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[Ad Hoc Committee on Administrative Affairs on February 26, 2024]
A HO COMMITTEE ADMINISTRATOR FIRM TO OPEN.UH, FIRST, UH, CAN I GET A MOTION FOR THE MINUTES? MOTION FOR APPROVAL? CAN I, UH, CAN I GET A SECOND? SECOND FOR THE MINUTES.
IS THERE ANY CORRECTION? SECOND.
AND OPPOSED? IF YOU GO TO YOUR AGENDA ITEM TODAY, THERE ARE THREE ITEMS, UH, A, B, AND C.
UH, B AND C IS GONNA BE COMBINED, AND THAT WOULD BE IN THE EXECUTIVE SESSION.
AND EVERYONE HERE IS INVITED TO EXECUTIVE SESSION.
'CAUSE THAT'S A PERSONNEL ISSUE.
AND I WANNA TRY TO MAKE SURE THAT WE UNDERSTAND THAT AS AD HOC COMMITTEE IS COMING TO ORDER, UM, I'VE BEEN AROUND A, A LONG TIME AND I BELIEVE IN PROCESS AND PROCEDURE.
AND THAT'S WHAT WE'RE TRYING TO ACCOMPLISH.
WHAT IS THE PROCESS AND THE PROCEDURE, HOW WE MOVE FORWARD AS A COUNCIL TO MOVE FORWARD AS A COUNCIL? SO I DID INVITE ALL COUNCIL MEMBERS TO COME TO THIS MEETING 'CAUSE IT'S VERY IMPORTANT THAT WE ALL SHOULD BE HERE TO, TO EXPRESS OUR CONCERN, WHAT WE WANT TO DO TO MOVE THIS CITY FORWARD.
WE ARE THE COUNCIL HERE, AND THIS IS AN AD HOC COMMITTEE.
I KNOW WE DO HAVE A ANOTHER, UH, SPECIAL CALL MEETING TOMORROW THERE, BUT WE MIGHT BE ABLE TO RESOLVE THIS TODAY IF WE WORK TOGETHER.
I KNOW SOME OF YOU MIGHT HAVE TO LEAVE EARLY.
BUT I DO NEED, UM, YOUR INPUT TODAY.
WE DE NEED EVERYONE INPUT TODAY.
AND SEE, I WOULD GO FORWARD WITH THAT, WHAT I DID OVER THE WEEKEND.
UH, THERE SHOULD BE SOME HANDOUT.
EVERYONE SHOULD HAVE THESE HANDOUTS, UH, FROM HR AND FROM, UH, PROCUREMENT TELLING YOU ABOUT THE PROCESS, BECAUSE SOME OF Y'ALL HAVE NEVER BEEN HERE.
WHEN WE HIRE A CITY MANAGER, I'VE BEEN HERE TWICE OF THE CITY MANAGER.
THERE IS A PROCESS, THERE IS A PROCEDURE, THERE IS A TIME TIMELINE.
AND, AND, AND THERE'S A WAY YOU HAVE TO DO IT.
AND THIS IS A PROCESS WE'VE BEEN DOING FOR YEARS, YEARS, YEARS IN AND YEAR OUT.
SO WITH THAT, I ASK KNEELING AND DANIELLE TO COME FORWARD.
DO EVERYONE HAVE THE PACKAGE? UH, MATTER OF FACT, I JUST READ THE PACKAGE THIS MORNING,
SO, UM, THIS SOMETHING THAT THEY, UH, DID OVER THE WEEKEND.
UH, THEY, I WANT TO THANK YOU FOR OVER THE WEEKEND FOR ALL THE HARD WORK THEY DID TO, TO PUT THIS PACKAGE TOGETHER.
THEY WORK UP TO EIGHT OR NINE O'CLOCK LAST NIGHT AND EARLY THIS MORNING.
SO, WITH THAT, UM, I'M GONNA TURN IT OVER TO NINA AND NINA.
YOU CAN DESCRIBE YOUR PROCESS AND YOUR TIMELINE.
AND DANIELLE, YOU, YOU ARE ALSO GONNA PROCESS, TALK ABOUT THE PROCUREMENT, HOW WE GET IT DONE.
SO HOWEVER YOU WANT TO DO IT, Y'ALL CAN FIGURE THAT OUT.
AND COLLEAGUES ARE, I WANNA GO AND ASK THE PEOPLE ON THE COMMITTEE FIRST IF THEY HAD ANY QUESTIONS.
THEN ONE WHO'S NOT ON ON THE COMMITTEE, I'LL ASK A QUESTION SO EVERYBODY WILL HAVE AN OPPORTUNITY TO, TO INDULGE THEIR QUESTION.
UH, NINA'S, DIRECTOR OF HUMAN RESOURCES.
UM, I'M SORRY, CAN YOU MOVE THAT A LITTLE CLOSER? I'M HAVING A HARD TIME HEARING YOU THERE.
BUT YOU COULD TALK RIGHT INTO IT AND MOVE IT CLOSER.
I AM GOING TO BE, UH, REFERRING TO THE HANDOUT, EH, TITLE DRAFT, A SCOPE OF WORK FOR EXECUTIVE SEARCH OF CITY MANAGER.
UM, SO THE FIRST PAGE, UH, HAS A DRAFT, A SCOPE OF WORK THAT STARTS WITH A PROJECT OVERVIEW.
UH, TALKS ABOUT THE EXECUTIVE SEARCH FIRM QUALIFICATIONS, AND AGAIN, THIS IS A DRAFT FOR YOUR REVIEW AND INPUT.
UM, THIS GOES OVER THE SCOPE OF SERVICES.
NINA, GO A LITTLE SLOWER SO EVERYBODY CAN HEAR YOU.
SO, UH, IN THE FIRST PAGE, THE SCOPE OF SERVICES.
IT STARTS WITH THE SEARCH STRATEGY AND CANDIDATE IDENTIFICATION MOVES TO CANDIDATE SCREENING AND EVALUATION.
UM, IT, IT, IT DEFINES WHAT THAT PHASE WILL HAVE.
UH, ITEM THREE IS A STAKEHOLDER ENGAGEMENT AND COMMUNITY INPUT, WHICH IS VERY IMPORTANT FOR A POSITION OF THIS NATURE.
ALSO, DIVERSITY, EQUITY, AND INCLUSION, WHICH IS BEST PRACTICE.
UH, ITEM FIVE SPEAKS ABOUT DIGITAL RECRUITMENT STRATEGIES THAT SHOULD BE
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INCLUDED ON THE NEXT PAGE.ON PAGE THREE, ONGOING COMMUNICATION AND TRANSPARENCY IS ITEM SIX.
AND IT LISTS WHAT ARE THE EXPECTATIONS FOR COMMUNICATION.
UH, CANDIDATE INTERVIEWS AND ASSESSMENT, UH, TALKS ABOUT THE DIFFERENT STRATEGIES TO ENSURE THAT THE ASSESSMENT AND THE FIT IS APPROPRIATE, UM, AND ALSO HOW TO CONDUCT INTERVIEWS, UM, OR WHAT SHOULD BE INCLUDED IN THE INTERVIEWS.
ITEM NUMBER EIGHT TALKS ABOUT THE CANDIDATE SELECTION AND ONBOARDING, WHICH SHOULD BE PART OF THE, UH, WORK THAT THE FIRM DOES.
AND THEN, UH, ON ITEM NUMBER NINE, THE SELECTION CRITERIA FOR THE FIRM BEGINS.
UM, SO IT LISTS WHAT EXPERIENCE AND QUALIFICATIONS, UH, WE'RE GOING TO BE LOOKING FOR, AND WHAT INFORMATION WE NEED TO IDENTIFY OR TO EVALUATE THE EXPERIENCE AND QUALIFICATIONS.
ON PAGE FOUR, UH, TALKS ABOUT, UH, AN UNDERSTANDING, A DEMONSTRATED UNDERSTANDING OF THE DALLAS, OF DALLAS AND THE REGION, UM, WHICH COULD BE DONE, UM, THROUGH A THIRD, THROUGH A, YOU KNOW, A, A SUB IF NEEDED.
ALSO, WE WILL BE EVALUATING THE SEARCH STRATEGY, INCLUDING STAKEHOLDER ENGAGEMENT AND COMMUNITY INPUT, HOW THEY'RE GOING TO DO THAT, WHAT WILL BE THEIR MEDIAN COMMUNICATION STRATEGY AND THE TRAVEL COORDINATION, WHICH TYPICALLY IS VERY INVOLVED.
UM, WE WILL ALSO EVALUATE RELEVANT EXPERIENCE, UH, ENSURING THAT THEY HAVE HAD EXPERIENCE, UH, UH, WITH SEARCHES OF SIMILAR SCOPE AND COMPLEXITY.
UH, REFERENCES THE TIMELINE AND THE FEES AND EXPENSES.
AND ON PAGE SIX, THERE IS AN EXPLANATION OF WHAT A RETURN RETAINED SEARCH FIRM IS.
UM, THAT IS THE MODEL THAT WE ARE RECOMMENDING.
A RETAINED SEARCH FIRM BASICALLY HAVE A RETAINER AND THERE IS AN UPFRONT RETAINER, WHICH IS PAID.
UH, THERE ARE MILESTONE PAYMENTS, AND THEN THEY'RE BASICALLY TYPICALLY EXCLUSIVE, MEANING THAT THE CLIENT PARTNERS SOLELY WITH ONE FIRM FOR A DEFINED PERIOD.
SO WE DON'T HAVE MULTIPLE RECRUITERS, BUT JUST ONE.
UH, THIS TYPE OF SEARCH IS, UH, TYPICAL FOR C-SUITE ROLES.
AND THAT IS ONE OF THE REASONS WE ARE, UH, RECOMMENDING THEM.
AND THERE IS A LIST ON PAGE SIX OF THE BENEFITS OF A RETAINED SEARCH MODEL.
AND ALSO WHEN WE SHOULD CONSIDER IT JUST FOR YOUR INFORMATION.
UM, SO WE BELIEVE THAT THE RETAINED SEARCH FIRM MODEL IS, YOU KNOW, THE BEST FOR THE LEVEL OF POSITION THAT IS BEING RECRUITED.
UH, HOWEVER, FOR, YOU KNOW, BACKGROUND, I ALSO INCLUDED ON PAGE EIGHT, WHAT OTHER TALENT SEARCH MODELS, YOU KNOW, ARE.
ONE IS CONTINGENCY SEARCH, WHICH BASICALLY IS DONE FOR MID-LEVEL TO SENIOR LEVEL POSITIONS, WE DON'T THINK IS ADEQUATE.
UM, THEY FOCUS MOSTLY ON PASSIVE CANDIDATES.
AND THE FEE STRUCTURE IS THAT, YOU KNOW, WE PAY THEM ONCE THEY'RE SUCCESSFUL IN SECURING A CANDIDATE, UH, FOR THE JOB.
AND ALSO, OBVIOUSLY, WE COULD DO AN INTERNAL SEARCH.
AND BECAUSE OF THE NATURE OF THIS POSITION, WE DO NOT RECOMMEND THAT BE DONE.
SO THAT IS WHAT PAGE EIGHT SHOWS.
ON PAGE NINE, THERE'S THE LIST OF, UH, RECRUITING FIRMS CURRENTLY UNDER CONTRACT WITH THE CITY.
THESE FIRMS COULD DO THE SEARCH.
UM, WE HAVE, UM, FOUR FIRMS THAT ACTUALLY HAVE THIS SCOPED EXPERIENCE.
THEY ARE NOT, UM, NECESSARILY THE MOST SPECIALIZED FIRMS FOR CITY MANAGERS.
SO WE HAVE ALSO INCLUDED ADDITIONAL SPECIALIZED FIRMS FOR CONSIDERATION AT THE END OF PAGE 10TH.
SO THAT IS THE CONTENT OF THE DOCUMENT, UH, THAT YOU HAVE.
UM, I'M, I'M HERE TO ANSWER ANY QUESTIONS YOU MAY HAVE WITH THAT.
UH, I'LL OPEN THE QUESTION BECAUSE THAT'S A WHOLE LOT OF MOUTHFUL, AND I KNOW Y'ALL TRYING TO DIGEST ALL OF THAT.
SO THIS IS TALKING ABOUT THE SCOPE OF WORK AND, AND, AND THE SEARCH OF WHAT WE THEY'RE REFERRING TO WITH THAT COMMITTEES.
UH, I'M GONNA OPEN TO YOU FOR QUESTION FIRST.
UM, ON GO WITH, UH, CHAIRMAN STEWART, YOU HAD ANOTHER QUESTION? SURE.
I JUST NOW SEEING ALL OF THIS, SO, BUT TELL ME WHERE, IN YOUR OPINION, WHERE ARE WE AT THIS MOMENT IN TIME? WHERE ARE WE IN THIS SEARCH PROCESS? AT, AT WHAT LEVEL? UH, AT THIS MOMENT, WE ARE LOOKING FOR WHAT
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IS THE BEST, UH, SEARCH FIRM TO ENGAGE.SO AT THE VERY BEGINNING OF THE PROCESS, AND I THINK THAT'S THE FIRST, UH, DECISION, UH, TO BE MADE, UM, IS, IS, UM, YOU KNOW, AGAIN, IT'S, IT'S, UH, THE PLEASURE OF COUNSEL.
HOW WOULD YOU LIKE TO PROCEED, UH, ON ENGAGING A FIRM, BUT THAT, THAT'S WHERE WE ARE.
AND ALSO PUTTING TOGETHER THE JOB DESCRIPTION AND, AND THOSE INITIAL VERY EARLY IN THE, IN IN THE PROCESS.
UH, IT DOES, IT WILL BE, UM, IMPORTANT TO REVIEW IT AS EVERY TIME THE POSITION BECOMES VACANT, IT'S AN OPPORTUNITY TO LOOK AT THE SPECIFICS OF THAT JOB DESCRIPTION.
UH, THEY'RE ALSO MATERIALS FROM PREVIOUS SEARCHES LIKE, UH, BROCHURES AND THINGS OF THAT NATURE THAT COULD BE USED AS A STARTING POINT.
AND WE DID USE A SEARCH FIRM WHEN WE, UM, FOUND MR. ACKS.
IS THAT CORRECT? YES, THAT'S CORRECT.
AND IS THAT SEARCH FIRM IN THIS LIST, OR? YES, IT IS ON PAGE 10, ION PUBLIC WAS HIRED, WAS RETAINED TO CONDUCT THE SEARCH.
AND ABOUT HOW LONG DOES THIS PROCESS TAKE FROM BEGINNING, FROM, FROM TODAY UNTIL WE, WE HAVE SOMEONE HIRED? UH, YES.
UH, WE DO HAVE A TIMELINE IN PROCUREMENT.
AND, AND SHE WAS GOING TO ON THE NEXT BRIEFING ON THE TIMELINE.
UM, WELL, FIRST I JUST WANNA SAY THANK YOU FOR BRINGING THIS FORWARD IN A PROFESSIONAL, METHODICAL MANNER.
I THINK THIS IS, UM, AN EXTREMELY IMPORTANT PROCESS AND I APPRECIATE HOW YOU'RE APPROACHING IT.
UM, I'M JUST GONNA START WITH THE VERY MOST BASIC OF QUESTIONS IS THIS 10 PAGE DOCUMENT YOU GAVE US, IS THIS FOR INTERIM OR IS THIS FOR THE PERMANENT POSITION? FOR THE PERMANENT POSITION.
OF THE FOUR FIRMS THAT WE CURRENTLY HAVE UNDER CONTRACT, ALL OF THOSE COULD BE EXTENDED TO INCLUDE THIS POSITION.
IS THAT TRUE? THAT IS CORRECT.
SO DANIELLE'S SHAKING HER HEAD NO.
UM, THANK YOU FOR THE QUESTION.
NINA, DANIELLE THOMPSON, DIRECTOR OF THE OFFICE OF PROCUREMENT SERVICES.
SO THE CURRENT CONTRACTS THAT WE HAVE WITH THESE VENDORS, ALTHOUGH THEY HAVE SOME OF THE SCOPE, THE SPECIALIZED SCOPE AND TIMEFRAME THAT WE NEED THIS SEARCH TO INCUR IS NOT BUILT IN.
SO WE ACTUALLY DISCUSS, AND I'LL PRESENT TO YOU A TIMELINE FOR A REQUEST FOR PROPOSALS TO DO A VAST SEARCH AND ALSO INCLUDE SOME LOCAL PARTICIPATION FOR THE COMMUNITY OUTREACH.
BUT WE ARE GOING TO START A NEW PROCUREMENT.
WE WANT A NEW CONTRACT WITH THE NEW SPECIFICATIONS, THE NEW SCOPE, AND THE NEW TIMELINE.
SO THAT'S WHAT'S BEING RECOMMENDED.
SO THERE'S NO BENEFIT IN, UH, IN THE ONES THAT WE CURRENTLY HAVE UNDER CONTRACT COMPARED TO YOU HAVE FIVE OTHERS, WHICH ARE PRETTY WELL KNOWN FOR, UM, CITY GOVERNANCE.
I THINK THERE'S GREAT BENEFIT AND WE'LL ACTUALLY, UH, ENCOURAGE THEM TO PROPOSE, UH, THEY'RE NOT BEING EXCLUDED.
HOWEVER, WE ARE NOT FOCUSING ON ONE PARTICULAR PHONE.
WE'RE GONNA DO A ACTIVE COMPETITIVE PROCUREMENT WHERE ALL OF THESE FIRMS CAN PROPOSE.
UM, MY NEXT QUESTION IS, ARE THERE ANY, UM, LIMITATIONS THAT YOU'RE AWARE OF WITH THE PROCUREMENT? I, I, YOU KNOW, MS. MENISON, WELL, WE GONNA TRY TO STAY ON HR.
NINA TALKING ABOUT SHE DO HAVE A TIMELINE AND PROCUREMENT ON, I DON'T WANNA CROSS IT UP, SO I DON'T WANT TO BECAUSE IT IS TWO ITEMS, BUT THEY, THEY MIGHT BE CROSSING PEOPLE.
LISTEN, I DON'T WANT CONFUSE IF YOU WANNA HOLD THAT, THAT'S HOLD UP FINE.
SO, UM, NINA, WHEN YOU JUST WENT THROUGH THIS DOCUMENT, I MEAN, YOU REALLY JUST READ THE TITLES AND THERE'S LOTS OF BULLETS UNDER EACH OF THESE.
DO YOU THINK IT MIGHT BE APPROPRIATE TO GO THROUGH AND ACTUALLY READ ALL OF THIS DOCUMENT? I, I KNOW IT'S NOT POSTED ONLINE.
I KNOW THERE'S A LOT OF PEOPLE INTERESTED IN THIS PROCESS.
THERE'S BEEN A INCREDIBLE AMOUNT OF MEDIA SURROUNDING, UM, THESE EVENTS.
AND SO I'M WONDERING IF, IF IT WOULD BE APPROPRIATE CHAIR, IF WE COULD ASK HER TO, TO READ THOSE BULLETS AND EXPLAIN THIS.
THE OTHER PART IS THAT I'M NOT PREPARED TO ADD A BULLET IN, SAY THAT THIS BULLET'S NOT APPROPRIATE SINCE WE LITERALLY JUST GOT THIS DOCUMENT.
SO, UM, WHEN IT'S APPROPRIATE CHAIR, I'D LOVE TO KNOW WHEN OUR NEXT MEETING IS SO THAT WE COULD MAYBE, UM, CONTINUE ANY SORT OF PROCESS IMPROVEMENT ON THIS IF IT'S NECESSARY, WHICH I DON'T KNOW, BECAUSE I HAVEN'T EVEN READ IT YET.
AND SO I AM HOPING YOU COULD PERHAPS
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READ IT SO THAT THE PUBLIC CAN HEAR IT.AND I DON'T KNOW IF THERE'S A WAY TO MAYBE SHOW IT ON THE SCREEN IF IT'S, IF IT'S BEEN LOADED, BUT IT SEEMS APPROPRIATE THAT AS WE'RE TALKING ABOUT WHO THEIR CITY MANAGER COULD BE IN THE FUTURE, THAT THEY WOULD AT LEAST KNOW THE DOCUMENT THAT WE'RE REFERENCING.
I, I DO NOT KNOW IF WE COULD UPLOAD IT.
IF ANY HELP FROM OUR TECHNICAL TEAM, WE CAN GET IT, THE DOCUMENT LOADED UP.
AND, AND YES, I'LL BE, I'LL BE HAPPY TO GO THROUGH IT IN MORE DETAIL.
WHAT YOU COULD DO IS, NUMBER ONE, SINCE THE SEARCH, I THINK MOST OF THE COLLEAGUES DO UNDERSTAND HOW YOU DO THE SEARCH.
UM, THIS IS BASICALLY THE OUTLINE AND THE SCOPE OF THE SEARCH COMMITTEE TO WRITE IT IN PLACE.
SO, UH, CHAIRMAN MENISON, IF YOU, UM, CAN JUST KIND OF GLANCE THROUGH IT, YOU WANT TO HAVE SOME QUESTIONS, YOU WANT TO ASK RIGHT NOW, WHY, UH, SHE CAN ASK THOSE QUESTIONS IN THE MEANTIME, WE'RE GONNA UPLOAD IT AND EVERYONE ELSE CAN KIND OF GLANCE THROUGH THIS RIGHT HERE.
YOU KNOW, THAT'S PERFECTLY FINE.
UM, ARE YOU PREPARED THIS TIME TO ANSWER QUESTIONS ABOUT THE KIND OF INPUT WE WOULD RECEIVE AND HOW THAT PROCESS COULD WORK? OR YOU'RE WAITING TO RECEIVE RFPS AND HAVE PEOPLE PROPOSE TO US HOW THAT WOULD HAPPEN? YES, WE ARE, WE'RE, AS PART OF THE SCOPE, WE ARE REQUESTING THE FIRMS TO GIVE US THE MODEL THAT WILL, THAT WILL USE.
WE'RE ASKING THEM TO TELL US HOW WILL THEY GO ABOUT, UH, ENSURING THAT THERE IS APPROPRIATE STAKEHOLDER EN ENGAGEMENT.
UH, WE DO HAVE A MODEL, WE HAVE USED IT WITH OTHER SEARCHES, SO WE'RE EXPECTING THAT THEY, YOU KNOW, DO SOMETHING LIKE THAT OR BETTER.
UH, BUT WE LEAVE IT UP TO THE FIRMS TO PROPOSE HOW THEY WILL BRING ABOUT THAT ELEMENT.
WELL THEN I'D LIKE TO ASK SPECIFICALLY ON THE SEARCH.
UM, USUALLY THERE'S A RUBRIC FOR SCORING THAT'S DEVELOPED.
WOULD THIS COMMITTEE BE, UM, AND PERHAPS I CAN ASK THE CHAIR THIS, WOULD THIS COMMITTEE BE DEVELOPING THE RUBRIC FOR SCORING THE RFPS, THE PROPOSALS? THAT'S THE RFP QUESTION.
SO IF WE STAY ON, NINA DID OKAY, THAT'S FINE.
AND, AND, AND, AND, AND, AND, AND AGAIN, I'LL APOLOGIZE.
WE JUST GOT THIS THIS MORNING.
YOU KNOW, ON A FAST READER, WE ARE A FAST READER.
THIS IS JUST, UH, A, A DIAGRAM OF THE SCOPE OF WORK THAT A PROCESS PROCEDURE THAT YOU FOLLOW, UH, IS NOT INCOMPLETE, DETAILED IS NOT COMPLETE.
UH, NINA SPENT UP MOST OF THE NIGHT TRYING TO WRITE THIS SCOPE OF WORK.
WE DID NOT HAVE A DOCUMENT LIKE THIS IN OUR CATALOG, SO THIS IS COMPLETELY NEW.
SO WE ARE WRITING A COMPLETE NEW DOCUMENT FOR A SEARCH.
WELL, SO THEN MY LAST QUESTION, WHICH AGAIN, IF YOU FEEL LIKE YOU WANNA SAVE FOR LATER, I'M PERFECTLY FINE WITH THAT, IS THAT, UM, IN GPFM WHEN WE'RE HIRING EXTERNAL AUDITORS, THE GPFM COMMITTEE ITSELF REVIEWS THE PROPOSALS AND SCORES THEM.
AND I'M WONDERING IF THIS WOULD BE THE SAME SCENARIO SINCE OF COURSE, ANY STAFF MEMBER WOULD BE CONFLICTED BY, UM, THE NATURE OF THE SEARCH.
I WILL LET, UM, THANK YOU DANIELLE, ANSWER THAT QUESTION.
SO THE STRUCTURE OF THIS REQUEST FOR PROPOSALS IS ACTUALLY WHAT'S UP FOR DISCUSSION.
THE EVALUATION SCORING, UM, ITEMS CRITERIA THAT NINA OUTLINED THE DOCUMENT IS WHAT WILL BE, UH, FOUNDATIONAL.
NOW THE ASSOCIATED POINTS AND WEIGHT IS UP FOR DISCUSSION.
THE ACTUAL EVALUATION PROCESS WILL BE IDENTIFIED FROM DIRECTOR, UH, NINA ON HOW AND WHO IS A PART OF THE EVALUATION PANEL.
I KNOW IN PREVIOUS, UH, CITY MANAGER SEARCHES, THERE WAS A, A COMPONENT WHERE CITY COUNCIL WAS ABLE TO REVIEW, UM, ACTUALLY DO INTERVIEWS AND LOOK AT DIFFERENT COMPLETE, UM, PROPOSALS.
SO IF NINA WOULD LIKE THAT TO BE A PART OF THE PROCESS, IF THAT IS WHAT'S BEING REQUESTED, IT CAN ABSOLUTELY BE INCORPORATED.
SO I DIDN'T SEE IN HERE, PERHAPS YOU CAN TELL ME WHAT PAGE IT'S ON, WHERE IT TALKS ABOUT WHAT THE WEIGHT IS, BECAUSE I THINK THAT'S CERTAINLY SOMETHING WE NEED TO EVALUATE AND WHAT THOSE COMPONENTS ARE.
CAN YOU POINT US TO THAT? UH, YES, I CAN DEFINITELY SPEAK TO THE COMPONENTS.
UM, ON PAGE THREE, UNDER ITEM NINE, SELECTION CRITERIA, UH, LIST THE, UM, THE CRITERIA THAT WILL BE EVALUATED AND STARTING WITH EXPERIENCE AND QUALIFICATIONS, THE UNDERSTANDING OF THE DALLAS, OF, OF THE, OF DALLAS AND THE REGION, THE CITY OF DALLAS AND THE REGION, UH, THE, UH, COMPREHENSIVE SEARCH STRATEGY AND, AND HOW IS THAT PRESENTED, INCLUDING STAKEHOLDER ENGAGEMENT, MEDIA
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COMMUNICATION STRATEGY AND CANDIDATE TRAVEL, COOR, UH, COORDINATION, THE RELEVANT EXPERIENCE THAT THEY MAY HAVE, THE TYPE OF SEARCHES THEY HAVE DONE IN THE PAST.AND, AND YOU KNOW, THAT THEY MAY BE OF SIMILAR SCHOOL IN SCOPE AND COMPLEXITY, REFERENCES, TIMELINE AND FEES.
NOW THE NUMBER OF POINTS ASSOCIATED TO EACH ONE OF THOSE ITEMS HAS NOT BEEN DETERMINED YET.
AND I, UH, APPRECIATE ANY FEEDBACK YOU MAY HAVE ON HOW TO WAIT THOSE DIFFERENT COMPONENTS.
WELL, SO I'LL JUST GO BACK TO HAVING JUST RECEIVED THIS.
I, UM, HOPE THAT WE'LL HAVE ANOTHER MEETING VERY SOON.
AND I WOULD LOVE TO GIVE FEEDBACK ON, I THINK YOU'VE GOT NINE DIFFERENT ITEMS HERE, UH, WITH LOTS OF BULLETS, AND ALSO WAIT AT A LATER MEETING.
UH, NINA, I UNDERSTAND FROM THE CHAIR'S COMMENTS THAT YOU JUST PREPARED THIS DRAFT DOCUMENT THIS WEEKEND.
THIS IS BASED ON A BEST PRACTICE AND DOCUMENTS THAT WE HAVE DONE BEFORE, BUT IT IS NOT, IT'S, IT'S SIGNIFICANTLY DIFFERENT AND MORE ROBUST THAN THE SCOPE THAT WAS PRESENTED.
UM, YOU KNOW, WHEN, UH, TC WAS HIGHER.
WELL, THAT'S THE SOURCE OF MY INQUIRY.
DO WE NOT HAVE A SIMILAR DOCUMENT THAT WE ALREADY, UH, WORKED WITH FROM SEVEN YEARS AGO FROM THE LAST SEARCH? WE DO, BUT IT IS VERY, UM, HIGH LEVEL IS VERY SIMILAR TO WHAT WE USE FOR DIRECTORS, FOR INSTANCE.
SO THIS IS MORE SPECIFIC AND COMPREHENSIVE.
UM, THIS IS BASED ON, UH, THE TYPE OF SCOPE THAT YOU TYPICALLY SEE WHEN YOU ARE HIRING A C LEVEL, UM, YOU KNOW, EMPLOYEE.
SO DOES THIS DRAFT CONTAIN ANY, UH, PROVISIONS OR SUGGESTIONS THAT ARE DIFFERENT OR CONTRADICTORY FROM THE ONE THAT WAS USED SEVEN YEARS AGO? ANY DEPARTURE FROM THAT APPROACH? WE, I CAN, I'LL BE HAPPY TO SHARE THE DOCUMENT THAT WAS, UH, USED SEVERAL YEARS AGO.
IT'S REALLY, THIS DOCUMENT IS A LOT MORE DETAIL THAN WHAT WAS PRESENTED THEN.
UH, SO I UNDERSTAND THAT YOU'RE RECOMMENDING THAT THE RETAINED SEARCH FIRM MODEL BE, UH, UH, UTILIZED HERE.
AND, UH, I UNDERSTAND THAT MODEL TO INCLUDE PAYMENT OF AN UPFRONT RETAINER, MILESTONE PAYMENTS, AND EXCLUSIVITY.
UM, AT THE SAME TIME YOU PROVIDE ON PAGE EIGHT A COMPARISON TO OTHER MODELS AND WHY THE OTHER MODELS CONTINGENCY AND INTERNAL SEARCH ARE NOT IDEAL FOR EXECUTIVE ROLES.
UH, YOU REALLY SKIPPED OVER PAGE EIGHT.
I DON'T THINK YOU DISCUSSED IT IN YOUR PRESENTATION, BUT I'M JUST CURIOUS ABOUT THIS.
DOES THIS MEAN THAT, UH, ONCE THIS RFP IS PREPARED, IT WILL BE RESTRICTED TO, UH, SEARCH FIRMS THAT ARE WILLING TO UTILIZE THE RETAINED SEARCH MODEL? OR WILL IT BE OPEN TO ALL APPLICANTS, UH, WHETHER OR NOT THEY WILL UTILIZE THE RETAINED SEARCH MODEL? WE COULD DO IT EITHER WAY.
I DON'T SEE ANY HARM IN OPENING IT UP, UH, TO ALL SORTS OF, YOU KNOW, APPROACHES.
HOWEVER, IT IS VERY UNLIKELY THAT ANY OF THE FIRMS LISTED WILL USE OTHER THAN THE RETAIN MODEL.
THAT'S TYPICALLY WHAT THEY DO.
WELL, MY ONE CONCERN WITH THE RETAINED MODEL IS THAT IT SEEMS TO COMPENSATE THE SEARCH FIRM FOR PROCESS OVER RESULTS, WHEREAS A CONTINGENCY FEE MODEL MEANS THAT THE SEARCH FIRM GETS PAID ONLY UPON PRESENTATION AND HIRING OF A SUCCESSFUL CANDIDATE.
AND SO, UM, FOR EXAMPLE, IN THE RETAINED MODEL, YOU MENTIONED AN UPFRONT RETAINER.
SO IS THAT A RETAINER AGAINST THE ULTIMATE SUCCESS FEE, OR DO THEY GET TO KEEP THAT EVEN IF THEY DON'T FIND A, A VIABLE CANDIDATE? YES.
UH, THAT, THAT'S A VERY GOOD QUESTION.
UH, TYPICALLY THE WAY IN WHICH THE INDUSTRY, UM, ADDRESSES THAT CONCERN IS THAT THE FIRMS TYPICALLY PROVIDE A GUARANTEE.
SO IF FOR SOME REASON THE PERSON SELECTED IS NOT SUCCESSFUL OR IF, UH, THIS THE PROCESS IS NOT SUCCESSFUL, THEY'LL DO THE SEARCH AGAIN AT NO ADDITIONAL COST.
UM, SO THAT'S TYPICALLY HOW THE INDUSTRY OPERATES WITH THIS MODEL.
THAT YES, IT MEANS THAT UPON THE MILESTONES, LIKE THE FIRST MILESTONE TYPICALLY HAVE TO DO WITH,
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UM, YOU KNOW, SETTING UP THE ENGAGEMENT, FINALIZING THE REQUIREMENTS FOR THE POSITION, SPEAKING WITH THE STAKEHOLDERS, ENSURING THAT THERE IS GOOD, UH, COMPREHENSIVE RECRUITING, UM, YOU KNOW, PIECES TO, TO, TO, TO DISTRIBUTE AND DISSEMINATE.AND THEN THAT'S WHEN YOU, UH, PAY THE FIRST FEE OR THE FIRST MILESTONE FEE.
AND THEN SUBSEQUENTLY, WHEN THEY BRING IN THE CANDIDATES AND THEY DO ALL THE, UM, YOU KNOW, BACKGROUND CHECKS AND THEY DO ALL THE VETTING, THEN YOU GET A SECOND PART OF THE FEE.
BUT THAT THE SPECIFICS OF EACH FIRM WILL LEARN THROUGH THEIR PROPOSALS BECAUSE NOT ALL FIRMS ARE EQUAL.
SO SOME OF THEM ACTUALLY DO, YOU KNOW, ONE THIRD, ONE THIRD AND ONE THIRD.
THEY'RE THREE TIMES, YOU KNOW, YOU PAY THEM.
UM, AND THEN AT THE END, ONCE THE PERSON IS ONBOARDED, YOU PAY THE REMNANT.
UM, BUT EVERY FIRM WILL BE DIFFERENT IN HOW THEY WILL DO THAT, BUT THAT'S TYPICALLY HOW THE INDUSTRY, UM, ADDRESSES THAT CONCERN.
SO I NOTICED ONE OF THE, UM, BULLET POINTS UNDER ENGAGEMENT AND FEES IS EXCLUSIVITY.
AND BY THAT YOU MEAN THAT THE CITY WOULD AGREE TO ONLY ACCEPT APPLICATIONS OF CANDIDATES FOUND BY THAT ONE SEARCH FIRM? CORRECT.
IT MEANS THAT, UH, THE YES, AND, UH, IT ALSO, IF THE CITY WILL LIKE TO RECEIVE APPLICATIONS, WE CAN SUBMIT IT TO THEM.
SO IT MEANS THAT IF WE HAVE APP APPLICANTS THAT COME TO THE CITY AND THAT WE CAN REFER IT TO THEM, AND TYPICALLY THAT'S THE BEST PRACTICE.
SO ANY APPLICATION WE RECEIVE, WE DON'T SCREEN, BUT GIVE TO THEM FOR SCREENING AND PROCESSING.
AND SO IF THAT SEARCH FIRM FOR WHATEVER REASON, IS UNABLE TO PROVIDE A VIABLE CANDIDATE AFTER SEVERAL ATTEMPTS, THEN UH, WOULD WE HAVE THE RIGHT TO TERMINATE THAT AGREEMENT AND ENGAGE ANOTHER SEARCH FIRM TO CARRY OUT THE SEARCH? YES, AND I BELIEVE THAT WOULD BE PART OF THE CONTRACT.
UH, SO IS THERE AN EXCLUSIVITY PERIOD FOR THAT OR FOR, UH, THE SEARCH FIRM WITHIN WHICH THEY HAVE TO FIND A VIABLE CANDIDATE? OR WE HAVE THE RIGHT TO GO TO ANOTHER, UH, SEARCH FIRM? WE CAN, WE ALWAYS HAVE AN OPTION TO TERMINATE FOR COSTS IF WE SEE THAT THEY'RE NOT BEING EFFECTIVE OR, UM, YOU KNOW, THERE THERE'S SOME ISSUES OR PROBLEMS OR THE TYPE OF CANDIDATES ARE NOT APPROPRIATE, UH, WITH THE CALIBER OF THE FIRMS THAT WE ARE CONSIDERING.
BUT ABSOLUTELY WE NEED TO ENSURE THAT THAT IS INCLUDED IN OUR CONTRACT.
SO DO THOSE CONTRACTS TYPICALLY HAVE A, AN EXCLUSIVITY PERIOD SPECIFIED IN A NUMBER OF DAYS OR MONTHS? NOT ALL OF THEM, BUT WE WILL MAKE SURE THAT THERE IS A, SOME LIMITATIONS SO THAT THIS DOES NOT GO ON FOR A VERY LONG PERIOD OF TIME.
I THINK THAT IS AN IMPORTANT ELEMENT TO INCLUDE.
THANK YOU MAYOR PROAM ON THAT.
THANK YOU FOR YOUR LEADERSHIP DURING THESE CRITICAL TIMES.
UH, MY HOPE IS THAT WE STAY FOCUSED ON THE PROCESS AND PROCEDURES AND NOT ALLOW PERSONALITIES TO GET IN THE WAY.
A LOT OF WORK HAS BEEN DONE IN A QUICK TURNAROUND, AND I WANT TO THANK, UH, STAFF FOR THIS HIGH LEVEL, UH, WELL THOUGHT OUT, UH, UM, DOCUMENT IN FRONT OF US.
AND SO MY HOPE IS THAT WE'LL BE ABLE TO REALLY SOAK IT ALL IN AND FOLLOW UP WITH SOME, SOME QUESTIONS AT, AT A, UH, FOLLOWING MEETING.
UH, BUT I DO HAVE A COUPLE HERE.
AND SO MY UNDERSTANDING IS THAT THE, THESE ARE THE, THE, THE GUIDELINE, BUT YOU'LL ALLOW FOR COUNCIL MEMBER INPUT, UH, WHEN WE'RE LOOKING FOR QUALIFICATIONS SCOPE, UH, ALSO HAVE A, A SAY IN THE TYPE OF, UH, FEE STRUCTURE WILL BE, UH, LAID OUT.
IS THAT CORRECT? THAT IS CORRECT.
WHEN WE'RE LOOKING, UH, AT CANDIDATES, AND WE'RE LOOKING AT, AT THOSE SELECTIONS WHEN THIS FIRM POTENTIALLY WILL BE GIVING US A GUIDELINE OF, UM, WHO TO LOOK OUT FOR, UM, DO YOU, ARE WE LOOKING AT CANDIDATES THAT ARE LOOKING FOR TRANSITIONS? OR IS THIS FROM ALSO LOOKING AT, UH, CITY MANAGERS THAT ARE CURRENTLY WELL POSITIONED IN A CITY, UH, THAT AREN'T ACTIVELY LOOKING? YES.
UH, ONE OF THE BENEFITS OF HIRING A RETAIN FIRM IS THAT THEY HAVE AN EXTENSIVE NETWORK AND THEY TYPICALLY ARE ABLE TO, UM, SOURCE CANDIDATES FROM ALL DIFFERENT, UM, I WOULD SAY CIRCUMSTANCES.
AND PART OF WHAT THEY WILL DO IS
[00:30:01]
COME AND SPEAK WITH YOU ALL AND GATHER INPUT ON THE TYPE OF CANDIDATES THAT YOU ARE WILLING TO CONSIDER AND THAT YOU ARE LOOKING TO CONSIDER.SO THEY ARE GOING TO BE ASKING YOU ABOUT THE CHARACTERISTICS ABOUT THE LEVEL.
UH, ARE YOU CONSIDERING SOMEONE WHO IS UP AND COMING AND IS LOOKING FOR THAT NEXT ROLE? OR DO YOU WANT SOMEONE WITH A LOT OF EXPERIENCE? WHAT CHARACTERISTICS DO YOU NEED FROM TERMS OF CAREER LEVEL, BUT ALSO IN TERMS OF, UH, JUST SKILLS PERSONALITY, BECAUSE OVERALL WE'RE LOOKING FOR FIT.
UM, SO THERE WILL BE AN OPPORTUNITY FOR THAT INPUT TO BE GIVEN TO THEM.
AND ONCE THEY GATHER ALL THOSE SPECS, IF YOU WOULD, THEN THEY WILL GO OUT THERE IN THE MARKET AND START LOOKING FOR PEOPLE THAT FIT, THAT ASK.
WELL, WELL, I WANNA SAY THANK YOU FOR THIS.
UH, FOR ME, THIS IS A, AN OPPORTUNITY FOR US TO LOOK AT THE PROCESS TO ENSURE THAT WE ARE NOT DOING ANYTHING, UH, RATIONALLY WITHOUT, UH, BEING MINDFUL AND THOUGHTFUL.
AND SO, UH, UM, MAYOR PROTO, I JUST WANNA THANK YOU FOR, UH, PUTTING THIS TOGETHER AND I LOOK FORWARD TO OUR NEXT STEPS.
AND REALLY, I WANNA ECHO THAT YOU, YOUR LEADERSHIP IS TREMENDOUS IN THIS, AND I WANNA THANK YOU SO MUCH FOR IT.
I HAVE JUST A COUPLE QUESTIONS.
WILL, IS THERE IN HERE A, UH, EXPECTED TIMELINE THAT THE FIRM WILL HAVE TO PRESENT? I SEE THAT WE'LL HOPEFULLY HAVE THE FIRM ENGAGED BY THE END OF APRIL, BUT IS THAT PART OF THEIR CONTRACT? UM, THE PROCUREMENT PROCESS, UH, FOLLOWS THE TIMELINE, AND I WILL DEFER TO DANIELLE FOR THAT.
CHAIRMAN CHU, WE HAVE A TIMELINE AND SHE NO, NO, NO.
WHAT I'M ASKING IS NO, NO, NO.
WHAT I'M ASKING IS ON THIS SHEET, THE, THE EXPECTATIONS OF THE FIRM THAT WE HIRE WILL, IS A TIMELINE FOR THEM TO ACTUALLY IDENTIFY SOMEONE AND GET 'EM HIRED.
IS THAT IN THEIR EXPECTATION? YES.
AND THEN THE OTHER THING THAT I DIDN'T SEE IN THERE, AND AGAIN, IT'S NEW AS CHAIR MENDELSSOHN SAID, UM, WHERE IS THE ENGAGEMENT WITH OUR EMPLOYEES IN TERMS OF UNDERSTANDING THE KIND OF LEADER THAT THEY NEED? I DIDN'T SEE THAT IN THERE.
IT IS, UM, CONTAINED WITHIN THE STAKEHOLDER, UH, ENGAGEMENT.
SO WHEN WE'RE TALKING ABOUT STAKEHOLDER, WE'RE TALKING ABOUT EMPLOYEES, COMMUNITY, OF COURSE, THE COUNCIL, AND ANYONE THAT WILL INTERACT OR BE AFFECTED BY THE HIRING OF THIS POSITION.
AND SO THAT'S PART OF THE STRATEGY WE'RE SEEKING, UH, TO FIND.
I THINK IF WE, I HAVE THAT AS A LIST.
SO MAYBE THAT YOUR EXPECTATION OF WHO THOSE THAT YOU USE, TWO DIFFERENT, UH, YOU HAVE RELEVANT AND THEN YOU HAVE KEY ON STAKEHOLDERS.
I THINK I POSSIBLY BLOWING THAT UP A LITTLE BIT AND HAVING SOME MORE DETAIL WOULD BE VERY HELPFUL IN REASSURING TO THE PUBLIC AND TO OUR EMPLOYEES.
AND, AND THEN ALSO WHO WILL BE IDENTIFYING THE ADVISORY COMMITTEE? THE ADVISORY COMMITTEE.
UM, THERE, THERE'S, THERE'S A COUPLE OF APPROACHES I THINK THAT WE SHOULD REQUEST FEEDBACK FROM COUNCIL ON WHO SHOULD BE IN AS A PART OF THE ADVISORY COMMITTEE.
ALSO, UH, AS PART OF THE, UM, UM, CONTRACT, WE COULD HAVE A LOCAL ORGANIZATION ASSIST WITH, UH, LOCAL KNOWLEDGE AND RECOMMENDATIONS.
AND ALSO GATHERING, UH, NOT ONLY FEEDBACK, BUT RALLYING SUPPORT AND BRINGING IN STAKEHOLDERS TO THE TABLE.
THAT WILL BE THE PREFERRED APPROACH.
UM, ALSO WANTED TO, UM, REFER TO A DOCUMENT THAT I BELIEVE I WAS ALSO SHARED THAT HAS A VERY HIGH LEVEL TIMELINE OF WHAT A TYPICAL SEARCH LOOKS LIKE.
AND AGAIN, THE SPEED DEPENDS ON, UM, YOU KNOW, HOW FAST WE FIND THE CANDIDATES.
WE SELECT THEM, WE MOVE THEM THROUGH THE INTERVIEW, THE STAKEHOLDERS.
AND THEN, IF I MAY, THANK YOU.
AND THAT IS, I THINK THAT THE ONBOARDING PIECE REALLY MAYBE NEEDS ITS OWN SECTION 'CAUSE IT'S SO CRUCIAL TO THE SUCCESS.
AND RIGHT NOW IT'S KIND OF BAKED IN.
AND SO I DON'T KNOW IF THAT'S A SEPARATE FIRM OR A SEPARATE PROCESS, BUT THE ONBOARDING, UH, IS REALLY TO ME VERY, VERY IMPORTANT.
AND I JUST WANTED TO AMPLIFY THE THAT.
CHAIRMAN GRACIE, ANY QUESTION? THANK YOU.
ONE, OBVIOUSLY THIS IS, IS ONE THAT'S VERY, UH, CLOSE TO ME AND I DON'T UNDERSTAND COMPLETELY BEING A FRESHMAN, THE PROCESS FOR BEING ADDED TO THE ADVISORY COMMITTEE AND THOSE KIND OF THINGS.
SO PUBLICLY, I JUST WANNA SAY I WANNA OFFER MY SERVICES AND EXPERIENCE.
UM, AND THIS IS NOT TO TO BRAG OR ANY OF THOSE KIND OF THINGS, BUT I, I'M A STUDENT OF PUBLIC ADMINISTRATION.
[00:35:01]
I HAVE A MASTER'S IN ORGANIZATIONAL LEADERSHIP, UH, CERTIFICATION IN STATE AND LOCAL GOVERNMENT FROM HARVARD.I'VE GONE THROUGH THIS PROCESS ON BOTH SIDES.
I'VE BEEN A CANDIDATE AND GONE THROUGH THE SELECTION PROCESS TO BECOME A CITY MANAGER.
I'VE GONE THROUGH THE PROCESS TO BE SELECTED FOR AN ASSISTANT CITY MANAGER, AND I'VE WORKED FOR THE CITY OF DALLAS FOR 16 YEARS.
SO I REALLY WANT TO SAY THAT I'M VERY PASSIONATE ABOUT THESE NEXT STEPS AND I WANT TO BE INVOLVED.
AND I'M SAYING THAT PUBLICLY, MR. CHAIR, TO PLEASE INCLUDE ME.
WITH THAT SAID, THE NEXT ONE OF THE QUESTIONS I'M ASKING NOW IS, UM, CAN COUNCIL MEMBERS BE A PART OF THE ADVISORY COMMITTEE? TYPICALLY, WE DO NOT HAVE COUNCIL MEMBERS BE PART, BUT THEY CAN NOMINATE OKAY.
UM, STAFF TO BE, OR PEOPLE, ORGANIZATIONS, LEADERS TO BE PART OF IT.
TYPICALLY MEANS THAT IT CAN BE THAT.
I WILL HAVE TO DEFER TO OUR LEGAL TEAM FOR ANY, YOU KNOW, ISSUES THAT MAY BE, I, I WANT TO MAKE SURE THAT, YOU KNOW, I'M, I'M NOT, UM, SAYING YES AND THERE MAY BE SOME PROVISION, BUT, UM, THE, THE WAY WE TYPICALLY DO IT IS THERE'S PEOPLE NOMINATED TO THE ADVISORY COMMITTEES.
UM, AND THEN I WANT TO FOLLOW UP ON COUNCILWOMAN SCHULTZ QUESTION ABOUT THE, UH, UH, THE SELECTING THE, UH, STAKEHOLDERS AND THOSE KIND OF THINGS.
WILL THERE BE AN OPPORTUNITY TO RECEIVE FEEDBACK FROM COUNCIL MEMBERS IN TERMS OF THOSE STAKERS? I'M SURE THERE WILL BE, BUT I'M JUST WANT TO MAKE SURE AND JUST ASK THAT FROM ALL.
AND THEN, UH, AS FAR AS SELECTING THESE ORGANIZATIONS, UM, WILL THE HISTORY BE PROVIDED? AND, AND, AND WHAT I'M SAYING IN THAT IS WE'VE, I'VE HEARD CASES WHERE, YOU KNOW, YOU'VE GONE THROUGH THAT PROCESS.
CITY MANAGER WAS SELECTED ONLY TO FIND OUT LATER THAT, OH, WE FOUND OUT THAT THIS PERSON MAYBE WASN'T AS PASSIONATE ABOUT DIVERSITY, EQUITY, INCLUSION AS WE THOUGHT, AND AS THEY PROJECTED.
SO DO WE, WILL WE BE ABLE, AS WE GO THROUGH THESE SELECTION PROCESSES, KIND OF HAVE SOME, I DON'T EVEN KNOW HOW YOU WOULD DEFINE IT, YOU'RE THE HR PERSON, BUT THE SUCCESS AND FAILURES OF THESE SEARCHES IN TERMS OF, AND I DON'T EVEN KNOW HOW YOU WOULD DEFINE FAILURE, BUT SOME TYPE OF FEEDBACK ON THEIR SEARCH PROCESSES AND THE OUTCOMES.
UH, WE ARE GOING TO BE ASKING FOR REFERENCES AND ALL AS PART OF THE REFERENCE PROCESS, UH, FOR OTHER SEARCHES AND OUTCOMES.
AND WE ARE GOING TO ALSO LOOK FOR, UM, VETTING THE FIRMS, BUT ALSO VETTING THE CANDIDATES THAT ARE, UH, PRESENTED.
SO THERE IS A VERY THOROUGH, UH, PROCESS IN WHICH THERE'S THOSE HERE THAT TYPICALLY IS PRESENTED TO THE CITY WHERE YOU LOOK AT ACCOMPLISHMENTS, PAST EXPERIENCES, UM, EVEN, YOU KNOW, ANY MEDIA, UM, INQUIRIES OR ISSUES.
SO IT'S A VERY THOROUGH VETTING PROCESS.
SO, SO BOTH THE, SO THE CITY WILL GO THROUGH A VETTING PROCESS FOR THE ORGANIZATIONS, UH, FOR THE SEARCH FIRMS, BUT THEN I'M ASKING ALSO, WILL THE CITY ALSO PARTICIPATE IN A VETTING PROCESS FOR THE CANDIDATE IN ADDITION TO WHATEVER THE VETTING PROCESS IS THAT THE SEARCH FIRM GOES THROUGH? THE SEARCH FIRM DOES A MORE IN DEPTH FROM THE PERSPECTIVE, ESPECIALLY OF MEDIA.
UH, BUT THEN WE DO OUR STANDARD, UH, PROCESS FOR VETTING EMPLOYEES.
SO BACKGROUND CHECKS, YOU KNOW, WELL, THIS IS A, THIS IS A, AGAIN, A VERY CRITICAL TIME, UH, FOR THE CITY, UH, AND A TRANSITION, UH, FROM, YOU KNOW, ARGUABLY A PHENOMENAL, PHENOMENAL CITY MANAGER.
SO AS WE TRANSITION, I WANT TO MAKE SURE, I DON'T WANT THIS TO BE JUST THE STANDARD PROCESS THAT WE GO THROUGH.
SO I'M ENCOURAGING HR TO DO A STRONGER, MORE DETAILED VETTING PROCESS TOO, AND NOT JUST RELY ON THE SEARCH PROCESS.
I KNOW THAT'S THEIR JOB, BUT THIS IS A CRITICAL TIME.
SO I'M ENCOURAGING YOU TO DO THE SAME, UH, FOR THAT.
UM, AND THEN LAST QUESTION, I GUESS, AND THIS IS REALLY FOR THE CHAIR OR OR, OR YOURSELF.
AT WHAT POINT DO WE TALK ABOUT, UM, AND I THINK I HEARD, WE TALKED ABOUT, UM, COUNCILWOMAN MENDELSON MENTIONED THE, UH, JOB DESCRIPTIONS, BUT AT WHAT POINT DO WE BEGIN TALKING ABOUT AS A BODY, WHAT TYPE, I KNOW WE TALKED ABOUT THE STAKEHOLDER FEEDBACK AND THINGS, BUT AS A BODY, AT WHAT POINT DO WE BEGIN TALKING ABOUT THE TYPE OF CITY MANAGER THAT THIS ORGANIZATION NEEDS? NOW WE IN PROCESS, OR IS THAT WHAT WE'RE DOING RIGHT NOW? WE'RE IN A PROCESS TALKING ABOUT THAT NOW, BUT WE ALSO GONNA TALK ABOUT EVERY DAY, YOU KNOW, SO WE GONNA COME BACK TO THE COMMITTEE.
COUNCILMAN BLACKMAN, THANK YOU.
AND, UM, THANKS FOR THIS DOCUMENT.
AND SO, UM, IT DOES SAY DRAFT, WHICH MEANS IT'S NOT SET IN STONE, WHICH MEANS
[00:40:01]
THIS IS OUR PROCESS AS A COUNCIL.SO THESE ARE JUST YOUR RECOMMENDATIONS.
SO WE AS A GROUP CAN DECIDE HOW, IF WE WANT SOMEBODY FROM THE COUNCIL ON THE ADVISORY, WE CAN PUT SOMEBODY ON IT.
I MEAN, SO THIS IS NOW LEGALLY THAT'S A DIFFERENT DISCUSSION.
BUT I THINK WHAT, WHAT WE HAVE TO KEEP IN MIND HERE IS THAT THIS IS THE COUNCIL'S EMPLOYEE AND WE DICTATE HOW THIS GOES.
AND SO I THANK YOU FOR GIVING THIS.
AND SO IT LOOKS LIKE WE'RE GONNA BE TALKING ABOUT THE PROCUREMENT BECAUSE THEY'RE NOT MESHED, YOUR TIMELINE'S NOT MESHED WITH HOW TO GET SOMEBODY ONLINE.
SO IT LOOKS LIKE THERE'S A FOUR MONTH RUNWAY IN WHICH TO DO THAT, WHICH THIS BO THIS COMMITTEE IN CONJUNCTION WITH THE FULL COUNCIL, CAN WORK ON THAT PROCESS.
SO THAT WAY IT'S TRANSPARENT AND IT'S KNOWN OF WHAT, HOW WE'RE GONNA MOVE FORWARD.
IS, IS THAT A FAIR STATEMENT, MR. CHAIR? THAT IS CORRECT.
AND SO I DO THINK THE SALARY BENEFITS, JOB DESCRIPTION PROBABLY BE ALL INCORPORATED INTO THAT.
BUT I DO THINK THIS IS OUR PROCESS.
AND SO, UM, WE CAN PICK AND CHOOSE WHICH, UH, BECAUSE, YOU KNOW, WE HAVE RIGHT HERE, YOU KNOW, KEY STRATEGIC PRIORITIES.
WELL, WHICH ONES ARE WE GONNA USE? 'CAUSE I DON'T THINK WE'VE UPDATED THOSE IN A WHILE.
AND SO MAYBE THAT'S THE TIMEFRAME THAT WE CAN START WORKING THROUGH THAT HERE.
SO THAT WAY WE DO HAVE A, UH, A GOOD PLATFORM IN WHICH TO HAVE THIS DISCUSSION WITH CANDIDATES.
AND SO, UH, I LOOK FORWARD TO THIS PROCESS.
I'VE BEEN NOT IN THE ROOM, BUT I'VE BEEN TANGENTIALLY, UH, ON THE OUTSIDE WATCHING IT HAPPEN AND CLOSE TO IT.
AND SO, UH, THIS IS ONE THING THAT WE DO TAKE SERIOUSLY BECAUSE IT IS THE CEO OF OUR CITY.
AND, UM, AND SO I THINK, UM, ALL OF MY COLLEAGUES TAKE THIS SERIOUS.
SO I APPRECIATE THAT BECAUSE IT IS ONE OF THE THINGS THAT WE ARE CHARGED TO DO IS HIRE THE CITY MANAGER.
SO I THANK YOU FOR THIS DOCUMENT, AND I ASSUME THAT WE'RE GONNA BE ABLE TO WORK AND TIGHTEN IT AND, AND GET IT TO FIT WHAT WE NEED FOR ACCOUNT FOR OUR COUNCIL.
CHAIRMAN BLACKMAN, UH, CHAIRMAN WEST.
THANK YOU, UH, MAYOR PROTO, AND I APPRECIATE YOUR LEADERSHIP AS WELL IN, IN THIS, UM, STAFF DID A GREAT JOB PULLING THIS TOGETHER SO QUICKLY.
HAS THIS BEEN HR AND PROCUREMENT THAT'S HANDLED THIS IN THE PAST OR DIFFERENT DEPARTMENT IN PRIOR YEARS? IT'S MY UNDERSTANDING, UM, NEITHER DANIELLE NOR I WERE IN OUR POSITIONS WHEN THIS WAS DONE, UM, SIX YEARS AGO, SEVEN YEARS AGO.
UH, SO THIS IS ALSO NEW FOR US, UH, AT THE CITY.
HOWEVER, WE BOTH HAVE SIGNIFICANT EXPERIENCE.
I, I HAD A LOT OF EXPERIENCE WITH HIRING, UH, C LEVEL STAFF IN MY PREVIOUS POSITIONS, AND THAT'S THE APPROACH THAT I'M BRINGING.
BUT THE PLAYBOOK HAS RESIDED IN YOUR DEPARTMENTS, RIGHT? THAT YES, MAYOR PRO TEM AND COUNCILMAN BLACKMAN HAVE BEEN THROUGH BEFORE.
UM, I AGREE WITH WHAT'S BEEN SAID BY SOME OF MY COLLEAGUES.
NO NEED TO RECREATE THE WHEEL HERE.
UM, YOU KNOW, TO USE OUR BEST PRACTICES AND TAKE THEM FORWARD.
UM, THE, AND, AND I ALSO AGREE WITH WHAT COUNCILWOMAN BLACKMAN JUST SAID.
I DON'T PERSONALLY THINK WE SHOULD BE GETTING INTO THE WEEDS ON EVERY LINE ITEM HERE.
I DO FEEL LIKE STAFF HAS GOT THAT.
I THINK WE NEED TO FOCUS ON THE HIGH LEVEL, WHAT KIND OF CITY MANAGER WE WANT, WHAT ARE OUR MAJOR STRATEGIC PRIORITIES, AND HOW ARE WE GONNA HIRE 'EM AND JUST GIVE YOU GUYS INSTRUCTIONS ON THAT.
UM, AND THEN I THINK COUNCILWOMAN BLACKMAN JUST MENTIONED IT, BUT ONE THING I DIDN'T SEE IN HERE WAS WE WANT TO MAKE SURE WE PUT THE RIGHT PACKAGE OUT THERE OF SALARY AND BENEFITS TO ATTRACT THE RIGHT CANDIDATE.
I KNOW WHEN I'M HIRING MY MANAGERS, WE CAN'T EVEN GET INTO A DISCUSSION ABOUT WHAT THEY'RE GONNA BE DOING FOR US UNTIL THEY UNDERSTAND WHAT THEY'RE GONNA BE PAID.
SO I, I, THE SEARCH FIRM THAT WE PUT THE RFP OUT FOR HAS GOTTA HAVE EXPERIENCE WITH CITY MANAGERS.
I WOULDN'T WANT SOMEONE WHO DOESN'T SPECIALIZE IN THAT, AND THEY NEED TO UNDERSTAND WHAT THE COMPETITIVE MARKET IS FOR THE BEST TALENT OUT THERE.
SO, I MEAN, AND I, I THINK YOU KNOW THAT, THAT'S PROBABLY UNDERSTOOD IN HERE.
I JUST WANNA MAKE SURE I SAY THAT.
UH, COUNCIL MEMBER WEST, I I ALSO WANTED TO SAY THAT, UH, WE ARE, UH, ENGAGING A, UH, CONSULTING FIRM TO HELP US, UH, LOOK FOR PRELIMINARY DATA ON COMPENSATION PACKAGES FOR CITY MANAGERS NATIONWIDE.
SO WE WILL BE PRESENTING THAT DATA TO YOU ALL AS WELL AS PART OF THE PROCESS IN ADDITION TO, UH, THE FEEDBACK AND INPUT WE RECEIVE FROM THE CONSULTING FIRM.
THAT'S COMING TO THIS COMMITTEE SOON, I GUESS.
YES, I THINK WE, WE, WE CAN SAY THAT, YOU KNOW, IN A COUPLE OF WEEKS WE'LL BE ABLE TO PROVIDE THAT INFORMATION.
[00:45:01]
QUESTIONS.I, THE MAIN COMMENT I WANTED TO MAKE, AND I I WANNA MAKE SURE I'M MAKE IT AT THE BEGINNING, IS I WANNA ENSURE THAT, YOU KNOW, WHATEVER SEARCH FIRM WE GO WITH UNDERSTANDS THE IMPORTANCE OF EQUITY TO THE LEADERSHIP IN THE CITY.
UM, AND, AND THE IMPORTANCE OF PAYING ATTENTION TO COMMUNITIES THAT, THAT HAVE BEEN LONG NEGLECTED.
SO I JUST WANNA MAKE SURE I PUT THAT OUT THERE.
BUT OVERALL, I MEAN, A LOT OF THE COMMENTS AND QUESTIONS THAT I'VE ALREADY BEEN STATED AND ASKED, UM, WERE ON MY MIND AS WELL.
UM, SO OVERALL I DO WANNA EXPRESS OPTIMISM MOVING FORWARD, UH, WITH THIS PROCESS AND IN OUR CITY, UH, OVERALL.
UM, AND I, AND I'M CONFIDENT IN, IN THE COUNCIL'S ABILITY TO NAVIGATE THIS TRANSIT TRANSITION SMOOTHLY.
AND, UM, THANK YOU FOR YOUR LEADERSHIP TO CALL US HERE TODAY.
UM, I THINK IT SHOWS HOW IMPORTANT IT IS THAT COMMITTEE THAT ONLY HAS FIVE MEMBERS ON YOU HAVE ALMOST OUR ENTIRE BODY, UM, TO BE HERE, WHICH IS, IS, UH, DEFINITELY IMPORTANT, SAYS A LOT.
UM, I, I THINK ONE THING THAT I JUST WANNA CHIME IN ON, UM, 'CAUSE IT'S, IT LOOKS LIKE Y'ALL ARE LOOKING FOR SOME SORT OF DIRECTION, UH, IN WHAT YOU'VE GIVEN US IS THE RETAINED, UM, UH, SEARCH MODEL IS WHAT I WOULD GO FOR, UM, OF THE TWO OPTIONS THAT YOU'VE PUT FORWARD, I AGREE WITH A LOT OF THE STATEMENTS THAT HAVE, UH, BEEN MADE ALREADY ON, UM, THE PRIORITIES.
I WILL EMPHASIZE, UH, WHAT MR. RESENDEZ JUST SAID ON THE EQUITY COMPONENT.
I THINK THAT, UM, THERE'S A NEW BENCHMARK THAT HAS BEEN SET, UH, THAT I THINK, UM, UH, ONCE I REALLY GET TO DIG INTO WHAT YOU HAVE GIVEN US IN THIS DRAFT DOCUMENT ON HOW TO MAKE SURE THAT THAT'S CLEARLY ARTICULATED IN, UM, A PRIORITY AND, AND WHAT WE'RE LOOKING FOR GOING FORWARD.
I THINK THAT BECAUSE OF A LOT OF THE, UM, PRIORITIZATION THAT WE'VE HAD THROUGH TC, UM, WITH EQUITY, UM, AS A WHOLE HAS NOT ONLY BEEN A MODEL, UM, IN CITIES ACROSS THE COUNTRY, IT'S, IT'S, UH, IT'S, ITS CRUCIAL THAT IF WE DON'T EMPHASIZE THAT THROUGH THIS PROCESS, UH, IT'S ALMOST INEVITABLE TO GO BACKWARDS, UM, AS A CITY.
AND, UH, SO I, I CAN'T EMPHASIZE THAT PIECE ENOUGH.
UM, BUT OVERALL, I THINK THAT YOU'VE, UM, GIVEN US A, A, A GOOD GUIDING, UM, UH, LIGHT.
AND I, UH, I LOOK FORWARD TO THIS PROCESS AS WELL.
I THINK THAT, UM, ANYTIME, UH, ANY ORGANIZATION HAS, UH, THE ABILITY TO RESET, UM, THAT WE HAVE TO LOOK AT THE POSITIVE IN THAT, AND WE HAVE TO SEE THAT, UH, THERE'S GOING TO BE, UM, UH, UH, BRIGHTER DAYS AHEAD.
AND THAT'S WHAT, UM, THE BEGINNING OF THIS PROCESS REALLY SPELLS OUT TO ME.
AND I, AND I THINK THAT IT'S INSPIRING TO SEE THAT THE BODY'S TAKING, UM, THIS TO BE SO, UH, CRITICAL OF A PROCESS TO, TO MAKE TIME TO BE HERE.
SO WE'VE GOT A LOT OF WORK AHEAD OF US, BUT THANK YOU'ALL FOR GETTING US STARTED WITH THIS DOCUMENT.
AND AGAIN, CHAIR, THANK YOU FOR, UH, CALLING US TOGETHER TODAY.
I, I WAS TRYING TO PAUSE FOR JUST A MOMENT, BUT, UH, JUST CLEARLY THANKING, YOU KNOW, THAT'S THE MORNING, IT'S MONDAY MORNING.
SO IT'S, IT'S GOOD FOR US TO HAVE THIS GOOD SPIRIT OF THANKING EVERYONE FOR YOUR HARD WORK.
AND, AND AS COUNCIL MEMBER, UH, DU STATED, THIS IS A VERY IMPORTANT STEP THAT WE, UH, IN CONVERSATION, THAT WE NEED TO HAVE AN ACTION THAT NEEDS TO BE TAKEN.
AND SO IT'S VERY CRITICAL THAT, UH, AND IS NOTEWORTHY OF COURSE, THAT ALL OF THE REPRESENTATIVES ARE HERE PRETTY MUCH THIS MORNING BECAUSE THIS, THIS IS A, AN A TOPIC THAT SPEAKS TO, UH, THE CHARTER AND MANAGEMENT OF OUR CITY.
AND I THINK IT'S A VERY, ALMOST UNFORTUNATELY, BUT, YOU KNOW, IT IS TIMELY IN THE SENSE THAT WE ARE NOW HAVING THE CONVERSATION AROUND, UH, THE CHARTER.
AND IT HELPS FOLKS TO ALSO BEGIN TO UNDERSTAND THE ROLE OF THE CITY MANAGER.
OFTENTIMES, I HAVE A, UH, HAVE TO KEEP REITERATING THAT A CITY MANAGER MANAGES DAY TO DAY.
IT IS NOT THE MAYOR, IT IS THE CITY MANAGER.
SO THIS IS A VERY IMPORTANT, UH, POSITION.
ALSO WANT TO SUPPORT THE COMMENTS THAT HAVE BEEN MADE AROUND EQUITY.
AND WE MUST HAVE SOMEONE WHO HAS, IN MY OPINION, WHO HAS, WHO IS SEASONED, UH, THEY'RE BAPTIZED AND UNDERSTAND THE IMPORTANCE OF EQUITY AND ESPECIALLY AS IT RELATES TO A CITY OF THIS SIZE.
AND SO, AND THE DIVERSITY THAT WE DO HAVE AND, AND THE HISTORY THAT WE HAVE, UH, HAD MORE OF WHEN THIS MR. NIKS CAME.
AND SO WE DIDN'T HAVE THE EMPHASIS AROUND THAT PRINCIPLE AND PHILOSOPHY OF EQUITY.
AND SO WE DON'T WANT TO GO BACK.
AND SO WE MUST HAVE SOMEONE WHO, AS I STATED, IS BAPTIZED SEASON.
WE'RE NOT HAVING, YOU KNOW, WE'RE NOT ONE, WE DON'T WANT SOMEONE WHO'S JUST DOWNLOADED THEIR CER CITY MANAGER CERTIFICATION OFFLINE AND THEY'RE APPLYING.
AND SO IT'S GONNA BE VERY IMPORTANT WITH THE BENCHMARKS THAT, THAT WE HAVE ACCOMPLISHED TO THIS POINT THAT WE EXCEED,
[00:50:01]
UH, THAT.AND SO WITH THAT COUNCIL MEMBERS, I JUST WANTED TO MAKE SURE I PUT THAT ON THE RECORD.
AND AS MR. ZIN GRACIE STATED, UH, THIS IS MY, WITH THE EXPERIENCE, YOU NOT TO GO AHEAD AND THROW THAT IN HERE, UH, UH, THAT THIS IS MY SECOND CITY MANAGER'S SEARCH.
AND SO I AM, UH, CONSCIOUS AND COGNIZANT OF WHAT WE MUST DO AS A COUNCIL AND WHAT CHALLENGES WE FACE AS WE GO THROUGH THIS PROCESS.
AND SO IT'S NOT SOMETHING AS EASY AS OPENING UP A BAG OF CHIPS.
IT TAKES COMMITMENT AND, AND TIMELINES ARE, ARE SOMETIMES NOT WHAT WE THINK.
SO ONCE AGAIN, THANK YOU FOR YOUR SERVICE THIS MORNING.
OF COURSE, WE THANK YOU FOR YOUR LEADERSHIP ON THIS COMMITTEE, BUT ONCE AGAIN, IT'S VERY IMPORTANT THAT WE UNDERSTAND THE IMPORTANCE OF HAVING SOMEONE WHO UNDERSTANDS WHERE WE ARE AND UNDERSTAND THE CHALLENGE OF TRYING TO GET US, EXCUSE ME, TO GO FORWARD AND NOT MOONWALK ON ANY EQUITY, UH, INVESTMENTS THAT WE'VE MADE IN THIS CITY.
THANK YOU SO VERY MUCH COUNCILWOMAN WILLIS.
AND THANK YOU MAYOR PRO TEM FOR BEING SO WELCOMING, UM, TO ALL OF COUNCIL TO JOIN THIS MORNING ON THIS, UM, INITIAL DISCUSSION AROUND A DECISION THAT IS OF THE UTMOST IMPORTANCE TO THE FUTURE OF OUR CITY.
I APPRECIATE THAT, AND I KNOW THAT INTERIM, UH, LEADERSHIP IS ON THE AGENDA FOR TODAY, LATER TODAY AND TOMORROW.
UH, I BELIEVE WE NEED TO FOCUS OUR ENERGY ON THE NEW LEADERSHIP THAT WILL COME TO THE CITY IN THE CITY MANAGER ROLE.
UH, I CAN FILL IN WITH A LITTLE BIT OF BACKGROUND ON THE LAST EXECUTIVE COUNSEL APPOINTED SEARCH, UH, THAT WE HAD DISCUSSION AROUND.
IT WAS FOR CITY ATTORNEY IN JUNE, 2023, COUNCIL MEMBERS, UH, RESENDEZ AND MCGEE.
AND I INTERVIEWED THE FOUR FIRMS THAT WE HAVE CONTRACTED, AND I KNOW WE WERE PREPARED TO RECOMMEND THREE OF THOSE.
SHOULD WE EMBARK ON A CITY ATTORNEY SEARCH? OF COURSE, THIS COMMITTEE CONVENED AND, AND, UH, GUIDED US IN A DECISION IN SEPTEMBER.
BUT, UM, THAT SAID, AFTER HAVING HAD THE FIRSTHAND DISCUSSIONS, I WOULD BE IN FAVOR OF, AND I BELIEVE, UH, COUNCIL MEMBER RESENDEZ IS AS WELL THAT A SPECIALIZED FIRM WOULD BE IN ORDER IN THIS INSTANCE.
SO THAT IS SOMETHING BACKGROUND WISE I CAN OFFER TO THIS COMMITTEE.
UM, AND THEN WHILE THIS WHOLE PROCESS HAS TO BE THOUGHTFUL, THIS IS OUR CEO, UH, THAT WE'RE LOOKING FOR, I, I WONDER IF SOME PARTS MIGHT BE ABLE TO MOVE EXPEDIENTLY.
AND THAT IS TO SAY WE TALK ABOUT OUR SHAREHOLDER INPUT, OBVIOUSLY OUR PUBLIC, WE NEED TO HEAR FROM THEM.
I'M WONDERING IF THIS COMMITTEE WOULD CONSIDER HOW, WHILE THE SEARCH OF A FIRM IS GOING ON, WE KNOW HOW TO DO PUBLIC ENGAGEMENT AND GET PUBLIC INPUT.
SO SOME OF THAT COULD, COULD START, UM, AS WELL AS WITH INDUSTRY GROUPS.
CERTAINLY THE COUNCIL PLAYS A PIVOTAL ROLE IN THIS.
WE ARE THE BOARD OF DIRECTORS THAT THIS CEO WILL BE TAKING DIRECTION FROM.
AND, UM, ALSO THE, THE GAS IN THE TANK, THE FUEL IN THE ENGINE, OUR STAFF, UH, YOU KNOW, THEY HAVE FIRSTHAND KNOWLEDGE AS WELL OF WHAT IT TAKES TO BE SUCCESSFUL IN THIS ROLE.
AND I VERY MUCH WOULD WANT TO HAVE STAFF TO HAVE A SEAT AT THE TABLE AND GIVE SOME INSIGHT THAT, UH, LET'S FACE IT, WE JUST MAY NOT HAVE.
AND SO TO UH, CHAIR GRACIE'S POINT, WE ALL BRING DIFFERENT EXPERIENCE.
I KNOW I'VE HAD A LOT OF CORPORATE HIRING AND FIRING.
I'VE SAT IN A CCE CEO ROLE IN A, IN A SMALLER SCALE.
BUT, UH, IT'S STILL IMPORTANT TO BE ABLE TO UNDERSTAND THE DYNAMIC OF HOW A CEO WORKS WITH A BOARD CHAIR AND WITH A BOARD OF DIRECTORS.
AND SO I WELCOME THIS, UH, LAUNCH FOR A SEARCH FIRM.
UM, THE PROCUREMENT PROCESS TO BEGIN, AND THEN LOOKING AT THE TIMELINE, IT LOOKS LIKE ONCE WE GET GOING, IT'S ABOUT THREE MONTHS.
THESE THINGS TYPICALLY GO LONGER THAN YOU SEE ON PAPER, BUT I WOULD CERTAINLY HOPE THAT WE WOULD HAVE SOMEONE SEATED IN A NOVEMBER TIMEFRAME.
THANK YOU, MR. MR. CHAIR, MAYOR, PRO TEM.
AND, UM, I'M GONNA REITERATE WHATEVER IT IS ELSE SAID IS, THANK YOU FOR YOUR LEADERSHIP ON THIS, UM, AND, AND FOR BEING INCLUSIVE OF ALL OF US AND NOT KEEPING THIS COMMITTEE JUST TO THE FIVE THAT ARE, UM, APPOINTED TO IT.
I THINK, I THINK THIS IS REALLY IMPORTANT, UM, THAT YOU DID THAT, AND I APPRECIATE IT.
UM, I, I NOT GONNA BELABOR ALL THE OTHER THINGS THAT EVERYBODY ELSE HAS SAID.
I AGREE WITH EVERYTHING ALMOST EVERYBODY HAS SAID.
UM, DEFINITELY I THINK YOU'RE LOOKING FOR SOME DIRECTION SPECIALIZED, UM, SEARCH FIRM MODEL, I THINK IS THE ONE THAT MAKES THE MOST SENSE, BUT ALSO WITH A FIRM THAT IS VERY SPECIALIZED IN THIS ROLE, IF POSSIBLE, UM, TO FIND, YOU KNOW, SO THAT WE CAN FIND THE NEXT CITY MANAGER FOR THE CITY OF DALLAS.
UM, ALSO, I REALLY LIKED WHAT, UM, UM, COUNCIL MEMBER WILLIS SAID ABOUT STARTING THE STAKEHOLDER ENGAGEMENT A LITTLE EARLIER, IF WE CAN.
UM, AND WE CAN BE A PART OF THAT IN ORDER
[00:55:01]
TO GET MORE INPUT, UM, SO THAT WE ALSO KNOW, UM, THE RIGHT FIT TO HIRE BECAUSE THE CITY MANAGER DOESN'T JUST, UM, WORK WITH US, THEY ALSO WORK WITH THE GENERAL PUBLIC.AND SO IT'S REALLY IMPORTANT THAT WE HAVE THAT, UM, SYNERGY, UM, JUST LIKE TC HAD WITH THE GENERAL PUBLIC AND WORKING WITH THEM, TALKING TO THEM, ENGAGEMENT WITH, WITH THE PEOPLE THAT HE PUT IN PLACE AS WELL.
UM, I HAVE FULL FAITH IN NINA AS WELL AS, YOU KNOW, PROCUREMENT TO, TO GET THIS RIGHT.
I KNOW YOU HAVE TONS OF EXPERIENCE IN THIS ROLE, UM, NOT JUST HERE AT THE CITY, BUT IN ON THE GLOBAL LEVEL AS WELL.
SO I KNOW THAT YOU KNOW WHAT YOU'RE DOING AND I APPRECIATE THIS DRAFT THAT YOU SENT US SO WE CAN TAKE A LOOK AT IT, GIVE OUR INPUT, GIVE YOU SOME MORE FEEDBACK AS THE PROCUREMENT PROCESS STARTS SO THAT YOU GET A GOOD PROCUREMENT AND YOU ALL CAN GET THE RIGHT FIRM.
UM, DEFINITELY WANT TO PAY ATTENTION TO EQUITY.
I THINK THAT'S SOMETHING THAT, UM, THIS COUNCIL HAS MADE IT A POINT TO WORK ON, BUT ALSO SINCE I GOT HERE SEVEN YEARS AGO, ALMOST SEVEN YEARS AGO, THAT, UM, IT WAS SOMETHING THAT WE TALKED ABOUT, WE PLAYED WITH, BUT WE DIDN'T REALLY MAKE IT HAPPEN.
SO THIS IS THE FIRST TIME IN, IN OUR HISTORY THAT WE REALLY HAVE THESE DIFFERENT TYPES OF PLANS.
AND I ALSO THINK ALL THE PLANS THAT WE HAVE PASSED OVER THE LAST SEVEN YEARS, UM, UNDER T C'S LEADERSHIP, UM, IS IMPORTANT THAT THAT IS ALSO FOLDED INTO, UM, THE SEARCH, UM, IN ORDER TO MAKE SURE THAT WE HAVE SOMEBODY WHO UNDERSTANDS, LIKE SOME STUFF HAS ALREADY STARTED MOVING, UM, AND WE NEED TO CONTINUE MOVING THOSE PLANS AND THOSE POLICIES FORWARD.
UM, ALSO WHEN IT COMES TO EQUITY, I THINK SOMEBODY ELSE SAID IT, AND I I'M GOING TO PROBABLY PUSH IT A LITTLE BIT HARDER THAN, UM, WITH THE EQUITY IS WE DON'T NEED SOMEBODY WHO JUST GOT A CERTIFICATION, WHO GOT, YOU KNOW, READ A BOOK.
THEY REALLY NEED TO, THEY REALLY NEED TO LIVE IT, BREATHE IT, UNDERSTAND IT IN ORDER TO DO IT CORRECTLY.
UM, BECAUSE IF NOT, IT WILL ROLL BACK.
AND THAT'S NOT SOMETHING THAT I THINK THAT FOLKS NOW IN OUR CITY WANT TO SEE HAPPEN.
AND I DON'T THINK FOLKS ON THIS COUNCIL WANT TO SEE HAPPEN EITHER, AT LEAST, UM, FROM, FROM MY PERSPECTIVE.
UM, AND THE SAME THING I'VE HEARD OTHER PEOPLE TALK ABOUT HIRING.
UM, I WAS A HIRING MANAGER FOR MANY, MANY, MANY YEARS IN A PREVIOUS LIFE.
AND, UM, UM, I, WE'VE ALL HERE HIRED AT SOME POINT OR ANOTHER, UM, WHETHER IT'S EXECUTIVES HERE IN OUR CITY OR IN YOUR, IF YOU WORK FOR A DIFF I MEAN, IF YOU WERE ELECTED INTO A DIFFERENT OFFICE.
SO I'VE DONE SUPERINTENDENTS, I'VE DONE CITY SECRETARIES, UM, AUDITORS, TWO CITY ATTORNEYS NOW.
UM, THIS WILL BE MY FIRST CITY MANAGER.
UM, BUT IT'S AN IMPORTANT ROLE AND I AM, YOU CAN SEE EVERYBODY SHOWED UP THIS MORNING HOW SERIOUS THIS IS.
SO I I, I APPRECIATE EVERYBODY THAT SHOWED UP HERE, ALL 14 OF US.
UM, BECAUSE THIS IS THE MOST IMPORTANT POSITION, UM, IN OUR CITY AS FAR AS RUNNING THE EVERYDAY OPERATIONS.
AND I HAVE FULL FAITH THAT WE WILL COME TOGETHER, WE'LL FIGURE IT OUT, AND WE ARE GOING TO, YOU KNOW, FIND SOMEBODY WHO WILL BE DYNAMIC AND BE ABLE TO, UM, TAKE WHAT WE HAVE PUT TOGETHER IN ORDER TO PULL OUR, PUSH OUR CITY FORWARD AND UM, BE SOMEBODY THAT CAN WORK WITH ALL OF US.
BECAUSE I BELIEVE, UM, I BELIEVE ONLY ONE OF US AT THIS HORSESHOE ACTUALLY HIRED TC AND NONE OF THE REST OF US DID.
AND, UM, IT, IT IS TIME FOR THAT RESET IN ORDER FOR ALL OF OUR COLLEAGUES HERE TO BE ABLE TO HAVE THAT NEXT PERSON.
AND AGAIN, THANK YOU MAYOR PRO TEM FOR ALL OF YOUR LEADERSHIP AND FOR PULLING US TOGETHER IN ORDER FOR US TO GET THIS, UH, THESE STEPS GOING AND GET THEM CORRECT.
UH, WE GOT ANOTHER ITEM, SO I'LL GO ROUND TWO.
SO LET'S BE VERY BRIEF SO WE GET ROUND TWO FOR THE NEXT ITEM.
I, UH, I HAVE A TIMELINE QUESTION, SO I JUST CAN, I, WHAT I'D LIKE TO DO IS TO SET A REALISTIC EXPECTATION FOR THE TIMELINE OF THIS.
I JUST HEARD NOVEMBER, AND THAT SEEMS EXTRAORDINARILY QUICK.
CAN WE GET TO THAT OR WE, WE DO HAVE A TIMELINE, SO IN THE NEXT ITEM WE CAN GO STRAIGHT TO THAT.
THANK YOU SO MUCH, CHAIRMAN MENISON.
SO I HEARD A COUPLE THINGS I WOULD JUST LIKE TO, UM, POINT OUT.
UM, FIRST OFF, THE ADMINISTRATIVE AD HOC PREVIOUSLY HAS INTERVIEWED CANDIDATES, THE GPFM COMMITTEE INTERVIEWED VENDORS AND SCORED THOSE RFPS.
THERE'S A PROCESS THAT'S BEEN, UM, DEVELOPED WHERE THERE'S CERTAIN, UM, THERE'S CERTAIN ACTIVITIES THAT ACTUALLY ARE DELEGATED BACK TO THE COMMITTEES.
UM, I I WOULD LIKE TO JUST COMMENT ON A WORD THAT WAS USED, AND IT'S THE WORD BAPTIZED.
AND I JUST WANNA POINT OUT THAT I'M HOPING IT WAS USED IN AN ARTFUL WAY AND NOT IN A RELIGIOUS WAY.
AND THAT, UM, WE WOULD NOT BE ACTUALLY LOOKING FOR
[01:00:01]
ANYBODY WHO SPECIFICALLY HAS BEEN BAPTIZED.'CAUSE OF COURSE THAT WOULD BE ILLEGAL.
UM, THE, THE SCOPE THAT YOU HAVE IN HERE OF WHAT THE INDIVIDUAL'S RESPONSIBLE FOR ON PAGE ONE, IS THIS PART OF WHAT'S BEST PRACTICE? IS THIS LIKE FROM SHRM OR IS THIS DALLAS SPECIFIC? IT IS A PLACEHOLDER.
IT IS BASICALLY INFORMATION THAT TYPICALLY YOU FIND IN THIS TYPE OF SEARCHES.
UM, BUT IT IS, IS ACTUALLY JUST A STARTING POINT.
UM, SO I'M, I'M HOPEFUL, UM, CHAIR THAT THIS WOULD ACTUALLY BE SOMETHING WE WOULD WORK ON A LITTLE BIT MORE.
UM, INSTEAD OF TAKING SORT OF A BOILERPLATE FROM SOCIETY OF HUMAN RESOURCE MANAGEMENT AND SPECIFICALLY WHAT, AGAIN, JUST IN A FEW MINUTES SEEMS TO BE MISSING TO ME IS, UM, MANAGING AN EFFECTIVE AND EFFICIENT ORGANIZATION DOESN'T SEEM TO BE EXPLICITLY SAID AS WELL AS MODERNIZATION, WHICH I THINK IS NECESSARY BOTH FOR PROCESSES AND, UM, ACTUAL DIGITAL, UM, INFRASTRUCTURE HERE.
SO THERE'S THINGS IN HERE THAT I HOPE THAT WE WILL CONTINUE TO REFINE.
SO I JUST WANTED TO MAKE SURE THAT WE SAID THAT.
I WANNA MAKE SURE WHEN WE TALK ABOUT STAKEHOLDER ENGAGEMENT, UM, I'VE NOTICED I WAS PART OF THE POLICE CHIEF PANEL, UM, FOR CHIEF HALL.
UM, BUT THERE'S NOT BEEN A LOT OF ENGAGEMENT WITH FAR NORTH DALLAS.
AND THERE'S A LOT OF, UM, CONSTITUENCY GROUPS THAT HAVE BEEN VERY ACTIVE, WHETHER YOU TALK ABOUT A FOUR OH CLIFF OR YOU TALK ABOUT, UM, DEMOGRAPHIC GROUPS.
AND FAR NORTH DALLAS DOESN'T REALLY HAVE THAT.
THERE'S ONE SORT OF, UH, NEIGHBORHOOD LEADER GROUP AND, UM, WE NEED TO MAKE SURE THAT THEY'RE INCLUDED BECAUSE, UM, I THINK YOU'RE SEEING A REAWAKENING FROM THE FAR NORTH DALLAS AREA IN THE ACTIVITIES THAT ARE HAPPENING HERE.
UM, AND THEN I'LL GO BACK TO SOME OF THE COMMENTS ABOUT MY, THAT WERE MADE BY COLLEAGUES ABOUT THE ADVISORY COMMITTEE, ABOUT THE SCORING RUBRIC DEVELOPMENT EVALUATION COMMITTEE.
I DO THINK THAT WE NEED TO CONSIDER HOW COUNCIL, UM, ALL OF COUNCIL CAN BE INVOLVED IN THAT PROCESS.
AND I, I WOULD ACTUALLY SAY BEYOND THE COMMITTEE BECAUSE IT IS IMPORTANT AND I THINK WE ALL SHOULD HAVE A STAKE.
AND SO LASTLY, I'M JUST GONNA SAY THIS IS THE MOST IMPORTANT JOB, NOT JUST AT CITY HALL, BUT IN OUR CITY.
AND WE HAVE TO STAY WITH A THOUGHTFUL, PROFESSIONAL APPROACH.
WE NEED TO, UM, WE NEED TO FOLLOW ACTUAL PROCESS AND PROCEDURE AND NOT RUSH TO, UM, TO JUST GET IT FILLED.
AND SO, UM, I'M NOT GONNA SAY TIMELINE, BUT I THINK IT'S, IT'S QUITE CLEAR THIS IS GONNA TAKE AT LEAST A YEAR.
AND IF WE LOOK AT OUR OTHER CITIES THAT HAVE JOB OPENINGS, I THINK WE'LL SEE THAT THAT'S PROBABLY A MORE LIKELY SCENARIO.
AND THANK YOU FOR SKETCHING OUT THIS, UH, PRELIMINARY DRAFT FOR THE SCOPE OF WORK FOR THE EXECUTIVE SEARCH.
I WOULD LIKE TO FOCUS FOR THE MOMENT ON A PRAGMATIC ISSUE, WHICH IS NEXT STEPS IN THIS ENTIRE PROCESS.
IT'S OBVIOUSLY A MULTI-STEP PROCESS, BUT THE FIRST STEP IS CLEARLY TO ISSUE AN RFP FOR THE SEARCH FIRM.
AND SO I'D LIKE TO HEAR FROM YOU SPECIFICALLY WHAT WE NEED TO DO TO ISSUE THAT RFP.
ARE YOU LOOKING FOR DIRECTION FROM THIS COMMITTEE? AND IF SO, WHAT IS THAT DIRECTION AND WHAT WOULD THE TIMEFRAME B FOR, UM, ANY INPUT THAT YOU NEED FROM US IN ORDER TO EXPEDITIOUSLY ISSUE THE RFP? THAT'S IN THE NEXT ITEM.
YES, I, IF I MAY, UM, REGARDING THE SCOPE, ANY FEEDBACK, UH, YOU MAY HAVE FOR ME, UM, IN, IN TERMS OF TIMELINE, THE NEXT WEEK WILL BE VERY, VERY HELPFUL SO THAT WE CAN FINALIZE THE SCOPE AND BE READY TO ISSUE THE RFP.
SO INFORMATION RELATED TO THE CONTENT, THE PRIORITIES, I'VE RECEIVED SOME FEEDBACK TODAY THAT I DEFINITELY GOING TO BE INCORPORATING.
BUT ANYTHING ELSE, SINCE YOU HAVEN'T HAD AN OPPORTUNITY TO SEE THE SCOPE UNTIL THIS MORNING.
BUT, UM, THE FOCUS OF MY QUESTION WAS ON WHAT ARE THE NEXT STEPS, WE CAN DISCUSS THE TIMELINE FOR THOSE LATER.
UM, BUT WHAT ARE YOU NEEDING FROM THIS BODY IN ORDER TO PROCEED WITH THE RFP? TO FINALIZE THE SCOPE? UM, I NEED TO ENSURE THAT, UH, WHICH IN MY OPINION IS THE MOST IMPORTANT PIECE OF THE SCOPE,
[01:05:01]
IS THAT PROJECT OVERVIEW.ENSURING THAT, UM, THE CHARACTERISTICS THAT THE COUNCIL IS LOOKING FOR IN A LEADER IS, ARE LISTED, GETTING AGREEMENT TO WHAT SHOULD BE LISTED.
AS I WILL SAY, UH, THE RECIPE TO FIND THIS PERSON IS, IS, IS BECAUSE WE NEED TO GIVE, UM, FIRMS THAT VISION AND THAT UNDERSTANDING BEFORE THEY EVEN ENGAGE IN THIS PROCESS, TO MAKE SURE THAT THEY HAVE THE CAPABILITY TO DELIVER ON THAT ASK.
UM, OVER OTHER THAN THAT, ANY CONTENT ON THE SCOPE OF SERVICES INPUT REGARDING, UM, THE EVALUATION CRITERIA AND ALSO PRIORITIES FOR THE EVALUATION CRITERIA, HOW WOULD YOU LIKE TO ASSIGN POINTS TO THAT EVALUATION CRITERIA? WHAT IS MOST IMPORTANT TO YOU? UM, SO THAT WE CAN FINALIZE THE SCOPE AND START WORKING WITH THE PROCUREMENT TEAM SO THAT DANIELLE AND HER TEAM CAN MOVE THAT PROCESS, UH, FORWARD FROM, FROM MY END, AGAIN, I'LL BE HAPPY TO MEET WITH YOU, GATHER YOUR INPUT ONE-ON-ONE, OR EMAIL IT TO ME ANY WAY IN WHICH MAY BE MOST HELPFUL.
AND THEN WILL THIS COMMITTEE GET AN OPPORTUNITY TO INTERVIEW ANY, UH, RESPONDENTS TO THE RFP? TYPICALLY, WE BRING RESPONDENTS TO THE RFP OR THEY SELECTED THE, THE FIRMS THAT COMPLY WITH THE REQUIREMENTS, WE BRING THEM AND THEY DO PRESENTATIONS, UH, FOR EITHER A COMMITTEE OR COUNCIL.
I JUST WANNA MAKE SURE EVERYONE KNOW WE WILL HAVE ANOTHER AD HOC COMMITTEE BEFORE WE GOING TO BREAK.
AND, AND I THINK THAT WE GOING TO BREAK IN, IN KNOW IN MARCH, WHICH GONNA BE TWO WEEKS.
SO THEREFORE THIS IS VERY IMPORTANT.
IT'S AN URGENT SITUATION, SO WE MIGHT HAVE TWO MEETINGS ONE WEEK, BUT IT'S VERY, VERY IMPORTANT TO GET IT ON TRACK BY SAYING THAT WHAT WE ARE TRYING TO DO AS A WHOLE, AS ABOUT AS A WHOLE, TO MAKE SURE THAT WE ALL HAVE INPUT, INPUT.
THIS NEW COUNCIL MEMBERS, I'VE BEEN THERE BEFORE, DEPUTY MAYOR HONORS BEEN THERE BEFORE, BUT THIS IS VERY IMPORTANT TO THE CITY.
WE ALSO WANNA HAVE COUNCIL INPUT BECAUSE WE ARE THE POLICYMAKER.
WE ARE THE ONES WHO GOTTA MAKE A DECISION HOW WE GO FORWARD.
SO I SHOULD SAY, IT'S VERY IMPORTANT THAT WE ASK ALL THE QUESTIONS.
AND I, AGAIN, I'M SORRY TO GET THIS PICTURE TO YOU, BUT WE WORK ALL WEEKEND.
I WANT THANK NELAND AND DANIELLE LAST NIGHT AND EARLIER THIS MORNING TO PUT SOMETHING TOGETHER BECAUSE WE DID NOT HAVE A PLAYBOOK READY, UH, CHAIRMAN WEST.
SO WE JUST NOW PUTTING THIS PLAYBOOK, PLAYBOOK TOGETHER.
SO WE NEED MORE INPUT FROM THE COACHES TO PUT, UH, THIS INTO REALITY, JUST, UH, TO MAKE SURE WE DOING THE RIGHT THING WITH THAT, DANIELLE, UH, LET'S GO WITH THE TIMELINE AND THE PROCUREMENT.
UM, DANIELLE THOMPSON, DIRECTOR OF THE OFFICE OF PROCUREMENT SERVICES.
SO THE DOCUMENT THAT YOU COUNCIL MEMBERS HAVE OUTLINING THEIR PROCUREMENT PROCESS, I WANT TO, UM, KIND OF DISCUSS WHAT I'M GONNA GO THROUGH.
SO THIS PROCESS IS THE, UH, STANDARD PROCESS FOR A REQUEST FOR PROPOSALS.
AND SO I'M GONNA GO THROUGH THE ITEMS BECAUSE YOU JUST RECEIVED IT, TO MAKE SURE THAT THERE IS TRANSPARENCY IN WHAT THIS PROCESS WILL LOOK LIKE.
AND THE DATES THAT ARE ON THERE ARE ESTIMATES.
THESE ARE ALL CONTINGENT ON THE PROCUREMENT PROCESS BEING INITIATED AFTER WE RECEIVE FEEDBACK FROM ALL OF THE COUNCIL REGARDING THE SCOPE OF SERV, UH, THE SCOPE OF WHAT NINA PRESENTED, AS WELL AS, UM, BEING ABLE TO FORM HER SPECIFICATIONS INTO A SOLICITATION WITH ALL OF THE DETAILS INTACT.
SO A REQUEST FOR PROPOSALS IS THE RECOMMENDED, UH, STRATEGY TO PROCURE THIS FIRM.
THERE ARE TWO, UM, OPPORTUNITIES FOR RECRUITMENT THAT ARE LISTED ON YOUR DOCUMENT.
THE SECOND IS A, UM, SPECIAL NEEDS PROCESS, BUT WE'LL FOCUS ON THE RFP FOR TIME.
SO TO INITIATE THE PROCUREMENT PROCESS, HR WILL DEVELOP THE SET OF SPECIFICATIONS IN THE SCOPE, WHICH IS WHAT YOU HAVE BEFORE YOU, AGAIN, AFTER WE RECEIVE YOUR FEEDBACK, YOUR EDITS AND I WILL TALK ABOUT THE EVALUATION, SCORING AND WEIGHT AT THE POINTS, WHICH WILL BE INCORPORATED AFTER WE RECEIVE THE, UH, SPECIFICATIONS.
THE OFFICE OF PROCUREMENT SERVICES, MYSELF WILL REVIEW THAT CRITERIA.
WE WILL PUT IT IN THE FORMAL FORMAT FOR THIS TO BE SOLICITED.
WE WILL WORK WITH THE SMALL BUSINESS CENTER AND DIRECTOR WILLIAMS SINCE THIS IS A PROFESSIONAL SERVICES CONTRACT.
THERE WILL BE MWBE PARTICIPATION REQUIRED ON THIS CONTRACT, WHICH SHE CAN SPEAK TO.
WHEN WE GET TO, UM, TO THE END, WE WILL ALSO SUBMIT THIS FOR A RISK REVIEW REVIEW SO THAT ALL THE ASSURANCE REQUIREMENTS ARE BUILT INTO THE SOLICITATION.
[01:10:01]
THE SOLICITATION ACCORDING TO STATE LAW IN THE DALLAS MORNING NEWS FOR A MINIMUM OF TWO WEEKS, IS WHAT WE HAVE TIMED OUT.WE WILL DO A PRES SOLICITATION, UH, PRE-PROPOSAL MEETING WHERE WE WILL, UH, MYSELF, HR, OUR SMALL BUSINESS CENTER REPRESENTATIVES.
WE WILL OPEN UP FOR QUESTIONS.
UM, HR SMES WILL SPEAK TO, UH, DETAILS AND WHAT WE'RE LOOKING FOR IN THESE FIRMS. AND WE WILL OPEN UP THE CITY STAFF FOR QUESTIONS FROM THE VENDORS.
THAT PROCESS, UM, WILL CONTINUE AND WE WILL CLOSE THE SOLICITATION APPROXIMATELY MARCH 29TH.
AGAIN, I WANNA BE VERY SENSITIVE WITH THESE DATES, BUT I WANNA PROVIDE SOME FRAMEWORK FOR, FOR THE WORK WE'RE GONNA DO.
ONCE THE EVALUATION, UM, HAS CLOSED, THE SOLICITATION HAS CLOSED, WE WILL DO A LIVE READING OF THE PROPOSALS AND THEN WE WILL ESTABLISH THE EVALUATION TEAM.
THE, UH, LEAD DEPARTMENT, WHICH IS HR, WILL SUBMIT TO PROCUREMENT, UM, THE RECOMMENDED STRUCTURE FOR THE EVALUATION TEAM, WHETHER THAT'S INCLUSIVE, UH, STAKEHOLDERS, COUNCIL MEMBERS, UM, HR WILL GIVE PROCUREMENT DIRECTION ON HOW THAT TEAM IS STRUCTURED.
THE OPS MANAGER WHO WILL BE MANAGING THIS PROCUREMENT WILL PROVIDE, UM, OUR STANDARD EVALUATION TEAM TRAINING THAT GOES OVER THE PROCESS, HOW TO SCORE APPROPRIATELY, ETHICS DISCLOSURES, CONFIDENTIALITY.
ONCE THE EVALUATION TEAM HAS REVIEWED AND SCORED ALL OF THE PROPOSALS AND ENTERED THEIR SCORES INTO OUR PROCUREMENT, UH, PLATFORM BONFIRE, WE WILL THEN GO TO THE NEXT PHASE OF THE PROCESS, WHICH IS INTERVIEWS, AGAIN, THAT PROCESS, UM, HOW MANY INTERVIEWS, UH, WHO WAS INCORPORATED INTO THOSE INTERVIEWS.
WE WILL HAVE THAT, UH, GUIDANCE FROM HR.
AFTER THE INTERVIEWS TAKE PLACE WITH ALL THE VENDORS, THIS, UH, EVALUATION TEAM WILL GO IN AND CONFIRM OR UPDATE THEIR SCORES BASED ON THE INTERVIEWS.
AND THEN A RECOMMENDED AWARDED VENDOR WILL BE, UH, BROUGHT TO HR AND TO, UH, COUNCIL.
AND THEN AT THAT POINT, WE WILL COMMENCE WITH CONTRACT NEGOTIATIONS.
UM, THE FEE STRUCTURE AND PAYMENT STRUCTURE THAT WILL BE BUILT INTO THIS, UM, HAS A BIG PART INTO THAT CONTINGENT THAT, UH, NEGOTIATION PROCESS, WHICH WE WILL BE, UM, DISCUSSING WITH THE FIRM.
AFTER THE NEGOTIATION PROCESS, WE, AGAIN, WILL WORK WITH, UH, OUR ATTORNEY'S OFFICE ON CONTRACT DEVELOPMENT, THE SMALL BUSINESS CENTER ON CONFIRMING, UM, CERTIFICATIONS AND THE PARTICIPATION GOAL, OUR RISK DEPARTMENT FOR INSURANCE REQUIREMENTS.
AND THEN AT THAT POINT, WE WILL PROCEED WITH THE CITY COUNCIL AGENDA PROCESS TO BRING IT BACK BEFORE YOU FOR FINAL REVIEW AND APPROVAL.
UH, THERE, THE TIMELINE THAT YOU HAVE BEFORE YOU IS FOUR MONTHS ON ESTIMATE.
NOW, THAT PROCESS AND THAT TIMELINE IS EXTREMELY BASELINE.
THAT IS TO GET ALL OF THESE PROCESSES OUTLINED, TAKE INTO CONSIDERATION ALL THE CONTINGENCIES.
NEGOTIATIONS CAN TAKE, UH, ANY AMOUNT OF TIME BASED ON WHAT WE HAVE REQUESTED AND, UM, THE DIFFICULTY, UM, IN GETTING TO A MUTUAL AGREEMENT IN OUR TERMS AND IN OUR CONDITIONS AND PRICING.
UM, ALSO THERE'S OUR INTERNAL PROCESS THAT WE WILL NEED TO FOLLOW AS WELL, IS MAKING SURE THAT WE CAPTURE ALL OF THE PROPER ENGAGEMENT THAT DIRECTOR, UM, ARIA S WILL OUTLINE AS IT RELATES TO THE INTERVIEW PROCESS IN THE CITY COUNCIL ENGAGEMENT TIME.
SO THAT IS THE FORMAL PROCESS.
AGAIN, THIS IS OUR STANDARD PROCESS.
UH, THE TIMELINE THAT YOU SEE IS, UM, IT'S UPDATED WITH A EXPEDIENT PROCESS.
HOWEVER, THIS, UH, IS QUITE IN CORRELATION WITH OUR NEW PROCESS IMPROVEMENT TIMELINES FOR THE OFFICE OF PROCUREMENT SERVICES.
UM, SO THE TIMELINE THAT'S SET BEFORE YOU AND THE PROCESS IS FOR YOUR AWARENESS AND TRANSPARENCY.
AGAIN, YOUR PARTICIPATION, YOUR FEEDBACK ON THE SCOPE, YOUR FEEDBACK ON THE TYPE OF, UH, CITY MANAGER, UH, JOB DESCRIPTION IN DETAIL IS CRITICAL BEFORE PROCUREMENT CAN GET STARTED.
'CAUSE WE HAVE TO FOLD THAT INTO THE SOLICITATION IN ORDER TO RECRUIT THE RIGHT FIRM.
SO THAT IS THE PROCESS IN ITSELF.
I DID WANT TO, UM, CIRCLE BACK AGAIN TO THE SCORING THE PAYMENT STRUCTURE.
UM, THERE WAS A QUESTION ABOUT WILL WE PAY A FIRM, UH, BEFORE THEY DELIVER OR IF THEY DON'T DELIVER A CANDIDATE, UM, THAT THE CITY IS PLEASED WITH.
SO BASED ON THE STRUCTURE OF ALL CITY CONTRACTS, WE DO NOT PAY BEFORE ANY SERVICE OR GOOD IS DELIVERED.
SO THE MILESTONES THAT NINA WILL BUILD INTO THE SOLICITATION WILL HAVE PERFORMANCE BASED MILESTONES THAT WILL BE, UH, STRUCTURED IN THE THIRD.
SHE HAS A, A STRUCTURE, A PAYMENT OF A THIRD FOR EACH MILESTONE.
SO I JUST WANTED TO PROVIDE CLARITY THAT THIS CONTRACT IS NOT A CONTRACT WHERE THERE IS, UM, ANY, UH, EXCEPTIONS TO OUR STANDARD, WE WILL PAY, UH, BASED ON DELIVERY OF SERVICE PER THE MILESTONES.
UM, AT THIS TIME, I'LL TAKE QUESTIONS ABOUT THE PROCUREMENT PROCESS.
[01:15:01]
UH, JUST, UH, CLARIFICATION.UH, NUMBER ONE, WE'RE TALKING ABOUT RFP, CORRECT? SO THEREFORE, I KNOW WE GO ON BREAK A SPRING BREAK, UM, WHEN MARCH, WHAT? SO CITY COUNCIL BREAK IS, UH, THE FIRST THREE WEEKS OF MARCH, AND WE RETURN MARCH 27TH.
SO THEREFORE, IS IT POSSIBLE WE CAN GET AN RFP PROPOSAL READY BEFORE WE GO ON BREAK? YES, THAT'S POSSIBLE.
HOWEVER, THE ENTIRE PROCUREMENT PROCESS IS CONTINGENT ON RECEIVING THE PROPER FEEDBACK FROM COUNSEL.
UM, AND THAT'S THE SCOPE OF WHAT DINA PROVIDED, AS WELL AS REALLY DEFINING THE SCORING, THE WEIGHT, THE FEE STRUCTURE, AND ALL OF THOSE DETAILS.
UH, THIS PROCUREMENT CANNOT GO OUT, UM, WITH ANY INFORMATION LACKING, IT WILL, UM, IMPACT THE QUALITY OF PROPOSALS WE GET.
SO BASED ON WHEN WE RECEIVE THE FINALIZED SCOPE OF WORK, UM, AND AGREE ON THE SCORING AND THE FEE PROPOSAL STRUCTURE, WE CAN SOLICIT.
SO, SO THEREFORE NEED TO BE IN YOUR DEPARTMENT AND, AND FOR THE COUNCILORS TO LOOK AT, GET BACK WITH YOU AND SAY, WHAT DO WE WANT INTO THAT SCOPE OF WORK? IS THERE A COMMITTEE WHO DOING THAT? IS THERE A COUNCIL WHO GETTING THAT INFORMATION TOGETHER? SO HOW IS THE PROCESS IN IN THAT? IT IS, THANK YOU FOR THE QUESTION.
IT IS, UH, THE PLEASURE OF COUNSEL.
HOW WOULD YOU LIKE TO PROVIDE THAT INPUT IF A MEETING OR A SURVEY OR FACE-TO-FACE INDIVIDUAL MEETINGS IS, IS, IS IS MORE HELPFUL? I'LL, I'M OPEN TO ANY MEANS AND WAY IN WHICH THAT CAN BE.
WELL, I LOVE, YOU KNOW, HAVE A FACE-TO-FACE MEETING WITH EACH COUNCIL MEMBER.
YOU KNOW, ONE-ON-ONE ALSO, UM, AGAIN, I'M GONNA HAVE A, A SPECIAL AD HOC MEETING BEFORE WE GOING BREAK ON KNOW WHAT DAY, SO EVERYBODY GET A CHANCE OF INPUT IN IT, BECAUSE I KNOW WHEN PEOPLE GO ON BREAK, THEY DON'T WANT TO BE CALLED OUT OR TALKED TO.
SO THEREFORE THIS IS SOMETHING THAT STAFF COULD BE DOING WHILE WE WAS ON BREAK.
BUT, UH, COMMITTEES, UH, COUNCIL MEMBERS, SO YOU HEAR WHAT SHE SAYS.
SO IMMEDIATELY AFTER THIS MEETING, MAKE SURE YOU GET WITH NINA, UH, TO GIVE YOU INPUT.
AND, AND I KNOW WE STILL, THIS IS A DRAFT ON THE SCOPE, IT'S JUST A DRAFT, BUT WE STILL NEED INPUT.
OKAY, WITH THAT, I'M GONNA START WITH CHAIRMAN.
I'M TRY TO REVERSE COUNCIL MORENO ANY QUESTION? OKAY.
COUNCIL RIDLEY, YES, I'D LIKE TO, UH, EXPLORE THE DIFFERENCES BETWEEN OPTION A AND OPTION B, THE DIFFERENT PROCUREMENT MODELS.
AND, UH, I'D LIKE TO CUT DOWN ON THIS MINIMUM FOUR MONTHS UNDER OPTION A.
THAT SEEMS LIKE A LONG TIME JUST TO PICK THE SELECTION, UM, BODY, THE, THE CONSULTANT.
UM, SO, UH, WOULD WE QUALIFY UNDER THESE CIRCUMSTANCES FOR OPTION B? AND CAN YOU, UM, DESCRIBE WHAT SECTIONS 10 OR 10.5 REQUIRE? SO, THANK YOU FOR THE QUESTION.
SO THE REQUEST FOR PROPOSALS IS OUTLINED IN ADMINISTRATIVE DIRECTOR FOUR DASH FIVE, UM, SECTION 10.54.
THIS PROCESS IS APPLICABLE FOR OUR PROFESSIONAL SERVICES, OUR CONSULTED CONTRACTS, UM, AS WELL AS PLANNING OVER A HUNDRED, UM, K AND THIS, THIS MEETS, UH, MISA THRESHOLD HERE.
SO THE REQUEST FOR PROPOSALS IS THE RECOMMENDED PRO PROCUREMENT METHODOLOGY FOR A NUMBER OF REASONS.
NUMBER ONE, THERE ARE MULTIPLE NATIONWIDE FIRMS WHO SPECIALIZE IN THIS SCOPE OF RECRUITMENT.
UM, SECOND, UM, REASON WE ARE RECOMMENDING THIS IS BECAUSE WITH A PROFESSIONAL SERVICES CONTRACT, WHICH THIS IS, WE ALSO CAN INCORPORATE OUR MWBE AND EQUITY COMPONENT TO THE EVALUATION PROCESS, WHICH IS EQUALLY IMPORTANT.
THE SECOND OPTION THAT IS LISTED FOR YOU IN YOUR DOCUMENT, WHICH IS A SPECIAL NEEDS MEMO, AND THIS IS A SPECIAL PROCESS AS IS OUTLINED IN ADMINISTRATIVE DIRECTIVE FOUR DASH FIVE TEN FIVE SIX.
ESSENTIALLY, THIS PROCESS ALLOWS, UH, THE INITIATING DEPARTMENT, WHICH WOULD BE OUR HUMAN RESOURCES DEPARTMENT WITH A SPECIAL NEED, UM, TO PROCEED WITH A CONTRACT FOR CONSULTANT.
SO WHAT A SPECIAL NEED IS JUSTIFIED AS THERE'S TWO, UH, FACTORS THAT CAN BE INCORPORATED INTO THE USE OF A SPECIAL NEED.
NUMBER ONE IS A FIRM WITH EXPERIENCE THAT INDICATES THAT THEIR CONSULTANT SERVICES IS THE BEST, UM, PROVIDER AND MOST ADVANTAGEOUS FOR THE CITY.
AN EXAMPLE OF THAT WOULD BE A FIRM WHO HAS HAD EXTENSIVE EXPERIENCE, UM, WITH OUR, UH, DPD DATA.
LET'S SAY THAT, UM, THEY HAVE EXTENSIVE EXPERIENCE WITH OUR STAFF, OUR DEPARTMENTS.
AND SO IF THERE IS A PRESSING NEED WHERE IT IS NOT, UH, FEASIBLE TO DO A PROCUREMENT AND THERE IS A TIME ITY EMERGENCY ASSOCIATED WITH US USING THAT CONSULTANT, WE
[01:20:01]
CAN PROCEED WITH A SPECIAL NEEDS MEMO.SO YES, THERE IS A TIME AND A SENSITIVITY, UM, APPLIED TO THIS.
HOWEVER, THE PROCUREMENT PROCESS AS IT STANDS AS THE RFP IS RECOMMENDED BECAUSE AGAIN, UM, ALTHOUGH WE HAVE, UH, EXPERIENCE WITH A PREVIOUS FIRM, AS YOU SEE STATED, UH, SAW IN NINA'S DOCUMENT, WE HAVE CONTRACT WITH MULTIPLE EXECUTIVE FIRMS WHO COULD DO THIS WORK.
SO THE PROCESS IN SIMPLY IDENTIFYING ONE OF THE MANY, UM, WOULD NOT BE TRANSPARENT TO, TO, AGAIN, THE PROCESS THAT WE'RE TRYING TO GO THROUGH FOR THIS, UH, RECRUITMENT OF THE FIRM.
SO THAT'S WHY YOU'RE NOT RECOMMENDING OPTION B? THAT IS CORRECT.
CHAIRMAN MIDDLETON, ANY QUESTION? CHAIRMAN STEWART? OKAY, JUST, I KNOW I'M STUCK ON THESE TIMELINES, BUT IT JUST REALLY SETS EXPECTATIONS FOR THE, FOR US AND AND FOR THE PUBLIC.
SO WE'RE SAYING WE USE OPTION A, SO IT TAKES US FOUR MONTHS, GIVE OR TAKE TO GET TO THE POINT WHERE WE HAVE HIRED, UH, THE FIRM TO, TO HELP US DO THE RECRUITING.
AND THEN WHAT IS OUR TYPICAL TIMEFRAME FOR THE RECRUITMENT FIRM TO GO FROM THE POINT WHERE THEY KICK OFF AND, AND START THEIR WORK TILL WE HAVE, ARE READY TO HIRE SOMEONE.
IS THAT A THREE MONTH, SIX MONTH TIME PERIOD? WHAT'S THE, SO I'LL START WITH THE PROCUREMENT PROCESS AND NINA'S PROCESS IS SIMULTANEOUS RIGHT AFTER MINE CONCLUDES.
AS SOON AS CITY COUNCIL APPROVES THE CONTRACT, NINA CAN IMMEDIATELY BEGIN HER WORK WITH THE FIRM.
AND THAT, AGAIN, THAT FOUR MONTH, UM, BASELINE OF A PROCUREMENT TIMELINE IS EXACTLY THAT.
IT IS BASELINE AS WE START, UM, INCORPORATING THE TIMEFRAME OF THE EVALUATIONS, AND IF WE HAVE MULTIPLE ROUNDS OF INTERVIEWS, CALENDARS, JUST TAKE THAT INTO CONSIDERATION.
UM, BUT THE PROCUREMENT PROCESS, UM, FROM START TO FINISH, ONCE WE GET THAT CONTRACT TO CITY COUNCIL AND IT IS APPROVED, AND THEN IMMEDIATELY NINA WILL PICK UP HER PROCESS, UH, WITH THE, WITH THE FIRM, WHICH TAKES THAT NINE TO 12 WEEKS THAT SHE OUTLINED.
AND IF I MAY, UM, IN YOUR, UM, MATERIALS, THERE IS A HIGH LEVEL TIMELINE SCHEDULE DOCUMENT THAT SHOWS EACH ONE OF THE, UH, PIECES OF THE PROCESS AND HOW LONG IT TYPICALLY TAKES.
NOW, WE MAY NEED TO ADD TO THAT A PERIOD OF TIME, UH, THAT THE PERSON MAY NEED TO GIVE NOTICE AND RELOCATE AND THINGS OF THAT NATURE.
SO IN THIS IS ALSO A BASELINE, THIS IS TYPICALLY WHAT WE SEE IN EXECUTIVE LEVEL, UM, SEARCHES.
AND DO EITHER OF, YOU KNOW, HOW LONG IT TOOK US, UM, FOR WHEN WE WERE GOING THROUGH THE SEARCH AND, AND FOUND MR. BROAD NECKS? DOES ANYBODY I DO NOT KNOW.
CAN WE FIND THAT OUT? I'M JUST AM CURIOUS.
I THINK JUST TO, JUST TO KNOW AGAIN, WHAT, WHAT THE CITY HAS DONE IN THE PAST AND, AND WHAT TO EXPECT.
I THINK THAT'S, THAT'S KIND OF WHERE WE ARE.
I, I GUESS, UM, LET ME, UM, PUT IT INTO PERSPECTIVE, UH, A TIMELINE.
YOU KNOW, EVERYBODY TALK ABOUT A TIMELINE.
THERE IS A TIMELINE POSSIBLY COULD WORK, BUT THEN TOO, IT DEPENDS ON WHAT'S HAPPENED.
SO THERE IS A TIMELINE, A BASIC TIMELINE WE CAN OUTLINE AND WALK ME THROUGH THAT BASIC TIMELINE.
UH, NUMBER ONE, UH, UH, TRYING WHERE'S, YOU KNOW, UH, WE NEED INPUT FROM THIS COMMITTEE ON THE RFP, YOU KNOW, WHAT'S GOING ON? WE GOTTA TALK TO HR.
WE NEED TO DO SOMETHING, UH, SAID MARCH 7TH, PROBABLY BY MARCH 29TH, WHICH THAT'D BE ON THE 29TH.
DANIELLE, WE NEED TO DO WHAT ON THE 29TH OF MARCH, YOU KNOW, A TIMELINE.
SO FINALIZING THE SCOPE AND THE SOLICITATION STRUCTURE AS SOUND, RIGHT? SO ON THIS DOCUMENT, SO THIS DOCUMENT, THE TIMELINE THAT'S ON IT, THAT'S STARTING TODAY, RIGHT? THAT'S IF WE HAD EVERYTHING DONE.
AGAIN, THAT'S, I THAT WAS RIGHT.
SO MARCH 29TH, UM, IF WE WERE ABLE TO GET THIS OUT BY MARCH 7TH, THAT WOULD BE WHEN WE CLOSE IT.
BUT AGAIN, THAT MAY NOT BE REALISTIC BASED ON THE TIMEFRAME THAT WE NEED TO GET FEEDBACK FROM COUNSEL.
THEN WE LOOK AT 30 DAYS FROM MARCH 29TH.
SO WE JUST SAYING REALISTIC, YOU KNOW, TRYING TO GIVE YOU SOME KINDA IDEA OF THE PROCESS, WHAT IT GONNA TAKE TO GET SOMETHING DONE.
SO WE LOOK AT APRIL 30TH, WHAT WOULD BE MISSING ON APRIL 30, WE NEED TO GET DONE BASED ON THIS TIMELINE TODAY.
SO BASED ON WHAT'S BEFORE YOU, UM, APRIL 30TH WOULD BE THE IDEAL DATE.
[01:25:01]
TO SOLICIT, UH, DO A PRE-PROPOSAL MEETING, THAT IS WHEN WE WOULD CLOSE THE SOLICITATION.OKAY? THEN YOU LOOK AT MAY 22ND, THAT'S ANOTHER DATE.
SO WHAT WE'D BE LOOKING ON MAY 22ND.
SO BASED ON, AGAIN, THIS, THIS TIMELINE THAT WAS PREPARED STARTING FROM TODAY, WHICH IS, IS NOT THE CASE BY MAY 22ND OR JUNE THE 12TH, THOSE WOULD BE THE TWO CITY COUNCIL DATES THAT OUR GOAL WOULD BE TO BRING THE, COUNT, THE CONTRACT BACK FOR REVIEW FOR THE FULL COUNCIL.
SO THAT WOULD BRING THE RFP BACK TO COUNCIL FOR FULL.
SO SOMEONE TO PICK, CORRECT THAT SEARCH TEAM OR WHATEVER, DO IT ON THE LAST DATE, WHICH WOULD BE JUNE THE 22ND.
JUNE THE 12TH, 12TH OF THE LAST DATE.
SO THEREFORE WE ON BREAK IN JULY.
WE TALK ABOUT ANYWHERE FROM EIGHT WEEKS TO 12 WEEKS.
SO THEREFORE WE BE LOOKING AT SOMEWHERE, RIGHT? ALPHA THE BUDGET OCTOBER 1ST, WE LOOK AT SOMEWHERE THE, THE, WE ALREADY DID THE BUDGET.
NOW WE ARE LOOKING AT SOME, A NEW CITY MATTER.
WE BE HIRED DURING THE BUDGET ALREADY HAD BEEN COMPLETED.
SO THEREFORE HE WOULD NOT BE WORRYING ABOUT THE BUDGET.
HE WOULD GO ON, ON A NEW CALENDAR YEAR, RIGHT? IS THAT CORRECT? THAT IS CORRECT.
SO WHAT I'M TRYING TO DO, I MEAN THESE TIMELINE IS CRAZY, YOU KNOW, BUT IT'S A FAST PACE.
WE ARE, WE ARE THE POLICYMAKER.
IT'S UP TO US TO LOOK AT THIS TIMELINE TO GET ALL THESE QUESTIONS IN HERE BECAUSE WE ARE SAYING THAT, OKAY, WE CAN TAP ON THE BRAKES, WE DO WHATEVER WE WANT TO DO, BUT THE TIMELINE GONNA BE DICTATED BY US, US AS A COUNCIL TO MAKE SURE THAT WE GET ALL THE INFORMATION IN TO STAFF AND MAKE SURE THEY SAY, HERE'S THIS, HERE'S THE INFORMATION, HERE'S THE RFP.
ONCE THAT RFP GO OUT, THEN WE OFFER THE CLOCK.
NOW WHEN THEY COME BACK TO US TO HIRE WHOEVER WE'RE GONNA HIRE, THEN WE BACK ON THE CLOCK.
SO I'M TRYING TO MAKE SURE EVERYBODY UNDERSTANDS THAT'S A PROCESS PROCEDURE THAT ANYWHERE YOU GO, THAT'S A PROCESS PROCUREMENT GO.
BECAUSE NUMBER ONE, WHEN THEY RFP GO OUT THERE, PAUSE, WE CANNOT GET INVOLVED.
ONCE THEY HIRE SOMEONE, THEN WE GET BACK INVOLVED.
ONCE THEY HIRE SOMEONE, THEN THE CLOCK STARTED TICKING, THEN WE WROTE UP A SLEEVE AND SAID, IS THIS THE RIGHT CANDIDATE OR THIS NOT THE RIGHT CANDIDATE AND THIS IS WHERE WE WANT TO GO.
SO I'M TRYING TO MAKE SURE THAT'S A PROCESS AND PROCEDURE.
UH, I KNOW I'VE BEEN THROUGH MANY PROCESS PROCEDURES OF DOING THIS, SO I'M TRYING TO CANOE COLLEAGUES.
IF YOU DON'T KNOW THE PROCESS, JUST ASK SOMEONE.
BUT IT'S UP TO US TO MAKE THE DECISION.
SO WITH THAT, I'M GONNA OPEN IT UP FOR END OF THE QUESTION.
PEOPLE OFF THE COMMITTEE BEFORE GONNA EXECUTIVE SESSION.
SO I SEE MS. WILLIS HAD A QUESTION.
SO JUST AFTER THE DISCUSSION, A COUPLE OF POINTS.
SO WHAT YOU'VE LAID OUT FOR US TODAY IS BASICALLY SEVEN MONTHS, UM, AT, AT A MINIMUM.
AND SO, UM, WHEN WE LOOK AT TIMEFRAMES, WE KNOW THAT SOME THINGS MAY MOVE, BUT JUST SO EVERYONE UNDERSTANDS THAT THE SEARCH PROCESS FOR THE SEARCH FIRM, THAT PROCUREMENT GIVES US TIME TO BE DEVELOPING OUR, OUR CRITERIA, WHAT WE BELIEVE IN, UH, THE NEXT CITY MANAGER SHOULD, SHOULD BE IN DESIGNING OUR PUBLIC ENGAGEMENT PROCESS.
SO THAT'S WHY I'VE SUGGESTED THAT THERE'S A CONCURRENT RUNNING OF THIS.
ONE CONCERN THAT I HAVE IS IN HELPING ME UNDERSTAND IN PROCUREMENT THE FIRST BULLET, YOU TALK ABOUT DEVELOPING SPECS, INCLUSIVE DERI OF A DESCRIPTION OF SERVICES AND SCOPE, ET CETERA.
ONE THING I WOULD WANT TO BE SURE THAT WE ARE SEEKING AND UNDERSTANDING THIS NOW FROM HAVING SOME FIRSTHAND INTERVIEWS IS A NETWORK THAT IS AVAILABLE, AND I GUESS THAT'S WHERE THE SPECIALIZED FIRMS COME IN, IS THAT THESE ARE KNOWN FOR HAVING A NETWORK OF HIGH CALIBER CITY MANAGER CANDIDATES.
SO THAT, SO THERE'S SOMETHING THAT WE COULD INCLUDE UPFRONT IN THE SCOPE AND THEN WE WOULD COME BACK AROUND AND REVISIT THAT LATER IN THE PROCESS WHEN THE VENDOR INTERVIEWS ARE CONDUCTED.
AND WE COULD PROBE ON THAT A LITTLE BIT MORE.
AND THEN JUST SO EVERYONE UNDERSTANDS, THERE ARE TWO COMPONENTS THAT THIS SEARCH FIRM WILL GO INTO THE MARKETPLACE WITH.
WE HAVE OUR NUTS AND BOLTS JOB DESCRIPTION, WHICH IS WHAT HR HAS.
THESE ARE ALL OF THE, THE, THE, THE, THE DUTIES AND RESPONSIBILITIES OF THE CITY MANAGER.
AND THEN YOU HAVE THE MARKETING PACKAGE THAT THE SEARCH FIRMS WILL USE.
AND I'VE GOT THE ONE FROM EIGHT YEARS AGO.
I'M HAPPY TO DISTRIBUTE THIS MR. CHAIR IF YOU WOULD LIKE, OR YOU CAN DISTRIBUTE THIS.
BUT THAT'S WHERE THE CITY HAS AN OPPORTUNITY TO OFFER OUR PERSONALITY AND OUR VISION.
SO YOU'VE GOT THE NUTS AND BOLTS, DO BOLTS DUTIES AND RESPONSIBILITIES, AND THEN YOU'VE GOT WHERE OUR VISION AND OUR DREAMS AND WHAT DALLAS IS AND WHAT DALLAS WANTS TO BE COMING THROUGH.
[01:30:01]
UM, WHOEVER THAT PERSON IS, WHAT THEIR LEADERSHIP STYLE, THEIR MANAGEMENT STYLE MIGHT BE, THAT IS WHERE THEY'LL BE ABLE TO READ A DOCUMENT AND TELL I'D BE A GREAT FIT FOR DALLAS, OR I DON'T KNOW IF I'M READY FOR DALLASSO, UM, THOSE ARE THE TWO PIECES THAT WE WOULD NEED TO GIVE INPUT ON.
I WOULD SAY PROBABLY MORE ON THE LATTER THAN ON THE FORMER.
UM, BUT I WOULD SAY WE NEED TO REVISIT BOTH.
OH, CHAIRMAN MENISON, GO BACK TO YOU.
SO I'M JUST GONNA GO BACK ON THE SECOND PAGE OF THE TIMELINE YOU PASSED OUT.
THERE SEEMS TO BE A LONG TIME BETWEEN, UM, CONTRACT NEGOTIATIONS, THAT FIRST BULLET AT THE TOP, THEN WE GET TO SATISFACTORY CONTRACTS NEGOTIATED, AND THEN WE GET TO PLACEMENT ON THE AGENDA.
AND I'M WONDERING IF THIS ISN'T AN OPPORTUNITY TO WRITE THE CONTRACT WITH FILL IN THE BLANKS.
MEANING WE'RE NOT STARTING AN ENTIRE NEGOTIATION AFTER WE'VE GONE THROUGH THE INCREDIBLE WORK OF SELECTING SOMEONE AND NOW WE'RE HELD OVER THE BARREL BECAUSE WE'RE ON A TIMELINE, RIGHT? AND SO IF WE SAY THIS IS THE STRUCTURE OF WHAT WE'RE LOOKING FOR IN A CONTRACT, IF THERE'S SOMETHING THAT'S NOT AGREEABLE, THEY NEED TO TELL US IN THE RFP, MEANING WE'RE LOOKING AT STAGGERING PAYMENTS IN THIS WAY.
WE'RE LOOKING AT X, Y, AND Z, WE'RE EXPECTING THIS TO HAPPEN.
IF THEY CAN'T MEET THAT CONTRACT, THEN LET THEM SAY THAT UPFRONT, AND MAYBE THAT'S AGREEABLE OR NOT TO US AND WE'RE WILLING TO MODIFY IT.
BUT I, I FEEL LIKE WE'RE ALWAYS DOING THIS ON THE BACK END AND IT'S NOT ADVANTAGEOUS TO THE TAXPAYER OR TO US.
AND THEN, SO THAT'S THE FIRST PART.
BUT THE SECOND PART IS, AGAIN, WHY ARE WE TAKING SO LONG? I MEAN, IN THIS CASE YOU'RE TALKING ABOUT A MONTH TO GET ON AN AGENDA POSSIBLY.
I MEAN, WHY WOULDN'T WE BE ABLE TO PLUG THAT SPOT AT THE VERY BEGINNING? THANK YOU FOR THOSE QUESTIONS.
SO REGARDING THE NEGOTIATION PROCESS, UM, OUR SOLICITATIONS AND THE CONTRACT IS PROVIDED DURING THE SOLICITATION.
SO THEY HAVE THE DRAFT CONTRACT THAT WILL BE UTILIZED.
SO WE DO PUT IN THEIR LANGUAGE THAT THEY NEED TO IDENTIFY IF THERE ARE ANY MODIFICATIONS THAT THEY WOULD LIKE TO MAKE.
AND WE ALSO IDENTIFY THE SECTIONS THAT ARE NEGOTIABLE AND THOSE THAT ARE NOT NEGOTIABLE, THAT IS IN OUR TERMS AND CONDITIONS.
AND THE SOLICITATION IS WHAT WE'VE DONE WITH THE CONVENTION CENTER, WHICH GREATLY REDUCES NEGOTIATION TIME.
HOWEVER, NEGOTIATIONS ARE INCLUSIVE OF NOT ONLY PRICE, BUT ALSO OUR SCOPE.
SO THE NEGOTIATION PROCESS THAT WE WILL UTILIZE FOR THIS WILL INCLUDE THOSE PIECES ABOUT EQUITY.
IT WILL INCLUDE THOSE PIECES THAT ARE CUSTOMIZABLE TO THE CITY OF DALLAS THAT WE WANNA ENSURE ARE PART OF THE FEE STRUCTURE THAT THEY ARE PRESENTING TO US.
AND SO THE NEGOTIATION PROCESS MAY NOT TAKE THIS TIME.
THESE ARE VERY ROUGH ESTIMATES.
UM, AGAIN, WE HAVE HAD NEGOTIATIONS FOR DIFFERENT CONTRACTS OF COMPLEXITY THAT CAN TAKE MONTHS.
WE'VE ALSO NEGOTIATED MAJOR CONTRACTS IN TWO WEEKS.
AND THE CONTRACT, UH, PROCESS IS, THERE'S NO FORMALIZED STRUCTURE.
IT IS BASED REALLY NOT EVEN ON THE PROPOSALS, BUT THEIR LEGAL TEAMS. SO A LOT OF THE, UM, TIMELINE THAT IS INCURRED DURING NEGOTIATIONS, IT IS NOT WITH THE ACTUAL FIRMS AND TALKING ABOUT THE SCOPE, 'CAUSE THAT IS VERY CLEARLY IDENTIFIED.
IT IS WHEN WE BRING IN THE LEGAL TEAMS TO REALLY GET INTO THE NUTS AND THE BOLTS OF THE CONTRACT.
THE SECOND PART OF YOUR QUESTION REGARDING THE AGENDA PROCESS, AS YOU HAVE SEEN ON THIS DOCUMENT, I OUTLINE ALL OF THE DEPARTMENTS THAT WE MUST PARTNER WITH.
SO PROCUREMENT, HR, THE SMALL BUSINESS CENTER, OUR CITY ATTORNEYS, OUR BUDGET OFFICE TO CONFIRM THE FUNDING, OUR RISK MANAGEMENT, AND EVERY DEPARTMENT THAT IS INCLUDED IN THE EVALUATION PROCESS, WE PARTNER WITH THE AGENDA PROCESS WILL COMMENCE WHEN WE GET ALL OF THE FORMS COMPLETED, THE CONTRACT, UH, APPROVED AFTER THE NEGOTIATION, AND THEN WE ENTER IT, ENTER IT INTO OUR INTERNAL SYSTEM REGISTRAR.
THERE IS A SERIES OF APPROVALS FOR ALL OF THE PARTNERING DEPARTMENTS AND CITY DEPARTMENTS THAT MUST SIGN OFF ON EVERY SINGLE AGENDA.
SO THAT DOES TAKE TIME, EVEN IF WE ARE ABLE TO IDENTIFY THAT WE WILL PRESENT, LET'S SAY MAY 22ND.
OUR ATTORNEY'S OFFICE HAS THEIR OWN DEADLINES BY WHEN WE MUST SUBMIT IT SO THAT THEY CAN PUT IT IN Q ON WORK ON IT.
AND I CAN DEFER TO THE ATTORNEY'S OFFICE ON, ON THOSE TIMELINES.
BUT THE PROCESS IS NOT, UM, UH, ISOLATED IN PROCUREMENT AND HR.
UM, WITH THE VOLUME OF CONTRACTS THAT PROCUREMENT TAKES, IT WOULD BE FANTASTIC IF WE COULD NEGOTIATE, GET A CONTRACT AND BRING IT TO COUNSEL.
THAT IS NOT THE PROCESS TO ENSURE THAT EVERYONE HAS THEIR PROPER APPROVAL SEQUENCE BUILT INTO THE SYSTEM.
I HOPE EVERYBODY JUST HEARD THAT, BECAUSE THIS IS EXACTLY WHAT'S WRONG WITH CITY HALL.
I'M SORRY, THIS IS, THIS DOESN'T HAVE TO BE SEQUENTIAL.
[01:35:01]
MANY OF THESE THINGS THAT ARE ON THE FRONT OF THE PAGE CAN HAPPEN CONCURRENTLY.AND WE, WE'VE BUILT THIS BUREAUCRACY TO TAKE THIS LONG AND THIS IS EXACTLY WHAT I HOPE OUR NEXT CITY MANAGER WILL, UM, WORK MIGHTILY TO REINVENT.
JUST QUICKLY, UH, AND IT, THIS IS GOOD.
AS I SAID, IN TERMS OF US JUST TALKING, IT'S ALMOST AT THE PROCESS WHERE WE HAVE TO HURRY UP AND WAIT BECAUSE, UH, THE, THIS TIMELINE AND REALISTICALLY NEXT, THIS, THIS TIME NEXT YEAR FOR SURE, WE KNOW THAT THERE WERE TWO WILL BE TWO MEMBERS ON THE COUNCIL WHO WILL NOT BE HERE FOR SURE.
NOW YOU'RE, WE ARE ALSO GOING INTO A, A CAMPAIGN SEASON.
SO ANYBODY OF COURSE HERE AROUND THE HORSESHOE WHO DOESN'T WANNA BE HERE TO EXPERIENCE THE BUREAUCRACY WILL HAVE AN OPTION OF OPTING OUT IF THEY DON'T WANNA BE A PART OF THAT.
BUT THE PROCESS DOES TAKE TIME.
AND SO WHEN WE MOVE INTO THIS WHOLE CALENDAR PERIOD OF SEARCHING AND GETTING INFORMATION AND PROVING TO THE COMMUNITY THAT WE ARE TRANSPARENT, THAT WE ARE SEEKING SOMEONE WHO UNDERSTANDS DALLAS.
UH, SO I'M GONNA PAUSE THERE REAL QUICKLY.
'CAUSE UH, CHAIRMAN, I HAVE TO ASK THIS QUESTION.
IS IT POSSIBLE THAT YOU CAN HAVE A SEARCH TEAM, THAT FIRM, THAT DROPS OUT OF THE PROCESS? YES.
I MEAN, THERE ARE FIRMS THAT WILL SUBMIT PROPOSALS AND, UM, AFTER THE INTERVIEWS, EVEN AFTER SCORING, UM, ONCE WE RANK THEM, FIRMS DO HAVE THE OPPORTUNITY TO RECUSE THEIR PROPOSAL.
WHAT WOULD BE POP WOULD YOUR EXPERIENCE, DO YOU HAVE ANY EXPERIENCE OR KNOWLEDGE OF WHAT THEIR REASONS WOULD BE FOR OPTING OUT? WELL, IT'S NOT OFTEN THAT WE WOULD SEE THAT HAPPEN.
HOWEVER, UM, WHAT WE DO SEE AND WHAT CAN BE, UM, A JUSTIFICATION FOR A FIRM TO DO THAT IS THEY ARE OVER CAPACITY.
THEY DON'T HAVE THE CAPACITY TO MEET THE SPECIFICATIONS OF OUR WORK.
UM, IT MAY NOT BE A BUSINESS DECISION THAT FITS THEIR FIRM.
UM, AGAIN, IT'S RARE THAT IT HAPPENS, BUT YOU KNOW, ALSO FIRMS CAN BE, UH, WE'VE ACTUALLY HAD THIS HAPPEN WHERE FIRMS ARE EITHER PURCHASED OR DISSOLVED DURING THE PROCUREMENT PROCESS.
SO THAT ALSO, UM, WOULD BE A REASON WHY THEY WOULD REMOVE THEMSELVES.
AND SO, AND I, AND THIS IS JUST MORE OR LESS WITH CANDIDATES MM-HMM,
HAVE YOU ANY EXPERIENCE WITH CANDIDATES WHO HAVE BEEN RECRUITED AND THEN THE POOLS DIMINISHES OR THOSE CANDIDATES DISAPPEAR? YES, UH, THROUGH THE PROCESS.
KNOW IT MAY BE A LIFE SITUATION, MAY BE A PROFESSIONAL SITUATION, MAYBE A HEALTH SITUATION.
AND I'VE, I'VE HEARD JUST IN THE EXPERIENCE THAT I'VE HAD WHERE YOU'VE HAD CANDIDATES WHO HAD TO USE THOSE, THEY HAVE SEEN US, SEEN US ON PROCESS.
I'VE HEARD THAT COMMENT TO COUNCIL MEMBERS WHERE THEY HAVE SEEN THE COUNCIL INTERACTING AND SOME OF THE, SOME COMMENTS HAVE BEEN MADE THAT IT'S BETTER THAT THEY'RE NOT THERE, UH, IN THAT PROCESS.
NOW I WANNA MOVE ON TO THANK YOU FOR THAT ON THE DALLAS MO ON THE, THE DALLAS MORNING NEWS POSITION HERE.
I KNOW THAT'S THE OFFICIAL PAPER IN LINE WITH EQUITY.
CAN YOU, DO YOU ALL HAVE A PROCESS? I KNOW WE DO, BUT I WANNA MAKE SURE, I WANNA MAKE SURE WE ARE USING THAT, UH, HERE BECAUSE WE DO HAVE THE HISTORICALLY THE DISCONNECT BETWEEN THE DALLAS MORNING NEWS AND OUR, OUR COMMUNITIES OF COLOR.
AND SO WE'VE ASKED THAT YOU INCLUDE OUR COMMUNITY NEWSPAPERS THAT ARE MY FOCUS ON OUR HISPANIC, SPANISH SPEAKING COMMUNITIES, UH, PAPERS, UH, COMMUNITIES, AS WELL AS AFRICAN AMERICAN COMMUNITIES THAT YOU ALREADY KNOW THOSE, UH, COMMUNITY PAPERS.
SO DO WE HAVE A PROCESS THAT YOU ALL PLANNING, US INCORPORATING HERE WITH THIS PROCESS? YES.
SO THE DALLAS MORNING NEWS PUBLIC ADVERTISEMENT PROCESS IS A STATE, UH, REQUIREMENT FOR, UH, ALL OF OUR ADVERTISEMENTS.
HOWEVER, I WILL SOLICIT DIRECTOR WILLIAMS. SHE ACTUALLY PARTNERS WITH THE OFFICE OF PROCUREMENT SERVICES AND IS RESPONSIBLE FOR DISTRIBUTING NOT ONLY TO OUR PARTNERING, UH, MINORITY REPRESENTED NEWSPAPER AND MEDIA, BUT ALSO ALL OF OUR PARTNERING ASSOCIATIONS.
JOYCE WILLIAMS, DIRECTOR OF THE SMALL BUSINESS CENTER.
UH, THANK YOU FOR THE QUESTION.
YES, WE DO, WE DO ADVERTISEMENT WITH OUR LOCAL MINORITY OF PAPERS, UH, INFORME AS WELL AS DALLAS EXAMINER, UH, AS WELL AS A ELITE NEWS AND ALSO THE NEWS.
ALRIGHT, SO I WANTED TO MAKE SURE, 'CAUSE YOU HAVE TO HAVE A, A MANAGER WHO UNDERSTANDS, ONCE AGAIN, THE IMPORTANCE OF EQUITY AND IF WE'RE GONNA BE TRANSPARENT, UH, AND WE'RE GONNA GET THE INFORMATION OUT, WE'RE GONNA HAVE TO GET TO THESE COMMUNITIES BECAUSE
[01:40:01]
SOME OF THOSE COMMUNITY MEMBERS DO LOOK TO THOSE PAPERS FOR GUIDANCE.SO I WANTED TO MAKE SURE THAT WE DID PUT THAT ON THE RECORD.
UH, OTHER THAN THAT, I THINK THO THAT WAS MY REAL CONCERN, IS THAT WE HAVE THE NEED TO CONTINUE, UH, EMPHASIS ON EQUITY.
AND WHOEVER GETS IN THAT POSITION WHEN THEY'RE RESEARCHING, WHEN YOU'RE RESEARCHING, THAT PERSON NEEDS TO UNDERSTAND THERE'S A DIFFERENCE BETWEEN EQUITY AND EQUALITY.
AND SO THAT'S WHY I KEEP REFERENCING THE IMPORTANCE, THE HIGH STAKES AND THE EMPHASIS ON KNOWING AND NOT WHETHER THEY'RE BAPTIZED, RECRUITED, HOWEVER YOU WANNA PUT IT.
I'M CHOOSING BAPTIZED IN IT, SO WE'LL KNOW THAT IT, THEY, THEY, IT SATURATES THEM AND IT'S NOT SOMETHING THEY JUST WOKE UP AND READ IN THE PAPER THAT, OH, DALLAS FOCUSES ON EQUITY AND THEN THEY COME TO THE TABLE AND WANT TO GO THROUGH THE PROCESS.
BUT HOPEFULLY WE'LL BE ABLE TO DISCERN WHO THOSE, UH, INDIVIDUALS ARE.
UH, AND SO CHAIR, THANK YOU SO VERY MUCH FOR ALLOWING ME TO HAVE THAT TIME AND THANK YOU COUNCIL MEMBERS.
BUT ONCE AGAIN, THANK YOU ALL FOR YOUR WORK AND I WILL BE ONE OF THOSE WHO ARE PUTTING IN MY CONCERNS AND COMMENTS ABOUT EQUITY AND EXCELLENCE AS WE MOVE FORWARD IN BIG D.
WITH THAT CHAIRMAN, CHAIRMAN WITH THANK YOU CHAIR.
SOME GOOD COMMENTS AND QUESTIONS.
UM, I SHARE MY, MY COLLEAGUES' FRUSTRATION WITH THE TIMELINE, BUT JUST BEING REALISTIC HERE, WE DO HAVE STATE LAW REQUIREMENTS, UM, THAT THE PRIVATE WORLD DOESN'T HAVE.
YOU KNOW, I WOULD BE DOING THIS A LOT FASTER IN MY OWN BUSINESS, BUT WE, WE'VE GOTTA MEET STATE LAW REQUIREMENTS ON NOTICE.
SO IT'S NOT SOMETHING WE COULD NECESSARILY SPEED UP MUCH MORE THAN IT ALREADY IS GIVEN OUR RESTRICTIONS.
AND I WILL INVITE MY COLLEAGUES.
WE HAVE A PROCUREMENT PROCESSES BRIEFING, WHICH WAS REQUESTED BY A COUPLE COLLEAGUES AT GPFM TODAY, IF YOU'D LIKE TO COME TALK MORE ABOUT THE PROCESS ITSELF.
THE OTHER THING I'M HEARING IS I FEEL LIKE WE'VE GIVEN YOU AS A COUNCIL, AND CORRECT ME IF I'M WRONG, COLLEAGUES, BUT WE'VE GIVEN YOU A LOT OF FEEDBACK TODAY ON THE PROCESS.
WE'VE ASKED A LOT OF QUESTIONS.
UM, AND I AGREE WITH COUNCILWOMAN WILLIS THAT OUR PARAMETERS AROUND WHO WE WANT AS A CITY MANAGER, THE QUALITIES, YOU KNOW, THEIR EXPERIENCE CAN CONTINUE TO DEVELOP OVER THE NEXT FEW MONTHS.
I DON'T SEE A NEED FOR A LONG ADDITIONAL WEEK LONG MONTH, MULTIPLE WEEK PROCESS OF Y'ALL WAITING FOR US TO GET BACK TO YOU WITH MORE INFORMATION.
I MEAN, WHAT MORE INFORMATION DO YOU NEED? YOU'RE REALLY JUST DECIDING ON MOVING FORWARD WITH THE RFP FOR THE SEARCH FIRM.
THAT'S IT, RIGHT? TODAY THAT, THAT IS CORRECT.
UH, INFORMATION ABOUT HOW WOULD YOU LIKE TO SCORE OR RATE THE CRITERIA, WHAT ARE YOUR PRIORITIES WITHIN THE CRITERIA PRESENTED WILL BE VERY HELPFUL.
AND SO IS INFORMATION ABOUT THAT, UH, CANDIDATE PROFILE THAT COUNCIL MEMBER WILLIS SPOKE ABOUT.
WHAT ARE THE PRIORITIES? AND I LISTED, UM, FIVE BULLET POINTS AT THE TOP OF THE DOCUMENT ON PAGE ONE.
AND AGAIN, THOSE ARE JUST THE STANDARD.
HOWEVER, UH, AS A BODY, I I'M SURE I'M, I'M SURE THAT THERE WILL BE CONVERSATION ABOUT WHAT IS MISSING, WHAT ELSE, WHAT DO WE WANT TO PUT AS THE PRIORITY? AND THERE ARE DIFFERENT PRIORITIES MAYBE THAT NEED TO BE RECONCILED, RIGHT? AS WE NEED TO GIVE CLEAR DIRECTION TO THE, YOU KNOW, THE CONSULTING FIRM SO THEY CAN FIND THE PERSON THAT FULFILLS THOSE.
WELL, I THINK, I THINK, AND I WOULD JUST ASK THE CHAIR, I MEAN, IS I, I WOULD SUPPORT A FAIRLY TIGHT TIMELINE FOR US TO PROVIDE YOU WITH THOSE EDITS TO THESE FIVE BULLETS, YOU KNOW, FOR STAFF SO THAT WE CAN TRY TO STAY AS CLOSE TO THEIR TIMELINE AS POSSIBLE.
I THINK THAT WE CAN TODAY IS, UH, BY MARCH 8TH, NEXT FRIDAY BEFORE NEXT FRIDAY BEFORE WE GO ON BREAK, BECAUSE WE'RE GOING ON BREAK.
SO MARCH 8TH, UH, MARCH, IF WE GO ON BREAK 11, BUT I SAID THE EIGHT MARCH 8TH.
SO PROVIDE INFORMATION TO STAFF ON WHAT WE WOULD WANT TO CHANGE OR YES, THAT'S CORRECT.
AND ALSO, STAFF HAD THE OPPORTUNITY TO GIVE WITH Y'ALL, YOU KNOW, THIS WEEK, UH, FIRST QUARTER OF NEXT WEEK.
PLENTY OF TIME TO, FOR THE STAFF TO TALK TO EACH INDIVIDUAL COUNCIL MEMBER WITH THAT COUNCIL BLACKMAN.
AND I JUST TOO WANNA TALK ABOUT WHAT MR. WEST SAID ABOUT THAT.
SOME OF THIS IS IN STATE LAW, AND SO BUREAUCRACY IS SOMETIMES DICTATED TO US, BUT DO YOU HAVE ANY RECOMMENDATIONS TO SHAVE OFF STILL KEEPING WITHIN THE COMPLIANCE, BUT WHERE YOU CAN DO DUELING TRACKS, IF YOU WILL, VERSUS HAVING THEM, UH, YOU KNOW, STACKED ON TOP OF ONE ANOTHER TO GET THE TIMELINE, UH, MORE, UH, STREAMLINED? YES, THANK YOU FOR THE QUESTION.
SO A LOT OF THE, UH, PROCESS, ALTHOUGH IT IS GOVERNED BY STATE LAWS, OUR ADMINISTRATIVE DIRECTIVES AND ALL OF THESE PROCUREMENT BASED, UH, STRUCTURES THAT WE, THAT WE FOLLOW, THERE IS A LOT OF COLLABORATION THAT
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YOU WILL SEE IN THIS PROCESS.UM, AS WELL AS OTHER CONTRACTS AS A CONVENTION CENTER.
SO THE PARTNERSHIP WITH THE SMALL BUSINESS CENTER, THE RISK MANAGEMENT, ALL OF THOSE REQUIREMENTS ALSO HAVE TO BE FOLDED INTO THE SOLICITATION.
SO YOU SEE ALL THAT UPFRONT, YOU SEE THAT THE DIVERSITY GOAL COMING AT THAT TIME, YOU'LL SEE US WORKING WITH RISK.
SO YOU WILL SEE, UM, IN THIS PROCESS AND THIS TIMELINE OF FOUR MONTHS IS EXTREMELY EXPEDITED.
UM, I, I WANNA MAKE THAT VERY CLEAR.
SO A TRADITIONAL REQUEST FOR PROPOSALS FOR AN EXECUTIVE FIRM TO DO THIS LEVEL OF SEARCH USUALLY TAKES SIX TO NINE MONTHS AT BEST BECAUSE WHAT YOU'RE DOING IS YOU'RE SPREADING YOUR NET WIDE, YOU'RE MAKING SURE THAT COMMUNITY ENGAGEMENT IS NOT MISSED, AND YOU'RE ALSO TAKING A LOT OF TIME USUALLY TO BUILD OUT THE SCOPE AND SOLICITATION TO MAKE SURE THAT IT'S GETTING EXACTLY WHAT WE WANT BEFORE A FOUR MONTH, FOUR AND A HALF MONTH PROCESS.
IT IS VERY, UM, CONSERVATIVE ON THE EXTRA PERIPHERAL THINGS THAT WE WOULD BUILD IN.
SO YOU ARE ALREADY SEEING IN THIS TIMELINE A LOT OF OVERLAP BECAUSE WE ARE COMING TO MAKE SURE THAT THIS IS AN EXPEDITED PROCESS AND DO YOU HAVE THE STAFF RESOURCES TO GET THIS EXPEDITED PROCESS, OR SHOULD WE CONSIDER BRINGING SOMEBODY TO BE THE HUB AND TO SPARE SPEARHEAD THIS INITIATIVE, UH, ON BEHALF OF US? BECAUSE LIKE YOU SAID, IT'S NOT EASY TO GET EVERYBODY TOGETHER AND MOVING FORWARD.
SO ALL IS EVERY DEPARTMENT COMMITTED? ARE Y'ALL COMMITTED? WHAT DO YOU NEED TO MAKE SURE THAT WE STICK TO THIS TIMELINE? SO AS IT RELATES TO STAFFING AND THE CITY'S STAFF'S CAPACITY TO COMPLETE THIS AS ITS OUTLINE, I HAVE NO RESERVATIONS ABOUT OUR ABILITY TO COMPLETE IT AS LAID OUT.
AND IS THERE A SEASON IN WHICH CITY MANAGERS LOOK FOR POSITIONS, IF YOU WILL? UM, I WILL SAY, UH, THERE'S NOT A SEASON FOR CITY MANAGERS IN PARTICULAR FOR, BUT FOR EXECUTIVES IN PARTICULAR, IF THEY HAVE FAMILIES.
OH, THEY WANNA, YES, TYPICALLY THEY WANT TO THE SCHOOLS, YES.
THEY, THEY, THEY, THEY, THEY'RE LOOKING AT, UH, MAKING SURE THAT THEIR FAMILIES ARE TAKEN CARE OF.
AND SO THAT MAY OR MAY NOT, UH, ACCELERATE OR DECELERATE.
THEY'RE MOVING INTO THE AREA IF WE'RE RELOCATING.
AND, UM, IS THERE, I KNOW MRS. WILLS TALKED ABOUT THE EIGHT YEARS AGO IN THAT PROCESS, CAN WE SEE WHAT, UH, WAS PUT OUT FOR AN RFP AND JUST TO, AS A, AS A REFERENCE POINT? YES.
AND TO RECONCILE WITH WHAT YOU'RE ASKING US TO DO TO SEE IF IT'S CONSISTENT.
IF WE WANNA CHANGE, WHAT DID WE LIKE, I THINK WHY INVENT THE WHEEL IF IT'S BEEN DONE? I MEAN, HOW MANY TIMES SINCE OUR CITY MANAGER, FORMER GOVERNMENT HAS BEEN HERE? SO, AND IT'S JUST, IT DOESN'T MEAN WE HAVE TO DO IT THAT WAY, BUT I THINK IT'S A GOOD REFERENCE POINT.
WE'LL PROVIDE THE FORMER RFP THE STRUCTURE AND YOU WILL SEE THE HUGE VARIANCE.
THE PRIOR, UH, PROCUREMENT FOR THIS, IT WAS QUITE LITERALLY A SUMMARY STATEMENT OF WHAT THE CITY WANTS VERSUS WHAT NINA HAS PREPARED IN DETAIL.
SO YOU CAN SEE THE, THE VARIANCE IN THE, UM, DELIBERATION ON WHAT WE WANT TO MAKE SURE IS EXACTLY TO MEET THE NEEDS.
THANK YOU VERY MUCH, CHAIRMAN STEWART.
UM, WHAT I, I THINK MIGHT BE VERY HELPFUL TO ALL OF US, AND SO THAT YOU'RE SPEAKING TO ALL OF US, YOU'RE GETTING THE SAME RESPONSES FROM ALL OF US, IS TWO THINGS.
ONE IS, AS WAS MENTIONED BEFORE, SENDING THE PAST SCOPE, THE PAST JOB DESCRIPTION, THE HISTORICAL INFORMATION OF HOW WE DID IT.
THE OTHER WOULD BE A CHECKLIST FROM US OF THE THINGS YOU NEED FROM US SPECIFICALLY.
SO WHEN YOU SAY, I WANT YOU TO PRIORITIZE THESE FIVE BULLET POINTS, I WANT YOU TO BLAH, BLAH, BLAH, AND EACH OF THE THINGS THAT WE NEED TO DO EITHER INDIVIDUALLY OR AS A GROUP, UM, SO THAT WE CAN KNOW WHAT ALL OF OUR HOMEWORK IS AND THERE'S NO CONFUSION ABOUT WHAT IS EXPECTED FROM US, WHETHER IT'S STAKEHOLDER IDENTIFICATION AND BY WHEN, WHATEVER IT IS, THAT PROCESS FROM US, I THINK WOULD BE VERY CLEAR, HELPFUL, RATHER, AS WELL AS HAVING THE SPECIFIC QUESTIONS THAT YOU NEED US TO ANSWER.
SO IF IT HAS THE LONG-TERM PLANS TO ACHIEVE THE CITY'S GOALS, BUT WE DON'T HAVE CITY GOALS, RIGHT.
THAT KIND OF THING THAT WE NEED.
OKAY, WE GOING, WE GONNA TRY TO GO EXECUTIVE SESSION.
CAN I JUST ASK ONE QUESTION? OH, NO, WE'LL GET YOU AND THEN COME BACK TO YOU, UH, CHAIRMAN'S.
UH, ONE ON THE EVALUATION TEAM AND THEN, UH, THE SECOND ONE IS REALLY GONNA BE ON THE PROCUREMENT PROCESS.
SO ON THE EVALUATION TEAM, I SAW THAT IT SAID HR, UH, IS RESPONSIBLE FOR SELECTING THAT AND I'M VERY FAMILIAR WITH THAT PROCESS, BUT I'M ALSO VERY FAMILIAR WHERE IN OTH CITIES IN OTHER, UH, CITIES IN TEXAS, OTHER CITIES IN TEXAS, UH, HAVE WHAT'S CALLED, CALLED LIKE A COMMUNITY ADVISORY KIND OF A GROUP THAT CAN ALSO NOT NECESSARILY GET
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DOWN IN THE WEEDS, BUT KIND OF SERVE AS A COMMUNITY LAYER TO REVIEW, UH, THE EVA THE PROPOSALS AS WELL.UM, SO I'M, I WANNA PUT THAT OUT THERE AS A, AS A SUGGESTION, NOT JUST FOR THIS PROCUREMENT, BUT OTHER, UH, PROCUREMENTS AS WELL.
SO I DON'T KNOW IF THAT'S REALLY MORE OF A, A, UM, SMALL BUSINESS COMMENT OR A STATEMENT, BUT I'D LIKE TO SEE IF WE CAN CONSIDER DOING SOMETHING LIKE THAT DURING THIS PROCESS.
AND I BELIEVE SAN ANTONIO MAY HAVE A MODEL, UH, THAT, THAT COULD FIT THIS, UH, PROCESS.
THE SECOND ONE IS ON THE TIMELINE, AND I REALIZE WE'RE MOVING, UH, KIND OF FAST, BUT I NOTICED, UH, THREE WEEKS ON THIS TIMELINE, THE PROCUREMENT WOULD BE OPEN FOR THREE WEEKS, WHICH IS STANDARD.
AND YOU SAID IT, THIS IS AN EXPEDITED TIMEFRAME.
DOES THAT GIVE EITHER OF YOU ANY CONCERN ABOUT ONE? WELL, LET ME SAY IT THIS WAY.
IT, IT GIVES ME A CONCERN TO, TO ENSURE ONE, THAT AS WE TALK ABOUT EQUITY, THAT WE, WE ARE GIVING FIRMS ENOUGH TIME TO RESPOND, UH, TO, BUT DOES THAT GIVE YOU ALL A CONCERN IN GENERAL ABOUT JUST OTHER FIRMS THAT MAY WANNA RESPOND, THAT PROBABLY COULD DO IT, BUT UNDERSTANDING THE, THE, THE PROCEED CLIMATE OF DOING BUSINESS WITH THE CITY AND ALL OF THAT MAY TAP OUT.
SO DOES, I'M, I GUESS I'M TRYING TO SHAPE THIS AND IT FEELS LIKE I'M LEADING YOU, BUT DO YOU ALL HAVE A CONCERN ABOUT THIS THREE WEEK TIMEFRAME? UH, IN, IN MY EXPERIENCE, UH, THE FIRMS THAT ARE LISTED, UM, GO THROUGH THESE PROCESSES VERY OFTEN.
SO THEY TYPICALLY HAVE, THEIR PROCESSES ARE WELL ESTABLISHED AND THEY WILL, WHAT THEY WILL DO IS LOOK FOR, UM, HOW THEIR PROCESSES WILL BE ADOPTED TO THE REQUIREMENTS.
THE ONE PIECE THAT MAY TAKE A LITTLE BIT LONGER IS IF THEY LOOK FOR A PARTNER, RIGHT? THAT IS THE PIECE THAT MAY TAKE A LITTLE BIT LONGER, IN PARTICULAR IF THEY CHOOSE TO USE A PARTNER TO, FOR THAT COMMUNITY INVOLVEMENT.
SO ANY WORK THAT WE DO TO ENGAGE FIRMS THAT ARE AVAILABLE AND WILLING AND YOU KNOW, WOULD LIKE TO PARTNER WITH LARGER, UH, CONSULTING FIRMS, UH, WILL BE VERY BENEFICIAL BECAUSE THAT IS WHAT WILL TAKE TIME, RIGHT? AND THEN YOU, YOU GONNA SAY SOMETHING? YES.
UM, WHAT I WANTED TO CONTRIBUTE IS THAT THERE'S A COUPLE THINGS, UM, THAT YOU'RE AWARE OF JUST WITH THE PROCESS, BUT WITH THE OUTREACH, THE COMMUNICATION THAT WE ARE GOING TO DO TO THESE FIRMS. YES.
UH, NINA'S ABSOLUTELY CORRECT.
THESE FIRMS ARE READY TO RESPOND.
HOWEVER, YOU ALSO HAVE, UM, A REALLY GOOD OPPORTUNITY TO ENGAGE DURING OUR PRES SOLICITATION MEETINGS.
AND SO THAT NET AND THOSE OPPORTUNITIES FOR QUESTIONS, ENGAGEMENT, AND AGAIN, THESE TIMELINES ARE PUT IN PLACE AS A, UM, RECOMMENDATION OF, YOU KNOW, WHAT IT LOOKS LIKE.
BUT SOMETIMES IF WE RECEIVE FEEDBACK FROM THE COMMUNITY, AND THIS HAS HAPPENED ON OTHER MAJOR CONTRACTS WHERE THEY SAY THE SPECIFICATIONS WERE A LITTLE, UM, OVERWHELMING, CAN YOU REFINE THEM? CAN YOU ISSUE AN ADDENDUM? SO MY RECOMMENDATION IS TO REALLY ENCOURAGE VERY CLEAR SPECIFICATIONS.
WHAT DO WE WANT OUT OF THIS FIRM? WHAT WILL BE THE OUTCOMES? AND HOW DO WE WANT YOU TO PRESENT TO US IS GONNA BE VERY IMPORTANT.
THE EASIER, UM, THE CLEARER THAT WE CAN MAKE OUR NEEDS MADE AND ADDRESS IN THE DOCUMENT, THE BETTER PROPOSALS WE WILL GET.
WHICH WILL, AGAIN, FIRMS WILL LOOK AT THAT AND SAY, EITHER I CAN DO THAT OR I CANNOT DO THAT.
AND, AND I, AND I'LL SAY AGAIN, AND I, I GET IT, THE TIMEFRAME DOES, BUT I, I GUESS THE OTHER PIECE IS WE RUN INTO THE, THE MISSED OPPORTUNITY OF PARTNERSHIPS, JOINT PARTNERSHIPS AND THINGS LIKE THAT.
SO AGAIN, THOSE ARE JUST SOME OF THE CONCERNS.
I JUST WANNA GO ON THE RECORD AS AS SAYING, UM, AS WE GO THROUGH THIS PROCESS, COLLEAGUES, THERE ARE OPPORTUNITIES, AND I KNOW SOME OF THESE FIRMS HAVE BEEN IN THIS BUSINESS FOR A LONG TIME AND WE KNOW THOSE ARE SOME OF THE USUAL SUSPECTS, BUT I DON'T WANNA MISS AN OPPORTUNITY TO CONTINUE EQUITY EVEN IN THIS PROCESS.
SO THAT TIMEFRAME DOES SEEM A LITTLE BIT, UH, TIGHT AND I UNDERSTAND THE, THE NEED FOR IT, BUT I JUST WANT TO GO ON RECORD AS SAYING AND, AND ENCOURAGING US TO IMPLEMENT, UH, ONE LOOK INTO THAT ADVISORY, UM, EVALUATION TEAM, A COMMUNITY EVALUATION TEAM.
I THINK SAN ANTONIO HAS A MODEL AND THEN, UM, A TIMEFRAME, MAKE SURE IT'S INCLUSIVE.
THANK YOU CHAIRMAN MILLON, LAST ONE.
SO, UM, LOOK, THE FACT IS THERE'S ALREADY BEEN SOME VERY HIGHLY UNUSUAL ACTIVITIES SURROUNDING THIS ENTIRE PROCESS AND I'M CONCERNED ABOUT TRANSPARENCY.
AND WHAT I'D LIKE TO PROPOSE CHAIR IS THAT ANY COUNCIL MEMBER THAT'S GIVING INPUT INTO THESE CHANGES OR EDITS, DO IT.
SO IN WRITING AND IF A COUNCIL MEMBER WOULD LIKE TO SPEAK TO YOU DIRECTLY, THEN YOU DOCUMENT IT, WHO SAID IT AND WHAT THEIR PROPOSED CHANGES.
I THINK THAT WE NEED TO, UM, ASSURE OUR RESIDENTS THAT WE ARE DOING THIS IN A TRANSPARENT MANNER.
AND, UM, SO I, I'D JUST LIKE TO MAKE THAT SUGGESTION, PLEASE.
THANK YOU, UH, WITH THAT NOW IT IS, IT IS NOW 1104
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ON FEBRUARY 26TH, 2024.THAT AD HOC COMMITTEE ON ADMINISTRATIVE FIRE MEETING WILL NOW GO INTO CLOSED SECTION UNDER SECTION 5 5 1 0.074 ON THE TEXT OVER MEETING AT, ON THE FOLLOWING MATTER DESCRIBED ON TODAY AGENDA B AND C, IT IS THE AD HOC COMMITTEE ADMINISTRATIVE MEETING HAD COMPLETED IT'S CLOSED SESSION UNDER SECTION 5 5 1 0 0.74, AND IT TAKES OVER.