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GOOD AFTERNOON EVERYBODY.WELCOME TO THE, UH, MARCH 29TH MEETING OF THE AUDIT AND ACCOUNTABILITY COMMITTEE.
THANK YOU ALL FOR YOUR ATTENDANCE.
WE HAVE ABOUT NINE ITEMS TO COVER TODAY, AND SO WE'LL BEGIN BY, UH, TAKING ATTENDANCE, PLEASE.
COUNCIL MEMBER PALAZ, CITIZEN MEMBER TREVINO PRESENT, CITIZEN MEMBER HARRIS HERE, CHAIR, COURAGE PRESENT CHAIR.
[Approval of Minutes ]
HAVE IS APPROVAL OF THE MINUTES FROM THE MARCH, UH, EXCUSE ME, FROM THE FEBRUARY 28TH AUDIT AND ACCOUNTABILITY COMMITTEE.AND I HOPE THAT YOU'VE HAD AN OPPORTUNITY TO READ OVER THOSE.
IF YOU HAVE ANY SUGGESTIONS FOR ANY CHANGES, MODIFICATIONS, LET ME KNOW.
AND IF THERE ARE NONE, WE'D ENTERTAIN A MOTION TO GO AHEAD AND APPROVE THOSE MINUTES FROM FEBRUARY 20TH.
SECOND AND A SECOND TO APPROVE THE FEBRUARY 20TH MINUTES.
DO WE HAVE ANYBODY WHO SIGNED UP FOR PUBLIC COMMENTS TODAY TO THE COMMITTEE? WE HAVE NO, WE HAVE NO PUBLIC SIGNED UP FOR THIS MEETING.
[CONSENT AGENDA ]
GO ON TO OUR, UH, CONSENT AGENDA.FIRST, WE HAVE THREE ITEMS, ITEMS TWO, THREE, AND FOUR, UH, WHICH ARE, UH, IN AUDITS THAT HAVE BEEN SENT OUT.
ONE IS ON SOLID WASTE MANAGEMENT, ONE IS ON AUDIT, UH, OF THE ARTS AND CULTURAL ARTS FUNDING, AND THE OTHER ONE WAS ON, UH, AUDIT OF PUBLIC WORKS TRAFFIC SIGNALS.
UH, WOULD ANY COMMITTEE MEMBER WANT TO PULL ANY OF THOSE FROM THE CONSENT AGENDA AT THIS TIME? OKAY, HEARING NONE THEN I WOULD, UH, WELCOME, UH, A MOTION TO APPROVE ITEMS TWO, THREE, AND FOUR ON THE CONSENT AGENDA.
SECOND AND SECONDED TO APPROVE THE CONSENT AGENDAS ITEMS TWO, THREE, AND FOUR.
WOULD YOU LIKE TO INTRODUCE MR. HARRIS? YES.
UM, LET ME GO AHEAD AND TAKE A MINUTE TO INTRODUCE OUR NEWEST, UH, COMMITTEE MEMBER, WHICH I THINK NONE OF YOU HAVE HAD, HAD AN OPPORTUNITY TO MEET MR. PHILIP HARRIS.
AND MR. HARRIS, WOULD YOU JUST LIKE TO SAY A WORD OR ANYTHING? WELCOME ABOARD.
WELL, I, I'D JUST LIKE TO, UH, CONGRATULATE YOU ALL.
YOU GOT MY FIRST NAME SPELLED CORRECTLY ON EVERYTHING THAT I'VE SEEN, AND THAT USUALLY DOESN'T HAPPEN, BUT I'M, I'M GLAD TO BE HERE AND I'M LOOKING FORWARD TO WORKING WITH ALL OF YOU.
I'M SURE WE'RE LOOKING FORWARD TO WORK MORE WITH YOU TOO.
AND, UH, IF YOU HAVE ANY QUESTIONS, YOU KNOW, THIS IS THE PLACE TO ASK.
[Pre-Solicitation High Profile Briefings]
SOME, UH, PRES SOLICITATION HIGH PROFILE BRIEFINGS TO GO OVER FIRST.SO WE'LL GO ON TO ITEM NUMBER FIVE.
AND THAT'S, UM, SOLICITATION ON AN ANNUAL CONTRACT FOR CUSTODIAL SERVICES.
AGAIN, THIS IS PRES SOLICITATION, SO WE'LL HEAR HOW IT'LL BE PRESENTED, UH, FOR BIDS LATER ON.
THANK YOU CHAIR AND COMMITTEE MEMBERS.
I'M ONE OF THE ASSISTANT LIBRARY DIRECTORS FOR THE SAN ANTONIO PUBLIC LIBRARY.
AND ITEM FIVE ON YOUR AGENDA TODAY IS A PRES SOLICITATION BRIEFING FOR A CUSTODIAL CONTRACT FOR 27 LIBRARY LOCATIONS.
UM, THIS IS A REQUEST FOR COMPETITIVE SEAL PROPOSAL PROCESS.
IT'S AN INITIAL TERM OF THREE YEARS WITH TWO OPTIONAL RENEWALS AND AN ESTIMATED TOTAL VALUE OF $6 MILLION.
UM, THIS CONTRACT WILL PROVIDE ROUTINE NON ROU ROUTINE CLEANING FOR THE 27 LIBRARY LOCATIONS, AS WELL AS DAY PORTER SERVICE AND MEETING ROOM SETUPS.
UM, THERE ARE ACTUALLY 30 LIBRARY LOCATIONS.
THIS CONTRACT IS FOR CUSTODIAL FOR 27 OF THOSE BECAUSE WE DO HAVE THREE PARTNERSHIP LIBRARY LOCATIONS THAT HANDLE CUSTODIAL SEPARATELY FROM THIS CONTRACT.
THE CURRENT CONTRACT EXPIRES ON SEPTEMBER 30TH, 2023.
SO IN TERMS OF THE CODES, UM, IDENTIFIED FOR THIS CONTRACT, UH, JANITORIAL AND CUSTODIAL SERVICES, AS WELL AS EQUIPMENT AND SUPPLIES, BECAUSE THE CONTRACT DOES INCLUDE CUSTODIAL SUPPLIES, UM, THERE IS A LARGE AVAILABILITY FOR THESE VENDORS AND OUTREACH WILL HAPPEN THROUGH CHANNEL 21.
THE BID OPPORTUNITIES WEBSITE HEARTBEAT.
THE EVALUATION VOTING MEMBERS ARE THE LIBRARY'S ASSISTANT CITY MANAGER, DAVID MCCAREY, UH, MYSELF, OUR LIBRARY FACILITIES MANAGER, ONE OF OUR BRANCH PUBLIC SERVICE ADMINISTRATORS TO REPRESENT THE FRONTLINE STAFF.
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A PARTNER DEPARTMENT, MARK JENKINS, WHO'S NOW THE CITY TOWER FACILITIES MANAGER WITH B B E S D.IN TERMS OF THE EVALUATION CRITERIA THAT WILL BE APPLIED, THERE'LL BE 30 POINTS FOR EXPERIENCE, BACKGROUND AND QUALIFICATIONS, 30 POINTS FOR PROPOSED PLAN, 20 POINTS FOR PRICING, AND THE REMAINDER OF THE POINTS AT 20 POINTS WILL BE FOR SMALL AND DISADVANTAGED BUSINESS PARTICIPATION.
UM, THERE WILL BE A SUBCONTRACTING REQUIREMENT THAT YOU CAN SEE WITH THE MATERIALS AS WELL AS A MENTORSHIP REQUIREMENT.
UM, YOU CAN SEE HERE THE GOAL SETTING COMMITTEE MEMBERS, WHICH INCLUDED, UM, REPRESENTATION FROM NEIGHBORHOOD AND HOUSING SERVICES DEPARTMENT, E D D FINANCE, THE LIBRARY, AS WELL AS COMMUNITY MEMBERS.
AND AGAIN, THE APIS THAT ARE APPLIED IN TERMS OF THE PROJECT TIMELINE.
UM, THE PRES, THE, OF COURSE, WE'RE HERE TODAY WITH YOU FOR, UM, FOR THE PRE-SUBMIT SUBMITTAL.
AND THEN THE PRE-SUBMIT CONFERENCE IS SCHEDULED FOR APRIL 19TH.
UM, THAT'LL LEAD US INTO THE EVALUATION COMPLETION.
AND WE'RE AIMING FOR A POSTS SOLICITATION BRIEFING ON AUGUST 23RD WITH THE ITEM GOING TO COUNSEL IF EVERYTHING'S SUCCESSFUL ON SEPTEMBER 16TH FOR A CONTRACT START DATE OF OCTOBER ONE.
AND WITH THAT, I'D BE HAPPY TO TRY TO HELP WITH ANY QUESTIONS YOU MIGHT HAVE.
ANY QUESTIONS FROM COMMITTEE MEMBERS? I WILL HAVE ONE.
I I HAD SEEN WHERE MORE RECENTLY WE HAD BEEN LOOKING AT MORE EXTENDED PERIODS OF TIMES FOR, UH, BIDDING.
UH, I THOUGHT WE HAD FROM, UH, THE DEADLINE THAT IT WAS GOING OUT UNTIL THE DATE IT WAS DUE MORE THAN FOUR WEEKS.
DIDN'T WE START EXPANDING THAT TO SIX WEEKS? YES, SIR.
BASED ON PAST DISCUSSIONS, WE HAD EXTENDED THAT TO 45 DAYS.
AND SO IS IT FROM APRIL 10TH THEN TO MAY 26TH? IS THAT 45 DAY PERIOD? UM, APRIL, YES.
ANY, ANYTHING ELSE? YES, COUNCILMAN? I, I JUST WONDER ON THE, THE EVALUATION CRITERIA THAT PRICING IS ONLY 20 POINTS AND I JUST WONDER IF LIKE PRICING SHOULDN'T BE, UM, EQUAL TO EXPERIENCE, BACKGROUND AND QUALIFICATIONS OR EQUAL TO THE PROPOSED PLAN.
IT JUST, YOU KNOW, IF WE'RE TRYING TO PROTECT TAXPAYER DOLLARS AND MAKE SURE THAT WE'RE GETTING GOOD VALUE FOR THE MONEY, IT JUST SEEMS LIKE 20 POINTS, UM, ON PRICING JUST DOESN'T SEEM LIKE, I DON'T KNOW, IT DOESN'T REFLECT THAT FOR ME.
I GUESS NOT MY AREA OF EXPERTISE, BUT I CAN'T SHARE.
IT'S A HIGHLY COMPETITIVE AREA.
SO WE DO EXPECT TO GET A GREAT NUMBER OF PROPOSALS FOR THE CONTRACT, WHICH I BELIEVE WILL HELP WITH, UH, COMPETITIVE PRICING.
I THINK TROY AND BEN ARE THINKING ABOUT EDUCATING ME ON THE PROCESS.
SO I'LL JUST ADD A LITTLE BIT.
I MEAN, THIS IS A COMPETITIVE SEAL PROPOSAL OR SOMETIMES WE DO AN R F P.
YOU KNOW, THERE ARE GONNA BE OTHER ELEMENTS WE'RE GONNA WANNA LOOK AT.
BESIDES JUST PRICE, YOU KNOW, UH, KATHY MENTIONED THE NUMBER OF LIBRARIES AND FACILITIES WE'VE GOT TO, TO, TO HAVE UNDER THIS CONTRACT.
SO THE CONTRACTOR'S ABILITY TO PROVIDE THAT SERVICE TO ALL OF THOSE DIFFERENT LOCATIONS TO MEET THE TIME REQUIREMENTS, THE QUALITY REQUIREMENTS, ALL OF THOSE OTHER ELEMENTS.
TYPICALLY WE WILL STAY WITH GENERALLY NO MORE THAN 20 POINTS ON PRICE TO ALLOW FOR, UH, MAKING SURE WE GET QUALIFIED CONTRACTORS WITH A PROPOSED PLAN.
UM, THE PRICE ELEMENT AS, AS KATHY MENTIONED, PRETTY COMPETITIVE.
SO WE WOULD EXPECT TO SEE, YOU KNOW, A PRETTY TIGHT SPREAD ACROSS PRICE AND REALLY TRY TO FOCUS IN ON, UH, EXPERIENCE, QUALIFICATIONS AND THEIR ABILITY TO SERVICE THOSE LIBRARIES.
WELL IF THAT'S CONSIDERED A BEST PRACTICE, THEN I'M GOOD WITH IT.
ANY OTHER QUESTIONS? OKAY, HEARING NONE.
WE HAVE THE PROPOSAL, UH, ON THIS, UM, PROJECT.
UH, NOW WE DON'T HAVE TO VOTE ON THIS.
THIS IS SIMPLY GONNA GO FORWARD.
SO, UH, THANK YOU FOR THE EXPLANATION.
[Pre-Solicitation High Profile Items ]
GO TO NUMBER SIX, WHICH IS ANOTHER BRIEFING.AND THIS IS ON, UM, SOLICITATION FOR DELINQUENT PROPERTY TAX COLLECTION.
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GOOD AFTERNOON CHAIR MEMBERS OF THE COMMITTEE.MY NAME IS TROY ELLIOT ELLIOTT.
I'M THE DEPUTY CHIEF FINANCIAL OFFICER, AND AS YOU SAID CHAIR, THIS IS GONNA BE A PRES SOLICITATION BRIEFING AND THIS IS GONNA BE ON THE COLLECTION OF OUR DELINQUENT PROPERTY TAXES.
WHEN WE TALK ABOUT PROPERTY TAXES, AND I THINK AS MANY OF YOU KNOW, OUR PROPERTY TAXES BECOME DELINQUENT ON FEBRUARY 1ST.
OUR BEXAR COUNTY TAX ASSESSOR AND COLLECTOR, THEY COLLECT THOSE TAXES ON BEHALF OF THE CITY AND THE OTHER TAXING ENTITIES.
UM, ONCE COME JULY 1ST, THOUGH, THAT THAT DELINQUENT TAX RULE IS TURNED OVER TO A COLLECTION AGENT OR ATTORNEYS TO ACTUALLY COLLECT ON BEHALF OF THE CITY.
AND THAT'S WHAT WE ARE GONNA BE ASKING FOR TODAY, IS THOSE SERVICES THAT ARE GONNA BE PERFORMED POSTLY FIRST.
ONCE THAT DELINQUENT SER, ONCE THAT DELINQUENT TAX RULE IS TURNED OVER, WE ARE LOOKING FOR AN ATTORNEY AND A FIRM TO ACTUALLY WALK THROUGH THE PROCESS TO COLLECT THOSE DELINQUENT TAXES BASED ON, BASED ON STATE LAW, BASED ON THE TAX CODE.
UM, WE ARE LIMITED TO OBTAINING RESPONSES FROM PRIVATE ATTORNEYS.
OUR, UM, ATTORNEY FIRMS, UM, BASED ON STATE STATUTE.
AND SO THIS R F P WILL BE LIMITED ONLY TO ATTORNEYS TO BE ABLE TO RESPOND.
THE SOLICITATION TYPE IS A, IS AN R F P, THE PROPOSED TERM IS FIVE YEARS WITH A ONE FIVE YEAR RENEWAL.
UM, WE HAVE THAT FIVE YEAR RENEWAL BECAUSE IT IS SOMEWHAT DISRUPTIVE TO BE ABLE TO, UM, MAKE THAT TRANSITION.
SO WE TRY TO MINIMIZE THAT DISRUPTION THROUGHOUT THAT TERM AND THAT'S WHY WE'RE SEEKING A FIVE YEAR RENEWAL TERM.
ABOVE AND BEYOND THE FIVE YEAR BASE TERM.
THE ESTIMATED VALUE OF THIS IS ABOUT $1.5 MILLION ANNUALLY.
LOOKING BACK HISTORICALLY, THAT HAS, UM, CHANGED ANYWHERE FROM 1,000,900 THOUSAND TO 1,000,003 1,000,005 BASED ON WHAT IS, WHAT IS DELINQUENT AND WHAT'S TURNED OVER TO THEM.
FOR COLLECTIONS THAT, UM, THE, THAT IS DETERMINED THAT IS UP TO ABOUT A 15% FEE.
THAT 15% FEE IS BASED ON THE DELINQUENT PROPERTY TAX AT THE TIME, PLUS ANY PENALTY AND INTEREST THAT IS NOT ABSORBED BY THE CITY THAT IS ACTUALLY PASSED THROUGH TO THE PROPERTY.
UM, PROPERTY HOLDER, UH, THIS CONTRACT, UM, ENDS AND EXPIRES IN DECEMBER 31ST.
SO WE WOULD NEED ENOUGH TIME IN THE EVENT THAT WE WERE TO CHANGE, UM, CONTRACTORS.
WE HAD ENOUGH TIME TO TRANSITION 'CAUSE IT'S A FAIRLY EXTENSIVE TRANSITION PROCESS.
AS FAR AS THE, UM, SOLICITATION OVERVIEW, WE LOOK AT THE N I G B CODES AND THE SCOPE OF SERVICES, AND THIS IS, UM, PERTAINS TO LEGAL SERVICES AND ATTORNEYS.
UH, BASED ON THOSE SERVICES, WE UH, BASICALLY LOOK AT WHO'S AVAILABLE TO NOTIFY IN OUR CURRENT VENDOR REGISTRY.
THERE WAS NO AVAILABILITY IN THE VENDOR OWNED SMALL BUSINESS OUTREACH OR THROUGH THE SMALL BUSINESS ADMINISTRATION.
AND CURRENTLY THERE ARE ABOUT ONE, THERE'S ONE TARGETED VENDOR THAT WE CURRENTLY HAVE THAT WE KNOW OF THAT DOES THIS BUSINESS PO POTENTIALLY ANOTHER ONE AS WELL.
UM, WE GO THROUGH THE TRADITIONAL ADVERTISING METHODS AND THEN THE EVALUATION VOTING MEMBERS ARE BEN GELLE, OUR C F O, MYSELF, JUSTINA TATE, OUR DIRECTOR OF OFFICE AND MANAGEMENT.
MARGARET VIEGAS, OUR ASSISTANT DIRECTOR OF FINANCE, AND THEN TINA MORILLO, OUR TAX ASSESSOR COLLECTOR.
AS FAR AS THE REQUIREMENTS, UM, LOOKING AT OUR EXPERIENCE, BACKGROUND AND QUALIFICATIONS OF 35 POINTS, PROPOSED PLAN OF 30, PRICING OF 10, UM, OUR SSB PRIME CONTRACT POINTS OF FIVE M W B PRIME CONTRACT POINTS OF FIVE FOR LOCAL PREFERENCE OF 10, AND OUR VETERAN OWNED SMALL BUSINESS PRE PREFERENCE PROGRAM OF FIVE POINTS.
WE ARE REQUIRING AUDIT FINANCIAL STATEMENTS AND THERE'S ALSO AN ADDITIONAL SUBCONTRACTING REQUIREMENT OF OUR SMALL BUSINESS, OUR S PROGRAM AT 22% OF OUR M W B E.
UM, ABOVE YOU CAN SEE OUR GOAL SETTING MEMBERS THAT CONSISTS OF THE DEPARTMENT, THE GOAL SETTING COMMITTEE, AND TWO CITIZEN COMMITTEE MEMBERS.
UM, AS I MENTIONED, THE APIS THAT ARE, THAT ARE BEING RECOMMENDED TO BE APPLIED.
AND THESE ARE, THESE APIS ARE DETERMINED THROUGH OUR ANALYSIS, REALLY LOOKING AT WITHIN THAT N I G P CODE, WHAT ARE THE OPPORTUNITIES WITHIN THE SCOPE OF WORK, UM, WHAT PERCENTAGE OF SMALL BUSINESSES ARE AVAILABLE IN THE REGISTRY.
THEN ALSO LOOKING PAST HISTORICALLY, WHAT PERCENTAGES HAVE WE BEEN ABLE TO OBTAIN, UM, ON A CONTRACT SIMILAR TO THIS.
WE'RE CURRENTLY IN THE, IN THE PRES SOLICITATION BRIEFING, ANTICIPATING RELEASING THIS ON APRIL 17TH, UM, WITH A DUE DATE FOR JUNE 1ST, WHICH AGAIN IS IN THAT 45 DAY TIME PERIOD, UH, COMING BACK TO THIS GROUP, UM, AS A POSTS SOLICITATION BRIEFING ON AUGUST 23RD OR DURING AUGUST, COMING BACK FOR CITY COUNCIL CONSIDERATION.
AND THEN WITH TIME TO TRANSITION IF NECESSARY FOR A JANUARY 1ST CONTRACT START DATE.
UH, CHAIRMAN, THAT CONCLUDES MY PRESENTATION.
I'D BE HAPPY TO ANSWER ANY QUESTIONS.
UM, TROY, I'D LIKE YOU TO KIND OF EDUCATE ME A LITTLE BIT ABOUT THIS.
MAYBE IT'LL HELP SOME OF THE OTHER COMMITTEE MEMBERS TOO, WHEN WE TALK ABOUT
[00:15:01]
THE AMOUNT THAT THE, UH, LAW FIRM MAY RECEIVE FOR GETTING THE PAYMENT BACK TO US.UH, LET ME JUST TAKE A, LET'S SAY SOMEBODY OWES THE CITY A THOUSAND DOLLARS.
UM, DO THEY ALSO HAVE LATE FEES THAT GET ADDED ONTO THAT? YEAH, COME FEBRUARY 1ST, UM, PENALTY INTEREST WILL START TO ACCRUE AND FROM FEBRUARY THROUGH JULY, PENALTY AND INTEREST CAN ACCRUE TO THE TUNE OF 18%.
SO THEN SOMEBODY WOULD OWE $1,180 IF THEY OWED A THOUSAND BY THE TIME IT GOES TO COLLECTION.
AND THEN YOU SAID THE STANDARD FEE OR THE AVERAGE FEE THAT THE COLLECTOR RECEIVES IS 15%? THAT'S CORRECT.
AND THAT'S ON TOP OF WHAT GETS PAID BACK.
SO IT'S LIKE SOMEBODY BIDDING IN AN AUCTION, THEY PAY THE PRICE, BUT THEY PAY A PREMIUM ON TOP OF IT, IS THAT RIGHT? YEAH, THEY WILL PAY, UM, THEY WILL PAY THEIR DELINQUENT PROPERTY TAX.
THEY WILL PAY THE PENALTY AND INTEREST, AND THEN THEY'LL PAY A 15% FEE COLLECTION FEE ON TOP OF THAT.
SO WHY DO WE HAVE A 20% FIGURE ON PRICING THEN? IF EVERYBODY IS GONNA CHARGE 15%, WHY DO WE NEED BOTTOM? THEY COULD, BASED ON, BASED ON STATE STATUTE AND HAVE TO GO BACK AND CONFIRM THIS, BUT THEY CAN ACTUALLY GO UP TO A HIGHER PERCENTAGE, UM, HIGHER THAN THE 15%.
THERE'S ALSO A POSSIBILITY THAT THEY COULD COME IN UNDER.
OKAY, SO THEY HAVE THAT FLEXIBILITY WHEN THEY BID? THAT'S CORRECT.
WELL THAT, THAT ANSWERS MY QUESTIONS THEN.
ANY OTHER COMMITTEE MEMBER HAVE ANY QUESTIONS? YES, JUDY, SO ALONG THOSE LINES, SO THE 1.5 MILLION WE TALK ABOUT, THAT'S NOT SOMETHING THE CITY'S PAYING, THAT'S THAT 15% THEY'RE COLLECTING FROM THE, UM, THE PERSON THAT'S PAYING? THAT'S CORRECT.
AND, UM, ON THE PROPERTY TAXES, IS THAT, THAT'S ONLY THE CITY PORTION, RIGHT? NOT THE COUNTY OR, UH, THE HOSPITAL OR ANYTHING? THE SCHOOL DISTRICTS? THAT'S NOT THAT PORTION, YEAH, THAT'S ONLY GONNA BE THE CITY COMPONENT.
WE TYPICALLY SEE THAT THE CONTRACTOR WILL HAVE OTHER TAXING ENTITIES AS WELL.
UM, BUT THIS IS ONLY THE CITY PORTION THAT WE'RE TALKING ABOUT.
ANY QUESTIONS FROM COMMITTEE MEMBERS? OKAY.
AND THIS IS A BRIEFING AND, UH, WE LOOK FORWARD TO SEEING HOW THE BIDS GO.
OKAY, NOW WE'LL GO TO, UH, TWO POSTS, SOLICITATION, HIGH PROFILE BRIEFINGS.
UH, THE FIRST ONE, NUMBER SEVEN IS, UH,
[Post-Solicitation High Profile Items ]
ABOUT A CONTRACT FOR THE CITY CONSIDERATION TO PROVIDE, UH, MERCHANT BANKING SERVICES.UM, AS YOU JUST MENTIONED, THIS IS GONNA BE A POST SOLICITATION BRIEFING FOR OUR MERCHANT BANKING SERVICES AND WHAT MERCHANT BANKING SERVICES ARE REALLY OUR CREDIT CARD, THE ABILITY TO PAY BY CREDIT CARD.
WE CURRENTLY HAVE ABOUT 18 DEPARTMENTS THAT UTILIZE CREDIT CARD SERVICES OR THEY COLLECT THEIR, THEIR FEES AND SERVICES BY CREDIT CARD, ABOUT 209 CREDIT CARD TERMINALS IN USE THROUGHOUT THE CITY.
AND THERE'S A LOT OF OTHER TOUCHPOINT THROUGH EITHER WEB APPLICATIONS, POINT OF SALES THAT WE UTILIZE THAT HAVE INTEGRATION WITH OUR, OUR MERCHANT BANK OR OUR MERCHANT PROCESSOR.
UM, AND SO THIS IS TRADITIONALLY WHAT WE THINK OF.
IF SOMEONE WANTS TO PAY BY VISA, MASTERCARD, DISCOVER OUR AMERICAN EXPRESS, WE WOULD ACCEPT THOSE FORMS OF PAYMENT AND THIS PROCESSOR WOULD PROCESS THAT, COLLECT THE MONEY ON OUR BEHALF AND REMIT IT BACK TO THE CITY OF SAN ANTONIO.
THIS CONTRACT THAT WE'RE GONNA BE RECOMMENDING TODAY ALSO LOOKS AT EXPANDING ABOVE AND BEYOND JUST THE TRADITIONAL PAYMENT TYPES, UM, TO SOMETHING SIMILAR TO, UM, APPLE PAY, GOOGLE PAY, AND THEY ALSO HAVE THE, THE COMPANY THAT WE'RE GONNA BE RECOMMENDING ALSO HAS ROADMAPS TO EXPLORE OTHER AREAS, UM, LIKE VENMO AND, AND OTHER TYPES OF PAYMENTS.
SO IT'S REALLY GONNA BE TRYING TO EXPAND BEYOND OUR TRADITIONAL PAYMENT TYPES THAT WE HAVE TODAY.
THIS LIST IS, THIS IS A REQUEST FOR PROPOSAL AS WELL.
UM, THE PROPOSED TERM IS THREE YEARS WITH ONE TWO YEAR OPTION.
THE ESTIMATED VALUE IN CREDIT CARD FEES IS ABOUT $1.5 MILLION ANNUALLY, ABOUT A TOTAL OF ABOUT 7.5 OVER THE TERM OF THE CONTRACT.
THE CURRENT CONTRACT EXPIRES JUNE 30TH, 2023.
WHEN WE BRING THIS BACK TO COUNCIL FOR OUR RECOMMENDED AWARD, WE MAY ALSO BE RECOMMENDING BECAUSE OF THE TRANSITION TIMES A SMALL, UM, EXTENSION WITH THE CURRENT PROVIDER JUST DUE TO THE LEVEL OF INTEGRATION THAT WE HAVE WITH OUR CURRENT SYSTEMS. UM, CRAIG AND I WILL BE VISITING ON THAT AND HAVE BEEN TALKING ABOUT WHAT TIME THAT'S GONNA TAKE TO ACTUALLY DO THAT LEVEL OF INTEGRATION.
UM, SO WE'LL BE COMING BACK WITH A RECOMMENDATION TO YOU TO THE FULL COUNSEL WHEN WE BRING THIS BACK, THIS AWARD BACK IS IN TERMS OF RECOMMENDATION, THE TERM IN, UM, IN TERMS OF THE RECOMMENDED AWARD WHEN WE BROUGHT THE PRES SOLICITATION.
UM, AND JUST GOING THROUGH THE POINTS REAL QUICK, EXPERIENCE, BACKGROUND AND QUALIFICATIONS OF 35 POINTS.
PROPOSED PLAN OF 35 POINTS FOR A TOTAL OF 70
[00:20:02]
PRICE.LOCAL PREFERENCE OF 10 VETERANS OF FIVE FOR A TOTAL OF A HUNDRED POINTS.
WE RECEIVED FIVE RESPONSIVE SOLICITATIONS.
ONE FIRM WAS DEEMED NON-RESPONSIVE.
AND I I TALK A LITTLE BIT ABOUT, A LITTLE BIT MORE ABOUT THAT IN A FEW.
UM, YOU CAN THREE, BASED ON THE, UM, INITIAL EVALUATION WERE RECOMMENDED FOR, UH, WERE SHORTLISTED FOR INTERVIEWS, WHEN WE DID THE, THE, UM, INTERVIEWS FOR THE SHORTLISTED FIRMS VENDOR A, UM, OBTAINED A TOTAL, UM, EVALUATION POINTS OF 73 POINT 13 COMPARED TO VENDOR C AND VENDOR B OF 58.33 AND 51.32.
I WILL NOTE THAT, UM, VENDOR A, WE DID CONDUCT TWO INTERVIEWS WITH, UM, WE WERE CONDUCTING OUR PROCESSES.
WE HAD A, I GUESS A PROCESS ANOMALY OR ISSUE BASED ON THAT AND WORKING WITH, UM, THE EVALUATION TEAM, WE WANTED TO BROUGHT, BRING THEM BACK FOR A SECOND INTERVIEW TO CLARIFY THAT BASED ON THE INTERVIEWS THAT WERE CONDUCTED IN THE SECOND INTERVIEW THAT WERE CONDUCTED, I FEEL CONFIDENT BRINGING BACK, UM, OUR RECOMMENDATION BASED ON THE PROCESS THAT WE HAD AS FAR AS THE DUE DILIGENCE, UM, NUMBER OF VENDORS NOTIFIED, WE NOTIFIED 87.
WE HAD EIGHT VENDORS AT THE PRE-SUBMIT SUBMITTAL CONFERENCE.
AS I REMEMBERED, WE HAD SIX VENDORS THAT RESPONDED.
ONE RESPONDENT WAS DEEMED NON-RESPONSIVE FOR FAILURE TO COMPLY WITH STATE STATUTORY REQUIREMENTS.
AND AS SUCH, UM, THEY WERE DEEMED NON-RESPONSIVE.
DID NOT MOVE FORWARD TO EVALUATION BASED ON THE DUE DILIGENCE BY MY TEAM AND AND KEVIN'S TEAM.
THERE WERE NO MATERIAL FINDINGS BASED ON OUR DUE DILIGENCE.
UH, CHAIRMAN, BASED ON THAT, WE'LL BE, UM, TARGETING AN APRIL 20TH, UH, COUNCIL MEETING TO BRING FORWARD OUR RECOMMENDATION FOR AWARD, UM, TO THE FULL COUNCIL.
COULD YOU TELL US WHY YOU, YOU AGAIN, YOU, UH, RE-INTERVIEWED, UH, PARTICIPANT A, WHAT WAS THE GLITCH THAT YOU WERE CONCERNED ABOUT? WHEN WE, UM, WHEN WE ACTUALLY DID THE TABULATION, MY TEAM DID THE TABULATION DURING THE SHORTLISTED FIRMS, THEY INADVERTENTLY REACHED OUT TO TRANSPOSED THE SCORINGS BETWEEN ONE OF THE SHORTLISTED FIRMS AND ONE OF THE OTHER FIRMS THAT WERE NOT SHORTLISTED.
IT MADE THE APPEARANCE THAT THAT FIRM THAT WAS NOT SHORTLISTED WAS ACTUALLY HIGHER THAN THEY WERE.
SO WE HAD REACHED OUT TO THAT FIRM TO BRING THEM IN FOR AN INTERVIEW.
FORTUNATELY, THEY DECLINED, AND SO THE ORIGINAL SHORTLISTED COMPANY WAS NOT INTERVIEWED.
WE BROUGHT THAT TOP RANK FIRM IN AND THE OTHER FIRM BACKEND TO CLARIFY THAT.
SO BASICALLY WE WENT THROUGH AND JUST, UM, LEVEL SET THE PROCESS TO MAKE SURE IT'S FAIR AND EQUAL.
I DON'T THINK I HAVE ANY OTHER QUESTIONS.
ANY OTHER COMMITTEE MEMBERS HAVE A QUESTION? YES.
SO IF YOU COULD GO BACK TO THE RATINGS, JUST SO THAT I'M CLEAR RIGHT ON THIS ONE MM-HMM.
WHEN WE WENT TO THE SECOND OPPORTUNITY FOR THEM TO COME IN, DO WE ASK 'EM TO REVISE THEIR PRICING OR, OR WE'RE NOT ALLOWED? I, I DON'T KNOW IF THAT'S PART THE PROCESS.
NO, WE, WHEN WE GO TO THE, UM, THE INTERVIEWS, WE BRING THAT PRICING FORWARD AND UM, MAKE SURE THAT'S CONSISTENT.
WE DO NOT GIVE THE THREE VENDORS, IN THIS CASE THAT WE'RE SHORTLIST AND OPPORTUNITY TO REVISE THEIR PRICING.
ONCE WE ACTUALLY COME FORWARD WITH A RECOMMENDED VENDOR, UM, LIKE VENDOR A MM-HMM.
UM, BUT WE DO NOT REVISE THE PRICING ON THE SECOND GO ROUND.
AND JUST TO CLARIFY THAT WE CAN STILL NEGOTIATE WITH VENDOR A FOR A BETTER PRICE WHEN WE FINALLY FINALIZE THE CONTRACT? THAT'S CORRECT.
MR. HARRIS, DO YOU HAVE A QUESTION? OH, OKAY.
ALRIGHT, NO OTHER QUESTIONS THEN.
UH, WE NEED TO GO AHEAD AND MAKE A MOTION TO FORWARD THIS TO COUNSEL FOR THEIR CONSIDERATION.
MOTION TO FORWARD TO COUNSEL TO FULL COUNSEL.
OKAY, WE HAVE A MOTION AND SECOND TO FORWARD THIS TO FULL COUNSEL FOR COUNSEL CONSIDERATION.
OKAY, WE'RE MOVING THAT ITEM FORWARD.
[Post-Solicitation High Profile Briefings]
IS ITEM EIGHT AGAIN.UH, AND THIS IS C CRAIGLIST QUALIFIED CONTRACTORS TO UTILIZE FOR RESIDENTIAL REHABILITATION.
I'M VERONICA GARCIA, THE DIRECTOR FOR OUR NEIGHBORHOOD HOUSING SERVICES DEPARTMENT.
SO TODAY I HAVE A POST SOLICITATION FOR CONTRACTORS THAT WILL BE PLACED ON A PRE-APPROVED LIST TO DO OUR HOME REHABILITATION PROJECTS.
SO OUR DEPARTMENT, THE NEIGHBORHOOD HOUSING SERVICES DEPARTMENT FACILITATES MAJOR
[00:25:01]
REHAB AND MINOR REHAB PROJECTS CURRENTLY AND WE UTILIZE GENERAL FUND AND UM, C D B G AND HOME FUNDS, SO FEDERAL FUNDS TO COMPLETE THESE HOME REPAIR PROJECTS.WITH THE PASSAGE OF THE 2022 BOND, IT INCLUDED $150 MILLION FOR AFFORDABLE HOUSING, INCLUDING $45 MILLION SPECIFICALLY FOR OUR HOME REHAB AND PRESERVATION PROJECTS.
SO THE INCREASE IN AFFORDABLE HOUSING PRODUCTION GOALS EXPECTED THROUGH THE 2022 BOND PROGRAM WARRANTED A NEED FOR US TO IDENTIFY ADDITIONAL CONTRACTORS TO HELP US COMPLETE THESE HOME REPAIR PROJECTS.
SO OUR TEAM, UM, IN COORDINATION WITH FINANCE ISSUED A REQUEST FOR QUALIFICATIONS FOR INDI, UH, CONTRACTORS THAT COULD BE PLACED ON A PRE-APPROVED LIST AND BE SELECTED TO PARTICIPATE IN OUR HOME REPAIR PROJECTS.
THE CONTRACT TERM IS INITIALLY ONE YEAR, AND AT OUR DISCRETION, IF THEY'RE PERFORMING WELL, WE CAN CONTINUE TO RENEW THEIR, UH, KEEP THEM ON THE LIST FOR, UH, THE TOTAL VALUE OF THE CONTRACT WILL BE CUMULATIVELY $45 MILLION OVER THAT FIVE YEAR PERIOD.
WE CURRENTLY HAVE, UM, 15 CONTRACTORS ON A PRE-APPROVED LIST RIGHT NOW TO HANDLE OUR GENERAL FUND AND FEDERAL FUND PROJECTS.
AND FOR VARIOUS REASONS TODAY, UM, ONLY ABOUT 10 OF THEM ARE ACTUALLY PARTICIPATING IN OUR HOME REHAB.
SO AS WE GET MORE BOND PROJECTS THAT WE'RE GOING TO BE ASSISTING, WE WANNA MAKE SURE WE HAVE ENOUGH CONTRACTORS TO HANDLE THE VOLUME OVER HOME REHABS THAT WE'RE GONNA DO.
SO OUR HOME REHAB PROGRAMS RIGHT NOW ASSIST FAMILIES AT 80% OF THE AREA MEDIAN INCOME OR BELOW, AND OUR HOME REPAIRS ADDRESS HEALTH ADDRESS HEALTH SAFE AND HEALTH SAFETY AND CODE ISSUES.
SO WE DO EVERYTHING FROM MINOR REPAIRS, WHICH MAY BE REPLACING A WATER HEATER OR REWIRING ELECTRICAL IN THE HOME ALL THE WAY TO COMPLETE ROOF SHINGLE REPLACEMENT PLUMBING FOUNDATION OR A D A IMPROVEMENTS TO INCREASED ACCESSIBILITY OF A BATHROOM.
FOR OUR BOND FUNDED PROJECTS SPECIFICALLY, WE'RE PRIORITIZING FAMILIES AT 50% OF THE AREA MEDIAN INCOME OR BELOW, WHICH IS A FAMILY OF THREE, MAKING ABOUT $37,000 A YEAR.
UM, THAT CRITERIA COMES STRAIGHT FROM OUR BOND PARAMETERS THAT WERE APPROVED BY COUNCIL.
SO BOND FUNDED PROJECTS ARE SPECIFICALLY FOR, UM, FAMILIES AT THE LOWER INCOME THRESHOLDS.
SO TO SELECT HOMEOWNERS FOR HOME REHAB PROJECTS, WE GO THROUGH A PROCESS.
WE HAVE AN ANNUAL HOME REHAB APPLICATION PROCESS, AND THEN WE GO THROUGH ALL LAST YEAR WE GOT OVER 3,600 APPLICATIONS FOR THESE PROGRAMS AND OUR TEAM GOES THROUGH THEM WITH AN EQUITY SCORING METRICS, WHICH PRIORITIZES HOMEOWNERS AT LOWER A M I LEVELS OLDER ADULTS, FAMILIES THAT HAVE DIFFERENT ABILITIES AND HOMEOWNERS THAT HAVE LONGER TERMS OF HOME OWNERSHIP.
ONCE WE DETERMINE ELIGIBILITY OF THE HOMEOWNER AND SELECT THEM FOR A MINOR REPAIR OR A MAJOR REHAB PROJECT.
OUR TEAM, UM, IS THE COORDINATING ENTITY BETWEEN THE HOMEOWNER AND THE CONTRACTOR, AND WE OVERSEE THE PROJECT CONSTRUCTION FROM START TO FINISH.
WHAT'S IMPORTANT TO KNOW ABOUT THIS IS THAT THE CITY IS NOT ENTERING INTO CONTRACTS DIRECTLY WITH ANY OF THE CONTRACTORS.
THEY'RE SIMPLY ON A PRE-APPROVED LIST.
THE CONTRACT IS BETWEEN THE HOMEOWNER AND THE CONTRACTOR.
WHAT OUR TEAM DOES IS ENTER INTO A CONTRACT WITH THE HOMEOWNER AND THE CONTRACT BASICALLY IS A FORGIVABLE LOAN FOR ALL OF THE WORK THAT WE'RE GONNA DO AND ALL THE WORK, UH, WE REIMBURSE THE CONTRACTOR FOR THE CON IN EXPENSES THAT THEY INCUR.
SO THIS IS NOT A CONTRACT BETWEEN THE CITY AND THE CONTRACTOR IN ANY OF THESE.
THEY'RE JUST ON A PRE-APPROVED LIST.
SO ONCE A CONTRACTOR IS SELECTED FROM OUR LIST, WE WORK AT THE HOMEOWNERS, DEVELOP A SCOPE OF WORK.
THAT'S VERY IMPORTANT BECAUSE, UM, A LOT OF FAMILIES HAVE BEEN WAITING A LONG TIME TO GET SELECTED FOR THIS PROGRAM.
THEY HAVE A LOT OF DIFFERENT IDEAS OF WHAT TYPES OF REPAIRS THAT THEY WANNA SEE ON THEIR HOME.
SO IT'S OUR JOB TO WORK WITH THEM AND REALLY PRIORITIZE, UM, THE BUDGET THAT WE HAVE FOR THE HOME AND THE SCOPE OF WORK THAT'S ACTUALLY NEEDED WITH THE GOAL OF HOME PRESERVATION IN MIND.
SO WE REALLY WANNA MAKE SURE THAT SCOPE AND THAT BUDGET IS USED PRIMARILY TO ADDRESS ANY CODE ISSUES, UM, AND STRUCTURAL ISSUES THAT THE HOME I HAD REALLY WITH THE GOAL OF PRESERVING THE ASSET FOR THE FAMILY AND THEIR, AND THEIR HEIRS.
SO ONCE WE COME UP AND, UH, AGREE ON A SCOPE OF WORK WITH THE HOMEOWNER, WE, UM, HAVE A PROJECT MANAGERS ASSIGNED AND THEY ARE REALLY THE LIAISON AND THEY'RE THE PERSON THAT COORDINATES AND WORKS WITH THE HOMEOWNER THROUGHOUT THE WHOLE PROCESS.
SO WE OVERSEE THE CONSTRUCTION PERIOD AND WE WORK VERY CLOSELY WITH DEVELOPMENT SERVICES AND THEIR AFFORDABLE HOUSING TEAM TO ENSURE THAT HOME, UM, HAS ALL THE PERMITS PULLED THAT ARE NEEDED, THAT IT PASSES ALL INSPECTIONS, AND THAT IT'S REHABBED QUICKLY AND ANY KIND OF PERMITTING ISSUES THAT ARE NEEDED.
UM, A DEVELOPMENT SERVICES TEAM REALLY HELPS MAKE SURE THAT WE CAN NAVIGATE THAT QUICKLY BECAUSE IN MANY OF THESE PROJECTS, THE HOMEOWNER, THE MAJOR REHAB PROJECTS, THE HOMEOWNER HAS TO MOVE OUT.
SO WE WANNA COMPLETE THE REQUIRES AS QUICKLY AS POSSIBLE, MAKE SURE THEY'RE
[00:30:01]
QUALITY AND UP TO OUR STANDARDS, AND THAT THEY CAN GET BACK IN, UM, AS SOON AS THEY AS SOON AS POSSIBLE.SO WE HAD A VERY STRONG RESPONSE TO OUR SOLICITATION.
WE HAD 20, UH, CONTRACTORS THAT RESPONDED.
AND SINCE OUR GOAL IS TO HAVE AS MANY QUALIFIED CONTRACTORS AS POSSIBLE, WE WENT THROUGH ALL OF THEM AGAINST OUR SCORING CRITERIA, WHICH WE LOOKED AT THE EXPERIENCE, BACKGROUND AND QUALIFICATIONS THAT HAD THE HIGHEST CATEGORY OF POINTS OF 40.
THEN WE LOOKED AT THEIR PROPOSED PLAN, WHICH WAS UP TO 35 POINTS.
THE PLAN REALLY LOOKED AT, UM, SINCE THIS IS A REIMBURSEMENT CONTRACT FOR CONTRACTORS, WE WANTED TO MAKE SURE THEY HAD DONE RESIDENTIAL REHAB CONSTRUCTION BEFORE THAT THEY HAD, UH, THE CAPACITY TO UPFRONT MATERIALS, LABOR COSTS, AND WORK WITH THE CITY FOR THE REIMBURSEMENT PENDING HOMEOWNER APPROVAL ON THE WORK DONE.
AND THAT THEY HAD THE PLAN FOR HOW THEY WOULD ADDRESS THE JOB SITE, HOW THEY WOULD ENSURE THAT THE WORK WAS DONE, QUALITY WITHIN THE TIMELINE THAT WE HAD, UM, AGREED TO.
SO ALL OF THAT WAS INCLUDED IN THEIR PROPOSED PLAN.
AND THEN FOR THIS PARTICULAR SOLICITATION, SINCE WE ARE UTILIZING BOND FUNDS AND SOME GENERAL FUNDS, UM, SPAY A APPLIED, SO WE HAD 10 POINTS SET ASIDE FOR EMERGING SMALL BUSINESSES.
UH, ANOTHER 10 POINTS SET ASIDE SPECIFICALLY FOR MINORITY WOMEN-OWNED SMALL BUSINESSES.
AND THEN FIVE POINTS SET ASIDE FOR OUR VETERAN-OWNED SMALL BUSINESS PREFERENCE PROGRAM.
SO WE LOOKED AT ALL 20, UM, PROPOSALS THAT WERE RECEIVED, AND 19 OUT OF THE 20 ARE ACTUALLY RECOMMENDED TO BE INCLUDED ON THE LIST.
UM, OF THOSE 1910 OF THEM ARE ALREADY CONTRACTORS THAT ARE PARTICIPATING ON OUR FEDERAL FUND AND GENERAL FUND.
SO THIS WILL BRING NINE BRAND NEW CONTRACTORS, UM, THAT WE HAVE AVAILABLE TO WORK WITH, WHICH IS, WHICH IS GREAT BECAUSE WE NEED THEM.
SO THIS IS, UM, THERE'S NINE, THERE'S 20 OF THESE.
SO I'LL KIND OF KEEP GOING THROUGH THE SCORING MATRIX.
SO YOU CAN SEE, UM, THE SCORES REALLY RANGED FROM A LOW, UM, ANYONE OVER 40 POINTS IS RECOMMENDED FOR AWARD.
AND YOU COULD SEE THE ONE ENTITY THAT IS NOT, UM, REALLY WHEN IT CAME TO EXPERIENCE IN THE PROPOSED PLAN, THEY WEREN'T DOING, UH, HOME REHAB WORK AND SERVING AS A PRIME.
THEY MAY BE, WERE MORE QUALIFIED AS A SUBCONTRACTOR TO DO A VERY SMALL PIECE OF WHAT THE HOME REHAB PROGRAM DOES.
SO FOR DUE DILIGENCE, UH, WE WORKED TO NOTIFY OVER 3,300 VENDORS FOR THIS SOLICITATION.
WE HAD 15 ENTITIES SHOW UP TO THE PRE-SUBMIT CONFERENCE AND WE HAD TO A TOTAL OF 20 RESPONSES.
AND WE ARE RECOMMENDING 19 OF THOSE 20 TO BE PLACED ON OUR PRE-APPROVED CONTRACTOR LIST.
AND THAT CONCLUDES MY PRESENTATION.
HAPPY TO ANSWER ANY QUESTIONS YOU MAY HAVE.
I, I WAS LOOKING AT, UH, THE DIFFERENT CONTRACTORS.
I NOTICED ONLY EIGHT OF 'EM ARE SMALL BUSINESS.
UH, HOW MANY TOTAL DID WE REACH OUT TO ON THIS? UH, 3333 27.
REALLY ONLY 20 OUT OF 3,300 POSSIBLE ONES? YES.
SO THIS, UM, YOU HAVE TO BE ABLE TO MEET ALL OF THE CITY CRITERIA.
YOU HAVE TO BE ABLE TO HAVE ENOUGH CAPACITY AND TYPICALLY WE DON'T ASSIGN ONE PROJECT AT A TIME.
THEY MAY HAVE FOUR OR FIVE, SIX DIFFERENT TYPES OF CITY PROJECTS ASSIGNED AT ONE TIME.
UM, SO THEY HAVE TO BE ABLE TO HAVE THE CAPACITY TO ABSORB UPFRONTING COSTS AND THEN WAIT FOR US TO APPROVE THE WORK AND REIMBURSE THEM.
UM, THERE'S THREE PROGRESS PAYMENTS ALONG THE WAY SO THEY DON'T HAVE TO COVER THE WHOLE COST UPFRONT, BUT THAT'S A LIMITATION FOR SOME TO RESPOND TO THIS.
UM, AND THEN, LIKE I SAID, 10 OF THEM ARE EXISTING CONTRACTORS THAT WORK WITH US ALREADY, SO WE KNOW THE QUALITY OF WORK THAT THEY DO AND SO THEY'RE INTERESTED IN WORKING ON OUR BOND FUNDED PROJECTS AS WELL.
YOU SAID THAT YOU HAD SOME ALREADY WORKING ON THESE PROJECTS.
UH, I FORGET HOW MANY, YOU SAID THERE WERE UH, 10 OUT OF THE 19.
NO, BUT EARLIER YOU SAID AT THE BEGINNING, CURRENTLY, OH, THERE ARE 15 ON A LIST.
BUT YOU SAID ONLY 10 DURING A WORK.
ONE OF 'EM IS NO LONGER IN BUSINESS.
UM, YOU KNOW, THE QUALITY OF THE WORK WAS NOT WHAT WE NEEDED TO BE, SO THEY'RE NO LONGER ON OUR APPROVED LIST.
AND THEN THE OTHER THREE HAD, UM, CURRENTLY HANDLED VERY SMALL VOLUMES OF WORK.
ARE ANY OF THOSE FIVE AMONG THIS 19? NO.
SO THEN, BUT 10 OF THEM ARE, 10 OF THEM ARE, SO, OKAY.
SO BASICALLY THE, THE 10 WE'RE WORKING WITH RIGHT NOW ARE PART OF THIS NEW LIST AS WELL, AND THEN NINE, NINE ADDITIONAL AND THEN NINE NEW STILL SEEMED LIKE A SMALL NUMBER TO APPLY.
WAS THERE, WAS THERE ANYTHING YOU HEARD FROM OTHER POTENTIAL APPLICANTS THAT KIND OF EXCLUDED THEM? FOR EXAMPLE, YOU SAID YOU WANTED THEM TO BE ABLE TO DO MAYBE THREE PROJECTS AT THE SAME TIME.
AND WE, WE DID TRY TO OPEN IT UP AND, UH,
[00:35:01]
WE DO WORK EVERYTHING RANGING FROM REALLY SMALL MINOR REPAIRS.SOME PROJECTS ARE SIMPLY ROOF SHINGLE REPLACEMENT ONLY AND SOME ARE MAJOR REHAB OR EVEN FULL RECONSTRUCTION OF A HOME IN SOME CASES.
SO WE DID LET THE CONTRACTORS DECIDE IF THEY ONLY ARE A ROOF CONTRACTOR, THEY CAN APPLY TO JUST BE A ROOF CONTRACTOR.
AND THOSE ARE THE ONLY TYPES OF PROJECTS WE WOULD ASSIGN SO THAT WE HAD MORE FLEXIBILITY ON WHO WE COULD WORK WITH AND HOW WE COULD WORK WITH THEM.
THEY ALSO WERE ABLE TO TELL US HOW MANY PROJECTS IN EACH CATEGORY THEY COULD TAKE ON AT ANY ONE TIME.
UM, LAST TIME I THINK WE HAD, AND MY TEAM IS HERE, BUT I THINK IT WAS AROUND 16 RESPONSES.
SO THIS IS AN INCREASE IN THE NUMBER OF RESPONSES AND IN PREVIOUS YEARS IT WAS MAYBE NINE 10 RESPONSES.
SO THIS IS MORE THAN WE TYPICALLY HAVE SEEN IN THE PAST, WHICH IS GOOD.
UM, AND WE DID CAST A WIDER NET, REALLY TRY PROACTIVELY TO WORK TO REACH OUT TO SMALL BUSINESSES SINCE THE PREFERENCE POINTS APPLIED ON THIS PARTICULAR SOLICITATION.
NOW WILL MOST OF THE UNDER ONE ROOF PROJECT FALL UNDER WHAT YOU'RE DOING HERE? YES.
'CAUSE WE CAN USE, UM, GENERAL FUND AND ONE.
SO HOW MANY OF THESE 19 ARE JUST GONNA DO ROOFS? UH, I WILL HAVE TWO.
SHE IS OUR ADMINISTRATOR WHO OVERSEES ALL OF OUR HOME REHAB PROJECTS, VERY BUSY.
UH, WE HAVE TWO, I GUESS, THAT ARE JUST ROOF CONTRACTORS WITH ALL THE ROOFERS IN THIS CITY.
I'M SURPRISED WE DON'T HAVE A DOZEN WHO WANT TO DO ROOFS.
UH, IS THERE A WAY OF KIND OF SEPARATING THE TWO BECAUSE, UH, ARE WE GOING TO JUST DO A LOT OF ROOFS AND ARE TOO ENOUGH? NO.
COULDN'T WE EXPAND THAT TO HAVE 20 PEOPLE DOING ROOFS? SURE, SURE.
ANNE EATON ADMINISTRATOR OVER THE HOME REHAB PROGRAM OF THE 19 TWO ARE UNIQUE TO ROOFING SKILLSET.
WE'LL ONLY FOCUS ON ROOFS, BUT THE REMAINDER WE'LL DO ROOFS MAJOR AND MINOR, SO WE'LL HAVE PLENTY OF CONTRACTORS TO UTILIZE AS WE DO.
THE NUMBER OF ROOFS THAT WE DO, TWO, WOULD NOT ALLOW US TO MEET OUR GOALS, AND SO THAT'S WHY WE HAVE, OF THE 19 THAT ARE BEING SELECTED, UM, A MAJORITY OF THEM ARE ALSO GONNA DO ROOFS IN ADDITION TO THE EXISTING ONES THAT WE HAVE.
NOW IS, LIKE I SAID, IS THERE A WAY OF, OF JUST OPENING ROOFS UP SEPARATELY AND GETTING MORE PEOPLE.
UH, HOW MANY ROOFS DO YOU EXPECT TO DO UNDER ONE ROOF THIS YEAR? NEXT, OUR, THE LAST TWO YEARS, OUR GOALS HAVE REMAINED AT FUNDING, UH, 280 ROOFS WITH THE 3.25 MILLION OF GENERAL FUND.
UM, I DON'T WANNA SPEAK ON BEHALF OF THE PLAN FOR NEXT YEAR'S BUDGET.
UM, I'LL LET VERONICA ANSWER THAT QUESTION, BUT, UH, HAVING THAT CONTRACTOR CAPACITY HAS NOT BEEN AN ISSUE AND I DON'T FORESEE IT TO BE AN ISSUE.
BUT GROWING THAT SKILLSET WITH MAJOR REHAB AND RECONSTRUCTION AND MINOR REPAIR, THAT'S THE NEED AND I BELIEVE THAT WILL BE ABLE TO DO THAT WITH THE RESPONSE THAT WE RECEIVED IN THE SOLICITATION.
THOSE ARE THE ONLY QUESTIONS I HAVE.
ANYBODY ELSE HAVE ANY QUESTIONS? OKAY.
HEARING NONE THEN AGAIN, THIS IS AN ITEM THAT WE NEED TO, UH, RECOMMEND TO THE COUNCIL FOR THEIR APPROVAL.
SO I'D ENTERTAIN A MOTION, NOT EVERYBODY AT ONCE,
MOTION BEEN MADE AND SECONDED TO RECOMMEND THIS CITY COUNCIL FOR COUNCIL APPROVAL.
THAT HANDLES THE FIRST EIGHT ITEMS OF OUR AGENDA.
WE HAVE ONE OTHER ITEM, UH, IT IS ALSO A FINANCIAL AUDIT
[Final Internal Audit Report]
ITEM.UH, WE MAY BE CONSIDERING, UH, LOOKING AT THIS, UM, UNDER, UH, EXECUTIVE SESSION, BUT FOR RIGHT NOW, LET'S GO AHEAD AND HAVE A PRESENTATION.
AND THIS IS, UH, AN AUDIT REPORT OF THE, UM, AUDIT WE PERFORMED AT THE SAN ANTONIO POLICE DEPARTMENT PARK POLICE OPERATIONS.
THE OBJECTIVE OF THIS AUDIT WAS TO DETERMINE IF THE OPERATIONS, THE ADMINISTRATION OF THE PARK POLICE WAS OPERATING EFFICIENTLY AND EFFECTIVELY WITH FOCUSES ON DEPLOYMENT PLANS, EQUIPMENT TRACKING, UH, TRAINING REQUIREMENTS, COMPLIANCE WITH THOSE TRAINING REQUIREMENTS.
OUR OVERALL CONCLUSION WAS THAT YES, THE PARK POLICE ARE MEETING THEIR CORE MISSION OBJECTIVES.
SOME OF THE POSITIVE RESULTS THAT WE FOUND IN THIS AUDIT, UH, THE REPORTING PROCESS AND DOCUMENTATION OF INCIDENCES IS BEING COMPLETED AND REVIEWED IN A TIMELY MANNER.
MONTHLY LINE INSPECTIONS ARE PERFORMED, UH, ALL TRAINING REQUIREMENTS, UH, WERE MET FOR BOTH OFFICERS AND FOR THE INSTRUCTORS.
THERE'S ADDITIONAL TRAINING REQUIREMENTS FOR THOSE INSTRUCTORS.
AND SO THOSE WERE ALL BEING MET.
AND THEN, UH, THE ASSIGNED WORK AREAS ARE IN FACT BEING PATROLLED.
UH, SOME AREAS FOR IMPROVEMENT THAT WE'VE MADE RECOMMENDATIONS ON.
UH, CURRENTLY THE STAFFING LEVELS ARE NOT MEETING THE MINIMUM REQUIREMENTS PER THE PARK PLACE'S OWN SOPS.
UH, THEY HAVE A PLAN IN PLACE OR IMPLEMENTING A PLAN RIGHT NOW TO HELP IMPROVE THAT.
UH, BUT ALSO THERE'S JUST, UH, VACANCIES THAT CONTRIBUTE TO SOME OF THAT.
BUT THEY HAVE A PLAN IN PLACE FOR THE IMPROVEMENT PROCESS.
WE ALSO KNOW THAT MONTHLY ACTIVITY REPORTS OF INCIDENTS AND THE WORKLOAD WERE NOT ACCURATE.
UH, THEY COMPILED DAILY LISTINGS OF ACTIVITY THAT THEY PERFORM AND THEN THEY'RE ROLLED UP IN A MONTHLY REPORT AND, AND SO ON.
[00:40:01]
ABOUT A QUARTER OF THOSE MONTHLY REPORTING NUMBERS WERE NOT ACCURATE, UH, FOR VARIOUS REASONS.SO THERE'S RECOMMENDATIONS TO CORRECT THAT.
AND THEN ON THE EQUIPMENT SIDE, THERE WERE INVENTORY CONTROLS LACKING, UH, FOR AMMUNITION, AMMUNITION, AMMO TRACKING, AND ALSO, UH, IN SOME OF THE BIKE PARKS INVENTORY, SPECIFICALLY ON THE AMMUNITION, UH, TRACKING.
OUR RECOMMENDATION WAS RIGHT NOW THE AMMUNITION WAS STORED AT THE PARK POLICE TRAINING FACILITY.
UH, THE RECOMMENDATION IS FOR BETTER CONTROL OVER THAT TO MOVE IT TO THE ARMORY, UH, NEAR THE FIRING RANGE, UH, OVER AT THE, UH, POLICE ACADEMY AND JUST TO ALLOW FOR BETTER TRACKING, LESS TRANSPORTATION OF AMMUNITION.
AND THEN THE BIKE PARTS INVENTORY JUST LACKING PROPER SEGREGATION OF DUTIES.
IT'S A VERY SMALL GROUP THAT DOES THAT, OBVIOUSLY.
UH, BUT JUST THERE'S SOME MITIGATING CONTROLS THAT THEY CAN PUT IN PLACE TO JUST TO MAKE SURE THAT INVENTORY, UH, BIKE PARTS AND MAINTENANCE IS BEING PERFORMED AND, AND APPROPRIATELY MANAGED IN THE PROCESS.
AND THEN THE FINAL RECOMMENDATION WE MADE WAS, AGAIN, WITH USER ACCESS AND WE FOUND THAT USER ACCESS ON THEIR SYSTEM WAS EXCESSIVE AND REALLY FROM THE PERSPECTIVE OF NOT BEING TERMINATED IN A TIMELY MANNER WHEN, UH, A PARK POLICE OFFICER LEFT EMPLOYMENT WITH THE PARK POLICE.
SO THOSE WERE OUR ISSUES THAT WE FOUND.
UH, SS A P D MANAGEMENT HAS AGREED WITH THE RECOMMENDATIONS AND HAVE DEVELOPED ACTION PLANS TO ADDRESS 'EM ALL.
UH, THE ANTICIPATED COMPLETION FOR EVERYTHING THAT WE'VE RECOMMENDED AS JULY, 2023.
HOWEVER, I WILL STATE THAT MANY OF THE, UH, RECOMMENDATIONS HAVE ALREADY BEEN IMPLEMENTED OR WILL BE IMPLEMENTED IN THE FIRST, YOU KNOW, WITHIN A MONTH OR TWO.
THERE'S ONE THAT'S GONNA GO INTO JULY, BUT WE WILL BE FOLLOWING UP ON ALL OF, UM, THE RECOMMENDATIONS AFTER THEY'VE BEEN IMPLEMENTED TO MAKE SURE THAT THAT'S BEEN SUFFICIENT.
SO THAT CONCLUDES MY PRESENTATION.
AND THEN THERE'S MANAGEMENT FOR PARK POLICES HERE TO, TO RESPOND.
YEAH, I'D LIKE TO HEAR, UH, FROM ONE OF THE PARK POLICE, UH, LEADERSHIP TO KIND OF TELL US, UH, WHY WE'VE GOTTEN TO THIS POINT AND HOW WE'RE GONNA GET OUT OF IT.
UH, DEPUTY CHIEF CHRIS BENAVIDEZ AND THANK YOU KEVIN FOR THE, UH, FOR THE WORK ON YOUR, ON THE, ON THE AUDIT REPORT WITH YOUR STAFF.
UM, OF THE FIVE RECOMMENDATIONS, THREE HAVE ALREADY BEEN COMPLETED AS KEVIN MENTIONED.
TWO OF 'EM, UH, WE'LL GO INTO JULY IF NOT SOONER.
UM, YOUR SPECIFIC QUESTION IS WELL ON INVENTORY AND PARK, UH, YOU KNOW, UH, PROPERTY NOT BEING ACCOUNTED FOR, PARTICULARLY AMMUNITION.
WELL, THE AMMUNITION IS ACCOUNTED FOR.
THERE WAS A PROCESS OF WHEN THAT AMMUNITION GETS MOVED.
FOR EXAMPLE, UM, WHEN, UH, THERE'S A CERTIFICATION OR A, A CLASS THAT'S COMING THROUGH TO GET, UH, UH, TRAINING WITH AMMUNITIONS.
THE AMMUNITION WAS MOVED FROM THE TRAINING ACADEMY TO THE SS A P D ARMORY AND THERE WASN'T A MECHANISM TO TRACK THAT.
ALL THOSE ROUNDS WERE USED AT THE, AT THE FIRING RANGE.
UM, THERE'S ALWAYS BEEN AN AUDIT PROCESS FOR THE AMMUNITION AND THE AMMUNITION WAS IN PLACE.
IT WAS JUST AN EXTRA STEP TO ACCOUNT FOR THE MOVEMENT.
AND SO YOU'RE GONNA BE ABLE TO TIGHTEN UP YOUR INVENTORY ON SOME OF THE OTHER ISSUES LIKE BIKE PARTS OR ANYTHING ELSE? YES, SIR.
SO THERE WAS NOT A SEGREGATION OF DUTIES.
UH, SPECIFICALLY THERE WAS ONE OFFICER THAT WAS IN CHARGE OF ORDERING, PURCHASING INVENTORY AND DISTRIBUTION THAT'S BEEN SEPARATED.
NOW THERE'S AN ADDITIONAL OFFICER AND A DIRECT, UH, SUPERVISOR THAT OVERSEES THE ENTIRE PROGRAM.
NOW WE HAVE ONE OFFICER THAT'S IN CHARGE OF ORDERING AND PURCHASING.
THE SECOND OFFICER IS IN CHARGE OF INVENTORY AND DISTRIBUTION.
UH, I'LL OPEN IT UP TO ANY OTHER QUESTIONS THAT ANY OF THE OTHER COMMITTEE MEMBERS MAY HAVE.
UH, YES, KEVIN, UH, COUNSEL, JUST, I JUST WANNA CLARIFY BASED ON SOMETHING YOU JUST SAID SPECIFICALLY WITH THE AMMUNITION, OBVIOUSLY THAT'S A VERY SENSITIVE RIGHT, UH, UH, TOPIC.
AND WHEN WE PUT THINGS IN THE AUDIT REPORT, THAT DOESN'T NECESSARILY MEAN THAT IT WAS SOMETHING THAT WAS BAD OR THIS WAS RIGHT.
YOU KNOW, IN THIS CASE, LIKE, UH, THE OFFICER MENTIONED THE, UH, THEY WERE TRACKING THE AMMUNITION, BUT WE WERE JUST, YOU KNOW, FOR AN IMPROVEMENT IN THE PROCESS.
WE'RE TRYING TO MINIMIZE THE TRANSPORTATION, MINIMIZE THE STEPS AND WHERE AM AMMUNITION MOVES FROM POINT A TO POINT B.
SO THAT'S WHAT THE RECOMMENDATION, UH, WAS ON THIS ONE.
AND, UH, THEY IN INSTITUTE OF THAT ALREADY.
WELL, THANK YOU FOR CLARIFYING THAT.
UH, DO ANY OF THE OTHER COMMITTEE MEMBERS HAVE ANY QUESTIONS THEY'D LIKE TO BRING UP AT THIS TIME? I HAVE ONE, YES.
SO ON ON KEVIN, ON THE REPORT.
SO WHEN YOU GIVE THEM THESE RECOMMENDATIONS, IS FUNDING TAKEN INTO CONSIDERATION, LIKE THEIR BUDGET TO SEE WHAT'S FEASIBLE FOR THEM? GENERALLY WHEN WE MAKE A RECOMMENDATION, WE DO NOT CONSIDER FUNDING.
THAT'S GENERALLY IN THE DISCUSSION IN THEIR MANAGEMENT RESPONSES.
UH, THAT RARELY COMES UP SPECIFICALLY IN THIS CASE, YOU KNOW, ADDING, UH, FOR THE INVENTORY CONTROLS AND STUFF.
THEY'RE JUST CHANGING RESPONSIBILITIES TO SPLIT SOME THINGS UP.
[00:45:01]
BUT, YOU KNOW, IF FUNDING'S AN ISSUE, IT DOES GET DISCUSSED AND THERE'S BEEN IN PAST AUDITS, YOU KNOW, WE HAVE TO WAIT UNTIL THE NEXT BUDGET, UH, MAYBE TO IMPLEMENT SOMETHING BECAUSE OF THE COST OR THE SIGNIFICANCE OF IT.AND THAT WOULD BE INCLUDED IN THE REPORT THEN, IF THAT WAS AN ISSUE? YES.
YEAH, I KNOW INITIALLY RIGHT AT THE TOP WAS CURRENT STAFFING LEVELS AND I UNDERSTAND THAT, UH, IF WE'RE GONNA SPEAK ABOUT THAT, WE'RE GONNA GO INTO AN EXECUTIVE SESSION TO DO THAT AND I WOULD LIKE TO HAVE THAT ADDRESSED BY THE COMMITTEE.
SO AT THIS TIME, UH, IT IS, LET'S
[Executive Session At any time during the meeting, the Committee may meet in executive session for consultation with the City Attorney's Office concerning attorney client matters under Chapter 551 of the Texas Government Code.]
SEE, BY MY WATCH, UH, 11 MINUTES BEFORE THREE, SO THAT'S 2 49.THIS TIME ON THE 29TH OF MARCH, 2023, THE AUDIT AND ACCOUNTABILITY COMMITTEE OF THE CITY OF SAN ANTONIO CITY COUNCIL WILL NOW RECESS INTO EXECUTIVE SESSION TO DELIBERATE ON THE S A P D PARKS POLICE AUDIT PURSUANT TO TEXAS GOVERNMENT CODE SECTION 5 5 1 0.076 DELIBERATIONS REGARDING SECURITY DEVICES, SECURITY AUDITS, AND TO, TO DELIBERATE THE APPOINTMENT EVALUATION AND DUTIES OF THE CITY AUDITOR PURSUANT TO TEXAS GOVERNMENT CODE SECTION 5 5 1 0.074 PERSONNEL MATTERS AND DISCUSS LEGAL ISSUES PURSUANT TO THE TEXAS GOVERNMENT CODE SECTION 5 5 1 0.071 CONSULTATION WITH ATTORNEYS.
SO I'LL ASK EVERYBODY TO PLEASE STEP OUT EXCEPT THOSE WHO ARE IMMEDIATELY INVOLVED, UH, IN THIS DISCUSSION IN THIS EXECUTIVE SESSION.
THE TIME IS NOW 3:03 PM ON THE 29TH DAY OF MARCH, 2023 IN THE AUDIT AND ACCOUNTABILITY COMMITTEE OF THE CITY OF SAN ANTONIO CITY COUNCIL WILL NOW RECONVENE AN OPEN SESSION.
NO OFFICIAL ACTION WAS TAKEN DURING THE EXECUTIVE SESSION.
AT THIS TIME, WE HAVE COMPLETED ALL ITEMS ON OUR AGENDA.
I WILL ASK IF THERE ARE ANY COMMITTEE MEMBERS THAT HAVE ANY ITEMS THEY WOULD LIKE TO HAVE FOR FUTURE CONSIDERATION.
UH, YOU CAN MENTION 'EM NOW OR YOU CAN, UH, GET THEM TO ME, THE COUNCILMAN.
WE DO NEED A MOTION TO ACCEPT THAT, UH, AUDIT REPORT OF ITEM NINE.
WE HAD THE AUDIT REPORT ON ITEM NINE, WHICH WE JUST REVIEWED.
SECOND AND A SECOND TO ACCEPT THAT AUDIT REPORT.
AT THIS TIME I BELIEVE WE'VE CONCLUDED OUR MEETING SO WE WILL BE ADJOURNED.