[00:00:08]
>> VIAGRAN: ALL RIGHT. THIS IS SO GREAT. THE TIME IS 10:01 A.M. ON TUESDAY, SEPTEMBER 10, 2024, AND THE MEETING OF THE AUDIT COMMITTEE IS NOW CALLED TO ORDER. MADAM CLERK, CAN YOU CALL THE ROLL.
>> VIAGRAN: WE HAVE A LENGTHY AGENDA TODAY SO I'LL BE ALLOWING THE MEMBER SPEAKERS TWO ROUNDS OF COMMENTS WITH THREE MINUTES FOR THE FIRST ROU MND AND THREE MINUTES FOR THE SECOND ROUND. FIRST ITEM ON THE AGENDA IS
[Approval of Minutes ]
THE APPROVAL OF THE MINUTES. ARE THERE ANY CORRECTIONS TO THE MINUTES?CAN I GET A MOTION? >> COURAGE: SO MOVED. >> WHYTE: SECOND.
>> VIAGRAN: I'VE GOT A MOTION AND A SECOND. ANY DISCUSSION? ALL IN FAVOR SAY AYE.
MOTION CARRIES. MADAM CLERK, DO WE HAVE ANY PUBLIC COMMENTS?
>> CLERK: WE HAVE NO MEMBERS OF THE PUBLIC SIGNED UP TO SPEAK.
>> VIAGRAN: ALL RIGHT. WITH THAT, WE WILL MOVE ON TO THE CONSENT AGENDA.
[CONSENT AGENDA ]
AND I BELIEVE IT IS AUDIT REPORTS. 2 AND 4 ARE FINAL INTERNAL AUDIT REPORTS. DOES ANYONE WISH TO PULL ANY ITEM FROM THE CONSENT FORINDIVIDUAL CONSIDERATION? >> COURAGE: MADAM CHAIR, I'VE READ ALL THREE.
I DON'T HAVE ANY CONSIDERATIONS. I MOVE ADOPTION OF THE
CONSENT AGENDA. >> WHYTE: SECOND. >> VIAGRAN: A MOTION AND SECOND. ANY DISCUSSION? ALL RIGHT.
THERE BEING NO FURTHER DISCUSSION, ALL IN FAVOR SAY AYE.
[Pre-Solicitation High Profile Briefings ]
INDIVIDUAL CONSIDERATION. MADAM CLERK, PLEASE READ THE CAPTION FOR ITEM 5.>> CLERK:. >> A BRIEFING ON THE RELEASE OF A SOLICITATION FOR ONE CONTRACT TO PROVIDE THE PUBLIC WORKS DEPARTMENT WITH CONSTRUCTION SERVICES FOR FIRE STATION NUMBER 2 REPLACE. PROJECT IN THE ESTIMATED
TOTAL VALUE OF $9,355,000. >> GOOD MORNING, CHRISTY CHAPMAN, SERVING FOR ROZ ROZ WHO IS OUT OF THE OFFICE. TODAY I'M GOING TO BE GIVING THE PRE-SOLICITATION BRIEFING FOR FIRE STATION 2. THE PUBLIC WORKS DEPARTMENT IS SOLICITING A REQUEST FOR THE CONSTRUCTION OF IMPROVEMENTS TO FIRE STATION 52 LOCATED IN DISTRICT 4 AT 10440 QUINTANA ROAD. THE PROJECT IS REPLACEMENT OF AN EXISTINGER TO FACILITY WITH A -- EXISTING TEMPORARY FACILITY, ADDITION OF EXISTING LIVING BAY, DORM TEASER, DAY ROOM, RESTROOMS, ENTER SIZE ROOM AND OTHER FEATURES.
THE TOTAL CONSTRUCTION CONTRACT VALUE IS 9.35 MILLION AND THIS IS IS APPROVED PROJECT ON THE CIP FUNDED WITH CERTIFICATES OF OBLIGATION.
THE PROJECT COMPLETION IS ESTIMATED FOR SEPTEMBER 2026.
THE SCOPE OF WORK INCLUDES THE CONSTRUCTION SERVICES LISTED ON THIS SLIDE.
THERE ARE 92 VENDORS IN THE CENTRAL VENDOR REGISTRY THAT COULD PROVIDE THESE TYPES OF CONSTRUCTION SERVICES. THE SOLICITATION WILL BE ADVERTISED THROUGH THE NORMAL METHODS ON THE SLIDE. THE INDIVIDUALS SERVING ON THE EVALUATION COMMITTEE WILL INCLUDE JOHN PETER RICK WITH THE CITY MANAGER'S OFFICE, LUIS MONTOS, THE CAPITAL PROGRAMS MANAGER WITH PUBLIC WORKS, MARK BEAVERS WITH FIRE AND VALERIE FROSTO, INTERIM DEPUTY CHIEF WITH FIRE. THE EVALUATION CRITERIA USED WILL INCLUDE 30 POINTS FOR EXPERIENCE, BACKGROUND AND QUALIFICATIONS, 20 POINTS FOR UNDERSTANDING OF THE PROJECT, 15 POINTS FOR EXPERIENCE IN THE SAN ANTONIO REGION AND PAST PERFORMANCE, AND 15 POINTS FOR PRICING.
20 POINTS FOR SMALL BUSINESS OF WHICH 10 POINTS IS FOR SMALL BUSINESS AND 10 POINTS IS PORE MINORITY-OWNED BUSINESS. UNDER ADDITIONAL REQUIREMENTS, THE AUDITED FINANCIAL STATEMENTS ARE NOT REQUIRED.
THE LOCAL PREFERENCE AND VETERAN-OWNED SMALL BUSINESS PROGRAM ARE NOT APPLICABLE
[00:05:02]
AND THE SBEDA SUBCONTRACTING WILL INCLUDE 16% MINORITY-OWNED WOMEN AND 14% AFRICAN AMERICAN OWNED BUSINESS. THE SMALL BUSINESS SETTING GOAL MEMBERS INCLUDED NICKIE RAMOS WITH PARKS & REC, MICHAEL CINDON WITH ECONOMIC DEVELOPMENT, LUIS MALTOS. WHEN DETERMINING THE SMALL BUSINESS REQUIREMENTS AND AVAILABILITY ANNOUNCED THIS WAS COMPLETED WHICH CONSIDERED THE OPPORTUNITIES FOR SMALL MINORITY WOMEN OPENED BUSINESSES AND THE PERCENTAGE OF THOSE BUSINESSES IN THE CENTRAL BUSINESS REGISTRY AND UTILIZATION OF THOSE BUSINESSES ON PAST SIMILAR PROJECTS. AS A RESULT OF THIS ANALYSIS, THE COMMITTEE APPROVED THE 20 POINTS FOR PRIME AND 16 POINTS FOR MINORITY WOMEN OWNED BUSINESS AND 4% FOR AFRICAN AMERICAN OWNED BUSINESS.THIS SLIDE SHOWS THE TIME LINE FOR THE PROCUREMENT PROCESS.
WE ARE HERE TODAY AT THE PRE-SOLICITATION BRIEFING. THE RELEASE DATE FOR THE SOLICITATION WILL BE SEPTEMBER 20TH. AND THEN THE DUE DATE FOR PROPOSALS WILL BE NOVEMBER 5TH WHICH WILL BE ABOUT 46 DAYS THAT THE SOLICITATION WILL BE ADVERTISED. WE WILL RETURN TO AUDIT COMMITTEE FOR THE POST-SOLICITATION BRIEFING ON FEBRUARY 11, 2025, AND WE ANTICIPATE CITY COUNCIL CONSIDERATION AND THE CONTRACT START DATE TO BE IN MARCH OF 2025. AND THAT CONCLUDES MY PRESENTATION.
>> VIAGRAN: THANK YOU FOR THAT PRESENTATION. I KNOW BOTH 5 AND 6 ARE BRIEFINGS FOR THE FIRE DEPARTMENT AND WE KNOW HOW IMPORTANT IT IS THAT WE GET OUR FIRE FIREFIGHTERS IN THE CORRECT-TYPE BUILDINGS WITH THE CORRECT FACILITIES.
I JUST WANT TO MAKE SURE AND STRESS THAT WE KEEP WITH THOSE DEADLINES FOR THAT CONTRACT NEGOTIATED, AND IF WE -- IF WE GET THE-ON HE THE DUE DATE ON NOVEMBER 5TH, IS THERE SPECIFIC REASON, WE CAN'T MAKE THAT ANY SOONER IN
NOVEMBER? >> WELL, WE TYPICALLY ADVERTISE FOR AT LEAST 30 DAYS, BUT WE CAN GET WITH PROCUREMENT TO SEE IF WE CAN PULL THAT IN A LITTLE BIT.
>> VIAGRAN: I WANT TO MAKE SURE WHEN WE GET TO CONTRACT NEGOTIATIONS IN JANUARY THAT THAT DOESN'T GO BEYOND THAT TIME BECAUSE I DO WANT TO MAKE SURE WE GET THIS ON
FEBRUARY 11. >> GOT IT. >> VIAGRAN: LET'S JUST BE MINDFUL WITH TIMES AND NEGOTIATIONS, AND I KNOW AS WE FACE MORE FINANCIAL ISSUES THAT COME UP AND BEN AND TROY, YOU GUYS WILL KNOW THAT, SOMETIMES CONTRACT NEGOTIATIONS TAKE A LITTLE LONGER THAN EXPECTED AND THAT'S WHERE I REALLY WANT
TO MAKE SURE IT DOESN'T PUT US BEHIND ON OUR SCHEDULE. >> YES, MA'AM.
>> GOOD MORNING, CHAIRWOMAN. PART OF THE REASON WE HAVE THE DUE DATE OUT IN NOVEMBER IS WE TALKED ABOUT PREVIOUSLY MAKING SURE WE GIVE CONTRACTORS ENOUGH TIME TO PUT PROPOSALS TOGETHER. SO WE HAVE BEEN TARGETING 45 DAYS TO DO THAT.
WE CAN CERTAINLY MAKE SURE PROCUREMENT STAYS ENGAGED WITH PUBLIC WORKS AND WITH THE CITY ATTORNEY'S OFFICE AND WE'LL MAKE SURE WE DO EVERYTHING WE CAN TO STAY ON THIS SCHEDULE AND BRING THIS BACK TO COUNCIL IN MARCH OF NEXT YEAR.
SO I THINK THE TIME LINE IS PRETTY STANDARD FOR US. I THINK WE'LL BE ABLE TO GET
THAT NEGOTIATED, GET THAT BACK TO YOU ALL. >> VIAGRAN: THANK YOU.
THE ONE TREND WE'RE SEEING IS WE'RE PUTTING OUT OUR REQUESTS FOR PROPOSALS AND WE'RE NOT SEEING AS MANY PEOPLE APPLY AS WE HAD IN THE PAST AND THAT'S WHY I JUST WANT TO MAKE SURE WE'RE NOT -- IT'S NOT ONE OF THESE CASES WHERE WE'RE COMING BACK -- IF THERE IS AN INDICATION WE NEED TO SEND THIS OUT AGAIN OR EXTEND THE TIME BECAUSE WE'RE NOT GETTING THE BIDS WE NEED, THEN TO MAKE SURE YOU KEEP
US APPRISED OF THAT AS SOON AS YOU CAN. >> ABSOLUTELY WE CAN DO THAT. AND TO YOUR POINT, THERE IS A LOT OF WORK GOING ON ACROSS THE CITY, LOTS OF OPPORTUNITY. IF WE SEE SOMETHING LIKE
THAT, WE'LL MAKE SURE THE COMMITTEE IS AWARE OF THAT. >> VIAGRAN: GREAT.
ANY QUESTIONS FROM OUR MEMBERS? IF THERE'S NO QUESTIONS, THIS WAS FOR BRIEFING, I BELIEVE. ALL RIGHT.
GREAT. NEXT ITEM. MADAM CLERK, WOULD YOU READ
THE DESCRIPTION FOR THE NEXT ITEM. >> CLERK: ITEM 6 IS A BRIEFING ON RELEASE OF SOLICITATION FOR ONE CONTRACT TO PROVIDE THE PUBLIC WORKS DEPARTMENT WITH CONSTRUCTION SERVICES FOR FIRE STATION NUMBER 53 REPLACEMENT PROJECT IN THE ESTIMATED TOTAL VALUE OF $9,433,000.
>> GOOD MORNING, CHRISTY CHAPMAN FILLING IN FOR OZZY. I WILL BE BRIEFING ON THE
[00:10:08]
PRE-SOLICITATION FOR FIRE STATION NUMBER 53. FOR THE CONSTRUCTION OF IMPROVEMENTS TO FIRE STATION 53. FIRE STATION 53 IS LOCATED IN COUNCIL DISTRICT 3 AT. THIS IS REPLACEMENT OF THE EXISTING TEMPORARY FACILITY WITH THE PERMANENT FACILITY INCLUDING ADDITIONAL EMS DAY, DORMATORIES, KITCHEN, DAY ROOM, LAUNDRY ROOM, EXERCISE ROOM AND OTHER FACILITY FEATURES SUCH AS EMERGENCY GENERATOR, STORAGE SPACE, PARKING, ET CETERA. TOTAL VALUE IS 9.4 MILLION.THE APPROVED PROJECT IS PART OF THE CIP FUNDED WITH CERTIFICATES OF OBLIGATION AND THE PROJECT COMPLETION IS SCHEDULED FOR SEPTEMBER 2026.
THE SCOPE OF WORK INCLUDES CONSTRUCTION SERVICES LISTED ON THIS SLIDE.
THERE WERE, AGAIN, 892 VENDORS IN THE CENTRAL VENDOR REGISTRY THAT COULD PROVIDE THESE SERVICES. THE CHRIS TAKINGS WILL BE ADVERTISED IN NORMAL METHODS .
AND TAYLOR KING, FACILITIES CAPTAIN WITH THE FIRE DEPARTMENT.
THE EVALUATION CRITERIA SIMILAR TO FIRE STATION 52. 30 POINTS FOR EXPERIENCE, BACKGROUND AND QUALIFICATIONS. 20 POINTS FOR UNDERSTANDING OF THE PROJECT. 15 POINTS FOR EXPERIENCE WITH THE SAN ANTONIO REGION AND PAST PERFORMANCES. 15 POINTS FOR PRICING. 20 POINTS FOR THE SMALL BUSINESS PROGRAM. 10 POINTS FOR SMALL BUSINESS.
10 POINTS FOR MINORITY WOMEN-OWNED BUSINESSES 6789 AUDITED STATEMENTS ARE NOT REQUIRED. THE VETERAN OWNED SMALL BUSINESS PROGRAM ARE NOT APPLICABLE AND THE SMALL BUSINESS SUBCONTRACTING GLOWS WILL INCLUDE 16% MINORITY WOMEN OWNED BUSINESS AND 4% AFRICAN AMERICAN OWNED BUSINESS.
THE SMALL BUSINESS GOAL COMMITTEE MEMBERS ARE LISTED ON THIS SLIDE.
IT CONSIDERED THE OPPORTUNITIES FOR THE SMALL MINORITY WOMEN OWNED BUSINESS AND PERSONAL OF THOSE BUSINESSES IN THE CVR, AND THE UTILIZATION OF THOSE BUSINESSES ON FORECAST PROJECTS. THIS SLIDE SHOWS THE TIME LINE FOR THE PROCUREMENT PROCESS. WE ARE HERE TODAY FOR THE PRE-SOLICITATION BRIEFING. THE RELEASE DATE FOR THE SOLICITATION IS SEPTEMBER 20TH. WE ANTICIPATE RETURNING TO AUDIT COMMITTEE ON NOVEMBER 8, WHICH IS 49 DAYS TO BE ADVERTISED. I'M SORRY, SORRY, THE PROPOSALS ARE DUE NOVEMBER 8TH, WHICH IS 49 DAYS OF ADVERTISEMENT.
AND WE'LL RETURN TO AUDIT COMMITTEE FOR THE POST-SOLICITATION BRIEFING ON FEBRUARY 11, 2025. TOGETHER WE'LL DO 52 AND 53 AT THE SAME TIME.
WE ANTICIPATE GOING TO CITY COUNCIL IN MARCH AS WELL AS NEGOTIATING THE CONTRACT AND THE CONTRACT STARTING IN MARCH OF 2025. THAT CONCLUDES MY
PRESENTATION. >> VIAGRAN: THANK YOU. I HAVE A LITTLE MORE TO SAY ON IN ONE BECAUSE THIS IS IN DISTRICT 3 AND I'VE BEEN OUT TO THE TEMPORARY FACILITY.
SO I DO WANT TO MAKE SURE AS WE GO THROUGH THIS PRE-SOLICITATION BRIEFING THAT CONTRACTORS FULLY UNDERSTAND ABOUT THE INFRASTRUCTURE OUT THERE AND I KNOW WE HAVE INFRASTRUCTURE FOR THE TEMPORARY SPACE, BUT WE DO WANT THIS TO BE A BUILDING THAT LASTS, YOU KNOW, 20-PLUS YEARS.
SO I THINK WE NEED TO LOOK AT THE SOIL AND THEN THE GROWING CONSTRUCTION THAT WILL HAPPEN IN AND AROUND THAT AREA AS GROWTH COMES BECAUSE WE DO NOT HAVE THE -- THE DIGITAL OR THE FIBER IF TECHNOLOGY CHANGES WITHIN THE FIRE DEPARTMENT LIKE IT HAS WITH THE POLICE DEPARTMENT TO MAKE SURE THAT THEY HAVE WHAT THEY NEED AT THAT FACILITY. IN PREPARATION FOR IT. AND THAT INCLUDES POSSIBLY EV CHARGING STATIONS, IF SOME OF OUR FIREFIGHTERS DRIVE ELECTRIC VEHICLES.
SO THOSE ARE JUST SOME THINGS THAT I'D LIKE US TO CONSIDER AS WE GO OUT IN SOLICITATION AND WE REALLY UNDERSTAND THIS IS STILL RURAL AREA -- OR -- AND, BUT DEVELOPMENT IS COMING AND GROWTH IS COMING. THAT'S IT FROM ME.
DO ANY OF MY COMMITTEE MEMBERS HAVE ANY INPUT? ALL RIGHT.
THIS IS FOR BRIEFING ONLY. THANK YOU. NEXT WE HAVE OUR
[Post-Solicitation High Profile Briefings ]
POST-SOLICITATION HIGH PROFILE BRIEFINGS. MADAM CLERK, CAN YOU READTHE CAPTION FOR ITEM 7. >> CLERK: APPROVAL TO PROCEED WITH SCHEDULING ONE CONTRACT FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE PARKS & RECREATION
[00:15:01]
DEPARTMENT WITH MOWING SERVICES FOR PARKS AND HISTORICAL CEMETERIES IN THE ESTIMATED TOTAL VALUE OF $13 MILLION FOR THREE YEARS WITH TWO ONE-YEAR OPTIONS TORENEW. >> GOOD MORNING, MADAM CHAIR, MELINDA CERTA AND I'M HERE TO PROVIDE INFORMATION RELATED TO MOWING SERVICES AS PART OF THE POST-SOLICITATION PROCESS FOR OUR PARKS AND HISTORICAL CEMETERIES N PROVIDING AN OVERVIEW OF THE SOLICITATION, IN MAY OF 2024, THE PARKS & RECREATION DEPARTMENT ISSUED A SOLICITATION FOR A CONTRACTOR TO PROVIDE MOWING SERVICES TO SUPPORT CITY PARKS INCLUDING OUR GREENWAY TRAIL SYSTEM, TRAIL HEAD PARKING LOT, SPORTS FIELDS AND HISTORIC CEMETERIES. THESE SERVICES MUST BE COMPLETED ENCOMPASSING OVER 200-PLUS SITES AND THIS INCLUDES ABOUT 2500 ACRES.
THE TYPE OF SOLICITATION ISSUED WAS A REQUEST FOR COMPETITIVE SEALED PROPOSALS. THE PROPOSED TERM IS THREE YEARS WITH TWO ONE-YEAR OPTIONS. THE ESTIMATED VALUE IS $2.6 MILLION PER YEAR.
ALL FIVE YEARS THAT WOULD BRING US TO $13 MILLION IN TOTAL.
THE IDENTIFIED FUNDING SOURCE IS THE GENERAL FUND AND OUR CURRENT CONTRACT IS SCHEDULED TO EXPIRE AT THE END OF THIS MONTH, SEPTEMBER 30. AS FAR AS THE RECOMMENDED AWARD, IN JULY OF 2024, THE EVALUATION COMMITTEE MET TO REVIEW PROPOSALS PROVIDING SCORES FOR EXPERIENCE, BACKGROUND AND QUALIFICATIONS AND ALSO PROPOSED PLAN. THAT BRINGS US TO OUR SUBTOTAL AND YOU CAN SEE VENDOR A AND VENDOR B. PRICE WAS ALSO A CRITERIA THAT WAS SCORED AND VENDOR A RECEIVING THE MAXIMUM NUMBER OF POINTS. SBEDA WAS APPLIED WITH BOTH VENDORS RECEIVING MAXIMUM POINTS FOR THAT CATEGORY. THERE IS A SBEDA CONTRACTOR REQUIREMENTS FOR MINORITY WOMEN-OWNED BUSINESSES AT 16% AND THE MENTOR PROTEGE PROGRAM IS IN EFFECT AS WELL. THE FINANCE DEPARTMENT AND CITY AUDITOR DEPARTMENTS COMPLETED THEIR DUE DILIGENCE AND WE HAVE SOME ITEMS HERE TO POINT OUT. THE NUMBER OF VENDORS THAT WERE NOTIFIED FOR THE SOLICITATION IS 588. WHETHER PRE-SUBMITTAL CONFERENCE WAS SCHEDULED THERE WERE SIX VENDORS IN ATTENDANCE. FIVE PROPOSALS WERE RECEIVED. OUT OF THE FIVE, TWO RESPONDENTS WERE DEEMED NONRESPONSIVE FOR NOT MEETING THE SBEDA SUBCONTRACTING GOAL REQUIREMENTS. ONE RESPONDENT, SO THE THIRD RESPONDENT, WITHDREW THEIR RESPONSE FOR NOT COMPLETING THE PRICE SCHEDULE ACCURATELY SO THEY DECIDED TO WITHDRAW. THE RESULTS OF THE DUE DILIGENCE REVIEW, THERE ARE NO MATERIAL FINDING AS PART OF THIS PROCESS. RIGHT NOW CURRENTLY WE ARE RECOMMENDING THAT CITY COUNCIL CONSIDER THIS ITEM ON THE OCTOBER 3RD AGENDA.
THAT CONCLUDES MY -- THE INFORMATION FOR BRIEFING. IF THERE'S ANY QUESTIONS,
I'M AVAILABLE TO ANSWER THOSE. >> VIAGRAN: WE'LL START WITH THE MEMBERS OF THE COMMITTEE. ANY QUESTIONS?
COUNCILMEMBER COURAGE. >> COURAGE: I'LL DIRECT THIS TO TROY.
I'M AMAZED WE ONLY HEARD FROM SIX VENDORS. WITH THE HUGE NUMBER OF COMPANIES THAT DO LANDSCAPING IN AND AROUND SAN ANTONIO, IS THERE SOME KIND OF REASON THAT THERE WEREN'T MORE INTEREST IN THIS? DID YOU ACTUALLY HAVE AN OPPORTUNITY TO KIND OF FOLLOW UP WITH ANY OF THIS
TO SEE WHY WE HAD ONLY SIX? >> WE DIDN'T FOLLOW UP TO SEE WHY WE HAD JUST THE TWO RESPONDENTS. WE CAN FOLLOW UP. I CAN TELL YOU THAT IN PREPARING FOR THIS SOLICITATION, WE DO DO A NUMBER OF THINGS TO ACTUALLY KIND OF INCENTIVIZE ADDITIONAL PARTICIPATION. WE DIVIDE THIS INTO NINE SECTORS SO THE JOB IS NOT AS BIG AS DOING THE ENTIRE CITY FOR ALL THE CEMETERIES SO WE TRY TO DEBUNDLE THE CONTRACT INTO MANAGEABLE BITE SIZES. DESPITE THAT, WE DID GET THE FIVE PROPOSALS. WHY WE DIDN'T GET MORE, WE WOULD HAVE TO INQUIRE.
>> COURAGE: YEAH, IT JUST SEEMS UNUSUAL TO ME, THERE'S A LOT OF BIG AREAS THAT RELY ON LANDSCAPING TO GO AHEAD AND MOW. I THINK USAA, AROUND THE MEDICAL CENTER OR SOME OF THE COLLEGE CAMPUSES, GO ON AND ON, I WOULD THINK THERE WOULD BE A LOT OF OPPORTUNITIES FOR COMPANIES TO BE INVOLVED AND FOR US
[00:20:03]
JUST TO GET SIX AND THEN TWO DIDN'T COME UP WITH SUBCONTRACTORS.SO IT'S JUST SURPRISING TO ME. I WOULD LIKE US TO KIND OF TAKE A LOOK AT THAT AFTER THE FACT, I GUESS, JUST SO WE KNOW IF THERE'S MORE THAT WE NEED TO DO TO GET BETTER -- OR MORE BIDDERS STEPPING UP.
THAT'S ALL. >> CHAIR, CAN I JUST ADD ONE POINT AND TROY CAN ADD TO THIS AS WELL. I'M GOING TO USE THE LAST PRE-SOLICITATION ON THE FIRE STATIONS AS AN EXAMPLE. BECAUSE WE'VE HAD THIS COME UP BEFORE.
I KNOW IT LOOKS LIKE AND WE NEED TO DO MORE OUTREACH, WE'RE GOING TO DO THAT.
WHEN YOU LOOK AT THE NUMBER OF VENDORS NOTIFIED, 588, WHEN WE GO BACK AND LOOK AT THOSE -- NIGP CODES, FOR EXAMPLE, WE LOOK AT THE FIRE STATION REPLACEMENT, THERE ARE A NUMBER OF DIFFERENT CODES EMBEDDED IN THAT. EVERYTHING FROM SITE WORK, CONCRETE BEAMS, HVAC, INSTRUCTIONAL AIDS, SO WE'RE GOING THROUGH THAT REGISTER AND IDENTIFYING ANYTHING THAT MIGHT BE RELATED TO THIS TYPE OF PROJECT WHERE SOMEBODY COULD SERVE AS A CONTRACTOR OR SUBCONTRACTOR. WE WANT THEM TO SELF-SELECT OUT. WE DON'T WANT TO LIMIT THE PUSH IN TERMS OF THOSE CODES. FOR EXAMPLE, ON THE FIRE STATION ONE, WE ARE GOING TO NOTIFY 92 VENDORS BASED ON THESE NIGP CODES BECAUSE WE WANT TO CAST THAT NET AS BROAD AS WE CAN AND ALLOW THEM TO LOOK AT THE SCOPE OF WORK AND LET THEM MAKE THAT DECISION. BUT QUESTION WILL FOLLOW UP, TROY AND I -- WE WILL FOLLOW UP TO SEE IF WE CAN INIES AWARENESS OR NOTICE OF SOLICITATIONS.
>> COURAGE: I UNDERSTAND WHAT YOU ARE SAYING WHAT YOU ARE TALKING ABOUT CONSTRUCTING SOMETHING, YOU NEED PLUMBERS, CARPENTERS, ET CETERA, BUT IF YOU ARE TALKING ABOUT MOWING GRASS, YOU DON'T NEED A LOT OF SUBCONTRACTORS UNLESS YOU WANT TO DIVIDE UP THE WORK, WHICH IS GOOD. MAYBE THAT'S PART OF WHAT WE'RE GOING TO HEAR. MAYBE ONE OR TWO OF THESE WHO BID OR THE BIDDER WE'RE GOING TO GO WITH, MAYBE THEY HAVE TEN OTHER SUBS THAT ARE GOING TO WORK WITH THEM.
I WOULD SURE LIKE TO KNOW THAT TO KNOW THERE'S ONE OR TWO COMPANIES THAT COULD DO
THIS JOB. THERE MUST BE HUNDREDS. >> WE COULD FOLLOW UP ON THAT. SOME OF IT HAS TO DO WITH THE SCOPE OF WORK.
YOU'VE GOT TO HAVE A LOT OF BIG EQUIPMENT TO DO A LOT OF THIS WORK, BUT WE CAN GIVE
YOU ADDITIONAL INFORMATION ON IT. >> COURAGE: THANK YOU.
THANK YOU, CHAIR. >> VIAGRAN: ANY OTHER MEMBERS?
COUNCILMEMBER WHYTE. >> WHYTE: JUST BRIEFLY. HAVE WE LOOKED AT USING -- LIKE THERE'S A COMPANY IN MY DISTRICT CALLED RENEW ROBOTICS THAT DOES SOME OF THAT MOWING WITH ROBOTS AND IT'S SIGNIFICANTLY CHEAPER. WILL WE EVER LOOK AT
ANYTHING LIKE THAT? >> WE HAVEN'T SPECIFICALLY PUT OUT A REQUEST FOR MOWING WITH ROBOTICS. THERE WOULD BE NOTHING THAT WOULD PREVENT THEM FROM PROPOSING USING ROBOTICS, BUT WE HAVE NOT SPECIFICALLY LOOKED AT THAT.
>> WHYTE: IT MAY BE SOMETHING TO -- THEY DO THIS KIND OF THING ALL OVER THE COUNTRY. A LOT OF TIMES WITH ENERGY COMPANIES AND SOLAR PANELS, YOU KNOW, GRASS CAN'T GET TOO HIGH SO THEY MOW AROUND THEM WITH THESE ROBOTS AND THERE'S A LOT OF SAVINGS THAT COULD BE HAD SO MAYBE SOMETHING TO LOOK AT.
>> WHAT WAS THE NAME AGAIN? >> WHYTE: RE82 ROBOTICS AND THEY ARE RIGHT HERE IN SAN ANTONIO, THEIR HEADQUARTERS. THANKS.
>> VIAGRAN: THANK YOU FOR THE BRIEFING. I THINK -- AND ANDY, YOU CAN STOP ME, I THINK THERE ARE SOME THINGS WE HERE IN AUDIT WOULD LIKE TO SEE ECONOMIC DEVELOPMENT AND WORKFORCE DO COMMITTEE, AND I SIT ON THAT COMMITTEE BUT DON'T CHARITY.
SO MAYBE WE TALK ABOUT WHAT WE SEND DOWN TO THEM IN TERMS OF THE SBEDA AND THE OUTREACH BECAUSE I DON'T THINK IT FALLS WITHIN THE PURVIEW OF THIS COMMITTEE, ANDY, TO DISCUSS THAT OR CAN WE PUT THAT IN A LATER MEETING FOR US TO DISCUSS?
>> SEGOVIA: CERTAINLY, CHAIR, YOU CAN DISCUSS IN TERMS OF WHAT YOU WERE DISCUSSING IN TERMS OF REFERRING TO ANOTHER COMMITTEE AND SOME OF THE ISSUES YOU ARE THINKING ABOUT ARE BETTER DISCUSSED. THAT CERTAINLY IS ALLOWED.
BUT TO ACTUALLY DISCUSS SUBSTANTIVELY HERE, YOU ARE CORRECT, WE SHOULDN'T GO TOO
FAR DOWN THAT ROAD. >> VIAGRAN: I DON'T THINK ANYTHING WE DO HERE COULD BE A MOTION. SUPPLY SA, HOW ARE THEY HELPING.
THE INNOVATION COUNCILMEMBER WHYTE JUST BROUGHT UP IN TERMS OF ROBOTICS, WE ARE GIVING MONEY TO A LOT OF AGENCIES TO KIND OF BRING NEW BUSINESS IN.
AND THIS IS A HIGH-PROFILE, YOU KNOW, ITEM. WHY AREN'T THEY LOOKING TO
[00:25:05]
BRING PEOPLE IN OR HELPING DO THAT. SO I THINK THAT IS -- I THINK ECONOMIC WORKFORCE AND DEVELOPMENT CAN TAKE ACTION. I THINK WE SHOULD LOOK IN FUTURE DATES ABOUT WHAT WE WOULD LIKE TO SEE OTHER COMMITTEES BECAUSE IT COMES TO US, WHAT WE WOULD LIKE TO SEE OTHER COMMITTEES TAKE INTO CONSIDERATION.SO WHEN IT GETS TO US WE KNOW THAT THE NOTIFYING OF VENDORS GETTING -- TRYING TO GET VENDORS TO SUBMIT A CONFERENCE, THAT THE PEOPLE IN OTHER DEPARTMENTS AND OTHER COMMITTEES HAVE DONE THAT DUE DILIGENCE TO MAKE SURE WE DO THAT.
SO THAT'S WHAT I WOULD LIKE TO SEE. BUT WITH THIS, I THINK IF WE RUN INTO A POSITION WITH PARKS WHERE WE'RE LOOKING AT THEY CANNOT MANAGE THIS, IF WE START GETTING MORE RAIN BECAUSE AFTER A RAIN EVERYBODY WANTS THE MOWER TO COME OUT, THEN WE MAY NEED TO LOOK AT GETTING MORE VENDORS AND SEEING HOW WE DO THIS AND DEBUNDLING EVEN MORE IF WE NEED TO. BUT LET'S WAIT, RIGHT NOW WE'RE IN A DROUGHT AND THE RAIN COMES SCARCELY SO WE'LL SEE HOW THAT WORKS.
COUNCILMEMBER COURAGE. >> COURAGE: I KNOW THIS IS A BIG CONTRACT FOR THE PARKS AND CEMETERIES. ARE WE GOING TO BE LOOKING AT ANY OTHER CONTRACTS FOR THE CITY IN GENERAL LIKE PUBLIC WORKS TO MOW GRASS AND THINGS LIKE THAT? ARE WE GOING TO BE USING THE SAME PROCESS THAT WE'VE USED FOR THE PARKS BECAUSE MOWING
GRASS IS MOWING GRASS, I GUESS. >> WE DO HAVE OTHER CONTRACTS FOR PUBLIC WORKS FOR MOWING DRAINAGE AND OTHER SPACES.
WE WILL USE A SIMILAR PROCESS IN WORKING WITH PUBLIC WORKS, BUT WE WILL -- GIVEN SOME OF THE COMMENTS AND FEEDBACK WE HAVE TODAY, WE'LL SEE WHAT WE CAN DO TO EXPAND OUR OUTREACH. OFF THE TOP OF MY HEAD, I DON'T KNOW WHEN THOSE
CONTRACTS ARE COMING UP FOR RENEWAL. >> COURAGE: LET'S SAY PUBLIC WORKS TAKING IT ON. IS IT GOING TO BE 10, 15 MILLION, 12 MILLION FOR
THEM TO DO THEIR WORK? >> THEY ARE SIZABLE CONTRACTS.
I DON'T REMEMBER THE AMOUNT. >> COURAGE: THANK YOU. >> VIAGRAN: ALL RIGHT.
I'M LOOKING FOR A MOTION AND A SECOND. IF ANYONE -- I HAVE A
MOTION. DO I HAVE A SECOND? >> SECOND.
>> VIAGRAN: I HAVE A MOTION AND A SECOND. ALL THOSE IN FAVOR OF MOVING THIS FORWARD PLEASE SAY AYE.
ANY ABSTENTIONS? MOTION CARRIES. ALL RIGHT.
MADAM CLERK, PLEASE READ ITEM 8. >> CLERK: APPROVAL TO PROCEED WITH SCHEDULING TWO CONTRACTS FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE TRANSPORTATION DEPARTMENT WITH ON-CALL PROFESSIONAL CONSULTING SERVICES FOR MARKETING AND COMMUNICATION IN THE ESTIMATED TOTAL VALUE OF $2,450,000 FOR THREE
YEARS WITH TWO ONE-YEAR OPTIONS TO RENEW. >> GOOD MORNING.
CAT HERNANDEZ, DIRECTOR FOR THE TRANSPORTATION DEPARTMENT AND I'LL BE COVERING OUR POST-SOLICITATION BRIEFING FOR MARKETING AND COMMUNICATION. OUR DEPARTMENT ISSUED THE SOLICITATION FOR FIRMS TO PROVIDE PROFESSIONAL CONSULTING SERVICES THAT INCLUDE PUBLIC ENGAGEMENT ACTIVITIES, MARKETING, GRAPHIC DESIGN AND OTHER SERVICES FOR OUR DEPARTMENTS. THE TERM IS FOR THREE YEARS WITH TWO ONE-YEAR RENEWAL OPTIONS FOR A TOTAL OF 2.45 MILLION. THE SOURCES OF FUNDING IS FROM THE GENERAL FUND AS WELL AS OUR SAFE STREETS GRANT IN ORDER TO CONDUCT OUR TEN SAFETY CAMPAIGNS. FOUR PROPOSALS WERE RECEIVED AND REVIEWED BY THE COMMITTEE. THE COMMITTEE INCLUDED MEMBERS FROM THE CITY MANAGER, USE, TRANSPORTATION, NEIGHBORHOOD AND HOUSING SERVICES, ANIMAL CARE AND DEVELOPMENT SERVICES. THE CHRIST INCLUDED EXPERIENCE, BACKGROUND AND QUALIFICATIONS AT 45 POINTS AND PROPOSED [INAUDIBLE] FOOLED BY PRICE AT 15 POINTS. SELECTING TWO VENDORS.
WE NOTIFIED OVER 1300 VENDORS WITH NINE AT OUR PRE-SUBMITTAL CONFERENCE.
AS MENTIONED, FOUR RESPONSES WERE RECEIVED AND THERE WERE NO MATERIAL FINDINGS.
WE ARE RECOMMENDING THAT WE MOVE FORWARD FOR CITY COUNCIL CONSIDERATION TWO VENDORS. THANK YOU AND I'LL BE HAPPY TO TAKE ANY QUESTIONS THAT
YOU HAVE. >>IAGRAN: DO WE HAVE ANY DISCUSSION?
COUNCILMEMBER WHYTE. >> WHYTE: WHAT IS THIS FOR?
>> SO OUR DEPARTMENT HAS MARKETING AND PUBLIC ENGAGEMENT ACTIVITIES WITHIN OUR DEPARTMENT WE HAVE OUTREACH, BUT ALSO THE SAFE STREETS FOR YOUAL GRANT THAT WE RECEIVED IN THE LAST YEAR, 5.5 MILLION, IT ALSO INCLUDES TEN SAFETY CAMPAIGNS ALONG TEN CORRIDORS THAT WE ALSO RECEIVE THAT FUNDING FOR.
[00:30:04]
THIS MARKETING CONTRACT WILL ALSO PROVIDE THAT REQUIREMENT TO HAVE A FEDERAL CONTRACT IN ORDER TO DO THE MARKETING SERVICES FOR THOSE SAFETY CAMPAIGNS.>> WHYTE: SO THIS IS FOR THE ACTUAL MARKETING SERVICES.
>> CORRECT, FOR OUR DEPARTMENT. >> WHYTE: OKAY.
THANKS. >> VIAGRAN: COUNCILMEMBER COURAGE.
>> COURAGE: THANK YOU. WHY TWO? WHY NOT JUST ONE?
>> SO WE HAVE A TOTAL OF 2.45 MILLION. WE HAVE -- WE WANT TO BE SURE WE'RE EXECUTING OR SAFE STREETS FOR ALL CONTRACT WITHIN THE FIVE YEARS THAT WE'RE REQUIRED. THAT INCLUDES THE 1.25 MILLION FROM THAT GRANT. WE WOULD LIKE ONE OF THOSE ON-CALL CONTRACTS TO FOCUS ON SO WE CAN GET THEM EXECUTED TIMELY AND THEN THE OTHER CONTRACTOR CAN WORK ON THE OTHER SERVICES WE HAVE. OUR TYPICAL EDUCATION AND OUTREACH AND THE REST OF
PUBLIC ENGAGEMENT ACTIVITIES. >> COURAGE: WHEN WE SAY ON CALL, THAT MEANS IF WE DECIDE WE HAVE A NEED FOR A CERTAIN TYPE OF MARKETING OR EDUCATIONAL, THEN WE'LL CALL ON WHICHEVER ONE OF THOSE TWO WE THINK CAN FOCUS BEST WHETHER WE'RE DOING ENGAGEMENT OR MARKETING, CORRECT?
>> CORRECT, SIR. >> COURAGE: SO THE AMOUNT OF MONEY SET ASIDE IS THE MAXIMUM AMOUNT, BUT WE MAY NOT ACTUALLY SPEND THAT MUCH IF WE DECIDE THERE'S OTHER
WAYS WE'RE ENGAGING THE PUBLIC, ET CETERA. >> THAT'S CORRECT.
IT'S UP TO. >> COURAGE: OKAY. THANK YOU.
>> VIAGRAN: THANK YOU. WHAT I LIKE IS THE COMMUNITY ENGAGEMENT PART.
I THINK SURVEYS, I THINK WHEN WE LOOK AT THE CORRIDORS AND I HAVE ONE AT ROOSEVELT, SURVEYS ARE KEY AND THEN QUICKLY. AND WE CAN'T WAIT AND THAT'S WHY I THINK IT'S GOOD TO HAVE TWO ON CALL. I WOULD BE OPEN TO THREE ON CALL UP TO THAT IF WE NEEDED A -- IF IN THE FUTURE WE FIND WE NEED SOMETHING SPECIFICALLY IN TERMS OF LANGUAGE BARRIERS THAT WE ARE SEEING ESPECIALLY IN THE CORRIDORS OVER IN DISTRICT 8 WHERE I KNOW WE HAVE SOME REFUGEE COMMUNITIES THAT MAY NEED IT IN A DIFFERENT LANGUAGE OTHER THAN ENGLISH AND SPANISH AND HOW DO WE GET THAT MESSAGE OUT THERE, THOSE SURVEYS. I THINK THAT'S SOMETHING TO LOOK AT IN THE FUTURE.
I'M INTERESTED TO SEE WHO THE VENDORS ARE. I THINK WE HAVE AS AN AUDIT COMMITTEE BECAUSE THESE CONTRACTS ARE FOR SO MUCH MONEY THAT WE NEED TO KIND OF LOOK AT WHICH OF THOSE MARKETING AND COMMUNICATIONS VENDORS ARE REALLY DOING A GOOD JOB AND WHO IN THE PAST HASN'T DONE WELL SO THAT WE COMMUNICATE THAT TO ALL THE DEPARTMENTS THAT ARE GOING OUT FOR CONTRACTS BECAUSE SOMETIMES THERE ARE -- THERE ARE MARKETING GROUPS THAT ARE HIRED THAT JUST MISS THE MARK COMPLETELY.
I DON'T WANT TO SEE THEY SHOULD BE PUT ON A LIST, BUT WE SHOULD MAKE SURE THAT THAT IS COMMUNICATED THROUGHOUT THE CITY DEPARTMENTS ON THAT REPUTATION. SO LOOKING FORWARD TO SEEING THIS.
CAN I GET A MOTION AND A SECOND? TO MOVE --
>> MOTION TO APPROVE. >> VIAGRAN: I HAVE A MOTION, A SECOND.
ANY ABSTENTIONS? MOTION CARRIES. I BELIEVE THAT WAS OUR LAST ITEM. BEN, WAS THERE ANY WORDS YOU WANTED TO SHARE BEFORE --.
>> NO, MA'AM. NO OTHER ITEMS. >> VIAGRAN: OKAY.
[Consideration of items for future meetings ]
AND JUST IF WE -- IF THERE ARE CONCERNS THAT THE AUDIT COMMITTEE HAS WHERE WE THINK SPECIFIC CITY COMMITTEES NEED TO ADDRESS, DO WE NEED TO DO THAT IN EXECUTIVE SESSION OR CAN I PUT THAT ON AN AGENDA FOR FUTURE MEETING?>> SEGOVIA: YOU CAN PUT THAT ON AGENDA FOR FUTURE MEETING.
>> VIAGRAN: COMMITTEE MEMBERS, BE LOOKING OUT FOR AN EMAIL, MEMO, THAT WILL INDICATE IF YOU HAVE ANY CONCERNS AND KIND OF WHAT TRENDS YOU'VE SEEN WITH WHAT WE'VE APPROVED ON AGENDA FOR OUR POST-SOLICITATION. WE MAY NEED OTHER COMMITTEES TO ADDRESS AND WE'LL HAVE THAT DISCUSSION AS SOON AS WE CAN GET IT ON THE CALENDAR. I'M HOPING WE CAN GET IT ON OUR OCTOBER MEETING AND THAT WILL BE OCTOBER 8TH, 2024. IF NOT, WE'LL FIND A FUTURE MEETING DATE TO WORK ON THAT. ALL RIGHT. WITH THAT, THE MEETING IS ADJOURNED AT 10:35 A.M.
* This transcript was compiled from uncorrected Closed Captioning.