[00:00:07]
COUNCILMAN LYAS IS WITH US, AND, UH, COUNCILMAN MCKEE RODRIGUEZ IS ON HIS WAY.
HE SHOULD BE HERE IN JUST A FEW MINUTES, BUT EVERYBODY WELCOME.
I'M SORRY, I'M KIND OF DISRUPTOR.
I, I JUST DON'T LIKE SITTING WAY DOWN THERE, THAT TUNNEL THERE.
SO I, I LIKE THIS A LITTLE BIT MORE SITTING RIGHT HERE.
SO THANK Y'ALL VERY MUCH FOR COMING HERE TODAY.
AND LET'S GO AHEAD AND GET THIS, GET THIS, UH, MEETING STARTED.
CAN YOU CALL THE ROLE, PLEASE? YES, SIR.
COUNCIL MEMBER ELIAS IS HERE REMOTELY.
COUNCIL MEMBER MCKEE RODRIGUEZ.
AND JUST WANNA SAY THAT I HAVE A NEW RESIDENT COMING TO DISTRICT 10, AND THAT'S MS. JUDY TREVINO.
FROM WHICH DISTRICT? EIGHT? FROM DISTRICT EIGHT INTO DISTRICT 10.
OH, HE'S NOT PAYING ATTENTION THERE.
BUT NO, UH, THANKS AGAIN FOR BEING HERE THIS MORNING.
[Approval of Minutes ]
AHEAD AND GET STARTED WITH THE APPROVAL OF THE MINUTES, IF I COULD GET A MOTION ON THAT.CAN I GET A SECOND OUT THERE?
UH, GOT A MOTION AND A SECOND.
ANY DISCUSSION IF, UH, IF NONE, ALL THOSE IN AGREEMENT SAY AYE.
LET'S MOVE ON TO THE NEXT ISSUE HERE.
[Public Comments]
PUBLIC COMMENTS.DO WE HAVE ANYBODY SIGNED UP? WE HAVE ONE INDIVIDUAL SIGNED UP FOR CONSENT ON ITEM NUMBER TWO, AND THAT IS CHIEF APOSTLE HESTER.
SIR, YOU WANNA COME ON UP? UH, I'M GONNA WALKER.
UH, DO WE HAVE A, A MICROPHONE THAT WE CAN GIVE HIM? JUST STAY RIGHT THERE.
WE'LL BE RIGHT THERE WITH THE MICROPHONE AND YOU'LL HAVE, UH, THREE MINUTES.
UM, I'M JUST ING ABOUT THE, UH, MOBILITY SITUATION.
I'M ON A WALKER AND, UM, BY ME BEING, UH, SEEING SOME SIDEWALKS IN THE NEIGHBORHOOD WHERE I'M AT, ESPECIALLY WHERE I, AROUND HOTELS, WHERE I STAYED, THEY WERE VERY, VERY, VERY, VERY BAD.
I MEAN, I WAS ACTUALLY WITH MY WALKER YESTERDAY COMING FROM A HOTEL AND FELL IN THE MIDDLE OF THE STREETS BECAUSE THE, BECAUSE THE, THE, UM, THE SIDEWALKS ARE REALLY, REALLY BAD.
AND, UM, ACTUALLY, I ALMOST GOT HIT BY A VIA BUS DRIVER.
HE CAME OUT AND PICKED ME UP OUTTA THE MIDDLE OF STREET BECAUSE I WAS TRYING TO GET OVER THE CROSSWALK BECAUSE THE CROSSWALK WAS SO BAD.
SO WE NEED TO, UH, TRY TO FORMULATE A PLAN TO MAKE SURE THOSE AREAS BE CORRECTED SO THAT MY WALK, PEOPLE WITH WALKERS AND WHEELCHAIRS CAN WALK ACROSS THOSE AREAS WITHOUT FALLING DOWN AND ALMOST GETTING HIT.
AND MIND YOU, THAT I DID TALK WITH A PERSON ON PUBLIC WORKS ABOUT THIS.
THEY SAID THEY'RE WILLING TO FIX THE AREA, BUT THEY HAVE TO GET IT APPROVED BY CITY HALL, CITY COUNCIL.
SO THESE AREAS NEED TO BE HAPPENING WITH, UH, MOBILITY SUCH AS, UH, YOUR, YOUR PEOPLE THAT'S, UH, IN WHEELCHAIRS, WALKERS, AND CANES.
THAT REALLY NEEDS TO BE FIXED BECAUSE I COULD HAVE GOT KILLED YESTERDAY BY GETTING HIT ALMOST BY VIA BUS BECAUSE A CROSSWALK WAS DAMAGED.
SO WE NEED TO GET THOSE THINGS FIXED AS SOON AS POSSIBLE.
AND, UH, WITH THAT, LET'S, UH, GO AHEAD AND TAKE
[CONSENT AGENDA ]
A LOOK AT THE CONSENT AGENDA.AND, UM, BEN, DID YOU HAVE ANYTHING TO ADD ON THAT? OKAY.
UM, DOES ANYONE WANNA PULL ANY ITEMS FROM THE CONSENT AGENDA? IF NOT, UM, CAN I GET A MOTION TO APPROVE? APPROVE? OKAY.
UH, ANY DISCUSSION? IF NOT, ALL THOSE IN FAVOR SAY AYE.
ALRIGHT, NEXT WE GET INTO THE,
[Pre-Solicitation High Profile Briefings ]
UH, PRES SOLICITATION HIGH PROFILE ITEMS, AND I'LL UH, TURN THIS OVER TO BEN TO GO OVER THAT, OR TROY, IS THERE ANYTHING THAT, UH, YOU WANNA TALK ABOUT THIS PARTICULAR ONE? UM, THESE ARE, UM, THE ITEMS FOR INDIVIDUAL CONSIDERATION.WE HAVE THREE ITEMS THAT ARE PRES SOLICITATION, HIGH PROFILE BRIEFINGS, UM, AND THEY HAVE INDIVIDUAL PRESENTATIONS BY STAFF.
[00:05:01]
TO BE THE BY PUBLIC WORKS DEPARTMENT, UH, MASTER PLANNING AND ARCHITECTURAL DESIGN SERVICES FOR A NEW ANIMAL CARE SERVICES VETERINARY HOSPITAL.DOES THAT TAKE A, DOES THAT TAKE A MOTION TO, TO APPROVE THAT OR TO MOVE THAT, OR IS THAT JUST A IT'S JUST A BRIEFING.
ANY QUESTIONS ABOUT THAT ONE? IT'S A, THESE ARE INDIVIDUAL ITEMS. THESE ARE INDIVIDUAL ITEMS THAT HAVE STAFF PRESENTATIONS.
CHRISTY CHAPMAN, ASSISTANT DIRECTOR, UM, FOR PUBLIC WORKS.
I'M STANDING IN FOR RAZZIE HOI, THE DIRECTOR, AND TODAY I'M GOING TO BE PROVIDING A PRESENTATION ON ITEM NUMBER 14.
ITEM 14 IS A SOLICITATION FOR A REQUEST FOR QUALIFICATIONS IN R F Q FOR MASTER PLANNING EFFORTS AND DESIGN SERVICES FOR THE NEW ANIMAL CARE VETERINARIAN HOSPITAL, A 2022 BOND PROGRAM PROJECT.
THE ESTIMATED CONTRACT VALUE FOR THE DESIGN AND MASTER PLANNING SERVICES IS 1.25 MILLION.
PROJECT DESIGN IS SCHEDULED TO START THE SPRING OF 2023 AND BE COMPLETE BY JULY, 2024.
AND THEN WE WILL MOVE FORWARD WITH THE CONSTRUCTION PROCUREMENT.
UM, WE'RE INCLUDING THE MASTER PLANNING EFFORT IN THE SOLICITATION, UM, BECAUSE WE FEEL THERE'S VALUE IN LOOKING AT THE ENTIRE A C S CAMPUS, UM, AND REALLY DETERMINING WHERE TO LOCATE THE HOSPITAL UPON A SITE VISIT.
AND DISCUSSING WITH A C S, WE FELT THIS WAS NECESSARY, UM, ALSO BECAUSE THE HOSPITAL REALLY SHOULD BE ADJACENT OR CLOSE TO THE CURRENT CLINIC AND THE LIVESTOCK AREA.
SO THE CONSULTANT WILL LOOK AT THE ENTIRE CAMPUS AND WORK WITH A C S AND PUBLIC WORKS TO DETERMINE THE BEST LOCATION FOR THE HOSPITAL.
THIS SOLICITATION WILL SEEK ARCHITECTURAL DESIGN SERVICES FOR FACILITIES.
THERE ARE 140 VENDORS IN THE C V R, THE CENTRAL VENDOR REGISTRY THAT COULD PROVIDE THESE SERVICES, AND THE SOLICITATION WILL BE ADVERTISED THROUGH THE CITY'S NORMAL METHODS.
THE EVALUATION COMMITTEE MEMBERS INCLUDE DAVID MCCAREY, THE ASSISTANT CITY MANAGER, AND TWO INDIVIDUALS FROM A C SS.
MARILYN GOT BETTER A VETERINARIAN.
AND BETHANY COLONIES, THE CHIEF OPERATIONS OFFICER, ALONG WITH TWO INDIVIDUALS FROM PUBLIC WORKS, OUR CITY ARCHITECT, BYRON SMITH, AND OUR PROJECT MANAGER, SENIOR ARCHITECT MARK BEAVERS.
IT WILL ALSO INCLUDE ALEX MARTINEZ AT DEPUTY DIRECTOR FOR BUILDING AND EQUIPMENT SERVICES, BECAUSE THEY WILL BE TAKING OVER THE MAINTENANCE OF THE FACILITY.
SO THROUGH THIS R R F Q, WE'LL BE SEEKING QUALIFIED FIRMS WITH ARCHITECTURAL EXPERIENCE AND BACKGROUND FOR A TOTAL OF 45 POINTS, AN UNDERSTANDING OF THE PROJECT EXPECTATIONS AND PROPOSED MANAGEMENT PLAN FOR A TOTAL OF 35 POINTS AND EXPERIENCE WITH THE SAN ANTONIO REGION AND PAST PERFORMANCE FOR 20 POINTS.
THE CONSULTANT SELECTED WILL ALSO HAVE TO MEET A 23% MINORITY, SMALL MINORITY WOMEN OWNED BUSINESS SUBCONTRACTING GOAL PER THE SUB GOAL SETTING COMMITTEE.
THE SOLICITATION IS ANTICIPATED TO BE RELEASED AUGUST 30TH NEXT WEEK WITH THE PRE-MEAL CONFERENCE SCHEDULED FOR SEPTEMBER 14TH.
PROPOSALS IN RESPONSE TO THE SOLICITATION ARE DUE OCTOBER 17TH, WHICH IS ROUGHLY A LITTLE OVER SIX WEEKS.
AND WE ANTICIPATE RETURNING TO THE AUDIT AND ACCOUNTABILITY COMMITTEE MEETING IN DECEMBER, MID-DECEMBER WITH COUNCIL CONSIDERATION IN LATE JANUARY.
AND THEN THE DESIGN WILL, UM, PROCEED AFTER THAT.
AND THAT CONCLUDES MY PRESENTATION.
UM, I DON'T HAVE ANY PARTICULAR QUESTIONS ON THAT.
UM, YOU SAID THERE WERE THERE W THERE I I WAS BUSY, BUT SURE.
THE SUB BETA POINTS, WERE THERE ANY SUB BETA POINTS ON THAT? THERE WERE NOT POINTS, UM, BECAUSE THIS IS FOR DESIGN SERVICES, IT'S PROFESSIONAL BASED ON PROFESSIONAL QUALIFICATIONS, BUT THERE ARE SUB VETA SUBCONTRACTING GOALS.
ANY OTHER QUESTIONS ON THIS PARTICULAR ONE? ALRIGHT, GREAT.
UM, THIS ONE IS TO BE MOVED ON TO COUNCIL OR NOT, JUST A BRIEFING.
ALRIGHT, WHICH IS THE NEXT ONE
[00:10:01]
HERE THAT YOU WANT TO TALK ABOUT? UH, THE NEXT ITEM IS ITEM 15.THIS IS A RE BRIEFING, UM, ON THE RELEASE OF A SOLICITATION TO SELECT UP TO TWO ENTITIES TO PROVIDE DOCKLESS VEHICLES SERVICES FOR RESIDENTS.
UM, THIS ONE WILL BE BRIEFED BY JOHN STEVENS.
GOOD MORNING, JOHN STEVENS AND C C D O.
UM, IT'S BEEN THREE YEARS SINCE WE RIGHT SIZED THE DOCKLESS VEHICLE ENVIRONMENT IN SAN ANTONIO AND ENTERED CONTRACTS WITH TWO COMPANIES FOR A THOUSAND VEHICLES EACH CURRENT OPERATORS ARE RAZOR AND BIRD.
UM, THE CONTRACTS EXPIRE JANUARY 12TH OF 23, AND WE'RE LOOKING TO MOVE FORWARD WITH AN R F P, UH, TO SELECT SIMILARLY, TWO ENTITIES TO PROVIDE DACUS VEHICLE SERVICES TO RESIDENTS WITH EACH TO RECEIVE A THOU UP TO A THOUSAND PERMITS.
SO IT IS AN R F P, UH, IT WILL BE A TWO YEAR, UH, CONTRACT TERM WITH A ONE YEAR RENEWAL.
THE ESTIMATED VALUE IS $294,500 ANNUALLY WITH A THREE YEAR TOTAL OF 883,500.
AND THE CURRENT CONTRACT, AS I MENTIONED, EXPIRES, UH, THIS JANUARY.
THE, UM, EVALUATION COMMITTEE WILL INCLUDE LAURIE HOUSTON AS THE ASSISTANT CITY MANAGER.
JOHN JACKS THE DIRECTOR FOR C C D O.
THE PROGRAM IS, UH, MONITORED BY C C D O, UM, MYSELF, CRAIG HOPKINS, OUR IT DIRECTOR, TAMIKA MONVILLE, OUR TRANSPORTATION DIRECTOR STEVE YOUNG, THE VICE PRESIDENT OF TECH AND INNOVATION FOR VIA DAVID HERD, THE C E O OF TECH BLOCK, WHICH HAS BEEN A VERY IMPORTANT PARTNER IN THIS EFFORT.
UH, AND THEN TWO COMMUNITY MEMBERS THAT'LL BE SELECTED FROM AREAS THAT SEE SIGNIFICANT SCOOTER RIDERSHIP AND DEPLOYMENT.
THE EVALUATION CRITERIA, UH, WILL BE 25 POINTS FOR EXPERIENCE, BACKGROUND AND QUAL QUALIFICATIONS.
50 POINTS FOR THE PROPOSED PLAN.
10 POINTS FOR PRICING, 10 POINTS FOR LOCAL PREFERENCE, FIVE POINTS FOR, UH, VETERAN, UH, UH, EXCUSE ME, VETERAN-OWNED SMALL BUSINESS PROGRAM.
UH, WE, THE, UH, SOLICITATION RECEIVED A SUB BETA WAIVER.
THEY REALLY ARE NOT SUBCONTRACTING OPPORTUNITIES IN THIS ENVIRONMENT, AND WE'RE NOT REQUIRING, UM, ANY AUDITED FINANCIALS.
UH, THE, THE IMPORTANCE FOR THIS EVALUATION CRITERIA WAS TO REALLY FOCUS ON THE PROPOSED PLAN, UH, THE, THE METHODS THAT THE OPERATORS WILL ENACT TO, UM, KEEP VEHICLES OFF THE SIDEWALKS TO GEOFENCE, UH, THE TYPE OF VEHICLES TO BE PROPOSED.
UM, THAT'S WHERE THE BULK OF OUR EVALUATION CRITERIA HERE ARE IN THIS, UH, SOLICITATION.
SO OUR SCHEDULE FOR THIS IS THAT ON SEPTEMBER 12TH, WE PLAN TO RELEASE THE R F P.
UM, WE WILL HAVE A PRE-SUBMIT CONFERENCE ON THE 20TH OF SEPTEMBER, AND A DEADLINE FOR QUESTIONS A WEEK LATER.
UM, THE EVALUATION COMMITTEE WILL MEET IN DECEMBER.
WE INTEND TO NEGOTIATE THE CONTRACT IN JANUARY, UH, BRIEF THIS COMMITTEE, UM, AND AT THE JANUARY MEETING, AND THEN BRING THE CONTRACT TO COUNCIL FOR CONSIDERATION ON FEBRUARY 2ND.
SO THE CONTRACT START DATE WILL BE IMMEDIATELY ON FEBRUARY 2ND.
THAT CONCLUDES THE PRESENTATION, AND I'M AVAILABLE FOR ANY QUESTIONS.
UH, IS THIS THE SAME TYPE OF CONTRACT THAT WE WENT OUT FOR LAST TIME? IT IS.
UM, THERE'S A FEW, UH, VARIABLES.
WE ENDED UP CONTRACTING WITH TWO FIRMS AS THE RESULT OF THAT CONTRACT OF THAT R F P.
THE LAST TIME WE ACTUALLY SOUGHT THREE VENDORS AND THEN MOVED FORWARD WITH ONLY TWO.
UM, SO WE ARE NOW, WE BELIEVE WE HAVE THE RIGHT NUMBER OF VEHICLES, AND SO WE'RE GOING TO GO FORWARD WITH THESE, WITH TWO COMPANIES WITH THE CURRENT NUMBER OF PERMITS.
UM, AND HOW MUCH WAS THAT R F P WORTH OR THE PROPOSALS? WHAT DID WE ACTUALLY PAY THOSE VENDORS OR? WE DON'T PAY THE VENDORS.
SO WHAT IS THIS? YOU HAD AN AMOUNT OF MONEY ON ON THAT.
WHAT IS THAT? THAT'S OUR ANTICIPATED REVENUE.
UM, AND SO WE DO HAVE COSTS ASSOCIATED WITH THIS PROGRAM.
WE HAVE A, A SENIOR MANAGEMENT ANALYST, AND THEN TWO, UM, EFFECTIVELY, UH, PARKING ENFORCEMENT OFFICER POSITIONS, THE CORRECT VEHICLES.
UH, SO ANTICIPATED REVENUES ARE INTENDED TO OFFSET CITY COSTS AND, UH, HELP JUST ENCOURAGE AN ORDERLY SCOOTER, SCOOTER ENVIRONMENT.
WHAT DOES THAT 2 94 500 ANNUALLY MEAN? SURE.
SO, UH, CURRENTLY WE RECEIVE 25 CENTS PER RIDE FROM THE VENDORS IN THE MARKET, UM, AS WELL AS A $10 PER VEHICLE PERMIT FEE.
THE, UM, R F P THAT WILL GO OUT WILL REQUEST THE COMPANY'S OUTLINE A PROPOSAL AS FAR AS REVENUE SHARE AND, UH, WHAT THEY'RE GOING TO CONTRIBUTE.
BUT THE 2 94, IS THAT REVENUE OR THAT'S REVENUE COST TO, THAT'S REVENUE.
THAT'S, THAT'S WHAT I WAS WANTING TO MAKE SURE OF.
[00:15:01]
IS THE REVENUE THAT WE'RE EXPECTED TO GET FROM THIS, THIS R F P.NOW, NOW I'M STRAIGHT ON THAT.
UM, AND HOW MANY, UH, I GUESS LOOKING AT THE, UH, PROPOSED TERM, THE TWO YEARS WITH ONE, UH, YOU KNOW, WE, WE, IN ALL OF OUR OTHER SOLICITATIONS, WE'RE TRYING TO MAKE THESE A LITTLE BIT LONGER SO THAT WE DON'T HAVE TO SURE.
WHY AREN'T WE LENGTHENING THIS? UM, I THINK THIS IS AN INDUSTRY THAT'S VERY YOUNG AND OBVIOUSLY THE TECHNOLOGY IS GOING TO BOTH, THE TECHNOLOGY WILL CHANGE RAPIDLY AND THERE'S A LOT OF VENTURE CAPITAL AND VOLATILITY FOR THE COMPANIES THEMSELVES.
UM, AND SO YOU'RE SEEING, UM, A LOT OF CONTRACTION, A LOT OF, UM, COMPANIES MERGING.
YOU'RE GONNA SEE COMPANIES GO OUT OF BUSINESS.
WE'RE GONNA SEE ON THE TECHNOLOGY SIDE ADVANCEMENTS AND THINGS LIKE SIDEWALK, UM, RIDERSHIP, UH, AND PREVENTING IT, UM, THAT IT'S GOING TO BE, YOU KNOW, IT'S GONNA VARY BETWEEN COMPANIES AS TO HOW MUCH R AND D THEY'RE DOING AND WHAT THEY'RE GETTING OUT THERE, UH, IN MARKETS.
AND SO WE WANT TO MAKE SURE THAT THIS TERM IS RELATIVELY SHORT SO THAT BOTH, WE HAVE STRONG OPERATORS HERE, UM, AND THAT WE'RE TAKING ADVANTAGE OF THE TECHNOLOGY THAT IS BEING ROLLED OUT.
SO I I, I THINK THE, IF THERE WAS AN INTEREST IN DOING A LONGER TERM, WE COULD INCREASE THE NUMBER OF RENEWALS THAT WOULD REQUIRE COUNCIL CONSIDERATION, UM, AND MAYBE MAKE IT A TWO YEAR BASE CONTRACT WITH TWO OR THREE ONE YEAR RENEWALS.
UM, BUT I THINK WE WANT TO EVALUATE YEARLY, YOU KNOW, AS AFTER THIS INITIAL TWO YEAR TERM, WHETHER OR NOT WE THINK WE HAVE THE RIGHT VENDORS IN THE MARKET.
WELL, HOW LONG HAVE WE HAD THIS, UH, PRIOR CONTRACT NOW? IT, WE HAD A TWO YEAR CONTRACT WITH THE ONE YEAR RENEWAL.
SO WE'VE HAD THIS THREE YEARS CURRENT FOR THREE YEARS.
I, I, I'D LIKE FOR YOU TO GO BACK, I WOULD LIKE FOR YOU TO GO BACK AND TAKE A LOOK AT THE TERM, BECAUSE AGAIN, YOU GET BETTER VALUE, YOU GET BETTER PRICING, UH, WITH LONGER TERMS. AND I THINK YOU COULD BUILD THAT INTO THE ACTUAL CONTRACT ITSELF ON TECHNOLOGY UPGRADES AND THOSE KIND OF THINGS THAT, UM, YOU KNOW, WOULD SAVE COST, UM, YOU KNOW, WHATEVER, WHATEVER YOU WANT TO, UM, WHATEVER YOU'RE THINKING OF ABOUT TECHNOLOGY UPGRADES.
I MEAN, JUST BECAUSE YOU HAVE A CONTRACT DOESN'T MEAN THAT THEY CAN'T UPGRADE THEIR TECHNOLOGY DURING THAT TERM, UH, TO INCREASE THEIR RIDERSHIP OR INCREASE THEIR PROFITS OR WHATEVER.
SO, UH, CAN Y'ALL TAKE ANOTHER LOOK AT THAT ON, ON THE ACTUAL TERM TO SEE IF THIS IS THE RIGHT CALL ON THAT? AND HAVE WE GOTTEN ANY, UH, COMMENTS FROM INDUSTRY ON THAT, ON WHAT KIND OF LENGTH THAT THEY WOULD LIKE TO SEE? PRETTY TYPICAL TERM.
THIS INDUSTRY, IT'S, IT'S VERY COMMON THAT THESE OPERATORS ARE OPERATING UNDER ONE OR TWO YEAR PERMITS.
SO A A TWO YEAR TERM WITH THE RENEWAL RIGHT, IS ACTUALLY QUITE A BIT OF STABILITY AS COMPARED TO WHAT IS FAIRLY TYPICAL AND, YOU KNOW, NATIONWIDE.
WELL, AGAIN, I, I'M, I'M FOR LONGER TERM CONTRACTS TO GIVE THEM AN OPPORTUNITY TO RECOUP THEIR COSTS AND, UH, PROVIDE A BETTER SERVICE OUT THERE OVER TIME.
SO IF Y'ALL COULD TAKE ANOTHER LOOK AT THAT SURE.
AND GET BACK WITH US ON THAT, THAT'D BE GREAT.
UH, ANY, ANY, UH, COMMENTS? I HAVE A QUESTION.
SO WHO DETERMINES, UM, 'CAUSE I REMEMBER THAT WHEN WE DISCUSSED IT LAST TIME, THAT THERE WAS SO MANY OF THEM OUT THERE, WE WANTED TO REDUCE THE NUMBER AND KIND OF LIMIT THAT.
WHO DOES THAT EVALUATION? IS IT THE CITY OR THE COMPANIES THAT SAY, LIKE, FOR EXAMPLE, WE HAVE 10,000 NOW, DO WE NEED 10,000 OR DO WE WANT 15? EFFECTIVELY IT'S BOTH.
SO THERE, THERE'S THE, AT ONE POINT IN TIME, THE CITY HAD 16,000 PERMITS ISSUED FOR DOCKLESS VEHICLES.
THERE WAS A LOT OF COMMUNITY CONCERN.
WE ALL, COLLECTIVELY THE COUNCIL DECIDED THAT IT WAS FAR TO OVER PROGRAMMED.
UM, AND THERE WAS AN EFFORT TO REDUCE.
WE THEN WENT OUT AND AN R F P, THE COMPANIES HAVE PERMITS TO DEPLOY UP TO A NUMBER OF VEHICLES AND THEY CAN DEPLOY ANY NUMBER THEY WANT UP TO THAT PERMIT CAP.
SO WITHIN THEIR CURRENT CAPACITY, THEY WILL DECIDE, IS IT, YOU KNOW, WHAT'S THE APPROPRIATE MIX IN THE MARKETPLACE? HOW MANY VEHICLES TO DEPLOY? AND THEY DON'T ALWAYS DEPLOY 2000 VEHICLES.
TYPICALLY, WE'RE IN THE BALLPARK OF 1500 VEHICLES IS WHAT THE COMPANIES, UM, ARE DEPLOYING 15 TO 1800.
BUT I GUESS MY QUESTION WAS HOW DO WE THEN DETERMINE, LIKE RIGHT NOW, IF WE HAVE, IF WE LIMIT THEM EACH TO 2000, IS THAT SUFFICIENT? IS THAT NOT? AND WHO DOES REALLY, MY QUESTION IS WHO DETERMINES WHAT'S SUFFICIENT? IT'S A STAFF RECOMMENDATION.
UM, WE HAVE SEEN THROUGH, EFFECTIVELY THROUGH TRIAL AND ERROR IN DIFFERENT NUMBERS OF VEHICLES IN THE MARKET THAT WE BELIEVE THIS 2000 VEHICLES IS A WAY TO END UP WITH AN ORDERLY,
[00:20:01]
UM, NUMBER OF VEHICLES THAT IS STILL, YOU KNOW, WITHOUT SIGNIFICANT ISSU AND CONCERN FROM RESIDENTS, THAT IS STILL SERVING THE PURPOSE OF OFFERING A LAST MILE TRANSPORTATION OPTION.SO IT'S A STAFF RECOMMENDATION.
ANYBODY ELSE? ANY OTHER QUESTIONS, COMMENTS? YES.
HE LAST, YOU KNOW, YOU GET OFF THE BUS AND THEN YOU'RE, YOU'RE ABLE TO TAKE IT HOME, RIGHT? UH, OR YOU CAN TAKE IT FROM YOUR OFFICE OR YOUR WORK STOP.
UM, IS THERE, DOES ANYBODY IN THE ROOM HAVE ANY EVIDENCE THAT THAT'S HOW THESE THINGS ARE BEING USED? YOU KNOW, THE, THE REALITY IS WITH 2000 VEHICLES, THERE'S NOT GOING TO BE A CITYWIDE DEPLOYMENT AROUND BUS STOPS, BUS STOPS.
UH, AND WE, LIKE, WE UNDERSTAND AND ACKNOWLEDGE THAT THE REALITY IS THE CONCENTRATION OF VEHICLES IS GOING TO BE DOWNTOWN.
IT'S GOING TO SERVE A, A PERSON GOING POTENTIALLY FROM AN OFFICE BUILDING OR A PARKING GARAGE TO AN AN END LOCATION.
IT'S GONNA BE USED BY VISITORS THAT ARE GOING FROM A HOTEL TO LOCATION.
UM, I, I THINK THE REALITY IS WE KNOW THIS WILL NOT BE A CITYWIDE LAST MILE, UH, THE CITYWIDE LAST MILE ANSWER, RIGHT? SO, SO I, I MEAN, WORDS MATTER, RIGHT? AND SO I THINK, I THINK IT'S, UH, AND, AND I'M NOT SAYING YOU'RE MISLEADING PEOPLE, BUT I THINK THAT WHEN THIS MICRO MOBILITY COMPANIES USE THE WORDS LAST MILE, THEY KNOW THAT THEY'RE NOT.
UM, AND SO, UM, THAT'S NUMBER ONE.
UM, AND, AND I'D HESITATE, I, I'D ASK THAT Y'ALL RETHINK WHETHER OR NOT YOU GUYS WANT TO KEEP REPEATING THE WORDS LAST MILE WHEN TALKING ABOUT THESE, THESE SCOOTERS.
UM, THE SECOND THING IS, UM, I DON'T WORK FOR THE SCOOTER COMPANIES.
AND SO, UM, I DON'T REALLY CARE WHETHER OR NOT THEY'RE DOING WELL.
UM, I HAVE YET TO HEAR A CONSTITUENT OF MINE EVER SAY, I'M SO GLAD I HAVE ACCESS TO SCOOTERS.
THEY ADD NO VALUE, UH, TO, TO US.
MAYBE THEY ADD VALUE TO TOURISTS, BUT, YOU KNOW, LAST TIME I CHECKED WITH OR WITHOUT SCOOTERS, UM, WE'RE STILL PROBABLY GONNA GET NORTH OF 40 MILLION VISITORS TO GO TO TOWN ANYWAY.
UM, LAST TIME I CHECKED ALSO, THESE SCOOTERS HAVE A LIFE CYCLE OF ABOUT ONE YEAR TO TWO YEARS MAX, AND THEY DON'T GET RECYCLED.
UM, AND SO I'M SEEING THAT AS THERE'S ABSOLUTELY ZERO VALUE, UH, THAT I CAN IDENTIFY EXCEPT FOR, YOU KNOW, HAVING FUN OR, YOU KNOW, UH, AROUND UP AND DOWN ST.
MARY'S STREET OR, UH, YOU KNOW, FOR TOURISTS.
I QUITE HONESTLY DON'T CARE ABOUT THIS.
ANY OTHER COMMENTS? COUNCILMAN MCKEE RODRIGUEZ? THANK YOU.
UM, THAT DID JUST BRING UP A GOOD POINT.
I AM, IS THIS, UH, ACCURATE THAT THEY ONLY HAVE A, A LIFE ABOUT ONE YEAR AND THAT THEY DO JUST GET THROWN AWAY? WHETHER THEY JUST GET THROWN AWAY OR RECYCLED IN DIFFERENT WAYS IS A DEBATABLE ISSUE.
LIKE IT'S GOING TO DEPEND IN MARKETS BY COMPANY.
YOU KNOW, THE, THE LIFESPAN DOES VARY BY COMPANY, BUT I WOULD SAY ONE YEAR IS, IS PROBABLY, UM, ON THE HIGHER END OF THE LIFESPAN OF A DACUS VEHICLE.
UM, IS THERE, IT'S BEEN A HUGE CHALLENGE FOR THE COMPANIES AS THIS INDUSTRY HAS, YOU KNOW, DEVELOPED, IS HOW CAN THEY KEEP VEHICLES ON THE STREET FOR A LONGER PERIOD OF TIME? I ALSO HAVE A BIG PROBLEM WITH THE THROWING AWAY PART OF IT.
YOU KNOW, THE, WE'RE IN A CLIMATE EMERGENCY RIGHT NOW, AND I'M WONDER, OR A CLIMATE CRISIS, I WOULD SAY.
AND I'M WONDERING, IS THERE ANY WAY WE CAN BAKE IN SOME SORT OF REQUIREMENT THAT THAT'S NOT WHAT HAPPENS? YES.
I, I, THAT'S A GOOD, IT'S A GREAT SUGGESTION.
WITHIN OUR PROPOSED PLAN, UH, WE CAN HAVE A, A RETIREMENT AND RECYCLING REQUIREMENT, OR AT LEAST A, A OUTLINE FOR A PLAN, UH, FOR HOW THE COMPANIES WILL DO IT IN CONTRACT TO IT.
THEN I JUST WANNA MAKE SURE THAT WITHIN THAT WE SET OUR, WE SET VERY CLEAR STANDARDS.
AND IT'S NOT JUST, OH, WE WANNA KNOW WHAT YOUR PLAN IS.
TO IDENTIFY WHAT WE WANT TO HAPPEN AND THEN ADDRESS THAT.
I THINK THAT'S MY ONLY QUESTION, AND THANK YOU.
UH, ANY OTHER QUESTIONS, COMMENTS? OH, COUNCILMAN PLIE? YEAH, JUST, JUST, JUST ONE MORE THING.
UH, CAN, CAN SOMEBODY IN THE ROOM, 'CAUSE I'M, I'M, I'M, MY WIFE WILL TELL YOU, AND MY KIDS WILL TELL YOU THAT WE HAVE YET TO PLUMB THE DEPTH OF MY IGNORANCE.
AND SO, UH, CAN SOMEBODY PLEASE TELL ME, UM, WHAT THE VALUE IS OF HAVING THESE THINGS ON OUR STREETS? 'CAUSE I, TO THE SAN ANTONIO CITIZENRY, BECAUSE WE'VE ALSO, IN THE PAST WHEN WE HAD THIS DEBATE AT THE FRONT END, THERE WAS THIS ASSUMPTION THAT WE WERE MAKING THAT FROM AN EQUITY POINT OF VIEW, THAT THIS WAS GONNA SERVE THOSE PEOPLE, UM, WHO WANTED TO HAVE ALTERNATIVE, UH, ALTERNATIVES TO CARS.
AND PARTICULARLY A BIG DEAL WAS MADE ABOUT, YOU KNOW, GETTING FOLKS, UM, YOU KNOW, ON THE EAST, NEAR EAST NEAR WEST, NEAR SOUTH SIDE IN THESE VEHICLES SO THAT THEY, UH, BECAUSE IT WAS CHEAPER THAN DRIVING YOUR CAR BECAUSE OF GASOLINE PRICES AND THAT IT WAS GONNA BE PEOPLE IN POOR NEIGHBORHOODS WHO WERE GONNA BENEFIT THE
[00:25:01]
MOST.AND SO, DOES ANYBODY HAVE ANY DATA AS TO WHETHER OR NOT, UM, THE, UH, UM, YOU KNOW, THIS, THIS IS ACTUALLY ADDING VALUE TO THOSE PEOPLE? AND, AND, AND I'LL STOP THERE.
IF YOU GUYS DON'T HAVE ANY DATA, THEN, THEN I, I THINK IT'S TIME TO GO BACK AND REANALYZE THIS THING.
BUT DO YOU, SO AS FAR AS DEMOGRAPHIC USER DATA, WE WILL NOT HAVE DEMOGRAPHIC USER DATA.
UM, THERE'S JUST NO, WE, WE DO NOT HAVE ACCESS TO THAT INFORMATION.
UH, YOU KNOW, WHAT I CAN SHARE IS THAT OVER THE LAST 12 MONTHS, THERE'S BEEN ABOUT 900,000 RIDES.
THERE'S CLEARLY A DEMAND FOR THE PRODUCT.
UM, YOU KNOW, AND ULTIMATELY I THINK OUR FOCUS IS ENSURING THAT THERE IS AN ORDERLY ENVIRONMENT.
WE HEAR INTEREST FROM RESIDENTS.
WE HAVE DONE PUBLIC SURVEYS IN THE PAST WHERE THERE WAS A HIGH DEGREE OF INTEREST IN, YOU KNOW, IN SUPPORTING THIS FORM OF MOBILITY.
UM, AND SO I THINK THERE IS A, THERE IS A DEMAND FOR THE PRODUCT.
SO CHAIR, THIS ITEM ISN'T A, UM, ACTION ITEM.
THIS IS A PRES SOLICITATION BRIEFING.
SO WHAT WE PLAN TO DO IS GO OUT WITH THE R F P AND THEN WE WOULD BRING IT BACK TO THE COMMITTEE FOR Y'ALL'S CONSIDERATION.
NOW, WE DID GET INPUT TODAY ABOUT ASKING IN THE PROPOSED PLAN, OR INCLUDING SOME REQUIREMENTS AROUND RECYCLING OF THE VEHICLES AND THOSE KINDS OF THINGS.
BUT, UM, AT THIS POINT IT'S, IT'S NOT AN ACTION ITEM.
WE'RE, UH, SEEKING THE COMMITTEE'S INPUT ON THE SOLICITATION.
AND THEN ONCE THAT'S COMPLETED, WE WOULD BRING IT BACK TO THE COMMITTEE.
THANK FOR, THANK YOU FOR POINTING, FOR, POINTING THAT OUT.
OH, COUNCILMAN MCKEE RODRIGUEZ.
I GUESS I'M WONDERING IF, IF IT IS POSSIBLE TO COLLECT DEMOGRAPHIC DATA OR AT LEAST, UH, LIKE, LOOK WHERE THE WRITERS ARE COMING FROM, IF THEY'RE LOCAL OR IF THEY'RE TOURISTS.
IS THERE A WAY? 'CAUSE I'M REALLY THE ONLY WAY TO DO THAT AND THE COMPANIES HAVE HELPED US WITH THIS IN THE PAST.
AND, AND WE WILL DO THIS, UH, PRIOR TO THE END OF THE CURRENT CONTRACT TERMS. AND BEFORE WE COME BACK TO COUNCILS THAT WE CAN BRIEF YOU WITH THAT INFORMATION IS THEY CAN SURVEY THEIR USERS AND, YOU KNOW, IT'S NOT A, THEY CAN GO TO ALL OF THEIR ACCOUNTS AND, AND PUSH SURVEYS, UH, AND ENCOURAGE PEOPLE TO RESPOND WITH WHAT IS THEIR LOCATION, YOU KNOW, VOLUNTARILY, UH, SHARING DEMOGRAPHIC DATA.
UM, THERE IS, UM, THERE ARE LIMITATIONS ON THE USE OF CREDIT CARD DATA, UM, AND WHAT THEY CAN SHARE RELATED TO THAT.
UM, AND THERE'S JUST IT THERE.
IT'S DIFFICULT TO FIND ANOTHER WAY TO GATHER THAT INFORMATION.
BUT WE WILL GO OUT AND WE'LL ASK THE, THE CURRENT OPERATORS TO PROVIDE SURVEYS TO THEIR, UH, USERS, AND WE'LL REPORT THAT WHEN WE COME BACK.
UM, I IMAGINE THAT EVERY VEHICLE HAS SOME SORT OF IDENTIFICATION NUMBER OR TAG ON IT, AND I IMAGINE THAT THEY ARE BEING PICKED UP AND MOVED AROUND, UH, BY THE MAN, NOT THE MANUFACTURER, BY THE COMPANY.
UM, OR SOMEONE THERE WHERE A VEHICLE IS BEING DROPPED OFF OR WHERE IT BEING PICKED UP BY A RIDER AND THEN WHERE IT IS ENDING UP.
AND SO I'M WONDERING, IT JUST DOESN'T, IT DOESN'T SEEM SMART THAT THEY WOULDN'T HAVE SOME WAY TO COLLECT DATA, AT LEAST IN TERMS OF WHERE IT'S MOST USED.
WE CAN COME BACK AND SHARE WITH YOU POSTS, SOLICITATION START POINTS AND END POINTS OF TRIPS AND RIDES.
UM, THIS WAS FOCUSED ON THE SOLICITATION AND WHAT WE PLAN TO GO OUT AND DO WHEN WE COME BACK.
CERTAINLY, YOU KNOW, BEFORE PRESENTING TO COUNSEL, BRIEF COUNSEL ON THE ACTUAL RIDERSHIP, HOW THESE VEHICLES ARE BEING USED TODAY, THE NUMBER OF, YOU KNOW, OF VEHICLES THAT ARE BEING DEPLOYED WHERE, UM, AND WE CAN PROVIDE THAT INFORMATION.
UH, AGAIN, THIS IS ONLY FOR BRIEFING AT THIS POINT, BUT, UH, AND, AND WE HAVE TO REMEMBER WHAT OUR, OUR ROLE IS HERE IS TO EVALUATE THE PROCESS AND MAKING SURE THAT WE'RE THE PROCESS IS CORRECT, ALTHOUGH I DO APPRECIATE THOSE COMMENTS.
'CAUSE I, I THINK IT'S IMPORTANT THAT, UH, UH, Y'ALL ALSO, UH, HEAR WHAT OUR COMMENTS ARE NOW, SO THAT IF WE COULD MAKE ADJUSTMENTS TO THE R F P, UH, THAT WE MAKE THOSE ADJUSTMENTS BEFORE IT GOES OUT TO, TO THE PUBLIC.
SO YES, I AGREE THIS, WE'RE SUPPOSED TO BE LOOKING AT PROCESS, BUT I THINK CONTENT ON INPUT TO THE ACTUAL RFPS IS IMPORTANT AS WELL.
ALRIGHT, WHAT'S THE NEXT ONE HERE? UH, THIS NEXT ITEM IS ACTUALLY THE LAST ITEM ON THE PRES SOLICITATION, UM, AGENDA FOR INDIVIDUAL CONSIDERATION.
IT'S GONNA BE A BRIEFING FOR THE RELEASE OF A SOLICITATION FOR FUNDING AGREEMENTS FOR KNOWN, UH, INTERNET SERVICE PROVIDERS OR OTHER FIRMS TO DESIGN, BUILD OUT, PROVIDE BROADBAND INFRASTRUCTURE, SERVICE, AND UNDERSERVED COMMUNITIES.
[00:30:01]
IS HERE TODAY TO BRIEF US ON THIS ITEM.UM, SO I'LL SKIP TO THIS NEXT SLIDE.
SO, UH, AS TROY MENTIONED, UH, THIS IS, UH, SOLICITATION, UM, FOR, UH, DIGITAL CONNECTIVITY UNDERSERVED AREAS, ABOUT 26 CENSUS TRACKS WITHIN THE CITY.
AND THEN, UH, 11 WITHIN A COUNTY.
SO THIS IS A PARTNERED, UH, R F P WITH THE COUNTY.
UM, SO THIS IS REALLY ABOUT US GETTING TO GENERAL RESIDENTS.
UM, YOU MAY REMEMBER THAT WE, UH, DID OUR CONNECTED BEYOND THE CLASSROOM PROJECT AT THE BEGINNING OF THE PANDEMIC CON CONNECTING, UH, UH, STUDENTS TO THE INTERNET, UH, TO THEIR SCHOOLS NETWORK.
UH, THIS WAS REALLY IN RESPONSE TO DEMAND TO DO MORE FOR OUR GENERAL RESIDENTS ACROSS THE CITY AND COUNTY.
UH, SO WE'LL BE RE WE'VE RELEASED THIS R F P ON JULY 6TH.
UH, WE'LL BE CLOSING OCTOBER 5TH.
UH, THE, YOU'LL SEE THE ESTIMATED VALUES THERE FOR THE 6.9 MILLION THAT IS SAVINGS FROM THE ORIGINAL MOUNT ALLOCATED TO DIGITAL INCLUSION DURING THE PANDEMIC.
UH, SO WE DID HAVE A SAVINGS COMING BACK FROM CONNECTED BEYOND THE CLASSROOM PROJECT, WHICH IS WHAT WE'RE UTILIZING HERE.
COUNTY JUST, UH, LAST WEEK OR THE WEEK BEFORE, APPROVED $25 MILLION TO, UH, COMMIT TO THIS EFFORT AS WELL FOR THEIR 11 COUNTY CENSUS TRACKS.
UH, AS FAR AS OUTREACH, UH, WE HAVE HIT 68, UH, ON THE C V R.
UH, WE'VE ALSO DONE SOME TARGETED OUTREACH TO THREE THREE I S P, UM, VENDORS.
UH, AND THEN OF COURSE WE'LL GO THROUGH THE TRADITIONAL ADVERTISING CHANNELS AS WELL.
UM, YOU'LL SEE THE EVALUATION VOTING MEMBERS THERE.
UM, YOU SEE CITY OF SAN ANTONIO PARTNERS, UH, UH, JOHN PATER, CRAIG HOPKINS FROM OUR I T S D, UM, JOHN RODRIGUEZ FROM I T S D AS WELL.
AND THEN WE HAVE PUBLIC LIBRARY.
PUBLIC LIBRARY HAS DONE A LOT OF WORK IN DIGITAL INCLUSION OVER SEVERAL YEARS.
UM, SO DEFINITELY WANT THEM INVOLVED IN THIS CONVERSATION.
AND THEN OF COURSE, YOU SEE OUR TWO BEAR COUNTY REPRESE REPRESENTATIVES THERE, BECAUSE AGAIN, THIS IS A PARTNER, R F P WITH THE COUNTY.
AND THEN LAST BUT NOT LEAST IS, UH, WE HAVE TWO COMMUNITY RESIDENT, UH, MEMBERS OF THIS COMMITTEE.
UH, MARINA GTO, THE EXECUTIVE DIRECTOR OF, UM, SA DIGITAL CONNECTS, AND THEN DA QUAR, WHO HAS BEEN A VERY LONG ADVOCATE FOR DIGITAL INCLUSION WITHIN SAN ANTONIO AND BARAR COUNTY.
AS FAR AS SOLICITATION REQUIREMENTS, UH, EXPERIENCED BACKGROUND QUALIFICATIONS, 30 POINTS, PROPOSED PLAN 50 POINTS, AND THEN PRICING 20 POINTS.
AND I, I WANT TO KIND OF POINT TO THAT PROPOSED PLAN IN PRICING.
UH, AS WE HAD CONVERSATION WITH THE ISPS AND TELECOM VENDORS, UH, OVER THE PAST COUPLE, TWO OR THREE YEARS, UM, THEY HAVE BEEN WILLING TO EXECUTE AND IDENTIFY HOW THEY CAN SOLVE THIS PROBLEM THAT WE ALL ACKNOWLEDGE AND HAVE SUFFERED FROM THIS PROBLEM.
UM, WE WANT THEM TO DRAW OUT HOW EXACTLY THEY WOULD, UH, PROVIDE THAT SOLUTION WITHIN THOSE CENSUS TRACKS IN OUR MOST UNDERSERVED AND UNSERVED COMMUNITY, UH, AREAS.
UH, AND THEN OF COURSE, WE WOULD LIKE TO KNOW WHAT THAT PRICING LOOKS LIKE.
SO WE WILL LEVERAGE THAT 6.9 MILLION, UH, WITH THE ISPS IF THEY CHOOSE TO INVEST AND LEVERAGE THOSE DOLLARS.
BUT ALSO WE'LL LEVERAGE THESE FOR ITEMS LIKE THE BEAD GRANT FROM A FEDERAL LEVEL, AS WELL AS ANY STATE GRANTS THAT MAY COME ALONG FROM THE BROADBAND DEVELOPMENT OFFICE.
UH, AS FAR AS ADDITIONAL REQUIREMENTS, UH, AGAIN, THIS IS A JOINT, UH, R F P, UH, AND WE'D BE USING THIS FOR FEDERAL, UH, APPLICATION.
SO SOME OF THESE ARE NOT REQUIRED NOW, APPLICABLE AND HAVE BEEN WAIVED DUE TO THAT REASONING.
AS FAR AS SOLICITATION TIMELINE, AGAIN, WE RELEASED THIS ON JULY 6TH.
WE HAD PRE-SUBMIT CONFERENCE ON JULY 18TH, AND THEN THE BRIEFING AUGUST 26TH.
UH, WE WILL BE CLOSING ON OCTOBER 5TH.
UH, AND THEN EVALUATION WILL BE COMPLETE BY DECEMBER 5TH.
WE'LL BE MOVING VERY RAPIDLY AFTER THAT.
AND THEN, UM, COME TO CITY COUNCIL, UH, JANUARY 19TH.
AND THAT IS THE END OF MY BRIEFING.
BRIAN, THANK YOU VERY MUCH FOR THAT.
UM, AND THANK YOU FOR COMING INTO MY OFFICE TO EXPLAIN THIS.
THIS IS A, FOR EVERYBODY'S INFORMATION.
THIS IS A VERY, UH, COMPLICATED TYPE OF SOLICITATION AND I REALLY APPRECIATE, UH, THE EXTRA TIME THAT Y'ALL HAVE PUT ON THIS CONTRACT TO GIVE THE PROVIDERS AN OPPORTUNITY TO DO A GOOD JOB IN PUTTING A PROPOSAL TOGETHER AND, UH, MEETING OUR REQUIREMENTS.
UM, WE DISCUSSED A LITTLE BIT ABOUT, UH, WHAT Y'ALL HAVE DONE WITH THAT INITIAL TRANCHE OF MONEY FROM THE CARESS ACT.
THAT'S ALL BEEN COMPLETED, RIGHT? YES, SIR.
AND SO THIS IS THE LEFTOVER MONEY THAT WAS FROM THAT CONTRACT MINUS A LITTLE BIT, THAT WENT TO ANOTHER DIRECTION, CORRECT? IT WAS ALLOCATED TO SOCIAL SERVICES? YES, SIR.
AND, UM, THEN THE ADDITIONAL MONEY FROM THE COUNTY, UM, AND I SAW THE, I SAW THE, UH, THE, UH, EVALUATORS FROM THE COUNTY ON THAT LIST, BUT HOW ARE THEY GONNA BE INVOLVED IN THE PROCESS OF THE ACTUAL, UM, INSTALLATION AND THE, THE PROCUREMENT AND THE CONSTRUCTION OF THIS? RIGHT.
SO THE CITY AND COUNTY HAVE BOTH AGREED THAT WE WILL NOT BE INTENDING TO OWN OR OPERATE THIS NETWORK.
UH, THIS IS TO INVEST IN VENDORS THAT COME IN THAT PROPOSE SOLUTIONS
[00:35:01]
TO BUILD OUT THE NETWORK IN THE AREAS THAT WE'VE IDENTIFIED WITHIN THOSE 25 CENSUS CITY CENSUS TRACKS, EXCUSE ME, 26 AND 11 COUNTY TRACKS.AND WITH THE, BUT THE ACTUAL EXECUTION OF THAT IS SOMEBODY FROM THE CITY AND COUNTY GONNA BE MONITORING THAT? ABSOLUTELY, YES, SIR.
AND Q A Q C TYPE OF, UH, ACTIVITIES? YES, SIR.
AND WE'VE SET REQUIREMENTS WITHIN THE R F P TO DO SUCH.
AND SO WHO, WHO'S GONNA BE THE LEAD ON THAT? IS IT THE CITY OR THE COUNTY ON THE, ON THE OVERSIGHT? SO WE, WE HAVE JOINT WORK WITH THE COUNTY, UH, BUT FROM OUR END IT WILL BE OUR IT DIRECTOR CRAIG HOPKINS.
AND FROM THEIR END, IT'LL BE MARK GAER, THEIR IT DIRECTOR.
ANYBODY HAVE ANY QUESTIONS ON THIS? YES, SIR.
AND THANK YOU, UH, BRIAN FOR THE PRESENTATION.
UM, SO I SEE THERE'S 25 CITY LOCATIONS.
DO WE, UM, KNOW WHERE THOSE ARE? I HAVE A MAP, ABSOLUTELY.
WE DO HAVE THAT MAPPED OUT, SO I CAN PROVIDE THAT TO YOU.
UM, ONE OF MY BIGGEST CONCERNS, OR THE REASON I ASK IS 'CAUSE I HAVE CONSTITUENTS ON, UM, I'LL USE FOSTER ROAD AS AN EXAMPLE.
COULD YOU SPEAK UP A LITTLE BIT LOUDER IN YOUR MICROPHONE? YES, I CAN SPEAK JUST LIKE THIS.
UM, THE REASON I, THE REASON I ASK IS BECAUSE I HAVE CONSTITUENTS ON FOSTER ROAD, FOR EXAMPLE, WHO HAVE NO INTERNET SERVICE PROVIDERS.
AND SO I WANNA MAKE SURE THAT, UM, THIS IS AN OPPORTUNITY TO, UM, CONNECT ALL DISTRICT TWO RESIDENTS.
SO WHILE I AM CONCERNED OF THE WHOLE CITY, I WANT TO, WE DO HAVE DISTRICT TWO, UH, CENSUS TRACKS IN THAT, IN THAT LIST.
INDEED, CAN YOU SEND OUT A COPY OF THE MAP TO EVERYBODY FOR SURE WILL DO.
NOTED SO THAT EVERYBODY KNOWS WHERE WE'RE TARGETING, AND NOT JUST TO THESE COMMITTEE MEMBERS, BUT TO ALL THE COUNCIL.
BECAUSE THIS IS IMPORTANT INDEED.
UM, ANYTHING ELSE? AGAIN, UH, THIS IS JUST A BRIEFING.
SO, UH, THIS, AND WE'VE GOT THE TIMELINES.
UH, I THINK THIS IS, THIS IS GOOD TO GO.
ALRIGHT, BEN, WHERE ARE WE GOING TO NEXT HERE?
[Post-Solicitation High Profile Briefings ]
UH, CHAIR, THESE NEXT TWO ITEMS ARE GONNA BE POST SOLICITATION ITEMS. UM, THESE BOTH WILL REQUIRE ACTION ITEMS AND WE'RE TAG TEAMING.AND, UM, ITEM 17 IS, UM, GONNA BE THE APPROVAL TO PROCEED WITH SCHEDULING OF THREE CONTRACTS FOR CITY COUNCIL CONSIDERATION.
PROVIDE THE ANIMAL CARE SERVICES DEPARTMENT WITH COMMUNITY SPAY AND NEUTER SURGERIES.
TOTAL ESTIMATED VALUE OF 5.9 MILLION FOR THREE YEARS WITH TWO YEAR OPTION TWO ONE, YOUR OPTIONS.
AND SHANNON SIMS IS HERE TODAY TO BRIEF THE COMMITTEE AND FOR THE VIEWING PUBLIC.
YOU KNOW, BEN IS INTERCHANGEABLE BETWEEN TROY, YOU KNOW, SO.
SHANNON, THANK, THANK YOU FOR BEING HERE TODAY.
UH, SO THIS SOLICITATION, THIS IS THE POST SOLICITATION BRIEFING FOR THE COMMUNITY SPAY NEUTER SERVICES.
THESE ARE THE FREE SPAY NEUTER SERVICES THAT ARE CITY FUNDED, UH, TARGETING, UH, YOU KNOW, TARGETING EQUITY AND THE UNDERSERVED CITIZENS OF SAN ANTONIO.
UH, DURING THE SOLICITATION INTERVIEW, UH, BASICALLY OUR OVERVIEW RATHER, UH, WE SOLICITED PROPOSALS FROM MULTIPLE QUALIFIED ORGANIZATIONS TO INCLUDE VETERINARIANS, UH, TO PROVIDE THESE COMMUNITY SURGERIES.
BEGINNING IN 2023, UH, WE SOUGHT, SOUGHT OUT MULTIPLE ORGANIZATIONS THAT CAN, UH, THAT CAN FULFILL THIS TYPE OF A, UH, YOU KNOW, TYPE OF A BUSINESS MODEL, UH, TO PROVIDE 12,500 FREE SURGERIES TO THE UNDERSERVED CITIZENS OF, OF SAN ANTONIO.
THESE SURGERIES WILL BE PERFORMED, UH, ACTUALLY AT THE LOCATION OF THE INDIVIDUAL'S BUSINESS, UH, WOULD NOT BE AT A C S OR AN A C S, UH, FACILITY.
TOTAL VALUE, UH, 5.9 MILLION OVER THE, UH, OVER THE COURSE OF THE, OF THE CONTRACT WITH 1.18 MILLION, UH, ANNUALLY GOING INTO THAT, WE HAD THREE VENDORS, UH, THAT HAD APPLIED FOR IT AND WERE EVALUATED.
ALL THREE OF THESE VENDORS WERE FOUND TO BE, UH, MEETING THE QUALIFICATIONS OF THE, UH, R F P.
UH, THE S BETA PROGRAM WAS WAIVED BECAUSE OF THE, THE VERY SPECIFIC NATURE OF THE SERVICES PROVIDED IN THE DUE DILIGENCE SECTION.
UH, WE REACHED OUT TO 34, UH, VENDORS WITHIN THE CITY OF SAN ANTONIO.
UH, THREE OF THOSE, UH, ACTUALLY DID, WERE WERE AT THE PRE-SUBMIT CONFERENCE, AND, UH, UH, WE RECEIVED THREE OF THE APPLICATIONS TO MOVE FORWARD, UH, DURING THE DUE DILIGENCE, NO MATERIAL FINDINGS WERE, WERE DISCOVERED, SUBJECT TO ANY QUESTIONS THAT, UH, THAT CONCLUDES MY BRIEF.
UM, CAN YOU GO BACK ONE SLIDE HERE? YES, SIR.
SO YOUR RECOMMENDATION IS FOR ALL THREE? YES.
IT IS NOT AN EXCLUSIVE CONTRACT.
OUR INTENT IS TO EXPAND, UH, UH, OBVIOUSLY AS WE'VE TALKED ABOUT, EXPANDING SPAY NEUTER, GETTING, THIS IS ONE OF THOSE CONTRACTS WHERE THE MOST NUMBER FROM SMALL PRIVATE CLINICS
[00:40:01]
TO LARGE VENDORS, UH, WOULD BE ABLE TO GET INVOLVED.AND THE R F P SAID THAT WE WILL BE, WE'RE GONNA BE, UH, SELECTING THREE, OR DID WE SPEC WE SELECTED ALL THREE OF THE VENDORS THAT DID.
WELL, THAT DID APPLY THE R F P THAT WENT OUT.
DID IT SPECIFY THAT WE'RE GONNA SELECT THREE? NO, SIR.
SO IF WE WOULD'VE HAD FIVE PROPOSERS, WE WE WOULD'VE HAD THE OPPORTUNITY TO SELECT ALL FIVE.
SO THESE WERE THE ONLY THREE PROPOSALS THAT WE GOT FOR THIS SPECIFIC ONE? YES, SIR.
AND THE, THE POINTS, UH, YOU KNOW, REALLY HATE TO SEE TIES ON THESE THINGS, UM, WAS, UM, BUT ALL THREE OF 'EM ARE BEING AWARDED, SO IT REALLY DOESN'T MATTER AT THIS POINT.
AND, UH, THE, I DON'T HAVE ANY OTHER QUESTIONS AT THIS POINT.
DOES ANYBODY ELSE HAVE ANY QUESTIONS? YES, SIR.
UM, SO I GUESS, UH, FOR CLARIFICATION, THIS IS THE, THESE ARE THE SUR THE, UM, SPAY NEUTER SURGERIES THAT, UH, MEMBERS OF THE COMMUNITY CAN GO TO FOR FREE IF THEY'RE IN CERTAIN ZIP CODES? YES, SIR.
I WAS SO DEVASTATED WHEN MY ZIP CODE WAS REMOVED FROM THAT LIST.
UM, SO I'M WONDERING, IS THERE A CHANGE IN THE NUMBER OF SURGERIES THAT WE'LL BE ABLE TO PROVIDE FROM THE PAST PREVIOUS, LIKE FROM PREVIOUS YEARS TO NOW? SO THE, IN WHAT WE HAD TO DO, UH, EARLIER THIS YEAR, UH, ACTUALLY AT THE END OF F Y 21, WE HAD TO MAKE A, I, I DON'T KNOW IF YOU RECALL, WE HAD TO MAKE A FAIRLY SIGNIFICANT CHANGE IN OUR MARKET RATE, MUCH LIKE WE'VE HAD TO ADJUST OUR EMPLOYEES SALARIES.
UH, THAT MOVED THIS CONTRACT VALUE FROM ABOUT 900,000 TO ONE POINT, RIGHT UNDER 1.2 MILLION.
UH, AND THAT WAS TO BE ABLE TO CONTINUE TO FACILITATE THE 12,500 SURGERIES AND KEEP THESE VENDORS COMING TO THE TABLE TO MEET MARKET RATES.
I WAS REALLY HOPING THAT THERE WAS GONNA BE A GROW IN THE, IN THE NUMBER THERE.
SO RIGHT NOW, COUNCILMAN, JUST SO YOU ARE AWARE, UH, WE DO, WE DO HAVE MULTIPLE VENDORS RIGHT NOW THAT ARE INTERESTED IN SOMETHING, A LITTLE OUT OF THE SCOPE OF THIS THAT WE BELIEVE WILL BE ABLE TO REACH OUT VIA R F I AND GET THEIR BUSINESS MODEL INCLUDED IN THIS, SO THAT WE'LL BE ABLE TO EXPAND THOSE, UH, EXPAND THOSE SURGERIES MOVING FORWARD.
AND I'M WONDERING, UM, THE VENDORS WHO ARE BEING SELECTED, DO THEY EACH HAVE MULTIPLE SITES OR LOCATIONS AROUND THE CITY? UM, OR DO THEY HAVE MOBILE UNITS OR ANYTHING LIKE THAT? THE, THE MOBILE IS KIND OF THAT, THAT OUTSIDE OF THE SCOPE OF THIS OKAY.
THAT WE'RE TRYING TO GET IN THE RFIS CURRENTLY, UH, EACH VENDOR HAS, UH, AT LEAST ONE LOCATION.
UH, ONE OF THEM IS CURRENTLY OPERATING OUTTA TWO LOCATIONS.
UM, WOULD YOU BE ABLE TO SAY IF ANY OF THESE ARE IN DISTRICT TWO? UM, I DON'T, UH, I DON'T KNOW IF THAT'S, CAN I, CAN I DISCLOSE ANYTHING ABOUT THE ACTUAL SELECTED VENDORS AT THIS POINT? UM, NO IDEA.
I'LL ASK ALL THE QUESTIONS AND ANDY WILL TELL ME IF I'VE GONE TOO FAR.
UM, I THINK THAT'S, I THINK THAT'S ALL THE QUESTIONS I HAVE.
ANYBODY ELSE? I DID HAVE ONE OTHER QUESTION FOR THE VIEWING PUBLIC.
WHAT IS THIS ACTUALLY GONNA GET? I MEAN, HOW MANY SERVICES, HOW MANY ACTIONS ARE WE GONNA GET OUT OF THIS? WHAT IS IT? SIX, $6 MILLION? UH, SO WE'RE LOOKING AT, AGAIN, 12,500 SURGERIES IS WHAT THAT ONE POINT JUST SHORT OF 1.2 MILLION A YEAR WILL FUND.
UH, THESE, UH, ONE OF THE CHANGES TO IT FROM PREVIOUS YEARS IS, UH, THIS INCLUDES FULL VACCINATION SCOPES.
WHAT WE FOUND IN THE, IN THE PAST IS WE DID HAVE CITIZENS THAT WOULD GO IN FOR A FREE SURGERY, BUT THEN FOUND OUT THEY DIDN'T HAVE A CURRENT RABIES VACCINATION OR A D H P P, THINGS LIKE THAT.
AND THEY WOULD HAVE TO PAY THOSE BEFORE THEY COULD GET THE SURGERY.
THIS IS ALL INCLUSIVE OF THIS, SO THAT, UH, UH, A RESIDENT THAT NEEDS TO GO IN FOR A FREE SURGERY, IT IS TRULY GOING TO BE FREE.
OH, SORRY, YOU ASKING 6 MILLION.
THE MARINE
BUT I THINK YOU WERE ASKING TOTAL NUMBER OF SURGERIES, TOTAL, TOTAL NUMBERS OVER THAT FIVE YEAR PERIOD.
SO I HOPE EVERYBODY'S HEARING THAT 62,000, UM, SURGERIES HERE.
'CAUSE AND I GET COMPLAINTS UP IN DISTRICT 10.
WHAT ARE WE DOING? WHAT ARE WE DOING? WELL, THIS IS A CONCRETE ACTION THAT, UH, SHOWS WHAT WE'RE DOING TO, UH, CURB THE LOOSE ANIMAL PROBLEMS THAT WE HAVE HERE IN THE CITY.
I DON'T HAVE ANY OTHER QUESTIONS.
I GUESS I DO WONDER, SINCE THIS IS, UM, THIS, ARE THESE ARE ANIMALS THAT MOST LIKELY PEOPLE
[00:45:01]
OWN OR, UM, THE FOSTER COMMUNITIES ARE TAKING IN, DO WE HAVE DATA ON HOW, UM, ON HOW THIS HAS ADDRESSED THE STRAY ANIMAL PROBLEM? I, I THINK ONE OF THE BEST INDICATORS ON HOW THIS HAS ADDRESSED THE STRAY PROBLEM IS WHEN WE LOOK AT PRE PANDEMIC, UH, LOOSE ANIMALS AND STRAY ANIMAL CALLS, WHAT WE'VE SEEN IS, YOU KNOW, CLEARLY THROUGH, UH, COVID AND, AND SOME OF THE DECREASED SURGERIES BECAUSE OF ECONOMICS AND THINGS LIKE THAT OVER THE LAST YEAR, UH, WE KNOW THAT OUR SURGERIES HAVE BEEN DOWN.UH, AND THE RESULT OF THAT HAS BEEN MUCH HIGHER PUPPY AND KITTEN SEASONS IN THE SPRING, UH, AND, AND DOCUMENTATION OF MORE LOOSE ANIMALS.
SO I THINK RIGHT NOW WE'RE REALLY, YOU KNOW, AT A POINT WHERE WE NEED TO BE IN A CATCH UP PHASE TO GET BACK WHERE WE WERE SO THAT WE CAN, AGAIN, GET AHEAD OF THE BALL GAME.
SO, UH, I, I, I WOULD SAY THAT JUST LOOKING AT THE NUMBER OF INBOUND ANIMALS COMING INTO A C S, UH, AND THE NUMBERS OF LOOSE ANIMAL REPORTS THAT WE'RE SEEING, UH, THE ABSENCE OF THAT SHOWS THE IMPORTANCE OF THE PROGRAM.
AND I GUESS, UM, UH, ANDY WILL STOP ME IF THIS IS NOT A GOOD QUESTION, BUT I WONDER WHAT, WHAT WOULD BE NEEDED IN ORDER TO, UM, WHAT WOULD BE NEEDED IN ORDER TO FURTHER ADDRESS THE PROBLEM AND TO GET US BELOW WHERE WE MIGHT'VE BEEN PRIOR TO THE PANDEMIC ABS? ABSOLUTELY.
SO, UH, AGAIN, WHEN WE TALKED ABOUT THOSE, UH, THOSE OTHER BUSINESSES THAT WE'VE DONE OUTREACH TO THAT FALL, KIND OF JUST OUTSIDE THE SCOPE OF THE WAY THIS R F P WAS, WAS TALKED ABOUT, THAT IS GOING TO BRING ADDITIONAL CAPACITY IN, I THINK THAT WE'LL BE ABLE TO BRING THOSE IN TO THIS CONTRACT THROUGH AN R F I.
UH, THAT'S WHERE WE'RE TALKING ABOUT THE MOBILE SERVICES COUNCILMEN AND, AND, UH, AND MORE OF THOSE KIND OF MASH CLINICS WHERE WE'RE DOING, UH, AT A, AT A COMMUNITY CENTER, THINGS LIKE THAT, THAT WE DO IN VERY SMALL LEVELS RIGHT NOW.
UH, SO THEY DON'T NECESSARILY FALL DIRECTLY INTO THIS, BUT I THINK THAT'S THE WAY WE EXPAND THOSE BY BRINGING THE OUTSIDE AGENCIES OUTSIDE OF SAN ANTONIO, LURING THEM HERE THROUGH THAT BUSINESS MODEL.
GETTING INTO BUDGET DISCUSSIONS THERE, BUT THAT'S OKAY.
I GUESS I'M A LITTLE DISAPPOINTED THAT WE ONLY HAD THREE VENDORS RESPOND TO THIS, AND I DON'T KNOW IF THERE'S A, A, YOU KNOW, IN FUTURE SOLICITATIONS TO DO ADDITIONAL OUTREACH AND THAT KIND OF THING TO, UH, GET MORE RESPONDENTS TO THIS BECAUSE THIS IS A BIG CONTRACT.
ANY OTHER QUESTIONS, COMMENTS? IF NOT, THIS WAS A BRIEFING ALSO.
NO, CHAIR, THIS IS A ACTION ITEM, SO WE WOULD BE ASKING FOR YOUR CONSIDERATION TO MOVE THIS FORWARD.
FULL CITY COUNCIL TO THE COUNCIL.
CAN I GET A MOTION ON THAT? MOTION ON, YES MA'AM.
ANY DISCUSSION? IF NOT, ALL THOSE IN FAVOR SAY AYE.
AND LET'S MOVE ON TO THE NEXT ISSUE HERE.
UH, THE NEXT ITEM IS ALSO AN ACTION ITEM.
IT IS THE LAST POST SOLICITATION HIGH PROFILE BRIEFING.
THIS ITEM IS AN ON-CALL ARCHITECTURAL SERVICES RECOMMENDING MOVING SIX CONTRACTS TO, UM, CITY COUNCIL FOR CONSIDERATION, AND IT'LL BE, BE BRIEFED BY PUBLIC WORKS BY CHRISTY CHAPMAN.
HELLO, CHRISTY CHAPMAN, ASSISTANT DIRECTOR OF PUBLIC WORKS.
UM, TODAY I AM GONNA BE BRIEFING YOU ON ITEM 18, WHICH IS THE POST SOLICITATION BRIEFING FOR THE ON-CALL ARCHITECTURAL SERVICES.
I BELIEVE WE CAME TO YOU BACK IN MARCH, IF I'M NOT MISTAKEN, FOR THE PRES SOLICITATION.
UM, SO WE DID ISSUE A REQUEST FOR QUALIFICATIONS FOR ON-CALL ARCHITECTURE SERVICES IN APRIL OF THIS YEAR.
UM, ON-CALL, JUST AS A REMINDER ON-CALL CONTRACTS.
UM, IT'S AN EFFICIENT WAY TO DELIVER DESIGN SERVICES, UM, FOR CITY FACILITIES, UM, ASSESSMENTS TO INCLUDE, UM, INTERIOR MODIFICATIONS AND ACCESSIBILITY COMPLIANCE.
UM, VARIOUS CITY DEPARTMENTS USE THESE ON-CALL CONTRACTS TO INCLUDE BUILDING AND EQUIPMENT SERVICES CENTER CITY.
UM, OUR LIBRARY DEPARTMENT AND THE EVALUATION COMMITTEE TOOK PLACE IN JULY AND TO REVIEW AND DISCUSS AND SCOPE SCORE 20 RESPONSIVE PROPOSALS.
UM, THOSE SIX CONTRACTS WOULD BE FOR, UM, FIVE YEAR TERM, THREE INITIAL YEARS WITH TWO ONE YEAR RENEWALS, WHICH EQUATES TO ABOUT 2.5 MILLION PER VENDOR FOR A TOTAL OF 15 MILLION OVER THE FIVE YEARS.
SHOWN ON THE NEXT TWO SLIDES ARE THE SCORES FOR ALL 20 PROPOSALS WITH THE HIGHEST SIX VENDORS HIGHLIGHTED.
OOPS, DID I GO TOO YET? WE MISSED A SLIDE, I THINK.
SORRY, THAT'S THE FIRST SLIDE.
[00:50:01]
JUST THE SIX THAT WERE SELECTED.LASTLY, UM, WE DID HAVE, UM, 157 VENDORS THAT WERE NOTIFIED.
21 VENDORS DID ATTEND THE PRE-SUBMIT CONFERENCE.
UM, ONE RESPONDENT WAS DEEMED NON-RESPONSIVE DUE TO COMP POLITICAL CONTRIBUTIONS DURING THE PROHIBITED PERIOD, SO THAT'S WHY WE DID EVALUATE AND SCORE 20 PROPOSALS.
UM, THEIR FINANCE CONDUCTED THE DUE DILIGENCE ON THOSE PROPOSALS AND THERE WERE NO MATERIAL FINDINGS FOUND DURING THE REVIEW.
AND THAT CONCLUDES MY PRESENTATION.
CHRISTIE, IF YOU COULD PULL THESE SLIDES BACK UP AGAIN AND GO BACK TO THE, THE, OKAY, SO THERE WE GO.
UM, YOU KNOW THIS, SO WE SAID IN THE R F P THAT WE'RE SELECTING SIX, AND SO YOU'RE RECOMMENDING SIX HERE.
UM, THE, THE BREAK POINT, DID THAT KIND OF WORK OUT OKAY WITH THE BREAK POINT? IT DID, AND HISTORICALLY, THE LAST TIME AROUND, WE ACTUALLY AWARDED EIGHT, BUT WE TENDED TO USE THE SIX OF THE EIGHT, UM, FOR VARIOUS REASONS, NON-RESPONSIVENESS.
AND SO WE FELT SIX WAS A GOOD NUMBER TO PROCEED WITH FOR THE, THE NEXT CONTRACTS.
AND THIS HAS NOTHING TO DO WITH THE BOND? CORRECT.
THESE, UM, DESIGN SERVICES WOULD BE USED FOR THOSE, MAYBE FOR SOME OF THOSE BOND PROJECTS THAT WERE NOT PART OF THE MASS SELECTION, THE ON-CALL IN ADDITION TO ANY, UM, ARCHITECTURAL OR ANY FACILITY PROJECTS THAT ARE APPROVED AS PART OF THE ANNUAL BUDGET PROCESS TO INCLUDE THE 1 MILLION THAT EACH COUNCIL MEMBER RECEIVES TO IDENTIFY PROJECTS.
BECAUSE Y'ALL ARE DOING ANOTHER R F P FOR THE BOND, CORRECT? UM, WITH UNDER MASS SELECTION, CORRECT? YEAH.
THEY COULD TECHNICALLY, IF THEY WERE NOT PART OF THE MASS SELECTION PROCESS? YES, THERE ARE A NUMBER.
I BELIEVE THERE WAS 14 PROJECTS THAT ARE, WE'RE GONNA BE USING ONCALL.
UM, YEAH, LOOKS LIKE GOOD SCORES ON THE SIX AND, UH, UH, NOBODY WOULD OKAY.
S BETA SUBCONTRACTOR REQUIREMENTS, WE DIDN'T HAVE ANYBODY DISQUALIFIED ON, ON THAT ISSUE.
SO IT DESIGN SERVICES WE DIDN'T HAVE.
THAT'S SMALLS, VETA POINTS? YES.
UH, THE ONE WITH THE, UH, THAT WAS DISQUALIFIED.
CAN YOU EXPLAIN THAT A LITTLE BIT MORE? SO, UM, ANY VENDORS, THE, THE PROHIBITED PERIOD WHERE YOU CANNOT GIVE ANY CAMPAIGN CONTRIBUTIONS, I BELIEVE IS 10 DAYS AFTER IT'S ADVERTISED, AND THEN 30 DAYS AFTER IT'S APPROVED, SORRY.
SO THE, THE PROHIBITED PERIOD FOR HIGH PROFILE CONTRACTS BEGINS FROM CONTRIBUTIONS BEGINS 10 DAYS AFTER THE R F P IS RELEASED AND CONTINUES TO 30 DAYS AFTER CITY COUNCIL APPROVAL.
SO IN THIS CASE, THERE WAS ONE VENDOR WHO MADE A, A CAMPAIGN CONTRIBUTION TO A, A COUNCILMAN, UH, WITHIN THAT PROHIBITED PERIOD.
AND THEREFORE, UH, PER CITY CODE IS DISQUALIFIED.
UM, YEAH, ANOTHER WHOLE SEPARATE ISSUE, BUT I, I'D LIKE TO, BECAUSE WE'RE REVIEWING OUR ETHICS, UH, CORRECT.
IT'S AS WE SPEAK, RIGHT? IT'S ON THE LIST.
I DON'T HAVE ANY OTHER QUESTIONS.
I DON'T SEE ANYBODY RAISING THEIR HAND.
UM, THIS ONE IS ALSO TO GO TO COUNSEL, SO WE'LL HAVE TO GET A MOTION AND A SECOND ON THIS.
CAN I GET A SECOND? JUST SECOND.
UH, ANY OTHER DISCUSSION? IF NOT, UH, ALL THOSE IN FAVOR? AYE.
LET'S MOVE IT ON TO CITY COUNCIL.
ALRIGHT, WHAT DO WE HAVE NEXT HERE? UH,
[Final Internal Audit Report ]
AUDIT REPORT.WE LOVE PEOPLE GOING UP TO THE PODIUM.
SO THIS IS, UH, AN AUDIT THAT WE PERFORMED, UH, ON THE SS A P D, THE SAFE, UH, PROGRAM.
UH, AND THE, UH, AUDIT OBJECTIVE OF THIS WAS TO DETERMINE THE OPERATING EFFICIENCY AND EFFECTIVENESS, UH, AND IN COMPLIANCE WITH THE PROGRAM GUIDELINES.
OUR OVERALL CONCLUSION WAS THAT THE PROGRAM IS OPERATING EFFECTIVELY AND EFFICIENCY.
THE POSITIVE RESULTS, UH, WERE IN THESE FOLLOWING
[00:55:01]
AREAS.CERTAINLY THEY HAD ADEQUATE, UH, POLICIES AND PROCEDURES IN PLACE.
PERSONNEL WERE PROPERLY TRAINED, UH, ACTIVITY LOGS WERE WERE BEING MAINTAINED AS WELL AS ACTIVITY REPORTS.
AND ALSO ON THE FISCAL SIDE WITH EXPENSE MANAGEMENT, UH, WE FOUND ALL THAT TO BE, TO BE IN ORDER AS FAR AS, UH, GENERAL LEDGER BEING ACCURATE AND PROPERTY SUPPORTED FOR THEIR EXPENSES.
THERE WERE SOME AREAS, UH, WHERE THEY CAN STRENGTHEN THEIR EXISTING CONTROLS IN PLACE.
UH, I'LL GO THROUGH THESE THREE IN A LITTLE BIT OF DETAIL.
THE FIRST ONE BEING THE PROJECT DOCUMENTATION.
AND WHEN, WHEN YOU SAY PROJECTS WITH, WITH THE SAFE OFFICERS, THIS COULD BE A PROJECT THAT THEY OPEN UP IN DEALING WITH A CERTAIN ADDRESS, A RECURRING PROBLEM AT A CERTAIN ADDRESS.
IT COULD BE A PROJECT FOR EDUCATION, IT COULD BE A PROJECT, UH, A PROACTIVE PROJECT THAT THEY MAY BE DOING IN CERTAIN AREAS, BUT THEY DOCUMENT THAT AND JUST AS A WAY TO JUST KEEP TRACK OF IT AND WHAT THEIR OUTCOMES ARE.
REALLY, WHEN WE WENT TO REVIEW THIS, WE COULD NOT DETERMINE, UH, IN ALL CASES WHAT THE RESOLUTION FOR THAT PROJECT WAS, WHY IT WAS CLOSED.
AND SO IT WAS JUST REALLY A DOCUMENTATION ISSUE THAT AS THE OFFICERS WORK ON THESE PROJECTS, THE RECOMMENDATION IS THAT THEY DO A BETTER JOB OF DOCUMENTING THEIR CONTACTS, DOCUMENTING THE RESULTS, AND ULTIMATELY THE OUTCOMES OF THE PROJECT.
THE OTHER AREA WAS INCONSISTENCIES BETWEEN SERVICE AREAS.
AND AS WE HAVE SIX SUBSTATIONS FOR THE POLICE DEPARTMENT, WE ALSO HAVE SIX SAFE UNITS.
AND WHEN WE LOOKED AT THOSE SAFE UNITS ACROSS THE BOARD, AND BY THAT, WE DID DRIVE-THROUGHS OR DRIVE RIDE-ALONGS, UH, WITH SAFE OFFICERS IN ALL SIX OF THOSE AREAS.
BUT WE ALSO LOOKED AT WHAT THEY'RE REPORTING, UH, TO THEIR CHAIN OF COMMAND.
AND WE FOUND SIGNIFICANT INCONSISTENCIES IN HOW THEY REPORT TIME, MEANING WHETHER THEY'RE SPENDING TIME ON PATROL, WHETHER THEY'RE SPENDING TIME AT, UH, PUBLIC MEETINGS, HOMEOWNER ASSOCIATION MEETINGS.
THEY JUST HAD SIGNIFICANT VARIANCE IN WHAT THEY WERE COUNTING AND HOW THEY WERE REPORTING TIME, SOCIAL MEDIA USAGE.
SOME, UH, SUBSTATIONS WERE VERY GOOD AT POSTING STUFF ON SOCIAL MEDIA ABOUT WHAT'S GOING ON IN THE COMMUNITY, ABOUT NEW OFFICERS COMING ON BOARD, OTHERS BARELY TOUCH SOCIAL MEDIA, WEEKLY ACTIVITY REPORTS, KIND OF TRACKING DIFFERENT THINGS.
SO AS THEY ROLLED UP AND, AND, AND CONSOLIDATED, IT WAS DIFFICULT TO REALLY COMPARE, UH, THE DIFFERENT UNITS AND THEN EQUIPMENT AND HOW THEY'RE JUST MANAGING THEIR EQUIPMENT, UH, ACROSS THE BOARD AND JUST AGAIN, CONSISTENCY FOR THEIR INVENTORY MANAGEMENT.
AND THEN THE THIRD, UH, AREA WAS USER ACCESS, UH, WITHIN THE SAFE, UH, DATABASE, UH, WAS EXCESSIVE.
AND SO THAT'S SOMETHING THAT THEY FIXED.
THEY'VE CERTAINLY ADDRESSED ALL OF THESE ISSUES ALREADY.
UH, SOMEONE'S FROM THE POLICE DEPARTMENT HERE.
NOT SURE IF IT CAN ADDRESS ANY QUESTIONS.
YEAH, CHIEF HIGHTOWER CAN ADDRESS ANY QUESTIONS.
YEAH, WHY DON'T WE COME ON UP, SIR.
AND, UH, TELL US A LITTLE BIT WHAT YOU DID TO, UH, CORRECT THESE ISSUES ON THE YES, SIR.
UH, MY NAME IS ERIC HIGHTOWER.
I'M THE DEPUTY CHIEF FOR, UH, THE POLICE DEPARTMENT, AND APOLOGIZE FOR NOT BEING MORE FORMAL THIS MORNING.
UH, BUT, UH, I'M HERE TO ADDRESS THIS.
I WAS ACTUALLY PART OF, I WAS THE EXECUTIVE OFFICER FOR PATROL WHEN THE SAFE AUDIT TOOK PLACE.
AND I GUIDED IT THROUGH THE PROCESS FROM START TO FINISH.
AND I APPRECIATE, UH, THE AUDIT TEAM FOR BRINGING SOME OF THESE DEFICIENCIES AND AND ISSUES TO OUR ATTENTION.
WE WERE ABLE TO REMEDY MOST OF THEM ALMOST IMMEDIATELY, UH, TO ADDRESS SOME OF THEM THAT WE WERE ABLE TO REMEDY LITERALLY IMMEDIATELY.
AND SOME OF 'EM WERE THROUGH POLICY REVISIONS OR PROCEDURAL CHANGES, AND THEN SOME OF THEM, UH, WILL BE REMEDIED OVER TIME AS THESE NEW POLICIES ARE, ARE IMPLEMENTED.
I APOLOGIZE AS I TURNED THE CORRECT PAGE HERE, SO, UH, I WON'T ADDRESS 'EM IN THE EXACT SAME ORDER THAT THEY WERE UP ON THE SCREEN.
BUT, FOR EXAMPLE, THE ISSUE WITH SAFE EQUIPMENT, THERE WAS AN ISSUE REGARDING HOW AND WHAT EQUIPMENT WAS RECORDED FROM EACH SUBSTATION.
AS I BELIEVE ALL OF YOU'RE AWARE, THERE'S SIX POLICE STATIONS.
EACH ONE HAS ITS OWN SAFE UNIT.
UH, IT'S KIND OF A UNIQUE ANIMAL COMPARED TO, SAY THE PATROL DIVISION, WHICH DOES THE EXACT SAME JOB CITYWIDE, REGARDLESS OF THE SUBSTATION THAT THEY'RE ASSIGNED TO, SAFE IS ASSIGNED TO THAT SPECIFIC SERVICE AREA.
AND EACH SAFE UNIT, ALTHOUGH THEY ARE, ARE SIMILAR IN IN, IN ORGANIZATION STRUCTURE AND AND RESPONSIBILITIES.
THE WAY THEY'RE UTILIZED AT EVERY SINGLE SUBSTATION MAY BE DIFFERENT, AND THEREFORE SOME OF THEIR EQUIPMENT IS ALSO DIFFERENT.
FOR EXAMPLE, SOME SUBSTATIONS HAVE, UH, THE, I GO, I BELIEVE THEY'RE CALLED UTVS OR, UH, UTILITY VEHICLES THAT THEY CAN GO OUT IN THE GREEN BELT AREAS AND SUCH SOME STATION, SOME SUBSTATIONS DO NOT HAVE THAT EQUIPMENT, UH, BECAUSE THEY DON'T HAVE THE NEED FOR IT.
AND SO AS THEY ARE REPORTING THEIR QUARTERLY EQUIPMENT, THE SUBSTATIONS THAT DIDN'T HAVE THAT EQUIPMENT DIDN'T REPORT ON IT AT ALL.
SUBSTATIONS THAT DID, OBVIOUSLY DID REPORT THAT.
UH, AND SO IT, IT GAVE THE APPEARANCE OF A DISCREPANCY.
WHY ARE SOME ST SOME STATIONS REPORTING EQUIPMENT AND OTHERS ARE NOT? UH, WE CORRECTED THAT BY SIMPLY SPELLING OUT THE EIGHT PIECES OF SPECIALIZED EQUIPMENT ASSIGNED TO SAFE.
AND IF THAT STATION DOES NOT HAVE THAT EQUIPMENT, THEY'RE SIMPLY TO REPORT THAT IT'S A NON-APPLICABLE RATHER THAN JUST LEAVING IT OFF THE REPORT ALTOGETHER.
[01:00:01]
OF THE ADDITIONAL THINGS THAT WERE ADDRESSED IS THE RECORDING OF TIME.UH, EVERY UNIT WITHIN THE POLICE DEPARTMENT HAS DATABASES TO TRACK BOTH THEIR TIME AND THEIR, THEIR QUANTIFIABLE METRICS.
UH, THE DIFFICULTY WITH SAFE, UNLIKE PATROL, PATROL HAS, THEY'RE IN GEN ONE OF THEIR DATABASE OF, OF HOW THEY TRACK THEIR METRICS.
AND THAT INCLUDES, UH, AT THE END OF THE EVERY SHIFT, THE OFFICER WILL SPELL OUT, I WROTE SO MANY TICKETS.
I HANDLED SO MANY CALLS FOR SERVICE.
AND THEN THAT'S QUALIFIED AT THE END OF THE MONTH.
AND WE CAN SAY, THIS OFFICER DID SO MUCH WORK AND SO MUCH TIME SAFE.
IT'S MUCH MORE DIFFICULT TO BE ABLE TO TRACK WHAT THEY DO BECAUSE THEY MAY SPEND TWO HOURS AT A HOMEOWNER'S ASSOCIATION MEETING, AND THEN THEY MAY GO AND, AND HANDLE A HOMELESS ENCAMPMENT, AND THEN THEY MAY MAKE A COUPLE OF CALLS FOR SERVICE, AND THEN THEY MAY SIMPLY DO PATROL, UH, IN THEIR PARTICULAR ASSIGNED SERVICE AREA.
SO TO CREATE A DATABASE THAT, THAT QUALIFIES ALL OF THAT ACTIVITY IS INCREDIBLY DIFFICULT BECAUSE UNLIKE PATROL, WHICH IS VERY NUMERICALLY DRIVEN, SAFE IS MORE NARRATIVE DRIVEN.
UM, AND THERE, THERE REQUIRES MORE THAN JUST A TICK ON A, ON A CHECK MARK OR ON A, ON A DATABASE TO SAY THEY WERE, THEY DID THAT.
SO, UH, COMPARE THAT TO PATROLS ON GEN ONE OF THEIR DATABASE.
SAFE IS NOW ON GEN FOUR OF THEIR DATABASE, AND WE'RE STILL TRYING TO FIND A GREAT DATABASE THAT CAN TRULY TRACK ALL THAT SAFE DOES.
UH, WE WERE ACTUALLY IN THE MIDDLE OF A TRANSITION FROM GEN THREE TO GEN FOUR OF THAT DATABASE DURING THIS AUDIT TIMEFRAME.
AND SO THERE WAS SOME CONFUSION WITH THE SAFE UNITS ABOUT WHAT TO TRACK AND WHERE TO TRACK IT.
FOR EXAMPLE, A SAFE OFFICER WILL GO OUT AND HE'LL SPEND A COUPLE HOURS ON PATROL.
HE WILL TRACK THOSE NUMBERS IN WHAT IS CALLED THE PATROL ACTIVITY DATABASE.
HE'LL SPEND THE NEXT SIX HOURS OF HIS SHIFT DOING SAFE ACTIVITIES, AND HE'LL RECORD THOSE NUMBERS IN THE SAFE ACTIVITY DATABASE.
SO HE IS RECORDING INFORMATION IN TWO DIFFERENT PLACES.
SOME STATIONS WERE RECORDING IT ALL IN ONE DATABASE.
OTHER STATIONS WERE RECORDING IT ALL IN ANOTHER DATABASE, AND THEN OTHER STATIONS WERE RECORDING IT IN BOTH DATABASES.
SO THIS WAS A PROCEDURAL ISSUE AND A TRAINING ISSUE THAT WE RESOLVED.
UH, WE'VE PUT TOGETHER A TRAINING PROGRAM SO THAT ALL THE SAFE UNITS ARE RECORDING AND REPORTING THE SAME WAY.
UH, AND AGAIN, UH, IT'S JUST A, IT'S, IT'S KIND OF THE NATURE OF THE BEAST, SO TO SPEAK, THAT THAT QUANTIFYING EXACTLY WHAT SAFE DOES IS INCREDIBLY DIFFICULT.
NUMERICALLY, IT REQUIRES JUST NARRATIVE AND, AND DATABASES TYPICALLY DON'T WORK WELL FOR THAT.
SO THAT'S ONE THING THAT WE HAVE, UH, UH, IMPROVED.
UH, ADDITIONALLY IS THE, AS AS, UH, THE AUDITOR MENTIONED THERE IS THE, UH, CLOSING OR NOT CLOSING OF PARTICULAR PROJECTS.
UH, SOME PROJECTS, UH, SAFE CREATES A PROJECT SIMILAR TO HOW A, A A, AN INVESTIGATOR WOULD OPEN AN INVESTIGATION.
SO IF HE'S HANDLING, LET'S SAY A MURDER CASE, HE WOULD OPEN HIS INVESTIGATION.
HE WOULD SEE IT THROUGH TO THE END, THAT WOULD RESULT IN AN ARREST OR A P F I, HE WOULD CLOSE THAT CASE OUT WITH AN ADEQUATE DISPOSITION, AND IT WOULD MOVE ON TO THE DA'S OFFICE, OR IT WOULD MOVE ON TO A FILE SAFE.
UNFORTUNATELY, THEY'LL OPEN A PROJECT.
THAT PROJECT COULD BE ANYTHING FROM SPEEDERS IN MY NEIGHBORHOOD TO, UH, HOMELESS ENCAMPMENT TO, UH, TO SCHOOL ZONE ISSUES.
UH, AND, AND IT JUST RUNS THE, THE RANGE OF ISSUES THAT SAFE OFFICER WILL OPEN A, A DA A, A, A PROJECT.
UH, SOME ARE QUICKLY RESOLVED.
UM, MAYBE HE'S DEALING WITH A PROBLEM WITH SPEEDERS IN THE NEIGHBORHOOD.
SO HE GOES AND HE OPENS A PROJECT.
HE DOCUMENTS ALL OF HIS ACTIVITY.
HE CLOSES OUT THE PROJECT, IT'S FINISHED, IT'S GONE.
OTHERS MAY BE CONTINUAL AND NEVER ENDING.
SO FOR EXAMPLE, A HOMELESS ENCAMPMENT, HE GOES OUT AND HE BEGINS, UH, WORKING THAT HOMELESS ENCAMPMENT.
HE WORKS WITH CITY SERVICES, HE GETS THE HOMELESS ENCAMPMENT CLEANED UP, AND, AND EVERYONE IS MOVED ON.
AND 10 DAYS LATER, THE HOMELESS ENCAMPMENT IS BACK.
AND SO HE MAINTAINS THAT PROJECT DATABASE.
HE DOES NOT CLOSE IT BECAUSE IT IS AN EVER AND CONTINUING PROBLEM.
SO IN ORDER TO BE ABLE TO TRACK OUR ACTIVITY AT THAT ONE SITE, IT'S INCUMBENT UPON THAT OFFICER TO KEEP THAT PROJECT OPEN EVEN THOUGH THERE'S NO ACTIVITY, UH, BECAUSE IT WILL BECOME A RECURRING PROBLEM.
SO WHAT WE HAVE DONE TO MITIGATE THAT IS THE SAFE SUPERVISORS ARE NOW REQUIRED ON A QUARTERLY BASIS TO REVIEW ALL OPEN PROJECTS AND ANY PROJECT THAT, UH, THAT NEEDS TO REMAIN OPEN PAST A THREE MONTH OR QUARTERLY REVIEW, THE OFFICER THAT IS WORKING THAT PARTICULAR PROJECT HAS TO DOCUMENT WHY THEY WANNA KEEP THAT PROJECT OPEN RATHER THAN SEEING IT TO A, A RESOLUTION CLOSE IT AND MOVE IT ON, UH, AND, AND MAYBE START ANOTHER PROJECT AT A LATER TIME.
SO THAT'S ONE OF THE WAYS WE'VE SOLVED THAT PROBLEM.
UM, AND THEN ADDITIONALLY, UH, I THINK LASTLY WAS ON THAT REPORT WAS JUST THE, UH, REPORTING OF THE DATA.
UH, WE CREATE WHAT'S CALLED AN
[01:05:01]
OPERATIONS BUREAU REPORT.AND EACH SUBSTATION, EACH SAFE UNIT WAS REPORTING WHAT THEY FELT WAS SIGNIFICANT TO THEM.
AND SO THE FINAL REPORT WAS SIX, UH, COLLECTION OF SIX SAFE REPORTS ALL ROLLED INTO ONE, BUT THERE WASN'T CONSISTENCY THROUGHOUT.
AND SO, UH, DURING THIS PROCESS, I CREATED A, UH, BASICALLY A, A FORMAT IN WHICH ALL SAFE UNITS REPORT EXACTLY THE SAME INFORMATION.
THEY CAN HIGHLIGHT SIGNIFICANT ACTIVITY THAT OCCURRED IN THEIR AREA, BUT THE REPORTING ON THE EXACT SAME DATA IN THE EXACT SAME WAY.
AND SO WE CLEANED UP THAT REPORT AND MADE IT A LITTLE BIT EASIER TO READ AND BECOME MORE USABLE DATA AND INFORMATION FOR COMMAND STAFF AND ULTIMATELY THE CITY.
UH, I'D BE HAPPY TO ANSWER ANY ADDITIONAL QUESTIONS.
WELL, THANK YOU FOR THAT EXPLANATION.
UM, AND I SEE THIS AS ADMINISTRATION.
I CAN TELL YOU THAT, UH, IN MY DISTRICT, THE SAFE OFFICERS ARE HIGHLY REGARDED AND, AND THEY'RE DOING AN AWESOME JOB ACROSS THE DISTRICT.
SO THE ACTUAL JOB IS GETTING DONE.
UH, BUT THE ADMINISTRATION, THE PAPERWORK AND ALL THAT STUFF, UM, I, YOU KNOW, IT'S GREAT TO GET THOSE THINGS CLEANED UP, BUT AS FAR AS GETTING THE JOB DONE OUT ON THE, WITHIN THE CITY, I THINK, UH, EVERYTHING IS GOING GREAT.
UH, UH, AND Y'ALL DIDN'T FIND ANY OPERATIONAL ISSUES OUT THERE, KEVIN, OR ANYTHING LIKE THAT? UH, NO, SIR.
ALTHOUGH WE DO FOCUS ON THE ADMINISTRATIVE.
I'M NOT GONNA BE ONE THAT'S GONNA TELL A SAFE OFFICER HOW TO DO THEIR JOB.
BUT WE'RE GONNA LOOK AT THE ADMINISTRATION, THE DOCUMENTATION OF THAT JOB.
WE DID RIDE ALONGS AND, UH, WE'RE ABLE TO INTERACT WITH CITIZENS ALSO, AND IT WAS POSITIVE.
UM, UH, THAT'S ALL MY COMMENTS.
ANYBODY HAVE ANYTHING ELSE? YES, SIR.
I WOULD ADD, UM, I WOULD AGREE WITH, UH, COUNCILMAN PERRY, UM, THAT OF THE S A P D PROGRAMS, MY CONSTITUENTS REACT TO THE BEST TO SAFE OFFICERS, UM, AND HAVE A GREAT APPRECIATION FOR THE SAFE PROGRAM.
I'M WONDERING, UM, FOR DOCUMENTATION OF PROJECTS, SOMETIMES THERE'S, UM, FROM WHAT I'M, I HEAR, AND THIS ISN'T JUST, THIS ISN'T UNIQUE TO S A P D, IT'S ACROSS THE BOARD WITH 3 1 1 AND OTHER DEPARTMENTS, UM, THE CLOSURE OF CASES.
SOMETIMES CONSTITUENTS DON'T FEEL THAT THEY'VE RECEIVED A PROPER FOLLOW-UP.
AND SO I'M WONDERING, UM, IS THERE'S SOME SORT OF CASE TRACK.
SO YOU DID DESCRIBE A CASE TRACKING DATABASE WHERE THEY CLOSED WITHIN 30 DAYS.
IS THERE A PROCESS FOR FOLLOW UP WITH CONSTITUENTS WHO, UM, MAYBE WANT TO SEE A CLOSURE, WANT TO UNDERSTAND THAT CLOSURE? YES, ABSOLUTELY, SIR.
AND SO, AS I MENTIONED, WE ADDED TO THE SS O P FOUR, THE SAFE PROGRAM, THAT THE SERGEANTS WILL REVIEW THOSE QUARTERLY AND ENSURE THAT THOSE PROJECTS HAVE BEEN EITHER BROUGHT TO RESOLUTION AND THAT RESOLUTION HAS BEEN BEEN COMMUNICATED BACK TO THE CITIZEN THAT WAS PERSONALLY INVOLVED IN THAT ISSUE.
AND IF THERE IS A LEGITIMATE NEED THAT THE SAFE OFFICER CAN ARTICULATE WHY THE PROJECT NEEDS TO REMAIN OPEN, OR PERHAPS IT JUST NEEDS MORE WORK, THEN THEY NEED TO MAKE SPECIAL NOTATION IN THAT PROJECT DATABASE THAT THIS PROJECT IS BEING HELD OVER.
AND IT'LL BE REVIEWED AGAIN AT THE FOLLOWING QUARTER AND, AND LIKEWISE, UNTIL IT'S FINALLY BROUGHT TO A CONCLUSION.
AND I'M WONDERING WHAT THE, UM, UM, ONE OF THE ISSUES I THINK WAS BROUGHT UP, SO EQUIPMENT, IS THERE EQUIPMENT THAT GOES MISSING? AND DO WE KNOW WHAT KINDS OF ITEMS ARE MOST, MOST LIKELY TO GO MISSING? BECAUSE I, I THINK YOU HAD MENTIONED, UH, MAYBE ONE OF THE CHALLENGES WAS INVENTORY OF EQUIPMENT.
SO THE INVENTORY OF THE EQUIPMENT FOR THE SAFE PROGRAM, THIS IS NOT CONSUMABLES, UH, THIS IS NOT LIKE, UM, UH, YOU KNOW, GLOVES OR, OR MASKS OR THINGS LIKE THAT.
THIS IS, THIS IS HARD EQUIPMENT, UM, INVENTORY EQUIPMENT, SERIALIZED EQUIPMENT.
AND SO THE EQUIPMENT CONSISTS OF THIS.
IT'S, UM, BIKE RACKS, RADAR SPEED TRAILER, HANDHELD RADAR, GUNS ALTERING VEHICLES, OR THOSE UTVS I MENTIONED, UH, NIGHT VISION BINOCULARS, THE MCGRUFF CRIME SUIT, THE, UH, POP-UP CANOPIES FOR WHEN THEY DO BIKE RODEOS AND SUCH, AND THEN A TENT METERS.
SO THOSE ARE THE EIGHT SPECIFIC PIECES OF EQUIPMENT THAT ARE INVENTORIED IN THE SAFE, UH, INVENTORY LOG.
AND SOME SUB STATIONS DIDN'T HAVE EVERY PIECE OF THOSE EQUIPMENT.
UH, SOME STATION, SOME STATIONS HAD ALL EIGHT OF THEM.
AND SO IT APPEARED TO THE, DURING THE QUARTERLY REPORTS THAT SOME SUBSTATIONS WERE JUST SIMPLY IGNORING THIS EQUIPMENT.
WHY WEREN'T THEY INVENTORYING IT? AND IT'S SIMPLY BECAUSE THEY DIDN'T HAVE IT.
UH, AND IT WAS NEVER ISSUED TO THEM.
AND SO WHAT WE DID WAS WE CREATED A UNIFORMED REPORT FOR THAT EQUIPMENT, AND EVERY STATION HAS TO REPORT ALL EIGHT PIECES OF EQUIPMENT.
IF THEY DON'T HAVE IT, IT WAS NEVER ISSUED, THEN IT IS SIMPLY DOCUMENTED IS NOT APPLICABLE.
SO NONE OF THE EQUIPMENT'S MISSING, IN OTHER WORDS.
THAT'S, THAT WAS THE, I THINK THAT WAS THE ROOT OF MY QUESTION.
AND AND LEMME JUST ADD, YEAH, AS YOU JUST MENTIONED, UH, THERE WAS, WE FOUND NO EQUIPMENT
[01:10:01]
THAT WAS MISSING.AND ALSO THE OTHER PART OF THE ISSUE, SOMETIMES YOU'RE TRACKING TOO MUCH STUFF THAT JUST DIDN'T NEED TO BE TRACKED.
THAT'S AN ISSUE ALSO, YOU KNOW, WHY, WHY SPEND THE TIME, UH, KEEPING TRACK OF SMALL ITEMS THAT JUST DON'T NEED TO BE TRACKED.
UM, CAN YOU GIVE AN EXAMPLE OF ONE OF, OF LIKE A SMALL ITEM THAT WAS BEING TRACKED THAT MAYBE DOESN'T NEED TO BE, UH, STUFF THAT WOULD BE, YOU KNOW, MORE CONSIDERED DISPOSABLE STUFF.
SO LIKE THE GLOVES AND MASKS THAT HE WAS, THINGS THAT THEY WOULD ACTUALLY GIVE AWAY AND, AND USE AT A, AT A COMMUNITY EVENT, UH, AS OPPOSED TO ATVS.
UM, AND THEN I, THE LAST BIT IS, OR THE LAST QUESTION I HAVE IS REGARDING THE ACTION PLAN TO ADDRESS THE ISSUES.
IS IT POSSIBLE THAT, UM, THAT PLAN BE SHARED WITH THE COUNCIL OFFICES? UH, YOU'D HAVE TO ASK MY BOSS ON THAT, SIR.
UM, I DON'T RELEASE ANY OF THAT STUFF.
AND SO CHIEF MARIA
UM, SO COUNCILMAN, WE ATTACH THE, UH, ACTION PLAN TO THEIR AUDIT RESPONSE.
I WILL BE HAPPY TO PROVIDE AN UPDATED ONE OF YOU IF THAT IS YOUR, YOUR DESIRE.
BUT THE ACTION PLAN IS INCORPORATED AS PART OF THE AUDIT RESPONSE.
JUST MORE OF A COMMENT ON THE TIME REPORTING.
I, I WOULD ONLY SAY THAT, YOU KNOW, I KNOW IT AS AUDITORS PUTTING MY AUDITOR HAT ON, THAT WE ARE VERY MUCH LOOKING AT MAKING SURE WE CLOSE THINGS.
YOU KNOW, WHEN YOU OPEN IT, YOU CLOSE IT AND KIND OF KEEPING TRACK, BUT THAT, THAT NOT JUST BE THE FOCUS.
'CAUSE YOU KNOW, THERE'S SO MANY THINGS THAT WE PROJECTS AND LIKE REPORTS THAT WE'RE FOCUSED ON.
OKAY, DID THEY CHECK OFF THE BOX AND CLOSE IT? IT'S NOT NECESSARILY MEAN THAT WE DID THAT JOB.
RIGHT? SO SOMETIMES I THINK IT'S OPEN TO INTERPRETATION.
AND SO ALL I'M SAYING IS IT'S NOT FOCUSED ON, THEY OPEN 10 JOBS, THEY CLOSED 10 JOBS, RIGHT? IT SHOULD BE, THEY OPENED 10 JOBS AND WERE THEY REALLY CLOSED? RIGHT? DID THEY, YEAH.
AND THE DISCUSSIONS WE HAD WITH THE DEPARTMENT DURING THE AUDIT WAS, YEAH.
YEAH, THEY'RE GREAT, BUT IT'S WHAT'S GOING ON IN BETWEEN, IT'S THE DASH EXACTLY WHAT'S HAPPENING.
SO THAT, BECAUSE IF WE HAVE THAT EXPECTATION, THEN THEY JUST CLOSE IT, EVERYTHING'S CLOSED, AND THEN IT'S JUST A CHECKLIST POINT.
ANY OTHER COMMENTS? IF NOT, UH, DO WE NEED TO APPROVE THIS? OKAY.
ALL NEED A MOTION AND A SECOND ON THIS.
THERE'S A MOTION AND A SECOND.
ALL, ANY DISCUSSION? IF NOT ALL THOSE IN FAVOR SAY AYE.
[Staff Briefing ]
20, I BELIEVE THIS IS, UH, THE PRESIDENT OF OUR ANNUAL, OUR PROPOSED, UH, AUDIT PLAN FOR 2023.AND, UH, THE PLAN WAS PROVIDED TO THE AUDIT COMMITTEE AS PART OF THE PACKET.
BUT BASICALLY JUST A LITTLE BIT OF BACKGROUND, EVERY YEAR WE HAVE TO PRE PREPARE AN ANNUAL AUDIT PLAN THAT NEEDS TO BE PRESENTED BOTH TO THE AUDIT COMMITTEE FOR APPROVAL, AND THEN ULTIMATELY IT WILL GO TO CITY COUNCIL FOR THEIR APPROVAL.
AFTER THEIR APPROVAL, WE GO FORTH AND, AND EXECUTE THE PLAN, UH, THE PLAN, BASICALLY THE INPUTS FOR THE PLAN.
I'D LOOK IN THREE DIFFERENT AREAS FOR THE INPUT.
I WOULD MEET WITH ALL THE COUNCIL MEMBERS, UH, TO GET THEIR INPUT OF WHAT THEY WOULD LIKE TO SEE ON THE PLAN.
I ALSO THEN MEET WITH THE EXECUTIVE MANAGEMENT AND CERTAIN DEPARTMENT DIRECTORS, UH, THE BIGGER, UH, DEPARTMENTS TO GET THEIR INPUT, WHAT THEIR CONCERNS MIGHT BE WITH OPERATIONS.
AND THEN ALSO WITHIN THE AUDIT DEPARTMENT, WE DO A VERY HIGH LEVEL RISK ASSESSMENT, UH, OF AUDITS THAT WE SEE, UH, NEEDED TO BE ON THE PLAN.
WOULD CERTAIN AUDITS JUST BE THOSE TYPE OF CYCLE AUDITS FOR EVERY THREE OR FOUR YEARS? WE'RE GONNA LOOK AT PAYROLL, BECAUSE THAT'S IMPORTANT.
OBVIOUSLY WE'RE GONNA LOOK AT THE CITY FLEETS.
WE PICK ONE FLEET A YEAR, AND THIS YEAR, AVIATION FLEET WILL BE LOOKED AT.
SO THERE'S CERTAIN AUDITS THAT WE HAVE ON A, ON A REGULAR BASIS JUST BECAUSE OF THE IMPORTANCE, UH, BE IT VOLUME IN, IN TRANSACTIONS, VOLUME IN DOLLARS, OR JUST HIGH PUBLIC, UH, CONTACT.
SO ALL THAT TO SAY, THIS IS THE AUDIT PLAN THAT WE'VE, UH, PROPOSED.
IT INCLUDES 38, UH, AUDITS, PLUS ONE CONSULTING PROJECT THAT WE DO FOR THE POLICE DEPARTMENT.
EACH YEAR COVERS MULTIPLE DEPARTMENTS, BUT CERTAINLY NOT EVERY DEPARTMENT, BUT REALLY BASED ON THOSE AREAS THAT HAVE THE HIGHEST, UH, INTEREST FROM COUNCIL, FROM MANAGEMENT, AND ALSO FROM, UH, INTERNAL AUDIT.
UH, AGAIN, I'M CERTAINLY AVAILABLE TO ANSWER ANY QUESTIONS OR SPECIFIC SPECIFICS.
UH, ONE THING ABOUT THIS PLAN, ONCE APPROVED BY COUNCIL, THE PLAN CAN BE CHANGED DURING THE YEAR, AND MOST TIMES THERE ARE SOME CHANGES THAT HAPPEN.
AND THE PROCESS FOR THAT IS JUST TO BRING THAT TO THE AUDIT COMMITTEE AS A DISCUSSION ITEM TO EITHER TAKE OFF OR MODIFY, UH, ADD SOMETHING TO THE PLAN.
AND I'VE GONE THROUGH THE LIST AND I NOTICE THAT THERE'S, UH, IT'S JUST A FEW OF 'EM LESS THAN WHAT WE'VE DONE BEFORE.
CAN YOU TALK TO THAT A LITTLE BIT? IT'S, IT'S A FEW LESS.
THAT WAS ON THE PLAN LAST YEAR.
I'LL JUST CERTAINLY SAY, AND MY STAFF WILL AGREE, I WAS OVERLY AGGRESSIVE ON THE NUMBER OF AUDITS I THOUGHT WE COULD ACCOMPLISH THIS YEAR.
[01:15:01]
ON THE PLAN.THIS YEAR WE'RE BACK DOWN TO 39 TOTAL PROJECTS, WHICH IS IN LINE WITH WHAT WE HAD BEEN DOING IN YEARS PAST.
UH, SO THAT'S JUST, THAT'S JUST WHERE OUR CAPACITY IS.
AND WHAT'S, WHAT'S YOUR MANPOWER LIKE RIGHT NOW? RIGHT NOW WE'RE TOTAL AUTHORIZATIONS.
WE HAVE 23, INCLUDING MYSELF RIGHT NOW.
WELL, ONE PERSON WILL BE STARTING WITH US AND ABOUT TWO WEEKS.
AND THEN AFTER THAT WE HAVE, WE'LL STILL HAVE TWO VACANCIES, UH, WHICH WE'LL BE REPOSTING THOSE IN ABOUT THREE, THREE TO FOUR WEEKS, UH, TO, TO GET UP TO STAFF.
ONE THING, JUST IN THE ENVIRONMENT OUT THERE RIGHT NOW, YOU KNOW, FIVE YEARS AGO OR SO, WHENEVER WE'D POST JOBS, WE COULD GENERALLY FIND A GOOD, UH, QUALIFIED AUDITORS WITH EXPERIENCE AS WELL AS THOSE RIGHT OUT OF, OUT OF COLLEGE.
HIRING EXPERIENCED AUDITORS IN THE CITY RIGHT NOW IS VERY DIFFICULT.
UH, THE COMPETITION IS, IS VERY STIFF.
SO MOST OF OUR AUDITORS THAT WE'RE HIRING NOW, THEY HAVE THREE YEARS OR LESS EXPERIENCE AND WITH A COUPLE JUST RIGHT OUTTA COLLEGE.
UH, SO, WHICH TAKES MORE TIME TO GET THEM UP TO SPEED WITH THE TRAINING.
SO THAT'S PRETTY MUCH WHERE WE ARE.
WE, YOU KNOW, AND I WILL SAY WE HAVE A GREAT TRAINING GROUND AND THERE WAS A, UH, AUDIT DIRECTOR FROM ANOTHER COMPANY WHO WAS DOING A PRESENTATION AT U T S A ABOUT SIX MONTHS AGO, AND HE SAID THAT HE LIKES HIRING PEOPLE FROM THE CITY OF SAN ANTONIO BECAUSE THEY KNOW THEY'LL BE TRAINED, WHICH GOOD FOR US AND BAD FOR US.
AND THEY DO GO AFTER OUR PEOPLE.
WELL, I, I, I DON'T HAVE ANYTHING TO ADD OR, OR SUBTRACT FROM THIS LIST AT THIS POINT.
UM, BUT LIKE YOU SAID, WE CAN, WE CAN, WE CAN MONITOR AND MAKE CHANGES AS WE GO THROUGH THIS.
AND, AND YOU DO BRIEF THIS, UH, QUARTERLY TO US FOLLOW UP ON THE, THE, UH, NO, I GENERALLY DON'T BRIEF THE PLAN ITSELF, UH, ON A QUARTERLY BASIS IS WHAT I'M BRIEFING QUARTERLY NOW IS THE RESULTS.
MANAGEMENT ACTION PLANS, WHICH IS COMING UP NEXT.
UM, I'LL START WITH, UH, NUMBER 26, WHICH WAS THE AFFORDABLE HOUSING DEVELOPER INCENTIVES PROGRAM.
UM, THIS ONE IS SPECIFICALLY, SPECIFICALLY CHECKING TO MAKE SURE THE DEVELOPERS ARE IN A COM OR THAT THERE'S COMPLIANCE TO ENSURE DEVELOPER COMMITMENTS ARE HONORED.
UM, WHICH PROGRAMS WOULD THAT INCLUDE? WOULD THAT BE LIKE THE HOUSING TRUST, TURS, EVERY, EVERY INCENTIVE OF THE CITY.
OUR SCOPE RIGHT NOW IS WE START WITH EVERYTHING TO SEE WHAT THE POPULATION IS, AND THEN WE MAY NARROW THAT DOWN ON A SAMPLE BASIS, OR WE MAY LOOK AT IT ALL.
BUT RIGHT NOW, AS, AS Y'ALL KNOW, WE'VE BEEN AWARDING MULTIPLE INCENTIVES OF VARIOUS KINDS TO, UH, TO DEVELOPERS.
AND WE WANNA SEE, OKAY, WHAT'S, WHAT'S HAPPENING WITH THOSE, UH, ARE THEY COMPLYING WITH THE TERMS OF THOSE CONTRACTS? AND IF NOT, UH, ARE THE, THE DRAWBACKS OR THE CLAWBACKS MM-HMM.
AND THEN I'M, I'M NOT SURE IF THIS WAS A PART OF THE LAST AUDIT PLAN OR IF IT'S JUST ONE THAT MY OFFICE HAS BEEN THINKING ABOUT, BUT HAS THERE YET BEEN AN AUDIT OF THE TREE MITIGATION FUND? YES, SIR.
PROBABLY, I WANNA SAY ABOUT THREE YEARS AGO, TWO TO THREE YEARS AGO, WE DID AUDIT THE TREE MITIGATION FUND THAT'S PRIMARILY MANAGED BY PARKS AND RECREATION, UH, DEPARTMENT.
SO YES, THAT WAS, UH, LOOKED AT RECENTLY AROUND, SO THAT WOULD BE CONSIDERED RECENT.
ABOUT HOW OFTEN WOULD YOU PERFORM AN AUDIT OR CONDUCT AN AUDIT, YOU KNOW, SOMETHING LIKE THAT.
AGAIN, IN THE BIG SCHEME OF THINGS, RELATIVELY LOW RISK.
UH, SO THAT WOULD BE A FOUR TO FIVE YEAR ROTATION IF WE, IF WE WENT BACK TO IT AGAIN.
I THINK THAT WAS ALL MY QUESTIONS.
UM, THIS, THIS WAS JUST A BRIEFING OR DOES THIS NO, SIR.
IT DOES APPROVAL FOR APPROVAL.
AND THEN JUST, IT'LL GO ON THE SEPTEMBER 15TH COUNCIL AGENDA AND EVERYBODY HAS BEEN PRE BRIEFED ON THIS LIST, ALL COUNCIL AFTER THIS MEETING, I'LL GET THIS OUT.
TO ALL COUNCIL AFTER THIS MEETING.
I'LL MOVE, MOVE TO SEND TO COUNCIL.
THERE'S A MOVE AND I NEED A SECOND.
AND A SECOND, UH, ANY FURTHER DISCUSSION? IF NOT, UH, ALL THOSE IN FAVOR SAY AYE.
UH, LET'S MOVE THIS ON TO COUNCIL.
UH, NEXT ITEM HERE, UH, ITEM 21.
AND THIS IS MY QUARTERLY UPDATE ON THE, UH, STATUS OF THE AUDIT, RECOMMENDATIONS OF PRIOR AUDITS.
AND, UH, IT'S A THREE PAGE DOCUMENT AND JUST BEFORE I START GOING THROUGH AND, YOU KNOW, BASICALLY BLUE AND GREEN IS GOOD, RED AND YELLOW, UH, SOMETHING THAT WE NEED TO WATCH AS THE WAY THIS IS DE DESIGNED AND DEVELOPED AS AUDITS FALL OFF THIS CHART BECAUSE EVERYTHING WENT TO BLUE, THE BLUE GOES AWAY, SOME OF THE RED AND YELLOW STICKS AROUND FOR A LITTLE WHILE.
SO WHEN YOU LOOK AT THIS, I JUST WANT TO, DON'T GET, DON'T GET OVERLY EXCITED ABOUT ALL THE YELLOW AND RED.
UH, IT'S JUST KIND OF THE WAY THAT IT'S GONNA WORK OUT, UH, BECAUSE THERE'S A LOT OF BLUE THAT FALLS OFF BECAUSE OTHERWISE IT'D BE A 20 PAGE REPORT.
SO ANYWAY, THAT BEING SAID, WE ARE CONTINUING TO MONITOR, UH, THE AUDITS.
THERE'S AGAIN, A FEW THAT ARE BEHIND SCHEDULE AND I CAN, AS WE GO THROUGH THIS, IF YOU HAVE ANY SPECIFIC QUESTIONS,
[01:20:01]
UH, ABOUT ANY SPECIFIC AUDITS.UH, YOU KNOW, THERE'S SEVERAL HERE THAT ARE YELLOW, UH, WITH THE PCARD PROGRAM AND SOME OTHERS AGAIN.
BUT WE DO CONTINUE TO WORK WITH THE DEPARTMENTS TO JUST CHECK THEIR STATUS AND, YOU KNOW, THAT THINGS ARE MOVING TOWARD RESOLUTION.
UH, IN SOME CASES, YOU KNOW, WE'LL GO AND THEY, THEY SAY IT'S CORRECTED, WE'LL GO BACK AND LOOK AT IT.
SO THAT GOES BACK ON OUR LIST TO, YOU KNOW, WORK WITH THEM AGAIN.
THERE'S JUST
SO THAT'S PRETTY MUCH THE CHART, UNLESS THERE'S ANY SPECIFIC QUESTIONS THAT ARE REALLY THOSE DETAIL.
I I REALLY APPRECIATE THAT, KEVIN.
AND, AND THE, UM, THE, THE COLORS, ARE THEY BASED ON WHAT THE REPORTS HAD IN THEM, THE DATES OF WHEN THEY EXPECT TO HAVE THESE ITEMS COMPLETED AND, UH, BASICALLY ON THE CALL, THERE WE GO.
SO ON THE, THE LEFT COLUMN, THAT IS WHAT MANAGEMENT'S ASSERTION AND YES, IT IS BASED ON WHAT THE TARGET DATE FOR THE RESPONSE IS.
SO AS WE'RE LEADING UP TO THE TARGET, AND SOMETIMES WE HAVE AUDITS THAT TARGET, IT COULD BE A YEAR OUT, UH, YOU KNOW, THAT'LL BE ON SCHEDULE, THAT'LL BE GREEN, THAT IT'S MOVING, IT APPEARS TO BE ON SCHEDULE TO HIT THAT TARGET DATE.
ONCE THEY TELL US IT'S BEEN COMPLETED, WE'LL CHANGE IT TO BLUE THAT THEY ARE ASSERTING THAT IT'S BEEN COMPLETED.
THEN ON THE RIGHT, UH, COLORED COLUMN HERE, THAT IS WHAT WE'VE DONE AS AN AUDIT GROUP.
SO IF IT GOES TO BLUE, THAT MEANS WE'VE LOOKED AT IT, IT'S GOOD.
THERE'S SOME THAT ARE BLUE, YOU SEE THEY'RE FOR A SALE, THEY ARE SAYING THAT THEY'VE COMPLETED THEM.
WE SIMPLY HAVE NOT GOT TO IT YET.
AND SO WHEN WE GET TO IT, IF IT'S GOOD, UH, IT'LL GO TO BL BLUE AS VERIFIED WITHOUT EXCEPTION, OR IF IT'S NOT, IT'LL GO TO A RED AT THAT POINT.
ANY, ANY UH, COMMENTS OR QUESTIONS ABOUT THIS? ALRIGHT, THIS WAS JUST A INFORMATION BRIEFING.
YOU KNOW, YOU MIGHT WANT TO JUST SEND THAT OUT TO THE REST OF THE COUNCIL ALSO JUST TO, YOU KNOW, IF THEY HAD ANY PARTICULAR ONE THAT THEY WERE INTERESTED IN, YOU KNOW, SHOWING THEM THE STATUS, THAT WOULD BE GREAT ALSO.
WE'LL DO, I'LL START DOING THAT ON A REGULAR BASIS.
ALRIGHT, I THINK THAT'S IT FOR THE AGENDA.
BEN OR TROY, ANY OTHER COMMENTS? UH, NO SIR HERE, THAT'S, UH, THAT'S THE AGENDA FOR TODAY.
WELL WE HAD A GREAT MEETING TODAY.
UH, SORRY THIS FELL ON A FRIDAY.
UH, WE'LL, WE'LL TRY TO GET IT SCHEDULED OFF A FRIDAY, THE NEXT ONE WHEN, WHENEVER WE CAN GET THIS SCHEDULED AGAIN.
SO THANK Y'ALL EVERYBODY FOR SHOWING UP TODAY.
GREAT SESSION AND UH, Y'ALL HAVE A GREAT WEEKEND.