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[*This meeting was joined in progress*]
I CARRIED.[Ad Hoc Committee on Administrative Affairs on March 7, 2024.]
I SEE WE HAVE, UH, CHAIRMAN CH ON VIDEO.UH, ANYONE ELSE WE HAVE ON VIRTUAL? MS. BLACKBURN? SHOULD BE ON BLACKBURN.
THANK YOU, COUNCILWOMAN BLACKBURN.
UH, WITH THIS, WE'RE GONNA GET STARTED.
UM, WE ARE GONNA HAVE DANIELLE AND NINA DISCUSSED ON THE TIMELINE OF THE MANAGEMENT RECRUIT CONSULTANT AND THE SURVEY RESULTS.
AND, UM, I BELIEVE THIS ROOM IS, UM, IS GOING TO, UH, MISS, UH, MENISON HAD ANOTHER MEETING AT 12 O'CLOCK.
I BELIEVE WE CAN GET THIS DONE IN 45 MINUTES TO AN HOUR.
SO, UH, JUST BE, UH, DIRECT TO YOUR ANSWERS AND QUESTIONS, PLEASE.
WITH THAT, NINA, DANIELLE, YOU CAN GET STARTED? YES, IF, IF WE COULD HAVE THE PRESENTATION, THE CITY MANAGER RECRUITMENT.
COULD YOU A LITTLE CLOSE TO THE MIC, PLEASE? YES.
NINA ARIA, DIRECTOR OF HUMAN RESOURCES.
AND WE'RE GOING TO GO AHEAD AND START WITH THE 2024 CITY MANAGER RECRUITMENT RFP SURVEY RESULTS.
UM, WE'LL GO OVER THE OVERVIEW OF THE, THE SURVEY, ALSO THE RESULTS IN NEXT STEPS.
SO THE SURVEY WAS SENT TO ALL CITY, UH, OF THE ELECTED OFFICIALS.
IT WAS OPEN FROM THE 27TH OF FEBRUARY THROUGH MARCH 5TH, AND 13 RESPONSES WERE RECEIVED.
PAGE FOUR, UH, SHOWS, UH, THE SCORES, UM, FOR THE ITEMS THAT WERE PROVIDED AS, UH, RESPONSIBILITIES OF THE CITY MANAGER.
UH, THESE ARE HIGH LEVEL PRELIMINARY, UH, TO INFORM OR ACTUALLY TO ADD TO THE SCOPE OF SERVICES, NOT A FINAL OR COMPLETE LIST.
HOWEVER, UH, THE, UM, THIS COURSE ALLOWS US TO IDENTIFY WHAT OUR PRIORITIES FOR COUNCIL TO MAKE SURE THAT THOSE ARE INCLUDED.
UH, ALSO THE ADDITIONAL RESPONSIBILITIES NOT LISTED, UH, WERE PROVIDED ON PAGE FIVE IS THE DETAIL ON PAGE SIX, THE PRIORITIZATION OF THE SELECTION CRITERIA.
UH, THE, THE, THE MOST IMPORTANT ITEM FOR COUNCIL WAS FIRMS EXPERIENCE AND QUALIFICATIONS AND, UH, THE LEAST IMPORTANT COST, UH, AND FEES AND THE STRUCTURE.
ON PAGE SEVEN, YOU CAN SEE THE RFP TIMELINE AND THE PREFERENCES INDICATED BY COUNCIL MEMBERS.
UH, WE HAVE FIVE COUNCIL MEMBERS INDICATED FOUR WEEKS, UH, WAS THE MOST DESIRED, UH, TIMEFRAME FOR HAVING THE RFP OUT.
UM, AND THEN THAT WAS FOLLOWED BY, UH, TWO WEEKS AND CAN SEE THE DETAIL IN THAT PAGE.
SO OVERALL, FOUR WEEKS SEEMS TO BE, UH, THE, THE AVERAGE, UH, REGARDING THE SEARCH FIRM EVALUATION COMMITTEE.
ON PAGE EIGHT, COMBINE EXPERTISE, HAVING THREE CITY STAFF MEMBERS AND THREE COUNCIL MEMBERS SEEM TO BE THE PREFERRED APPROACH.
UM, AND WITH THAT, UH, TODAY WE'RE ASKING, UH, THE COMMITTEE TO IDENTIFY THE THREE COUNCIL MEMBERS THAT WILL PARTICIPATE.
ON PAGE NINE, YOU SEE ADDITIONAL FEEDBACK THAT WAS PROVIDED BY, UH, COUNCIL MEMBERS THROUGH THE SURVEY.
AND ON PAGE 10, YOU WILL SEE OUR NEXT STEPS.
UH, THIS WEEK, UH, WE ARE COMMITTED TO REFINING THE SCOPE BASED ON THE FEEDBACK RECEIVED, UH, ALSO TO ASSEMBLE THE RFP EVALUATION COMMITTEE.
AND THEN THE WEEK OF MARCH 14 WILL INITIATE THE PROCUREMENT PROCESS AND THE SPECIFIC STEPS AND DETAILS FOR THE PROCUREMENT PROCESS WILL BE PROVIDED BY DANIELLE.
DANIELLE THOMPSON, DIRECTOR OF THE OFFICE OF PROCUREMENT SERVICES.
I'LL GET STARTED ONCE MY SLIDES SHOW UP.
SO TODAY I'M GOING TO WALK THROUGH THE SURVEY RESULTS AND HOW I INCORPORATED THEM IN THE REQUEST FOR PROPOSALS PROCESS.
UM, I WILL GO THROUGH THE PROCESS, OUTLINE THE TIMELINE, AND DISCUSS OUR NEXT STEPS.
THE HR SURVEY, UH, INCLUDED THREE QUESTIONS AS IT RELATES TO THE REQUEST FOR PROPOSAL.
AND SO WHAT YOU SEE LISTED HERE IS THE PRIORITIZATION OF THE SELECTION CRITERIA BASED ON THE RESULTS OF THE SURVEY.
SO YOU DO SEE A FEW OF THE, UH, CRITERIA COMBINED.
UM, ITEMS, THE FIRST AND THIRD QUESTION WERE COMBINED TO THE FIRM'S RELEVANT EXPERIENCE AND QUALIFICATIONS.
THE SECOND IS COMPREHENSIVE SEARCH APPROACH, STRATEGY, AND TIMELINE.
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CRITERIA WILL BE LOCAL AND REGIONAL MARKET EXPERIENCE.THE FOURTH IS COST FEES AND EXPENSE STRUCTURE.
AND THEN THE FINAL EVALUATION CRITERIA, WHICH IS A REQUIREMENT, IS OUR MINORITY WOMEN BUSINESS ENTERPRISE PARTICIPATION GOAL, WHICH IS 38%.
BECAUSE THIS IS PROFESSIONAL SERVICES, AND THIS IS A, UH, STRUCTURE WITH PROPOSED POINTS, ALL OF THE POINTS THAT ARE BEFORE YOU CAN BE MODIFIED BASED ON THE DIRECTION OF THIS COMMITTEE.
THE ONLY POINTS, UH, SELECTION THAT'S ON HERE THAT CANNOT BE MODIFIED IS THE MWBE, WHICH MUST STAY AT 15 POINTS PER THE MWBE UH, POLICY.
SO CURRENTLY WE HAVE 30 POINTS, WHICH WAS THE HIGHEST, UH, RANKED, UH, SELECTION CRITERIA BY THE COUNCIL EXPERIENCE AND QUALIFICATIONS, FOLLOWING WITH THE RUNNER UP OF PROJECT, UNDERSTANDING METHODOLOGY AND APPROACH WITH 25 POINTS, LOCAL MARKET EXPERIENCE WITH 20 POINTS, THE COST AT 10 POINTS, AND AGAIN, THE, UH, 15 POINT REQUIRED MWBE PARTICIPATION GOAL.
THE HR SURVEY INCLUDED QUESTION REGARDING THE TIMEFRAME OF HOW LONG THIS SOLICITATION WILL BE ACTIVELY SOLICITED, UM, ON THE STREET, AS WE CALL IT.
AND SO BASED ON THE FEEDBACK, FOUR WEEKS WAS THE MOST RECOMMENDED OR REQUESTED TIMEFRAME.
SO WE WILL, UH, WE BUILT INTO THE PROCESS OF FOUR WEEKS SOLICITATION TIMEFRAME.
AS NINA, UH, PREVIOUSLY MENTIONED, BASED ON THE RESULTS, THE REQUEST FROM THE COUNCIL IS TO HAVE A COMBINED COUNCIL AND CITY STAFF EVALUATION COMMITTEE, WHICH WE HAVE BUILT INTO THE PROCESS, AND WE WILL TALK A LITTLE BIT MORE ABOUT THAT, UM, AND WHAT THAT CRITERIA LOOKS LIKE FOR STAFF AND COUNCIL TO BE ON THAT EVALUATION COMMITTEE.
AND THIS IS THE PROCUREMENT PROCESS.
THIS IS A VISUAL, SO YOU CAN HAVE BEFORE YOU ALL OF THE STEPS.
THE BOXES IN BLUE ARE THE STEPS IN THE PROCESSES THAT THE OFFICE OF PROCUREMENT SERVICES WILL MANAGE.
THE PURPLE BOXES, THE SMALL BUSINESS CENTER, THE GREEN BOXES, THE OFFICE OF RISK MANAGEMENT, THE YELLOW BOX IS THE CITY ATTORNEY'S OFFICE.
AND THEN THE ORANGE AND FINAL BOX IS THE AGENDA OFFICE AND CITY SECRETARY OFFICE.
SO I'LL GO INTO DETAIL ON THE NEXT SLIDE WITH THE DATES.
SO THIS IS THE ACTUAL TIMELINE, UM, INCORPORATING THE FOUR WEEK ADVERTISEMENT PHASE, AS WELL AS ALL OF THE FEEDBACK FROM THE SURVEY.
SO I'LL GO THROUGH THESE, UM, IN DETAIL.
SO THE SPECS AND SCOPES ARE ACTUALLY BEING DEVELOPED AS WE SPEAK.
STARTING THIS WEEK, WE WILL ADVERTISE THIS SOLICITATION STARTING ON THURSDAY, MARCH 14TH.
IT'LL BE ADVERTISED FOR TWO WEEKS IN THE DALLAS MORNING NEWS, UH, FOLLOWING OUR POLICIES AND PROCEDURES FOR PUBLIC ADVERTISEMENT.
SO THE SOLICITATION WILL BE ACTIVE AS OF MARCH 14TH, 2024.
TWO WEEKS LATER, WE WILL HAVE OUR STANDARD PRES SOLICITATION MEETING WHERE WE INVITE ALL OF THE, UH, PROPOSERS THE COMMUNITY TO COME ASK QUESTIONS.
UH, HR WILL PRESENT THE SCOPE AND WHAT WE'RE LOOKING FOR.
WE, UH, OFFICE OF PROCUREMENT SERVICES WILL REVIEW THE PROCESS.
THE SMALL BUSINESS CENTER WILL DISCUSS THE MWBE OPPORTUNITIES, AND AT THAT TIME, WE WILL TAKE ANY QUESTIONS FROM THE COMMUNITY, THE BUSINESSES, AND WE WILL PROVIDE WRITTEN ADDEND WITH OUR RESPONSES.
THE PROPOSAL SUBMISSION CLOSING DATE WILL BE APRIL 11TH.
THE EVALUATION COMMITTEE WILL EVALUATE THE PROPOSALS BETWEEN APRIL 15TH, APRIL 26TH.
VENDOR INTERVIEWS WILL FOLLOW WITH THE TOP THREE HIGHEST RANKED PROPOSERS BETWEEN APRIL 29TH AND MAY THE 10TH.
ONCE THE HIGHEST, UH, AND MOST ADVANTAGEOUS PROPOSER IS IDENTIFIED, WE WILL INITIATE CONTRACT NEGOTIATION FOR THE TERM AND THE PRICE.
THE SCOPE IS CLEARLY OUTLINED IN THE SOLICITATION AND SIMULTANEOUSLY AS RECOMMENDED FROM THIS COMMITTEE, THE SMALL BUSINESS CENTER, AS WELL AS THE CITY ATTORNEY'S OFFICE OFFERS OF RISK MANAGEMENT.
WE WILL ALL BE WORKING SIMULTANEOUSLY THROUGHOUT THE PROCESS TO MAKE SURE THAT THE MWBE COMPLIANCE IS INTACT, THE INSURANCE REQUIREMENTS ARE INTACT, AND THAT WE GET THE CONTRACT SUBMITTED TO CAS CAO'S OFFICE TO DELIVER A CONTRACT SO THAT WE CAN BRING THIS CONTRACT TO COUNSEL ON JUNE 26TH BEFORE RECESS.
SO TODAY, IF THIS TIMELINE AND PROCESS IS APPROVED, WE WILL COMMENCE, UH, WITH STARTING THE SOLICITATION MARCH 14TH.
IF IT IS NOT, WE ARE LOOKING FOR YOUR PROPOSED MODIFICATIONS TO THE PROCESS AND TIMELINE.
I KNOW IT WAS PRETTY FAST, BUT, UH, I THINK EVERYONE SHOULD HAVE A HANDOUT.
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SO I'M GONNA START WITH WHOEVER FIRST.I THINK I GOT COUNCILOR RIDLEY.
SO, LOOKING AT THE TIMELINE ON SLIDE EIGHT, UM, IS THERE, UH, I, I SEE THAT IT'S GONNA TAKE A FULL FOUR MONTHS AND, UH, I, I'D SURE LIKE TO FIND A, A QUICKER ALTERNATIVE TO THAT.
UM, IS THERE A WAY OF UTILIZING AN EXISTING SEARCH FIRM THAT THE CITY ALREADY IS WORKING WITH OR HAS A CONTRACT WITH TO SHORTCUT THIS TIME PERIOD? THANK YOU FOR THE QUESTION.
SO AS WE DISCUSSED IN THE LAST, UH, BRIEFING, UM, THERE, WE DO HAVE FIRMS ON CONTRACT.
HOWEVER, THERE'S NO CONTRACT THAT WE CAN UTILIZE FOR THIS SCOPE OF WORK AND FOR THE TIMEFRAME THAT WE HAVE BEFORE US.
SO THERE ARE VENDORS ON, ON, UH, THERE, VENDORS ON CONTRACT.
HOWEVER, BASED ON DIRECTOR, UM, ARIA'S PER PERSPECTIVE, THOSE VENDORS DON'T HAVE THE CAPACITY TO DO A WIDE SEARCH.
AND WE ALSO DON'T WANNA LIMIT OUR OPPORTUNITIES TO GET MORE COMPETITIVELY PRICED.
UH, BUT NEED, IF YOU COULD SPEAK TO THE EXPERTISE OF THE FIRMS, WE ARE ON CONTRACT.
UM, I, I BELIEVE THAT THEY MAY BE ABLE TO DO IT, SO THEY ACTUALLY COULD HAVE THE CAPABILITY OF DOING IT.
UH, THEY'RE NOT SPECIALIZED FIRMS, UH, IN OTHER WORDS, UH, THEY DON'T HAVE A RECENT CD MANAGERS THEY HAVE, UH, RECRUITED FOR.
SO THERE ARE FIRMS THAT ARE MORE SPECIALIZED THAT MAY HAVE A BROADER NETWORK.
SO MY RECOMMENDATION AT, UH, AT, AT THE LAST, UH, MEETING WAS TO IDENTIFY A FIRM THAT WILL HAVE A BROADER NETWORK AND, AND, AND I THINK THAT DO THESE ON A DAY TO DAY BASIS VERSUS A FIRM THAT RECRUITS DIRECTOR LEVEL STAFF, BUT NOT NECESSARILY CITY MANAGERS.
UH, SO THAT WAS THE, THE RECOMMENDATION.
BUT AGAIN, IT'S, IT'S, IT'S, IT'S UP TO YOU.
HOW WOULD YOU LIKE TO PROCEED? WE DO HAVE THOSE FIRM, WE HAVE SEVERAL FIRMS ON, UH, CONTRACT, AND WE COULD TAP THEM INSTEAD OF COIN THIS ROUTE.
WHAT KIND OF SEARCHES ARE THOSE FIRMS DOING FOR THE CITY? OR HAVE THEY DONE? UH, THEY HAVE DONE FROM THE RECRUITMENT, LIKE, UH, FOR INSTANCE, ASSISTANT DIRECTORS AND DIRECTORS.
UM, THAT IS, THAT IS THE LEVEL.
UH, WE HAVE NOT DONE ANY A CM LEVEL, UH, WITH THEM.
UM, WHEN THERE ARE CERTAIN SEARCHES THAT WE HAVE GONE OUT AND PROCURE IN SPECIALIZED FIRM, LIKE FOR INSTANCE, UH, WHAT WE DID WITH THE AVIATION DIRECTOR, JUST BECAUSE THAT'S VERY SPECIALIZED.
AND AGAIN, RECRUITMENT IS ABOUT, UH, THE NETWORK THAT THE FIRM BRINGS, THE ABILITY TO TAP INTO, UH, PASSIVE CANDIDATES.
AND SO THAT'S THE REASON FOR RECOMMENDING A BROADER APPROACH THAN OTHER THAN TO USE THE FIRMS THAT WE HAVE.
SO IF WE GO OUTSIDE OF FIRMS THAT WE ALREADY HAVE A CONTRACT WITH, TO BROADEN THE SEARCH AS YOU DESCRIBE IT, IS THIS, UM, SERIES OF STEPS OUTLINED ON SLIDE EIGHT AND THE TIMEFRAME FOR EACH OF THOSE STEPS, ARE THOSE REQUIRED FOR US TO GO THROUGH THE PROCUREMENT PROCESS? OR IS THERE ANY WAY TO SHORTEN ANY OF THOSE TIME PERIODS BECAUSE OF, AND THANK YOU.
SO AS IT RELATES TO THE PROCUREMENT PROCESS, SO THERE'S A COUPLE QUALIFIERS BEFORE WE CAN ACTUALLY DISCUSS, UH, THE FIRM POSSIBILITY OF U USING A CONTRACT THAT'S ON, ON CONTRACT.
WE NEED TO LOOK AT THE TERM TO ENSURE THESE CONTRACTS AREN'T EXPIRED.
ONE OF THEM, UM, FROM MY KNOWLEDGE IS, BUT WE ALSO HAVE TO LOOK AT THE THRESHOLD.
SO YES, THE PROCESS AND THE TIMELINE WILL ESSENTIALLY STAY INTACT BECAUSE THIS WILL GO OVER THE A HUNDRED THOUSAND DOLLARS THRESHOLD.
SO WE STILL WILL HAVE TO GO THROUGH, UM, BRINGING IT BACK TO COUNSEL.
NOW, THE EVALUATION AND ALL OF THAT WOULD NOT HAVE TO BE INCLUDED.
BUT AGAIN, WE WOULD NEED TO LOOK TO THE ATTORNEY'S OFFICE AND REVIEW OF OUR CURRENT CONTRACTS TO SEE IF WE ACTUALLY HAVE A TRUE AND ACCURATE OPPORTUNITY TO USE CURRENT CONTRACTS.
BUT AGAIN, AS WE'RE LOOKING AT THE SCOPE THAT WE'VE PROCURED THOSE FIRMS WITH, IT DOES NOT INCLUDE A CITY MANAGER LEVEL RECRUITING.
IF WE GO OUTSIDE OF OUR EXISTING CONTRACT FEES, YES.
MY QUESTION WAS, ARE WE REQUIRED TO GO THROUGH EACH ONE OF THESE STEPS FOR THE INDICATED TIME PERIOD? OR YEAH.
ARE THERE SOME STEPS THAT WE COULD SHORTEN? THIS IS THE PROCESS AS IT IS REDUCED AND STREAMLINED.
AGAIN, THE STANDARD PROCESS FOR PROCUREMENT IS SIX TO NINE MONTHS.
HOWEVER, THIS IS FOUR MONTHS, AND THERE IS SIMULTANEOUS, UH, PARTNERSHIP WITH ALL THE DEPARTMENTS ON THE FRONT END.
SO THIS IS AN EXPEDITED PROCESS.
I THINK THE, UM, CONSERVATIVE DATES THAT WE HAVE HERE OF FOUR MONTHS IS THE FASTEST THAT WE CAN DO A THOROUGH SEARCH FOLLOWING ALL OF THE PROCEDURES AND PROCESSES OUTLINED BY OUR CODE AND LAW.
AND IS, UH, SINCE YOU HAVE US DOWN FOR COUNCIL APPROVAL ON OUR LAST MEETING BEFORE THE RECESS, IT, WHAT'S THE RISK THAT YOU WON'T BE ABLE
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TO MEET THAT DEADLINE? SO THAT'S A VERY GOOD QUESTION.AND THESE DATES ARE ESTIMATES.
SO IF WE CAN BRING IT THE FIRST, UH, COUNCIL MEETING IN JUNE, THAT'S FINE.
BUT THE CONTINGENCY LIES WITHIN THE EVALUATION TIME FOR ALL OF THE EVALUATORS TO PROPOSE TO SCORE THE PROPOSALS AND THE INTERVIEWS.
SO THAT TIMEFRAME HAS A TWO WEEK WINDOW.
BUT IF WE COULD REDUCE THAT, UM, AS WELL AS MAKING SURE THAT THE NEGOTIATION, AGAIN, THIS SHOULD NOT BE A LONG AND INTENSIVE NEGOTIATION.
WE HAVE OUR NON-NEGOTIABLES, SO I'M HOPEFUL THAT WE COULD IN FACT BRING IT.
BUT FOR EXPECTATIONS, I WANTED TO PUT THE LAST ONE JUST IN CASE WE HAVE TO GO THERE.
UM, SO I'D LIKE TO GO BACK TO, UM, SOMETHING THAT COUNCILMAN REDLEY WAS JUST TALKING ABOUT WITH THE EXISTING CONTRACTS SPECIFICALLY.
I MEAN, YOU HAVE A NATIONWIDE SEARCH GOING ON FOR HOUSING DIRECTOR, CORRECT? THAT IS CORRECT.
WHAT OTHER SPECIFIC, UH, RECRUITING RECRUITMENTS ARE HAPPENING? I CAN PROVIDE A LIST OF THE PLANNING DIRECTOR.
WHAT ELSE FOR THE DIRECTOR LEVEL, ARE THERE OTHERS THAT YOU CAN TELL ME OFF THE TOP OF YOUR HEAD? UH, ASSISTANT DIRECTORS.
UH, THERE'S A FEW OPENINGS, BUT YOU KNOW, I, I CANNOT TELL YOU SPECIFICS.
AND SO, FOR PLANNING DIRECTOR AND HOUSING DIRECTOR, THESE ARE NATIONWIDE SEARCHES, RIGHT? THAT IS CORRECT.
AND FOR THE NINTH LARGEST CITY IN AMERICA, YOU'RE ACTUALLY LOOKING AT, UM, A PRETTY ROBUST HIGH LEVEL PERSON, RIGHT? YES.
AND, AND THEY ARE ALL, LIKE I SAID, VERY COMPETENT AND STRONG FIRMS IS MORE ABOUT THE LEVEL OF, OR THE TYPE OF NETWORKS THAT THEY MAY BRING.
UM, SO AGAIN, IT'S, UH, THE PLEASURE OF COUNCIL IF, IF YOU WOULD LIKE TO UTILIZE ONE OF THEM VERSUS GOING OUT THERE FOR A PROCESS AND THEIR PROS AND CONS WITH BOTH APPROACHES.
YEAH, I'LL SAY I'M VERY OPEN TO USING AN EXISTING CONTRACTOR.
UM, BUT SPEAKING OF THE CONTRACTORS, I DO HAVE A CONCERN, UM, FIRST ABOUT THE IDEA OF USING EMPLOYEES ON A PANEL FOR SELECTION.
WILL WE HAVE A CRITERIA THAT SAYS THAT NOBODY WOULD BE ALLOWED TO SERVE ON THAT SELECTION CRITERIA THAT'S BEEN A CLIENT OF ANY OF THE PROPOSED FIRMS IN THE PAST YEAR OR HAS HIRED, UM, EITHER THEY PERSONALLY HAVE BEEN A CLIENT OR THEIR DEPARTMENT HAS HIRED USING THAT THE CRITERIA WILL BE BETTER EXPLAINED BY DANIELLE.
THERE'S VERY SPECIFIC AND STRICT CRITERIA ON WHO CAN SUE.
AND ARE THOSE ITEMS CAN WE ADD TO THAT CRITERIA? SO TO ADD, YOU KNOW, WE CAN DISCUSS THAT AND I CAN DEFINITELY HAVE THE ATTORNEY'S OFFICE COME UP.
I KNOW THAT WE'VE DISCUSSED IT, BUT THERE IS CRITERIA FOR THE EVALUATION COMMITTEE FOR BOTH COUNCIL AND STAFF.
THE PANELISTS MUST HAVE EXPERTISE RELEVANT TO THE SCOPE THAT YOU ARE SCORING.
THERE CANNOT BE ANY PRIOR FINANCIAL, OR AS YOU STATED, EXPERIENCE WITH BEING HIRED, UTILIZING THE FIRMS THAT WE ARE REVIEWING, REVIEWING.
UM, AND THERE'S ALSO, OF COURSE, THE CONFIDENTIALITY FACTORS AND ETHICS AS IT RELATES TO THE RELATIONSHIP TO THOSE BEING PROPOSED.
SO YES, THOSE CAN BE ADDED, UH, WITH THE APPROVAL OF THE ATTORNEY'S OFFICE.
BUT THE PANEL ITSELF, ALL OF THEM, THERE IS A CHECKLIST.
IT'S, IT'S NOT A, A RANDOM APPROACH TO HOW WE ARE SCORING.
WELL, JUST AS A CONCEPT, I'M GONNA OBJECT THAT I DON'T BELIEVE EMPLOYEES SHOULD BE ON THE SELECTION.
IT IS EXPRESSLY OUR JOB TO HIRE AND FIRE THE CITY MANAGER.
AND SO I DON'T BELIEVE IT'S APPROPRIATE.
I UNDERSTAND THAT WE DID A SURVEY OF THE COUNCIL AND I HAVEN'T SEEN THE FULL RESULTS, BUT I BELIEVE THAT'S WHAT YOU HAVE SAID.
UM, GOING TO SLIDE FOUR WITH THE POINTS FOR THE EVALUATION CRITERIA.
I ALSO, UM, WOULD LIKE TO, NINA, YOUR EXACT WORDS WERE, UM, THE IMPORTANCE OF THE NETWORK THAT THE FIRM BRINGS.
AND THAT'S WHY I THINK EXPERIENCE AND QUALIFICATIONS SHOULDN'T BE A 30.
IT NEEDS TO, IN MY OPINION, BE AT LEAST A 40 AND, UM, PROJECT UNDERSTANDING METHODOLOGY AND APPROACH ALL OF THESE ITEMS. I MEAN, I WOULD MOVE THAT DOWN TO AT LEAST THE 20 LOCAL MARKET EXPERIENCE.
AGAIN, I'D MOVE IT DOWN TO A 15 BECAUSE ANYBODY WHO'S GOT THE EXPERIENCE AND QUALIFICATIONS TO DO THE SEARCH, THIS IS PART OF THEIR PROCESS.
AND THIS IS PART OF, UM, WHAT MAKES A, A STRONG RECRUITING FIRM.
SO, UM, I, I WOULD LIKE TO GIVE THAT INPUT THAT I DON'T THINK THAT WE'VE GOT THE MATRIX WHERE IT SHOULD BE, BUT MY PREFERENCE CHAIR IS TO GO WITH AN EXISTING CONTRACTOR WHO HAS NOT WORKED WITH ANYBODY, UM, WHO WILL BE A CANDIDATE PREVIOUSLY.
UM, IF WE DID GO THROUGH THE OUTSIDE AND WE'RE LOOKING AT THE RFP TIMELINE, UH, YOU HAVE FOUR INDIVIDUALS THAT SELECTED TWO WEEKS, ONE FOR THREE WEEKS, AND THEN, UH, FIVE FOR FOUR WEEKS.
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AND WE'RE GOING, DID WE TAKE THE AVERAGE OR ARE WE JUST TAKING THE ONE THAT HAD THE HIGHEST AMOUNT? 'CAUSE IF I'M LOOKING AT TWO WEEKS AND THREE WEEKS, THAT'S FIVE.I'M JUST TRYING TO SEE IF THERE'S A GAP THAT WE CAN CLOSE ONE WEEK WITHIN THAT SUGGESTED FOUR WEEK PERIOD ON PAGE SEVEN OF THE FIRST STEP.
UM, IT, IT SEEMS THAT, UM, YOU KNOW, A AGAIN, IT'S, IT'S, IT'S, IT'S FINALLY, UM, UP TO THE COMMITTEE'S DECISION.
IT SEEMS THAT, UM, THE MIDDLE POINT HAVING, UH, TWO PEOPLE INDICATED SIX WEEKS OR MORE.
AND THEN, OKAY, SO YOU TOOK THE STA AS WELL.
UM, ON PAGE FOUR OF THE SECOND DECK, THE TIMELINE, UM, ALSO CURIOUS AS, AS HOW THESE, UH, POINTS, THE EVALUATIONS WERE, UM, HOW WE, Y'ALL CAME UP WITH THOSE.
SO AGAIN, THESE ARE OPEN TO RECOMMENDED MODIFICATIONS.
THEY WERE ALLOCATED BASED ON THEIR PRIORITIES.
UM, AND AGAIN, THESE ARE ALL FLEXIBLE, SO AS IT IS RECOMMENDED, WE CAN MODIFY THEM.
I JUST WANTED TO PRIORITIZE BASED ON THE EVA ON THE SURVEY RESULTS.
UH, AND NOW KIND OF THE, MY DEEPER QUESTIONS ARE WHAT ARE THE ROLES AND RESPONSIBILITIES OF FIRMS? I, I MEAN, I KNOW THAT THERE'S, THERE'S ALWAYS PEOPLE WHO ARE LOOKING FOR NEW EMPLOYMENT, RIGHT? THERE'S PEOPLE WHO ARE ALWAYS HAVING THEIR RESUMES OUT AND READY TO GO.
THEN YOU ALSO HAVE PEOPLE WHO, UH, AREN'T INTERESTED OR AREN'T EVEN CONSIDERING A, SO, SO ARE, IS THE FIRM ALSO RESPONSIBLE TO SEEK OUT INDIVIDUALS THAT MIGHT NOT HAVE AN INTEREST OF, OF RELOCATING, HELP ME UNDERSTAND, YOU KNOW, WHAT THAT MAIN FUNCTION IS OF RFP OF, OF THE FIRM.
UM, RECRUITMENT FIRMS ARE TASKED WITH LOOKING FOR A MIX OF, UM, ACTIVE AND PASSIVE CANDIDATES, AND IN PARTICULAR PASSIVE CANDIDATES.
SO THEY ARE GOING TO BE TASKED WITH SPEAKING WITH YOU ALL AND IDENTIFYING THE TYPE OF INDIVIDUALS THAT WILL MAKE THE BEST OR THAT WILL PROVIDE THE BEST FIT FOR THE POSITION AND BASED ON YOUR INPUT AND FEEDBACK.
SO THE, THE FIRST TASK IS GOING TO BE TO IDENTIFY THE APPROPRIATE PROFILE.
AND BASED ON THAT PROFILE, THEN THEY'RE GOING TO GO OUT THERE AND FIND THE MOST SUCCESSFUL, UH, PEOPLE THAT WOULD MATCH THAT PROFILE.
EITHER THAT IF THEY'RE EMPLOYED OR THEY'RE NOT EMPLOYED, MOST LIKELY THEY WILL BE EMPLOYED.
AND THEY ACTUALLY, UH, TYPICALLY HAVE, UH, CONNECTIONS TO A NETWORK OF PEOPLE IN THAT PARTICULAR INDUSTRY.
SO THEY WILL GO IN AND REACH OUT TO THOSE INDIVIDUALS AND, AND BASICALLY PROVIDE, AND THE OPPORTUNITY, THEY PROVIDED VALUE OPPORTUNITY THAT THEY WILL HAVE BY BRINGING THEM TO THE CITY.
SO THEY ACT AS A MARKETING ARM.
UM, THEY BASICALLY IS, IS IS ENTICING THEM TO COME SO PART, SO, RIGHT.
SO, SO IT'S MORE OF, IT'S MORE THAN JUST A RECRUITMENT.
'CAUSE WE COULD EASILY GO OUT AND, AND SAY, HEY, DALLAS IS LOOKING FOR A CITY MANAGER, BUT YOU GUYS BRING THE ENTICING, OR THE FIRM WOULD BRING THAT PIECE TO IT.
AND, AND THEY DO THAT THROUGH, AGAIN, THEIR NETWORK, BUT ALSO RELATIONSHIPS AND THEIR UNDERSTANDING OF THE INDUSTRY BASED ON THAT FEEDBACK THAT YOU HAVE PROVIDED.
CHAIRMAN WOMAN STEWART, THE QUESTION.
SO I WANTED TO TAKE A STEP BACK FROM THE LAST MEETING AND JUST REMIND THIS COMMITTEE THAT, UM, COUNCIL MEMBERS, MAGOO AND RESENDEZ AND I HAD HI HAD INTERVIEWED THE FOUR CONTRACTED FIRMS WHEN WE WERE INVESTIGATING WHETHER TO DO A SEARCH FOR CITY ATTORNEY.
AND SO WE HAD SET OF THOSE THREE, WE FELT LIKE THREE COULD MOVE FORWARD TO RECOMMEND TO THE REST OF THE BODY TO DO THAT, THAT SEARCH.
UM, IN THIS CASE, UM, AFTER THE INTERVIEWS THAT I HAD FIRSTHAND, I WAS VERY OPEN TO HAVING A SPECIALIZED FIRM BECAUSE IT SEEMED LIKE THAT WOULD BE THE STEP THAT WOULD BE NECESSARY.
I FELT LIKE THE OTHERS WERE VERY BROAD AND THEY WERE VERY DIFFERENT FROM THE OTHER FOUR YOU LISTED THAT SPECIALIZE IN THIS AREA.
SO I JUST WANTED TO REMIND YOU ALL OF THAT COMMENT FROM THE LAST MEETING.
I WOULD SUPPORT AN OUTSIDE FIRM.
UM, I WILL ADMIT THAT ON THIS SURVEY, I THINK I MISREAD THE QUESTION.
WHEN YOU TALKED ABOUT HOW LONG THIS WOULD BE POSTED, I WAS IN THE MODE OF ALL THE CRITERIA WE WANTED FOR CITY MANAGER.
AND SO MY MIND WAS AROUND HOW LONG WOULD WE WANT TO SEE THE CITY MANAGER JOB POSTED, NOT THE SEARCH FIRM JOB POSTED.
AND I WONDER IF ANYONE ELSE, UH, ALSO EXPERIENCED THAT, BECAUSE THIS IS SUCH A SMALL UNIVERSE
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OF SPECIALIZED FIRMS. AND I HAVE A FEELING THAT IF THEY'RE WORTH THEIR SALT, THEY KNOW THAT THE CITY MANAGER OF DALLAS HAS RESIGNED AND THAT THEY'VE GOT A POTENTIAL JOB COMING UP.AND SO I WOULD BACK MY ANSWER DOWN TO A TWO WEEK POSTING, UH, VERSUS FOUR WEEKS.
I THOUGHT THE CITY MANAGER JOB SHOULD BE POSTED FOR FOUR WEEKS.
SO I WOULD AMEND MY SURVEY RESPONSE ON THAT.
AND THEN FINALLY, I AGREE THAT THIS IS A JOB THAT IS APPOINTED BY THE CITY COUNCIL.
AND WHILE WE WOULD WANT STAFF AND EMPLOYEE INPUT ON SOME OF THE CHARACTERISTICS AND, UM, STYLE, ET CETERA FOR THIS ROLE, THAT CHOOSING THE FIRM AND THE MANAGER IS SOMETHING THAT THIS BODY SHOULD DO.
TREVOR GRACIE, THANK YOU MR. CHAIR AND THANK YOU FOR HAVING US.
ONE I WANT TO TALK ABOUT ON THE, WHICH ONE IS THIS? THIS IS THE TIMELINE FOR THEIR RECRUITMENT CONSULTANT ON SLIDE FOUR.
GOING BACK TO THE EVALUATION CRITERIA, IT'S MORE OF A QUESTION AND A STATEMENT.
SO IT REALLY KIND OF GOES TO BOTH OF YOU ALL.
UM, FROM A CRITERIA PERSPECTIVE, I'M, I'M SUGGESTING, I DON'T KNOW HOW TO PHRASE THIS YET, BUT REALLY, AND THEN FROM AN HR PERSPECTIVE, IT'S MORE OF A QUESTION.
ARE WE ABLE TO ASK THOSE RECRUITERS TO PROVIDE THE 12 MONTH AND 24 MONTH, UM, EVALUATIONS OF THE PEOPLE THAT THEY'VE PLACED SO THAT WE CAN SEE THE SUCCESS? 'CAUSE I'M NOT NECESSARILY INTERESTED IN THE THEM RECRUITING.
WE KNOW YOU CAN RECRUIT 'CAUSE THAT'S YOUR BUSINESS, BUT WHAT IS THE SUCCESS OF THOSE THAT YOU'VE RECRUITED AND THE OUTCOME AND THE OPINION? SO SOMEHOW BEING ABLE TO GET FEEDBACK FROM, I KNOW IT, IT'S, IT'S, IT'S DEEPER THAN A REFERENCE I GUESS IS WHAT I'M LOOKING FOR.
I WANT TO KNOW WHAT IS THE, WHAT DO THOSE NEW ELECTED OFFICIALS THINK OF THE PERSON THAT WAS PLACED? AND HOW CAN WE GET A FAIR ASSESSMENT WITHOUT GETTING TOO FAR INTO THE HR SPACE.
SO I'M GONNA STOP AND JUST KIND OF LET Y'ALL FILL IN THE BLANKS FOR ME.
UM, THAT'S A GREAT PERSPECTIVE AND INSIGHT THAT WE CAN ACTUALLY ADD AS A REQUIREMENT OF THE SUBMISSION.
SO WE CAN ASK THEM FOR THEIR TRACK RECORD AND PHRASE IT WHERE WE ARE GETTING, UM, SOME OF THE COUNCIL OR THEIR CONSTITUENTS, SOME FEEDBACK WE CAN INCLUDE THAT THAT IS NOT OFF THE RECORD.
AND ALSO IN THE VENDOR INTERVIEW PROCESS, AGAIN, WE CAN ASK THOSE QUESTIONS, UM, TO GET INTO A LITTLE BIT MORE DETAIL OF WHAT THIS FIRM ACTUALLY BRINGS.
THE PAPER AND THE PRESENTATION CAN BE PERFECTLY PRESENTED AND WE'VE SEEN THAT MANY TIMES WHERE IT IS PERFECTION.
HOWEVER, WHEN YOU GET INTO THE DELIVERY, THE, THE TRUE PERFORMANCE, I THINK THOSE ARE ALSO QUESTIONS THAT, THAT FACE-TO-FACE INTERVIEW PROCESS REALLY ELEVATES TRANSPARENCY.
AND, AND COLLEAGUES, I WAS ONE OF THE ONES WHO SAID A SIX WEEK, UH, PROCESS FOR THE PYRAMID PROCESS FOR THE SELECTION OF THIS, BECAUSE IT, TO ME, IT IS SOMETHING IMPORTANT.
AND I KNOW WE UP AGAINST THE CLOCK, SO TO SPEAK, BUT THIS IS SOMETHING THAT I DIDN'T WANT TO, I FELT LIKE I DIDN'T WANNA RUSH.
EVERYTHING SEEMS TO BE RUSHED AND WE SAY IT'S IMPORTANT THAT WE PICK THE RIGHT FIRM, BUT WE'RE ALSO SAYING, HURRY UP AND DO IT.
SO THAT SEEMED, SO I JUST WANTED TO SLOW DOWN JUST TO SAY, MAKE SURE WE PICK THE RIGHT ONE.
AND WE GOT ALL OF THE THINGS IN THIS CRITERIA.
UM, YOU'RE RIGHT, I DIDN'T WANNA NECESSARILY GO THROUGH, YOU KNOW, THE EXPERIENCE, THE QUALIFICATIONS, BUT THIS IS SOMETHING.
SO I REALLY WANT TO CHALLENGE YOU ALL TO DIG JUST A LITTLE BIT DEEPER AND US TO DIG A LITTLE BIT DEEPER IN TERMS OF THE OTHER SIDE OF THE RECRUITMENT PROCESS.
I ARE YOU, ARE YOU GOOD? YOU WANT TO ASK? DO YOU WANT ANSWER THE QUESTION? I LEFT ONE ITEM OFF.
SO, UM, WELL RUNNING COUNTER TO WHAT YOU JUST SAID, IN LOOKING AT THE TIMELINE, IT DOES SEEM LIKE THERE ARE SOME PLACES IN HERE THAT COULD BE SHORTENED.
AND NOT TO RUSH A PROCESS, BUT IT'S THINGS UNDER EXCLUSIVELY THIS COMMITTEE'S CONTROL.
AND THAT WOULD BE THE EVALUATION OF THE SUBMISSIONS INSTEAD OF TWO WEEKS.
I MEAN, IF, IF YOU KNOW, THIS IS COMING, YOU CAN CLEAR THE TIME ON YOUR CALENDAR, YOU CAN READ THE SUBMISSIONS AND YOU CAN, UM, I MEAN IT'S ONLY SAYING EVALUATION IN THAT PERIOD.
I WOULD SAY CONSIDER, UH, COLLAPSING THAT TO ONE.
AND THEN ON THE VENDOR INTERVIEWS, AGAIN, YOU CAN TARGET THOSE VENDORS TO ONE WEEK, MAKE THE TIME ON YOUR SCHEDULE.
YOU'VE GOT A TWO MONTH LEAD, UM, TO, TO KNOW WHEN THAT WOULD BE.
SO IN ADDITION TO ASKING FOR THE RECONSIDERATION OF HOW LONG THIS SEARCH FIRM, UM, IS, IS POSTED THIS NOTICE, I WOULD SAY THOSE ARE TWO PLACES THAT ARE EXCLUSIVELY WITHIN THE CONTROL OF THE COMMITTEE.
THAT IT COULD BE COLLAPSED ON THE OTHER AREAS ABOUT CONTRACT NEGOTIATION, ET CETERA, WHERE IT INVOLVES THE OUTSIDE PARTY.
I RESPECT THE TIMELINE THAT'S OUTLINED, JUST SUGGESTING THAT CHAIRMAN NAVAR.
UM, I'M, I'M DEFINITELY IN FAVOR OF AN OUTSIDE FIRM THAT HAS EXPERTISE IN THIS POSITION.
[00:30:01]
UM, I DON'T THINK THAT SOME OF THE FIRMS THAT WE HAVE ON CONTRACT HAVE THAT EXPERTISE AND, YOU KNOW, TO SAVE TIME TO GET USE A FIRM THAT DOESN'T HAVE THAT EXPERTISE IS, UM, IRRESPONSIBLE IN MY OPINION.BECAUSE WE WANNA HAVE SOME, WE WANT TO BE, HAVE THE BEST OF THE BEST AND WE'VE GOTTA MAKE SURE WE GO AND FIND THAT FIRM, UM, THAT'S OUT THERE.
I AGREE WITH MY COLLEAGUE ON THE OTHER END OVER THERE THAT, YOU KNOW, MORE THAN LIKELY THERE'S ONLY A HANDFUL THAT DO CITY MANAGER TYPE, UM, SEARCHES OR, YOU KNOW, THAT TYPE OF AN EXECUTIVE.
SO IT'S NOT GONNA TAKE VERY LONG.
UM, THEY PROBABLY ALL KNOW THAT, UM, YOU KNOW, WE'RE PROBABLY DOING, THEY, THEY'VE ALREADY HEARD THAT WE'RE DOING AN RP 'CAUSE THIS IS THEIR BUSINESS.
SO THEY ALREADY KNOW THAT, THAT WE HAVE A RE THAT WE HAVE AN OPENING AND THEY ALREADY KNOW THAT WE'RE TRYING TO DO A RFP PROCESS.
UM, THE, TO NOT HAVE STAFF BE INVOLVED AS FAR AS HELPING US.
I THINK THAT'S ALSO IRRESPONSIBLE 'CAUSE THEY'RE THE EXPERTS AS FAR AS HOW RFP GOES.
AND WE'RE NOT, THERE'S A LOT OF LAW, THERE'S A LOT OF DIFFERENT THINGS THAT WE NEED TO FOLLOW.
THEY MAY NOT BE ON THE COMMITTEE, THAT'S FINE, BUT, YOU KNOW, THEY SHOULD STILL BE THERE WITH, WITH WHO, WHOEVER IS DOING THE SCORING BECAUSE IT'S VERY EASY TO MAKE A MISTAKE AND YOU BREAK THE LAW OR YOU VIOLATE, UM, UH, HIRING PRACTICES.
UM, AS A FORMER, I WASN'T A, UM, HR PERSON, BUT I WAS A HIRING MANAGER.
UM, I KNOW THAT I HAD TO ALWAYS GO TO SOMEBODY ELSE TO DOUBLE CHECK MY WORK, TO MAKE SURE THAT I DIDN'T SLIP UP OR MAKE A MISTAKE OR GET SOMETHING WRONG IN THE FILE.
AND THAT'S SOMETHING THAT, YES, IT'S OUR PROCESS FOR US, BUT I STILL WOULD WANT OUR EXPERTS WITH US, UM, TO SAY THAT WE NOT TO DO A FIRM THAT HAS HIRED SOMEBODY WHO'S WORKED HERE IN THE PAST OR THAT, YOU KNOW, THAT'S NOT SOMETHING I WOULD, UM, ADHERE TO BECAUSE, YOU KNOW, IT'S, AGAIN, WE, YOU HAVE A VERY LIMITED NUMBER OF FIRMS. AND IN THIS TYPE OF WORK, WHEN YOU GET INTO THESE EXECUTIVE LEVELS OF CITY GOVERNMENT, IT'S, YOU KNOW, THEY'RE ALL, THEY ALL THESE FIRMS KNOW ALL THESE FOLKS.
THEY'RE HEAD HUNTERS AND, AND THEY, THE FIRM THAT WE FIND MIGHT FIND THAT CANDIDATE WHO HAD NO IDEA THAT THEY WANTED TO COME OVER HERE.
AND THAT'S HOW WE GOT CHIEF GARCIA, BECAUSE IT TOOK A LITTLE LONGER.
AND CHIEF GARCIA HAPPENED TO HAVE RETIRED WHEN I WAS INTERVIEWING THAT, THE, THE, THE PERSON THAT WAS THE RECRUITER, I REMEMBER HIM ASKING ME AND I TOLD HIM WHAT I WAS LOOKING FOR, THIS, THAT, AND THE OTHER.
AND HE MENTIONED THAT DAY, HE SAYS, I HAVE THE PERFECT CANDIDATE, BUT HE'S NOT AVAILABLE NOW.
HOWEVER, MANY MONTHS LATER IT WAS, HE BECAME AVAILABLE.
SO THAT'S WHY YOU WANT THE BEST FIRM.
YOU NEVER KNOW WHAT THEY KNOW THAT WE DON'T KNOW, UM, THAT'S AVAILABLE OUT THERE.
SO, UM, BE OPEN-MINDED IS WHAT I WOULD SAY, COLLEAGUES TO MAKING SURE THAT WE GET THE BEST, UM, POSSIBLE.
BECAUSE IF WE'RE LOOKING FOR THE BEST, WE NEED THE BEST FIRM.
IF THAT'S HOW IT SCORES ON THE SCORING, I MEAN, I DEFINITELY WOULD LOOK AT THE NUMBERS.
UM, THANK YOU ALL FOR LOOKING AT THE SURVEYS WE SENT BACK AS A WHOLE.
I I THINK IT SAID ON THE THING OF 13, OF THE 15 RESPONDED.
SO, UM, THAT SCORE IS PRETTY MUCH HOW IT WENT.
UM, I MEAN, FIVE POINTS, TWO POINT, I MEAN, I DON'T KNOW IF IT MAKES A DIFFERENCE.
'CAUSE AT THE END OF THE DAY, JUST LIKE WHEN WE GET TO INTERVIEWING ACTUAL CANDIDATES, WHEN YOU'RE INTERVIEWING THESE FIRMS, THESE TWO OR THREE, THAT MIGHT RISE TO THE CON THE SCORING BETWEEN WHOMEVER'S SCORING IS GOING TO RISE TO THE TOP PERIOD.
AS, AS LONG AS I'VE BEEN SCORING AND DOING THINGS, UM, UM, FOR HIRING PRACTICES, UM, PICKING, UH, WHATEVER IT IS, IT SEEMS LIKE AT THE END OF THE DAY, EVERYBODY ENDS UP WITH THE SAME, UM, SCORING.
UM, UNLESS THERE'S JUST SOMETHING THAT STICKS OUT FOR ONE PERSON THAT'S A LITTLE DIFFERENT.
BUT OVERALL, THE AVERAGES COME UP TO ABOUT THE SAME.
UM, BECAUSE YOU, YOU KNOW WHAT YOU'RE LOOKING FOR.
SO I THINK THAT, UM, THE TIMELINE IS, I GET IT, WE WANT TO GO FAST, BUT WE, IF FOUR, WE DON'T WANT TO RUSH EITHER.
BECAUSE THEN WHAT HAPPENS IS WE CAN MAKE A MISTAKE, WE CAN END UP WITH SOMETHING THAT'S NOT AVAILABLE OR THAT FIRM ISN'T, UM, READY TO, TO DO THE SEARCH BECAUSE THEY KNOW THAT THEY NEED A LITTLE BIT MORE TIME.
OR THERE'S SOMETHING I I'M JUST SAYING, DON'T OVER RUSH.
UM, BECAUSE THIS IS THE MOST IMPORTANT JOB WE'RE HIRING OF THE FOUR THAT WE HIRE.
UM, SO, UM, THANK YOU FOR DOING THIS.
UM, BUT IF THERE IS A PLACE WHERE WE CAN SHAVE HERE AND THERE, ABSOLUTELY.
I MEAN, I, I AGREE WITH THE, UM, THE SCORING PART AND THE INTERVIEW PART LIKE THAT.
AND IF WE DON'T GET OUR HOMEWORK DONE, THEN THAT'S ON US.
THAT'S NOT ON, UM, ON YOU GUYS.
SO JUST LIKE WITH THE SURVEYS, 13 PEOPLE GOT THEIR HOMEWORK DONE, TWO PEOPLE DIDN'T, AND THAT'S, WE MOVE FORWARD.
CHAIRMAN STEWART, UH, I JUST WANT
[00:35:01]
A POINT OF CLARIFICATION.UM, SO FOR THIS, UM, THIS COMMITTEE THAT WILL LOOK AT THE EXECUTIVE FIRMS, I'M ASSUMING STAFF WILL WALK WITH US THROUGH THIS PROCESS HAND IN HAND IN AN ADVISORY CAPACITY, RIGHT? ABSOLUTELY.
UH, PROCUREMENT WILL BE THERE FOR THE ENTIRE PROCESS, THE INTERVIEWS, THE SCORING, THE TRAINING OF THE EVALUATORS, AND THEN HR WILL BE THERE AS A SUBJECT MATTER EXPERT TO MAKE SURE THAT ALL THE HR GUIDELINES AS IT RELATES TO PROPER INTERVIEWING AND WHAT QUESTIONS WE CAN AND CANNOT ASK.
SO WE WILL BE THERE THE ENTIRE TIME.
SO THE WAY I APPROACHED THIS QUESTION WAS, I FELT LIKE IT'S THE ULTIMATE RESPONSIBILITY OF THE COUNCIL TO HIRE THE CITY MANAGER.
THEREFORE IT SHOULD BE JUST COUNCIL MEMBERS AT THIS POINT.
BUT I KNOW WE CAN'T DO THIS WITHOUT STAFF.
AND THEN MY ASSUMPTION WAS YOU ALL WOULD BE THERE IN AN ADVISORY CAPACITY THROUGHOUT THE PROCESS.
UH, COUNCILMAN BLACKMAN, THANK YOU.
AND THANKS FOR, UH, ALLOWING US TO CHIME IN.
UM, OKAY, SO I'M GONNA TAKE A STEP BACK AND MAYBE EVEN GO A DIFFERENT ROUTE.
AND I KNOW THAT WE HAD THIS CONVERSATION, BUT THERE WAS A LOT OF STUFF GOING ON.
AND SO I DON'T THINK NECESSARILY THIS WAS FOCUSED ON, BUT IF THERE'S FIVE TO SIX FIRMS THAT CAN FIND A CITY MANAGER AND THOSE ARE PROFESSIONAL SERVICE FIRMS, WHY ARE WE NOT DOING AN RFQ AND SELECTING IT VERSUS AN RFP? THANK YOU FOR THE QUESTION.
SO AN RFQ PROCESS, WE WOULD SIMILAR, HOWEVER, UM, THAT DOES NOT INCLUDE THE COST.
SO YES, WE WOULD GO THROUGH THE ENTIRE PROCESS AND ESSENTIALLY IT STILL IS A TWO PART.
SO WE WOULD SOLICIT, UH, FOR BASICALLY THE QUALIFICATIONS, ALL THE SCOPE, BUT THEN WE STILL WOULD HAVE TO GO THROUGH THE NEGOTIATION PROCESS IS SIMILAR TO WHAT WE DID FOR THE CONVENTION CENTER.
UM, AN RFQ IS NOT JUST A ONE STOP, IT'S NOT JUST A A QUICKER PROCESS.
WE STILL HAVE TO GO THROUGH ALL OF THE PROCESSES AND PROCEDURES.
HOW MUCH TIME WOULD IT, HOW MUCH TIME WOULD IT TAKE OFF? IT WOULD BE THE SAME.
I I'M GONNA PUSH BACK BECAUSE I'VE HEARD PEOPLE SAY THAT.
I MEAN, THIS ISN'T THE FIRST TIME WE'VE HIRED A CITY MANAGER, SO THAT WAS USUALLY THE ROUTE THAT WE WENT IS BECAUSE THERE'S, I THINK THERE WAS, THERE'S THREE THAT WAS LISTED ON THE DOCUMENT, AND I THINK THERE'S FIVE TO SIX THAT DO IT.
AND I'VE HEARD THAT, UM, WE, WE'VE CREATED SOME BARRIERS TO THE R-F-Q-R-F-P THAT CITI RELATED, BUT AN RFQ COULD ACTUALLY GET IT FASTER.
THANK YOU FOR THE COMMENT AND FEEDBACK.
HOWEVER, A REQUEST FOR QUALIFICATIONS SOLICITS THE SAME PROPOSERS.
SO ONCE WE GET THOSE, YES, WE CAN CONDUCT A SHORT LIST AND INTERVIEW THOSE, BUT AGAIN, THE ACTUAL PROCUREMENT PROCESS IS THE SAME.
THEN I'M GONNA GO DIG SOME MORE BECAUSE I DO THINK THAT, UH, THERE IS A, ANYWAY, OKAY.
UM, AND THEN BACK TO, I AGREE.
I DON'T THINK CITY STAFF SHOULD BE ON OUR SELECTION COMMITTEE.
YES, THEY CAN HELP US MAKE SURE THAT WE DON'T BREAK ANY LAWS, BUT THIS IS, THIS IS OUR HIRE.
AND, UM, I I JUST FEEL THAT IN WE SHOULD DO IT FROM THE VERY BEGINNING AND SELECTING OUR FIRM TO WHO WE ACTUALLY HIRE AND, AND GET.
BUT THAT DOESN'T MEAN STAFF CAN'T HELP US, YOU KNOW, WITH POSTINGS AND MAKING SURE WE FOLLOW COMPLIANCE.
BUT I DON'T THINK THEY SHOULD BE ON THE SELECTION COMMITTEE.
UM, I DON'T THINK, I THINK THE LAST TIME IT WAS DONE BY THE COUNCIL, I THINK, UH, ATKINS, YOU WERE HERE WHEN THAT HAPPENED.
AND IT WAS PRETTY MUCH DONE SOLELY BY THE, I MEAN, THEY, THEY WERE ON THE COMMITTEE TO SELECT THE FIRM AND THEN, YOU KNOW, THEY DID THE WORK THROUGH THAT.
SO I, I JUST FEEL THAT IT SHOULD BE VERY MUCH, UM, A COUNCIL, UH, FOCUSED, UM, FROM ALL OF IT.
AND THEN ALSO TO, YES, THE, THE, THE, THE, I THINK MS. MENDELSON IS RIGHT.
THE, THE EXPERIENCE NEEDS TO BE WEIGHTED MORE, A LITTLE BIT MORE THAN JUST 30.
I MEAN, THAT'S LESS THAN A THIRD.
IT'S, YOU KNOW, SO IT'S THREE, IT'S, YOU KNOW, THREE TENTHS OF A AND IF WE'RE GONNA ASK FOR A FIRM TO COME IN WITH THAT HEAVY OF EXPERIENCE AND SUCCESS, THEN WE SHOULD WEIGHT WEIGHTED DIFFERENTLY ON THE RUBRIC.
UM, I'LL START WITH THAT LAST COMMENT OF COUNCIL MEMBER BLACKMAN.
IN FACT, IF IT'S ONLY 30, THEN THERE'S NO REASON TO DO A SPECIALIZED FIRM.
THAT WOULD BE THE REASON IS THEIR EXPERIENCE IN CITY MANAGEMENT SEARCHES.
NUMBER TWO, I ALSO AGREE WITH THE, UH, STAFF NOT BEING ON THE SELECTION.
'CAUSE IT'S ACTUALLY A CONFLICT.
WE WOULDN'T WANNA USE FOLKS THAT ARE GONNA BE HIRING THEIR BOSS.
IT'S NOT REALLY GENERALLY APPROPRIATE IN SEARCHES.
I'VE DONE ABOUT FIVE SEARCHES AT THE NATIONAL LEVEL, AND THERE'S TWO OTHER ASPECTS THAT I'D LIKE STAFF NOT NECESSARILY TO CONTINUE CONSIDER IN THE CONSIDER IN THE, IN THE RUBRIC.
[00:40:01]
UH, BUT FOR US OR YOU ALL AS THE AD HOC COMMITTEE AS YOU MAKE IT.AND THAT IS, THERE'S TWO ASPECTS TO SEARCHES THAT WEREN'T MENTIONED THAT ARE REALLY ESSENTIAL.
AND THAT IS THE, THE NETWORK THAT THEY HAVE TO THE POINT THAT WAS MADE EARLIER IN TERMS OF, I THINK IT WAS CHAIR MORENO, UH, ABOUT BEING ABLE TO FIND PEOPLE WHO ARE IN CURRENT POSITIONS AND OTHER PLACES THAT YOU KNOW, THAT WE MIGHT NOT KNOW TO LOOK AND THAT ARE NOT OBVIOUS.
THE OTHER THOUGH IS AS MUCH OF THE SEARCH, UH, FOR, FOR THE PERSON, FOR OUR BENEFIT, IT'S ALSO THE MANAGEMENT OF THAT SEARCH PROCESS BY THE FIRM IN HANDLING THOSE PROSPECTS AND SELLING DALLAS AS MUCH.
THEY, WE NEED THOSE PROSPECTS TO WANT THIS JOB AS MUCH AS WE MAY WANT THEM TO WANT THE JOB.
AND SO THAT WHOLE HANDLING OF IT AND SELLING OF IT, AND IN SOME CASES, EVEN NEGOTIATING SOME OF THOSE CONTRACTS IS ALL PART OF THAT SEARCH PROCESS.
SO WE WANT A FIRM THAT'S GOING TO BE OUR ADVOCATE AND OUR REPRESENTATIVE IN FINDING THAT RIGHT PERSON FOR US.
SO THAT MATCH HAS TO BE, IT'S ALMOST AS EMOTIONAL AS IT IS TECHNICAL.
UM, AND SO I WOULD, I HOPE THE COMMITTEE AND WHEN YOU MAKE YOUR FINAL DECISION ABOUT THE FIRM IN TERMS OF THOSE INTERVIEWS AND THAT INTERVIEW PROCESS OF THOSE FIRMS, WE CONSIDER THAT AS WELL, IT SHOULD NOT BE PERFUNCTORY.
I'VE SEEN A LOT OF SEARCHES FAIL BECAUSE THE SEARCH FIRM, UH, WASN'T ABLE TO REALLY ADVOCATE ENOUGH FOR THE ORGANIZATION THAT, UM, THAT NEED THAT HAD THE OPENING.
SO I JUST WANNA THROW THAT OUT THERE AS WELL.
ANYONE ELSE? CHAIRMAN GRAYSON.
UM, GOING BACK TO, UH, MS. BLACKMAN'S COMMENT ABOUT THE REQUEST FOR QUALIFICATIONS, BECAUSE I THINK IT'S A GOOD IDEA, BUT I JUST, I WANT TO MAKE SURE I DON'T, AND I'M DUSTING OFF MY OLD PROCUREMENT, UH, WHEN YOU GO THROUGH REQUEST FOR QUALIFICATIONS, YOU SHORTLIST THEM, RIGHT? BUT THEN AFTER YOU SHORTLIST THEM, THEY STILL HAVE TO THEN PREPARE A PROPOSAL, RIGHT? OR JUST KIND OF TALK ME THROUGH THAT PIECE.
'CAUSE I REMEMBER WE WOULD GO GET THE GROUP AND THIS IS SHORTLIST THEM, AND THEN THE ONES THAT WE SHORTLISTED WOULD THEN HAVE TO TURN AROUND AND DO A, A, ANOTHER PROPOSAL TO FOR THE ACTUAL, JUST, YEAH.
SO, UM, FOR RELEVANCY, I, I'LL USE, UH, THE CONVENTION CENTER.
SO WE RE, WE ISSUED A REQUEST FOR QUALIFICATIONS.
WE RECEIVED THE SUBMISSIONS, UM, AND THEN WE WENT THROUGH THE SAME INTERVIEW PROCESS.
HOWEVER, THE DIFFERENCE BETWEEN A REQUEST, THE MAJOR DIFFERENCE BETWEEN A REQUEST FOR QUALIFICATIONS AND A STANDARD REQUEST FOR PROPOSAL IS THAT WE INCORPORATE THE COST INTO THAT PROPOSAL.
SO WE DON'T HAVE TO ADD THAT ADDITIONAL TIME TO GO BACK, GET THE PRICING, REVIEW IT, AND THEN NEGOTIATE.
SO THE RFP IS A MORE COHESIVE PROCESS WHERE WE'RE GETTING ALL OF THE QUALIFICATIONS, THE BACKGROUND, AND PRICE ALL IN ONE.
UM, IF WE WERE TO CHANGE THE TIME PERIOD FOR RESPONDING TO THE SOLICITATION FROM FOUR WEEKS TO TWO WEEKS, HOW WOULD THAT CHANGE? WHICH DATES ON THE CALENDAR WOULD THAT CHANGE ON SLIDE EIGHT? WELL, IF WE REDUCE THE SOLICITATION TIMEFRAME TO MARCH 14TH AND 21ST, IT ESSENTIALLY, IT WOULD BACK EVERYTHING UP TWO WEEKS.
AND THEN IF WE HAD TO REDUCE, IF WE WERE ABLE TO REDUCE TIME IN THE EVALUATION AND SCORING, UH, AGAIN, THIS WOULD JUST KNOCK OFF MAYBE THREE TO FOUR WEEKS, UM, THAT, THAT WOULD, THAT WOULD BE THE IMPACT ON THE TIMELINE.
UM, I, I THINK I'M IN FAVOR OF THAT, BUT I WANT TO FIRST ASK YOU, IF WE REDUCE THE RESPONSE TIME TO TWO WEEKS FROM FOUR, WOULD THAT BE SUFFICIENT TIME FOR BASICALLY THIS KNOWN UNIVERSE OF CANDIDATES FOR THE SEARCH FIRM TO PREPARE A PROPOSAL? THANK YOU SO MUCH FOR THE QUESTION.
SO WHEN WE REDUCE, UH, FORMAL SOLICITATIONS DOWN TO TWO WEEKS, WE RUN INTO A, A LOT OF BARRIERS.
AND HERE ARE SOME OF THE CHALLENGES THAT OUR PROPOSERS INCUR.
NUMBER ONE, WHEN WE DO THE PRES SOLICITATION MEETING, IF THERE ARE QUESTIONS THAT ARE ASKED TO STAFF TO OUR SMALL BUSINESS CENTER TO PROCUREMENT ABOUT DETAILS AND SPECIFICITY THAT THEY MUST RE PUT IN THEIR PROPOSAL, WE GIVE THEM TIME TO, UH, ASK THOSE QUESTIONS.
WE ISSUE AN ADDENDUM, AND THEN WE GIVE THEM TIME TO ADJUST THEIR PROPOSALS.
SO THIS SCOPE IS NOT A HIGH LEVEL GENERAL SCOPE.
WE ARE GOING INTO GREAT DETAIL ABOUT WHAT WE ARE REQUIRING.
[00:45:01]
SO WHILE WE COULD DO IT, IT'S NOT RECOMMENDED, UH, FROM A PROCUREMENT STANDPOINT AND EQUITY STANDPOINT BECAUSE WE MAY MISS THE OPPORTUNITY FOR THEM TO TRULY DEVELOP A PROPOSAL.TWO WEEKS, UM, IS A, IS A SMALL WINDOW FOR A PROPOSAL TO DEVELOP AND SUBMIT A FULL, UH, PROPOSAL THAT WOULD MEET OUR STANDARDS.
HOWEVER WE CAN DO IT, BUT THERE IS A RISK, UH, IF THERE ARE A LOT OF QUESTIONS, IF THERE ARE SUBSTANTIAL QUESTIONS THAT THEY HAVE ASKED, MEANING THEY NEED MORE CLARITY, THEN WE WILL ISSUE AN ADDITIONAL WEEK FOR THEM TO SUBMIT.
SO, YOU KNOW, THERE'S PROS AND CONS TO BOTH, BUT YOU ARE CORRECT.
THIS IS A VERY, UM, UH, SPECIFIC INDUSTRY AND THEY KNOW WHAT THEY'RE LOOKING FOR.
THEY ARE VERY WELL INFORMED THAT THIS IS COMING AND PREPARING NOW, I'M SURE.
UM, SO THAT ALSO IS A BENEFIT THAT WE HAVE TO THIS BEING A VERY PUBLIC PROCESS.
WELL, I WAS GOING TO ASK YOU IF YOU WERE SPEAKING ABOUT THE PROCESS AND THE TIMEFRAME GENERICALLY, OR IF YOU WERE ADDRESSING SPECIFICALLY A CITY MANAGER SEARCH, BECAUSE IT SEEMS LIKE OUR CRITERIA WILL BE PRETTY WELL SPELLED OUT IN THE RFP AND, UM, AS YOU SAY, EVERYONE SHOULD BE EXPECTING THIS.
UH, SO DO YOU THINK IT'S STILL NECESSARY TO HAVE THE FOUR WEEK PERIOD? AGAIN, MY RECOMMENDATION WOULD BE AT LEAST THREE WEEKS SO THAT WE HAVE A PRES SOLICITATION MEETING AND THEN A WEEK AFTER FOR EVERYONE TO BUILD THEIR PROPOSALS AND SUBMIT IT.
UM, BUT AGAIN, IT, WE, WE WILL FOLLOW THE DIRECTION AND AGAIN, WE CAN PUT IN AS MUCH DETAIL AND MAKE SURE THAT WE DO NOT LEAVE A LOT OF ROOM FOR CONFUSION OR LACK OF CLARITY IN THE SPECIFICATIONS SO THAT WE GET EXACTLY WHAT WE WANT.
WELL, MR. CHAIR, UH, TO THE EXTENT THAT IT'S NECESSARY, I WOULD MOVE TO AMEND THE RFP TIMELINE TO PROVIDE ONE WEEK FOR THE EVALUATION PERIOD, ONE WEEK FOR THE VENDOR INTERVIEWS AND THREE WEEKS FOR THE ACTIVE SOLICITATION PERIOD.
IS THAT A MOTION? YES, I WAS SECOND.
UH, I MOVE THAT WE AMEND THE RFP TIMELINE ON SLIDE EIGHT TO PROVIDE A THREE WEEK PERIOD FOR THE ACTIVE SOLICITATION PERIOD, A ONE WEEK PERIOD FOR THE EVALUATION AND ONE WEEK FOR THE VENDOR INTERVIEWS.
YOU HEAR A MOTION? DO WE HAVE A SECOND? UM, I WONDER IF THE, UM, IF MS. RIDLEY WOULD CONSIDER IT A TWO WEEK POSTING FOR THE RF, IN WHICH CASE I WOULD WHOLEHEARTEDLY SECOND DEMO.
WELL, I I, I'M MINDFUL OF THE STAFF'S RECOMMENDATION THAT WE PROVIDE THAT THIRD WEEK.
UM, I, I THINK AT THAT WE'RE STILL CUTTING A WEEK OFF.
WE'RE CUTTING, UH, A WEEK OFF OF THE EVALUATION A WEEK OFF OF VENDOR INTERVIEWS THAT'S TOTAL OF FOUR WEEKS, WHICH WOULD CULMINATE IN, UH, THIS GOING TO COUNCIL IN LATE MAY INSTEAD OF LATE JUNE.
UM, I I, I'M NOT STUCK ON THE THREE WEEKS, BUT I'D LIKE TO SEE WHAT THE OTHER COMMITTEE MEMBERS THINK AND IF THEY VOTED DOWN, LET'S GO WITH TWO WEEKS IN ANOTHER COMMITTEE.
I HEAR THE MOTION THEN ON THE COMMITTEE.
SO I THINK THE MOTION, I HAVE A COMMENT.
OKAY, WE'RE JUST PROCESSING RIGHT NOW.
SO I'D LIKE TO MAKE A NEW MOTION IF THIS ONE HAS NOT BEEN SECONDED.
WHAT IS IT? SECOND? IT WOULD NOT SECOND.
SO I'D LIKE TO MAKE THE SAME MOTION WITH A CHANGE BEING FOR A TWO WEEK POSTING.
ALL IN FAVOR? DO THEY HAVE A SECOND? DO WE HAVE A SECOND? DO WE HAVE A SECOND? WE, WE, NOW, NOW, NOW WE GOING FOR THE THREE WEEKS TO THE TWO WEEKS FROM THE PERSON SOLICITATION WENT FROM THREE TO TWO.
YEAH, WE WERE AT FOUR BASED ON A CITY COUNCIL MEMBER SURVEY WHERE SOME PEOPLE ARE ALREADY EXPRESSING THAT THEY WERE CONFUSED ABOUT WHAT THE QUESTION WAS.
I SAID BEFORE, HE SAID THREE BEFORE THREE.
UM, REPEATEDLY IT'S BEEN SAID THAT ALL OF THE TOP PROPOSERS ARE GONNA HAVE ALREADY BEEN WATCHING THIS AND PREPARING.
THEY'RE GONNA BE ABLE TO SUBMIT EVERYTHING TO, I MEAN THAT'S, I I I DID NOT HEAR THE SECOND, SO, OKAY, SO WE DON'T HAVE ANY MOTIONS ON THE SECONDED? NOT I'M SECOND.
FIRST YOU, ON THE FIRST MOTION, I, I'LL GO BACK TO THE FIRST MOTION
[00:50:01]
AND JUST GO TO THAT VEN, UH, YOU SAID THE INTER, UH, VENDOR INTERVIEW WOULD GO FROM TWO TO ONE WEEK? YEAH.AND THEN WHAT WAS THE EVALUATION FOR? THREE WEEKS? IN THREE WEEKS FOR THE, UM, I'LL, I'LL GO AHEAD AND SECOND, UH, PAUL'S MOTION.
OKAY WITH THAT, UH, COUNCIL BLACKMAN, WELL, GIVEN THAT WE KIND OF ALREADY KNOW THE POOL OF FOLKS THAT'S PROBABLY GOING TO SUBMIT AN RFP AND THERE'S NOT THAT MANY.
I WOULD GO WITH THE SHORTEST WEEK.
I MEAN THE SHORTEST TIME PERIOD, THE TWO WAY, I JUST THINK ADD, TAKING AWAY WEEKS IS WHAT WE NEED TO DO TO GET THIS THING MOVING AND NOT ADDING THE THREE WEEKS AND THAT, AND THAT'S WHAT I'M HEARING.
AND I, I THINK TWO WEEKS IS, IS SUFFICIENT.
I MEAN THAT WE, THIS HAS BEEN IN THE NEWS ENOUGH FOR THESE FIRMS THAT WE ALL KNOW THAT DOES THIS, AND I THINK WE JUST GOTTA GET MOVING.
SO THAT, THAT'S JUST MY, I'M NOT ON THE COMMITTEE SO I CAN'T, BUT I DID LIKE MS. MENDELSON'S JUST TWO WEEKS AND GO WITH IT.
AND I, I ACTUALLY ON THE SURVEY WENT WITH TWO WEEKS, UM, AND REALLY THINKING DEEPLY WITH, WITH WHAT YOU GUYS ARE PROVIDING FEEDBACK AND ALSO LISTENING TO MY COLLEAGUES.
UM, AND SO I, I'M, I'M KIND OF CONFLICTED RIGHT NOW.
LET'S GET MR. MS. STEWART, YOU GOT SOMETHING TO SAY RIGHT NOW? GO BACK TO POWELL ON YOUR ORIGINAL MOTION.
WELL, ALL I WAS GONNA COMMENT ON WAS I THINK STAFF HAD SAID THAT VERY OFTEN AFTER THE TWO WEEKS, THEN THERE ARE SOME QUESTIONS AND THAT WE, WE GO INTO A THIRD WEEK, RIGHT? SO IF I WAS JUST TRYING TO BE REALISTIC, IF THAT'S WHAT THIS REALLY IS AS A FREE WEEK, THEN LET'S JUST PLAN ON THAT.
IF, IF I CAN INTERJECT HERE, UM, I, I WOULD BE HAPPY TO AMEND MY MOTION TO PROVIDE FOR A TWO WEEK SOLICITATION PERIOD WITH THE OPTION OF STAFF EXTENDING IT A WEEK IF THERE ARE QUESTIONS.
BUT WITH THAT, UH, SO WITH JOINT IS NUMBER ONE.
SO, WELL, I'M AMENDING AMENDING HE PAUL, I MEAN PAUL AMEND HIS MOTION AND INSTEAD GO WITH A TWO WEEKS WITH A, WITH A, A ONE WEEK EXTENSION IF WE CANNOT MAKE IT THERE.
SO I WOULD, I WOULD SUPPORT THAT AMEND.
SO I JUST HAVE A CLARIFYING QUESTION, BUT THE POSTING WOULD ONLY BE FOR TWO WEEKS.
WE WOULD JUST HAVE AN EXTRA LIKE WORK WEEK IN THERE IF NECESSARY.
IT NECESSARY THAT, THAT'S FINE.
I'M HAPPY TO SUPPORT THAT AS WELL.
ANOTHER QUESTIONS ALL IN FAVOR WITH THE SAY AYE.
AND OPPOSED YOU HAVE, YOU WOULD HAVE A COMMENT, NOT ON A MOTION, BUT YOU NEED TO HAVE A COMMENT IN GENERAL.
SO THE MOTION IT, IT IS ALREADY YOU COULDN'T VOTE.
SO YOU GO AHEAD AND HAVE A COMMENT REGARDLESS, BUT YOU STILL DIDN'T HAVE YOUR COMMENT IT BE ON RECORD.
NO, NO, IT'S SERIOUS WITH FEEDBACK.
UM, I WAS JUST WANTING TO SAY, I, I, I GET THE TIMELINE AND THE, AND THE RUSH AND THERE ARE PEOPLE WHO DO THIS FOR A LIVING AND THERE ARE COMPANIES WHO DO THIS FOR A LIVING, BUT THERE ARE ALSO COMPANIES WHO'VE NEVER RESPONDED TO A CITY OF DALLAS PROCUREMENT.
SO I WAS JUST GONNA ADD THAT THE THREE WEEKS WOULD AT LEAST GIVE SOME CUSHION FOR SOME OF THOSE.
SO IT'S ONE THING TO RECRUIT, IT'S ANOTHER THING TO RESPOND TO THE PROCUREMENT.
I DON'T KNOW IF THEY OUT THERE EXIST, BUT IN THE SPIRIT OF EQUITY, I WAS JUST GONNA MAKE THAT COMMENT, BUT IT'S TOO LATE NOW, RIGHT? AND, AND, AND, AND, AND, AND, AND MY OH, CHAIRMAN.
WELL, I WAS JUST GONNA KNOW WE'RE NOT EVEN TALKING FOR ABOUT POSTING THIS FOR ANOTHER WEEK.
SO I THINK DEFACTO IT'S LIKE IT'S OUT THERE.
UM, AND I PROMISE THIS IS BEING FOLLOWED BY SPECIALIZED FIRMS. I WOULD THINK, UM, WHO, THIS IS THEIR BUSINESS.
AND SO, UM, YOU KNOW, IT MAY NOT BE POSTED, BUT THERE IS GOING TO BE AWARENESS AND FOLLOWING OF THIS.
THEY MAY BE WATCHING THIS RIGHT NOW, IN FACT,
AND BEFORE WE GET INTO THAT, YOU KNOW, NUMBER ONE, THE REASON WHY WE CALL THIS MEETING TODAY, BECAUSE EVERYBODY'S GOING TO ON BREAK A TWO WEEK BREAK, THEN WE GET THE, THE PROCUREMENT AND HR, THE TIME TO PUT OUT THERE.
BUT ALSO I ALSO GET THE INTERNET AND THE PAPER, YOU KNOW.
UM, BUT OUR MARKETING DEPARTMENT, WE DO HAVE A MARKETING DEPARTMENT SEND DOWN TO GET IT OUT THERE.
SO EVERYONE KNOW THAT WE ARE SOLICITING THIS HERE BECAUSE RIGHT NOW I HAD MANY PHONE CALLS AND YOU PROBABLY HAVE PHONE CALLS SAYING, WHAT IS OUR PROCESS? WHAT'S GOING ON? SO THE TWO WEEKS IS A GREAT DEAL.
IF WE CAN'T GET THERE, WE GOT A WEAK OPTION.
BUT THE TWO WEEKS WE'D BE ON BREAK ANYWAY.
WE WON'T BE BACK UNTIL THAT THIRD WEEK ANYWAY.
SO WE HAVE PLENTY OF TIME TO ADJUST THAT IN A WAY.
DANIELLE, I JUST WANTED TO MAKE ONE COMMENT.
UM, I MENTIONED IT IN THE SLIDES THAT THERE IS A REQUIRED 38% MWBE, SO I DIDN'T WANNA OVERLOOK THAT, THAT THIS FIRM WILL HAVE THAT REQUIREMENT AND DIRECTOR WILLIAMS IS HERE TO ELABORATE IF NEEDED.
BUT THAT ALSO IS SOMETHING WE TAKE IN CONSIDERATION IN OUR TIMELINE.
SO IF THERE IS A REQUIREMENT WHICH WE HAVE IN THIS, FOR THEM TO PARTNER WITH A SMALL,
[00:55:01]
LOCAL, MINORITY OWNED FIRM TO ASSIST IN MAKING SURE THAT THAT LOCAL AND REGIONAL EXPERTISE IS PRESENT, IF THIS IS A NATIONAL FIRM, WHICH IT PROBABLY WILL BE, UM, WE ALLOW THAT TIME TO BE BUILT IN BECAUSE THAT RELATIONSHIP PARTNERSHIP HAS TO BE DEVELOPED AND THEN PROPERLY REFLECTED IN THE PROPOSAL.SO THAT ALSO, UH, LENDS ITSELF TO WHY, YOU KNOW, BASED ON THE SURVEY AND EXPERTISE, FOUR WEEKS WAS THE MOST BALANCED TIMEFRAME.
HOWEVER, I JUST WANTED TO SUBMIT THAT WITH YOUR CONSIDERATION OF, OF THE TRUE PROCESS.
UM, I'M WONDERING IF WE, UM, COULD ALSO ADDRESS THE RUBRIC SCORING.
SO I WOULD LIKE TO, UM, YOU KNOW, NOT, NOT VERY MANY PEOPLE SPOKE ABOUT IT.
I APPRECIATE, UM, COUNCIL MEMBER BLACKMAN BRINGING UP, YOU KNOW, FOR ME, I FEEL LIKE AT A MINIMUM IT NEEDS TO BE 40, 20 15, 10 15, BUT I ACTUALLY WOULD LIKE TO SEE EXPERIENCE AND QUALIFICATIONS AT 50 IF IT WAS POSSIBLE.
UM, SO I'M JUST WONDERING IF THERE ARE ANY OTHER FOLKS THAT HAD THOUGHTS ON WHAT THIS RUBRIC SHOULD BE.
WE REPEAT THOSE NUMBERS PLEASE.
40 FOR EXPERIENCE AND QUALIFICATIONS, 20 POINTS FOR PROJECT, UNDERSTANDING, METHODOLOGY AND APPROACH.
15 POINTS FOR A LOCAL MARKET EXPERIENCE, 10 FOR COST, AND 15 FOR MWBE AND REALLY THE LOCAL MARKET EXPERIENCE.
UM, I DON'T CARE IF THEY'VE EVER PLACED ANYONE IN DALLAS BEFORE, THEY NEED TO UNDERSTAND WHAT THE JOB IS, OF COURSE, BUT THAT'S ALL PART OF EXPERIENCE AND QUALIFICATIONS.
YOU CAN'T BE A TOP FIRM WITHOUT UNDERSTANDING YOUR MARKET, UNDERSTANDING WHAT KIND OF PERSON IS GONNA SUCCEED AND WHAT KIND OF AN ENVIRONMENT.
AND CERTAINLY DALLAS IS, UM, IT'S A, IT, IT'S A ONE, IT'S, WE ARE A UNIQUE PLACE AND YOU HAVE TO UNDERSTAND HOW WE FUNCTION, WHY WE FUNCTION THE WAY WE DO, AND BE ABLE TO NAVIGATE A LOT OF COMPETING INTERESTS.
AND THERE'S NOBODY WHO'S GONNA TAKE THIS JOB, UM, THAT ISN'T GONNA HAVE TO UNDERSTAND DALLAS.
AND THAT'S JUST PART OF THAT FIRST CATEGORY.
SO, YOU KNOW, USUALLY I THINK I, I DON'T KNOW IF IT'S REQUIRED THAT THERE'S FIVE ITEMS ON A RUBRIC.
UM, I'M NOT EVEN SURE IF THAT HAS TO BE AN ITEM BECAUSE IT REALLY ROLLS INTO EXPERIENCE AND QUALIFICATIONS AND MAYBE JUST THE CATEGORY NAME ITSELF SHOULD BE EXPANDED.
UM, BUT I'M GONNA SAY THAT TOP ONE, THAT'S, THAT'S THE MAJORITY OF WHAT WE'RE LOOKING FOR.
SOMEONE WHO'S GONNA UNDERSTAND WHAT WE ARE, WHAT WE NEED, AND THEY'RE GONNA GO OUT AND FIND NOT JUST THE PERSON WHO HAS EXPERIENCE, BUT WHO HAS THE RIGHT PERSONALITY AND WORK ETHIC AND ABILITY TO COMMUNICATE AND, AND PROVIDE VISION AND MANAGEMENT, ACTUAL MANAGEMENT OF DEPARTMENTS THAT ARE ACHIEVING THE RESULTS WE'RE EXPECTING.
AND SO ALL OF THAT FITS TOGETHER.
UM, SO I, I WOULD LOVE TO HEAR FROM COLLEAGUES ABOUT THAT, BUT I, I HOPE THAT WE'LL ADDRESS THIS ITEM AND NOT JUST LEAVE IT BEFORE THE MEETING'S OVER.
THANK YOU, JESSE, YOU WANT HAVE A MOTION FOR THAT EVALUATION CRITERIA POINTS.
SO THEN I WOULD LIKE TO MOVE, UM, THE POINTS AND THE IDEA OF LOCAL MARKET EXPERIENCE IN WITH EXPERIENCE AND QUALIFICATIONS TO MAKE THAT 55 AND JUST MAKE THAT ON, YOU SAID 40 THEN YOU SAID MEAN GOING BY THE 55 FIRST.
YOUR FIRST, THE FIRST ONE WAS 2015.
AND SO WHAT I'M SAYING IS I'D LIKE TO TAKE LOCAL MARKET EXPERIENCE AND COMBINE IT WITH EXPERIENCE AND QUALIFICATIONS AND MAKE THAT ONE CATEGORY 55, 1 CATEGORY, RIGHT? COMBINE IT INTO ONE.
ARE YOU LOOKING FOR A SECOND? YES.
ANY, ANY COMMENTS? ANYONE ELSE? JANIE, COUNCILMAN CHU.
I COMPLETELY AGREE WITH COUNCIL MEMBER MENDELSSOHN ON THIS.
AND ADDITIONALLY, UH, IT ALSO THAT THAT APPROACH, METHODOLOGY AND TIMELINE IS ALL PART OF THEIR EXPERIENCE AND QUALIFICATIONS.
THEY KNOW HOW TO DO THOSE THINGS AND DO THEM WELL.
SO I THINK SHE'S MAKING A VERY IMPORTANT POINT THERE AND AGREE.
UM, MS. MENDELSON, DO YOU PROPOSE AS PART OF YOUR MOTION TO CHANGE THE DESCRIPTION OF THE FIRST CATEGORY OF EXPERIENCE AND QUALIFICATIONS TO INCLUDE SPECIFICALLY LOCAL MARKET EXPERIENCE OR WOULD YOU LEAVE THE CATEGORY DESCRIPTION ALONE? THANK YOU.
UM, I WOULD ACTUALLY TAKE THE CATEGORY NAME OFF, BUT IN THE DESCRIPTION, UM,
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LOCAL, REGIONAL KNOWLEDGE AND EXPERIENCE WOULD BE PART OF THAT DESCRIPTION.OF EXPERIENCE AND QUALIFICATIONS CATEGORY? CORRECT.
ANY OTHER QUESTION? ALL IN FAVOR? ANY OPPOSED? I ASK ERIC PICK THAT.
IS THERE ANY OTHER QUESTION? I THINK, UH, CHAIRMAN MIDDLETON, YOU GOT ANOTHER MEETING AT 12 O'CLOCK, SO WE HAVE, I DO THREE MINUTES OVER SO IT'S IN THE LAST QUESTION.
SO BEFORE I QUESTION, SO THE ONLY LAST THING IS, UM, IF MAYBE DANIELLE COULD TELL US SPECIFICALLY, I MEAN, DID WE DECIDE THAT IT WOULD ONLY BE CITY COUNCIL ON THE SELECTION CRITERIA? IT SEEMED LIKE THERE WAS A LOT OF SUPPORT FOR THAT IDEA.
UH, SO MOVE SECOND CITY ATTORNEY.
COMMITTEE MEMBERS, UH, BUR VANDENBERG, ASSISTANT CITY ATTORNEY, UH, ACCORDING TO AD AD DASH FOUR, AD FOUR DASH FIVE, WHICH I NEED TO GET PULLED UP VERY QUICKLY.
UH, AN EVALUATION COMMITTEE, UH, IS GONNA BE FORMED BY THE INITIATING DEPARTMENT WITH THE CONCURRENCE OF OPS WILL BE COMPRISED OF AT LEAST ONE DESIGNATED REPRESENTATIVE OF OPS AND AT LEAST ONE DESIGNATED REPRESENTATIVE OF THE INITIATING DEPARTMENT, WHICH I THINK IN THIS CASE MIGHT BE HR.
SO YOU, IT CAN BE ALL COUNCIL MEMBERS, EXCEPT WE GOTTA HAVE AT LEAST TWO.
I WOULD LIKE TO ASK A QUESTION IF THAT'S POSSIBLE.
SO, UM, IN GPFM WE SELECTED THE VENDOR TO DO THE INDEPENDENT AUDIT.
AND I BELIEVE THAT WAS ALL COUNCIL MEMBERS.
IT WAS ALL COUNCIL MEMBERS WHO DID THE SCORING.
HOWEVER, PROCUREMENT AND THE INITIATING DEPARTMENT WAS STILL PRESENT.
SO I WOULD LIKE TO, UM, ASK THAT THAT BE THE SAME SCENARIO FOR THIS, THIS PROCUREMENT CHAIRMAN STEWART, JUST A CLARIFICATION THEN.
WHAT IS THE ROLE OF, UH, THE DESIGNATED REPRESENTATIVES? ARE THEY A VOTING MEMBER OR ARE THEY JUST A REPRESENTATIVE THERE FOR OFFICIAL? THANKS.
YOUR EXHIBITION, YOU'RE CORRECT.
SO YOUR POSITION, IF WE GO WITH WHAT THE CITY ATTORNEY HAS SUGGESTED, WOULD BE AS EX-OFFICIO MEMBERS OF THE COMMITTEE NON-VOTING.
THAT'S THE STANDARD PROCESS? CORRECT.
OKAY, THEN I HAVE NO PROBLEM WITH THAT.
AND, AND, UH, I WOULD INCORPORATE THAT IN MY MOTION TO THE EXTENT THAT'S NECESSARY.
DO YOU WANT TO REPEAT THE MOTION? SURE.
THE MOTION IS THAT THE, UM, EVALUATION COMMITTEE BE COMPOSED OF, UM, MEMBERS OF THE CITY COUNCIL AND THE REPRESENTATIVES OF OPS AND HR.
I SEE A STATE ATTORNEY GOING BACK.
YOU GOT LET'S, THE SEAT ATTORNEY SHOULD BE ALL.
MR. CHAIR, IF YOU COULD GIMME JUST ONE SECOND TO TALK WITH DANIELLE.
AND MR. CHAIR, AS A SUPPLEMENT TO MY MOTION, I WOULD SUGGEST THAT, UH, THE COMMITTEE BE COMPOSED OF COUNCIL MEMBERS WHO ARE MEMBERS OF THIS COMMITTEE.
UH, DO YOU HAVE A MOTION? DO WE HAVE A SECOND? DO YOU WANTED TO, THE MOTION TO IT WAS A MOTION BY MR. EVERYBODY WAS STAGED ON SOMETHING THAT YOU REPEAT THAT.
THE MOTION IS THAT THE, UH, EVALUATION COMMITTEE FOR PURPOSES OF EVALUATING, UH, PROPOSALS BY SEARCH FIRMS BE COMPOSED OF THE MEMBERS OF THE AD HOC ADMINISTRATIVE COMMITTEE AND A REPRESENTATIVE OF THE OPS AND HR DEPARTMENT'S ACTING EX-OFFICIO.
WE HAD A MOTION TO SECOND QUESTION.
IN OPPOSED AYE IS CARRIED CODE.
I CALLED AD HOC COMMITTEE ADJOURN.