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>> MADAM CLERK, CAN YOU CALL THE ROLL?
>> CHAIR, WE HAVE A QUORUM. >> VIAGRAN: GREAT, I WILL BE ALLOWING THE MEMBER SPEAKERS TWO ROUNDS OF COMMENTS PER ITEM WITH FIVE MINUTES THE FIRST ROUND, AND
[Approval of Minutes ]
TWO MINUTES THE SECOND ROUND. IS FIRST ITEM ON THE AGENDA IS APPROVAL OF THE MINUTES. ARE THERE ANY CORRECTIONS TO THE MINUTES?>> NOT TO MY KNOWLEDGE. A MOTION WE APPROVE THE MINUTES FROM THE LAST
MEETING. >> VIAGRAN: I HAVE A MOTION AND A SECOND.
ALL IN FAVOR SAY AYE. (CHORUS OF AYES.) ALL OPPOSED? MOTION CARRIES. MADAM CLERK, ARE THERE ANY MEMBERS OF THE PUBLIC SIGNED
UP TO SPEAK? >> WE HAVE NO MEMBERS OF THE PUBLIC SIGNED UP TO SPEAK.
[Pre-Solicitation High Profile Briefings ]
>> VIAGRAN: ALL RIGHT. LET'S GET TO THE ITEMS. THERE ARE TWO ITEMS. THERE IS ONE PRE-SOLICITATION HIGH PROFILE BRIEFING FOR INDIVIDUAL CONSIDERATION. MADAM CLERK, PLEASE READ THE CAPTION FOR ITEM 2.
>> ITEM 2 IS A BRIEFING ON THE RELEASE OF A SOLICITATION FOR ONE CONTRACT TO PROVIDE THE PUBLIC WORKS DEPARTMENT WITH CONSTRUCTION SERVICES FOR THE HAY STREET BRIDGE CONNECTION AND EAST SIDE AREA STREETS, 2022 BOND PROJECTS LOCATED IN DISTRICTS 1 AND 2 FOR AN ESTIMATED TOTAL VALUE OF
$18,200,000. >> THE FLOOR IS YOURS. >> ME WE ARE SOLICITING A REQUEST FOR PROCESSUAL FOR CONSTRUCTION OF THE HAY STREET BRIDGE COLLECTION AND EAST SIDE AREA STREETS, ESTIMATED AS MENTIONED 540 DAYS, CALENDAR DAYS, 12.2 MILLION AND 2022 BOND PROGRAM IS A NEW CORRECT CONTRACT.
CONTRACT. THE SOLICITATION WILL SEEK CONSTRUCTION SERVICES FOR HAY STREET BRIDGES CONNECTION AND EAST SIDE AREA STREETS.
THERE ARE OVER 1500 VENDORS IN CVR THAT CAN PROVIDE SERVICES LIKE THIS.
THE SOLICITATION WILL BE ADVERTISED DOUG THE CITY'S NORMAL PROCESS, EVALUATION, CITY MANAGER'S OFFICE, PUBLIC WORKS DEPARTMENT, PARKS AND RECREATION DEPARTMENT, OF COURSE SAWS WILL HAVE SOME ITEM IN THIS PROJECT.
(INDISCERNIBLE) SUBCONTRACTOR UNDERSTANDING OF A PROJECT AND PROPOSED MANAGEMENT PLAN CAN EXPERIENCE WITH SAN ANTONIO REGION AND PAST PERFORMANCE, PRICING IS 40 POINTS, SBA PRIME CONTRACTOR PROGRAM 10 POINTS, MWBE PRIME CONTRACTOR PROGRAM ALSO ADDITIONAL 10 POINTS. PROHIBITED CAMPAIGN CONTRIBUTION BEGINNING ON 10TH BUSINESS DAY AFTER RELEASE TO THE 30 CALENDAR DAYS FOLLOWING THE COUNCIL'S APPROVAL OF THE PROPOSAL. THIS ALSO WITH COMMUNICATION APPLIES FOR THIS PROJECT TOO. GOAL SETTING COMMITTEE WAS DONE BY PARKS AND RECREATION DEPARTMENT, ECONOMIC DEVELOPMENT DEPARTMENT, PUBLIC WORKS DEPARTMENT, FINANCE, AND ONE CITIZEN. THE SOLICITATION WILL BE RELEASED ON APRIL 11TH, 2025. PRE-SUBMITTAL CONFERENCE PLANNED FOR APRIL 23, 2025. PROPOSAL DUE MAY 27, 2025. PUBLIC WORKS ANTICIPATE RETURNING TO OTHER COMMITTEE IN AUGUST OF THIS YEAR WITH THE COUNCIL APPROVAL SEPTEMBER OF THIS YEAR. THAT'S END OF MY PRESENTATION.
HAPPY TO TAKE MY QUESTIONS YOU MAY HAVE. ANY QUESTIONS
YOU MAY HAVE. >> VIAGRAN: THANK YOU, THANK YOU FOR BRINGING THIS INFORMATION FORWARD. SO WE'RE HAVING THE BRIEFING TODAY, THE RELEASE DATE IS THE ELEVENTH, SO THE CONFERENCE ON THE 23RD, WE'RE ANTICIPATING STAFF TO BE THERE AND TAKE ALL THE QUESTIONS REGARDING THE IMPACT WE'VE SEEN SO FAR ON
SOME OF THE TARIFFS,. >> THAT'S CORRECT. ANY QUESTION RELATED TO THE PROJECT WE TAKE FROM THEM AND WE ANSWER ONLINE, AND ANYBODY NOT ATTENDED THE
[00:05:07]
MEETING THEY SEE WHAT WAS THE QUESTION, AND THE ANSWER, CORRECT.>> VIAGRAN: I'M JUST HOPING WE'VE GOT QUITE A FEW PEOPLE ATTEND THAT AND KIND OF SHARE AND ASK THEIR QUESTIONS AS WE MOVE FORWARD, BECAUSE I THINK THIS IS GOING TO BE ONE OF THE FIRST WHERE WE'VE SEEN SOME OF THIS COME INTO ACTION. SO LOOKING FORWARD TO SEEING WHO ATTENDS -- MAKING SURE WE GET ATTENDANCE THERE, AND THEN MAKING SURE THEY UNDERSTAND DEADLINE FOR QUESTIONS ARE APRIL 28TH, SO THAT WILL GIVE THEM TIME. DOES ANY OF MY COLLEAGUES HAVE ANY QUESTIONS? ALL RIGHT. THIS WAS JUST FOR BRIEFING PURPOSES.
THANK YOU, RAZI. WE WILL MOVE ON TO THE NEXT ITEM.
[Staff Briefing ]
ITEM 3. >> ITEM 3 IS THE STATUS UPDATE OF OUTSTANDING
MANAGEMENT ACTION PLANS FOR PRIOR AUDIT RECOMMENDATIONS. >> GOOD MORNING.
I'M BUDDY VARGAS, THE CITY AUDITOR, PRESENTING THE MANAGEMENT ACTION PLAN SUMMARY. WANTED TO JUST TOUCH BASE AND REVIEW OUR PROCESS.
PERIODICALLY, WE CONTACTED THE DEPARTMENTS AND REQUEST THE STATUS BASED OFF COMPLETION DATE OF ALL OF OUR PRIOR RECOMMENDATIONS. WE USUALLY CONTACT THEM AROUND A WEEK BEFORE TO GET A STATUS OF WHERE IT'S AT. WE GO IN AFTER THE COMPLETION DATE AND REVIEW FOR COMPLETION. MAY PROVIDE A GOOD TWO OR THREE MONTHS TO LET THE PROCESS RUN. THAT'S THE ONLY WAY WE CAN TAKE A REPRESENTATIVE SAMPLE TO DETERMINE IF IT'S BEEN EFFECTIVELY IMPLEMENTED.
AT THE BOTTOM OF THE SLIDE, THERE'S ALSO A REAUDIT OPTION, AND WE DO HAVE ONE ALREADY SCHEDULED, THE HOME IMPROVEMENT PROGRAM, IT'S GOING TO START IN FISCAL YEAR 2026. YOU WILL SEE THAT ALSO IN THE FOLLOW-UP, BUT WE TOOK RESISTANCE APPROACH, WE TOOK TO SEE IF THOSE POLICIES WERE CREATED, NOT NECESSARILY IMPLEMENTED, BECAUSE IT'S GOING TO BE REAUDITTED.
JUST TO REVIEW THE TABLE, THE MANAGEMENT ASSERTIONS, WHEN THEY PROVIDE THEIR ASSERTION, IT COULD BE COMPLETE. IT COULD BE ON SCHEDULE.
IF IT'S BEHIND SCHEDULE, THERE COULD BE AN UPDATED COMPLETION DATE, SEVERAL REASONS, ESPECIALLY IF THERE'S A SYSTEM INVOLVED, THERE'S BOTTLE NECKS WHEN IT COMES TO IMPLEMENTING A SYSTEM, SO SOMETIMES THAT IS THE SITUATION WHEN IT'S BEHIND SCHEDULE. WHEN WE VERIFY, WE VERIFY WITHOUT EXCEPTION AND THAT'S WHERE YOU WILL SEE THE BLUE, VERIFIED WITH EXCEPTION. THOSE ARE THE TESTS THAT WE CONDUCT AND THAT -- WHEN YOU WILL SEE THE RED, GOOD NEWS WE DON'T HAVE ANY READ THIS TIME AROUND, AND THEN WE HAVE VERIFICATION PENDING. AGAIN, THAT'S GOING TO BE IN YELLOW, AND THAT IS GOING TO BE SEVERAL OF THOSE EXAMPLES.
WE MAY LET IT RUN FOR AWHILE AND THERE'S SOME BACK AND FORTH IN GETTING THE FINAL DETERMINATION. THE OVERALL RESULTS ARE VERY POSITIVE.
IF YOU LOOK AT THE AUDIT VERIFICATION PERCENTAGES, WE HAVE 48 THAT HAVE BEEN VERIFIED WITHOUT EXCEPTION, AND WE HAVE 9 THAT VERIFICATION IS PENDING AND AGAIN THERE'S SEVERAL REASONS FOR THAT, SO OVERALL VERY GOOD POSITIVE RESULTS WITH THE FOLLOW-UP PROCESS. THESE ARE THE TABLES. I KNOW IT'S A HARD READ.
I DO WANT TO TOUCH BASE ON A COUPLE OF THEM. I WANT TO HIGHLIGHT A COUPLE. THE AUDIT 2429, THERE'S A TIMING DIFFERENCE BETWEEN THE SLIDES BEING TURNED IN, OR THE AUDIT COMMITTEE, AND WE CONTINUE TO TEST UP TO EFFECTIVE TODAY ACTUALLY. SO THE FIRST ITEM ON 2429 IS BLUE NOW.
SO THAT YELLOW GOES AWAY. ALSO, I WANT TO HIGHLIGHT THE HOME IMPROVEMENT PROGRAM AUDIT, SAME SITUATION. AS OF TODAY, THAT FIRST ITEM THAT'S YELLOW IS NOW BLUE.
AND AGAIN, I WANTED TO HIGHLIGHT THAT AUDIT, BECAUSE THAT'S HIGHLIGHTED IN RED, THAT'S THE ONE THAT WILL BE REAUDITTING IN FISCAL YEAR 2026.
SO EACH ONE OF THE BLUE, WE TOOK A LOOK AT TO SEE IF THE POLICIES EXIST, A AND THE NEW PROCEDURES EXIST, NOT NECESSARILY IF THEY'VE BEEN EFFECTIVELY IMPLEMENTED.
AND UNLESS YOU HAVE ANY QUESTIONS REGARDING SOME OF THESE AUDITS, THAT CONCLUDES
MY PRESENTATION. >> THANK YOU, BUDDY. ARE THERE ANY QUESTIONS
REGARDING SOME OF THE AUDITS? COUNCILMAN WHITE? >> WHYTE: YES, THANKS, CHAIR. THE NHSD, SO THERE'S A REAUDIT COMING UP.
>> IN FISCAL YEAR 2026 EARLY, 0 PROBABLY OCTOBER/NOVEMBER.
>> WHYTE: OCTOBER/NOVEMBER. ALL RIGHT. WELL, I DO WANT TO JUST HIGHLIGHT THE IMPORTANCE OF THAT, BECAUSE I THINK THE FINDINGS THAT
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WERE GIVEN TO US LAST TIME INVOLVED THE FACT THAT THE PROGRAM WASN'T BEING MANAGED EFFECTIVELY, EFFICIENTLY OR IN COMPLIANCE WITH SOME OF THE GUIDELINES.WE HAD AN ISSUE WITH PERFORMANCE MEASURES NOT BEING CLEARLY DEFINED OR SUPPORTED, AND ALSO THE LACK OF INTERNAL CONTROLS AND ABSENCE OF PROGRAM OVERSIGHT, AND SO REALLY I JUST WANTED TO HIGHLIGHT THE IMPORTANCE OF THE WORK THAT YOU'RE DOING, BECAUSE, AGAIN, I THINK THIS IS CERTAINLY MY RESIDENTS' WORST FEAR, AND I THINK WE HAVE THIS FEAR ALL OVER OUR CITY, RIGHT, WE'RE PUTTING MONEY INTO THESE PROGRAMS AND ARE THEY BEING RUN AS THEY SHOULD? ARE WE DOING WHAT WE CAN TO MAKE SURE THERE IS NO WASTE, FRAUD, AND ABUSE, BECAUSE AS WE ALL KNOW, MONEY IS TIGHT. IT'S CERTAINLY GOING TO BE TIGHT THIS YEAR.
AND EVERY TAX DOLLAR THAT WE SPEND WE OWE IT TO OUR CITIZENS TO SPEND IT AS EFFICIENTLY AS POSSIBLE, AND IN A WAY THAT MOST DIRECTLY AND POSITIVELY CAN IMPACT OUR CITIZENS' LIVES. AND SO I APPRECIATE THE WORK THAT YOU'RE DOING HERE, AND I LOOK FORWARD TO SEEING THE RESULTS OF ALL OF THESE AUDITS, BUT IN PARTICULAR
THIS ONE. THANKS, CHAIR. >> ABSOLUTELY.
JUST TO ADD TO THAT, AGAIN, AS A REMINDER, THE MAIN REASON WE'RE ALLOWING IT TO RUN IS THESE ARE PROJECTS AND THEY'RE LONG-TERM AND AS PART OF THEIR MANAGEMENT RESPONSE, THEY CLEANED UP A LOT OF FILES. THEY WENT BACK AND CLEANED UP THE FILES. SO REALLY TO TAKE A REPRESENTATIVE SAMPLE, WE HAVE TO ALLOW THESE PROJECTS -- THESE NEW PROJECTS AND/OR PROJECTS THAT WERE EXECUTED UP TO A CERTAIN POINT, TAKE A LOOK AT THEM FROM A POINT OF TIME TO COMPLETION, WHICH IS GOING TO REQUIRE A WHOLE NEW SAMPLE, AND THAT'S WHY WE'RE
SCHEDULING IT FOR FISCAL YEAR 2026. >> AND JUST TO CLARIFY,
BUDDY, THERE WAS NO FRAUD FOUND. >> NO.
>> VIAGRAN: OKAY. I JUST WANT TO CLARIFY THAT POINT, BECAUSE WHEN THAT WORD IS THROWN AROUND LEGALLY, IT'S NOT -- I WANTED TO CLEAR IT WITH THE LEGAL TEAM THAT THERE WAS NO WASTE FOUND ON THAT AUDIT. COUNCILMAN COURAGE?
>> COURAGE: YEAH. AND THE PROPOSALS THAT WERE MADE FROM THE LAST AUDIT
HAVE BEEN IMPLEMENTED, IS THAT CORRECT? >> YOU'RE TALKING ABOUT THE
SAME AUDIT -- >> COURAGE: YES. >> THE PROCEDURAL ITEMS, YES, THEY WROTE A PROCEDURE FOR X, THEY VALIDATED THE SYSTEM, NOT THE
IMPLEMENTATION OF THAT BECAUSE IT TAKES TIME. >> COURAGE: IT TAKES TIME.
ALL RIGHT. >> VIAGRAN: THANK YOU VERY MUCH.
THIS WAS ALSO FOR BRIEFING ONLY. NEXT SCHEDULED MEETING DATE
[Consideration of items for future meetings ]
IS MAY 13TH, 2025. THE TIME IS NOW 10:17, AND THE MEETING IS NOW ADJOURNED.* This transcript was compiled from uncorrected Closed Captioning.