETS TRICKY.
WHERE IS IT, WHERE IS IT APPLICABLE AND WHERE IS IT NOT? SO AS I MENTIONED, YOU HAVE SOME ITEMS THAT ARE GOVERNED BY STATUTE AND YOU HAVE SOME ITEMS THAT ARE NOT.
SO WHERE AN INVITATION FOR BID IS SPECIFICALLY ALLOWED VIA STATUTE, YOU CAN SEE ON THE THE LOCAL COLUMN, THE CHECK MARK INDICATES THAT IT IS APPLICABLE AND WE CAN USE IT IN, IN, UM, CERTAIN CIRCUMSTANCES.
SBE, ON THE OTHER HAND, ARE A BETTER KNOWN SMALL BUSINESS PROGRAM IS NOT SPECIFICALLY ALLOWED BY STATE STATUTE WHEN IT COMES TO OUR IMITATION FOR BIDS OR LOW BID CONTRACTS.
SO WE CANNOT APPLY THE VOSS B TO OUR LOW BID CONTRACTS.
SIMILARLY, FOR REQUEST FOR OFFER, REQUEST FOR COMPETITIVE SEAL PROPOSALS IS, AS I MENTIONED, IS A STATUTE DRIVEN, UM, STATUTE DRIVEN, UM, GOVERNED, UH, PROCUREMENT SOLICITATION TYPE.
IT IS NOT ALLOWED BY STATUTE FOR LOW BID AND NEITHER IS IT FOR SBE THEN FOR REQUESTS FOR QUALIFICATIONS AND REQUESTS FOR PROPOSALS.
IN CERTAIN CIRCUMSTANCES, IT IS, IT IS ALLOWABLE.
SO WHENEVER WE BRING YOU A HIGH PROFILE CONTRACT, WE'RE GOING THROUGH A HIERARCHY AND WE'RE LOOKING AT ALL THESE DIFFERENT PIECES TO SEE WHERE IS APPLICABLE AND WHERE IT'S NOT.
NEXT TIME I'D LIKE TO TALK ABOUT IS THE ACTUAL HIGH PROFILE PROCESS AND THEN MOVE INTO THE ACTUAL HIGH PROFILE FORECAST.
UM, A DEFINITION I THINK THAT, THAT, UM, ALL OF YOU'RE MANY OF YOU'RE FAMILIAR WITH IS THE HIGH PROFILE DEFINITION.
WHAT IS A HIGH PROFILE CONTRACT IS A DISCRETIONARY CONTRACT THAT'S VALUED OVER $1 MILLION.
YOU CAN ALSO HAVE A HIGH LEVEL COMMUNITY INTEREST OR OTHER EXCEPTIONAL INTEREST, OR IT CAN BE HIGHLY COMPLEX OR TECHNICAL IN NATURE OR HAS CONTRACT TERMS AND CONDITIONS THAT ARE NON-STANDARD OR COMPLEX.
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ANY ONE OF THESE ITEMS AND IT WILL BE DETERMINED TO BE A HIGH PROFILE CONTRACT, WHICH YOU WILL SEE IN THE HIGH PROFILE, UM, FORECAST.THERE WILL BE TIMES WHEN THERE ARE ITEMS THAT, UM, DON'T MEET THE MILLION DOLLAR THRESHOLD, BUT BECAUSE THEY HAVE A HIGH LEVEL OF COMMUNITY INTEREST, WE'LL BRING THOSE FORWARD TO THIS COMMITTEE BECAUSE THERE'S EITHER A HIGH POLICY ISSUE OR HIGH POLICY, UM, ITEM THAT, UM, THE COUNCIL WOULD LIKE TO SEE, OR THERE'S A HIGH LEVEL OF COMMUNITY INTERESTS ARE HIGHLY COMPLEX OR TECHNICAL IN NATURE.
AS I MENTIONED IN THE BEGINNING OF THE PRESENTATION, THE HIGH PROFILE PROCESS IS REALLY DIVIDED INTO TWO PIECES.
THERE'S THOSE HIGH PROFILE CONTRACTS THAT GO TO THE AUDIT COMMITTEE, AND THEN THERE'S THOSE HIGH PROFILE CONTRACTS THAT GO TO THE B SESSION TO THE FULL COUNCIL.
UM, IF YOU MEET THE HIGH PROFILE DEFINITION, TYPICALLY IT'LL GO TO THE AUDIT COMMITTEE.
HOWEVER, THERE ARE CERTAIN ITEMS THAT ARE HIGH PROFILE NATURE THAT WILL BE SELECTED FOR A FULL B SESSION PRESENTATION.
HISTORICALLY, WE HAVE GONE BACK AND SEEN OR LOOKED AT WHERE WOULD THINGS REQUIRE A B SESSION PRESENTATION, AND THERE WERE A COUPLE OF FACTORS THAT WERE, UM, COMMON TO THOSE SOLICITATIONS.
IF THEY HAVE A FINANCIAL VALUE OR $25 MILLION, THEY ARE HIGHLY SENSITIVE FROM A POLICY STANDPOINT OR FROM A PUBLIC SAFETY IMPLICATION STANDPOINT.
TYPICALLY HAVE A CONTRACT TERM IN EXCESS OF 10 YEARS, HIGH LEVEL COMMUNITY OR STAKEHOLDER IMPACT OR INTEREST, AND THEN PROFESSIONAL JUDGMENT.
WHERE HAVE WE SEEN THINGS IN PAST THAT COUNCIL HAVE LIKED TO HAVE SEEN, UM, COME TO THEM FROM A POLICY STANDPOINT OR HAVE BEEN A SPECIFIC INTEREST TO THEM OR TO Y'ALL, UM, IN PAST HISTORY? SO IF IT MEETS ONE OF THOSE CRITERIA, TYPICALLY THEY WILL GO TO THE FULL COUNCIL IN TERMS OF THE B SESSION.
IF IT GOES TO THE FULL COUNCIL IN TERMS OF THE B SESSION, IT WILL NOT COME TO THE AUDIT COMMITTEE.
SO WE DON'T HAVE THAT DOUBLE, UM, DOUBLE IMPACT.
ALL OTHER ITEMS WILL GO TO THE AUDIT COMMITTEE.
SO TYPICALLY WHEN IT'S GOING TO THE AUDIT COMMITTEE OR TO THE B SESSION, I THINK LA YOU'RE ALL FAMILIAR WITH THIS PROCESS.
WE'LL BRING FORWARD TO A PRES SOLICITATION BRIEFING.
UM, AFTER THE PRES SOLICITATION BRIEFING AND GETTING YOUR INPUT, YOU'LL BE GOING OUT ON THE STREETS FOR A SOLICITATION EVALUATION PHASE.
AT THE CONCLUSION OF THE SOLICITATION EVALUATION, WE BRING IT BACK TO THIS COMMITTEE AND A POST SOLICITATION BRIEFING.
UM, BRIEF YOU ON THE RESULTS OF THE ACTUAL, UM, EVALUATION SOLICITATION AND A RECOMMENDED AWARD.
WE DO NOT PRO PROVIDE YOU ALL WITH THE NAMES OF THE AWARDEE.
WE DO THAT AFTER THE, UM, PRESENTATION TO THE AUDIT COMMITTEE IN THE FORM OF A MEMO TO KIND OF KEEP THE PROCESS PURE.
AFTER WE HAVE GONE THROUGH ALL THOSE STEPS, THEN THIS BODY RECOMMENDS IT TO THE FULL COUNSEL FOR THEIR CONSIDERATION.
IN THE EVENT THAT IT MEETS ONE OF THE, THE CRITERIA I TALKED ABOUT ON THE RIGHT SIDE, IT WOULD BYPASS THIS COMMITTEE AND GO FULL DIRECTLY TO THE FULL COUNCIL AT HIGH LEVEL.
UM, WANTED TO PRESENT WHAT'S IN EACH OF THESE STEPS.
SO WHEN WE ACTUALLY BRING A BRIEFING TO THIS COMMITTEE AND TO THE FULL COUNCIL, UM, THEY'RE ALL GONNA BE SOME OF THOSE COMMON BRIEFING ELEMENTS, AND I WON'T GO THROUGH ALL OF THEM, BUT WE'LL TALK ABOUT THE SOLICITATION TYPE CONTRACT VALUE, THE TERM EVALUATION CRITERIA AND
UM, WHAT WE DID FROM A VENDOR OUTREACH, HOW WE ADVERTISED IT, AND TALK ABOUT THE TIMELINE.
AS FAR AS THE PROCUREMENT ITSELF, WHEN WE COME BACK TO YOU ALL IN A POST SOLICITATION BRIEFING, OF COURSE WE'RE BRINGING THE EVALUATION MATRIX.
UM, WE BE BRINGING YOU OUR DUE DILIGENCE BETWEEN KEVIN AND I AND BRIEF THE COMMITTEE ON THE RESULTS OF THAT DUE DILIGENCE.
MOVING INTO THE ACTUAL HIGH PROFILE FORECAST, UM, AS I MENTIONED, WE ARE GOING TO START PRESENTING THIS FORECAST ANNUALLY.
WE'RE HERE TODAY WITH THE AUDIT ACCOUNTABILITY, AND WE'LL GO THROUGH THAT FORECAST AND STAFF RECOMMENDATIONS AS FAR AS WHAT WOULD BE PRESENTED TO THE AUDIT ACCOUNTABILITY COMMITTEE, AND THEN WHAT WE ARE RECOMMENDING TO GO TO THE FULL COUNCIL.
UM, WE'RE LOOKING AT THE CITY COUNCIL SESSION LATER THIS WEEK AT NOVEMBER 4TH, IN WHICH WE WOULD DO A VERY SIMILAR PRESENTATION TO THIS.
UM, IF THERE ARE ANY CHANGES BASED ON THE FEEDBACK YOU GIVE US, WE WOULD INCORPORATE THAT INTO THIS PRESENTATION AND SHARE IT WITH THE FULL COUNCIL.
UM, THE HIGH PROFILE CATEGORIES, AS I MENTIONED, CITY COUNCIL B SESSION WOULD BE THOSE SELECTED FOR PRESENTATION TO THE FULL COUNCIL.
THEN WE HAVE THOSE TODAY THAT ARE BE, UM, RECOMMENDED TO THE AUDIT AND ACCOUNTABILITY COMMITTEE IN THE TERMS OF A INDIVIDUAL ITEM OR A CONSENT ITEM.
WE COORDINATED THIS FORECAST, UM, WITH ALL THE DEPARTMENT HEADS, ALL THE CITY DEPARTMENTS EXECUTIVE LEADERSHIP TEAM, AND THE ECONOMIC DEVELOPMENT DEPARTMENT.
IN TERMS OF THE AVAILABILITY FOR, UM, C BETA, WE IDENTIFIED 63 HIGH PROFILE PROJECTS.
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ARE SELECTED TO GO TO THE FULL COUNSELING FOR A B SESSION, AND THEN WE'RE RECOMMENDING 56, UM, FOR THE AUDIT AND ACCOUNTABILITY.UH, 22 ON THE INDIVIDUAL AGENDA AND RECOMMENDING 34 ON THE CONSENT.
ONE THING THAT'S IMPORTANT TO REMEMBER, FOR EXAMPLE, ON THE SEVEN SELECTED FOR B SESSION, THAT WILL BE TWO PRESENTATIONS FOR A TOTAL OF 14 IN THE TERMS OF A PRES SOLICITATION AND COMING BACK TO THE FULL COUNCIL AND THE, UM, POST SOLICITATION FOR THE B SESSION.
THIS STARTS THE ACTUAL FORECAST.
THIS FIRST AREA ARE THE ITEMS THAT WE AS STAFF ARE RECOMMENDING FOR THE FULL PRESENTATION TO, UM, THE FULL COUNCIL IN A B SESSION.
AVIATION HAS A BULK OF THE SEVEN, UM, WITH THE TERMINAL B AND A BEVERAGE, UM, FOOD AND BEVERAGE CONCESSIONS AS I MENTIONED THE FIRST.
UM, THESE ARE ITEMS THAT HAVE BEEN OF INTEREST TO THE COUNCIL IN THE PAST.
AND THEN WE ALSO HAVE THE TERMINAL AB TRAVEL, RETAIL PRIME CONCESSION, TAXIWAY, H RECONSTRUCTION, AND THE BAG BAGGAGE HANDLING AND SYSTEM EXPANSION.
AND I'M NOT GONNA GO THROUGH EVERY DETAIL ON THE SLIDE, BUT YOU CAN SEE THE PROPOSED TERM AND THE ESTIMATED VALUES OF EACH OF THOSE HIGH PROFILE CONTRACTS TOWARD THE RIGHT SIDE OF THE SLIDE.
THE OTHER THING, I'LL MENTION THAT IN YOUR PACKAGE OR IN THE AGENDA ITEM, THERE WAS A MORE DETAILED EXCEL SPREADSHEET.
IT HAD ADDITIONAL INFORMATION.
UM, IN ADDITION TO THESE ITEMS YOU'RE SEEING ON THE SLIDE, THE NEXT TWO ARE FROM I T S D AND SUSTAINABILITY.
UM, THE ONE FOR I T S D IS OUR UPGRADE TO OUR EXISTING FINANCIAL SYSTEM, OUR E R P SYSTEM, UM, AND TUNE ABOUT 40 MILLION.
THE NEXT ITEM IS, UM, THE ONSITE SOLAR AT CITY OWNED BUILDINGS AND FACILITIES.
WE DON'T HAVE AN ESTIMATED VALUE FOR THIS YET, BUT THIS IS SOMETHING THAT WE THOUGHT WOULD BE OF INTEREST TO THE FULL COUNCIL IN TERMS OF SUSTAINABILITY.
THIS NEXT COUPLE OF SLIDES ARE GOING TO BE THE ITEMS THAT WE ARE RECOMMENDING TO THIS COMMITTEE.
UM, THESE ARE THE ITEMS THAT WE'RE RECOMMENDING FOR INDIVIDUAL BRIEFINGS.
WE HAVE ANIMAL CARE AND AVIATION, OUR COMMUNITY SPAY NEUTER SURGERIES, LEASE AGREEMENT FOR THE PETCO SPAY AND NEUTER FACILITY, AGAIN WITH AVIATION PROGRAM MANAGEMENT SERVICES, OUR DUTY FREE SPECIALTY STORE IN ADVERTISING AND MARKETING SERVICES.
UH, FOR FINANCE, FOR MY DEPARTMENT, WE ARE GONNA BE RECOMMENDING THREE, UM, HIGH PROFILE CONTRACTS TO BE, UM, PLACED ON THE INDIVIDUAL.
UM, THE INDIVIDUAL, UH, AGENDA ITEM, THEY ARE THE EXTERNAL AUDIT CONTRACT.
OUR MERCHANT BANKING SERVICES, WHICH IS GONNA BE OUR, UH, CREDIT CARD PROCESSING WITH OUR MAJOR BRANDS, MASTERCARD, VISA, DISCOVER, AND THEN OUR DEPOSITORY BANKING AND LOCKBOX SERVICES FOR I T S D, OUR PHYSICAL SECURITY INFORMATION MANAGEMENT SYSTEM AND OUR SECURITY OFFICER SERVICES, WHICH IS ACTUALLY ON TODAY'S AGENDA FROM A PRES SOLICITATION STANDPOINT.
N H S D, OUR HOUSING BOND GAP FUNDING, HOME OWNERSHIP, HOUSING DEVELOPMENT, GAP FUNDING, RENTAL HOUSING, UH, DEVELOPMENT GAP FUNDING.
AND THEN FOR PUBLIC WORKS, WE HAVE THE WORLD HERITAGE.
THE CONS CONTRACT FOR A NEW FACILITY TO PROVIDE ORIENT AN ORIENTATION CENTER, AND WE HAVE SOUTH ALAMO STREET IMPROVEMENTS, UM, TO THE TUNE OF 8 MILLION.
WE HAVE THE ALAMO DOME 2025 NCAA FINAL FOUR IMPROVEMENTS, OUR BOND MASS SELECTION FOR CIVIL ENGINEERING SERVICES, BOND MASS SELECTION FOR ARCHITECTURAL SERVICES, AND THEN ALSO FOR, UM, LANDSCAPE ARCHITECTURAL SERVICES WITH SS A P D, OUR IN-CAR REPLACEMENT VI OUR REPLACEMENT, OUR IN-CAR VIDEO SYSTEM FOR SOLID WASTE.
WE HAVE OUR HOUSEHOLD HAZARDOUS WASTE COLLECTION AND TRANSPORTATION, OUR BIKE MASTER PLAN UPDATE.
ALL THOSE ITEMS ON THOSE PRIOR SLIDES WOULD BE PRESENTED TO US IN OR RECOMMENDING COME TO Y'ALL IN TERMS OF INDIVIDUAL PRESENTATIONS.
THIS NEXT SLIDE IS GONNA BE YOUR CONSENT ITEMS, UM, PRIMARILY LISTING WITH ANIMAL CARE AVIATION, B, S D C, C D O, AND C STUFF.
I WON'T GO THROUGH THOSE IN DETAIL, BUT THESE WOULD BE THE ITEMS ON THE CONSENTED NINJA THAT WE WOULD RECOMMEND TO BE FAIRLY ROUTINE IN NATURE.
UM, NOT THAT ARE NOT HIGHLY COMPLEX OR DO NOT HAVE HE AMOUNTS OF SIGNIFICANT INTEREST.
THIS IS THE BALANCE OF THE CONSENT ITEMS WITH HR.
WE HAVE OUR VOLUNTARY DENTAL INSURANCE.
YOU HAVE A QUITE A LONG LISTING FOR I T S D LIBRARY AND PARKS.
[00:25:01]
WITH PRE-K PUBLIC WORKS IN SAN ANTONIO POLICE DEPARTMENT.THAT WRAPS UP MY PRESENTATION.
IF THERE'S ANY ITEMS, WE HAVE A NUMBER OF STAFF HERE TO, UM, PROVIDE CONTEXT OR INFORMATION OR ANSWER QUESTIONS.
IF THEY'RE NOT HERE, THEN WE CAN GET BACK TO Y'ALL WITH A RESPONSE.
UM, AS I MENTIONED, WE'RE REALLY LOOKING FOR Y'ALL'S, UM, Y'ALL'S RES Y'ALL'S, UM, THOUGHTS ON, DID WE HIT THE MARK AS FAR AS OUR RECOMMENDATIONS OR IS THERE THINGS THAT Y'ALL LIKE TO SEE MOVE AROUND A LITTLE BIT? OKAY, GREAT.
I, UM, LOOKING AT THIS, I, I THINK THAT'S GREAT.
WHEN IS IT GONNA COME TO THE B SESSION TO GO THROUGH THE PROCESSES AND HOW WE, HOW WE DO OUR BUSINESS HERE? UH, IT'S CURRENTLY SCHEDULED, THIS SAME PRESENTATION WOULD BE DELIVERED LATER ON THIS WEEK, I BELIEVE ON THE FOURTH.
I'M, I, I'M JUST TRYING TO, THERE, THERE'S BEEN A CALL BY ONE OF MY COLLEAGUES TO, TO DO A STUDY ON THE, OUR PROCUREMENT PROCESSES.
AND I'M, I'M TRYING TO FIGURE OUT, DO Y'ALL HAVE ANY THOUGHTS ABOUT WHAT, WHERE THIS IS GOING TOWARDS, ABOUT DOING A, A, A PROCUREMENT STUDY ON WHAT, WHAT THAT WOULD BE GETTING AT OR GETTING, TRYING TO GET TO? SO CHAIRMAN, WE HAVE NOT HAD ANY ADDITIONAL, UH, CONVERSATION WITH THAT COUNCILMAN REGARDING THAT POTENTIAL STUDY.
UH, BUT I THINK THE B SESSION CONVERSATION THIS WEEK WOULD BE A GOOD OPPORTUNITY TO DO THAT.
SO TROY WILL AGAIN, WALK THROUGH KIND OF AT A HIGH LEVEL AS YOU DID TODAY, THE DIFFERENT PROCUREMENT TYPES WE HAVE, UH, WHAT WE'RE DOING.
YOU KNOW, WHAT YOU SAW IS A LOT OF INVITATION FOR BID, BUT YOU SAW THE OTHER CATEGORIES AS WELL.
SO WE'RE CERTAINLY OPEN TO HAVING THAT CONVERSATION TO LOOK AT.
IF WE WERE TO DO A STUDY, WHAT WOULD THAT SCOPE LOOK LIKE AND, AND HOW WOULD WE NARROW THAT? SO I EXPECT THAT'LL BE PART OF THE CONVERSATION, UM, ON WEDNESDAY.
WELL REALLY WHAT WE'RE LOOKING FOR FROM Y'ALL TODAY AND ON WEDNESDAY WITH THE COUNCIL'S B SESSION IS YOU'VE GOT THE THREE CATEGORIES.
YOU'VE GOT THOSE PROCUREMENT ITEMS THAT WE'D LIKE TO TAKE FORWARD TO FULL B SESSIONS.
YOU'VE GOT SOME THAT WE'D LIKE AS INDIVIDUAL ITEMS IN FRONT OF THE AUDIT COMMITTEE.
AND THEN WE'VE GOT ITEMS THAT WE WANNA LIST AS CONSENT.
AND SO WHAT WE'RE TRYING TO GET IS FEEDBACK ON THAT LISTING TO MAKE SURE WE'VE GOT 'EM CATEGORIZED CORRECTLY.
OBVIOUSLY THERE'S A LOT ON THESE LISTS AND AS WE BRING THEM FORWARD, WE'LL GO INTO MORE DETAIL ON WHAT THIS SOLICITATION IS, WHY WE'RE DOING IT, WHY WE'RE RECOMMENDING WHAT WE ARE.
UM, WE'LL, WE WILL SEE HOW THIS B SESSION GOES AND WHERE, WHERE THAT DISCUSSION GOES AS WELL.
BUT, UM, YOU HIGHLIGHTED, WHICH ARE STATE STATUTE DRIVEN.
UM, COULD WE ALSO ADD IN THERE WHAT THE STATE STATUTE IS CALLING FOR? JUST A COUPLE OF BULLETS, WHAT YOU CAN AND CAN'T DO BY STATE STATUTE RIGHT NOW.
YOU HAVE, YOU HAVE IT LISTED ON THERE, THERE'S A STATE STATUTE GOVERNING IT, BUT WHAT IS IT ACTUALLY, WHAT IS IT ACTUALLY CALLING OR PUSHING FOR IN THOSE DIFFERENT TYPES OF CONTRACTS? I THINK THAT WOULD HELP EXPLAIN IT A LITTLE BIT MORE ON WHAT FLEXIBILITY WE HAVE.
AND THEN I KNOW I'VE BROUGHT THIS UP A NUMBER OF TIMES ABOUT VETERAN OWNED SMALL BUSINESSES AND YOU KNOW, US NOT BEING ABLE TO INCLUDE THOSE IN SEVERAL CONTRACT TYPES.
AND WE TALKED ABOUT, UM, UM, MAYBE THIS WOULD BE AN ITEM FOR THE I G R TO BRING UP AT THE, UH, YOU KNOW, AS A LEGISLATIVE ITEM.
AND I THINK Y'ALL PROPOSE THAT ONE OTHER TIME SOMEWHERE IN THE PAST.
CAN YOU EXPLAIN WHAT HAPPENED THERE? YEAH, AND I CAN'T REMEMBER WHICH LEGISLATIVE SESSION IT WAS.
NOW THERE'S, YEAH, THE MAN WITH ALL THE ANSWERS UP THERE AT THE STATE
IT WAS THE REQUEST FOR COMPETITIVE SEAL PROPOSALS.
WE WANTED TO BE ABLE TO HAVE PREFERENCES, I'LL GO BACK AND VERIFY FOR CERTAIN, BUT I'M PRETTY SURE WE GOT THE LEGISLATION PASSED AND IT WAS VETOED BY THE GOVERNOR FOR NOT WANTING TO, UH, GIVE ADVANTAGES TO BUSINESSES.
HIS ARGUMENT WAS THAT HE WANTED THE LOWEST COST DEAL TO BENEFIT THE TAXPAYER AND NOT, UH, AWARD ANY HIGHER VALUE CONTRACTS THAT THAT MIGHT NOT BE AS ECONOMICALLY EFFICIENT, FOR LACK OF A BETTER WORD.
IT'S BEEN SEVERAL SESSIONS NOW, BUT I CAN VERIFY THAT AND SEND SOMETHING TO YOU.
YEAH, IF YOU COULD, JEFF, I MEAN, EVEN WITHIN THOSE CONTRACT TYPES OR, AND I UNDERSTAND WHERE HE IS COMING FROM ON LARGE TICKET ITEMS, BUT YOU CAN PUT A GRADUATE, PUT A GRADUATE SCALE WITHIN THAT CATEGORY ALSO ON SMALLER TYPE, SMALLER CONTRACT VALUES UNDER THOSE TYPES OF CONTRACT VEHICLES.
AND MAYBE THAT'S A WAY TO APPROACH IT TO, TO CHANGE THE, CHANGE THE TWIST ON IT A LITTLE BIT MM-HMM.
[00:30:01]
THE TYPE OF CONTRACTS THAT IT COULD APPLY TO, RIGHT.NOT JUST MAKE IT FOR ALL CONTRACTS MM-HMM.
BUT I WOULD REALLY LIKE TO TAKE A LOOK AT THAT AGAIN AND MAYBE MAKING ANOTHER RUN.
WE GOT TWO YEARS TO PUT IT TOGETHER, BUT SURE.
YEAH, I WOULD LIKE TO TAKE A LOOK AT THAT AGAIN AND I WILL GO AND VERIFY.
IT HAS BEEN SEVERAL YEARS, SO I'M GOING BY MEMORY, BUT I, BUT THAT'S MY RECOLLECTION, CHAIRMAN.
UM, THE HIGH PROFILE CONTRACTS WHERE, WHAT, WHAT WAS THE THRESHOLD AGAIN? A MILLION DOLLARS AND ABOVE? YEAH, IT'S A MILLION.
AND, UM, WHEN'S THE LAST TIME, WHEN DID WE PUT THAT INTO EFFECT, THE MILLION DOLLAR THRESHOLD? IT'S BEEN SOME TIME.
I'M NOT SURE I CAN PICK THE EXACT DATE.
WELL THE QUESTION IS, IS THAT SOMETHING THAT WE NEED TO TAKE A LOOK AT? AGAIN, IS IT TOO LOW? DOES THAT FORCE TOO MUCH BUREAUCRACY IN THIS, OR SHOULD WE RAISE THAT SOME TO GET THAT OUT OF THIS, THIS PROCESS OF GOING THROUGH THIS COMMITTEE, YOU KNOW, A MILLION DOLLARS DOESN'T GET YOU MUCH ANYMORE NOWADAYS AND, AND TO FORCE THIS WHOLE PROCESS ON THOSE SMALLER TYPE CONTRACTS.
I'M JUST WONDERING IF WE SHOULD TAKE ANOTHER LOOK AT THAT.
CAN Y'ALL TAKE A LOOK AT THAT AND KIND OF DO AN ANALYSIS ON THAT, ON SHOULD WE RAISE THAT AND WHAT, WHAT SHOULD WE ACTUALLY RAISE THAT TO? YEAH, IT'S BEEN SOME TIME.
I THINK WE LOOKED AT IT PROBABLY THREE YEARS AGO.
UM, AND WE CAN DUST THAT OFF AND BRING IT BACK TO THE COMMITTEE.
I THOUGHT WE'D DISCUSSED THAT BEFORE, BUT THAT'S BEEN A WHILE BACK.
YEAH, WE, WE MIGHT HAVE BEEN BC ACTUALLY BEFORE CLAYTON
I, I THINK THAT ONE MIGHT'VE BEEN AC AFTER CLAYTON, BUT I'M NOT SURE.
REMEMBER I'M A LITTLE LOW WE'LL BACK AND LOOK AT IT.
I DO WANT TO CLARIFY ONE THING THAT WHEN WE'RE LOOKING AT THOSE, IT'S NOT ONLY THE DOLLAR DEFINITIONS.
SOMETIMES, SOMETIMES THERE MAY BE ITEMS THAT EITHER ARE REALLY TECHNICAL, RIGHT? OR THERE MAY BE A LOT OF COMMUNITY INTEREST, THEN WE'RE GONNA WANT TO BRING THOSE FORWARD AS HIGH PROFILE.
BUT WE WILL LOOK AT, WE'LL LOOK AT THAT DEFINITION AND YEAH, OKAY, GREAT.
I DON'T HAVE A PROBLEM WITH THAT AT ALL.
I'M JUST ONE, THE RUN OF THE MILL CONTRACTS OUT THERE THAT, UH, YOU KNOW, AGAIN, TO ME A MILLION DOLLARS IS KIND OF LOW.
AND HAVE WE BENCHMARKED WITH OTHER CITIES TO SEE WHAT THEY'RE DOING AS FAR AS PROCESSES, IF THEY'RE DOING SOMETHING BETTER THAN US.
AS FAR AS THE ACTUAL PROCESS THROUGH THIS COMMITTEE WE HAVE, WHEN WE'RE ACTUALLY DEVELOPING THE, THE PROGRAM AT ITS INCEPTION, UM, I DON'T, WE HAVE NOT DONE IT IN SOME TIME, BUT SOMETHING WE CAN GO BACK AND AND BENCHMARK AGAIN THAT, THAT WOULD BE INTERESTING TO SEE WHAT OTHER CITIES ARE DOING IN, IN RELATION TO THIS PROCESS.
IS IT STRICTER? IS IT LESS STRICT? UM, ARE DO THEY HAVE SOME OTHER IDEAS OUT THERE THAT WE COULD IMPLEMENT HERE TO STREAMLINE OUR PROCESS? AND AGAIN, TO ME IT'S ALL ABOUT REDUCING THE BUREAUCRACY OF GETTING A CONTRACT THROUGH THE SYSTEM.
AND I TOTALLY UNDERSTAND FOR CERTAIN TYPES AND FOR CERTAIN THRESHOLDS.
BUT IS THERE SOMETHING ELSE OUT THERE WE CAN DO TO MAKE IT A LITTLE, LITTLE BIT EASIER TO GET THROUGH THE SYSTEM? AND I, UH, YOU, YOU FOCUSED IN ON VETERAN OWNED SMALL BUSINESSES, BUT WE HAVE OTHER SMALL BUSINESSES THAT WE GIVE, UH, POINTS TO OR WE, WE, UH, INCLUDE IN THESE DIFFERENT TYPES OF SOLICITATIONS.
I THINK IT WOULD BE HELPFUL TO LIST THOSE OUT ALSO ON THIS AND NOT JUST FOCUS IN ON THE VETERAN OWNED, BUT WHERE CAN WE INCLUDE ALL THESE OTHER, YOU KNOW, SERVICE DISABLED, UH, SMALL, UH, WOMAN OWNED BUSINESSES, UH, ALL OF THOSE CATEGORIES AND WHERE DO THEY FIT IN ON ALL THESE DIFFERENT, UH, TYPES OF CONTRACTS ALSO.
AND THEN, UM, THAT'S, THAT'S KIND OF KIND OF MY QUESTIONS, SIR.
DO YOU HAVE ANY THANK YOU CHAIR.
UM, SO WHAT YOU WERE LOOKING FOR WAS DIRECTION ON, UM, THE LIST OF INCON, UH, INDIVIDUAL ITEMS FOR CONSIDERATION VERSUS THE CONSENT AND WHETHER ANYTHING NEEDED TO BE ADJUSTED.
SO TROY PRESENTED THREE CATEGORIES.
THERE'S SOME SOLICITATIONS THAT WE WANT TO TAKE TO A FULL B SESSION, SO THEY WOULDN'T ACTUALLY COME TO AUDIT COMMITTEE.
HE HAD, UM, WHAT, SEVEN, SORRY, I LOST MY PAGE HERE.
AND FROM WHAT AND FROM WHAT I WAS READING AND WHAT YOU HAD SAID, IT, EVERYTHING LOOKED, UM, APPROPRIATE APPROPRIATELY DESIGNATED.
SO I WANTED TO, YEAH, SO THERE, THERE ARE SEVEN, THEY'RE
[00:35:01]
ACTUALLY ON SLIDES 22 AND 23 THAT WE WANT TO TAKE TO A FULL B SESSION.SO THEY WOULDN'T ACTUALLY COME TO AUDIT COMMITTEE.
WE WOULD WALK YOU THROUGH THE ENTIRE SOLICITATION PROCESS IN B SESSION.
UM, THERE'S A SECOND CATEGORY THAT WOULD COME TO AUDIT AND ACCOUNTABILITY, BUT THEY WOULDN'T BE INDIVIDUAL ITEMS THAT WE WOULD PRESENT TO YOU ALL.
THAT'S ON SLIDES 25 THROUGH, UH, 29.
AND THEN THE BALANCE OR WHAT WE, WHAT WE'RE PLANNING TO IS JUST PUT 'EM ON CONSENT.
YOU CAN, YOU ALWAYS HAVE THE ABILITY TO PULL THEM AT THE AUDIT COMMITTEE.
SO IF YOU SAW SOMETHING THAT WE MISSED OR POLICY ISSUE, SOMETHING YOU WANTED TO VISIT, YOU COULD ALWAYS PULL IT.
BUT IN ORDER TO KIND OF KEEP, THERE'S JUST SUCH A LARGE VOLUME OF, OF CONTRACTS, WE'RE JUST TRYING TO PUT 'EM IN CATEGORIES SO WE CAN EFFICIENTLY MOVE 'EM THROUGH THE PROCESS FOR SURE.
THAT'S WHAT WE'RE LOOKING FOR FEEDBACK ON TODAY FOR SURE.
WAS THERE ANYTHING ELSE THAT YOU WERE LOOKING FOR FEEDBACK ON? UH, NO SIR.
UM, ON PAGE 17 YOU HAVE ON HERE WHAT REQUIRES B SESSION.
YOU HAVE THE CONTRACT TERM IN EXCESS OF 10 YEARS.
IS THAT COMMON? 'CAUSE I LOOKED AT THE OTHER CONTRACTS, ALL THE ONES YOU LISTED, AND I DIDN'T SEE ANY OTHER THEM FOR SEVEN YEARS.
YOU HAD A COUPLE THAT HAD THREE ONE YEAR EXTENSION.
IS THAT WHAT WOULD QUALIFY AS A TENURE? THERE ARE SOME, NO, THERE ARE SOME, THERE ARE SOME CONTRACTS TYPICALLY AT, UM, PROBABLY THE CONVENTION CENTER OR THE OME IN TERMS OF CONCESSION CONTRACTS THAT THEY MAY HAVE A SIGNIFICANT INVESTMENT IN, UM, INFRASTRUCTURE OR EQUIPMENT.
AND TYPICALLY THOSE MAY BE, UM, IN EXCESS OF 10 YEARS.
UM, BUT THERE ARE SOME THAT, UM, WILL EXCEED THAT THRESHOLD.
UM, QUICK QUESTION ALSO ON SELECTED FOR B SESSION.
THERE ARE A FEW THAT DON'T RISE TO THE THRESHOLD OF 25 MILLION UNLESS WE'RE LOOKING AT 'EM IN, IN AS A GROUP.
IS THAT THE THOUGHT PROCESS THERE? IT, IT'S NOT THE PROCESS IN THE, BASICALLY, UM, I MENTIONED KIND OF, WE HAVE SOME EXPERIENCE WITH SOME OF THESE CONTRACTS IN THE PAST WHEN YOU LOOK AT THE AIRPORT, ESPECIALLY WHEN IT COMES TO CONCESSIONS.
UM, THOSE HAVE BEEN AREAS THAT THE COUNCIL HAS HAD AN INTEREST IN.
AND SO BASED ON THAT HISTORICAL EXPERIENCE WE HAVE, WE'RE RECOMMENDING THOSE HERE.
SO BASICALLY PROBABLY MEETS THE CRITERIA MORE PROFESSIONAL JUDGMENT THAN ANYTHING ELSE.
I THINK THAT WAS JUST FOR A BRIEFING, UH, AT THIS POINT IN TIME.
AND, AND WHEN DO YOU NEED TO HAVE, UH, ANY INPUTS ON IF WE WANT TO ADD ANY, YOU KNOW, MOVE THINGS AROUND ON THE LIST THAT YOU'RE CURRENTLY SHOWING OR ADD TO THE LIST FOR THIS YEAR? WELL, I, I THINK FOR THE TWO CITIZEN MEMBERS, IF WE COULD GET THAT BEFORE, UM, WHEN ARE WE GOING? WEDNESDAY? THURSDAY.
SO IF WE, BEFORE THIS THURSDAY, IF WE COULD GET, IF Y'ALL HAVE ANY CHANGES OR SUGGESTIONS, IF WE COULD GET THAT FOR THE COUNCIL.
YOU, YOU GET TO ENJOY TROY'S PRESENTATION THE SECOND TIME ON THURSDAY, SO YOU CAN GIVE US YOUR FEEDBACK THEN AS WELL.
UH, NO, NO, UH, ACTION ON THAT ONE.
WE HAVE ANOTHER ONE, ANOTHER THE, UH, SECURITY OFFICE SERVICES SECURITY OFFICER, DID YOU WANNA, DID YOU WANT TO, BEFORE WE GO TO THE INDIVIDUAL, DID YOU WANT TO COVER THE CONSENT? DID Y'ALL WANT TO APPROVE THE CONSENT ITEMS WE HAVE? UH, UH SURE WE CAN, WE CAN DO THAT.
[CONSENT AGENDA]
DO WE HAVE FOR CONSENT, SIR? I BELIEVE THERE ARE.WELL, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10 ITEMS. 2, 4, 6, 8, 10 ITEMS. ALL RIGHT.
UM, ARE THERE ANY THAT ANYONE WANTS TO PULL FROM CONSENT AT THIS POINT IN TIME? NO.
CAN I HAVE A MOTION TO APPROVE? I MOVE TO APPROVE THE BALANCE OF THE CONSENT AGENDA AND A SECOND? I'LL SECOND.
ALRIGHT, ALL THOSE IN FAVOR SAY AYE.
UH, CONSENT AGENDA IS APPROVED.
NOW LET'S GO TO THE INDIVIDUAL CONSIDERATIONS.
14 THROUGH 18 OR DID, AM I MISSING ONE? NUMBER 13 HERE.
IS THAT A SEPARATE ONE THAT WE NEED TO TALK ABOUT? SO CHAIRMAN, WHAT I HAVE IS CONSENT WAS ITEMS THREE THROUGH 12.
[13. Briefing on the release of a solicitation for one contract to provide security officer services for the City of San Antonio in the estimated contract value of $40,000,000.00 for an initial period of 3 years with 2, 1year renewal options. [Ben Gorzell, Jr., Chief Financial Officer; Craig Hopkins, Chief Information Officer, Information Technology Services]]
13.13, YOUR FIRST INDIVIDUAL ITEM.
AND THAT WOULD BE THE, UM, YEP.
PRES SOLICITATION BRIEFING ON OUR, UM, SECURITY OFFICER SERVICES.
[00:40:03]
I GOT A PAGE AHEAD.THAT'S WHY I WAS MESSED UP HERE.
UH, ACTUALLY C COUNSELOR, CAN WE SKIP THIS ITEM? MICHELLE, CAN WE SKIP THIS ITEM AND GO TO ITEM NUMBER 14? OKAY.
SOMETHING ABOUT GARBAGE COLLECTION HERE.
BEN, WILL THAT ITEM NOT BE CONSIDERED OR JUST CONSIDERED AT A LATER DATE AT A LATER TIME? THE PERSON PRESENTING ISN'T HERE AT THE MOMENT.
SO WE, I, IF IF, YEAH, IF THE CHAIR'S OKAY, WE CAN TAKE IT BACK.
THAT'S NOT CRAIG HOPKINS, RIGHT?
OH, THERE'S, I DID NOT SEE PATSY BACK THERE.
COUNCILMAN IN THE CHAIR? YOU WANNA GO BACK TO ITEM? LET'S GO BACK.
I'M, COME ON UP AT THIS POINT.
SO PATSY, COME ON UP AND, UH, PATSY BOOZER IS OUR, UH, CHIEF SECURITY OFFICER, SO SHE'LL BE MAKING THE PRESENTATION TODAY.
YES, THIS IS THE SECURITY OFFICER SERVICES, UM, R F C S P.
SO WE HAD, UM, PUT THIS OUT FOR SOLICITATION LAST YEAR AND IT WAS CANCELED IN FEBRUARY AND NOW WE'RE BRINGING IT BACK.
WE WENT THROUGH AND WE DID A COMPLETE ASSESSMENT OF, UM, WE SPOKE WITH COUNCIL, WE SPOKE WITH OUR CUSTOMERS, WE LOOKED AT THE SCOPE AND THE, UM, JUST KIND OF THE ENVIRONMENT AS WE WERE GOING FORWARD.
AND THAT'S HOW WE, UM, CAME AND WE ADDED, WE ADD, WE ADDED SOME, UM, IT'S NOT JUST ALL IN THE SOLICITATION.
IN ORDER TO GET THE FULL SCOPE OF WHAT WE NEEDED, WE ADDED SOME INTO OUR OWN SECURITY SERVICES, SOME IN THE DIS INTO THE SOLICITATION, WHICH IS FOR THE, UM, THE CITYWIDE SECURITY OFFICERS AND ALSO SOME, JUST IN THE PROCESSES AND PROCEDURES THAT WE HAVE WITHIN THE ELECTRONIC COMMUNITY AS WELL.
SO FOR THIS PARTICULAR ONE, THIS IS TO PROVIDE THOSE, UM, SECURITY OFFICERS THAT MANAGE, UH, THE POST AT ALL OF OUR, UM, CITY FACILITIES.
SO THE SOLICITATION TYPE IS AN R F C S P.
IT HAS AN ESTIMATED VALUE OF $40 MILLION.
IT'S THREE YEARS WITH TWO ONE YEAR RENEWAL OPTIONS.
AND THE CURRENT CONTRACT THAT WE CURRENTLY HAVE IS UNDER AN EXTENSION AND IT EXPIRES ON APRIL 30TH, 2022.
AND THESE SERVICES ARE FOR GUARD AND SECURITY SERVICES LIKE YOU HAVE AT THE FRONT DESK HERE AT CITY HALL.
CITY TOWER LIBRARIES, UM, D S D, ALL OF THE LOCATIONS WHERE WE HAVE SECURITY OFFICERS, THE NUMBER OF VENDORS THAT ARE ON THE REGISTRIES 163.
UM, WE ALSO, UM, HAVE A, A TARGETED VENDOR OUTREACH FOR 12 D COMPANIES.
AND IT HAS BEEN, UM, HAS NU HAD NUMEROUS ADVERTISEMENTS, UM, FOR THESE SERVICES.
AND THEN ON THE, YOU CAN ALSO SEE WHO THE EVALUATION AND VOTING MEMBERS ARE.
EACH ONE HAS A PART AND RECEIVES THESE TYPES OF SERVICES.
THE EVALUATION CRITERIA IS BASED ON EXPERIENCE, BACKGROUND, AND QUALIFICATIONS.
ALSO ON THE PROPO, THEIR PROPOSED PLAN OF HOW THEY'RE GONNA STAFF AND PROVIDE THESE SERVICES PRICE.
UM, THERE IS A, UM, SS B E PRIME, UH, PROGRAM FOR 15 POINTS.
AND THE, UM, ALSO FIVE POINTS FOR THE M W B E ADDITIONAL REQUIREMENTS IS THE 10% ON THE S BETA, UM, LOCAL PREFERENCE.
THE VETERANS OWN SMALL BUSINESSES AND THE AUDITED FINANCIAL STATEMENTS ARE NOT, NOT REQUIRED FOR THIS CONTRACT.
THE GOAL SETTING COMMITTEE MEMBERS ARE, UM, TROY ELLIOTT, CRAIG HOPKINS, DR.
IAN, UM, SOCI AND LINDA LOPEZ.
GEORGE, WE LOOK TO DO PRES SOLICITATION BRIEFING TODAY, A RELEASE DATE OF NOVEMBER 5TH.
AND THE GOAL SETTING COMMITTEE WAS DONE IN FEBRUARY 7TH, 2020.
WE ALSO, UM, UNDER THE POST FOR POST SOLICITATION, THAT WOULD BE HOPE, WE WOULD HAVE THE EVALUATION COMPLETED BY FEBRUARY 16TH, 2022.
SO THAT IS A VERY TIGHT SCHEDULE AS YOU CAN SEE, UM, GOING INTO THE SOLICITATION,
[00:45:02]
THE CONTRACT WOULD BE NEGOTIATED BY THE 25TH OF FEBRUARY.AND THEN THE POST SOLICITATION BRIEFING WOULD BE MARCH 23RD WITH UPCOMING TO COUNSEL ON APRIL 14TH, 2022.
AND CONTRACT START DATE OF MAY 1ST, 2022.
ARE THERE ANY QUESTIONS? SURE.
UH, THIS WENT OUT BEFORE, RIGHT? YES SIR, IT DID.
AND WHY DID IT GET CANCELED? UM, AGAIN, IT WENT OUT LAST YEAR AND THEN IN FEBRUARY, UM, IT WAS AROUND THE TIME THAT IT, WE WERE STARTING TO BUILD CITY TOWER.
UM, THE CITY HALL WAS OPENING UP.
UM, THERE, WE, WE NEEDED, WE WANTED TO STOP AND LOOK AT THE SCOPE OF SERVICES THAT HAD BEEN IN THAT SOLICITATION SO THAT WE COULD SEE IF WE WERE COVERING ALL OF THE REQUIREMENTS THAT WAS NEEDED BY, UM, OUR, OUR CUSTOMERS, BY THE, UM, CITIZENS.
UM, SO THAT, UM, SO WE WANTED TO MAKE SURE, LIKE FOR EXAMPLE, UM, WE HAD, WE HAD, UM, JUST JOB DESCRIPTIONS WITHIN THE SOLICITATION, BUT NONE OF THEM WERE, UM, SEEMED TO, WE DIDN'T HAVE ONE THAT WAS LIKE FOR THE CONCIERGE, LIKE SOMEONE THAT WOULD BE AT, UM, CITY TOWERS WHERE YOU'RE DEALING WITH A LOT OF THE PUBLIC AND THEN COMING INTO THAT FACILITY.
AND A CONCIERGE MIGHT BE SOMEONE THAT'S, UM, BY LAW WE'RE REQUIRED TO HAVE ALL OF OUR SECURITY OFFICERS IN A UNIFORM.
BUT, UM, THIS ONE, BUT UNDER A CONCIERGE TITLE, THEY COULD BE IN, IN A UNIFORM THAT IS A SUIT.
UM, THEREFORE THEY, AND THEY'VE BEEN TRAINED IN THINGS LIKE CUSTOMER SERVICE, DEESCALATIONS, WE ADDED A LOT OF TRAINING REQUIREMENTS THAT WE HAD NOT HAD IN PREVIOUS SOLICITATIONS.
SO IT WAS MAINLY A CHANGE IN SCOPE OF SERVICES TO MAKE SURE THAT WE COULD HANDLE ALL DIFFERENT SITUATIONS.
AND CHAIR, LET ME JUST ADD A LITTLE BIT 'CAUSE I THINK YOU'LL RECALL, UM, CONVERSATIONS THAT, THAT WE BRIEFED SOME OF THE COUNCILORS INDIVIDUALLY.
SO WE HAD AN R F C S P OUT, UH, WE WERE AT THE POINT WHERE WE WERE WRAPPING THAT UP IN, IN THE DECEMBER, JANUARY TIMEFRAME.
AND WE HAD THE EVENTS HAPPEN AT THE US CAPITOL, UM, REALLY CAUSED US TO STEP BACK AND TAKE A LOOK AT NOT ONLY THE NUMBER OF FACILITIES THAT WE WERE OPENING, CITY HALL, CITY TOWER AND OTHERS, BUT REALLY LOOKING AT THE SCOPE OF SERVICES UNDER THIS CONTRACT, LOOKING AT OUR PROTOCOLS FROM A SECURITY STANDPOINT AND SAYING, DO WE NEED TO DO THINGS DIFFERENTLY? AND SO WE ENDED UP CANCELING THAT, UH, SOLICITATION.
UH, WE ACTUALLY HAD INDIVIDUAL BRIEFINGS WITH ALL THE COUNCIL MEMBERS TO GET YOU ALL'S FEEDBACK, UH, IN TERMS OF SECURITY, UM, NOT ONLY CITY FACILITIES, FIELD OFFICES.
UM, AND AS PATSY MENTIONED, THERE WERE A NUMBER OF THINGS THAT CAME OUT OF THERE THAT LED TO, UH, THINGS THAT WE'VE DONE INDIVIDUALLY AT YOUR FIELD OFFICES, YOU KNOW, MAYBE CAMERAS OR OTHER THINGS THAT MAYBE WERE GAPS THAT WE'VE TRIED TO FILL IN.
UM, LOOKING AT, UM, CITY HALL AND CITY TOWER IN TERMS OF SOME THINGS THAT WE'VE DONE A LITTLE BIT DIFFERENTLY.
AND THEN LOOKING AT HOW THIS CONTRACT, THIS STAFF, AS PATSY MENTIONED AS WE WENT THROUGH THAT, AND YOU LOOK AT THE LARGE NUMBER OF FACILITIES THAT WE HAVE, YOU KNOW, THEY RANGE EVERYTHING FROM THE CITY COUNCIL CHAMBER, CITY HALL TO LIBRARIES.
AND WHAT WE NEED IS, UM, DIFFERENT BASED ON THE FEEDBACK THAT WE GOT.
IN SOME CASES, MAYBE IT IS MORE OF A CONCIERGE TYPE SERVICE.
UH, MANY OF OUR BUILDINGS, THESE ARE THE FIRST ENCOUNTERS THAT SOMEONE FROM THE PUBLIC IS GOING TO HAVE, UH, LIKELY IS GOING TO BE AS THEY WALK INTO THE BUILDING FROM THE SECURITY PERSONNEL UNDER THIS CONTRACT.
SO PATSY WENT IN WITH THE TEAM AND THEY'VE ADDED A NUMBER OF DIFFERENT JOB DESCRIPTIONS.
EVERYTHING FROM CONCIERGE TO SCREENERS.
IN SOME CASES THEY'RE JUST SCREENING PEOPLE AS THEY ENTER THE FACILITY TO UNARMED SECURITY OFFICERS, TO ARMED SECURITY OFFICERS.
UH, WE'VE ADDED ADDITIONAL REQUIREMENTS ON TRAINING, UM, THAT WE WANT THEM TO HAVE, UH, AS THEY'RE PART OF OUR CITY FACILITIES.
UH, WE LOOKED AT CONTINUITY OF OPERATIONS.
SO ONE OF THE THINGS WE WANTED TO MAKE SURE WE SHORED UP WAS, I MEAN, IF THERE WAS AN EVENT ACTUALLY HAPPENING, WE ALSO WANNA MAKE SURE THIS CONTRACTOR HAS A SOLID CONTINUITY OF OPERATIONS PLAN IN PLACE.
SO THAT'S NOT A GAP WE'RE TRYING TO FILL IN THE MIDDLE OF AN EMERGENCY AS WELL.
SO THERE WERE A NUMBER OF THINGS THAT WE TRIED TO STEP BACK AND TAKE A LOOK AT AND THAT THOSE ARE THE THINGS THAT HAVE BEEN BUILT INTO THIS SOLICITATION GOING FORWARD.
AS PATSY MENTIONED, WE HAD EXTENDED THE CONTRACT, THE CURRENT CONTRACT BY YEAR THROUGH, SHE HAD IT ON HERE, MAY OF, OR ACTUALLY THROUGH APRIL 30TH OF NEXT YEAR.
SO THE TIMING WOULD BE TO GET THIS OUT, GET IT EVALUATED, GET IT SELECTED SO THAT WE HAVE ENOUGH TIME TO IMPLEMENT, UM, THE NEW SERVICES.
WELL MY CONCERN IS THAT WE HAD A SOLICITATION OUT THERE FOR OVER NINE MONTHS THAT PEOPLE WERE PUTTING TOGETHER A PROPOSAL ON THIS.
SO HOW MUCH DIFFERENT IS THIS R F P THAN THE ORIGINAL ONE THAT WENT OUT THAT, I MEAN, DO YOU THINK THEY'LL BE ABLE TO SALVAGE
[00:50:01]
WHAT THEY PUT TOGETHER FOR THE FIRST SOLICITATION OR THROW IT OUT THE DOOR AND WASTE THAT MONEY AND PUT TOGETHER ANOTHER WHOLE SOLICITATION FOR US NOW? I THINK THEY'LL BE ABLE TO HAVE SOME REUSE.AGAIN, WE ADDED SOME JOB CATEGORIES, SO THEY'LL NEED TO MAKE SURE THAT THEY HAVE STAFF AND TRAINING PROGRAMS THAT CAN HANDLE THAT.
LIKE WE ADDED, UM, DEESCALATION TRAINING SO THAT, UM, OFFICERS WOULD BE TRAINED IN HOW TO DEESCALATE A SITUATION.
BUT THE, UM, THE BULK OF THE SERVICES, I MEAN IT'S STAFF, YOU KNOW, IT, IT'S SECURITY STAFF.
SO, UM, IF IT MORE THAN LIKELY THEIR CURRENT, UM, EMPLOYEES COULD BE RETRAINED IN SOME OF THE AREAS IN WHICH WE'RE NOW LOOKING FOR.
SO IS THIS GOING TO, YOU THINK THIS WILL, UM, YOU THINK THE COST ON THIS R F P IS GONNA BE MUCH GREATER THAN THE LAST LAST CONTRACT THAT WE ISSUED? OR HOW MUCH DID, HOW MUCH DID WE AVERAGE? UH, WHAT WAS THE VALUE OF THIS LAST, THE CURRENT CONTRACT? UM, WELL THE, THE CURRENT CONTRACT, I THINK IT WAS TROY, HELP ME HERE.
IT WAS IN LIKE 30 SOME MILLION OVER THE LENGTH OF THE CONTRACT.
BUT AGAIN, WE, IF, IF YOU REMEMBER DURING THE PANDEMIC, THE REASON IT'S KIND OF A HARD WAY TO ANSWER IS 'CAUSE BECAUSE DURING THE PANDEMIC WE HAD TO BRING IN ADDITIONAL STAFFING.
LIKE WE STAFFED UP, UM, TWO OF THE HOTELS THAT WERE BEING USED WITH, WITH FOUR OFFICERS A DAY.
WE OPENED UP NEW FAC, THE NEW, YOU KNOW, UM, CITY TOWER WAS A NEW FACILITY.
SO AS WE GO FORWARD AND WE ESTIMATED THIS OUT, THEN THERE WAS THE, UH, CHANGE IN NUMBERS THAT WOULD, UM, THAT WOULD AFFECT THE OVERALL PRICE.
WELL I, I JUST, YOU KNOW, FROM A CONTRACTOR STANDPOINT, YOU KNOW, I HATE TO PUT IN THAT MUCH, THAT AMOUNT OF TIME, NINE MONTHS TO PUT A PROPOSAL TOGETHER AND THE CUSTOMER JUST CANCELS IT.
UM, AND THEN HAVE TO START OVER.
AND, AND PROPOSALS AREN'T CHEAP AS YOU KNOW.
NO, I DON'T THINK THEY'LL HAVE TO START OVER.
I THINK THEY'LL JUST HAVE TO ENHANCE WITH THE NEW REQUIREMENTS.
UM, AND THEN ON YOUR SCHEDULE, WHY ARE WE, YOU MENTIONED THAT WE'RE, WE'RE SQUEEZING THE, UM, THE AMOUNT OF TIME ON THIS PROPOSAL.
WHY ARE WE SQUEEZING IT? WELL THIS IS LIKE OUR THIRD EXTENSION, JUST BEING ABLE TO GET EVERYTHING BACK ON SCHEDULES.
SO, UM, THE, THIS, THIS EXTENSION EXPIRES ON THE 30TH OF APRIL.
SO IF WE WERE TO GIVE MORE TIME, WE WOULD HAVE TO PUT ANOTHER CONTRACT EXTENSION IN PLACE.
SO THE GOAL IS NOT TO DO THAT, IT'S TO GO AHEAD AND GET IT EVALUATED AND AWARDED.
YOU THINK WE'LL BE ABLE TO MAKE IT? I THINK WE CAN.
UM, ANY OTHER QUESTIONS? THIS IS A BIG CONTRACT, SO, UM, UH, IS THIS GOING FORWARD? UM, SO THIS IS A PRES SOLICITATION BRIEFING.
SO AS PATSY MENTIONED, UM, WE WOULD ISSUE THIS ON NOVEMBER 5TH.
WE'LL BE BACK TO THE COMMITTEE, UM, EARLY NEXT, UH, YEAR.
BUT IS THIS GOING TO COUNCIL THIS AT THIS AMOUNT? IT, ONCE WE GET THE SOLICITATION BACK AND OBVIOUSLY WE GO THROUGH THE EVALUATION, WE'LL MAKE A RECOMMENDATION TO YOU ALL AS THE AUDIT COMMITTEE.
WELL YOU'LL, YOU'LL REVIEW THE PROCESS THAT WE'LL MAKE A RECOMMENDATION TO THE COUNCIL ON AN AWARD WE'RE ANTICIPATING THAT WOULD HAPPEN, UH, ON APRIL 14TH.
UH, THIS IS GOING TO REQUIRE ACTION HERE.
AH, I KEEP GOING TO THE WRONG ONE.
ANY OTHER QUESTIONS? ALRIGHT, LET'S MOVE ALONG TO ITEM
[14. Approval to proceed with scheduling one contract for City Council consideration to provide municipal commercial garbage collection, disposal and recycling services to various departments throughout the City in the estimated total value of $4,500,000.00 for an initial term of 3 years with 2, 1year options to renew. [Ben Gorzell, Chief Financial Officer; Troy Elliot, CPA, Deputy Chief Financial Officer]]
NUMBER 14.NOW THIS ONE I KNOW HAS ACTION, RIGHT? YES, SIR.
UH, THIS ITEM IS AN ACTIONABLE ITEM.
UM, AND THIS IS A BRIEFING FOR MUNICIPAL COMMERCIAL GARBAGE COLLECTION, DISPOSAL AND RECYCLING SERVICES.
WE, UM, CAME TO THIS COMMITTEE AND PRES SOLICITATION AND, UM, GOT FEEDBACK FROM THIS COMMITTEE.
AND I'LL ACTUALLY HIGHLIGHT SOME OF THOSE AREAS WHERE WE GOT THAT, THAT FEEDBACK AND PROVIDE SOME OF, SOME OF THE CHANGES
[00:55:01]
OR THE ANSWERS TO THAT, THOSE THAT COMMENTARY.BUT THIS, UM, WE SOLICIT PROPOSALS FROM QUALIFIED FIRMS, UH, FOR PROVIDING MUNICIPAL SOLID WASTE, UH, SERVICE TO INCLUDE REFUGE COLLECTION, DISPOSAL AND RECYCLING, COLLECTION AND PROCESSING SERVICES AT VARIOUS, UH, CITY LOCATIONS.
THIS ISN'T ANNUAL CONTRACT, SO THIS CONTRACT WILL BE AVAILABLE TO DEPARTMENTS THAT CURRENTLY HAVE EXISTING SERVICE.
BUT IF IN THE EVENT THAT THERE WAS ANY NEW LOCATIONS, THIS CAN PROVIDE THAT SERVICE AS WELL.
THE SOLICITATION TYPE IS A REQUEST FOR PROPOSAL ESTIMATE VALUE IS 4.5 MILLION.
AND CHAIR PRI, I NEED TO CORRECT ONE STATEMENT.
WHEN WE MET, UM, AND BRIEFED YOU ON THIS ITEM INDIVIDUALLY, I HAD MENTIONED TO YOU THAT THE PRICE WAS A, A DECREASE AS WE FINISHED OUR TABULATION, IT'S ACTUALLY GONNA BE AN INCREASE IN VALUE.
WE DID CONTACT THE, UM, RECOMMENDED VENDOR AND TALK THROUGH HIS PRICING.
UM, UNFORTUNATELY I THINK IT'S, UM, IT'S, IT'S TIMING AND TALKING TO HIM.
I THINK LIKE OTHER ORGANIZATIONS, UH, HIS ORGANIZATION EXPERIENCING HIGHER INCREASE IN STEEL PRICES, WHICH THESE METAL CONTAINERS ARE FABRICATED FROM AND ALSO HIS LABOR, UM, IS GOING UP AS WELL.
SO WE'RE LOOKING AT ABOUT A 6% INCREASE.
UM, WHEN WE LOOK AT THE EVALUATION EVALUATION MATRIX, UH, BY CONTRAST, THE SECOND RANK VENDOR, THEIR PRICE CAME IN AT ABOUT 41% HIGHER THAN THIS CON THIS, UM, PROPOSAL.
SO I WANTED TO MENTION THAT TO YOU AND MAKE THAT CORRECTION.
UH, WHEN WE HAD CONVERSATIONS WITH THE COMMITTEE IN THE PRES SOLICITATION, WE HAD AN ORIGINAL TERM THAT WAS MUCH LESS THAN THIS.
UM, WE CAME BACK WITH FEEDBACK FROM THE COMMITTEE AND EXTENDED IT TO THREE YEARS WITH TWO ONE YEAR RENEWAL OPTIONS.
ESSENTIALLY A FIVE FIVE-YEAR CONTRACT.
UM, WITH RESPECT TO COMMERCIAL GARBAGE COLLECTION, UH, THE CONTRACTOR UNDER THIS AWARD WILL BE RESPONSIBLE FOR FURNISHING ALL THE CONTAINERS, SUPPLIES AND LABOR, UM, NECESSARY TO FILL THE CONTRACT.
UM, THIS PROVIDES COMMERCIAL GARBAGE COLLECTION AT A HUNDRED LOCATIONS.
UM, A FRONT LOAD CONTAINERS THROUGHOUT THE CITY AND A VARIETY OF DEPARTMENTS SUCH AS THE CONVENTION CENTER, ALMA DOME.
UM, WE ALSO HAVE 16 LOCATIONS OF OPEN TOP CONTAINERS THAT ARE CURRENTLY IN SERVICE.
AND THESE ARE ON AN ALL CALL BASIS.
AS FAR AS RECYCLING COLLECTION, WE HAVE 28 LOCATIONS THAT UTILIZE FRONT LOADER OR COMPACTOR CONTAINERS FOR, UM, THE RECYCLING SERVICES THAT WE, UM, CURRENTLY UTILIZE.
AND AGAIN, THIS CONTRACTOR IS RESPONSIBLE FOR, UM, PROVIDING THE LABOR, UH, EQUIPMENT AND ALSO FOR THE LEGAL DISPOSAL OF THE NON-RECYCLABLE WASTE AT A STATE APPROVED FACILITY.
AS FAR AS THE RECOMMENDED AWARD, WE DID RECEIVE TWO SOLICITATIONS, UH, VENDOR A, UM, WE LOOK AT THE SUBTOTAL, THEY'RE VERY CLOSELY ALIGNED IN EXPERIENCE, BACKGROUND QUALIFICATION, PROPOSED PLAN, VENDOR A CAME IN AT THE SUBTOTAL OF 57.86 VERSUS 55.28.
UM, AS I JUST MENTIONED TO YOU, WE SAW SOME, SOME BIG VARIANCES IN PRICING.
UM, 20 POINTS WAS PROVIDED, WAS AWARDED TO VENDOR A AND THEN THEY ALSO RECEIVED FIVE POINTS AS I JUST WENT THROUGH THAT LOCAL PREFERENCE PROGRAM FOR HAVING A SUBSTANTIAL BUSINESS PRESENCE.
THEY GOT THE FIVE POINTS FOR A TOTAL OF 82 POINT 86 POINTS OVER VENDOR B OF 74.42.
UH, WHEN WE DID OUR DUE DILIGENCE, UM, JUST KIND OF WALKING YOU THROUGH THIS, WE NOTIFIED 81 VENDORS THAT ARE REGISTERED IN OUR VENDOR REGISTRY THAT SAID THEY'RE INTERESTED IN THIS TYPE OF WORK.
AT OUR PRE-SUBMIT CONFERENCE, WE HAD FOUR, UM, FIRMS ATTEND, RECEIVED TWO RESPONSES AS WE DO OUR DUE DILIGENCE.
UM, WE DID NOT FIND ANYTHING THAT CAME TO OUR, TO OUR ATTENTION AS WELL AS KEVIN AND HIS GROUP THROUGH THEIR DUE DILIGENCE ON POLITICAL CONTRIBUTIONS AND THINGS OF THAT NATURE.
AND THEY DID NOT FIND ANYTHING AS A RESULT OF THEIR DUE DILIGENCE REVIEW EITHER.
MUCH QUICKER THAN MY LAST PRESENTATION.
BUT THAT CONCLUDES MY PRESENTATION.
UM, I JUST GOT A COUPLE OF QUESTIONS ON HERE.
UH, ISN'T THIS IN CONJUNCTION WITH, AREN'T WE ACTUALLY THE CITY CONSTRUCTING SOME KIND OF RECYCLING FACILITY SOMEWHERE THAT THEY'RE GONNA, THEY'RE GONNA USE YES SIR.
AND THIS IS, THIS IS SEPARATE APART 'CAUSE THIS IS SPECIFICALLY FOR CITY SERVICES PROVIDED BY A VENDOR.
AND THE REST WILL BE CITYWIDE SERVICES.
AND THEN ON THE, UM, THE TABLE, AND WE JUST TALKED ABOUT THIS, UM, ON THE FIVE, FIVE POINTS ON THE LOCAL PREFERENCE PROGRAM, A GOT FIVE POINTS, B DIDN'T GET ANY.
WHAT, WHAT DID THEY DO TO GET THE FIVE POINTS? AGAIN, WHEN IT COMES TO LOCAL, THEY HAVE THE, THEY HAVE THE OPPORTUNITY TO EARN A FULL 10 POINTS THAT IF YOU'RE HEADQUARTERED IN THE CITY OF SAN ANTONIO FOR A YEAR OR MORE THAN YOU'RE AWARDED
[01:00:01]
THE FULL 10 POINTS.TO ACHIEVE THE FIVE POINTS, YOU HAVE TO HAVE ONE OR TWO CRITERIA 20% OF THEIR WORKFORCE HERE, OR A HUNDRED OR MORE EMPLOYEES.
AND THE REASON WHY WE DID THAT IN DEVELOPING THE PROGRAM AND RECOMMENDING THAT THE COUNCIL IS, WE HAVE A LOT OF BIG BUSINESS IN SAN ANTONIO THAT MAY NOT BE HEADQUARTERED HERE, BUT THEY HAVE A SIGNIFICANT BUSINESS PRESENCE WITH A LOT OF EMPLOYEES HERE WHO, YOU KNOW, WORK AND PLAY HERE.
THEY PAY TAXES, PAY SALES TAX, AND SO WE WANTED TO REWARD THEM FOR THAT LEVEL OF PARTICIPATION.
SO WHAT WAS THE CRITERIA THAT GAVE 'EM THE FIVE POINTS.
UM, HUNDRED EMPLOYEES, A HUNDRED EMPLOYEES OR MORE.
SO THEY'RE NOT HEADQUARTERED HERE IN SANTA ANTONIO? NO, SIR.
SO I'M ASSUMING THAT B DIDN'T HAVE OVER A HUNDRED EMPLOYEES HERE LOCAL? THAT'S CORRECT.
THEY WERE NOT HEADQUARTERED HERE, NOR DID THEY HAVE A HUNDRED OR MORE EMPLOYEES HERE.
PRETTY BIG POINT SPREAD THERE.
AND, UM, I DON'T HAVE ANY OTHER QUESTIONS.
DO Y'ALL HAVE ANY QUESTIONS? GREAT.
THIS ONE DOES, UM, REQUIRE AN ACTION AND THAT'S TO UH, UM, LET'S SEE, WHAT IS THE ACTION HERE TO SEND TO COUNCIL? A SESSION CHAIR? THAT'S CORRECT.
YOU WOULD BE FORWARDING THE, THIS, UH, RECOMMENDATION FORWARD TO THE, UH, FULL COUNCIL.
CAN I GET A MOTION FOR THAT? I MOVE TO SEND THIS TO FULL CITY COUNCIL CONSIDERATION.
ALRIGHT, ALL THOSE IN FAVOR SAY AYE.
ALRIGHT, WE'LL SEND THIS TO A SESSION.
[15. Approval to proceed with scheduling eight contracts for City Council consideration to provide the Public Works Department with a Job Order Contracting (JOC) Program for construction services not to exceed the amount of $96,000,000 for an initial term of 2 years with 2, 1year options to extend; and for the approval of increasing the JOC Program threshold requiring Council action. [Roderick Sanchez, Assistant City Manager; Razi Hosseini, Director, Public Works]]
15 HERE.I'M CEI DIRECTOR, CITY GENERAL PUBLIC WORKS DEPARTMENT.
TODAY I WILL BE PROVIDING YOU A POST, POST SOLICITATION BRIEFING FOR JOB ORDER CONTRACTING OR COMMONLY KNOWN JOCK PROGRAM.
JOCK DELIVERY METHOD ALLOWS FACILITY PROJECT TO BE CONSTRUCTED THROUGH A READILY AVAILABLE COMPETITIVELY AWARDED CONTRACT AS FACILITY IMPROVEMENT NEEDS ARE IDENTIFIED.
A TASK ORDER TO ASSIGN TO JOCK ORDER CONTRACTOR EXPEDITING THE DELIVERY OF THE REPAIR OR MINOR CONSTRUCTION PROJECT ON MARCH 25TH, 2021.
PUBLIC WORKS DEPARTMENT ISSUED REQUEST FOR COMPETITIVE SEAL PROPOSAL TO CONTACT WITH QUALIFIED FIRMS INTERESTED IN PROVIDING JOB ORDER CONTRACTING SERVICES TO THE CITY.
SERVICES INCLUDE MAINTENANCE, REPAIR, RENOVATION AND MINOR CONSTRUCTION ON CITY FACILITIES SUCH AS BUILDING AND PARKS.
SO THE STATION TYPE FOR R F C S P, THE VALUE IS 96 MILLION, DETERMINES TWO FOR INITIAL YEAR AND TWO ONE ADDITIONAL YEARS.
WE RECEIVED 23 PROPOSAL AND WE ARE RECOMMENDING EIGHT TO BE AWARDED.
THIS IS THE RECOMMENDED EIGHT CONTRACTOR WE ARE RECOMMENDING TO AVOID IT.
THE EVALUATION CRITERIA WAS 25 POINT FOR EXPERIENCE OF RESPONDENTS, SUBCONTRACTOR AND KEY PERSONNEL OF JOB CONTRACTING.
ANOTHER 25 POINT FOR UNDERSTANDING A JOB PROGRAM AND PROPOSED PROJECT MANAGEMENT.
15 POINT FOR CONSTRUCTION EXPERIENCE IN SAN ANTONIO REGION.
15 POINT WAS THE PRICE AND 20 POINT FOR S P D
THIS ANOTHER FIRM HAD A SENT PROPOSAL FOR US, BUT WE ARE NOT RECOMMENDING AT THIS TIME TO BE SELECTED.
AS I MENTIONED, 23 WE HAD RECEIVED PROPOSAL.
WE ARE RECOMMENDING ONLY EIGHT OF THEM DUE DILIGENT FINANCE AND OTHER DEPARTMENT DUE DILIGENT RESULTING NUMBER OF THE VENDOR NOTIFIED 2,435 NUMBER OF THE VENDOR ARE PRE-CONSTRUCTION ATTENDED 39 AND AS I MENTIONED PREVIOUSLY, 23 SUBMIT FOR THIS PROGRAM.
RESULT OF MINIMUM REQUIREMENT REVIEW, NO MATERIAL FUNDING, RESULT OF DUE DILIGENCE REVIEW, NO MATERIAL FUNDING
[01:05:04]
GOING FORWARD.WE ARE RECOMMENDING TO ENHANCING OUR JOB ORDER CONTRACT ACCORDING TO SECTION 2260 9.403.
IN TEXAS LOCAL GOVERNMENT CODE, ANY TAX ORDER TEST TAX ORDER EXCEEDS HALF A MILLION DOLLAR MUST HAVE GOVERNMENT BODY APPROVED IN THIS CASE CITY COUNCIL PER 2007 CITY ORDINANCE, ANY TEST ORDER EXCEED 100,000 RECAR CITY COUNCIL APPROVAL.
PUBLIC WORKS RECOMMENDING THE TEST ORDER AMOUNT ISSUE UNDER JOCK ORDER CONTRACT REGARDING THE COUNCIL APPROVAL TO INCREASE FROM $100,250,000.
CONSTRUCTION AND LABOR MATERIAL HAVE INCREASED SIGNIFICANTLY SINCE 2007.
THIS ALSO WILL PROCESS AND STREAMLINE THE DELIVERY OF THE PROJECT.
WE DON'T HAVE TO SPEND SIX TO EIGHT WEEKS TO GO THROUGH THE CONCEPT PROCESS APPROVAL OF THESE.
AND ALSO IT ALIGNS WITH ACCEPTABLE PRACTICE ACROSS THE TEXAS CITY.
ON FUTURIST SLIDE, I WILL BE SHOWN HOW MUCH OTHER CITY DOES ON THIS JOB ORDER CONTRACT.
WE HAVE LOOKED OVER TO SEE WHAT WE HAVE DONE IN PAST FEW YEARS, EXCEED 100,000 IN 2019.
WE HAVE 15 PROJECT EXCEED 100,000 IN 2020.
THAT WENT FROM 15 IN 2019 TO 28.
THAT ALMOST 50% MORE BECAUSE OF THE PRICE INCREASING IN 2021 WAS AS OF MARCH IS ANOTHER 15 ALL TOGETHER.
IN LAST TWO YEARS, WE HAD 58 PROJECT EXCEEDS OVER 100,000.
THAT MEANS 58 TIME WE HAD TO PREPARE REQUEST FOR COUNCIL ACTION TO GO TO THE COUNCIL AND GET THEIR APPROVAL.
THIS ALSO TAKES A LOT STAFF TIMES BETWEEN 2019 AND 2021, AS I MENTIONED, WE HAD 58 EXCEED THE 100 K MAXIMUM LIMIT.
WE CALCULATE A STAFF TIME OF $162,400 AND ON TOP OF THAT, BETWEEN SIX TO EIGHT WEEK DELAY.
IF WE INCREASE FROM 100,000 TO 250,000, WE ARE ANTICIPATING THE SAVING OF 84,000 PER DURATION OF THE TIME WE HAD DONE.
IF WE HAD INCREASED THIS ONE LAST TWO, THREE YEARS, WE WILL HAVE 48 YEARS, $48,000 SAVING.
THE REQUEST FROM A COUNCILMAN PERRY WAS WHAT'S OUR APPROVAL PROCESS TODAY FOR JOB ORDER CONTRACT IF THEY'RE UNDER 100,000, DIRECTOR APPROVES IT.
CITY COUNCILS PROOF IS CONSTANTLY, WE BRING THESE TO COUNCIL GOODS AND NON-PROFESSIONAL SERVICES UNDER 100,000, UNDER $3,000.
DEPARTMENT HEAD PROVES GOODS AND NON-PROFESSIONAL SERVICES.
OVER 50,000 GOES TO THE DEPUTY CHIEF OF STAFF PROVES IT, CHIEF OF FINANCE PROVES IT GOODS AND NON-PROFESSIONAL SERVICES EXCEEDS $50,000.
PROFESSIONAL SERVICES UNDER 25,000 APPROVED BY DEPARTMENT DIRECTOR.
PROFESSIONAL SERVICE, OVER 50,000 APPROVED BY EXECUTIVE LEADERSHIP AND PROFESSIONAL SERVICE.
OVER 50,000 IS APPROVED BY CITY COUNCIL.
AS YOU CAN SEE, CITY OF AUSTIN, TWO YEARS INITIAL AND TWO RENEWAL VERY SIMILAR TO OUR DURATION.
135 MILLION HOURS, 96 MILLION.
THE STAFF HAS AUTHORITY TO PROVE AS MUCH AS 450,000.
ANYTHING ABOVE THAT, IT'LL GO TO CITY COUNCIL APPROVAL.
CITY OF US HOUSTON HAS THE SAME LIMIT.
HOUSTON AVIATION HAS SAME LIMIT.
450,000 CITY OF DALLAS, THEY GO AT MAXIMUM LIMIT, HALF A MILLION DOLLAR, CITY OF FOUR, WARD 300,000.
AND OF COURSE WE ARE THE LOWEST ONE, BASICALLY ONE YEAR AND TWO ADDITIONAL ONE YEAR ON THE EXISTING 100,000.
THIS IS THE BRIEFING IN MY BRIEFING AND I'M AVAILABLE TO ANSWER ANY QUESTION YOU MAY HAVE.
UH, JUST, JUST A, UH, COUPLE OF NOTES HERE.
AND I, I, UH, I WOULD REALLY SUPPORT RAISING THOSE LIMITS.
ALSO, AGAIN, SOMETHING TO SAVE ON BUREAUCRACY AND GETTING THESE PROJECTS DONE AND OUT THE DOOR
[01:10:01]
MORE QUICKLY.AND IT'S NOT A MATTER OF, UM, TRUST OR ANYTHING LIKE THAT.
IT'S, UH, YOU KNOW, THERE'S DUTIES AND RESPONSIBILITIES OF, UH, THE DIFFERENT LEVELS TO, UM, SIGN OFF ON THESE THINGS.
AND, AND, AND AGAIN, WE CAN, YOU KNOW, A LOT OF THIS STUFF GETS AUDITED, UH, AT THE END OF THE YEAR THAT, YOU KNOW, IF THEY, THINGS AREN'T GOING CORRECTLY, YOU KNOW, WE CAN MAKE THOSE CORRECTIONS OVER TIME, BUT YEAH, I I FULLY SUPPORT RAISING THOSE LIMITS.
DID YOU HAVE, I KNOW YOU, YOU SAID THE ONE OF THEM, UM, I, I GUESS WHAT I'D LIKE TO SEE IS THAT CHART THAT YOU HAVE THE CHECKS BY EACH ONE OF THE DIFFERENT TYPES.
WHAT ARE YOU RECOMMENDING? BECAUSE RIGHT NOW IT'S SHOWING WHAT YOU, WHAT YOU CURRENTLY HAVE, BUT COULD WE GET A CHART THAT BACKS THAT UP SHOWING WHAT YOU'RE RECOMMENDING IT BE RAISED TO DO WE HAVE THAT AVAILABLE? I, I THINK WE ARE RECOMMENDING THE SAME APPROVAL PROCESS.
THE ONLY INCREASE TO BE ON THE DOLLAR FIGURE BECAUSE OF JUST THE COST OF A CONSTRUCTION MATERIAL HAS INCREASED IN LAST 13 YEARS OR 14 YEARS, IS TODAY'S BUYING POWER OF A HUNDRED THOUSAND IS NOT SAME AS 2007.
CHAIR OZZI, CAN YOU GO BACK TO SLIDE EIGHT REAL QUICK? I THINK THAT'S WHAT YOU'RE ASKING CHAIRMAN, IS THAT YEAH.
RIGHT NOW, FOR EXAMPLE, SO SINCE THE A HUNDRED THOUSAND YOU WERE, YOU WERE SAYING RAISE THAT TO 250.
ALL I'M SAYING IS LET'S, LET'S HAVE ANOTHER SLIDE THAT SHOWS THE INCREASES THAT YOU'RE RECOMMENDING.
I'M NOT SAYING CHANGE THE PROCESS.
BUT LET'S, LET'S SHOW WHAT THOSE RECOMMENDED NEW AMOUNTS.
ARE YOU RECOMMENDING ANY OTHER CHANGES OTHER THAN THAT? JUST, JUST THAT ONE ON THE, THE TASK ORDERS CO CORRECT.
NOTHING ELSE ON ANY OF THOSE OTHERS? CORRECT.
WELL IF WE JUST SHOW THAT SAYING HERE, HERE'S WHAT WE'RE RECOMMENDING.
IF IT'S JUST A ONE, YOU CAN JUST USE THIS CURRENT, YEAH, THIS CURRENT SLIDE, WHICH JUST MAKE THAT NOTE ON IT.
AND ALSO COUNCILMAN, MOST OF THIS PROJECT WE WORK WITH, THE COUNCIL'S OFFICE PROJECT HAPPENED TO BE IN THEIR DISTRICT VERY CLOSELY.
IF YOU ARE DOING LIBRARY RENOVATION, YOUR DISTRICT OR THE PARKS, IT IS NOT REALLY DONE BY STAFF DR.
UM, THE OTHER COMMENT WAS, DO WE, I THINK WE DISCUSSED THIS, WHETHER THIS WAS TWO OR THREE YEAR INITIAL, IS THIS YES, WE HAVE.
WHEN ORIGINALLY WE DISCUSSED THIS ONE, WE CHANGED AT YOUR RECOMMENDATION TWO FIRST INITIAL YEAR AND TWO ADDITIONAL ONE YEAR ALTOGETHER.
LAST TIME WE HAD THREE YEARS ONLY.
I THOUGHT WE TALKED ABOUT CHANGING THAT TO THREE YEAR INITIAL TERM WITH TWO ONE YEAR OPTIONS, MAKING IT FIVE YEARS.
UH, BUT IF, IF WE'VE ALREADY GONE THROUGH THE PROCESS WITH THIS, I, YOU KNOW, AFTER THIS CONTRACT, LET'S LOOK AT THAT REALLY CLOSELY.
WHETHER, WHETHER WE SHOULD MAKE THIS A FIVE YEAR CONTRACT.
YOU KNOW, IN LINE WITH A LOT OF THESE OTHER CONTRACTS THAT WE HAVE, WE'VE CHANGED, WE'VE MADE 'EM ALL A LITTLE BIT LONGER.
INSTEAD OF THESE SHORTER CONTRACTS, A LITTLE BIT LONGER.
NUMBER ONE, TO SAVE ON THE, AGAIN, THE BUREAUCRACY OF HAVING TO GO OUT WITH RFPS AND, AND THE WHOLE PROCESS.
BUT ALSO YOU PRO YOU DO GET BETTER PRICING WITH LONGER TERM CONTRACTS AND SHORTER TERM PRO CONTRACTS.
COUNCILMAN, WE ARE OPEN FOR THAT.
THE ONLY CHALLENGE IS WHEN YOU MAKE THE CONTRACT DURATION TOO LONG, THOSE NEW FIRM IS COMING UP.
PUT THEIR FOOT IN THE DOOR UNTIL FIVE YEARS EXPIRE.
AND, AND I, I TOTALLY REALIZE THAT, BUT THERE, THERE'S A BALANCE OUT THERE SOMEWHERE.
AND, AND YOU KNOW, AGAIN, LET'S TRY TO DRIVE DOWN THE COST OF WHAT WE'RE ADDING TO THESE CONTRACTS AND HAVING THAT EXTRA YEAR TO ME WOULD HELP DO THAT.
SO THAT'S, THAT'S ALL MY COMMENTS.
AND OH, MY, MY MIC HAS BEEN ON THIS WHOLE TIME
UM, I WOULD SAY THAT, UH, SO THE $96 MILLION, THAT'S A HEFTY AMOUNT OF FUNDING AND I THINK WE SEE THAT QUITE FREQUENTLY.
THERE'S A LOT OF MONEY THAT WE'RE TALKING ABOUT.
AND I'M WONDERING, UM, WITHIN THE, THE SCORING RUBRIC, UM, IS THERE A QUALITY CHECK OR ACCOUNTABILITY COMPONENT THAT WE LOOK AT THE PREVIOUS WORK OF, UM, OF THE APPLICANTS AND 'CAUSE AND I'LL SAY THAT MY CONCERN IS THAT SOMETIMES PEOPLE CUT CORNERS.
I'M SEEING THAT A LOT IN DISTRICT TWO PEOPLE.
UM, AND IT'S A NUMBER OF DIFFERENT TYPES OF JOBS, RIGHT? BUT WE WANNA MAKE SURE WE'RE GETTING THE HIGHEST QUALITY POSSIBLE, ESPECIALLY WHEN WE'RE SPENDING THIS MUCH MONEY.
SO IS CAN YOU WALK ME THROUGH THAT? YEAH.
ONE OF THE ADVANTAGES, A COMPETITIVE SEAL PROPOSAL PRICE IS REALLY VERY SMALL FACTOR.
[01:15:01]
QUALITY OF THE WORK IS REALLY A MAJOR FACTOR.96 MILLION IS REALLY NOT GOING BY FOR ONE FIRM.
EACH OF FIRM IS GOING TO HAVE ONLY 3 MILLION PER YEAR, BUT FOUR YEARS, YOU MULTIPLY BY THAT ONE BY FOUR, THEY MULTIPLY BY EIGHT.
WE ARE PROPOSING, AND WE DON'T HAVE ANY FUNDING FOR THIS PROGRAM ANYWAY, WHEN PROJECT IDENTIFY BY DIFFERENT DEPARTMENT, THEY HAVE TO BRING FUNDING TO THIS JOCK TO TAKE CARE OF THEIR BUSINESS ROOF REPLACEMENT, ADDITION PAINTING, REPLACING CARPET, SO ON.
AND SO WOULD THAT PART, THE QUALITY OF WORK, WOULD THAT, WHICH, UH, GRADING CRITERIA, WOULD THAT FALL UNDER? WOULD THAT BE THE EXPERIENCE OR BROS? WHAT, WHY DON'T YOU BRING SLIDE, UM, THREE UP AS AN EXAMPLE.
SO WHILE RA'S GETTING THERE, I BELIEVE COUNCILMAN WAS UNDER, UM, ITEM NUMBER C, WHICH HAD 15 POINTS ASSIGNED TO IT.
SLIDE NUMBER THREE IS EXPERIENCE OF RESPONDENT, THE PRIME AND HIS SUBS.
AND HE KEY PERSONNEL IS GETS 25 POINT, NOT JUST EXPERIENCE ON THE CON CONSTRUCTION EXPERIENCE.
JOCK IS A SLIGHTLY DIFFERENT THAN TYPICAL CONSTRUCTION.
MOST OF THE TIME YOU'RE WORKING ON THE BUILDINGS ALREADY OCCUPIED IN LIBRARY, FIRE STATION AND OTHER, THEY REALLY HAVE TO HAVE EXPERIENCE TO WORKING ON THE BUILDING OCCUPIED.
THEN WE HAVE UNDERSTANDING OF JOB PROGRAM AND PROPOSED MANAGEMENT.
HOW ARE YOU GOING TO MANAGE, THAT'S ANOTHER 25 POINT.
THEN WE HAVE CONSTRUCTION EXPERIENCE IN ANTONIO REGION.
NOT NECESSARILY THEY HAVE TO WORK FOR US.
WE WANNA KNOW, THEY KNOW ABOUT THE CODE REQUIREMENT, D S D REQUIREMENT AND OTHER WHEN THEY CAN WORK WITH CANNOT.
THAT'S ANOTHER 15 POINT PRICE IS ONLY 15 POINTS.
THAT'S THE REASON WE REALLY SELECT THESE FORM BASED ON QUALIFICATION FOR SURE.
AND I, UM, I JUST WANT TO CLARIFY THAT MY PROBLEM ISN'T NECESSARILY WITH THE PRICE, IT'S JUST I WANT TO EMPHASIZE, UM, HOW IMPORTANT I THINK THE QUALITY OF WORK IS.
AND SO JUST, UH, I WANNA MAKE SURE THAT THAT'S ALWAYS A KEY COMPONENT, UM, IN OUR DECISION MAKING.
THE SECOND QUESTION I HAVE IS ABOUT, UM, THE CONSIDERATION OF THE THRESHOLD FOR THE, UM, JOCK TASK ORDERS TO GO TO COUNSEL FOR APPROVAL.
THAT'S NOT SOMETHING WE'RE, THERE'S NO ACTION ON THAT.
WE DON'T HAVE TO SEND ANYTHING.
ARE YOU GONNA COME LATER? OR HOW DO WE MAKE THAT CHANGE? SORRY, THAT WAS WHEN I, I WAS ASKING ANOTHER QUESTION BACK HERE.
WAS THAT, WAS THAT ON THE $250,000? YES.
SO I THINK IT'S PART OF THE ITEM GOING FORWARD, YOU WOULD ALMOST HAVE AN APPROVAL OF THE EIGHT FIRMS THAT, UH, PUBLIC WORKS IS RECOMMENDING.
OH, I DO SEE THE, BUT ALSO THE SECOND PART, WE WOULD THEN ASK YOU ALL AT THE COUNCIL LEVEL TO GIVE US THAT AUTHORITY TO GO UP TO 250,000.
UM, KELSEY, I DO WANNA HIGHLIGHT ONE OTHER THING THAT, THAT RAZZIE MENTIONED ON ITEM C.
UH, TO YOUR POINT ON THE QUALITY, I BELIEVE ITEM C RAZZY, WE WERE LOOKING AT PAST PERFORMANCE AS WELL.
SO THAT ISSUE THAT YOU BROUGHT UP.
SO IF WE'VE HAD ISSUES WITH QUALITY OF CONSTRUCTION OR QUALITY OF, OF PROJECTS NOT BEING DONE, THAT SHOULD HAVE REALLY WORKED ITS WAY INTO THE SCORING IN ITEM C AS WELL.
NOT JUST KNOWLEDGE OF SANTO REGION, BUT HOW HAVE THEY DONE ON WORK FOR US? SO THAT WAS WORKED IN THERE AS WELL.
AND THIS IS JUST, I JUST WANNA KNOW, UH, FOR VENDOR A, UM, THEY GOT 24.5 OUT OF THE 25 POINTS FOR A, WHAT MIGHT GET THEM THAT EXTRA HALF OR WHY WERE THEY DOCKED THE HALF A POINT? GET MORE THAN 24.
WHY NOT 25? LIKE WHAT, WHAT WHAT IS THAT? THE, SOME OF THE MEMBER ON THE COMMITTEE, THEY'RE JUST VERY TIGHT AND THEIR STANDARD IS VERY HIGH.
THEY DON'T WANT TO GIVE 25 POINT.
THAT WAS MY, UH, THAT WAS MY CURIOSITY TALKING, SO I APPRECIATE IT.
UM, I MOVED TO, UM, SENATOR FOR COUNCIL APPROVAL.
UH, LET'S, LET'S SEE IF THERE'S ANY OTHER COMMENTS OR QUESTIONS ON, ON THIS ONE.
WE'LL MOVE THIS ONE ON FORWARD.
YEAH, IF YOU, UH, IF YOU HAD ME ON ONE OF THOSE COMMITTEES, YOU'D NEVER GET A 25, I GUARANTEE YOU.
I THINK NUMBER, LET'S SEE, WHAT ARE WE UP TO NOW? 16.
[16. Acceptance of the Office of the City Auditor report AU21F01 of the Airport Police Operations Followup Audit [Kevin Barthold, City Auditor]
OKAY.THAT'S THE NEXT ONE, RIGHT? YEAH.
SO THIS IS THE FOLLOW UP AUDIT OF THE AIRPORT POLICE OPERATIONS.
[01:20:02]
AND, UH, AGAIN, THIS IS THE FOLLOW UP AUDIT.THE INITIAL AUDIT WAS COMPLETED LAST YEAR.
WE ISSUED THE REPORT IN JULY OF LAST YEAR.
IN THAT AUDIT, WE FOUND, UH, MAJOR ISSUES IN SIX DIFFERENT AREAS.
AND SO THE, UH, THE OBJECTIVE OF THIS AUDIT WAS TO DETERMINE IF MANAGEMENT ACTION PLANS HAD BEEN EFFICIENTLY AND SUFFICIENTLY, UH, IMPLEMENTED.
AND, UM, WE ARE HAPPY TO REPORT THAT OUR CONCLUSION WAS ALL SIX OF THOSE AREAS WERE VERY WELL ADDRESSED.
AND THE AVIATION, UH, POLICE DEPARTMENT WENT ABOVE AND BEYOND OUR EXPECTATIONS ON THAT.
AND WE JUST WANTED TO POINT THAT OUT TO THE AUDIT COMMITTEE TODAY THAT, UH, THEY REALLY DESERVE KUDOS OUT THERE.
THEY EVEN WENT TO THE EXTENT OF APPOINTING A QUARTERMASTER TO OVERSEE THE INVENTORY PROCESS.
AND THAT'S THE STORAGE THAT INCLUDES THE TRACKING AND STORAGE AND MAINTENANCE OF INVENTORY ITEMS. UH, THEY APPOINTED A TRAINING SERGEANT TO TRACK TRAINING, ENSURE ALL OFFICERS, UH, COMPLETED THEIR REQUIRED TRAINING AND THEY APPOINTED AN INTERNAL AFFAIRS SERGEANT TO TRACK COMPLAINTS, ENSURE THAT THE COMPLAINTS WERE PROPERLY AND, UH, PROMPTLY COMPLETED.
SO WE JUST WANTED TO GIVE A SHOUT OUT TO THOSE FOLKS OUT THERE.
AND I APOLOGIZE TO THE CHIEF FOR THE LONG WAIT UP TO THIS POINT.
BUT ANYWAY, WE JUST WANTED TO SAY THAT EVERYTHING LOOKS REALLY GOOD OUT THERE.
CHIEF, YOU GOT ANYTHING TO ADD TO THAT? I, I WOULD ONLY ADD THAT, UH, YOU KNOW, WE WORKED WITH AUDIT TO ADDRESS THESE ISSUES.
UH, WE'RE THANKFUL THAT THEY POINTED THEM OUT.
UH, THERE WERE A NUMBER OF PEOPLE THAT GOT TRANSFERRED AND, UH, DISCIPLINE FOR, FOR THOSE FINDINGS.
AND, UH, UH, WE DID WORK HARD TO MAKE SURE THAT THEY WERE JUSTIFIED RECTIFIED, UH, BEFORE YOU GUYS CAME IN AGAIN.
SO, AND EVERYTHING LOOKED GREAT.
YEAH, I, I REMEMBER THAT AUDIT.
SO, MAN, IF YOU'RE GETTING KUDOS, CHIEF, GOOD JOB.
TAKE TAKE CREDIT WHERE YOU CAN.
UM, THIS DOES, UH, REQUIRE AN ACTION HERE TO ACCEPT THE, THE REPORT.
IF I COULD GET A MOTION, I MOVE.
[17. Acceptance of the Office of the City Auditor report AU20012 of the Finance Department Accounts Payable Process [Kevin Barthold, City Auditor]
ON TO NUMBER 17.THAT AUDIT, UH, WAS MANAGED BY GABRIEL TREVINO AND HE IS HERE TO DO THAT PRESENTATION.
HELLO, MY NAME IS GABE TREVINO.
I WAS THE AUDIT MANAGER ON THE AUDIT OF FINANCE ACCOUNTS PAYABLE.
UM, I'LL BE GIVEN A BRIEF SUMMARY.
THE OBJECTIVE WAS, WAS TO DETERMINE IF CONTROLS OVER THE CITY'S ACCOUNTING, UH, ACCOUNTS PAYABLE PROCESS ARE ADEQUATE AND EFFECTIVE.
OUR SCOPE WAS FISCAL YEAR 2018 AND 19.
IT INCLUDED PAYMENTS MADE BY CHECK A C H AND WIRE PAYMENTS.
WE REVIEWED THE PROCESS STARTING WITH THE PURCHASE APPROVALS AT THE DEPARTMENT LEVEL, UH, TO POSTING OF INVOICES TO THE APPROVAL OF PAYMENTS.
WE ALSO REVIEWED USER ACCESS FOR APPROPRIATE SEGREGATION OF DUTIES WITHIN SS A P AND THROUGH ACCOUNT THROUGH, UH, THROUGHOUT THE ACCOUNTS PAYABLE PROCESS.
OVERALL, THE DESIGN OF THE ACCOUNTS PAYABLE PROCESS IS ADEQUATE.
PROPER APPROVALS WERE OBTAINED AND SUPPORTING DOCUMENTATION IS MAINTAINED IN SS A P.
HOWEVER, IMPROVEMENTS CAN BE MADE IN MONITORING AND TRACKING OR TAKING ADVANTAGE OF EARLY PAYMENT DISCOUNTS.
UH, OVER FISCAL YEAR 2018 AND 19, WE FOUND THAT 395,000 IN POTENTIAL EARLY PAYMENTS DISCOUNTS WERE NOT TAKEN.
UH, WE RECOMMENDED THAT FINANCE REASSESS PROCESSES TO ENSURE EARLY PAYMENT DISCOUNTS ARE TAKEN ADVANTAGE OF WHEN AVAILABLE.
UH, ADDITIONALLY ESTABLISH PERFORMANCE MEASURES FOR EARLY PAYMENT DISCOUNT ACTIVITY.
UH, FINANCE AGREED WITH OUR OBSERVATIONS AND HAS DEVELOPED, UH, POSITIVE ACTION PLANS AND FINANCE IS HERE TO ANSWER ANY QUESTIONS.
BUT THAT CONCLUDES MY PRESENTATION.
DID YOU HAVE ANY SLIDES THAT YOU COULD PUT UP HERE SHOWING WHAT THE FINDINGS WERE AND WHERE, WHERE EVERYBODY, WHERE WE'RE AT WITH THE FINDINGS? UH, I DON'T, UM, I KNOW WE USED TO GET THOSE SLIDES FROM KEVIN, UH, AND THAT'S BASICALLY FOR THOSE IN THE AUDIENCE OR VIEWERS ON THIS TO SEE WHAT WE'RE TALKING ABOUT.
UH, CHAIR, WE CAN CERTAINLY FOLLOW UP WITH KEVIN ON THAT, BUT I THINK HISTORICALLY THEY HAVE JUST VERBALLY PRESENTED THOSE REPORTS.
AM I CORRECT, MARK? I THINK THAT HAS BEEN, WELL, I GUESS, I GUESS I'M THINKING ABOUT THE REPORTS THAT WE SEE, THAT WE SEE ON THE COMMITTEE, UH, THAT SHOWS THAT.
BUT I'D LIKE TO COME UP WITH SOMETHING SO THAT THE, THE,
[01:25:01]
THE VIEWING PUBLIC, SINCE THIS IS BEING SHOWN, UM, CAN ACTUALLY SEE WHAT WE'RE TALKING ABOUT.YOU KNOW, SOMETHING SIMPLE, NOTHING COMPLEX OR ANYTHING, BUT, UH, BUT TO ACTUALLY SHOW THAT DURING THE, DURING THE BRIEFING.
'CAUSE NOT EVERYBODY IN HERE GETS, GETS THAT AND, UH, UH, CAN SEE WHAT WE'RE TALKING ABOUT.
SO IF WE CAN GET THAT, UH, THAT'S GREAT.
ANY, UH, COMMENTS OR QUESTIONS? YES, SIR.
I'LL, I'LL, I AGREE WITH THAT.
UM, I THINK EVEN JUST THE, THE SUMMARY THAT SOME THAT WE CAN DOWNLOAD HERE, I THINK EVEN THAT SHOWING IT UP ON THE SCREEN WOULD BE APPROPRIATE.
DO WE NEED, THIS ONE'S ALSO ACCEPTANCE? WELL, DO WE HAVE ANY, MR. VINNO OR MS. SOTO, DO Y'ALL HAVE ANY QUESTIONS OR COMMENTS ON THIS AUDIT? OKAY, GREAT.
WELL, LET'S, THANK YOU VERY MUCH, SIR.
[18. Acceptance of the Office of the City Auditor report AU21015 of the Finance Department's PCard Program [Kevin Barthold, City Auditor]]
MOVE ON TO NUMBER, LET'S SEE, 18.SO THIS IS THE AUDIT OF THE FINANCE PCARD PROGRAM.
AND OUR AUDIT OBJECTIVE WAS DETERMINED IF THAT PROGRAM WAS BEING MANAGED IN COMPLIANCE FOR POLICIES AND PROCEDURES.
AND THE PURPOSE OF THE PROGRAM IS TO PROVIDE A MORE EFFICIENT AND COST EFFECTIVE WAY OF PURCHASING NON BIDDABLE AND SMALL DOLLAR VALUE ITEMS. UH, DURING OUR AUDIT, THERE WERE 372 CARD HOLDERS, AND THEY WERE SPREAD ACROSS 33 DEPARTMENTS.
AND THE CREDIT LIMITS FOR THOSE CARD HOLDERS RANGE FROM ABOUT $500 FROM THE LOW END TO ABOUT $10,000 TO THE HIGH END.
THEN WE HAD A HALF A DOZEN CARDS WHERE THE LIMITS WERE RANGE FROM ABOUT $20,000 UP TO $80,000.
UH, JUST TO PUT IT INTO PERSPECTIVE A LITTLE BIT FOR FISCAL YEAR 2020, WHICH IS OUR SCOPE PERIOD, UH, 22,400 TRANSACTIONS AND APPROXIMATE VALUE OF, UH, $5.9 MILLION, WHICH IS ACTUALLY DOWN A LITTLE BIT, WHICH FROM 2020 OR OF 2019, AND THAT WAS DUE TO THE PANDEMIC.
UH, OUR SCOPE WAS FINANCIAL YEAR 2020, AND OUR CONCLUSION WAS THAT THE PROGRAM IS MANAGED IN COMPLIANCE WITH POLICIES AND PROCEDURES.
ACTUALLY, IT'S WORKING QUITE WELL.
WE DID HAVE A COUPLE OF AREAS THOUGH, WHERE WE FOUND THAT CONTROLS COULD BE ENHANCED.
THE FIRST AREA IS THE GENERIC PCARD AREA, AND WE HAVE TWO DEPARTMENTS IN THE CITY THAT USE GENERIC CARDS.
ONE IS THE NEIGHBORHOOD AND HOUSING SERVICES DEPARTMENT.
THEY HAVE SEVEN CARDHOLDERS, SEVEN USERS, I SHOULD SAY, AND THREE CARDS.
AND THEN THE, UH, EMERGENCY OPERATION CENTER UNDER THE FIRE DEPARTMENT HAS 52 USERS AND THEY SHARE 12 CARDS.
AND WHAT WE FOUND WITH THE GENERIC CARDS IS THAT THOSE DEPARTMENTS ARE SUPPOSED TO GENERATE, UH, POLICIES AND PROCEDURES FOR THE USE OF THOSE GENERIC CARDS.
AND THEN THOSE POLICIES AND PROCEDURES ARE APPROVED BY THE FINANCE DEPARTMENT.
BUT WE FOUND THAT IN THE CASE OF THE E L C, THEY HADN'T UPDATED THEIR POLICY SINCE 2009.
AND THEN IN SOME CASES, THOSE POLICIES AND PROCEDURES WEREN'T BEING ADHERED TO.
AND THEN WITH THE E L C, WE ALSO FOUND THAT A NUMBER OF USERS WERE NOT GETTING THE REQUIRED ANNUAL TRAINING.
UH, ANNUAL TRAINING IS REQUIRED EVERY YEAR FOR CARDHOLDERS AND OTHER, UH, PEOPLE LIKE THE APPROVERS, FOR EXAMPLE, OF THE PROGRAM.
AND WE FOUND THAT SOME OF THOSE, UH, TRAININGS HAD NOT BEEN, UH, TAKEN FROM THOSE USERS.
I BELIEVE 19 OR 52 USERS HADN'T HAD TRAINING, UH, EXTENDING BACK TO 2019, SOME EXTENDED BACK TO 2016, A COUPLE USERS DIDN'T HAVE ANY TRAINING AT ALL.
AT LEAST WE COULDN'T FIND ANY DOCUMENTATION OF ANY TRAINING.
UH, THE SECOND AREA THAT WE FOUND THAT, UH, WE FELT COULD USE SOME IMPROVEMENT WAS THE MONTHLY MONITORING PROCEDURE.
SO TYPICALLY THE FINANCE DEPARTMENT WOULD SEND OUT MONTHLY, UH, MONTHLY REPORT ALL THE USER DEPARTMENTS SHOWING WHICH TRANSACTIONS HAD BEEN DECLINED, UH, STATEMENTS THAT HAD NOT BEEN APPROVED, AND ALSO TRANSACTIONS THAT HAD SALES TAX ASSOCIATED WITH THEM.
AND THEN THE EXPECTATION IS THAT DEPARTMENT WOULD RECTIFY THOSE ISSUES AND SEND THE RESPONSES BACK TO THE FINANCE DEPARTMENT.
AND WE FOUND THAT THAT WASN'T BEING DONE ON A CONSISTENT BASIS.
WE ALSO NOTED THAT A, UM, AN ANALYSIS HAD NOT BEEN PERFORMED OF THE USER'S CREDIT CARD LIMITS AND THE USER'S AVERAGE MONTHLY PURCHASES.
SO, FOR EXAMPLE, I MIGHT HAVE A LIMIT OF $10,000, BUT MY AVERAGE MONTHLY PURCHASES MIGHT ONLY BE $2,000.
[01:30:01]
GAP IN BETWEEN MY, MY LIMIT AND WHAT, WHAT I WAS ACTUALLY DOING.SO WE THOUGHT IT WOULD BE A GOOD IDEA TO TAKE A LOOK AT THAT AND COMPARE THOSE TWO AND MAYBE RATCHET DOWN THOSE LIMITS WHERE IT MAKES SENSE TO RATCHET THEM DOWN JUST TO ENHANCE THE CONTROLS A LITTLE BIT.
AND THEN THE FINAL AREA WE, WE FOUND WAS THAT, UH, SOME DEPARTMENTS WERE USING THE PCARD FOR RECURRING PURCHASES, AND WE FELT THAT THAT MIGHT BE BETTER HANDLED THROUGH A DIFFERENT METHOD, SUCH AS MAYBE THE ACCOUNTS PAY DEPARTMENT OR, UH, PURCHASE ORDER.
UH, SO THAT DOES IT FOR MY PRESENTATION.
UH, FINANCE DEPARTMENT AGREED WITH OUR RECOMMENDATIONS AND CAME BACK WITH SOME VERY GOOD, UH, MANAGEMENT ACTION PLANS.
AND TROY HERE, UH, I BELIEVE WILL RESPOND TO ANY QUESTIONS YOU MAY HAVE.
WELL, YEAH, UH, PCARD, I TOTALLY UNDERSTAND WHY WE HAVE THOSE, BUT YOU KNOW, IF PEOPLE AREN'T BEING TRAINED, WE DON'T HAVE THE, UM, THE RECORDS.
DID, DID Y'ALL GO BACK AND CROSSCHECK, UH, RECEIPTS AND RECORDS AND THAT KIND OF THING TO MAKE SURE THAT THEY WERE AUTHORIZED? WE DID THAT, YES.
WE DID A, A SAMPLE OF 50, I BELIEVE IT WAS, AND WENT THROUGH THOSE AND, UM, WE DIDN'T FIND ANY ISSUES IN THAT AREA.
UH, BUT, UH, WHAT ARE WE GONNA DO FROM HERE ON, OUT ON, ON THAT, TROY? UH, WELL, THANKS MARK.
WE ARE, UM, WE ARE GOING TO INSTITUTE THE, THE TRAINING WERE NECESSARY.
AND FOR THE TWO DEPARTMENTS MARK REFERRED TO FOR N H S D AND D O C, WE'RE GONNA HELP THEM REFRESH THEIR POLICIES TO HAVE UPDATED POLICIES.
WE'RE IN CERTAIN CASES WHERE MARK TALKED ABOUT THE DECLINES, WE'RE GONNA PUT THE NECESSARY REPORTING IN PLACE AND ASK FOR THE RESPONSES.
THE ONE AREA THAT WE'RE PROBABLY GONNA BE MORE PROACTIVE THAN REACTIVE IS ON THE, UM, THE, UM, THE AUTHORIZED CREDIT LIMITS FOR EACH CARD.
HISTORICALLY, WE'D WAIT FOR THEM TO COME TO US.
WE'RE ACTUALLY GONNA LOOK BACK HISTORICALLY AT THOSE, UM, HOW MUCH OF THAT THEY CONSUMED COMPARED TO THOSE CREDIT LIMITS.
AND THEN HISTORICALLY, IF THEY'RE NOT MEETING THOSE CREDIT LIMITS, WE'RE JUST GONNA GO THROUGH AND NOTIFY THEM THAT WE'RE REDUCING THEIR CREDIT LIMITS.
AND ALSO IN CASE THAT THEY'RE NOT UTILIZING THOSE CARDS AND WE'LL DEACTIVATE THEIR CARDS.
SO, UM, WE'RE GONNA PUT THE TRAINING IN PLACE, WE'RE GONNA PUT THE POLICIES IN PLACE AND BE MORE PROACTIVE IN OUR MONITORING OF THE CARTS.
YEAH, WE, UM, THERE WAS, WE DID HAVE, UM, WE DID HAVE A MINIMAL IMPACT FOR THE LAST PROBABLY YEAR AND A HALF, TWO YEARS JUST DUE TO COVID, JUST WITH THE DISPERSED, UM, THE TEAM BEING DISPERSED AND REMOTE WORKING.
WE DID WORK WITH, UM, WE HAVE A TEAM IN FINANCE.
WE DID GO THROUGH AND MAKE SURE THAT AS PEOPLE WERE REMOTING, WE HAD CLOSELY MONITORED THOSE CARTS TO MAKE SURE THAT THERE WAS NO UNAUTHORIZED USE AND WHERE WE NEEDED TO, WE DISCONTINUE THOSE CARTS.
DO Y'ALL, IT WOULD BE GREAT TO, I, I HAVE NO IDEA WHAT THE SCOPE OF THE ENTIRE CITY STAFF IS.
AND THIS IS JUST ONE SMALL PART.
DO WE HAVE PCARDS THROUGHOUT THE ENTIRE COMMUNITY HERE? WE DO.
WE HAVE A, UM, WE HAVE A CENTRALIZED, UM, UNIT IN FINANCE THAT ACTUALLY ADMINISTERS THE PCARD PROGRAM.
SO THEY HAVE COMPLETE OVERSIGHT.
THEY LOOK AT YOUR, UM, YOUR CREDIT LIMITS, UM, CAN INCREASE THOSE OR DECREASE THOSE.
IF THERE'S, UH, TRANSACTIONS THAT ARE DECLINED AND NEED TO BE APPROVED, WE'LL GIVE SPECIAL PERMISSION TO APPROVE THOSE, UM, OR OVERRIDE THOSE.
WE ALSO HAVE, UM, SUPERVISORS OR ADMINISTRATORS IN EACH DEPARTMENT THAT MONITOR THE PCARD UTILIZATION.
AND SO THEY LOOK AT, THEY REVIEW, REVIEW THE TRANSACTIONS AND APPROVE THE TRANSACTIONS.
SO IN THESE DEPARTMENT, THERE'S MULTIPLE HANDS WATCHING THAT AS WELL.
DO YOU SEE ANY UH, UH, PROBLEMS LIKE THEY WERE HAVING AT THE E O C AND OTHER DEPARTMENTS? HERE IN THE CITY? THERE'S ONLY TWO DEPARTMENTS THAT HAVE A GENERIC CARD JUST BASED ON THE NEED.
BECAUSE THEY'RE IN, TO BE RESPONSIVE IN, IN EMERGENCY, THEY NEED THAT GENERIC UTILIZATION.
AND IT CAN'T BE TIED TO A BEN GELLE OR A TROY ELLIOT.
SO NEED THE FLEXIBILITY TO HAND THOSE CARDS OFF TO BE RESPONSIVE RATHER THAN TIED TO ONE PERSON.
SO IT'S ONLY NEIGHBORHOOD HOUSING AND THE E O C THAT HAVE THAT FLEXIBILITY.
AND WE MONITOR THOSE AND WE'LL ACTUALLY TIGHTEN THAT WITH THE TRAINING AND THE POLICIES.
IT'D JUST BE INTERESTING TO KNOW HOW MANY TOTAL CARDS, NOT JUST FOR GENERAL, BUT HOW MANY TOTAL CARDS THERE ARE FOR THE CITY AND WHAT, WHAT THE YEARLY EXPENDITURE IS.
'CAUSE THAT DOESN'T COME UP DURING BUDGET DISCUSSIONS.
THAT'S ONE OF THOSE THAT ARE ON THE SIDE AT LEAST I'VE NEVER SEEN THAT IDENTIFIED IN THE, IT WOULDN'T BE, IT WOULDN'T BE IN THE BUDGET DISCUSSIONS BECAUSE IT'S GONNA BE WITHIN, WITHIN EACH INDIVIDUAL LINE ITEM IN A DEPARTMENT'S BUDGET.
THERE'S ABOUT 375 CARDS CURRENTLY WITH THE SPEND OF ABOUT 5.2 MILLION.
[01:35:01]
OKAY.I GUESS I DON'T, I DON'T KNOW, IS THAT GOOD OR BAD OR, YOU KNOW, I GUESS IT'S GOOD, BUT, UH, FOR 12,000 PEOPLE IN A, IN A ORGANIZATION TO HAVE THAT MANY, I, I DON'T HAVE ANYTHING TO REFERENCE THAT TOWARDS.
WELL, CHAIR, I, I THINK THAT, AGAIN, WE'RE TRYING TO GET TO THAT POINT YOU MADE EARLIER AND ELIMINATE SOME OF THE BUREAUCRACY AROUND WHAT WE'RE DOING.
SO THESE ARE VERY SMALL DOLLAR PURCHASES.
WE'RE TALKING ABOUT $5 MILLION, BUT THAT WAS OUT OF, UH, TROY'S EARLIER SLIDE, 600 SOME ODD MILLION DOLLARS IN PROCUREMENTS WE DID LAST YEAR.
SO, UM, AGAIN, SOME THINGS WE NEED TO IMPROVE THANK MARK AND THE TEAM FOR IDENTIFYING SOME BARRIERS WHERE WE CAN MAKE SOME IMPROVEMENTS, BUT THERE ARE A LOT OF CONTROLS, UH, IN PLACE.
THERE'S SOME ADDITIONAL THINGS WE CAN DO TO ENHANCE THAT TO MAKE SURE WE DON'T HAVE ANY ISSUES WITH WHAT, WHAT, WHAT THOSE CARDS ARE BEING USED FOR GOING FORWARD.
SO I FEEL PRETTY COMFORTABLE WITH THE PROCESS AND THE PROGRAM.
YEAH, LET'S CREATE MORE BUREAUCRACY FOR SOMETHING THAT WAS MEANT TO CLEAR A LOT OF THE BUREAUCRACY, BUT I WET CRI, IT'LL BE MORE JUST FOR CLARIFICATION, MORE CONTROLS FROM A FINANCIAL SIDE.
AND WE'LL USE THE SYSTEM WHERE WE CAN.
SO MARK'S POINT ABOUT, YOU KNOW, MONITORING SOMEBODY'S MONTHLY EXPENDITURE VERSUS THEIR CAPACITY, THAT'S AN EASY THING THAT WE CAN DO WITHIN THE SYSTEM.
AND THEN I THINK JUST COUNCILMAN ON, ON OUR CHAIRMAN ON THIS, UM, ON THESE AUDIT ITEMS, WE'LL WORK WITH MARK AND KEVIN AND, YOU KNOW, WE'LL FIGURE OUT A WAY TO SUMMARIZE THE AUDIT REPORTS TO YOUR POINT NOW THAT WE'RE TELEVISING THESE SO THAT PEOPLE CAN FOLLOW ALONG.
BUT WE'LL DROP IN THE MANAGEMENT RESPONSE AS WELL.
SO THAT YOU ALL CAN SEE CONTEXT, WHAT WE'RE TALKING ABOUT AND, AND GET A LITTLE BIT MORE OF A FLAVOR OF WHAT WE'RE DOING.
I THINK THAT WAS IT FOR 18, BUT WE NEED A MOTION AND A SECOND TO ACCEPT THAT.
SO WE'VE GOT A MOVEMENT SECOND AND A SECOND.
IS THAT RIGHT? GOT A MOVEMENT OR A MOTION? A MOTION.
LET'S MOVE ON TO THE NEXT ITEM.
[Items 19 & 20]
NUMBER 19 AND 20.I GUESS THAT WOULD BE BE TOGETHER OR SEPARATE? UH, WE COULD DO THEM TOGETHER.
UH, THE NEXT ITEM IS JUST TO SHOW YOU THE SCHEDULE GOING FORWARD.
AND THIS, WHAT THIS IS, IS OUR FISCAL YEAR 2022 SCHEDULE WITH OUR FISCAL YEAR 2021 CARRYOVER AUDITS.
SO WE HAVE ABOUT 50, UH, FISCAL YEAR 2022 AUDITS, AND ABOUT 20 CARRYOVER AUDITS FROM 2021 TOTAL ABOUT 70 AUDITS.
AND AGAIN, THIS DOESN'T SHOW THE ACTUAL TIMES, JUST THE SCHEDULED TIME FOR THOSE AUDITS.
THAT'S ALL WE WANTED TO SHOW ON THIS.
AND HAVE, HAVE WE SENT THIS OUT TO ALL THE COUNCIL FOLKS, UH, FOR THEM TO TAKE A LOOK AT THE SCHEDULE AND IF THERE'S SOMETHING ELSE THAT THEY SEE THAT THEY WOULD LIKE TO ADD IN TO THE AUDIT SCHEDULE? LAST SUMMER WE DID SO DURING OUR, THE PROCESS THAT WE GO THROUGH TO, TO GENERATE THE POPULATION OF POTENTIAL AUDITS, BUT THEN WE NARROWED THAT DOWN TO ABOUT 50 AUDITS, AND THEN THAT WAS, UH, UH, PRESENTED TO THE AUDIT COMMITTEE AND THEN TO THE FULL COUNCIL AND AGREED UPON.
SO ANY CHANGES TO THIS AUDIT SCHEDULE WE WOULD BRING TO YOU FOR YOUR APPROVAL, AND THEN GO FROM THERE.
UH, I, I'D LIKE TO SEND THIS OUT TO THE OTHER COUNCIL FOLKS TO LET THEM KNOW WHAT, WHAT IS ON THE SCHEDULE, WHAT Y'ALL ARE WORKING ON, AND WHEN, WHEN, WHEN YOU'LL BE WORKING ON THOSE AUDITS.
SO IF YOU COULD JUST TAKE THIS CHART FLOW CHART AND SEND THAT OUT TO EVERYBODY, THAT'D BE GREAT.
AND SPEAKING OF WHICH, WHAT'S YOUR FLOAT ON THIS? IN OTHER WORDS, CAN YOU, DO YOU THINK YOU, HOW MANY COULD YOU TAKE ON EXTRA EVEN WITH THE CARRYOVER? OR IS THAT SOMETHING THAT WOULD HAVE TO DROP SOMETHING? OUR PLATE IS PRETTY FULL RIGHT NOW.
WE'VE GOT 70 AUDITS TOTAL RIGHT NOW AT THIS POINT, THAT NEED TO BE COMPLETED.
UH, AND TYPICALLY WE WILL ALWAYS FROM YEAR TO YEAR HAVE X NUMBER OF CARRY FORWARD AUDITS BECAUSE YOU CAN'T START ON OCTOBER ONE, YOU KNOW, 50 AUDITS AND THEN END THE SEPTEMBER 30TH THE FOLLOWING YEAR.
SO WE'LL ALWAYS HAVE THAT CARRYOVER.
UH, THE PANDEMIC DID, UH, RESULT IN, UH, US LENDING SOME OF OUR FOLKS OUT TO OTHER DEPARTMENTS.
AND SO WE DID GET A LITTLE BIT BEHIND IN THIS PAST FISCAL YEAR.
HOPEFULLY WE WILL MAKE THAT UP.
AND OF COURSE, WE HAVE A CERTAIN AMOUNT OF TURNOVER EVERY YEAR THAT, THAT YEAH.
UH, TENDS TO, UH, MAKE THINGS A LITTLE BIT MORE DIFFICULT.
BUT, UH, IF THERE'S A NEED, IF WE CAN ACCOMMODATE MORE AUDITS, WE'LL TRY TO DO, SO.
YOU MAY WANT TO PUT SOME OF THOSE WORDS WHEN YOU SEND THIS OUT TO THE COUNCIL FOLKS, THIS ISN'T A SOLICITATION FOR ADDITIONAL, BUT SAY, HEY, THIS IS, THIS IS ABOUT HOW MANY WE COMPLETE A YEAR.
WE'RE WORKING ON CARRYOVER, AND
[01:40:01]
THIS IS OUR CURRENT SCHEDULE.UM, JUST TO LET THEM BE AWARE OF WHAT, WHAT WE'RE WORKING ON.
UH, AND I'M CERTAINLY NOT, DON'T EVEN ASK THE QUESTION.
DO YOU HAVE SOMETHING ELSE YOU WANT TO ADD IN THERE? IF YOU DON'T THINK THAT WE CAN GET TO IT THIS YEAR, BUT I GUESS WE COULD IF WE DROPPED SOMETHING OUT, UH, LATER ON AND SUBSTITUTE SOMETHING ELSE IN THERE.
SO, UM, YEAH, JUST SOMETHING OUT TO NOTIFY ON WHAT WE'RE DOING.
I THINK THAT WAS JUST A BRIEFING, UH, FOR THAT.
AND THEN THE, UH, FINAL ITEM ON THE AGENDA, I BELIEVE IS THE, UH, CAN I ASK A QUESTION REAL QUICK ON THE, OH, I'M SORRY.
I'M JUST WONDERING HOW MUCH, UM, IS THERE A WIGGLE ROOM TO MAYBE ADJUST THE TIMELINE FOR SOME OF THE, SOME OF THE AUDITS? YES.
UM, SOMETIMES, I MEAN, THESE AUDITS, THE, OUR BUDGET IS A GUESSTIMATE, YOU KNOW, AT BEST.
AND SOMETIMES WE'LL SAY JUST BASED ON OUR EXPERIENCE, AND SOME OF US HAVE BEEN AROUND A LOT LONGER THAN OTHERS, UM, SOMETIMES WE'LL SAY, THIS SEEMS LIKE A 400 HOUR PROJECT JUST BASED ON WHAT WE KNOW.
AND SOMETIMES IF, IF WE SAY, 400 HOURS, MAYBE IT'S NOT 400 HOURS, MAYBE IT COMES IN AT 250 HOURS.
SO THEN WE HAVE THAT, THAT LITTLE BIT OF CUSHION, UNFORTUNATELY, THEN WE HAVE THOSE AUDITS THAT WE SAY ARE 500 HOURS AND THEY TURN OUT TO BE A THOUSAND HOURS.
SO WE HAVE A LOT OF AUDITS AND WE DON'T KNOW WHAT WE DON'T KNOW WHEN WE GO INTO THESE AUDITS A LOT OF TIMES.
SO, UM, WE DO WHAT WE CAN, WE TRY TO KEEP THE SCOPE, UH, IN FOCUS AND NOT TRY TO GO OUTSIDE OF THAT SCOPE.
UM, BECAUSE YOU CAN GET SCOPE CREEP A LOT, PARTICULARLY IF YOU FIND THINGS ALONG THE WAY AND GO, OOH, MAYBE WE OUGHT TO LOOK INTO THAT, BUT YET WE DON'T HAVE THE BUDGET TO LOOK INTO THAT, SO WHAT DO WE DO? SO IT'S A BALANCING GAME.
SO TO YOUR POINT, UH, WE TRY TO MAKE UP TIME WHEN WE CAN.
OCCASIONALLY WE WILL, UM, CANCEL AN AUDIT BECAUSE IT DOESN'T MAKE SENSE TO DO THAT AUDIT FOR WHATEVER REASON.
AND THAT ALLEVIATES THE HOURS ASSOCIATED WITH THAT AUDIT.
UM, I GUESS I, I'M MORE SPEAKING, SO TO LIKE, SAY THERE'S ONE THAT'S SUPPOSED TO START AND START THE PLANNING PROCESS IN DECEMBER, WOULD IT BE POSSIBLE TO MOVE A ONE THAT WAS, SAY MARCH OR APRIL OF NEXT YEAR? COULD THEY BE SWAPPED OR IS THAT SURE.
WE ABSOLUTELY, WE CAN DO THAT AS IT MAKES SENSE TO DO MM-HMM.
SOMETIMES WE DO HAVE TO SWAP AUDITS FOR WHATEVER REASON, AND SOMETIMES THE PEOPLE AREN'T AVAILABLE, THEY'RE ON LEAVE, WHATEVER.
AND SO WE CAN'T PROGRESS WITH THAT PARTICULAR AUDIT, SO WE'LL SWAP IT FOR ANOTHER AUDIT.
I WOULD LIKE TO, UM, MAYBE HAVE A CONVERSATION.
IT MIGHT HAVE TO BE OFFLINE, BUT I'D LOVE TO SEE THE ESSAY READY TO WORK AUDIT HAPPEN QUITE A BIT SOONER IF POSSIBLE.
WHICH ONE WAS THAT? I'M SORRY.
THE ESSAY READY TO WORK, UM, PROGRAM.
I KNOW THAT ONE WAS A PRETTY, THAT ONE HAS 900 HOURS, SO I KNOW IT'S A PRETTY HEFTY ONE.
AND, AND THAT'S ONE OF 'EM THAT I'M REALLY INTERESTED IN ALSO.
AND I WOULD, I WOULD ASK, LET'S LET THEM TAKE A LOOK AT IT TO SEE IF WE ACTUALLY HAVE ENOUGH DATA AT THIS POINT TO LOOK AT AND EVALUATE.
I DON'T WANT TO GET TOO AHEAD IN THE PROCESS THAT THEY GET STARTED ON SOMETHING AND IT'S, WELL, THERE'S NOT ENOUGH MM-HMM.
SO IF, IF YOU WOULDN'T MIND LETTING THEM TAKE A LOOK AT THAT AND ABSOLUTELY.
GETTING BACK WITH YOU ON THAT, THAT JUST WANTED TO EXPRESS MY INTEREST.
NO, I'M, TRUST ME, I'M INTERESTED IN THIS ONE ALSO.
AND I APOLOGIZE AGAIN FOR SKIPPING OVER Y'ALL.
DO YOU, DO Y'ALL HAVE ANY OTHER COMMENTS OR QUESTIONS? ALRIGHT.
THIS, THIS WAS A BRIEFING AND, UM, AGAIN, IF WE CAN GET THIS OUT TO THE REST OF THE COUNCIL, THAT WOULD BE GREAT.
UH, THAT'S ALL OF THE AGENDA ITEMS THAT I HAD LISTED ON HERE.
AND THIS, THIS IS SOMETHING THAT YOU HAD REQUESTED, UM, BACK IN AUGUST, I BELIEVE.
AND WHAT THIS IS, IS A MOCKUP OF OUR AUDIT RECOMMENDATIONS AND THE IMPLEMENTATION OF THOSE RECOMMENDATIONS.
I BELIEVE YOU ASKED KEVIN FOR THAT IN AUGUST.
AND SO THIS IS, UH, WHAT WE WOULD PROPOSE TERMS OF HOW TO REPORT THAT TO THE AUDIT COMMITTEE.
SO I DON'T KNOW IF THIS IS IN YOUR PACKET, I ASSUME IT IS.
CAN, CAN YOU SEE THIS IN YOUR PACKET? YEAH.
I, I'VE LOOKED AT IT, BUT UNFORTUNATELY MY COMPUTER DIED, SO DON'T, I DON'T, I DON'T HAVE ANYTHING IF THE MAN BEHIND THE CURTAIN, BUT, UH, CAN YOU, UH,
[01:45:03]
OH, HERE'S A HARD COPY.UH, NO, I THINK THIS IS GREAT.
IT'S GOT A LOT OF INFORMATION ON IT.
UM, IT TO ME, IT IT, IF WE COULD TAKE A LOOK, DO WE REALLY NEED TO SHOW ALL OF THESE COLUMNS? IT'S STILL, IT'S A LITTLE BUSY.
AND THE INTENT, AGAIN, IS TO ACTUALLY PUT THIS UP ON THE, ON FOR THE VIEWING PUBLIC SO THEY CAN TAKE A LOOK AT IT.
UH, LOT, A LOT OF GOOD DETAILED INFORMATION, BUT CAN WE SIMPLIFY IT JUST A LITTLE BIT? SURE.
WE'LL GO AHEAD AND TAKE A CRACK AT THAT.
WHAT I WANTED TO POINT OUT HERE WAS THAT THE CELLS THAT ARE NOT COLORED, THAT'S ACTUAL INFORMATION, THAT'S ACTUAL DATA FOR AUDITS THAT HAVE BEEN COMPLETED, UH, AFTER APRIL 1ST OF THIS YEAR.
THE TWO, THE LAST TWO COLUMNS ON THE RIGHT, THE COLOR CODED SALES, THOSE, THAT'S NOT ACCURATE INFORMATION.
THAT'S JUST DEPICTING HOW IT COULD BE.
AND SO THE SECOND TO THE LAST COLUMN, UH, IS MANAGEMENT'S ASSESSMENT THAT MANAGEMENT MIGHT SAY, HEY, YEAH, WE COMPLETED THAT, AND THEN WE GO DO THE VER VERIFICATION.
AND IT'LL BE COLOR CODED APPROPRIATELY.
OTHERWISE WE SAY, NO, WE DON'T THINK YOU DID.
AND SO WE'LL COLOR CODE THAT APPRO APPROPRIATELY.
SO THE BLUE AND THE GREEN ON THIS SCHEDULE, UH, SHOWS, UH, THE BLUE AND GREEN IS GOOD.
IF YOU SEE BLUE AND GREEN, YOU DON'T EVEN HAVE TO LOOK AT IT ANYMORE.
BUT IF YOU SEE YELLOW AND RED, THAT MEANS IT'S NOT SO GOOD.
YOU MIGHT WANT TO TAKE A CLOSER LOOK AT IT.
I LOVE THE COLORS ON THIS BECAUSE IT DOES HIGHLIGHT, YOU KNOW, WHERE WE, AND THAT'S EXACTLY WHAT THIS WAS SUPPOSED TO DO, IS HIGHLIGHT WHERE WE STILL HAVE SOME FOLLOW UP TO DO WHAT'S NOT BEEN COMPLETED WHEN THEY WERE SUPPOSED TO BE COMPLETED, THAT KIND OF THING.
SO THIS TO ME, THIS IS PERFECT, AND WE'LL SEE WHAT WE CAN DO TO TAKE OUT SOME OF THESE COLUMNS, MAKE IT A LITTLE MORE, UH, PRESENTABLE.
AND THAT'S, UM, THIS IS EXACTLY WHERE, WHERE MY VISION WAS ON THIS, IS TRYING TO GET INFORMATION TO SHOW WHERE WE'RE AT IN THE TOTAL PROGRAM OF THE AUDIT.
OH, AND ALSO ONE THING I WANTED TO POINT OUT, UM, WE ANTICIPATE DOING THIS QUARTERLY.
I THINK THAT'S, THAT'D BE GREAT.
AND THEN, AND THAT WHAT WE TALKED ABOUT BEEN QUARTERLY, SOMETHING LIKE THAT.
AS THESE AUDITS ARE COMPLETE, WE WOULD SHOW THEM FOR ONE ITERATION AND THEN TAKE THEM OFF THE LIST, SO, AND ADD OTHERS SO THAT THIS WILL BE MANAGEABLE.
INSTEAD OF BEING, YOU KNOW, 15 PAGES LONG.
AND SO THAT'S, THAT WAS OUR THOUGHT ON THE YEP.
JUST A SNAPSHOT IN TIME WHERE WE'RE AT YES.
I LIKE THE COLORS BECAUSE IT ADDS SOME EXCITEMENT HERE TO THIS ROOM.
I JUST WANNA MAKE A RECOMMENDATION FOR MAYBE THE ORDER OF THE COLUMNS, EVEN IF THEY DON'T, I DON'T NECESSARILY KNOW IF THEY NEED TO BE REMOVED EXCEPT FOR MAYBE REFERENCE NUMBER.
THE REFERENCE NUMBER, WHAT IS THAT FOR? WHAT IS IT SUPPOSED TO, THE PROJECT NUMBER THERE? THE FIRST COLUMN, SO THERE'S PROJECT NUMBER AND THEN THERE'S REFERENCE NUMBER NEXT TO THE SHORT RECOMMENDATION.
WHAT IS THE REFERENCE NUMBER MEAN? UM, THAT I BELIEVE IS THE, OR THE, UH, THE AUDIT RECOMMENDATION.
THE, THE FINDING I BELIEVE IS FINDING A AND B.
FOR EXAMPLE, ON THAT FIRST ONE YOU'LL HAVE A FINDING A AND B ON AUDIT 20 DASH 0 22.
AND THEN ON THE NEXT ONE YOU HAVE THREE RECOMMENDATIONS.
IT WAS RECOMMENDATION B, C, AND D IN THE AUDIT REPORT.
WHY DO THEY START? LIKE WHY WOULD WE START WITH RECOMMENDATION B INSTEAD OF RECOMMENDATION A FOR A NEW, FOR A DIFFERENT PROJECT ON THIS? I DON'T RECALL EXACTLY WITH THAT PARTICULAR AUDIT, BUT IT COULD BE THAT RECOMMENDATION.
THERE MAY NOT HAVE BEEN A RECOMMENDATION TO SECTION A IN THE AUDIT REPORT.
IT MAY HAVE BEEN MORE OF AN INFORMATIONAL, UH, PARAGRAPH IN THE AUDIT REPORT WHERE THERE WAS NO RECOMMENDATION.
OCCASIONALLY WE DO THAT AND IF, PARTICULARLY IF IT WAS A FOLLOW UP AUDIT, SOMETIMES IF THEY IMPLEMENT UH, THE ACTION THEN THERE WOULDN'T BE A A CORRESPONDING RECOMMENDATION.
SO I DON'T KNOW IF I CAN SEE WHY IT'S USEFUL.
SO WHAT I WAS ORIGINALLY GOING TO RECOMMEND IS MAYBE START WITH PROJECT NUMBER AND THEN REFERENCE NUMBER, OR I ASSUME THAT STANDS FOR REFERENCE.
UM, AND THEN DEPARTMENT PROJECT, NAME, REPORT, DATE, TARGET DATE, AND THEN THE MANAGEMENT AND AUDIT VERIFICATION OF THOSE COLUMNS.
BUT JUST MOVING THEM, MOVING THE COLUMNS AROUND I THINK WOULD MAKE IT A LITTLE BIT MORE READABLE.
THE PROBLEM NOW THAT EXISTS IS THE REFERENCE NUMBERS WOULDN'T MAKE SENSE
[01:50:01]
FAR AWAY.SO THAT'S A THOUGHT, BUT YEAH.
JUST TO THROW, YEAH, WE CONSIDER THAT.
THIS IS JUST THE FIRST DRAFT, SO IF WE NEED TO MAKE ADJUSTMENTS, UH, THAT'D BE GREAT.
I, I LOOK AT IT, YOU KNOW, IF I'M OUT IN THE PUBLIC LOOKING AT THIS, WOULD I UNDERSTAND IT, LOOKING AT IT SURE.
AND WHAT THOSE COLUMNS MEAN AND I WANT TO MAKE IT AS SIMPLE AS POSSIBLE.
AND SOMEONE THAT DOES THAT REALLY GREAT, UH, IN PRESENTING A WHOLE BUNCH OF INFORMATION AND TABLES IS THE PUBLIC WORKS DEPARTMENT.
SO EVEN IF YOU COULD REVIEW A FEW OF THEIR DOCUMENTS AND SAY MAYBE FORMATTING CAN BE SIMILAR, I THINK THEY DO A REALLY GREAT JOB.
THAT WAS A BRIEFING ITEM ALSO.
[Consideration of items for future meetings]
BRINGS US TO THE END OF THIS MEETING.UH, WE'RE RESCHEDULING, UH, JUST A COUPLE OF NOTES.
THE NOVEMBER 24TH MEETING IS MO MOVING TO NOVEMBER 15TH AT TWO O'CLOCK.
IS THAT HERE AGAIN? IN THIS ROOM.
AND, UM, JUST A NOTE ON THAT AND I'LL ASK MY FELLOW COMMITTEE MEMBERS IF Y'ALL HAVE ANYTHING ELSE THAT Y'ALL WOULD LIKE TO SEE OR ADD TO, OR, UM, ANYTHING FOR THIS, ANY FUTURE MEETINGS HERE? NOTHING AT THIS POINT.
WELL, WITH THAT I WILL ENTERTAIN A MOTION AND A SECOND TO ADJOURN.
WE WILL MOVE TO THE NEXT MEETING ON NOVEMBER 15TH AT TWO O'CLOCK.
THANK Y'ALL VERY MUCH APPRECIATE Y'ALL COMING IN TODAY.