Good evening, I'm province council woman.

And Brian, welcome to the regular committee on finance on today's Tuesday, September 30, 2025.

Um it is passed, but so it is would you finally read the role?

Chairwoman Ryan present.

Council immigrants.

Present.

Councillor Santa Present.

Yeah, four present and one absent and four.

Well, Ken, let us recognize that uh we are joined by Kenny uh solicitor Ken Chevere.

Thank you very much.

Um before we start this meeting, I would also like to formally extend a happy birthday recognition to Mike DePollanton who happens to be seated back in the room.

What do you want to like?

Congratulations, you can read it.

You're very welcome.

I hope you have a lovely record with it.

Okay.

Um could you finally read item one into the record?

Resolution authorizing approval of the modeling and congress contract where I have what a five diamonds apply and according to section 2010, we try to say it speaks, so you've got the limit organized Delta allowed to have power and like 50,000 dollars department helped us.

Okay, let us also recognize that uh Chairman Boggus is also with us.

Thank you.

Um we have to present.

Good evening.

Good evening, people have a pencil priority, but at least you want to draw what to believe this truth that was enough about the food.

Yes.

Okay, thank you, Madam Sarah.

Could you please um talk about this item?

Sure, tell us what it's all about.

Sure.

Um, this is the contract award um approved by the BOCS for Delta Electrical Power, and that is the company that bid um on the um RSPH service to the fountains that are currently um served at the department of public works, so it's the Discwell Fountain, the Longo Fountain, and the fountain at Holy Ghost.

Um I just want clarification.

Um this did not go up to date.

This isn't um this is a letter for the mediation.

We've left it in public.

Oh, there's not date.

I'm sorry.

Um we do plan to go out to the floor in December.

Uh to give us more time.

This is the only company that's been willing to service the fountain.

It's maybe this boss.

So it's a sole source provider.

It's it's not we want to go out to RFP to see if we if anyone else is interested, but it's it's it's a difficult uh field, I guess.

Yes, Councilman and well, thank you.

Thank you for being here, Director.

Sure.

Um, two quick questions.

One is um, if we're gonna go out to RFP in December, why why not just include these in that RFP?

Was it like a time-sensitive situation?

Oh, because it's it needs we always need work and servicing um uh and this time of year right after sometime right after Columbus Day, the space that uh long stay uh that's winterized has to be shut down in a certain way.

I'm talking about the DSP.

Um so we need we need the services before that.

Okay.

And then um, do you ever partner with the parks department?

Because I know some of their staff just went through a fountain training.

They fit they fixed the fountain and the good park themselves, they wouldn't need some sort of health fountain.

Um that they kind of weird history.

Yeah, apparently three dates me on how DPW uh ended up servicing the fountain.

Yeah, our sewer department.

Um I don't know if they concur with parks, but it but it's it has been DPW that has been maintaining it.

And now thankfully we have a company that's willing to do that through DPW and but it parts doesn't serve as well.

I know it's like new knowledge that they have, because the Olympic part of one is also broken for like years, and they couldn't find anyone who's willing to service say which is when they're just saying that some lease, and then they had to teach themselves how to like serviceable foundants.

So there's some knowledge somewhere in the city on some of that, just because that uh any other questions?

Council, please.

Still trying to get my voice back.

I um this uh how is this been the selected and are we going?

We're going over is what we're doing by this, right?

I'm sorry, how I know I'm making no I'm sorry, it's my voice.

So are we going over?

Is that the thing for for this vendor?

For seven, seven months and eight months.

I'm not on actually.

Yeah, yeah, yeah.

Okay, so that's just the wrong section of the head, yeah.

Okay, yeah, yeah.

No small extension.

They control the view director for being here.

So just to confirm uh this company is the first one, uh at least in our firm that the city has hired to do the type of work.

We're basically the only ones that have resting with us to doing it.

We put a lot of dealers out.

We tried to get people to take this over because our sewer can operate but the world is not really fountain right.

Um, and so this is this company's actually very good to work for the very liable.

Um another company who uh that does this kind of work is the uh not local, this is a local company, so it's and that's important because if it if the thing breaks, and again, mainly talking about as well.

If it breaks, uh we usually can't wait only for somebody to come out and take a look at it.

So they've been very responsible.

So I guess the only question is um like what what's the public communication been like um where we had that information of not knowing really any other companies if from my understanding we have a put at RFPL.

Um sorry.

Um you've done it that the person like it's a lot in the public.

I guess we need to sit your name instead of what the rest of us are.

So I think my understanding, and that are correct me if I'm wrong, that we have gone active for the service, and we haven't gotten any responses.

Um the current person that we're trying to use is a fixed provider.

So it's not for black trying for getting someone, it's just such an old found that a lot of people don't have that sales that to make proposal pairs.

So then it qualifies as a sole source.

I mean, yeah, I think we want to um be one thing I have heard is that there could be interest in a smaller company only wanting to service one of the fountains, not the big one.

And so I think the RMP will hopefully give us an opportunity to look at that as an option.

Um, if we you know if you put it all out there that maybe we make it the kind of thing where where companies could bid on the heart of it, then maybe that will bring in another company.

Um and so that's the intention right now.

So what I've understood about this project is it's time sensitive.

They're concerns about the cool weather hitting quickly and the poison break that is an old sensitive fountain because you know it's up on Federal Hill deepest for us.

Yeah, so that's the sensitivity and that's the urgency behind all of this.

Yes, so is it just for council and bridge?

So is it just for this one that we'll refer to?

Because if there's three.

I believe there's two, not three.

Okay, um, there's three, but that's this one is the main one.

Um is the biggest one, it's the oldest one.

It's got the lights, it's right there smacked out in the center.

It's it's a focal point for a lot of the celebration cycle on there.

And um they didn't respond either.

So, how do you know that you said that they didn't respond either with um when you put the bids out?

You mean Delta?

Um I thought earlier that you just said um you put out bidding in.

No, we didn't have it.

From them either.

So how do we know they're gonna they want to do it?

We can't know who's fast.

They I will say the head of our sewer division has a very good relationship with them, and Delta has been very responsive.

So I don't, I mean, I don't know the agencies of of what their interest is in the three fountains.

Perhaps they're only interested in doing one of the you know, the big fountain.

Um, but I do know that they you know they I believe some of this money is will work.

It's maybe more than happening.

Okay.

So do you know what I mean?

So, like they're very responsive when when we get in a game with that now, people who have the expertise, they're they're very good about it.

Whether they want to do it long term, I think maybe they just want to see what it was.

So is this one of these?

Don't have maybe.

Is this one of the um the odds that are dying?

Is this is this something that we should be looking into or how we're gonna go on from here if we're not getting responses and these things are so old.

Is this where we are?

I unfortunately I'm starting to think so.

Um, I know that a lot of what our superintendent of the sewer division has done with this fountain has been almost self-taught.

Um, but that's you know, it's not sustained, and it's not it's not really these job.

Um, and so I think you know, God forbid we get no interest, no local companies, no ability to have anyone do this work.

We'll have to pivot, figure out okay, is there training?

Are there additionally staff I can bring in?

Um, maybe I'll be back here asking for staff to fill this role and have to get them the training that you referenced, uh not sure.

So I can offer some perspective.

I remember uh looking at the expenses for rebuilding this fountain um many years ago, a few years ago, and we put aside like 250, almost 300.

How much?

Was a lot of money.

Gina's recollection is 450.

Um, but we thought we were gonna have to rebuild that whole thing, and we put money aside.

It was in was it CIC?

CIP back then and the parks department to Councilman Boss uh point uh roads to the occasion with helping the sewer department, and they worked their magic, but it was really um you know they worked very very diligently to get it functioning, and it was uh subject to the cold weather, the sensitivity of the weather is always important, and it needs work right now.

So I do think we need to look at a long-term uh plan for this.

Uh but you know, it's on the hill.

Uh we have been asked uh basically for special health paper.

Is that what I'm hearing?

Yes.

Um these folks have the capacity to just to manage this um refere project.

Um and I think we need as a finance team, need to look um at a better long-term solution, but it's going to be very, very expensive.

So if $50,000 gets this project functioning and working and winter ice through the season, um, in time is of the essence.

It's my recommendation that we move it forward.

Does anybody have any counseling about this?

Thank you, I'm sure.

So these $50,000 is only to winterize these uh quantum, the three of those, or yes, one.

No, I I think it's more than that.

I think it's it's it's for some work that I believe they've already done in the city.

Um it is for winterizing and it's and it's so that they will continue to be venture to get us to the point where hopefully when the RP is released and we get hopefully bids on it, they'll carry us to act.

Yes, thank you.

In the RP, can you please include the rest of the fountains that we have now that you get an extra responsibility on the department?

Yes, but I as I said, I think that um there may be a way to craft the RP so that if someone wanted to bid just on servicing one or the two smaller ones rather than the big one, or just the big one that they could do that.

We want to try to cast as wide a net as we can.

Thank you.

I just want to reiterate, I don't think anybody's happy about the position that we're in, but we want the fountain uh repaired to the best of our ability, and I want it venturized.

Uh so I mean I think we could we need to kind of move forward here, but I think we're sending a message from what I believe from my uh finance committee as well as uh Chairman's August.

Uh we'd like a long-term plan so that we can be spending our money in an appropriate fashion, more appropriate fashion.

But we all know the value of these patterns.

Um one particular are is extremely important.

Uh uh, and we need to get it taken up there.

With that, we might have motion.

Motion to approve it number one.

Um motion made by council, second by councilwoman ended law.

All in favor aye, any opposed, eyes have it, motion carries, the battery passes.

Thank you very much.

Thank you, Nike.

Okay.

All right.

Would you kindly read item two is blue recording?

Resolution authorizing approval of the following contract or if I order contract and supply employees with such a thing, 26 feet to you of a code ordinance.

Able industrial seat is the boy, how they have it in the hasn't read your sets.

Okay, so we have same people.

Okay, please tell us what you have uh this city had a contract with able investors sweeping to our free sweeping, and that contract was up in the la.

Uh this is the part where I fall on my sword, uh, unbeknownst to me.

He kept sweeping, and we left him.

Uh, and so when I became aware of that, I put a stop to it because I knew we didn't have actual in-place contract for it.

I was uncomfortable with an attorney with that liability that that represent.

That said, he swept and needs to be paid for the sweeping that we did, and so that's what this is on.

Is there a contract in place?

I'm sorry, there is now, yes.

So there's a contract in place now, yes, on a eight.

Um committee members, anybody had questions?

That's a federate that meeting.

Yes, you put a question.

Councilman Sanchez was.

Thank you, Chairman.

Thank you, director again.

Um, what has changed um in order to process so something like this or any other contract that's expired?

Is there um continuing to work?

Great question.

And so after this happened, uh, I did a review to make sure that I understood who the contract managers of New Will among my staff are that and we don't we don't really have a lot of this kind of thing.

Um, so I feel like I have a better handle on it.

Um, but just to just met with my management team and let them understand that you know, as the contract managers, they are responsible for knowing the fact that it's up and that when a contract is up, the services need to stop unless that contract explicitly says otherwise, which is contract.

Some contracts say, you know, while we're waiting for a new contract, we'll just go by the old we'll work to that effect.

Contract didn't say that, it was just sort of a practice on behalf of the department.

I suspect we marked the only department that kind of operates that way.

Um that it was just like, well, we'll just keep going until we get to the contract.

We can't do that.

Um, I don't recommend that we do that.

So as soon as I found out, I said, Oh, well, stop.

You have to tell them to sell.

Um, but I have, but I have done review to make sure that that I don't have to sit here in another contract situation follow my sort again.

Do you have a vendor management system kind of following off on do I do you have a vendor management system?

Um I'm not per se, not you know, not something like uh that's a part of our asset management system.

Um nothing wrong.

Okay, I think that would be a good thing to have.

I mean, we're talking about a lot of it's it is hard to believe that you know that the contract expired and it went unnoticed to look for follow-up.

Uh thank you.

Um so just to confirm the the contract that's in place now is with the same vendor.

Yes.

And when was that data to start or started?

Don't have that in front of me, but it was it was uh I think it was awarded in August.

No, it was awarded in probably the end of August.

I gave you the date in the what was that?

I think it was the end of August.

So I just want to confirm that make sure that you know agreed approved this it's gonna it looks like the last date of work was August 7.

I don't want the new class right to go back to August 1st.

So it doesn't it doesn't, and I know this because I asked that question about you know after we got after we got past the point of um awarding the contract to him to their company.

Um, when did those payments start?

And they they didn't start before seven.

That's why I'm thinking it was probably around 10 of August, maybe in September.

I'd have to get the date that is wrong, but um, I understand what you're asking, and can I check any place and the distribution to the date new contract?

And I'd like to see the new contract, yes, yeah.

Um did this go out to bid yes, so and nevertheless, no so the other bidder uh was deemed to not be as qualified as this event and well they well they were uh doing it where were we charging the same amount that it goes up?

Uh that ain't anything change with the price with his price from the old contract.

I don't want to answer without them both being in front of me because I don't want to be incorrect, but I'm in finite.

I just we'd like to understand what not as qualified as once you're qualified, you're qualified.

The ordinance states the most qualified bidder.

You don't need to choose between the vendor and anyone once you're qualified, you're qualified.

Once you reach that threshold of being qualified, don't qualify.

You don't get to select someone just you qualify qualified.

That only I think along one other question, please.

Did this um vendor charging the same rate as they did the contract?

I would like to sell that.

I'm sorry without signing the two documents from here.

I'm reluctant.

Will this be charged to the contract that they have been awarded?

No.

This right, no, because it pre-awarded.

It's in the normal man's manager.

Okay, but I've had it with the contract by the understanding that qualified is qualified.

You don't get a better qualified your qualified with the lowest qualified bidder quote unquote.

There was a big protest, um, which was addressed by the solicitor's office.

Um so that was handled and and our legal exposure is what we played as vendor, at least thank you.

Committee members, past members, chairman bottle.

Thank you very much.

Um you know the price that was given to the CD is the same price that he's charging, like in this case, he's charging the 175 dollars per hour, right?

Yes, is the same is the same price that he's gonna be charging the net's contract.

I don't know the answer to that without the documents both in front of the game.

So I will find out I will let you know what if his price changed.

We all do respect director.

If you come to the binums meeting, you should be prepared.

You should come here say we'll answer any questions.

So that means now I'm thinking twice.

I'm thinking that you don't pay about this contract, but you're going along with his prize because was the lower bidding supposed to be qualified, and anyway, you went and use your power to choose the same vendor from last year.

If I if I may, Nelson, this is a bill related to services this vendor provided prior to the awarding the contract.

The the the wording the awarding of the contract to this vendor is not what is before the committee tonight.

In fact, there was a motion at the VOCS to require the awarding of the contract to go before the council, and that was voted down at the VOCS.

So this is just for services that this company actually has already rendered and performed that for which he needs to be taught to submit.

So the awarding of that contract.

You should just make the and that's why I didn't bring the contract with me for the prior contract.

So are you all set?

One more question.

Go forth.

Yes, director.

You're right.

You are one of the all month, and he is in the under under pressure of the finance if they approve these 64,000 or not because you let her go and do work without contract.

So he's now in the limo praying that finance will approve 64,000 for him to get paid.

But at the same time, he's getting a war.

64,000 plus a new contract for an edge fiscal year.

And that's something that doesn't make sense or doesn't balance why to the lowest bidder when he's not the lowest bidder.

That's the question.

But again, that is not must be respectfully before the committee.

This is for services rendered, which I've been very candid.

I was unaware that he was being allowed to continue sweeping at night after the expiration of the contract in July.

The minute I found out, I tried to stop it, but I couldn't I couldn't change the fact that he that he swept a number of wars during that time period and should be compensated for that.

Okay, so thank you for everyone's question.

Uh this one on disturbs me a bit.

Um I'm not happy that the vendor was not managed on and this happened in the first place.

Meaning the reality is work was fulfilled, and the city has a duty and an obligation to make payment.

So that being said, um, there was a hiccup here that concerns us, and I think that's been presented.

Um we've asked about a new contract.

The new contract has no reference to this period in time that was a snafu, if you will.

Okay.

So I want to call on the contract, a new contract before this commit.

I want to see it, I want to understand what it is.

Um in I think we have a duty and obligation to pay this vendor, unfortunately, but I'm I'm not pleased about this little hiccup.

Um just what are your thoughts?

No, I agree with that.

And you don't want to council and great if when we see the contract, if we could hear us like uh what the as you brought up, chairman, the vendor management system could be like going forward, just make sure we're not seeing this with any other contacts.

I don't think this is not with you, but I think in general, this isn't the first time we've seen this happen um in this committee.

Um, not necessarily GPW, but seven departments, and so I think we our constituents deserve better from how the city is managed to operate, and uh we just want to imagine clear.

Um Madam Water, thank you, councilman for there is a section in city charter that does hold city employees accountable when they do not follow the both contract and supply.

This is a large amount.

I don't expect that.

However, they did it just once, trust me, think it would become more accountable for managing data offense.

Okay, thank you, madam lawyer.

I think we need to move this, and um I'm here.

We're not really happy about it at all.

We do want to see a vendor management system.

If you don't have system in place, you need to put something in place.

This is not acceptable for this amount of money.

It's it's a lot of money.

Um, and it's it's beyond me to believe that it expired in notice to the auditors' point, and we have project managers that get paid very, very well to manage these contracts and directors as well to make sure that the work is done appropriately and the oversight exists in this in our departments.

So with that, I'm gonna say I'd like to make a motion to to approve this.

Um, but we're not happy about it at all.

Um and uh we're uh we are asking for vendor management system.

We want you to come back to us, and we also want you to come back to us with the street sweeping contract, the new one that has been um set up.

We want to look at that and understand it.

All right, any bottom line, we all like our streets swept, but we need to be efficient and fiscally responsible in how we're engaging managing our vendors.

May I have a motion?

Motion to I make a motion now.

Motion made by Councilman Grace to approve.

Do I have a second?

Second by Council Nadu.

Uh, all in favor of any opposed, I seven motion carries the matter passes.

Thank you very much.

Okay.

Um Madam Clerk.

Um what are we doing?

I'd like to make a motion to on waive the reading on the design of items three through 10th.

And make a motion to continue them.

May I have that motion?

Is that certainly motion made by 10 minutes by second advice?

Councilman Sanchez.

All in favor?

Aye.

I am opposed.

Motion carried.

There's no further business.

May I have a motion to adjourn made by Nandabaugh.

Second by Pastor B.

Sanchez.

All in favor, aye.

Any opposed, eyes have it.

Motion character or adjourned.

Thank you all.