[00:00:10]
>> VIAGRAN: ALL RIGHT. THE TIME IS NOW 10:02 A.M. ON NOVEMBER 12, 2024, AND THE MEETING OF THE AUDIT COMMITTEE IS CALLED TO ORDER.
MADAM CLERK, CAN YOU CALL THE ROLE.
>> CLERK: WE HAVE A QUORUM. >> VIAGRAN: I'LL BE ALLOWING THE MEMBER SPEAKERS TO COMMENTS PER ITEM WITH LET'S SAY FIVE MINUTES THE FIRST ROUND AND THREE MINUTES THE SECOND ROUND. LET'S GO AHEAD AND BEGIN
[Approval of Minutes ]
WITH THE -- DO WE HAVE MINUTES? WE'LL NEED THE APPROVAL OF THE MINUTES FROM OCTOBER 8, 2024 AUDIT COMMITTEE MEETING.CAN I GET A MOTION? >> I'LL MOVE. >> VIAGRAN: CAN I GET A
SECOND? >> SECOND. >> VIAGRAN: I'VE GOT A MOTION AND SECOND. IS THERE ANY DISCUSSION? ALL INFAVOR SAY AYE.
MADAM CLERK, DO WE HAVE ANY PUBLIC COMMENTS? >> CLERK: THERE ARE NO
MEMBERS OF THE PUBLIC SIGNED UP TO SPEAK. >> VIAGRAN: ALL RIGHT.
[CONSENT AGENDA ]
AND WE DO HAVE ITEMS ON THE CONSENT AGENDA. SO LET'S -- ITEM 2 IS THE FINAL INTERNAL AUDIT REPORT WITH THE PUBLIC WORKS COMMUNICATION AND OUTREACH.DO WE HAVE ANY DISCUSSION? >> WHYTE: I WOULD LIKE TO DISCUSS.
>> VIAGRAN: LET'S GET A MOTION AND SECOND. CAN I GET A MOTION?
>> WHYTE: AND CAN I JUST ASK, THIS IS TO DO WHAT WITH THIS, JUST TO ACCEPT IT?
>> VIAGRAN: YES. >> WHYTE: THE MOTION IS JUST TO ACCEPT THE REPORT AS
IT'S WRITTEN. >> VIAGRAN: YES. >> WHYTE: OKAY.
>> VIAGRAN: I HAVE A MOTION. >> I'LL MOVE.
>> VIAGRAN: AND I'LL SECOND. WE'LL BEGIN WITH SOME
DISCUSSION. COUNCILMEMBER WHYTE. >> WHYTE: GREAT.
THANK YOU, CHAIR. I DON'T KNOW WHO IS HERE TODAY TO SPEAK ON THE REPORT, BUT I DO HAVE SOME QUESTIONS. ALL RIGHT, RAZI, LET'S DO IT. FIRST THING IS REVIEWED THE REPORT IN DEPTH AND I'LL TELL YOU THAT I SAW PUBLIC WORKS' RESPONSE AS WELL AND I KNOW WE'RE NOT REALLY HERE, CHAIR, I GUESS TO DELVE INTO THE RESPONSE AND WHETHER OR NOT THE PROPOSED ACTION PLAN IS ADEQUATE OR NOT. BECAUSE, YOU KNOW, I DON'T THINK THERE'S ANYTHING OUR COUNCIL OFFICES HEAR MORE ABOUT THAN PUBLIC WORKS ISSUES. I CERTAINLY THINK THAT WE CAN ALL AGREE, AS THIS AUDIT NOTES, THAT THERE'S -- THERE'S THINGS THAT WE GOT TO GET BETTER AT, BOTH ON THE SHORT-TERM PROJECTS AS WELL AS ON IS LONG-TERM PROJECTS.
AND I THINK THIS AUDIT AT LEAST SOMEWHAT LAYS THOSE OUT.
MY FIRST QUESTION IS REGARDING WHO WE TALK TO HERE.
AND IT LOOKS LIKE UNDER THE AUDIT SCOPE AND METHODOLOGY IT SAYS PUBLIC WORKS MANAGEMENT AND STAFF WERE SPOKEN WITH AS WELL AS CITY COUNCIL LIAISON STAFF.
DID WE TALK TO ANY OF THE BUSINESSES THEMSELVES THAT HAVE BEEN NEAR THESE CONSTRUCTION AREAS THAT HAVE BEEN AFFECTED BY THESE PROJECTS?
>> COUNCILMAN, OBVIOUSLY THE PUBLIC WORKS STAFF SPEAKS TO EVERY BUSINESS ALONG EVERY CORRIDOR THAT WE DO WORK IN. I THINK YOUR QUESTION IS DID THE AUDIT STAFF SPEAK --
>> WHYTE: I'M TALKING ABOUT THE AUDIT SCOPE AND METHODOLOGY.
>> HELLO, MANAGER FOR THIS PROJECT. NO, SIR, BUT WE DID ATTEND SOME OF THE DESIGN PHASE MEETINGS EARLY ON TO SEE THESE MEETINGS WERE BEING
HELD WITH STAKEHOLDERS AND FEEDBACK WAS IMPLEMENTED. >> WHYTE: THAT'S ONE OF MY CONCERNS IS I'M NOT SURE HOW WE DO ONE OF THESE AUDITS AS THOROUGHLY AS WE NEED TO WHEN WE DIDN'T EVEN TALK WITH SOME OF THE BUSINESSES THAT HAVE BEEN AFFECTED, SOME OF THE BUSINESSES THAT ALLEGEDLY RECEIVED THE COMMUNICATIONS FROM THE PUBLIC WORKS STAFF OR THAT WERE ENGAGED BY THE PUBLIC WORKS STAFF.
I THINK THAT IS A -- I DON'T KNOW IF IT WAS AN OVERSIGHT OR WHAT, BUT I THINK THIS AUDIT WOULD HAVE BEEN MUCH MORE COMPLETE HAD WE SPOKEN WITH SOME OF THOSE BUSINESSES. SO I DO HAVE A PROBLEM WITH THAT.
SECONDLY, IF YOU MOVE FURTHER DOWN THE AUDIT SCOPE AND METHODOLOGY, IT LOOKS
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LIKE IT SAYS HERE YOU RELIED ON THE COMPUTER PROCESS DATA AND THE 311 SYSTEM.RELIANCE BASED ON PERFORMING TESTS ON THE DATA RATHER THAN EVALUATING THE SYSTEM'S APPLICATION AND CONTROLS. YOU STATE WE DO NOT BELIEVE HAD AN EFFECT ON THE RESULTS
OF THE AUDIT. CAN YOU EXPLAIN THAT FOR US? >> COUNCILMEMBER WHITE, THE MAIN REASON THAT'S IN PLACE WE HAVE A FULL-BLOWN 311 SYSTEM.
SO WE DID LOOK AT THAT IN THIS INSTANCE, BUT IT IS ON OUR AUDIT PLAN.
WE'RE GOING TO HAVE A FULL-BLOWN 311 AUDIT SYSTEM THIS YEAR.
>> WHYTE: I'M HAPPY ABOUT THAT, BUT WE DON'T THINK WE NEEDED TO DO THAT IN ORDER
TO HAVE THIS PARTICULAR AUDIT BE MORE COMPLETE? >> TO BE CLEAR, WE DID LOOK AT A SAMPLE OF 311 TICKETS. WHILE WE DIDN'T TEST THE ACCESS CONTROLS WE DID LOOK
AT SOME 311 TICKETS ON A LIMITED BASIS. >> WHYTE: AND I DO SEE THAT WAS DONE, BUT IT STRUCK ME AS INTERESTING THAT WE DIDN'T ACTUALLY TEST THE GENERAL AND APPLICATION CONTROLS ON THIS. BECAUSE, YOU KNOW, I THINK THE ISSUE WITH 311 HERE, I MEAN AGAIN THIS IS SOMETHING THAT MY OFFICE DEALS WITH EVERY FEW WEEKS. AND MY CONSTITUENTS SERVICES DIRECTORS HAVE BEEN TELLING ME NOW FOR MONTHS THAT SOME OF THESE TICKETS OR SOME OF THESE CALLS THAT COME IN ARE NOT LOGGED IN THE 311 SYSTEM AND THIS REPORT DOES VERIFY THAT.
AND THEN THE RESOLUTION OF THOSE TICKETS IS NEVER LOGGED IN THE 311 SYSTEM.
AND THIS REPORT DOES TALK TO THAT AS WELL. SO IT IS, I GUESS, SOMEWHAT COMFORTING THAT THE AUDIT DID FIND EXACTLY WHAT MY OFFICE HAS BEEN TELLING ME.
AGAIN, I KNOW WE'RE NOT HERE TO PUT A NEW PLAN OR FIX THESE THINGS TODAY, BUT I DO
HOPE THAT MOVING FORWARD WE CAN DO THAT. >> YES, SIR.
>> WHYTE: AUDIT RESULTS AND RECOMMENDATIONS, BROKEN DOWN SHORT-TERM PROJECTS AND LONG-TERM PROJECTS WHAT. IS DEFINED AS A SHORT-TERM PROJECT.
>> AT THE TIME SHORT-TERM WERE THOSE THAT LASTED LESS THAN A YEAR.
LONG-TERM PROJECTS ARE THOSE IN EXCESS OF A YEAR. >> WHYTE: IS THAT ACTUALLY LASTED LESS THAN A YEAR OR WERE SUPPOSED TO LAST LESS THAN A YEAR?
>> THOSE WERE THAT LASTED LESS THAN A YEAR. >> WHYTE: OKAY.
WELL, I'LL TELL YOU AGAIN THERE'S BEEN NUMEROUS PROJECTS SINCE I'VE BEEN IN OFFICE WHICH IS ABOUT 18 MONTHS NOW THAT HAVE BEEN LESS THAN A YEAR AND I'LL TELL YOU THAT SAYING THERE WAS ADEQUATE COMMUNICATION AND THINGS WITH STAKEHOLDERS, I KNOW SOME STAKEHOLDERS THAT WOULD DISAGREE WITH THAT.
SO MY TIME IS UP, BUT I'LL JUST END ON SAYING THAT I APPRECIATE ALL OF THE WORK ON THIS. THIS IS EXTREMELY IMPORTANT BECAUSE I DON'T KNOW THAT WE HAVE A BIGGER ISSUE RIGHT NOW IN OUR CITY THAN THE LENGTH OF CONSTRUCTION AND THE NEGATIVE EFFECTS IT'S HAVING ON OUR RESIDENTS AND OUR BUSINESSES.
SO I HOPE THAT WE REALLY TAKE A LOOK AT WHAT YOU GUYS FOUND HERE.
WE DO MORE WORK THAT NEEDS TO BE DONE TO DELVE FURTHER INTO THIS AND WE COME UP
WITH SOME SOLUTIONS. THANK YOU. >> YES.
>> VIAGRAN: THANK YOU, COUNCILMEMBER WHYTE. COUNCILMEMBER COURAGE.
>> COURAGE: NO, I'M SATISFIED WITH THE AUDIT. NO OTHER QUESTIONS.
THANK YOU. >> VIAGRAN: THANK YOU. MEMBER HARRIS, ANY
QUESTIONS? >> HARRIS: NO, MA'AM. >> VIAGRAN: THANK YOU.
AND THANK YOU, COUNCILMEMBER WHYTE, FOR BRINGING THIS TO OUR ATTACKS.
I KNOW RAZI AND JOHN ARE HERE IN THE ROOM. THE ONE THING -- AND THANK YOU, ABIGAIL, FOR YOUR WORK ON THIS. I THINK THE FINDINGS YOU FOUND -- I THINK WHAT WE'RE HAVING AN ISSUE, IF I RATHER COUNCILMEMBER WHYTE, IS WHEN WE TALK ABOUT WHAT WE THINK IS ADEQUATE. AND I HEARD FROM BUSINESS MEMBERS TOO FROM THE AREA THAT DO NOT FEEL LIKE YOUR DEFINITION OF ADEQUATE AND THEIRS ARE THE SAME. I THINK WE HAVE TO TAKE THIS BACK TO A B SESSION OR -- NOT THE AUDIT, BUT TAKE BACK OUR CONCERNS OF COMMUNICATION TO A B SESSION OR BACK TO PCDC OR A COMMITTEE MEMBER AND REALLY ASK ABOUT THE ACTION PLAN.
SO I'M READY TO ACCEPT THE AUDIT, BUT I DO WANT TO SEE -- AND TROY OR ANDY, I DON'T KNOW WHICH WOULD BE BETTER, I DO WANT TO SEE US TALK ABOUT THIS ADEQUATE
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DEFINITION BECAUSE THE BUSINESS COMMUNITIES ARE NOT FEELING LIKE IT'S ADEQUATE AND THAT'S PART IN MY AREA, PART OF WHO COUNCILMEMBER WHYTE TALKED TO.SO I THINK THAT THAT IS WHERE WE LOOK AND, OF COURSE, KEEP THE OFFICE OF CITY AUDITOR SEPARATE AND IN THE FROM WHAT WE DO CITY, BUT RAZI AND JOHN WE'RE GOING TO NEED TO HEAR FROM YOU ON THAT ACTION PLAN, GET SOME PARAMETERS ON WHAT -- HOW YOU ARE GOING TO FOLLOW UP WITH THE BUSINESSES AND CERTAIN BUSINESSES IN CERTAIN AREAS. SO WITH THAT, I'M GOING TO TURN IT OVER TO
COUNCILMEMBER COURAGE TO SHARE. >> COURAGE: YEAH, I JUST WANT TO GO AHEAD AND ALTHOUGH I THINK THE AUDIT WAS COMPLETE AND IT WAS GOOD, YOU TIED INTO SOMETHING THAT I'VE TALKED ABOUT BEFORE AND THAT IS THAT WE NEED BETTER COMPREHENSIVE PLANNING FOR THE GROWTH THAT'S GOING ON IN THE CITY. AND IT'S NOT JUST STREETS AND SIDEWALKS, IT'S THE ACTUAL OVERVIEW OF ALL THE DIFFERENT GROWTH AND DEVELOPMENT THAT'S GOING ON THAT LAYERS ONE ON TOP OF ANOTHER AND IT CREATES MORE AND MORE TIME LAGS, IT CREATES MORE AND MORE PROBLEMS WITH BUSINESSES THAT ARE AFFECTED.
AND SO YEAH, I'VE RECOMMENDED BEFORE AND TO THE CITY MANAGER THAT WE BRING TOGETHER MORE PLAYERS THAN JUST PUBLIC WORKS, BUT WE KNOW THIS AFFECTS A LOT FROM SAWS AND WORK THEY NEED TO DO. WE KNOW THERE ARE BUILDERS AND DEVELOPERS, THEY SIT THE DEVELOPMENTAL SERVICES AND PUBLIC WORKS WHEN THEY WANT TO DO THINGS. SO ALL OF THIS IS CAN BE PUT TOGETHER IN A MORE EFFICIENT AND EFFECTIVE WAY IN DEVELOPING THE PUBLIC WORKS PROJECTS AS WELL AS THE PRIVATE WORKS PROJECTS THAT THE CITY ENDS UP HAVING SOMETHING TO DO WHEN IT COMES TO INFRASTRUCTURE AND THINGS LIKE THAT. SO THANK YOU.
>> VIAGRAN: THANK YOU. I THINK WHAT I'M HEAR IS WE NEED A SUBCOMMITTEE OF AUDIT COMMITTEE TO WORK WITH OUR OFFICE OF CITY AUDITORS. COUNCILMEMBER WHYTE.
>> WHYTE: JUST BRIEFLY, THANKS TO COUNCILMEMBER COURAGE FOR BRINGING UP SAWS, AND THANK YOU CHAIR FOR YOUR ATTENTION TO THIS. WE MENTIONED IT AT MUNICIPAL UTILITIES COMMITTEE SEVERAL WEEKS AGO, THE COMMUNICATION BETWEEN PUBLIC WORKS AND SAWS IS -- IT'S CLEAR TO ME NOW IT'S NOT WHERE IT SHOULD BE AND THAT NEEDS TO BE A FOCUS MOVING FORWARD BECAUSE THEY GOT TO BE ON THE SAME PAGE AND SINGING FROM THE SAME SHEET OF MUSIC; OTHERWISE THESE PROJECTS ARE GOING TO CONTINUE TO DRAG
ON. THANKS, CHAIR. >> VIAGRAN: THANK YOU.
WE HAVE A MOTION ON THE FLOOR TO APPROVE THE CONSENT AGENDA WHICH IS THE FINAL INTERNAL AUDIT, AND WE HAVE A SECOND. CAN WE GET A VOTE? ALL IN FAVOR AYE.
[Pre-Solicitation High Profile Briefings ]
YOU. MOTION CARRIES. WE'RE GOING TO MOVE ON TO INDIVIDUAL ITEMS AND WE HAVE TWO PRE-SOLICITATION HIGH- PROFILE BRIEFINGS.>> CLERK: A BRIEFING ON THE RELEASE OF A SOLICITATION FOR ONE CONTRACT TO PROVIDE THE DEVELOPMENT SERVICES DEPARTMENT WITH BIOLOGICAL SERVICES IN SUPPORT OF THE SOUTHERN EDWARDS PLATEAU HABITAT CONSERVATION PLAN IN THE ESTIMATED TOTAL VALUE OF 2,040, 000 FOR ONE-YEAR TERM WITH FIVE ONE-YEAR OPTIONS
TO REMOVE. >> GOOD MORNING. I'M HERE TO PRESENT OUR PRE-SOLICITATION BRIEFING FOR OUR SOUTHERN EDWARDS PLATEAU HABITAT CONSERVATION PLAN, THE SEPHCP. I'M LOGAN SPARROW, INTERIM ASSISTANT DIRECTOR FOR DEVELOPMENT SERVICES DEPARTMENT. DSD IS SEEKING A U.S. U.S. FIS~& WILDLIFE CERTIFIED BIOLOGIST OR AN ENVIRONMENTAL AGENCY SPECIFICALLY WITH EXPERIENCE IN IMPLEMENTING HABITAT CONSERVATION PLANS. SPECIFICALLY WE WOULD LIKE THIS CONTRACT OR THIS SELECTED BIOLOGIST TO HELP SUPPORT THE OPERATION, ADMINISTRATION AND MANAGEMENT OF OUR SOUTHERN EDWARDS PLATEAU HABITAT CONSERVATION PLAN. A LITTLE BACKGROUND ON THIS BECAUSE IT IS A COMPLEX PROGRAM. AS PART OF THE 2009 STUDY WITH JOINT BASE SAN ANTONIO, ONE OF THE ITEMS THAT WERE RECOMMENDED IS CONSERVATION PLAN TO ENABLE THE CITY TO FACILITATE DEVELOPMENT IN AREAS WHERE ENDANGERED SPECIES ARE LOCATED ALABAMA ATTORNEY ACTIVE TO CONSULTING DIRECTLY WITH U.S. FISH~& WILDLIFE DEPARTMENT. THE END RESULT OF THAT WAS THAT THE CITY OF SAN ANTONIO AND BEXAR COUNTY WERE ISSUED A JOINT INCIDENTAL TAKE
[00:15:02]
PERMIT THAT LASTS FOR 30 YEARS. THAT PERMIT WAS INITIALLY ISSUED IN 2017. PREVIOUSLY BEXAR COUNTY WAS RESPONSIBLE FOR THE REQUEST FOR QUALIFICATIONS TO OBTAIN A CERTIFIED BIOLOGIST, BUT THE CITY OF SAN ANTONIO DOES ABOUT 95% OF THE ADMINISTRATIVE FUNCTIONS ASSOCIATED WITH THIS PROGRAM AND BEXAR COUNTY AND THE CITY AGREED IT MADE NOR SENSE DSD FACILITATE THE SOLICITATION. WE ARE SEEKING AN RFQ WITH A A ONE-YEAR TERM WITH AN UP TO FIVE-YEAR ONE-YEAR SUSPENSIONS. THAT $340,000 ANNUAL IS A CAP. THAT IS THE MAXIMUM THAT THE CONTRACT CAN PAY ANNUALLY, NOT A FLAT FEET. JUST FOR A LITTLE BIT OF CONTEXT, TWO YEARS AGO WE PAID 170,000 AND LAST YEAR WE PAID 158,000. SO WE DO NOT FORESEE NEEDING THAT FULL 340,000 CAP FOR THE FORESEEABLE FUTURE. THE FUNDING SOURCE IS ALSO AOU LITTLE UNIQUE. THE FIRST $100,000 THAT IS PAID TO THIS CERTIFIED BIOLOGIST IS SHARED EQUALLY, 50,000 FROM BEXAR COUNTY, 50,000 FROM DEVELOPMENT SERVICES DEPARTMENT. ONCE THAT INITIAL $100,000 HAS BEEN PAID OUT, ANY ADDITIONAL FUNDING FOR THIS CONTRACT IS PAID DIRECTLY FROM THE SEPHCP FUND.THAT WAS ESTABLISHED AT THE ONSET OF THE PROGRAM. THE FUND IS -- ITS REVENUES ARE GENERATED FROM FOLKS THAT DETERMINE THAT THEY WOULD LIKE TO ENROLL IN THE PROGRAM TO RECEIVE INCIDENTAL TAKE COVERAGE SO THAT THEY CAN GET THEIR PROJECTS MOVING QUICKER THAN IF THEY HAD TO CONSULT WITH U.S. FISH~& WILDLIFE DIRECTLY. OUR CURRENT CONTRACT IS SET TO EXPIRE AT THE END OF FEBRUARY IN 2025. ADVERTISING FOR THIS SOLICITATION DOES FOLLOW THE CITY'S STANDARD PROCESS AND CONTRADICTLY OUR EVALUATION VOTING -- CRITICALLY OUR VOTING MEMBERS CONSIST OF CITY STAND COUNTY STAFF. I WOULD LIKE TO DRAW ATTENTION TO MELISSA RAMIREZ, DEPUTY DIRECTOR FOR DEVELOPMENT SERVICES DEPARTMENT, AND KEN MCGLAMERY BOTH SERVE ON THE SEPHCP COORDINATING COMMITTEE SO THAT'S THE ENTITY THAT REVIEWS REQUESTS TO ENROLL PROPERTY, SO WE WANTED TO MAKE SURE WE HAD SOME COMMITTEE MEMBERS SERVING AS WELL.
AS FAR AS OUR EVALUATION CRITERIA IS CONCERNED, WE ARE HEAVILY WEIGHING EXPERIENCE, BACKGROUND AND QUALIFICATIONS AS WELL AS THE APPLICANT'S PROPOSED PLAN TO ADMINISTER OUR HCP. PRICING CAN AWARD UP TO TEN POINTS AND FIVE POINTS EACH FOR SBE AND MWBE CONTRACT. THERE IS A LOCAL PREFERENCE OF TEN POINTS AND FIVE POINTS FOR VETERAN-OWNED BUSINESSES FOR A COMBINED POTENTIAL 100 POINTS.
THE GOAL SETTING COMMITTEE INCLUDED FOLKS FROM NEIGHBORHOOD AND HOUSING SERVICES DEPARTMENT AS WELL AS DSD, ECONOMIC DEVELOPMENT AND FINANCE, AND, OF COURSE, OUR CITIZEN MEMBER AS WELL. SO WE ARE OBVIOUSLY HERE TODAY FOR OUR PRE-SOLICITATION BRIEFING. WE INTEND TO RELEASE THE SOLICITATION ON NOVEMBER 18TH. WE WILL SPEND DECEMBER AND JANUARY LOOKING AT THE ACTUAL SOLICITATIONS THAT ARE RECEIVED AND WE INTEND ON COMING BACK BEFORE YOU WITH A POST-SOLICITATION BRIEFING ON MARCH 11 BEFORE TAKING THIS ITEM FOR FINAL CITY COUNCIL CONSIDERATION IN EARLY APRIL. AND THAT CONCLUDES MY
PRESENTATION. THANK YOU. >> VIAGRAN: THANK YOU, LOGAN. WE'LL GO AHEAD AND HEAR FROM THE MEMBERS.
COUNCILMEMBER COURAGE. >> GARCIA: THANK YOU, CHAIR.
-- >> COURAGE: THANK YOU, CHAIR.
ARE THEY INVOLVED WITH ACQUISITION OF LAND OVER THE AQUIFER TO PROTECT IT AND IS THAT THEIR PROCESS TO LOOK FOR ENDANGERED SPECIES, WILDLIFE.
>> I'LL EXPAND ON THAT. ONE OF THE ULTIMATE GOALS IS WHEN ENROLLEES PARTICIPATE IN THE PROGRAM AND SUBMIT THE FEES ASSOCIATED IN RECEIVING THAT COVERAGE, IN SIMPLE TERMS THIS PROGRAM WORKS LIKE AN INSURANCE POLICY.
AND WHEN THEY PAY INTO THE PROGRAM, THE FUND IS THEN RESPONSIBLE, DSD AND BEXAR COUNTY IS RESPONSIBLE FOR ESTABLISHING PRESERVES. SO WE TRY TO IDENTIFY PRESERVES WHERE ENDANGERED SPECIES ARE LOCATED. WE PURCHASE THAT LAND, APPLY
[00:20:05]
A CONSERVATION EASEMENT UPON IT AND PART OF WHAT THIS BIOLOGIST DOES IS MONITOR IN ACCORDANCE WITH U.S. FISH~& WILDLIFE STANDARDS. WHAT WE HAVE BEEN ABLE TO DO ABOUT A YEAR AND A HALF AGO WITH UNANIMOUS COUNCIL APPROVAL, WHEN WE WENT TO GO LOOK FOR PRESERVES, WE IDENTIFIED PRESERVES THAT HAD BEEN ACQUIRED ALREADY THROUGH THE ENVIRONMENTAL EDWARDS AQUIFER PROTECTION PROGRAM AND WE ARE IN THAT INSTANCE AND TRYING TO REPLICATE IT HERE IN THE NEXT YEAR IS WE WERE ABLE TO FULLY REIMBURSE PARKS DEPARTMENT THEIR INVESTMENT IN THOSE PRESERVES.BECAUSE NOT ONLY WAS IT OVER THE EDWARDS AQUIFER, IT ALSO CONTAINED EMPOWERMENT ZONE.
SO DSD REFUNDED, IF YOU WILL, PARKS DEPARTMENT INVESTMENT WHICH ENABLED
THEM TO PURCHASE ANOTHER PRESERVE. >> COURAGE: DOESN'T THE CITY HAVE STAFF THAT ACTUALLY GO OUT AND LOOK FOR LAND OVER THE AQUIFER TO PROTECT THE WATER SEPARATE FROM WHAT YOU ARE TALKING ABOUT?
>> YES, AND THAT'S ADMINISTERED BY THE PARKS DEPARTMENT.
THEY IDENTIFY LAND OVER THE EDWARDS AQUIFER, THEY WORK WITH PROPERTY OWNERS THAT MAY BE INTERESTED IN SELLING THAT. THAT IS KIND OF SEPARATE FROM THIS PROGRAM, BUT WHAT WE WERE ABLE TO DO AND WHAT WE WOULD LIKE TO REPLICATE IN THE FUTURE IS BECAUSE SO MANY OF THE LANDS THAT PARKS DEPARTMENT HAS ALREADY ACQUIRED BECAUSE IT'S GOT AQUIFER ALSO HAS ENDANGERED SPECIES.
>> COURAGE: THANK YOU. THANK YOU, CHAIR. >> VIAGRAN: THANK YOU.
ANY OTHER MEMBERS? THIS IS BRIEFING ONLY. THANK YOU, WE LOOK FORWARD TO SEEING YOU BACK HERE AND SEEING WHO PARTICIPATES IN THIS SOLICITATION.
THANK YOU. >> THANK YOU VERY MUCH. >> VIAGRAN: LET US MOVE ON
TO ITEM NUMBER 4. PLEASE READ THE CAPTION. >> CLERK: A BRIEFING ON THE RELEASE OF A SOLICITATION FOR ONE CONTRACT TO PROVIDE THE DEPARTMENT OF HUMAN SERVICES WITH MEAL PREPARATION SERVICES FOR THE CITY'S HEALTHY EATING, AGING AND LIVING HEAL NUTRITION PROGRAM IN THE ESTIMATED VALUE OF 17,129,146 FOR A ONE-YEAR TERM WITH FOUR ONE-YEAR RENEWAL OPTIONS.
>> VIAGRAN: THE FLOOR IS YOURS. >> GOON, MY NAME IS JESSICA DOVALINA. JUST AS A REMINDER, IT PROVIDES CONGREGATE NOON HOT MEALS TO OLDER ADULTS IN SAN ANTONIO. THE HILL PROGRAM DOES SERVE OLDER ADULTS, AGE 60 YEARS AND OLDER. WE DO HOT LUNCHES AT COVERAGE HENCE I HAVE SENIOR CENTERS OPERATED BY THE DEPARTMENT DEPARTMENT OF HUMAN SERVICES AS WELL AS NUTRITION SITES WE OPERATE, PARTNERS, COMMUNITY SITES. 2 PROGRAM WILL BE OPERATING MONDAY THROUGH FRIDAY AND THE PROGRAM IS FUNDED THROUGH A COMBINATION OF GENERAL FUND AND GRANT FUNDING FROM THE ALAMO AREA OF COUNCIL OF GOVERNMENTS THROUGH THE OLDER AMERICANS ACT. AND WE REALLY ANTICIPATE THE CONTRACT WILL SERVE ABOUT 11,000 OLDER ADULTS THAT PARTICIPATE IN THE MEAL PROGRAM CURRENTLY, BUT WE ARE LOOKING TO CONTINUE TO GROW THAT NUMBER. THE PROPOSED TERM IS ONE YEAR WITH FOUR ONE-YEAR RENEWAL OPTIONS AND AN ESTIMATED CONTRACT VALUE OVER THE LIFE OF THE CONTRACT OF 17 MILLION. OUR CURRENT CONTRACT EXPIRES SEPTEMBER 30 OF THIS FISCAL YEAR. THE REQUEST FOR PROPOSAL ONES RELEASED WOULD BE ADVERTISED VIA TVSA, WEB SERVICES AND LOCAL NEWSPAPERS AND PROPOSAL SCORING WOULD BE COMPLETED BY A PANEL COMPRISED OF CITY MANAGER'S OFFICE, HUMAN SERVICES, METRO HEALTH AND PARKS AND CURRENT PROGRAM PARTICIPANTS THAT PARTICIPATE IN THE PROGRAM. OUR EVALUATION CRITERIA IS 40 POINTS FOR EXPERIENCE, BACKGROUND AND QUALIFICATIONS, 40 POINTS FOR THE PROPOSED PROGRAM PLAN, AND 20 POINTS FOR PRICING.
SBEDA POINTS HAVE BEEN WAIVED AND LOCAL BUSINESSES AND SMALL VETERAN BUSINESSES ARE NOT APPLICABLE TO THIS SOLICITATION. WE DO ANTICIPATE RELEASING THIS SOLICITATION JANUARY 7 WITH EVALUATION COMPLETED BY APRIL 15.
OUR GOAL WOULD BRING THIS ITEM BACK TO THE AUDIT COMMITTEE WITH
[00:25:01]
RECOMMENDATION ON MAY 13 AND THEN WE ANTICIPATE WE WOULD SEEK CITY COUNCIL APPROVAL OF A CONTRACT ON JUNE 5 WITH A GOAL 6 STARTING THE NEW CONTRACT ON OCTOBER 1ST TO ENSURE UNINTERRUPTED SERVICES. I'M HAPPY TO ANSWER ANYQUESTIONS ABOUT THE PROGRAM OR THE SOLICITATION. >> VIAGRAN: WE'LL HEAR
FROM COMMITTEE MEMBERS. COUNCILMEMBER WHYTE. >> WHYTE: JUST BRIEFLY, MOST OF THESE -- I THOUGHT MOST OF THE HIGH-PROFILE CONTRACTS WERE FIVE YEARS AND THIS ONE IS A ONE YEAR WITH A BUNCH OF RENEWALS. WHY IS THAT ON THIS ONE?
>> HISTORICALLY THAT HAS BEEN THE CONTRACT TERM WE'VE OPERATED WITH AND I KNOW THAT IS CONTINUING RECOMMENDATION. TREY, I DON'T KNOW IF THERE
IS ANYTHING YOU WANT TO ADD RELATED TO THE TERM. >> TYPICALLY IT'S A FIVE-YEAR CONTRACT, THAT'S TYPICALLY WHAT WE TARGET SO WE CAN HAVE SOME CERTAINTY.
THIS GIVES THEM FLEXIBILITY AFTER THE FIRST YEAR WE NEED TO RESOLICIT, THEY CAN DO
THAT WITH THE FOUR ONE-YEAR RENEWALS. >> WHYTE: WE'VE JUST SORT
OF CHANGED HOW WE LOOK AT THIS NOW. >> YEAH, IT'S GOING TO DEPEND ON A CONTRACT BY CONTRACT, BUT OVERALL WE DO TARGET THE FIVE-YEAR TIME FRAME. IT MAY BE HOW WE CARVE IT UP.
USUALLY A TWO-YEAR WITH A THREE-YEAR RENEWAL. THIS IS ONE YEAR WITH FOUR ONE-YEAR RENEWAL OPTIONS TO GIVE THE CITY THE FLEXIBILITY.
WE HAVE THE AGUILTS BUILT TO DETERMINE -- ABILITY TO RESOLICIT AND GIVES THEM FLEXIBILITY AS WELL IF SOMETHING SHOULD HAPPEN TO THAT FUNDING IT CEASES.
>> WHYTE: IT'S SOMEWHAT MORE DIFFICULT ON THE BUSINESS BECAUSE THEY DON'T
HAVE THE COMPLETE CERTAINTY OF THE FIVE YEARS. >> I WOULD AGREE.
>> THE FUNDING IS AWARDED ANNUALLY AND THAT'S SOMETHING WE HAVE CONSISTENTLY RECEIVED I THINK CLOSE TO 30 YEARS. SO WE DO FEEL LIKE THERE'S SOME CERTAINTY WITH THE FUNDING, BUT WE GET THAT RENEWAL ANNUALLY SO THAT'S PARTLY WHY WE INSTRUCTED THE CONTRACT THIS -- STRUCTURED THE CONTRACT THIS WAY.
>> WHYTE: THANK YOU. >> VIAGRAN: COUNCILMEMBER COURAGE.
>> COURAGE: I WANT TO MAKE SURE I UNDERSTAND HOW THE FUNDING GOES.
THIS IS FEDERAL MONEY THAT GOES TO THE STATE WHO THEN ALLOCATES IT TO AACOG AND
THEN THEY ALLOCATE IT TO US. >> THAT'S CORRECT. >> COURAGE: IT IS ALL FEDERAL MONEY WHICH IS WHY WE'RE LIMITED ON SBEDA AND VETERANS PREFERENCES.
>> 2.1 FEDERAL AND THE REMAINDER IS GENERAL FUND. >> COURAGE: AND THE WHOLE
THING IS ABOUT 3.4. >> 17 MILLION TOTAL OVER THE COURSE OF THE CONTRACT.
>> COURAGE: AND I KNOW WE HAVEN'T GONE OUT TO BID YET, BUT WHO ARE SOME OF THE
PROVIDERS WE HAVE TODAY THAT ARE PROVIDING FOOD? >> SOME MEALS ON -- MEALS ON WHEELS SERVES AS SOLE PROVIDER. THIS PAST CONTRACT TERM THAT WAS THEIR FIRST CONTRACT WITH US. PRIOR TO THAT WE WORKED WITH
>> IT WILL BE OPEN. >> COURAGE: OKAY. AND -- OKAY, I THINK THAT'S
ALL THE QUESTIONS I HAVE. THANK YOU. >> VIAGRAN: THANK YOU.
MEMBER HARRIS, ANY QUESTIONS? >> HARRIS: NO, MA'AM.
>> VIAGRAN: THANK YOU FOR THIS PRESENTATION. HOW WE TAKE CARE OF OUR SENIORS AND MAKE SURE THEY CAN LIVE OUT THEIR DAYS AND WHERE THEY CHOOSE TO SAN IN HEALTH AND SECURITY, I THINK THIS IS A KEY PART OF IT. I LOOK FORWARD TO HEARING MORE AS WE GET THROUGH THE PROCESS. PLEASE LET OUR OFFICES KNOW WHAT WE CAN DO IF THE COMMUNITY NEEDS TO WEIGH IN ON WHAT THEY WOULD LIKE TO SEE. I KNOW WHEN I VISIT MY SENIOR CENTERS, THEIR DIETARY NEEDS CHANGE. I THINK ONE OF THE THINGS WE'RE GOING TO SEE IS LESS FIBER, MORE FRUITS OR LESS STRINGY FRUITS. THERE'S A WHOLE MYRIAD OF REQUESTS THEY HAVE. SO I WOULD LOVE TO BE PART OF HELPING WITH THAT PROCESS AS WE GET STAKEHOLDERS' INPUTS. COUNCILMEMBER COURAGE.
>> GARCIA: I NOTICED ON SLIDE 2, IT SAID LUNCHES WERE APPROXIMATELY 2,000
OLDER ADULTS, BUT YOU SAID IN YOUR PRESENTATION 11,000. >> YES.
SO THE 2,000 IS WHAT WE SERVE ON AN AVERAGE DETAIL DALE EARNHARDT, JR. DAILY
BASIS BUT OVER THE YEAR 11,000. >> COURAGE: THANK YOU.
>> VIAGRAN: SOME OF THEM WILL SKIP BECAUSE IT'S NOT A BINGO DAY.
[Post-Solicitation High Profile Briefings ]
[LAUGHTER] THAT ITEM IS FOR BRIEFING PURPOSES SO WE'LL MOVE ON TO ITEM 5. WE HAVE THREE POST-SOLICITATION BRIEFINGS FOR INDIVIDUAL CONSIDERATION. MADAM CLERK, PLEASE READ THECAPTION FOR ITEM 5. >> CLERK: APPROVAL TO PROCEED WITH SCHEDULING TEN CONTRACTS FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE CITY OF SAN ANTONIO
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METROPOLITAN HEALTH DISTRICT WITH OUTREACH SERVICES IN ESTIMATED TOTAL VALUE OF 1,080,000 FOR A CONTRACT TERM BEGINNING JUNE 30, 2025.>> JACOB:. THIS IS A POST-SOLICITATION BRIEFING.
THIS IS UPON AWARD THIS WOULD BE FOR A MILLION DOLLARS.
THIS IS IS A SHORT CONTRACT ENDING JUNE 30, 2025. THIS IS A FEDERALLY FUNDED INITIATIVE. JUST KNOW THESE SERVICES INCLUDE HOLDING EDUCATION SESSIONS AT NO COST TO THE PUBLIC TO SHARE RELIABLE INFORMATION REGARDING VACCINES AND TO EXPAND COMMUNITY DIALOGUE ABOUT VACCINES.
JUST KNOW THAT FOR THIS SOLICITATION WE DID RECEIVE 12 SUBMISSIONS, 11 DEEMED UNRESPONSIVE AND WE'RE RECOMMENDING TEN FOR AWARD. YOU WILL SEE VENDORS A THROUGH J ARE RECOMMENDED WITH A MINIMUM OF 40 POINTS. THE LION'S SHARE OF SCORING HAD TO DO WELCOME BACK EXPERIENCE OR BACKGROUND QUALIFICATIONS.
JUST KNOW THAT WE DID -- THE DEADLINE WAS JUNE 3RD OF THIS YEAR AND WE RELEASED ON JUNE 3RD AND FINAL EVALUATION CONDUCTED ON AUGUST 31ST.
THE COMMITTEE WAS COMPRISED MOSTLY AT MY TEAM AND A REPRESENTATIVE FROM AISD.
IN THE END THE LION'S SHARE OF COMMISSIONS ARE BEING RECOMMENDED FOR -- OF SUBMISSIONS, THIS IS AN OPPORTUNITY TO AUGMENT SERVICES IN THE LOCAL COMMUNITY. AT THE END OF THE DAY WE HAD OVER 1600 VENDORS NOTIFIED.
THERE WERE 12 APPLICANTS, ONE WAS DISQUALIFIED AND PROHIBITED DUE TO CAMPAIGN CONTRIBUTIONS DURING THE PROBATIONARY PERIOD. WE ARE RECOMMENDING THESE TEN AWARDS THAT WILL BE GOING TO COUNCIL NEXT MONTH FOR APPROVAL.
I DO WANT TO THANK DR. CURRY AND OUR DEPUTY DIRECTOR AS WELL AS MIGUEL, OUR MAIN ADMINISTRATOR AT METRO HEALTH AND THE STAFF WHO HAVE HELPED WITH THIS EFFORT. THAT CONCLUDES MY PRESENTATION FOR THIS
MORNING. >> VIAGRAN: THANK YOU. DO ANY MEMBERS HAVE ANY
QUESTIONS? COUNCILMEMBER COURAGE. >> COURAGE: SO THESE TEN ORGANIZATIONS WILL BE EDUCATING PEOPLE WITHIN THE COMMUNITY AND MANY OF THEM ARE LOCATED IN CERTAIN PARTS OF THE COMMUNITY. DO WE THINK WE'RE COVERING
100% OF THE COMMUNITY THROUGH THESE ORGANIZATIONS? >> JACOB: LIKE NICKELS WE ARE WE DO SEE THESE CONTRACT AWARDS, IT'S A MILLION DOLLARS TOTAL, ACKNOWLEDGE WE LOOK AT THIS BEING ENCUMBERED BY JUNE 30 OF NEXT YEAR.
BUILDS CAPACITY TO CONDUCT OUTREACH AND COMMUNITY. >> COURAGE: WITHOUT THIS MONEY, WHAT DOES YOUR DEPARTMENT USUALLY DO IN PROMOTING VACCINES AND
EDUCATIONAL THINGS? >> MOSTLY YOU SEE THE BACK-TO-SCHOOL PROGRAMS, OUTREACH CONDUCTED IN THE FALL. WE AMPLIFY MESSAGING AROUND GETTING A FLU SHOT. JUST KNOW THAT WE STAY THE COURSE EACH AND EVERY YEAR WE ARE APPLYING LESSONS LEARNED FROM COVID PANDEMIC. THIS ANCHORS TO TRUSTED SOURCE AND COMMUNITY TO AMPLIFY MESSAGING STRATEGIES TO OFFER FOLKS THE BEST TO
PROTECT THEMSELVES AND LOVED ONES. >> COURAGE: THANK YOU.
>> VIAGRAN: ANY OTHER COMMENTS? THANK YOU, CLAUDE.
I THINK THIS IS, YOU KNOW, IT'S GRANT FUNDED. I THINK THIS IS A GREAT OPPORTUNITY TO GET VENDORS THAT DOESN'T HAVE NECESSARILY AUDIO]. I'M VERY INTERESTED WHEN WE LOOK AT VENDORS G THROUGH J HOW THIS EXPERIENCE WITH WORKING WITH THE CITY AND WORKING WITH THE GOVERNMENT GOES. SO, YOU KNOW, FROM THIS POINT I'D LOVE TO SEE THIS HAVE A TALK ABOUT THIS LATER AFTER WE -- HOW DO WE MAKE THEM MOTIVATED TO APPLY FOR OTHER CONTRACTS WE HAVE WITH THE CITY. WE ALL KNOW THAT VACCINATIONS ARE IMPORTANT AND THAT THERE IS MORE THAN JUST THE FLU AND THE COVID-19. AND THEY GET A LOT OF ADS ON STREAMING MEDIA AND THE NEWS SOURCE BUT WE WANT THEM TO HAVE THE FACTS. I APPRECIATE THESE EFFORTS
AND I APPRECIATE THIS. I NEED A MOTION AND SECOND. >> COURAGE: I'LL MOVE THAT THESE RECOMMENDED AWARDS BE FORWARD TO DO CITY COUNCIL FOR APPROVAL.
>> SECOND. >> VIAGRAN: I HAVE A MOTION AND SECOND.
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DO WE HAVE ENOUGH AYES? MOTION CARRIES. THANK YOU.ITEM 6. MADAM CLERK, PLEASE READ THE CAPTION FOR ITEM 6.
>> CLERK: APPROVAL TO PROCEED WITH SCHEDULING ONE CONTRACT FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE SAN ANTONIO POLICE DEPARTMENT WITH THE INSTALLATIONS AND STORAGE SERVICES OF BALLISTIC GLASS WINDSHIELDS FOR $6,370,000 FOR A THREE-YEAR TERM WITH TWO ONE-YEAR OPTIONS TO RENEW.
>> VIAGRAN: THANK YOU. THE FLOOR IS YOURS, RICHARD. >> MY RIM IS RICK RILEY, ASSISTANT DIRECTOR TOKER THE SAN ANTONIO POLICE DEPARTMENT.
THIS MORNING I'LL PROVIDE A POST-SOLICITATION BRIEFING FOR THE INSTALLATION AND STORAGE OF BALLISTIC GLASS. AS A QUICK OVERVIEW, SAPD SOLICITED VIA REQUEST FOR COMPETITIVE SEALED PROPOSALS FROM QUALIFIED VENDORS FOR THE INSTALLATION AND STORAGE OF BALLISTIC AND SIDE PANEL WINDOWS FOR SPECIALTY AND PAROLE WINDOWS.
IN SEPTEMBER OF LAST YEAR, COUNCIL APPROVED A BUDGET AMENDMENT OF $210,000 TO DO THE FIRST 30 SPECIALTY VEHICLES AND THEN ON AVERAGE 200 VEHICLES PER YEAR THEREAFTER. SO THE PROPOSED TERM AS THE CLERK MENTIONED IS THREE YEARS WITH TWO ONE-YEAR OPTIONS AND THE FUNDING SOURCE IS GENERAL FUNDS FROM BOTH FY24 AND FY25. THE EVALUATION COMMITTEE MET ON OCTOBER 4, 2024 AND REVIEWED THE SOLE RESPONSE RECEIVED AND BY CONSENSUS RECOMMENDED AWARD TO THE SOLE RESPONSIVE BIDDER. AS YOU CAN SEE, THERE WAS NO LOCAL PREFERENCE PROGRAM OR VETERAN PREFERENCES, AND AS THE ONLY RESPONDENT, NO NEED FOR SCORING, IT WAS BASED ON CONSENSUS. AS OUTREACH DUE DILIGENCE, TWO VENDORS WERE AT THE PRE-SUBMITTAL COVERAGES OF CONFERENCE. THERE WERE NO MATERIAL FINDINGS OF ANY TIME THAT WOULD PROHIBIT CONTRACTING WITH THAT COMPANY.
THAT CONCLUDES MY BRIEF AND I'M AVAILABLE TO ANSWER QUESTION.
>> VIAGRAN: THANK YOU. CAN I GET A MOTION AND SECOND TO APPROVE MOVING
THESE CONTRACTS TO FULL CITY COUNCIL? >> MOTION MADE.
>> VIAGRAN: WE HAVE A MOTION AND SECOND. IS THERE ANY CONVERSATION BY
COMMITTEE MEMBERS? COUNCILMEMBER COURAGE. >> COURAGE: IT IS KIND OF SURPRISING THAT WE ONLY HAD TWO PRE-SUBMITTAL CONFERENCE ATTENDEES AND ONE RESPONSE.
I WOULD IMAGINE LAW ENFORCEMENT ALL OVER THE COUNTRY IS DOING THIS.
DID WE REACH OUT NATIONWIDE FOR COMPETITIVE KIDS ON THIS OR DID WE -- BIDS ON THIS OR
FOCUS ON TEXAS? >> WE REACHED OUT NATIONWIDE.
THERE'S TWO BIG PLAYERS IN THIS SPACE, ONE OF WHICH HANDLES IS FEDERAL GOVERNMENT, BORDER PATROL, MCDILL AIR FORCE BASE. THE OTHER IS MORE OF A MUNICIPAL LAW ENFORCEMENT. YOU MAY BE FAMILIAR WITH SENATE BILL 2222 PASSED LAST YEAR WHERE ALL OF TEXAS DPS VEHICLES REQUIRE THE WINDSHIELDS AND THAT'S BEING DONE BY A COMPANYNY DPS HAS CONTRACTED WITH. YES, WE REACHED OUT WITHIN THE UNITED STATES, BUT WITH ONLY TWO MAJOR PLAYERS THAT'S THE ONE.
>> COURAGE: THERE WERE NO FEDERAL GRANTS AVAILABLE? >> CURRENTLY THERE ARE NOT.
WHAT WILL BE INTERESTING IS -- THIS IS EDITORIALIZING IS WHAT THE LEGISLATURE DOES THIS YEAR AFTER DPS WAS FUNDED, ARE THEY GOING TO FUND MUNICIPALITIES TO PUT
IN BALLISTIC GLASS AND WE'LL BE ON THE LOOKOUT. >> COURAGE: THANK YOU.
>> VIAGRAN: COUNCILMEMBER WHYTE. >> WHYTE: I'LL JUST MENTION AND I GUESS GOT MY EXPLANATION, BUT THIS IS GENERAL FUND MONEY THAT WE
ALLOCATED IN -- A YEAR AGO, RIGHT? >> THAT IS CORRECT, YES.
>> WHYTE: SO WE ARE NOW, WHAT, 14 MONTHS FROM -- OR SO FROM WHAT WE APPROVED THIS MONEY AND WE DON'T HAVE THIS BULLETPROOF GLASS IN THE CARS YET.
THAT CONCERNS ME, BUT I GUESS THERE WAS AN EXPANDED -- WHAT I'M SAYING IS I GUESS IT'S NOT ALL ON THIS SOLICITATION PROCESS THAT'S THE REASON YEAR HERE
14 MONTHS LATER AND THE GLASS ISN'T IN THE CARS. >> CORRECT.
BACK HERE TODAY, SO WE'RE 30 CARS BEHIND RIGHT NOW, COUNCILMEMBER.
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WE THOUGHT WE WOULD HAVE THE FIRST 30 DONE. THAT'S WHAT WE'RE BEHIND RIGHT NOW AND WITH THIS CONTRACT, THE COMPANY THAT WAS THE WINNING RESPONDENT LAST -- HAS AOCCURRED US THEY CAN CATCH UP RELATIVELY QUICKLY.>> WHYTE: GOVERNMENT MOVES SLOW, BUT THIS IS IMPORTANT STUFF.
I CAN'T BELIEVE WE'RE HERE 14 MONTHS LATER AND WE HAVEN'T GOT IN MONEY IN THE CARS YET. I GUESS WE'LL JUST KEEP TRYING TO MOVE IT AS QUICKLY
AS WE CAN. THANKS. >> VIAGRAN: YES, GOVERNMENT DOES MOVE SLOW, BUT I WANT TO THANK COUNCILMEMBER CASTILLO WHO I THINK WAS BACK IN 2023 WHO WAS VERY ADAMANT ABOUT MAKING SURE THIS WAS PART OF OUR BUDGET PRIORITIES. MY HISTORY WITH THE DEPARTMENT, YOU KNOW, WE THINK ABOUT THE OFFICERS THAT WE HAVE LOST AND IF THEY HAD HAD THIS EXTRA STEP MAYBE WE WOULDN'T BE HERE. YES, I'M GLAD THAT WE'VE GOT ONE OF THE TOP TWO THAT'S WORKING ON THIS. I LOOK FORWARD TO GETTING THIS TO CITY COUNCIL AND MAKING SURE THAT CONTRACTOR CAN GET THE WORK DONE AND THEN HOPEFULLY THE STATE AND THE -- YOU KNOW, OTHER LEVELS OF GOVERNMENT AND THE COMMUNITY UNDERSTAND HOW IMPORTANT IT IS WE PROTECT AGAINST GUN VIOLENCE. THANK YOU SO MUCH FOR THE PRESENTATION, RICK, AND WITH IN A THERE BEING NO FURTHER DISCUSSION WE HAVE A MOTION AND A SECOND. TO MOVE TO FULL CITY COUNCIL.
MOTION CARRIES. ALL RIGHT. ITEM NUMBER 7.
>> CLERK: APPROVAL TO PROCEED WITH SCHEDULING ONE CONTRACT FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE SAN ANTONIO PUBLIC LIBRARY WITH CUSTODIAL SERVICES IN THE ESTIMATED TOTAL VALUE OF $9,200,000 FOR A THREE-YEAR TERM WITH TWO ONE-YEAR
OPTIONS TO RENEW. >> GOOD MORNING. KATHY DONE LYNN, INTERIM LIBRARY DIRECTOR. I'M HERE TO GIVE YOU A POST-SOLICITATION BRIEFING FOR THE CUSTODIAL SERVICES FOR THE LIBRARY SYSTEM. THIS CONTRACT IS FOR 27 BRANCH LIBRARIES FOR ROUTINE, NON-ROUTINE AND SPECIAL CLEANING SERVICES.
THIS COVERS ALL OF THOSE LOCATIONS FOR OUR FULL-SERVICE SCHEDULE SEVEN DAYS A WEEK. THIS SELECTED VENDOR WOULD ALSO BE RESPONSIBLE FOR PROVIDING SOME ON-DEMAND SERVICES FOR THE CENTRAL LIBRARY TO SUPPLEMENT OUR IN-HOUSE CUSTODIAL. THIS IS A BIG PART OF HOW WE MAINTAIN OUR FACILITIES IN EXCELLENT CONDITION. SO THIS WAS A REQUEST FOR COMPETITIVE SEALED PROPOSAL.
THE TERM OF THE CONTRACT IS AN INITIAL TERM OF THREE YEARS WITH TWO ONE-YEAR OPTIONS TO RENEW. OVER THE FIVE-YEAR CONTRACT, THE ESTIMATED VALUE IS 9.2 MILLION. OUR FUNDING SOURCE IS OUR BASE BUDGET IN THE LIBRARY'S GENERAL FUND BUDGET AND THE CONTRACT CONTRACT EXPIRES AT THE -- CURRENT CONTRACT EXPIRES AT THE END OF THIS CALENDAR YEAR. THIS SOLICITATION SCORING INCLUDED BOTH PRIME SBEDA POINTS AS WELL AS SUBCONTRACTING RIGHTS.
THE INITIAL EVALUATION OF PROPOSALS WAS CONDUCTED OCTOBER 10 BY A SELECTION PANEL THAT INCLUDED LIBRARY STAFF, OUR PARTNERS AT BUILDING AND EQUIPMENT SERVICES AND OUR EXECUTIVE LEADERSHIP TEAM MEMBER DAVID MCCARY.
THIS SHOWS THE BREAKDOWN OF THE SCORING THAT WAS DONE. WE ALSO CONDUCTED INTERVIEWS THAT ALLOWED US TO HAVE SOME ADDITIONAL INFORMATION FOR THE FINAL SCORING.
THE NUMBER OF VENDORS NOTIFIED WHEN THE SOLICITATION WAS ISSUED WAS OVER 4,700. THERE WERE A TOTAL OF 44 VENDORS WHO PARTICIPATED IN THE PRE-SUBMITTAL CONFERENCE. WE RECEIVED 16 PROPOSALS; HOWEVER, TEN OF THOSE WERE NON-RESPONSIVE EITHER DUE TO NOT MEETING SBEDA REQUIREMENTS FOR SUBCONTRACTING OR SO SIX OF THE PROPOSALS WENT ON TO BE EVALUATED. THERE WERE NO FINDINGS FOR EITHER MINIMUM REQUIREMENTS REVIEW OR DUE DILIGENCE REVIEW.
THAT CONCLUDES MY BRIEFING BUT I'M AVAILABLE IF YOU HAVE ANY QUESTIONS.
>> VIAGRAN: THANK YOU, KATHY. AND KATHY AND I WERE TOGETHER ON SUNDAY AT MISSION LIBRARY FOR THE FRIENDS OF THE SAN ANTONIO PUBLIC LIBRARY'S ARTS AND LETTERS AWARD, AND YOU WALK INTO OUR ROOMS OVER AT MISSION LIBRARY AND YOU WOULDN'T EVEN REALIZE THAT THERE WAS PROGRAMMING ALL WEEK IN THOSE TWO ROOMS. SO THIS IS REALLY -- I'M GLAD YOU ALL DID YOUR DUE
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DILIGENCE ON THIS. IF I COULD GET A MOTION AND A SECOND AND THEN WE'LL GOTO COUNCILMEMBER DISCUSSION. >> COURAGE: SO MOVED. >> WHYTE: SECOND.
>> VIAGRAN: ANY OTHER COMMENTS FROM COMMITTEE MEMBERS?
YES, COUNCILMEMBER COURAGE. >> COURAGE: I KNOW THAT WHEN WE LOOK AT ESTIMATED VALUE OF CONTRACTS THAT THE BOTTOM LINE IS WE ALWAYS SIT DOWN WITH THE CHOSEN CONTRACTOR AND NEGOTIATE A FINAL WHATEVER THE CONTRACT IS GOING TO BE ANNUALLY OR
THREE YEARS, ISN'T THAT CORRECT? >> WE HAVE DO HAVE LIMITED OPTIONS TO NEGOTIATE, BUT WE'LL TRY TO REFINE THE PRICING.
IT'S A STATUTORY PROCUREMENT. IT ALLOWS US TO CONSIDER
OTHER FACTORS THAN PRICE. >> COURAGE: SO THIS WOULD BE ONE OF THOSE SITUATIONS
WHERE THERE ISN'T MUCH WE CAN NEGOTIATE, SO TO SPEAK. >> NO, SIR.
>> COURAGE: BUT A LOT OF OTHERS WE HAVE THAT OPPORTUNITY.
>> ON THE RFP THAT WILL HAVE MORE DISCRETION, WE WILL SIT DOWN AND NEGOTIATE WITH
THEM. >> COURAGE: OKAY. THANK YOU, CHAIR.
>> VIAGRAN: THANK YOU. THERE BEING NO FURTHER DISCUSSION, WE HAVE A MOTION AND A SECOND TO MOVE THE ITEM TO FULL CITY COUNCIL. ALL IN FAVOR SAY AYE.
ALL RIGHT. WELL, THEN WE HAVE BUDDY HERE WITH US AND WE WILL SEE HIM ONCOMING SOON. SO THE NEXT MEETING IS SCHEDULED FOR DECEMBER 10TH, 2024. THE TIME IS NOW 10:48 AND WE ARE ADJOURNED.
* This transcript was compiled from uncorrected Closed Captioning.