[00:00:23] >> VIAGRAN: OKAY. I KNOW WE HAVE ONE MEMBER COMING, BUT THE TIME IS NOW 2:03 P.M. ON FEBRUARY 28TH, 2025 AND THE MEETING OF THE AUDIT COMMITTEE IS NOW CALLED TO ORDER. MADAM CLERK, CAN YOU CALL THE ROLL? >> VIAGRAN: GREAT. I WILL BE ALLOWING THE MEMBER SPEAKERS TWO ROUNDS OF COMMENTS PER ITEM WITH THREE MINUTES THE FIRST ROUND AND THREE MINUTES THE SECOND ROUND. FIRST ITEM ON THE AGENDA IS APPROVAL OF THE MINUTES. ARE THERE ANY CORRECTIONS TO THE MINUTES? >> >> VIAGRAN: OKAY. CAN I GET MY SECOND? THERE IS A MOTION AND A SECOND TO APPROVE THE MINUTES. ALL IN FAVOR SAY AYE. MADAM CLERK, ARE THERE ANY MEMBERS OF THE PUBLIC SIGNED UP TO SPEAK? >> I HAVE NO MEMBERS OF THE PUBLIC SIGNED UP TO SPEAK. >> VIAGRAN: GREAT. WE'LL MOVE ON TO OUR INDIVIDUAL ITEMS. WE HAVE SIX POST SOLICITATION HIGH PROFILE BRIEFINGS FOR INDIVIDUAL CONSIDERATION. CAPTION FOR ITEM 2? >> ITEM 2 IS APPROVAL TO PROCEED WITH THE SCHEDULING OF SIX CONTRACTS FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE NEIGHBORHOOD HOUSING SERVICES DEPARTMENT WITH LEAD ABATEMENT CONTRACTOR SERVICES IN THE ESTIMATED TOTAL VALUE OF $6,500,000 FOR TWO YEARS WITH THREE ONE-YEAR OPTIONS TO RENEW. >> VIAGRAN: CAN WE GET A STAFF PRESENTATION. VERONICA, YOU READY? >> YES. >> VIAGRAN: ALL RIGHT. >> GOOD AFTERNOON, COUNCIL MEMBERS AND COMMITTEE MEMBER MEMBERS. I'M VERONE CAN GARCIA, DIRECTOR OF NEIGHBORHOOD HOUSING SERVICES. THIS AFTERNOON WE HAVE OUR POST-SOLICITATION BRIEFING FOR PARTNERING WITH STATE CERTIFIED LEAD ABATEMENT CONTRACTORS TO PROVIDE LEAD SAFE AFFORDABLE HOUSING IN OUR COMMUNITY. LEAD ABATEMENT IS THE PRIMARY SERVICE OF THE CITY'S GREEN HEALTHY HOMES PROGRAM AS WELL AS A COMMON FEATURE OF THE HOME REHAB PROGRAMS FOR HOMES CONSTRUCTED PRIOR TO 1978. THESE CERTIFIED LEAD ABATEMENT CONTRACTS WILL BE RESPONSIBLE FOR REMEDIATING LEAD BASED PAINT FROM HOMES PARTICIPATING IN THE GREEN AND HEALTHY HOMES PROGRAM. AS AN OVERVIEW ON YOUR SCREEN, NHSD IN COORDINATION WITH PROCUREMENT, SOLICITED AN RFP FOR PARTICIPATION IN LEAD ABATEMENT SERVICES. THE TERMS WILL BE TWO YEAR TERMS WITH OPTIONS TO EXTEND UP TO THREE ADDITIONAL YEARS FOR AN AGGREGATE AMOUNT NOT TO EXCEED 6,005,000,000 OVER THE TERM. FUNDING TO THESE CONTRACTS IS AVAILABLE FROM SOURCES, INCLUDING BUT NOT LIMITED TO OUR FISCAL YEAR 2025 ADOPTED BUDGET AND THE LEAD HAZARD GRANT AND HEALTHY HOMES GRANT. IN TOTAL, SEVEN RESPONSES WERE RECEIVED AND ALL SEVEN PROPOSALS WERE REVIEWED AND EVALUATED. TODAY WE ARE RECOMMENDING SIX QUALIFIED FIRMS TO BE SELECTED TO PROVIDE ONCALL LEAD ASSESSMENT AND REMEDIATION SERVICES: THE SCORING PROCESS FOR THE RFP WAS EVALUATED OUT OF A POSSIBLE 100 POINTS. EXPERIENCE, BACKGROUND AND QUALIFICATIONS ARE WORTH 45 POINTS. THIS CRITERIA ENSURES THAT LICENSED FIRMS HAVE PRIOR SUCCESS IN PROVIDING LEAD SAFE AFFORDABLE HOUSING IN OUR COMMUNITY. THE PROPOSED PLAN IS WORTH 35 POINTS. THIS CRITERIA ENSURES THAT QUALITY WORK IS CONDUCTED AND SAFETY PROCEDURES ARE CARRIED OUT IN ACCORDANCE WITH FEDERAL, STATE AND LOCAL REGULATIONS. AN EVALUATION PANEL COMPOSED OF MEMBERS FROM THE CITY MANAGER'S MANAGER AND PUBLIC WORKS DID REVIEW AND SCORE ALL SEVEN PROPOSALS. THE PANEL WAS ALSO SUPPORTED WITH ADVISORY MEMBERS FROM OUR CITY ATTORNEY'S OFFICE AND OUR GREEN AND HEALTHY HOMES ENVIRONMENTAL EYE ASSESSORS. THE MATRIX THAT YOU SEE HERE REFLECTS FINALIZED SCORE RECOMMENDATIONS FOR VENDORS A THROUGH G. THE TOP SIX HIGHEST SCORING PROPOSALS WERE RECOMMENDED FOR FUNDING BY THE EVALUATION PANEL. I'LL NOTE HERE THAT ALL PROPOSALS WERE EVALUATED FOR VETERAN OWNED SMALL BUSINESS PREFERENCE POINTS AND TWO FIRMS RECEIVED THOSE POINTS. I'LL ALSO MENTION THAT FEDERAL REGULATIONS DO NOT ALLOW US TO APPLY LOCAL [00:05:03] PREFERENCE TO OUR SOLICITATIONS, THE LOCAL PREFERENCE PROGRAM DO NOT APPLY TO THIS RFP. OVER 400 VENDORS WERE NOTIFIED ABOUT THIS SOLICITATION OPPORTUNITY. IN TOTAL SEVEN PROPOSALS WERE SUBMITTED AS I MENTIONED. THE FINANCE AND AUDIT DEPARTMENT ALSO CONDUCTED DUE DILIGENCE REVIEWS WITH NO MATERIAL FINDINGS IDENTIFIED. TODAY WE ARE RECOMMENDING APPROVAL TO PROCEED WITH THESE AWARD RECOMMENDATIONS FOR CITY COUNCIL CONSIDERATION ON MARCH 20TH TO PARTNER WITH SIX CERTIFIED FIRMS TO PROVIDE LEAD REMEDIATION SERVICES IN OUR COMMUNITY. THAT CONCLUDES MY PRESENTATION AND I'M AVAILABLE TO ANSWER ANY QUESTIONS YOU MAY HAVE. >> VIAGRAN: THANK YOU. CAN I GET A MOTION AND SECOND TO APPROVE SO WE CAN BEGIN DISCUSSION? I'VE GOT A SECOND. DO I HAVE A SECOND? OH, ALL RIGHT. WE HAVE A MOTION AND A SECOND. ALL RIGHT. I WILL START WITH THE COMMENTS. THANK YOU. I'M GLAD WE HAD SEVEN APPLICANTS AND I'M GLAD WE CHOSE THE SIX THAT WE DID. AND BEN, THIS MAY BE A QUESTION FOR YOU. I SEE VENDOR A AND VENDOR F AND WE'RE GOING TO USE BOTH, BUT IN THE PRICE THE DIFFERENCE IS PRETTY SIGNIFICANT BETWEEN A AND F, AND TROY, I DON'T KNOW, MAYBE YOU CAN -- DO WE KEEP TRACK IF VENDOR A GETS A PROJECT AND THEN SUDDENLY THERE'S AN INCREASE TO THE PRICE THAT HE GAVE US TO SEE OR A CHANGE ORDER IN THIS PROJECT? DO WE KEEP TRACK OF THAT TO SEE THE DIFFERENCE? >> WE DO. AND WE ALSO HAVE A CONTRACT WITH EACH OF THESE VENDORS SO THEIR PRICING IS A COMMITMENT ON THEIR BEHALF. BUT FOR EVERY -- I GUESS I'LL CALL IT A TASK ORDER THAT WE AWARD OR A CONTRACT UNDER THIS ANNUAL CONTRACT, WE KEEP TRACK OF WHO WE'RE PAYING, HOW MUCH WE'RE PAYING AND HOW OFTEN WE ARE USING THEM. >> VIAGRAN: OKAY. SO WE'RE KEEPING TRACK IF MAYBE THEY GOT THE HIGH SCORE BUT THEY END UP, YOU KNOW, GIVING US WHAT VENDOR F CHARGED US ANYWAY. >> WE KEEP TRACK OF EVERYTHING. AND ACTUALLY, BUDDY'S GROUP FROM TIME TO TIME THEY WILL ACTUALLY COME THROUGH AND LOOK AT THE UTILIZATION OF THESE ANNUAL CONTRACTS TO BE SURE IT'S BEING DISTRIBUTED EQUALLY AND HOW THEY'RE BEING USED. >> VIAGRAN: OKAY. I WAS WONDERING BECAUSE THAT'S QUITE A DIFFERENCE IN PRICE AND I WANT TO MAKE SURE THAT WE LOOK AT THAT. SO THANK YOU, VERONICA, FOR THE WORK. THIS IS SO IMPORTANT IN TERMS OF WHAT WE KNOW, HOW WE KNOW LEAD IMPACTS ESPECIALLY CHILDREN AND THE FACT THAT WE HAVE SO MANY OLD FACILITIES AND BUILDINGS AND HOMES IN THIS AREA THAT ARE OVER 100 YEARS OLD AND WE NEED TO TAKE CARE OF THAT. SO I'M GLAD WE'RE MOVING FORWARD WITH THIS. AND I KNOW YOU'VE FOUND SO MANY CONTRACTOR SERVICES TO PARTICIPATE IN THIS. IS THERE ANY DISCUSSION FROM MY COMMITTEE MEMBERS? COUNCILMAN COURAGE? NO? >> NO. >> VIAGRAN: WE HAVE GOT A MOTION AND A SECOND. AND ALL IN FAVOR SAY AYE? ITEM 3, MADAM CLERK, PLEASE NOTE THAT WE HAVE OUR FULL COMMITTEE HERE, AND READ THE CAPTION FOR ITEM 3. >> ITEM 3 IS APPROVAL TO PROCEED WITH SCHEDULED NINE CONTRACTS FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE DEVELOPMENT SERVICES DEPARTMENT WITH VACANT LOT ABATEMENT SERVICES IN THE ESTIMATED TOTAL VALUE OF $3,298,660 FOR AN INITIAL ONE-YEAR TERM WITH FOUR ONE-YEAR OPTIONS TO RENEW. >> GOOD AFTERNOON, MADAM CHAIR AND COMMITTEE MEMBERS. I'M MIKE SHANNON. I'M DIRECTOR OF DEVELOPMENT SERVICES. AND I HAVE TWO IN A ROW HERE SO I'LL GO THROUGH THIS ONE. IT'S A SIMILAR FORMAT. IT'S A POST-SOLICITATION BRIEFING FOR CODE ENFORCEMENT VACANT LOT ABATEMENT SERVICES. IT'S A PROGRAM WE DO TO CLEAN UP ANY VACANT LOTS IF THE OWNER DOES NOT. SO WE DID ISSUE A SOLICITATION. WE WERE LOOKING TO GET MULTIPLE UP TO NINE CONTRACTORS FOR CLEARING AND SECURING OF STRUCTURES ON AN AS-NEEDED BASIS. SO THIS IS FOR VACANT LOTS AND THE NEXT ONE WILL HAVE SOME STRUCTURES ASSOCIATED WITH IT. THE OWNERS DO NOT MAINTAIN. WE MAY HAVE TO MOW THEM AND CLEAR THEM FROM TRASH AND DEBRIS, CUTTING WEEDS, THINGS LIKE THAT. THERE MAY BE SOME GRAFFITI IN FRONT OF THEM ON SIDEWALKS AND STUFF. SO WE DID A SOLICITATION BECAUSE THOSE CONTRACTS THAT WE CURRENTLY HAVE ARE EXPIRING. IT WAS AN RFP. WE'RE LOOKING FOR A ONE-YEAR CONTRACT WITH EACH OF THESE VENDORS WITH UP TO FOUR HUNDRED-YEAR OPTION RENEWALS. SO IT CAN BE UP TO FOUR YEARS TOTAL. WE'RE LOOKING AT A TOTAL OF [00:10:05] $3.2 MILLION VALUE OVER THOSE FIVE YEARS, BUT IT'S ABOUT $640,000 ANNUALLY, YOU SEE. THIS IS PART OF MY GENERAL FUND BUDGET IN DEVELOPMENT SERVICES THAT CODE ENFORCEMENT FUNCTION, SO WE DO HAVE THIS IN OUR BUDGET. IT'S AGAIN ONE OF OUR CORE FUNCTIONS. OUR CURRENT CONTRACT STATUS, WE ACTUALLY HAVE FIVE VACANT LOT CONTRACTORS RIGHT NOW. IT EXPIRES IN OCTOBER OF THIS YEAR. SO SIMILAR TO THE PREVIOUS PRESENTATION, WE WENT THROUGH A NUMBER OF VENDORS APPLIED FOR THIS, SO YOU'LL LOOK AT VENDORS A THROUGH A COUPLE OF SLIDES HERE. SIMILAR WE HAD POINTS FOR EXPERIENCED, BACKGROUND, QUALIFICATION, PROPOSED PLAN AND PRICE, WITH SOME PREFERENCE FOR SEBETA AND LOCAL PREFERENCE TO IT. VETERAN OWNED BUSINESS AS WELL. THE TOTAL SCORES ARE THERE AND WE'RE RECOMMENDING THAT NINE VENDORS -- IT'S IMPORTANT FOR US TO HAVE MULTIPLE VENDORS BECAUSE THESE PROJECTS FROM CODE ENFORCEMENT, ANY PROPERTY AROUND ANY PART OF THE CITY WE DO ABOUT 1200 OF THESE ABATEMENTS A YEAR. SO THEY'RE CONSTANTLY GOING AND ONE CONTRACTOR GENERALLY IS NOT ENOUGH. SO WE'VE HAD FIVE THIS PAST TIME. WE BELIEVE NINE IS APPROPRIATE. THERE MAY BE SOME TIMES WHERE A VENDOR DROPS OFF FOR ANY GIVEN REASON AND THAT'S WHY WE'RE RECOMMENDING NINE. BUT IF YOU LOOK AT THAT'S VENDORS A THROUGH E AND THEN ALL THE WAY THROUGH J, AND EVEN THROUGH O IS WHAT WE HAD. BUT THE HIGHLIGHTED ONES ARE THE NINE THAT WE'RE SELECTING WITH THE SCORES THERE. SHOULD BE IN YOUR PACKET. SO OUR DUE DILIGENCE SIMILAR TO THE LAST PRESENTATION, AGAIN, OVER 800 VENDORS WERE NOTIFIED. WE HAD SEVEN SHOW UP AT THE PRE-SUBMITTAL CONFERENCE. WE HAD 15 RESPONDENTS. AND THERE WERE NO MATERIAL FINDINGS WHEN WE LOOKED AT THOSE FOR MINIMUM REVIEWS OR ANY OF THE DUE DILIGENCE THAT FINANCE AND CITY ATTORNEYS HELP LOOK AT. SO OUR RECOMMENDATION IS THE NINE VENDORS THERE. I'D BE HAPPY TO ANSWER ANY QUESTIONS YOU HAVE REGARDING THIS PROGRAM FOR US. >> VIAGRAN: THANK YOU. CAN I GET A MOTION AND A SECOND TO APPROVE SO WE CAN -- A MOTION. DO I HAVE A SECOND? GREAT. I HAVE A MOTION AND A SECOND. AND WE CAN BEGIN DISCUSSION. COUNCILMAN WHYTE. >> WHYTE: THANKS FOR THE PRESENTATION. IT JUST STRUCK ME THAT FOUR OF THESE VENDORS SCORED BELOW 60 OUT OF 100. I MEAN, TWO OF THEM BELOW 50 50. AND THAT CONCERNS ME BECAUSE WE CAN'T EVEN FIND PEOPLE THAT SCORE BETTER THAN 50 OUT OF 100? I MEAN, IT GIVES ME CONCERN THAT WE'RE GOING TO GIVE THESE PEOPLE JOBS AND -- I DON'T KNOW. I GUESS WE'RE SAYING THEY'RE QUALIFIED EVEN THOUGH -- LOOK, VENDOR H AND I, 46 AND 47 OUT OF 100 IS WHAT THEY SCORED? AND IF YOU LOOK AT VENDOR F EVEN, RIGHT, THEY GOT A 13.5 OUT OF 35 POINTS ON THEIR EXPERIENCE. AND THEY GOT A 13.4 OUT OF 30 POINTS ON THEIR PLAN. TELL ME SOMETHING. >> SURE. YEAH, I MEAN, THERE'S A WIDE RANGE OF CONTRACTORS THAT WE HAVE HERE. SOME OF THEM ARE VERY, VERY SMALL COMPANIES, MEANING JUST MAYBE ONE OR TWO PEOPLE. THEY'RE GOING TO BE ASSIGNED PROBABLY SMALLER VACANT LOTS TO GO CUT AND CLEAN. SOME HAVE EXPERIENCE DOING THIS, SOME ARE BRAND NEW COMPANIES. SO WE COULD GET YOU SOME MORE DETAILS ON THAT, BUT THERE'S A WIDE RANGE OF DIFFERENT COMPANIES THAT APPLIED. AND WE ACTUALLY NEED -- WE NEED SOME BIGGER COMPANIES THAT HAVE MORE PEOPLE THAT CAN DO SOME OF THE BIGGER JOBS AND WE ALSO HAVE SOME SMALLER NEWER COMPANIES THAT CAN DO MAYBE A QUARTER-SIZED VACANT LOT, QUARTER-ACRE SIZE VACANT LOT, KIND OF A QUICK AND EASY ONE. SO I THINK THAT'S BEEN DEMONSTRATED WHEN YOU COMPARE ALL OF THEM THROUGH THEIR EXPERIENCE. AGAIN, SOME OF THEM ARE BRAND NEW, IF YOU WILL, OR NEWER, AND THEN SOME OF THEM ARE A LITTLE SMALLER. SO WE TOOK THAT INTO CONSIDERATION BUT WE THINK THAT THE CUTOFF FOR THE NINE WOULD BE APPROPRIATE. WE THINK THEY CAN. AND I DO SAY THE CONTRACT ALSO HAS IF THEY DON'T PERMANENT AND WE HAVE DONE THIS BEFORE, AND I THINK THAT GIVES MY TEAM SOME ABILITY TO WORK WITH THESE, IS IF THEY DON'T P.M., MEANING THEY DON'T DO THE WORK, THEY DON'T DO THE WORK WELL, WE DROP THEM OFF THE LIST AND WE DON'T RENEW THEIR CONTRACT OR WE COULD SUSPEND OR CANCEL THAT CONTRACT MIDYEAR. THAT'S HOW WE LOOKED AT IT, BUT THAT'S HOW THE SCORING FELL. >> WHYTE: SO FGH AND I, HAVE THEY EVER BEEN USED [00:15:02] BEFORE? >> I'D HAVE TO GET THAT, I'M NOT SURE IF I HAVE THAT IN FRONT OF ME. WE CAN GET THAT FOR YOU. >> WHYTE: I MEAN, CHAIR, YOU'VE BEEN AROUND LONGER THAN ME. IT'S HARD FOR ME TO TELL OUR CITIZENS THAT WE'RE GOING TO USE THEIR TAX DOLLARS ON THIS IMPORTANT WORK AND WE'RE GOING TO GIVE IT -- CAN YOU IMAGINE IF SOMETHING WENT WRONG AND THEN WE WENT BACK AND WE LOOKED AT THIS AND THEY SAID WELL, YOU CITY COUNCIL GAVE VENDOR I THE JOB. I MEAN, DID YOU LOOK AT THEM BEFORE YOU GAVE THEM THE JOB AND WE SAID YEAH, WE DID, THEY SCORED 46 OUT OF 100 AND WE STILL GAVE IT TO THEM. I HAVE CONCERNS ABOUT THIS. OR VENDOR F WHY DID YOU GIVE THEM THE JOB. THEY HAD A 13.4 OUT OF 30 ON WHAT THEIR PLAN WAS. CHAIR, I DON'T KNOW THAT I CAN VOTE TO APPROVE ALL NINE OF THESE. I HEAR WHAT YOU'RE SAYING, MIKE, THAT WE NEED MULTIPLE VENDORS. I'M OKAY APPROVING THE FIRST FIVE. MAYBE WE CAN GO LOOK FOR SOME MORE, BUT THAT'S WHERE I AM ON THIS, CHAIR. >> VIAGRAN: THANK YOU. IS THERE -- >> ONE THING TO ADD, JUST QUICK. I GOT THE ANSWER TO YOUR QUESTION. ONE OF THOSE FOUR ON THE -- I GUESS IT'S F THROUGH I, ONE OF THEM HAS WORKED WITH US BEFORE. AND THEN ALSO ADD THE COMMENT I KNOW WHEN YOU SAY 46 OUT OF THE 100, THOSE -- THEY GOT ZERO POINTS ON THE PROPERTIES SO THAT SKEWS THEM DOWN A LITTLE BIT, BUT I SEE WHAT YOU'RE SAYING ABOUT THE 13 OUT OF 30. I UNDERSTAND THAT. >> VIAGRAN: THANK YOU, MIKE. DOES ANYONE -- COUNCILMAN COURAGE, DID YOU WANT TO CHIME IN? >> NO. >> VIAGRAN: I HEAR THE CONCERNS, I DO. THE ISSUE IS WHEN WE HAVE IT IN AUDIT AND I KNOW PHIL AND JUDY HAVE BEEN HERE FOR WHO THE COMPANIES ARE. THAT IS COUNCIL PURVIEW. ONCE WE GET THAT POSTED AND YOU GIVE US WHO THE COMPANIES ACTUALLY ARE, THEN WE CAN START DIGGING DEEPER INTO POSSIBLY PULLING. I DON'T FEEL COMFORTABLE PULLING THIS RIGHT NOW BECAUSE WHEN I LOOK AT FGH AND I, I SEE 10 POINTS FOR LOCAL PREFERENCE, CEPEDA. I'M REALLY INTERESTED IN TERMS OF THE GHI, THEIR POINTS ON THE SUBTOTAL ARE WELL ENOUGH FOR ME BECAUSE THEY DON'T HAVE THE EXPERIENCE AND BACKGROUND. AND THIS IS THE THING THAT WE GO BACK TO, ARE YOU WEIGHING TOO HEAVILY ON EXPERIENCE AND BACKGROUND. ARE WE GIVING THEM TOO MANY POINTS IN THAT 30? AND WHAT ARE THE CRITERIA FOR EXPERIENCING BACKGROUND? I THINK I FULLY UNDERSTAND OF THE VACANT LOT. I KNOW THAT FIVE ARE NOT ENOUGH SO I'M LIKE, LET'S GIVE THESE OTHER FOUR A CHANCE AND THEN AFTER THE YEAR IF WE COME AND SEE THIS IS NOT WORKING OUT, THAT'S WHY IT'S A YEAR EXPENSE, RIGHT? >> ABSOLUTELY. WE LIKE THE IDEA THAT IF THEY'RE NOT PERFORMING, WE CAN NOT DO A CONTRACT WITH THEM AFTER AND MAYBE THE OTHER EIGHT WE CAN.. SO THEY CAN DROP OFF. AND THERE'S EVEN WAYS TO DROP THEM OFF IN BETWEEN IF THEY'RE NOT PERFORM, BUT CERTAINLY HAVING MORE -- THE MORE WE CAN HAVE TO WORK WITH WILL HELP US GET THOSE VACANT LOTS ABATED QUICKER. AND THAT'S WHAT WE HEAR AS OUR GOAL. >> VIAGRAN: YEAH. WHAT I'M HEARING FROM MY RESIDENTS IS THEY'RE NOT HAPPY WITH THE AMOUNT OF TIME IT TAKES FOR THESE VACANT LOTS TO BE ABATED AND TAKEN CARE OF. AND I THINK THAT'S MORE CONVERSATION THAT THE COUNCIL NEEDS TO SEE, BUT IN TERMS OF THE AUDIT WE'RE SAYING FOR ME, I THINK YOU DID YOUR DUE DILIGENCE. WE HAD 15 VENDORS. YOU KNOW, I'M EVEN LOOKING AT THE KIND OF -- THE ONES THAT HIT EVEN LOWER AND SEEING WAS THERE SOMEBODY WHO WAS CLOSER TO THAT 65, ALMOST THAT 30 MARK, 50%, TO SEE. BECAUSE FOR ME IT'S NOT AS MUCH A GRADE AND LIKE IT'S NOT AS MUCH A NUMBER GRADE AS IT'S LIKE WHAT -- CAN THEY DO THE JOB, CAN THEY MEET THE SCALE THAT WE HAVE? I DOUBT YOU'RE GOING TO GIVE GH AND I ONE OF OUR BIGGER, LARGER VACANT LOT PROGRAMS, BUT WE'VE GOT A LOT OF LITTLE VACANT LOTS THAT IF THEY COULD GET SOME MORE EXPERIENCE AND BACKGROUND DOING THIS, I'D LIKE TO SEE US TRY ON THAT. BUT NO, I HEAR YOU AND I THINK THAT'S WHY AS SOON AS IT COMES OUT TO WHO THESE COMPANIES ARE, START ASKING THOSE QUESTIONS. AND BEN, YOU WANTED TO SAY SOMETHING? >> GOOD AFTERNOON, CHAIR. I JUST WANTED TO CHIME IN ON [00:20:03] THIS A LITTLE BIT AS WELL. SO I THINK, COUNCIL MEMBER, YOU BRING UP A GOOD POINT THAT THE CHALLENGE I THINK IS WHEN YOU GO BACK AND LOOK AT THE SCOPE, THE SCOPE INCLUDES MOWING AND CLEARING, CUTTING GRASS AND WEEDS, REMOVING BRUSH, PUB BENEFICIARY, BRICKS, TRASH, PAINTING OVER GRAFFITI AND DEBRIS. SOME OF THESE COMPANIES AS MIKE SAID ARE SMALLER. THEY'RE GOING TO BE MORE NICHE IN TERMS OF WHAT THEY DO. THEY MAY NOT PROVIDE ALL OF THOSE SERVICES SO THEY'RE NOT GOING TO SCORE AS WELL BECAUSE WE'RE LOOKING AT THAT WHOLE BASKET OF SERVICES. I THINK THAT'S PROBABLY PART OF WHAT YOU'RE SEEING IN THE SCORING AS WELL. SO AS MIKE'S TEAM LOOKS AT THAT, THEY WILL ASSIGN WORK BASED ON THOSE WHO HAVE THE CAPABILITY OF DOING THE WORK. I THINK WE'LL GO BACK AND LOOK AT IT AFTER THIS TO MAKE SURE WE'RE COMFORTABLE WITH IT BEFORE WE MOVE IT TO CITY COUNCIL. THAT'S SOMETHING WE CAN DEFINITELY TAKE A LOOK AT AGAIN. I THINK THAT'S PART OF WHAT'S IN THERE IS THE SCOPE IS KIND OF BROAD, SOME COMPANIES THAT ARE SMALLER ARE NOT GOING TO BE ABLE TO DO ALL OF THAT WORK. >> WELL, VENDOR F, YOU KNOW, 13 OUT OF 35 EXPERIENCED, 13 OUT OF 30 ON PLAN. I GUESS WHATEVER WE GIVE VENDOR F HAS GOT TO BE PRETTY BASIC. I WILL SAY YOU SAID ONE OF THESE FOUR HAS WORKED WITH US BEFORE. I'M ASSUMING THE TRACK RECORD OF WHATEVER THEY DID FOR US BEFORE WAS SATISFACTORY. >> YES. WE DON'T -- WE DON'T REALLY SCORE WELL THROUGHOUT THIS PROCESS IF THEY HAVE A BAD TRACK RECORD OR BEEN KICKED OFF BEFORE, AND THAT HAS HAPPENED. >> WHYTE: YEAH. ALL RIGHT. I'M -- I'M NOT COMFORTABLE WITH IT STILL, SO I GUESS WE'RE GOING TO BE VOTING TO APPROVE PROCEEDING WITH SCHEDULING THE NINE CONTRACTS. I JUST -- I CAN'T BE IN SUPPORT OF THAT. >> VIAGRAN: OKAY. AND YOU'LL BE ABLE TO HAVE FURTHER CONVERSATIONS, BUT BEN, IF YOU COULD LOOK INTO THAT WE WILL TAKE A VOTE IF THERE ISN'T ANY OTHER CONVERSATION. I'VE GOT A MOTION AND A SECOND. ALL THOSE IN FAVOR OF MOVING THIS FORWARD SAY AYE. ALL OPPOSED SAY NO. >> NO. >> VIAGRAN: MOTION CARRIES. WE'RE MOVING ON TO ITEM 4. >> ITEM 4 IS APPROVAL TO PROCEED WITH SCHEDULING FIVE CONTRACTS FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE DEVELOPMENT SERVICES DEPARTMENT WITH DANGEROUS PREMISE ABATEMENT LOT CLEANING AND SECURING OF STRUCTURES SERVICES IN THE ESTIMATED TOTAL VALUE OF $4,239,150 FOR AN INITIAL ONE-YEAR TERM WITH FOUR ONE-YEAR OPTIONS TO RENEW. >> ALL RIGHT, ME AGAIN. THIS IS THE SECOND POST SOLICITATION BRIEFING RELATED TO ABATEMENT SERVICES. THESE ARE PROPERTIES WITH A VACANT STRUCTURE ON THERE THAT AREN'T BEING MAINTAINED BY THE PROPERTY OWNER, SO THROUGH THAT PROCESS IF THEY DON'T -- IF THEY DON'T SECURE THEIR STRUCTURES OR CLEAN UP THAT PROPERTY, THE CITY HIRES CONTRACTORS TO DO THAT. SO AGAIN, THIS IS WE WENT THROUGH A SIMILAR PROCESS AND I'LL WALK YOU THROUGH THAT. AGAIN, THIS ONE HAVING A VACANT STRUCTURE TO BE CODE COMPLIANT THE STRUCTURE HAS TO BE SECURE, MAYBE WITH PLYWOOD OVER OPEN WINDOWS OR DOORS FOR THE SAFETY OF THE SURROUNDING RESIDENTS AND ANYBODY ON THAT PROPERTY. SO OUR CONTRACTORS WORKING ON THIS WOULD BE CHARGED WITH ATTACHING PLYWOOD TO A STRUCTURE LIKE THAT, SECURING THOSE OPENINGS. THERE MAY ALSO BE MOWING AND CLEARING OF PREMISES, REMOVING TRASH AND DEBRIS, ET CETERA. SO SIMILAR RFP PROCESS. THIS WOULD BE THE SAME TYPE OF CONTRACT, ONE-YEAR CONTRACT WITH UP TO FOUR ONE-YEAR RENEWALS. THIS ONE IS A LITTLE BIT HIGHER IN VALUE. THESE ABATEMENTS COST A LITTLE BIT MORE, SO A TOTAL OF 4.2 MILLION OVER THOSE FIVE YEARS, 187,000 ANNUALLY. AND ALSO PART OF MY GENERAL FUND BUDGET AND DEVELOPMENT SERVICES, CODE ENFORCEMENT. THIS CONTRACT EXPIRES A LITTLE BIT SOONER, IN JUNE, BUT WE'RE HERE TODAY. JUST FOR SOME CONTEXT, WE DO APPROXIMATELY ABOUT EIGHT TO NEXT SLIDE, PLEASE HUNDRED OF THOSE CASES A YEAR TO -- EIGHT TO NINE HUNDRED CASES A YEAR TO HELP CLEAN UP THOSE STRUCTURES. WE DID HAVE NOT AS MANY, BUT WE DID HAVE SEVERAL PEOPLE APPLY FOR THIS ONE AND YOU WILL SEE VERY SIMILAR WE'RE RECOMMENDING FIVE CONTRACTS FOR THIS. AND WE CAN LOOK AT THE SCORES THERE, BUT SIMILAR EXPERIENCE PROPOSED PLAN PRICE AND THEN THE CEBETA AND LOCAL PREFERENCE AND VETERAN OWNED BUSINESS. WE'RE RECOMMENDING THE FIVE TO MOVE FORWARD TO COUNCIL AND THIS WAS THE -- THIS IS HOW WE WENT OUT. [00:25:01] 800 OR SO VENDORS NOTIFIED SIMILAR TO THE LAST ONE. SEVEN SHOWED UP FOR THE MEETING. WE HAD EIGHT RESPONSES ALTHOUGH ONE WAS DEEMED NONRESPONSIVE, SO WE REALLY HAD SEVEN TO CHOOSE FROM THAT WERE COMPLETE LEGAL RESPONSES. OF THOSE SEVEN, NO MATERIAL FINDINGS IN OUR DUE DILIGENCE WITH OUR FINANCE TEAM. SO WITH THAT I RECOMMEND THE FIVE BE MOVED TO CITY COUNCIL. AND I CAN ANSWER ANY QUESTIONS ON THIS ONE. >> VIAGRAN: THANK YOU. CAN I GET A MOTION AND A SECOND TO APPROVE SO WE CAN BEGIN DISCUSSION? WE'VE GOT A MOTION AND A SECOND. IS THERE ANY DISCUSSION ON THIS? COUNCILMAN WHYTE. >> WHYTE: SAME THING ON THIS ONE. PRIMARILY IT'S VENDOR E. VENDOR E SCORES 49 OUT OF THE TOTAL 100 POINTS, AND THE CATEGORY THAT WAS AGAIN NOTEWORTHY IS ONLY 14 OUT OF 30 ON THE PROPOSED PLAN. SO I CAN'T SUPPORT THIS BECAUSE OF VENDOR E. >> AND LET ME ASK A QUESTION QUESTION. THE FUNDING THAT GOES TO THESE, IT'S THE SAME AS WHAT YOU SAID ON THE LAST ONE. YOU GUYS CHOOSE WHICH VENDOR FOR WHICH PARTICULAR JOB AND THEN THEY GET PAID UPON THE COMPLETION OF THE JOB? >> YEAH. SO IN NORMAL -- IN THIS ONE WE'D HAVE FIVE CONTRACTORS. THE LAST ONE WE HAD NINE. IT'S GENERALLY, YOU KNOW, WE GO DOWN THE LIST AS THE PROJECTS COME IN, IF WE CAN LUMP A COUPLE TOGETHER THAT MAKES SENSE BECAUSE THEY'RE IN THE SAME AREA. WE DO KNOW SOME CAN OFFER SOME SERVICES OR THEY'RE A LITTLE BIGGER AND CAN HANDLE THE BIGGER JOB. WE USE THAT TO ASSIGN THEM, BUT THEY'RE GENERALLY ASSIGNED RELATIVELY EQUALLY BASED ON THOSE AND WE JUST GO THROUGH THAT LIST. AND WE PAY THEM AFTER THE JOB IS NOT ONLY DONE, BUT INSPECTED BY US AT CODE TO VERIFY IT WAS ACTUALLY DONE, ONE, AND IT WAS DONE TO THE CONTRACT STANDARDS FOR QUALITY. >> WHYTE: ARE WE JUST GENERALLY -- ARE WE HAVING TROUBLE FINDING QUALITY OR ENOUGH QUALITY VENDORS TO APPLY FOR SOME OF THESE JOBS? >> WE HAVE OVER THE PAST. THIS IS PROBABLY BEEN THE MOST WE'VE HAD SUBMIT. AND IF WE GET THE NINE VENDORS AND THE FIVE VENDORS THAT WILL BE THE MOST WE'VE HAD. SO WE'VE HAD YEARS AND CONTRACTS WHERE WE'VE ONLY HAD A FEW VENDORS, AND DURING THAT MAYBE WE WENT DOWN TO ONE, LIKE THIS DB CONTRACT, FOR EXAMPLE, WE WENT DOWN TO ONE CONTRACTOR THAT HAD TO SERVE THE WHOLE CITY. THAT IS A VERY CHALLENGING SITUATION FOR CODE AND THAT RIGHT THERE WILL LEAD TO SIGNIFICANT DELAYS FOR US GETTING COMPLIANCE WITH THAT PROPERTY. >> WHYTE: YEAH. AND I HEAR YOU THAT THERE'S A LOT OF WORK OUT THERE TO DO SO YOU NEED THESE MULTIPLE VENDORS, BUT I'M CONCERNED THAT THAT NEED, WE'RE STRETCHING AND WE'RE GOING TO BE GIVING CONTRACTS TO FOLKS THAT PROBABLY SHOULDN'T HAVE THE CONTRACT. AND I'LL TELL YOU, THIS IS PARTICULARLY SENSITIVE RIGHT NOW, I'LL JUST SAY, BECAUSE A ROAD MOG IN MY DISTRICT WE HAD THE CONTRACTOR WALK OFF THREE TIMES ON ON THE JOB, AND THE CONTRACT TOOK AN EXTRA SIX MONTHS TO COMPLETE. AND FROM MY UNDERSTANDING WE HAD HAD ISSUES WITH THIS CONTRACTOR BEFORE, YET HE WAS STILL GETTING ADDITIONAL JOBS. SO THAT IS FRESH ON MY MIND, I'LL BE HONEST WITH YOU TODAY. >> SURE. AND YOU'RE RIGHT, THAT'S A CHALLENGE I WOULD IMAGINE FOR THE CITY AND A LOT OF -- REMEMBER, THESE JOBS ARE, THEY ARE GENERALLY A SINGLE DAY JOB, AND WE DON'T PAY THEM UNTIL WE HAVE VERIFIED THE QUALITY SO WE HAVE AND WILL HAVE TO HAVE THE CONTRACTOR COME BACK IF THEY'VE MISSED SOMETHING OR DIDN'T DO IT RIGHT, AND OVER TIME IF THEY DON'T, AND THAT'S IN BETWEEN THAT CONTRACT, WE CAN QUOTE, UNQUOTE KICK THEM OFF THE CONTRACT AND JUST NOT USE THEM, OR JUST NOT DO THE RENEWAL AFTER THE YEAR. SO I THINK WE'VE DONE HAD THAT OVER TIME. I HEAR YOUR CONCERN. THAT'S OUR CONCERN. WE WANT QUALITY PEOPLE THAT CAN DO THE WORK. WE CERTAINLY NEED ENOUGH PEOPLE TO DO THE WORK BECAUSE THAT SITUATION OF HAVING ONE OR TWO CONTRACTORS I JUST SAID WE DO 1200 OR SO OF THE VACANT LOTS. WE DO ANOTHER EIGHT OR NINE HUNDRED OF THESE. SO A FEW THOUSAND. AND THAT DOESN'T EVEN INCLUDE DEMOLITION, WHICH IS ANOTHER CONTRACT. SO WE HAVE OVER A COUPLE THOUSAND WORK ORDERS A YEAR. BUT I UNDERSTAND YOUR CONCERN. >> WHYTE: THANKS, CHAIR. >> COURAGE: CHAIR? AYE AYE>> VIAGRAN: YES, COUNCILMAN COURAGE. >> COURAGE: I UNDERSTAND THE DIFFICULTY THERE NUMBER IN TRYING TO ATTRACT ENOUGH PEOPLE TO THESE JOBS. AND THEY ARE SPOT. YOU MAY HAVE A JOB TO DO, IT MAY BE MONTHS BEFORE YOU'RE CALLED TO DO ANOTHER ONE. BUT I ALSO BELIEVE THAT YOUR OFFICE ALWAYS DOES DUE DILIGENCE TO MAKE SURE THAT THOSE WE DO BRING IN WE [00:30:05] BELIEVE CAN DO THE JOB. I ALSO APPRECIATE WHAT YOU'RE SAYING ABOUT HOLDING THOSE PEOPLE ACCOUNTABLE. IT'S NO DIFFERENT THAN WHAT WE DO IN A LOT OF OTHER AREAS. I KNOW IF SOMEBODY ISN'T DOING THE JOB RIGHT WE MAKE THEM COME BACK AND DO THE JOB UNTIL IT'S RIGHT, BUT WE DON'T NECESSARILY GO BACK TO THAT COMPANY AGAIN IF THEY'VE BEEN IN MORE TROUBLE THAN WE EXPECT THEM TO BE. AND I THINK THESE ARE IMPORTANT ISSUES THAT NEED TO BE ADDRESSED AND I APPRECIATE THE UNDERTAKING THAT YOUR DEPARTMENT TAKES TO GET THESE DONE. AND I THINK IT WILL BE INTERESTING NEXT TIME TO HEAR A REPORT ON WHAT WAS THE SUCCESS OR THE VALUE OF THE LAST CONTRACT AND THE LAST GROUP THAT WERE IN THERE AND WHAT KIND OF CHANGES MAY HAVE BEEN NECESSARY? BUT I DON'T WANT TO DELAY THE PROCESS TODAY TO HAVE YOU GO BACK AND COMPILE THAT INFORMATION AND COME BACK TO US IN A MONTH OR LATER TO TRY AND GET THIS DONE. BUT I THINK HAVING A GENERAL REPORT ON THE SATISFACTORY WORK OR THE FAILURE OF SOME OF THESE AND WHAT WE'VE DONE TO UNDERTAKE THOSE MIGHT HELP US BUILD CONFIDENCE IN THE ONGOING WORK THAT YOUR DEPARTMENT DOES WHEN IT COMES TOW THESE THINGS. SO I'D JUST LIKE THAT TO BE IN CONSIDERATION WHEN WE HEAR MORE. AND COMING UP WITH OTHER SIMILAR TYPES OF PROPOSALS BASED ON PAST HISTORY OR BASED ON OTHER GROUPS HAVING DONE A SERIES OF WORK FOR US, MAYBE NEXT TIME YOU CAN BRING A LITTLE BIT OF HISTORY SO THAT WE FEEL A LITTLE MORE REASSURED. BUT I APPRECIATE THE PROFESSIONALISM OF YOUR DEPARTMENT. >> VIAGRAN: THANK YOU. ANY OTHER DISCUSSION? ALL RIGHT. THANK YOU, MIKE. AND AGAIN, WHAT I LIKE ABOUT IS THAT CEBETA AND LOCAL PREFERENCE IS PROVIDED AND SIMILAR TO WHAT COUNCILMAN COURAGE SAID, I WOULD LIKE TO SEE BETWEEN A AND E, BECAUSE VENDOR A AND VENDOR E, IS IN TERMS OF THE DIFFERENCE, WHAT WAS THAT X FACTOR? AND I FEEL WHEN YOU GET THAT LOCAL DOING THE JOB, THERE'S MORE ACCOUNTABILITY BECAUSE THEY'RE IN THE NEIGHBORHOOD AND THESE ARE THEIR NEIGHBORS AND THEY CAN TALK ABOUT THE NEIGHBORS IF THEY'RE TRUCK WITH THE LOGO IS THERE DOING THIS ABATEMENT AND THIS TYPE OF WORK. SO-- WITH DANGEROUS PREMISES. I'VE BEEN TO A DANGEROUS PREMISE. IT IS NOT FUN WORK AT TO WALK IN AND TO DO THIS WORK. I KNOW Y'ALL ARE LOOKING FOR THE BEST VENDORS AND I THINK WE JUST NEED TO CONTINUE TO MONITOR THAT AND HOPE THAT LOCALLY YOU LOOK AT OUR DIFFERENT PROGRAMS THAT WE CAN CULTIVATE MORE LOCAL GROUPS AND COMPANIES THAT WOULD BE WILLING TO DO THIS WORK. SO WE HAVE A MOTION AND A SECOND. ALL IN FAVOR SAY AYE? ALL OPPOSED SAY NO. >> NO. >> VIAGRAN: MOTION CARRIES. ALL RIGHT. WE ARE ON TO THE NEXT ITEM, AND THAT WOULD BE ITEM 5. >> ITEM NUMBER 5 IS APPROVAL TO PROCEED WITH SCHEDULING ONE CONTRACT FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE DEVELOPMENT SERVICES DEPARTMENT WITH BIOLOGICAL SERVICES IN SUPPORT OF THE SOUTHERN EDWARDS PLATEAU HABITAT CONSERVATION PLAN FOR AN ESTIMATED ANNUAL CONTRACT VALUE NOT TO EXCEED $340,000 FOR ONE YEAR WITH FIVE ONE-YEAR OPTIONS TO RENEW FOR AN ESTIMATED TOTAL VALUE OF $2,040,000 OVER SIX YEARS. >> ALL RIGHT, THANK YOU, COMMITTEE MEMBERS. AGAIN, IT'S ME AGAIN. THIS ONE IS A LITTLE BIT DIFFERENT. IT'S NOT PART OF OUR CODE ENFORCEMENT WORK AT DEVELOPMENT SERVICES, BUT THIS IS THE SOUTHERN EDWARDS PLATEAU HABITAT CONSERVATION PLAN THAT WE ESTABLISHED ALONG WITH THE COUNTY AND WITH THE AUTHORITY OF CITY COUNCIL, OF COURSE, THROUGH THE U.S. FISH AND WILDLIFE. THIS IS THE REGIONAL HABITAT COMPLIANCE PLAN THAT WE HAVE. IT'S BEEN RUNNING, IT'S DOING REALLY GOOD, BUT WE ARE REQUIRED BY THE U.S. FISH AND WILDLIFE AND THE PLAN RULES TO HAVE A CONTRACTED BIOLOGIST. AND THAT CONTRACT IS UP, SO AS WE DID, WE DID AN RFQ TYPE OF SOLICITATION ON THIS ONE, BUT THIS PROGRAM IS A REGIONAL PLAN FOR COMPLIANCE WITH ENVIRONMENTAL RULES TO PROTECT SOME BIRDS AND SOME ENDANGERED SPECIES, I CALL THEM THE BIRDS AND BUGS THAT ARE PROTECTED. BUT THIS HELPS DEVELOPMENT, HELPS STREAMLINE THE PROCESS OF FEDERAL COMPLIANCE, AND SO WE WERE LOOKING FOR A BIOLOGIST, AGAIN, TO CONTRACT WITH FOR THE PLAN. THE PROPOSED TERM ON THIS ONE IS ONE YEAR WITH FIVE ADDITIONAL ONE-YEAR OPTION RENEWALS. THE $340,000 UP TO ANNUALLY [00:35:07] AND 2.04 MILLION TOTAL. THE FUNDING SOURCE IS ACTUALLY MOSTLY FROM THE PLAN ITSELF, WHICH IS -- THAT'S THE GOAL OF THIS, THAT THIS PLAN ACTUALLY FUNDS ITSELF, NOT ONLY FUNDS THE BIOLOGIST, BUT THE ACTIVITIES OF THE PLAN. THERE IS SOME OF IT DOES COME FROM THE BEXAR COUNTY, 50,000 EVERY YEAR, AND DEVELOPMENT SERVICES, THE DESPISE FUND, NOT THE GENERAL FUND, PUTS IN 50,000 TOWARDS THIS AS WELL. BUT -- AND THEN THE CURRENT CONTRACT EXPIRES ACTUALLY TODAY. SO THE EVALUATION COMMITTEE, WE MET EARLIER THIS MONTH. THERE WAS BY CONSENSUS THERE WAS ONLY ONE RESPONSIVE BIDDER, AND THAT WAS ACTUALLY THE INCUMBENT, THE ONE -- THE ONE SOLE RESPONDENT BIDDER MET ALL THE QUALIFICATIONS AND WE RECOMMEND MOVING FORWARD WITH A NEW CONTRACT WITH THAT BIOLOGIST. WE ACTUALLY REACHED OUT TO OVER 160, AS YOU SEE THERE. TWO ACTUALLY CAME TO THE PRE-SUBMITTAL CONFERENCE. REMEMBER, THIS IS VERY -- THIS IS A VERY NARROW WORLD, I THINK, TO BE AN ENVIRONMENTAL BIOLOGIST THAT WORKS ON THESE PLANS, WHICH IS A REQUIREMENT THAT THEY BE CERTIFIED TO BE ABLE TO DO THIS WORK. SO THEN ONLY ONE OF THE TWO SUBMITTED AND THERE WERE NO MATERIAL FINDINGS THROUGH THAT DUE DILIGENCE EFFORT. SO OUR RECOMMENDATION IS TO MOVE FORWARD TO CITY COUNCIL WITH THAT NEW CONTRACT AS MENTIONED THERE, AND I'D BE HAPPY TO ANSWER ANY QUESTIONS. >> VIAGRAN: ALL RIGHT. CAN I GET A MOTION AND SECOND TO APPROVE SO WE MAY BEGIN DISCUSSION? ALL RIGHT. WE'VE GOT A MOTION AND A SECOND. IS THERE ANY DISCUSSION? NO DISCUSSION, ALL IN FAVOR SAY AYE? ITEM 6. >> ITEM 6 IS APPROVAL TO PROCEED WITH SCHEDULING ONE CONTRACT FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE SAN ANTONIO FIRE DEPARTMENT WITH CONSTRUCTION SERVICES FOR THE FIRE STATION NUMBER 52 REPLACEMENT PROJECT LOCATED IN COUNCIL DISTRICT 4 AT 10440 QUINTANA ROAD IN THE ESTIMATED TOTAL VALUE OF $9,350,000. >> VIAGRAN: ALL RIGHT, THE FLOOR IS YOURS. >> ALL RIGHT, MADAM CHAIR, COMMITTEE MEMBERS, I'M ONE OF THE ASSISTANT DIRECTORRERS WITH PUBLIC WORKS. I'M HERE TO PRESENT TO YOU TWO DIFFERENT SOLICITATIONS, VERY SIMILAR IN NATURE. FIRE STATION 52 AND 53, BUT THEY'RE TWO DIFFERENT PROJECTS SO WE'RE DOING TWO DIFFERENT PRESENTATIONS. THEY ARE BOTH POST SOLICITATION BRIEFINGS. THE FIRST ONE, FIRE STATION 52 YOU HEARD IS LOCATED IN COUNCIL DISTRICT 4. WE DID ISSUE A REQUEST FOR COMPETITIVE SEALED PROPOSALS AND WHAT THE PROJECT WILL DO, IT INCLUDES THE INSTALLATION OF THE EMS BAY, SLEEPING QUARTERS FOR THE ASSIGNED CREW, APPARATUS BAY, SUPPORT EQUIPMENT, BUNKER, GYM, KITCHEN AND COMMON AREA. IF YOU'RE FAMILIAR WITH THESE FIRE STATIONS, THEY'RE BASICALLY MODULAR BUILDINGS, TEMPORARY BUILDINGS RIGHT NOW. SO WHAT THIS PROJECT WILL DO WILL MAKE THEM INTO PERMANENT FIRE STATIONS AND DO AN ADDITIONAL EMS BAY AND APPARATUS BAY AND HAVE THREE FULL BAYS AND ONE EMS BAY. SO WE'RE LOOKING AT 610 CALENDAR DAYS, NINE .35 ESTIMATED CONTRACT. OF COURSE IT IS A NEW CONTRACT. SO YOU CAN SEE FIRE STATION 52 WE EVALUATED FOUR DIFFERENT CONTRACTORS. THE TOP TWO THAT CAME ON TOP WERE SHORT LISTED TO HAVE INTERVIEWS. THEY WERE THE MOST QUALIFIED FOR THE PROJECT. THIS PROJECT DOES HAVE A 16% MINORITY WOMEN GOAL, SAME AS --T AFRICAN-AMERICAN GOAL. LOCAL PREFERENCES OR VETERAN OWNED PERFORMANCE. SO AFTER WE PERFORMED THE INTERVIEWS, AS YOU CAN SEE, VENDOR B WAS SELECTED. SO THE TWO FIRMS WERE SHORT LISTED FOR INTERVIEWS, FINAL SCORING WAS CONDUCTED UPON COMPLETION OF THE INTERVIEWS, HOWEVER AFTER SCORING WAS COMPLETED, AN UPDATED CAMPAIGN FINANCE REPORT REVEALED THAT THERE WERE PROHIBITED CAMPAIGN CONTRIBUTIONS MADE BY ONE OF THE RESPONDENTS, SO OF COURSE, THEY WERE DISQUALIFIED. AS YOU CAN TELL, VENDOR B WAS THE SELECTED CONTRACTOR. 92 VENDORS WERE NOTIFIED. OFF THOSE 92, 17 CAME TO OUR PRE-SUBMITTAL CONFERENCE. SIX ACTUALLY SUBMITTED A [00:40:02] RESPONSE. ONE FIRM WITHDREW THEIR SUBMITTAL. ONE FIRM WAS DEEMED NONRESPONSIVE DUE TO NOT ABLE TO MEET OUR AFRICAN-AMERICAN FOUR PERCENT GOAL, AND AS I MENTIONED BEFORE, ONE WAS DISQUALIFIED DUE TO CAMPAIGN CONTRIBUTIONS DURING THE BLACKOUT PERIOD. THAT IS THE END OF MY PRESENTATION. I'D BE HAPPY TO ANSWER ANY QUESTIONS YOU MAY HAVE. >> VIAGRAN: ALL RIGHT. CAN I GET A MOTION AND A SECOND SO WE CAN BEGIN DISCUSSION? I'VE GOT A MOTION AND I'VE GOT A SECOND. ALL RIGHT. DOES ANYONE WANT TO BEGIN THE DISCUSSION? COUNCILMAN WHYTE. >> WHYTE: THAT WAS THE AABE -- >> THE AFRICAN-AMERICAN SUBCONTRACTING GOAL. SO FOUR PERCENT OF THE CONTRACT, AND THAT IS ASSIGNED DURING OUR GOAL-SETTING PROCESS. EVERY CONSTRUCTION CONTRACT, DESIGN CONTRACT SETS GOALS. YOU KNOW, THE CONTRACTOR EITHER MEET THOSE GOALS OR THEY SUBMIT A WAIVER WITH AN EXPLANATION OF WHY CAN'T THEY -- WHY THEY CAN'T MEET THOSE GOALS. IN THIS PARTICULAR CASE THEY WERE NOT ABLE TO MEET THAT FOUR PERCENT. AND OTHERS DID. >> WHYTE: WHO SETS THAT GOAL? >> EVERY PROCUREMENT GOES THROUGH OUR SMALL BUSINESS GROUP OVER IN ECONOMIC DEVELOPMENT. AND BASICALLY THERE'S A COMMITTEE AND A GROUP THAT ACTUALLY LOOKS AT AVAILABILITY. BASED ON THAT AVAILABILITY IN THIS TYPE OF CONTRACT AND THESE TYPE OF CODES, THEY ASSIGN GOALS OR PERCENTAGE REQUIREMENTS. THIS ONE HAD TWO OF THEM, HAD ONE FOR AFRICAN-AMERICAN AND HAD FOUR PERCENT AFRICAN-AMERICAN AND HAD A 16 PERCENT MWBE. IN ADDITION TO THE SUBCONTRACTING PERCENTAGES THAT ARE A REQUIREMENT. IF YOU LOOK AT THE EVALUATION MATRIX THEY ALSO HAD PRIME POINTS AS WELL. THAT IS DONE BY OUR SMALL BUSINESS GROUP. AND YOU'LL SEE THIS ON A LOT OF OUR CONTRACTS THAT COME THROUGH, NOT NECESSARILY AFRICAN-AMERICAN OR YOU SMALL BUSINESS, THERE MAY BE A VARIETY OR A MIX, BUT IT DEPENDS SOLELY ON AVAILABILITY. >> WHYTE: YEAH. I DON'T UNDERSTAND HOW IT'S DONE AND WHICH OF THESE CONTRACTS IT WOULD APPLY TO. >> EVERY CONTRACT GOES THROUGH THE PROCESS THAT ARE NOT FEDERALLY FUNDED. YOU HAVE [INDISCERNIBLE] ON OUR TRANSPORTATION CONTRACTS. BUT THEY LOOK AT -- NIGP SECOND ROUND OF SCORING, VENDOR A BECAME DISQUALIFIED DUE TO A CAMPAIGN CONTRIBUTION. WAS THAT PRIOR TO THE CONTRIBUTION? WHEN WE WENT THROUGH THE FIRST ROUND HAD WE REVIEWED THAT AND THEY HADN'T MADE IT AND THEY MADE THAT CONTRIBUTION IN BETWEEN THE TIME WHEN WE WENT TO THE SECOND ROUND? AND I ONLY ASK BECAUSE DID THAT DISQUALIFY LIKE IT WOULD HAVE BEEN B AND C THAT WOULD HAVE BEEN THE TOP TWO? >> YOU WILL SEE THIS FOR THE NEXT ONE ON FIRE STATION 53, BUT ON 52 THEY ACTUALLY COMPLETED THE EVALUATION. ONCE THE EVALUATION WAS COMPLETED, THE CITY AUDITOR'S OFFICE HAD IDENTIFIED THE POLITICAL CONTRIBUTION. IF THAT POLITICAL CONTRIBUTION HAD BEEN IDENTIFIED BEFORE THE EVALUATION, YOU WOULD NEVER HAVE SEEN THEM ON THIS EVALUATION MATRIX, BUT THEY WERE -- THIS WAS IDENTIFIED AFTER THEY HAD MET, EVALUATED AND SCORED. IT JUST SO HAPPENS THAT THEY WERE IN SECOND PLACE IN THE FINAL EVALUATION. DOES THAT MAKE SENSE? >> WAS IT DISCOVERED AFTER THE FIRST ROUND? >> YES, IT WAS DISCOVERED AFTER THE FIRST AND SECOND ROUND ACTUALLY. AFTER THEY COMPLETED THEIR EVALUATION, THEY DISCOVERED THE POLITICAL CONTRIBUTION. >> OKAY. BECAUSE THEY DON'T DO IT UNTIL AFTER YOU EVALUATE, RIGHT? SO YOU EVALUATE THE VENDORS AND THEN THEY LOOK AT -- NO. BEFORE THEY EVEN EVALUATE -- >> THROUGH THE ENTIRE PROCESS -- THROUGH THE ENTIRE PROCESS, BUDDY'S OFFICE IS ACTUALLY THE ONE THAT DOES THIS. HE'S LOOKING FOR WHEN THE REPORTS COME IN, HE'S LOOKING FOR THE POLITICAL CONTRIBUTIONS. IT CAN HAPPEN ANYWHERE ALONG THE PROCESS. TYPICALLY WE TRY TO IDENTIFY IT BEFORE WE EVEN EVALUATE SO THEY NEVER MAKE IT THIS FAR, BUT IN THIS CASE THE REPORTING THAT THEY RECEIVE WAS ACTUALLY THE EVALUATION HAD BEEN COMPLETED, AND THEY WERE DEEMED NONRESPONSIVE AFTER THE EVALUATION. >> OKAY. [00:45:04] JUST WANTED TO BE CLEAR THAT WE DIDN'T -- ANOTHER VENDOR DIDN'T LOSE THE OPPORTUNITY BECAUSE OF THAT. >> NO. ACTUALLY, ON THIS ONE AND ON THE SLIDE 5, THERE WAS ANOTHER VENDOR THAT HAD MADE POLITICAL CONTRIBUTIONS AS WELL, BUT WE HAD IDENTIFIED THAT VENDOR BEFORE MOVING TO THE EVALUATION PHASE AND SO THEY WERE NEVER EVEN PRESENTED IN THIS MATRIX. >> PERFECT, THANK YOU. >> VIAGRAN: THANK YOU. AND JUST, LUIS, Y'ALL REMIND THE PRE-SUBMITTAL CONFERENCE ABOUT BLACKOUT AND THAT IT'S FOR CANDIDATES AND CITY COUNCILMEMBERS. SO I THINK THAT'S WHERE OUR REPORTS DON'T MATCH UP WITH OUR CONTRACTS, BUT THEY CATCH IT EVENTUALLY. BUT IT'S NOT ON DEBBIE. >> CHAIR, I'LL ALSO NOTE THAT THE TEAM PUTS UP A WEBSITE OF ALL THE HIGH PROFILE SOLICITATIONS THAT WE STARTED A COUPLE OF YEARS AGO. RESOURCE FOR VENDORS AS WELL AS OTHERS IF SOMEBODY IS THINKING ABOUT MAKING A CAMPAIGN CONTRIBUTION THEY CAN CHECK THAT WEBSITE AND KNOW THAT OH, THERE'S A CONTRACT I'D LIKE >> VIAGRAN: OUR FINAL ITEM, ITEM 7. >> ITEM 7 IS APPROVAL TO PROCEED WITH SCHEDULING ONE CONTRACT FOR CITY COUNCIL CONSIDERATION TO PROVIDE THE SAN ANTONIO FIRE DEPARTMENT WITH CONSTRUCTION SERVICES FOR THE FIRE STATION NUMBER 53 REPLACEMENT PROJECT, LOCATED IN COUNCIL MEMBER DISTRICT 3 AT 14102DONOP ROAD IN THE ESTIMATED TOTAL VALUE OF $9,453,000. >> VIAGRAN: ALL RIGHT, LUIS. >> THANK YOU, MA'AM. FIRE STATION 53, ALSO A POST SOLICITATION BRIEFING. THIS IS ALMOST A MIRROR IMAGE OF THE PREVIOUS PRESENTATION. JUST A DIFFERENT LOCATION. NOW WE'RE IN DISTRICT 3. AGAIN, ADDING AN EXTRA EMS BAY, SLEEPING QUARTERS FOR THE ASSIGNED CREW AND ANOTHER APPARATUS BAY SUPPORTING BUNKER, GYM, KITCHEN AND COMMON AREA. VERY SIMILAR CONTRACT TERMS, 610 CALENDAR DAYS. 9.4 MILLION. AS YOU CAN TELL IT WAS A SLIGHT DIFFERENCE BETWEEN THE VALUE OF THIS 52 AND 53. IT'S JUST HAS TO DO WITH DIFFERENT SITE WORK. ONE OF THEM HAS A LITTLE BIT MORE SEPTIC WORK TO DO, BUT THE BUILDING AND THE IMPROVEMENTS ARE ALMOST EXACTLY THE SAME. AND AGAIN, THIS IS A NEW CONSTRUCTION CONTRACT. THIS PARTICULAR CASE WE HAD SIX VENDORS TO REVIEW. IT WAS VERY SIMILAR TO THE PREVIOUS SOLICITATION. TWO WERE SHORT LISTED FOR INTERVIEWS FOR FINAL SCORING. AND AGAIN, VERY SIMILAR, ACTUALLY, THE EXACT SAME SUBCONTRACTING GOALS, 16 PERCENT FOR MINORITY WOMEN. BUSINESS, FOUR PERCENT FOR AFRICAN-AMERICAN. LOCAL PREFERENCE AND VETERAN OWNED BUSINESSES. AND AGAIN, AS FAR AS STATION 52, WE HAD THE VERY, VERY SIMILAR CASE TOO, TWO VENDORS WERE INTERVIEWED AND ONE OF THEM AFTER COMPLETING THE CAMPAIGN FINANCE REPORT REVEALED THAT PROHIBITED CAMPAIGN CONTRIBUTIONS WERE ALSO MADE DURING THE BLACKOUT PERIOD. SO AS YOU CAN SEE, WE'RE GOING WITH VENDOR B. 92 VENDORS WERE NOTIFIED. 17 ATTENDED THE PRE-SUBMITTAL. WE RECEIVED SIX RFQS. AND AGAIN, TWO FIRMS IN THIS PARTICULAR CASE WERE DISQUALIFIED FOR THE CAMPAIGN CONTRIBUTIONS DURING THE BLACKOUT PERIOD. AND THERE WERE NO MATERIAL FINDINGS IN THE DUE DILIGENCE REVIEW. THAT IS THE END OF MY PRESENTATION. I'LL BE HAPPY TO ANSWER QUESTIONS. >> VIAGRAN: CAN I GET A MOTION AND A SECOND TO APPROVE SO WE CAN BEGIN DISCUSSION. WE'VE GOT A MOTION. CAN I HAVE A SECOND. WE HAVE A MOTION AND A SECOND. IS THERE ANY DISCUSSION? JUDY. NO DISCUSSION? ALL THOSE IN FAVOR SAY AYE. THE NEXT MEETING IS SCHEDULED FOR MARCH 11TH, 2025. THE TIME IS NOW 2:52 AND THE MEETING IS NOW ADJOURNED * This transcript was compiled from uncorrected Closed Captioning.