2020-10-12 · City Council · Transcript · City Council Meeting

--- title: October 12 2020 City Council Meeting date: 2020-10-12 source: 2020-10-12_October_12_2020_City_Council_Meeting.wav --- [0:00:00, 0:00:03]: But uh give it about thirty seconds so he'll be ready to go. [0:00:04, 0:00:22]: All right, ladies and gentlemen, I'm going to uh since recording now. So I have 602. So let's uh call the meeting to order. This is our council meeting for 12th of October 2020. And uh on that note, uh Ms. Gantt, are you able to give the invocation, please? [0:00:25, 0:00:26]: Yes, I am. [0:00:26, 0:00:28]: Please do. Thank you. Thank you. [0:00:29, 0:00:30]: Let's bow our heads. [0:00:31, 0:00:38]: Father, we come to you today and we thank you for your grace and your mercy and the blessings that you have given us. [0:00:39, 0:00:40]: We ask that you [0:00:41, 0:00:43]: Pray for our leaders in our city. [0:00:44, 0:00:47]: In our throughout our community, our county and our nation. [0:00:48, 0:00:58]: We ask that you pray for our citizens and all those that are having to deal with their loved ones or someone that is going through this time with this pandemic. [0:00:59, 0:01:00]: We ask that you pray for our children. [0:01:01, 0:01:04]: While they learn new methods. [0:01:04, 0:01:07]: of uh during this pandemic. [0:01:07, 0:01:11]: virtually or whether they are in the school system. [0:01:12, 0:01:18]: We thank you for all the blessings. We thank thank you for everything you have done for us and we know. [0:01:18, 0:01:19]: That we cannot do [0:01:20, 0:01:21]: Anything. [0:01:22, 0:01:23]: Without you. [0:01:24, 0:01:26]: In our in our name we pray. A in your name we pray. Amen. [0:01:27, 0:01:27]: Amen. [0:01:28, 0:01:30]: Can everybody please stand for the Pledge of Allegiance, please? [0:01:35, 0:01:42]: I pledge allegiance to the flag. If you know it's taken to America and to Republic. [0:01:42, 0:01:43]: One. [0:01:43, 0:01:44]: Honor God. [0:01:45, 0:01:48]: It is a bit small. [0:01:50, 0:01:51]: Thank you, Council. [0:01:52, 0:01:53]: Madam Clerk, roll call, please. [0:01:56, 0:01:57]: Report. [0:01:57, 0:01:58]: Is it? [0:01:59, 0:02:00]: Mayor Pro Tem Thomas. [0:02:05, 0:02:07]: We see me approach him Thomas, okay. [0:02:07, 0:02:09]: I had to get off. Councilman Alexander. [0:02:10, 0:02:10]: Present. [0:02:12, 0:02:14]: Councilwoman Barber. [0:02:14, 0:02:15]: Present. [0:02:15, 0:02:17]: Councilman Blount. [0:02:17, 0:02:17]: Present. [0:02:18, 0:02:19]: And Councilwoman Gantt. [0:02:20, 0:02:20]: Present. [0:02:21, 0:02:22]: Mayor Ford, do you have a quorum? [0:02:22, 0:02:24]: Thank you, Madam Clerk. Appreciate it. [0:02:24, 0:02:28]: Council, I need a motion to approve the agenda, please. Mayor. [0:02:28, 0:02:28]: Yes, ma'am. [0:02:29, 0:02:35]: I move that we amend the agenda to remove items number seven and eight. [0:02:35, 0:02:40]: And that we go into executive session to discuss the D DA and development authority. [0:02:41, 0:02:43]: Number ten and eleven. [0:02:44, 0:02:48]: Uh okay. Well we'll yes, we'll do that. Thank you. Appreciate it. Is there a second? [0:02:49, 0:02:50]: A second. [0:02:50, 0:02:52]: All right. All in favor of the motion, please indicate. [0:02:55, 0:02:56]: Okay, all post. [0:02:58, 0:02:59]: Okay, passes four one. [0:03:00, 0:03:03]: All right. Well we also have is the uh [0:03:04, 0:03:08]: Adoption of the minutes from uh council meeting of August tenth. [0:03:09, 0:03:13]: And the uh council w excuse me, of uh Sept uh [0:03:13, 0:03:15]: That was right, August 10th. [0:03:15, 0:03:18]: In the actual council work session of the twenty fifth. [0:03:19, 0:03:25]: Hope we had a chance to review that. If everything's in order, I need a motion to adopt those minutes for those past meetings. [0:03:27, 0:03:28]: Oh moved. [0:03:28, 0:03:29]: No second. [0:03:31, 0:03:31]: Okay. [0:03:32, 0:03:33]: Okay, Mr. Blount. [0:03:34, 0:03:36]: And all in favor of the motion, please indicate. [0:03:37, 0:03:39]: Okay, all pose? Okay. [0:03:40, 0:03:42]: Mm Mayor Potem, you've you've proven? [0:03:43, 0:03:45]: Okay, you're approved. Okay. Thank you very much. [0:03:46, 0:03:50]: We go to public comments. I want to make sure that this statement is actually on our agenda. [0:03:50, 0:03:54]: work sessions and and regular council meetings all the time. So when a [0:03:54, 0:03:55]: We have a public comment. [0:03:56, 0:03:59]: You have to sign in with the city clerk prior to the meet the meeting beginning. [0:03:59, 0:04:11]: And then for uh mayor and council members and for the individuals that are going to bring a comment, you roughly have three minutes to speak. And speakers must request uh respect all the members of the elected body, officials and staff. [0:04:12, 0:04:18]: And unruliness or swearing is not won't be tolerated during a a time in the meeting when you're giving your public comments. I want to make that known. [0:04:18, 0:04:22]: And on that note, uh Madam Clerk, do we have any public comments at all? [0:04:22, 0:04:25]: We do have one public comment that was submitted. [0:04:25, 0:04:26]: Okay. [0:04:26, 0:04:30]: And since you have it, ma'am, would you please I do. Okay, so please read it into record. [0:04:31, 0:04:31]: All right. [0:04:32, 0:04:52]: Mayor and Council, I am sending this message in an effort to convey my concerns regarding the drastic changes that are being considered regarding the consideration to bring the functions of building, permitting, and inspections in-house. I did submit a public comment regarding agenda number item number five for last week's September 29th, 2020 work session via your electronic format on the city's. [0:04:52, 0:05:03]: website. For some reason I did not hear the comment read, so therefore I am sending this message via email. As mentioned in my comment submitted, I have had numerous opportunities to work with Charles Abbott and Associates. [0:05:04, 0:05:24]: Thomas Marshall in particular in the past. My experiences have been nothing short of stellar. As I trust that the council will attempt to do what's best for the city, please consider how such actions are viewed by investors and potential investors. With everything that is happening and about to happen in Stockbridge, such drastic decisions will certainly catch the attention. [0:05:23, 0:05:43]: of investors and possibly cause them to take wait and see attitude prior to making major investments so quickly. I am literally just leaving a meeting with a few investors regarding another project that we are working on, and Stockbridge was a big part of the discussion. Two of the investors were on last week's call and will be on the October 12th call. We are all in agreement [0:05:43, 0:05:58]: that if such move can make can save the taxpayers money without compromising the quality of services, that is great. However, if the service level is compromised in a in an attempt to save a few dollars, that becomes a major problem for investors. Timing is everything. [0:05:58, 0:06:03]: Thanks for taking my comments, concerns into consideration, mister Reggie Sylvain. [0:06:04, 0:06:08]: Okay, thank you. Okay, thank you, Madam Clerk. Appreciate that. [0:06:08, 0:06:14]: Ladies and gentlemen, what I have, I have a total of four proclamations that I'm going to read, of course one at a time. [0:06:15, 0:06:27]: And the first two are are delayed. They've because of what has happened in our meetings, they've been delayed. So the dates are a few weeks or so ago, but let me do this. And the first one actually is a proclamation. [0:06:27, 0:06:30]: Honoring Chadwick Bozeman. [0:06:31, 0:06:40]: Whereas Sabbath Aaron Bozeman was born November twenty ninth, nineteen seventy six to Leroy and Carolyn Bozeman in Anderson, South Carolina. [0:06:41, 0:06:52]: Whereas Chadwood Bozeman was an American actor and attended Howard University, where he studied fine arts. He began his career in acting, directing, playwriting, and teaching in New York City. [0:06:53, 0:07:01]: He plays several historical figures. His first leading role in Hollywood film was as of Jackie Robinson in 42. [0:07:01, 0:07:03]: Which was two thousand thirteen. [0:07:03, 0:07:04]: James Brown. [0:07:05, 0:07:10]: Get on up in two thousand fourteen. They're a good marshall in Marshall in two thousand seventeen. [0:07:11, 0:07:20]: Whereas Shadwood Bozeman's role as superhero Black Panther in a Marvel Cinematic Universe films, including Black P uh Black Panther in 2018. [0:07:21, 0:07:22]: Made him an international star. [0:07:23, 0:07:25]: Winning him an N A C P [0:07:25, 0:07:34]: Image uh award and also screen actors guild award, whereas Vulcan's Stockbridge Quarry in Stockbridge, Georgia. [0:07:35, 0:07:38]: have been aptly named Balkan Hollywood South. [0:07:38, 0:07:44]: When the filmmakers were scouting locations for Wakanda, the fictional African nation in Black Panther. [0:07:44, 0:07:51]: They were wild when they came across came upon Balkan Materials Quarry and Stockbridge. In fact, [0:07:52, 0:07:55]: Flight was used for several scenes depicting Wakanda. [0:07:55, 0:07:58]: Including dramatic snowy mountain scenes. [0:07:58, 0:08:02]: Marvel's Black Panther, one outstanding performance by a cast and a motion pitcher. [0:08:03, 0:08:06]: At the twenty fifth Screen Actors Guild Awards. [0:08:06, 0:08:13]: Where Shadwood Bowman's film roles toward the end of his life life included Twenty One Bridges, which was in 2019. [0:08:13, 0:08:19]: was also co-produced and the DA uh DA Five Bloods twenty twenty. [0:08:20, 0:08:25]: His final film, Mar Reigns Black Bottom, will be released posthumously on Netflix. [0:08:26, 0:08:31]: He passed away August twenty eighth, twenty twenty, having uh after a four year battle. [0:08:31, 0:08:32]: We fold in cancer. [0:08:32, 0:08:34]: And where Shetwood Bowman death [0:08:35, 0:08:39]: Reinvigorating discussions about the rising incidence of colon cancer in young people. [0:08:40, 0:08:55]: meeting those under age fifty. Uh and otherwise awareness, education, colon cancer screenings have increased significantly significantly. Now therefore I, Anthony S. Boy, by virtue of authority vested in me as the mayor of the city of Stockbridge, Georgia, [0:08:55, 0:08:59]: On behalf of city council owners, Alexander and Wanda Barber. [0:09:00, 0:09:03]: John Blount, Lakisikan, and Fabric Thomas do hereby proclaim. [0:09:04, 0:09:06]: Past to September fifteenth, twenty twenty. [0:09:06, 0:09:14]: I sat with Bowman Bay here in the great city of Stockbridge and encourage citizens to visit healthcare provider for colon cancer screenings. [0:09:14, 0:09:16]: For early detection and cure. [0:09:16, 0:09:25]: In witness thereof I have here unto set my hand the great seal of the city of Stockbridge, Georgia, on this fifteenth day of September, the year of our Lord. [0:09:26, 0:09:30]: Two thousand and twenty. And I signed this along with our clip Vanessa Holiday. [0:09:32, 0:09:34]: Welconda forever. [0:09:34, 0:09:35]: And the Friday. [0:09:37, 0:09:45]: Our next proclamation is actually overdue as well. Unfortunately, well, it's actually right in the middle here. It's a proclamation for National Hispanic Heritage Month. [0:09:46, 0:09:49]: Which is September fifteenth, October fifteenth, we're we're still in the window. [0:09:50, 0:09:52]: Whereas from the earliest days of our republic. [0:09:53, 0:09:55]: Hispanic Americans have written critical [0:09:56, 0:09:58]: Chapters in our nation national story. [0:09:59, 0:10:14]: Including defense of our country, businesses, ownership, teaching, and pioneer sci scientific and technological breakthroughs. And whereas Hispanic Americans represent an array of distinct and vibrant cultures, which enrich communities and valuable [0:10:15, 0:10:35]: And whereas Hispanic Americans embrace the promise of the United States that a better life should await anyone willing to work for it, and the love of liberty and justice that this country promises to all. Whereas the United States Congress has passed Public Law 100-402 as amended, which authorizes and [0:10:35, 0:10:51]: request that the president issue annually a proclamation designated September 15th through October 15th as National Hispanic Heritage Month in the United States. Whereas the mayor and the city council of the city of Stockbridge wish to show their support [0:10:51, 0:10:58]: For the Hispanic community in the city and throughout the United States by acknowledging National Hispanic Heritage Month in the city of Stockbridge. [0:10:59, 0:11:01]: And therefore I, Anthony S. Ford. [0:11:01, 0:11:03]: Mayor Stockbridge, Georgia. [0:11:03, 0:11:05]: Long with Council members Ellen Alexander. [0:11:05, 0:11:06]: Elanda Barber. [0:11:07, 0:11:13]: John Blount, the KesiGantt, and Aphonso Thomas do hereby proclaim September fifteenth, twenty twenty. [0:11:13, 0:11:17]: As Hispanic Heritage Celebration Day in the Great City of Stockbridge, Georgia. [0:11:17, 0:11:31]: A witness thereof I have hereunto set my hand and on the great seal of the city of Stockbridge, Georgia, on the fifteenth day of September of our Lord 2020. And I also signed this along with our clerk Vanessa Holiday. [0:11:31, 0:11:34]: And when we have s uh Hispanic Harris Month next year. [0:11:35, 0:11:48]: Uh Bridge Fest will be right in between there. So we look for a great celebration of Bridge Fest next year at Cultural Arts Triple Activities. And uh of course our empathy would be up and running. So look forward to great twenty-one twenty twenty one, I should say. [0:11:49, 0:11:53]: The next proclamation deals with uh breast cancer awareness month. [0:11:55, 0:11:57]: Which is October, obviously. [0:11:57, 0:12:15]: Whereas during National Breast Cancer Awareness Month, we recognize the women and men, there are some men who actually have breast cancer, who courageously fight to survive, detect, treat, and prevent and support survivors of this death of the stadium disease. And whereas October is breast cancer awareness month. [0:12:15, 0:12:33]: which is an annual campaign to increase awareness of the disease. The statistics are frightening and staggering, yet we are encouraged to know that survival rates have drastically improved in recent years due to increased awareness and involative advancements in early detection and treatment. [0:12:34, 0:12:36]: Whereas if you are a breastcast in the Bible. [0:12:37, 0:12:39]: survivor that is, or have been recently diagnosed. [0:12:40, 0:12:44]: October is a great time to be reminded you that you are not alone. [0:12:44, 0:13:00]: And whereas we encourage all women to find out if they are at increased risk and learn more about recommended screenings by speaking with their healthcare providers and by visiting www.cancer.gov slash breast. [0:13:00, 0:13:20]: Early detection and treatment can save lives. That therefore I, Anthony S. Ford, by virtue of authority, vested in me as a mayor of the city of Stockbridge, Georgia, and on behalf of Councilmember Zelda and Alexander, Yolanda Barber, John Blount, Nikesha Gann, and Afonso Thomas do hereby proclaim October 2020 as a National Breast Cancer Awareness Month. [0:13:20, 0:13:26]: We encourage encourage citizens, government agencies, private businesses, nonprofit organizations. [0:13:26, 0:13:34]: and all other interested groups to join in activities that will increase awareness of what Americans Americans can do to prevent brainst breast cancer. [0:13:35, 0:13:55]: A witness whereof I have here undo set my hand on the twelfth day of October of the year of our Lord uh twenty twenty. I signed this along with our clerk Vanessa Holliday. And whether or not folks, I'm I'm proudly have to tell you that I'm a member of uh Piemont Henry's 2020 uh Real Men Wear Pink. So it's part of my job to learn this month to educate. [0:13:54, 0:14:02]: Educate and try to encourage women to get the mammograms and uh get early detection. That's why I have a pink shirt on for the calcium tonight. [0:14:02, 0:14:03]: So uh [0:14:03, 0:14:13]: Be bear with us and and ladies do well and we'll try to get all the information out there so you can get checked out. And there are some men, small percentage of men, but uh it's probably focused on women without a doubt. [0:14:13, 0:14:14]: Well thank you. [0:14:14, 0:14:21]: The last proclamation for tonight deals with uh domestic violence. October is domestic violence awareness month. [0:14:22, 0:14:40]: Whereas during the National Domestic Violence Awareness Month, there's an opportunity to deepen our understanding of these issues, share resources, and most importantly, support survivors. Whereas it takes courage for a survivor to of sexual assault or domestic violence to share the story with anyone. [0:14:40, 0:14:45]: Never underestimate your power to affect the course of a survivor's healing journey. [0:14:45, 0:14:53]: And whereas family is the foundation of a safe and healthy community, and it is the goal of our community for our families to be safe. [0:14:53, 0:15:02]: And whereas this month we recommit to standing with survivors of domestic violence and to doing our utmost to send hope and healing to all who need it. [0:15:03, 0:15:07]: If you or someone you know needs assistance, we encourage you to reach out. [0:15:07, 0:15:13]: to the National Domestic Violence Hotline by calling 1 800-799 SAFE. [0:15:13, 0:15:22]: eight hundred seven nine nine seven two three three three three three three three or visiting www dot thehotline dot org. [0:15:22, 0:15:37]: Now therefore I, Anthony S. Ford, by the virtue of authority vested in me as the mayor of the city of Stockbridge, Georgia, and on behalf of Councilmembers Ellen Alexander, Yolanda Barber, John Blount, Nakisha Gantt and Afonso Thomas, do hereby proclaim October 2020. [0:15:37, 0:15:39]: as National Domestic Violence Awareness Month. [0:15:40, 0:15:51]: We call on all Americans Americans to speak out against domestic violence and to support local efforts to assist victims of these crimes in finding the help and the healing they need. [0:15:51, 0:15:57]: A witness whereof I have here undo set my hand on a twelfth day of October of our year of our Lord and [0:15:58, 0:15:59]: Twenty twenty. [0:15:59, 0:16:01]: I signed this along with our clerk Vanessa Holiday. [0:16:03, 0:16:06]: On that note, that is all the proclamations for tonight. [0:16:07, 0:16:11]: And set items seven and eight have been taken off the agenda. [0:16:11, 0:16:21]: So we go to new business and that is council consideration of proposed amendment to the procurement ordinance presented by our attorney, Mr. Williams, please. [0:16:26, 0:16:30]: Good evening, everybody. Um, you have a fairly straightforward [0:16:31, 0:16:31]: Um [0:16:32, 0:16:37]: uh ordinance in your agenda packet that provides [0:16:38, 0:16:39]: А формо процес. [0:16:40, 0:16:41]: Um [0:16:41, 0:16:47]: that would require at least three uh bids, quotations or or [0:16:47, 0:16:48]: Or uh [0:16:49, 0:16:54]: or proposals depending on the various types of solicitations the cities involved in. [0:16:55, 0:17:00]: Um this was uh it was proposed that we formally put this in the code. [0:17:01, 0:17:08]: Um and the way it works is uh in each instance you get require a minimum of three proposals. [0:17:08, 0:17:12]: If you don't get three s proposals in the first go around [0:17:13, 0:17:17]: The staff is required to provide for additional time for for [0:17:18, 0:17:26]: other vendors to submit proposals and the opening of bids or proposals is delayed accordingly. [0:17:26, 0:17:36]: Um then we added a provision in there that we borrow from the uh the model policy that the Georgia Municipal Association put out that says [0:17:37, 0:17:37]: Uh yes. [0:17:38, 0:17:45]: You know, if you have your original solicitation, you don't get bids, and then you give additional time to get additional bids and you still don't. [0:17:45, 0:17:53]: then justification can be made and approved by the city manager in order to continue to go forward. That's in the GMA model. [0:17:54, 0:17:55]: Um provision. [0:17:55, 0:18:06]: The alternative would be y you would you could just throw everything out and start over. Um so this is a judgment call that we would need guidance from the mayor and council on and how you wanna handle that. [0:18:07, 0:18:10]: think the GMA uh leaves it open like that so that [0:18:11, 0:18:16]: You don't have to keep starting over if for whatever reason you're just not getting the number of bids. [0:18:16, 0:18:20]: Um, based on the type of goods or services you're looking for. [0:18:20, 0:18:22]: Um so that uh [0:18:22, 0:18:26]: The the ordinance provides for that and I'm happy to try to answer any questions you may have. [0:18:27, 0:18:30]: I saw Ms. Gantt's hand first. So go ahead, please, ma'am. [0:18:31, 0:18:31]: Yes. [0:18:32, 0:18:38]: The when you said the GMA model, does the GMA model recommend that we have to have at least three bids? [0:18:39, 0:18:50]: Um, I think that's kind of a generally accepted best practice. Um and so that that was that language was pulled out of some of the documents that they use. [0:18:51, 0:18:52]: You know, uh I [0:18:53, 0:18:58]: I'm not sure I could say that GMA is recommending three, but I think that's kind of [0:18:58, 0:19:02]: widely viewed as as a a a good uh minimum. [0:19:03, 0:19:03]: Um [0:19:04, 0:19:06]: And and that's why, I mean, you can [0:19:06, 0:19:11]: delete three, you can put two, you could increase it to four. I mean that it's just a judgment call. [0:19:11, 0:19:17]: But three is what most uh uh governments tend to use as a bare minimum. [0:19:18, 0:19:20]: Well if they if it [0:19:20, 0:19:38]: I know that governments usually r you know, that's what everyone wants is at least three bids. I know that our normal practice, even if if it's not required to be bid out, if we're calling to get quotes, they have to get at least three quotes from my understanding on certain things already with the city. [0:19:38, 0:19:39]: But it [0:19:39, 0:19:42]: We c if we can't make people bid. [0:19:42, 0:19:43]: Right. [0:19:43, 0:19:46]: So if we can't make them bid. [0:19:46, 0:19:48]: And let's say we have a project. [0:19:49, 0:19:50]: Let's just use amphitheater. [0:19:51, 0:19:55]: And we put something out of the bid and we're ready to go. You're saying that [0:19:57, 0:20:00]: If we don't get three bids on a particular item. [0:20:00, 0:20:03]: That we need to bring it back to [0:20:04, 0:20:06]: Bring it back up to bid again. [0:20:07, 0:20:20]: And so that's the budget, right? No, as it's drafted, um, uh let's use that you know, let's go back in time and and uh presume that we're receiving bids for the amphitheater. [0:20:20, 0:20:25]: If if you don't get three the first time around under this ordinance. [0:20:25, 0:20:26]: Then [0:20:26, 0:20:35]: Uh the bid openings are delayed, and you provide for additional time to receive additional bids. And so [0:20:35, 0:20:52]: th that's sort of the baseline. If after that additional time and and each every solicitation will be different based on the type of goods and services you're talking about, but whatever amount of appropriate additional time based on on the solicitation, if after that amount, then this draft says [0:20:52, 0:20:58]: that if you still don't get three bids, then justification can be made to the city manager and approved. [0:20:59, 0:21:06]: Um to go forward. Um and and a lot of the contracts b based on the size have to come to Mayor and Council anyway. [0:21:06, 0:21:09]: And so there would be some sort of justification. [0:21:09, 0:21:12]: um required before you proceeded. [0:21:13, 0:21:14]: But [0:21:14, 0:21:16]: It still prolongs. [0:21:17, 0:21:25]: us getting the contract filled, correct? I mean, here's my thing. If they I get it, I I hear what you're saying. So you extend the time period. [0:21:26, 0:21:28]: We're extending it for who though? [0:21:28, 0:21:34]: How do we I mean, are they is the reason why they didn't submit a bid is because they needed more time? [0:21:34, 0:21:35]: How are we to know that? [0:21:36, 0:21:42]: Or I mean, we're a council that wants to continue to move forward. So I need to know. [0:21:42, 0:21:50]: Does that make sense? And I hear you. Uh is Miss Miss Lindell can speak to it or anyone? I mean, I hear you, and I'm not knocking it. [0:21:52, 0:21:54]: I just don't want to prolong any projects. That's all. [0:21:56, 0:21:57]: I um [0:21:58, 0:22:11]: Honestly, I'm not sure I'm the best person to answer that. Um again, every kind of bid is is different. So in some cases it might just be, well, not enough people were aware of it. Had they known, they would have put a bid in. So [0:22:11, 0:22:14]: You you give more time, maybe you [0:22:14, 0:22:25]: you know, you do more advertising, things of that sort. And that's why it's important that you keep the bids that you do receive sealed. So that so that the integrity is maintained. But [0:22:25, 0:22:45]: Again, this is a judgment call. Um, whether you you have an absolute requirement for everything or you have asked go ahead. I hear you, but can Ms. Miller speak to that? Because I I want to hear from her department on it. Well, actually she can. So she asked a question. She's unmuted right now. Ms. Miller, go ahead, please. Um so [0:22:46, 0:22:48]: I don't can you repeat the question? [0:22:50, 0:22:51]: Ms. Gantt? [0:22:51, 0:22:53]: My question was [0:22:54, 0:22:59]: W well, actually I have more than one question. Well, question's kind of twofold with that. Does [0:22:59, 0:23:00]: The [0:23:02, 0:23:09]: Does this prolong us getting a contract? Is this normal? Is this the normal procedure? And does this pro [0:23:09, 0:23:12]: What's the benefit of getting three bids? [0:23:13, 0:23:16]: I'm just trying to figure out the process in general. So [0:23:18, 0:23:37]: My concern is prolonging bids if the people didn't apply the first time. Is there a way of doing it where they're showing some interest at the very last minute and the deadline is meeting? That's why we need to extend it? I'm trying to figure out why are we extending the deadline if we don't get three bids? What's the benefit of that? [0:23:37, 0:23:42]: Okay. The ordinance as is written right now basically states that we um [0:23:43, 0:23:48]: It does require us to get a minimum of three bids if it's available. That's the way it's written right now. [0:23:49, 0:23:57]: So if we put a solicitation on the streets and we tell these vendors that we have a bid due date and they need to have this bid to us today by five o'clock. [0:23:58, 0:24:02]: We have no way of knowing how many bids we're gonna get until five o'clock today. [0:24:02, 0:24:13]: So the deadline in the bid is five o'clock. If we get two bids in, the way this reads is that if we get two bids in, that we need to go ahead and extend. [0:24:14, 0:24:15]: The bid day. [0:24:15, 0:24:22]: The issue with that is that you've you've put out there in a solicitation that you need to get the bids here at five o'clock. [0:24:23, 0:24:26]: So people are rushing to get the bids here at five o'clock. [0:24:26, 0:24:30]: You get the bids at five o'clock and you only have two bids. [0:24:30, 0:24:32]: The way this reads is that we're going to extend it. [0:24:33, 0:24:33]: Now [0:24:35, 0:24:38]: How are we gonna extend something that's already opened? [0:24:39, 0:24:41]: The bid date has already passed. [0:24:41, 0:24:42]: So [0:24:44, 0:24:50]: There is a way to do that. Right now there's an there's a statute, which I did share with you, city attorney, about [0:24:50, 0:24:54]: The an addendum. Typically, if you put a bit on the street. [0:24:54, 0:24:57]: You tell a vendor that the bid has to be here by five o'clock. [0:24:58, 0:25:00]: Prior to that bid opening. [0:25:00, 0:25:04]: We post an addendum and we said okay, we're gonna allow more time. [0:25:06, 0:25:09]: To get the bids in, we can do that now. [0:25:10, 0:25:12]: But we still don't know how many bids we're gonna get. [0:25:13, 0:25:14]: Right. [0:25:14, 0:25:15]: So [0:25:18, 0:25:21]: This it the process as it as is written. [0:25:21, 0:25:22]: It's fine. [0:25:22, 0:25:23]: Because [0:25:24, 0:25:26]: If we're saying that we want to extend it. [0:25:27, 0:25:34]: We can extend it right now. We can post an addendum that says we'll allow 30 more days. If let's just say [0:25:34, 0:25:38]: Two days before that bid open date end date we only get [0:25:38, 0:25:41]: One bit. If we only have one bit sitting [0:25:41, 0:25:42]: at the office. [0:25:43, 0:25:44]: The issue is that [0:25:45, 0:25:46]: Most vendors. [0:25:46, 0:25:51]: don't submit their bids until the day the bid is supposed to open. [0:25:53, 0:25:58]: So if we say to them that your deadline to submit the bid is five o'clock today. [0:25:59, 0:26:04]: At 459, which most of them do, they're standing at the window, we get their bids. [0:26:06, 0:26:10]: The way this reads, we're gonna extend the bid, but then the bid date has already passed. [0:26:11, 0:26:11]: Mm-hmm. [0:26:12, 0:26:16]: The only thing we can do is reopen it. We can't do that. We can reopen it again. [0:26:18, 0:26:19]: Um [0:26:20, 0:26:21]: That's the way this is written. [0:26:25, 0:26:27]: Councilman Gantt, uh anything else? [0:26:28, 0:26:29]: No, I'm just [0:26:29, 0:26:34]: Uh well my comment to that is I don't see the benefit. I don't understand the purpose. [0:26:34, 0:26:38]: Like we're adults. I've done several [0:26:39, 0:26:51]: I submitted several bids to several counties over my years as an attorney, being on a team of people, whether it was for guardrail contracts with GDOT or anything of that nature. And a bid is a bid. The people who come in. [0:26:52, 0:26:58]: It's like any other opportunity on a qualifying date to qualify to run for a k to candidate as a city council member. [0:26:58, 0:27:01]: When you had that date passed, that's the deadline. [0:27:02, 0:27:03]: This this is not [0:27:04, 0:27:08]: middle school like my daughters and they get extensions and deadlines and you know [0:27:08, 0:27:09]: In points [0:27:11, 0:27:19]: People in companies and corporations go out and they look for bids if we're posting them in the right locations. I I heard of that being a concern at one time. [0:27:20, 0:27:25]: But I don't know if I'm in agreement with extending a bid just because we didn't get three bids. [0:27:26, 0:27:30]: I'm I mean because it's the responsibility of the businesses out there. [0:27:31, 0:27:33]: To meet the deadlines, and most of the time. [0:27:34, 0:27:54]: I've been there, I've seen it. They wait to the last 19th hour right before the deadline and submit back scan all their docs and whatever they have to do. They bind them. I've seen people put the notebooks together, running down to the place to bid to the procurement office to drop them off in boxes, whether they had have six copies. [0:27:54, 0:27:55]: Happy as you name it. [0:27:55, 0:27:58]: Pages and pages of documents. That's part of the game. [0:27:59, 0:27:59]: Right. [0:28:00, 0:28:04]: The the the issue is I'm so sorry. The the the issue is is that [0:28:05, 0:28:15]: We're telling them that we want a fair and a transparent and a competitive process. If you have vendors that rush down to meet that deadline at five o'clock. [0:28:16, 0:28:20]: And then you say, Okay, we're gonna extend it. Well, had they known that [0:28:21, 0:28:23]: They probably wouldn't have rushed down. [0:28:23, 0:28:26]: And then what happens then if they submit another bid? [0:28:27, 0:28:28]: Um [0:28:29, 0:28:31]: These are these are valid issues. [0:28:31, 0:28:31]: No. [0:28:31, 0:28:35]: And it also looks like we're shopping looking for a particular vendor. [0:28:35, 0:28:40]: It could it could it could undermine the bidding process. Correct. [0:28:41, 0:28:41]: All right. [0:28:42, 0:28:55]: All right, um uh councilwoman barber, go ahead please. Uh mayor. I d uh councilman Blount I got it. She was up for it. Oh he was he had his hand up on me. Stand by stand by, stand by. [0:28:55, 0:29:00]: Councilman Barber, it's on you. Now if you want to you you want to give it to him, so be it. It's on you. What do you want? [0:29:00, 0:29:03]: Yield to Kalzman blood. Go ahead now. [0:29:04, 0:29:05]: Thank you, Councilwoman Bobber. [0:29:06, 0:29:07]: For recognizing. [0:29:08, 0:29:14]: Uh one of the things and and that's my valid concern, I guess Councilwoman Barber, you're gonna you probably since you have some uh [0:29:15, 0:29:18]: No about the chairman, but my my my when you open up a bid [0:29:19, 0:29:21]: And you have a closing date. [0:29:23, 0:29:24]: How do we? [0:29:26, 0:29:30]: Show ourselves that and how do we prevent the city from looking like we're bedrigging? [0:29:31, 0:29:36]: Because if we have two bidders in a in a point of time that they have to bid. [0:29:37, 0:29:40]: And I'm I I was called by the by a couple of developers with this question. [0:29:41, 0:29:51]: How if you open the bid back up and the person you opened it back up to get the bid when they wasn't in that window, how do we give why are we giving [0:29:52, 0:29:54]: uh people to perception [0:29:54, 0:30:03]: That we're beard rigging, or we get known as the city that's gonna give the contract to whoever we want to give it to, because if they're outside the window. [0:30:03, 0:30:12]: They can open it back up and extend it and they could probably give it to the person that's coming in. We have to be careful and cautious how we're doing this. And Mr. Williams sit here and gave us a [0:30:12, 0:30:17]: uh a a model for gma, but gma model doesn't doesn't state [0:30:17, 0:30:20]: Uh does a state three bitch? [0:30:20, 0:30:40]: Not the GMA model does it. GMA model just just states that cities that open up bidding in the processes, along with other cities that we've seen and the processes have always been like that. But I think that we're doing the city of Stockbridge a diss uh a disservice, if you will. If we start to open up a bidding, [0:30:40, 0:30:41]: Process. [0:30:42, 0:30:48]: And if that and if we don't have three bids, we close that process up and then open it up for another bidder because [0:30:49, 0:30:54]: I'm not you know, we could get uh let me give you a scenario. We could get someone in here [0:30:55, 0:30:57]: To undermine the system. [0:30:58, 0:31:00]: And said, Hey, we got two bidders in here. [0:31:01, 0:31:04]: Why don't you come in with your bed and if you're close? [0:31:04, 0:31:13]: Hey, we you can get it. It just how do you prevent, Mr. Williams? I asked you and I asked you, Miss Lin, Miss Uh Miller, how do you prevent? [0:31:13, 0:31:26]: uh the per the perception with this code or how do you prevent bed rigging if this is changed like this because if you do if you bed rig is now in the code is okay. [0:31:27, 0:31:29]: It's okay to be a rigged. [0:31:29, 0:31:41]: If you got two people bidding for any type of project in the city of Stockbridge, we can say, Let me get another one. And it may be the person I want to come in. How do you prevent that with this in the code, Mr. Williams or Ms. Miller? [0:31:42, 0:31:44]: Well it's [0:31:45, 0:31:51]: The the I mean, you're gonna rely on your staff to maintain their integrity. [0:31:52, 0:31:53]: And and not [0:31:53, 0:31:54]: Uh [0:31:55, 0:31:58]: you know, go outside of established norms for procurement. [0:31:59, 0:32:00]: Um but [0:32:00, 0:32:09]: But the the issues identified in terms of the timing and how you you know, what do you do? We didn't get enough bids, you know, who do we go out to? How do we make sure it's it's neutral? [0:32:10, 0:32:17]: What you would have to do is in the initial bid documents, the ones that are first posted. [0:32:17, 0:32:23]: There need this language needs to be referenced. So bidders are are all on notice. [0:32:23, 0:32:24]: That if [0:32:24, 0:32:27]: the city doesn't get sufficient [0:32:27, 0:32:28]: bids, at least three. [0:32:29, 0:32:34]: Then the city reserves the right to extend the the date until we get three. [0:32:34, 0:32:37]: Now now is that ideal, is that, you know, perfect? [0:32:38, 0:32:41]: I I don't know. Um but but that [0:32:41, 0:32:44]: is what what uh was [0:32:44, 0:32:47]: was proposed and that's what you would need to do so everyone's on notice. [0:32:48, 0:32:50]: Now people won't know how many bids come in until [0:32:50, 0:32:52]: They come in and so [0:32:52, 0:32:57]: It's not as if a a a potential bidder could sit back and wait. [0:32:57, 0:33:01]: Um, it would not be to their advantage because if we do get at least three. [0:33:02, 0:33:03]: Then it's close and and [0:33:04, 0:33:08]: You know, they're out of luck. And so it it wouldn't make sense for for people to wait. [0:33:09, 0:33:13]: to get their bids in because they may not have the opportunity. [0:33:13, 0:33:16]: But but the the practical [0:33:16, 0:33:24]: issues that Miss Miller points out, they they are real. It it it is problematic in in in in terms of, you know [0:33:24, 0:33:30]: N because you're gonna wanna sit on the bids you do receive and not make sure they don't get compromised'cause if [0:33:32, 0:33:38]: If that happens, then you do have to throw everything out and start open. So there's things like that you have to work through. Um, but it's not a a perfect [0:33:39, 0:33:42]: uh solution and and to be clear the GMA [0:33:42, 0:33:46]: They they they have that language of says you know at least three [0:33:47, 0:33:51]: But if you don't get three, then as long as there's justification, you can proceed. [0:33:51, 0:34:00]: GMA does not have language that says you extend the time. That that's an ad an add-on that that was requested in this proposal. But GMA does. [0:34:00, 0:34:08]: have that, you know, suggestion that you try to get at least three and if you can't, you you you document a justification for why you didn't get it. [0:34:09, 0:34:19]: That but but that goes back and I think I want Ms. Miller to add on to that goes back to what I'm saying. Why would the city put our sales in a position at a time like this [0:34:19, 0:34:25]: Because the one of the questions on the table was how do we remove ourselves from the perception? [0:34:25, 0:34:27]: That we'll be it rigging. [0:34:27, 0:34:32]: And this is clearly what is this m give me one city we're modeling this after. [0:34:32, 0:34:39]: And I like to see that. Anybody have another city with Marlin this after Mr. Williams? I'm pretty sure it's something you have to. I mean, you looked up the GMA. [0:34:40, 0:34:43]: I d you know, I l I look for um [0:34:43, 0:34:52]: some potential language from GMA, but I did I I'm not aware of any cities that require in their ordinance that you extend a date if you don't get three. [0:34:52, 0:34:55]: But we're the only city, the only city. [0:34:56, 0:35:11]: In Metro Atlanta, with all this development going on, saying that you could come here and bid, but hold up, when the bidding closed, we wanna make sure we got somebody else in here. That's the signal we wanna give out to people? That's the signal we wanna give out to developers. [0:35:11, 0:35:31]: That that hard-earned time and efforts can be in vain because we're gonna we have the right to extend it and bring somebody else in. Is that what this council really wants to start doing? Going outside the box and become an anomaly when it comes to development in this city and how progressive we've been moving to sit here and say, hey, we're gonna stop these developers right now. [0:35:31, 0:35:40]: Now, because we want three bids. It makes no sense. Ms. Miller, how do I, Ms. Miller, how do we start the perception of bid rigging? [0:35:41, 0:35:42]: With this процес. [0:35:43, 0:35:45]: Um this um [0:35:50, 0:35:55]: Okay, this item was drafted by the city attorney. I did not draft did draft this item. [0:35:56, 0:35:58]: The one one of the things that we we [0:35:59, 0:36:02]: learn and understand and procurement is that even if it's [0:36:03, 0:36:03]: Um [0:36:04, 0:36:09]: s a process may be viable, you always want to avoid the very perception [0:36:10, 0:36:14]: That something is being done, um, that is undermining the process. [0:36:16, 0:36:20]: The issues that I brought up are real. If if we have a big date that has closed. [0:36:22, 0:36:23]: How do we reopen it? [0:36:24, 0:36:26]: if we haven't posted an addendum. [0:36:27, 0:36:29]: An addendum is a vehicle that you use. [0:36:30, 0:36:31]: To extend [0:36:31, 0:36:35]: The bid date or to change the specifications as is listed. [0:36:37, 0:36:44]: Right now our statute uh our ordinance states that we require a minimum of three bids. It states that. [0:36:44, 0:36:45]: Um [0:36:45, 0:36:48]: And the justification factor is something that can be added. [0:36:49, 0:36:51]: An addendum can be [0:36:51, 0:36:54]: Posted prior to the bid opening date. [0:36:54, 0:36:56]: Advising that [0:36:57, 0:36:59]: We're extending the bid due date. [0:37:00, 0:37:03]: But once that due date has passed. [0:37:04, 0:37:05]: How do you extend it? [0:37:07, 0:37:08]: And and so I have no answer for that. [0:37:09, 0:37:11]: Well, just a quick follow up on that. [0:37:12, 0:37:14]: I'm gonna say to this council [0:37:15, 0:37:17]: We cannot be the only city. [0:37:18, 0:37:19]: The only city [0:37:20, 0:37:23]: That's sitting here and want to put this type of policy in place. [0:37:23, 0:37:29]: When we got developers, we've got people looking at the uh even on the Zoom tonight that I know of. [0:37:30, 0:37:33]: And we're trying to put a policy in place that would tell them [0:37:34, 0:37:39]: That nothing's set in stone when you bid on a when you bid on a project here in the center stock bridge. [0:37:40, 0:37:41]: That's my [0:37:41, 0:37:42]: Councilman Barber, go ahead, please. [0:37:45, 0:37:46]: Thank you, Mia. [0:37:46, 0:37:49]: Um, okay, so I will do my best. [0:37:50, 0:37:55]: to um try to explain why I am the one who brought forth. [0:37:56, 0:37:58]: These concerns and requested [0:37:58, 0:37:59]: That staff. [0:38:00, 0:38:01]: Um, do something. [0:38:02, 0:38:03]: about the procurement process. [0:38:04, 0:38:06]: We have to have safeguards in place. [0:38:07, 0:38:09]: To protect the competitive bidding process. [0:38:12, 0:38:13]: Since I've been on this council. [0:38:15, 0:38:18]: There have been recommendations to award contracts. [0:38:19, 0:38:22]: To one single responder. [0:38:22, 0:38:24]: There have been multiple times. [0:38:25, 0:38:27]: If you're talking about big rigging. [0:38:28, 0:38:29]: That's an example. [0:38:30, 0:38:32]: It's happened too often. [0:38:32, 0:38:35]: That is what raised a red flag for me. [0:38:36, 0:38:39]: Why do we keep getting one responder? [0:38:39, 0:38:40]: To our beds. [0:38:41, 0:38:42]: I trust death. [0:38:43, 0:38:53]: However, I was making suggestions on ways to improve our process to make sure that we don't give the appearance of impropriety. [0:38:54, 0:38:56]: Several suggestions that I made. [0:38:57, 0:38:59]: One in fact was this ordinance. [0:39:00, 0:39:03]: And let me attempt to try to explain to you all. [0:39:03, 0:39:04]: What I'm trying to do. [0:39:05, 0:39:08]: I had a conversation with Mr. Knighton, invited Ms. Miller. [0:39:09, 0:39:14]: um to be a part of the conversation as along with several of the other council members. [0:39:15, 0:39:17]: What I'm attempting to do [0:39:17, 0:39:25]: Is to require that all solicitations be posted at a minimum of 45 days. [0:39:27, 0:39:28]: Not thirty days. [0:39:29, 0:39:31]: Forty five days is adequate time. [0:39:31, 0:39:33]: Before the bid [0:39:33, 0:39:34]: Closing date. [0:39:35, 0:39:37]: Or solicitation closing date. [0:39:39, 0:39:42]: If by the forty fifth day [0:39:42, 0:39:45]: Bef prior to the forty fifth day. [0:39:45, 0:39:47]: Procurement should know that [0:39:48, 0:39:51]: how many responders they've received. [0:39:52, 0:39:54]: If they received less than three. [0:39:55, 0:39:58]: They shouldn't wait until the bid closing date if [0:39:59, 0:40:00]: Supposed [0:40:01, 0:40:01]: An addendum. [0:40:03, 0:40:04]: The addendum should be posted. [0:40:05, 0:40:07]: Several days, maybe even a week. [0:40:07, 0:40:09]: prior to the big closing date. [0:40:10, 0:40:11]: To extend it. [0:40:11, 0:40:21]: Now granted, there are some um commodities and services that are sole source. So we're not gonna get a lot of people or a lot of um [0:40:22, 0:40:23]: suppliers to bid on them. [0:40:24, 0:40:25]: I get that. [0:40:25, 0:40:28]: Those are source source products and services. [0:40:28, 0:40:29]: But I'm talking about [0:40:30, 0:40:32]: General services such as janitorial [0:40:33, 0:40:34]: Landscaping. [0:40:35, 0:40:39]: We should not just receive one responsive bidder. [0:40:40, 0:40:42]: There's a problem with that. [0:40:42, 0:40:46]: It's a problem if we continuously receive one [0:40:46, 0:40:47]: Responder. [0:40:48, 0:40:50]: To bids such as that. [0:40:51, 0:40:56]: I suggested that we find more ways to advertise our solicitations. [0:40:57, 0:41:01]: It's my understanding and through the town hall uh meeting that [0:41:01, 0:41:05]: Um Calcman Alexander did, uh Miss Miller. [0:41:06, 0:41:07]: was a part of that town hall. [0:41:08, 0:41:10]: She talked about the procurement process. [0:41:10, 0:41:12]: They are implementing a software. [0:41:13, 0:41:19]: Um it's a database that they'll be able to use to compile perspective. [0:41:20, 0:41:24]: suppliers for all types of products and services. [0:41:24, 0:41:28]: With that database, she's able to drill down. [0:41:29, 0:41:32]: Let's just for example for landscaping. [0:41:32, 0:41:35]: We would have during our [0:41:35, 0:41:37]: I think she calls them um [0:41:39, 0:41:52]: Her Ms. Miller can speak more to it, but the meetings that she will begin having with local small business owners to get them to understand how to bid on city contracts. [0:41:53, 0:41:55]: She will be building her database. [0:41:56, 0:41:59]: with those local small business owners or any business owners. [0:42:00, 0:42:05]: So business owners who may be looking to do landscaping work for the city. [0:42:06, 0:42:11]: She would have a database of all businesses that have registered with the city. [0:42:11, 0:42:15]: She's able to drill down in her database. [0:42:15, 0:42:18]: Send out a solicitation whenever there is one. [0:42:19, 0:42:20]: For landscaping. [0:42:21, 0:42:24]: to make them aware that we have this solicitation. [0:42:25, 0:42:27]: that is open for bids. [0:42:27, 0:42:32]: That is one way to advertise and that software is gonna be a big help. [0:42:34, 0:42:38]: The other way is she's using Henry Harold to advertise. [0:42:38, 0:42:42]: She's also using the Georgia State procurement website to advertise. [0:42:43, 0:42:49]: I suggested that we find five ways to advertise. I think right now she's only using three. [0:42:50, 0:42:53]: until the software database is up and running. [0:42:54, 0:43:03]: So the more people we get um interested and more eyes on these solicitations, we'll get more proposals submitted. [0:43:04, 0:43:11]: So the three responsive bidding or bidders that I am suggesting that we received. [0:43:12, 0:43:14]: is not something unusual. [0:43:15, 0:43:17]: It's not unusual at all. [0:43:17, 0:43:20]: GMA has provided a standard for procurement. [0:43:21, 0:43:27]: the policies and daily tasks that procurement performs is up to them. [0:43:27, 0:43:30]: It's up to procurement, the city manager. [0:43:30, 0:43:32]: These are suggestions. [0:43:32, 0:43:34]: But for this council. [0:43:34, 0:43:37]: What I have asked Mr. Knighton is please [0:43:38, 0:43:48]: Do not add any item to the agenda with a recommendation to award a contract if there's only been one single responder. [0:43:50, 0:43:54]: That just lets me know we did not do enough job of advertising. [0:43:54, 0:43:56]: So we should have extended. [0:43:57, 0:43:58]: The beard. [0:43:58, 0:44:03]: to allow more response respondu response bidders [0:44:04, 0:44:09]: Find more ways to advertise. And if there has been a good faith effort. [0:44:09, 0:44:12]: in advertising and we still don't get [0:44:12, 0:44:16]: adequate responders, then the city manager. [0:44:16, 0:44:19]: Is to present that particular item. [0:44:19, 0:44:25]: with a recommendation to a ward, with the justification to the council that [0:44:26, 0:44:26]: Thing [0:44:28, 0:44:39]: Did a good faith effort, but were not able to bring in more fitters. But I do not feel comfortable with continuing to approve one. [0:44:40, 0:44:43]: Responder who's bitted, not only that. [0:44:43, 0:44:46]: When we get those recommendations to award. [0:44:46, 0:44:49]: I want to see all of the source documents. [0:44:49, 0:44:51]: The tabulation sheets. [0:44:52, 0:45:03]: the evaluation forms, the references, I want to see every document that staff reviews in order to make their recommendation to award. [0:45:04, 0:45:05]: Most times [0:45:06, 0:45:10]: When those bids come in, procurement is required. [0:45:10, 0:45:15]: To have a list of responsive bidders. [0:45:15, 0:45:19]: Not all responsive bidders make it to the shortlist. [0:45:20, 0:45:25]: Some of them are disqualified during the bid opening date. [0:45:25, 0:45:33]: because either they didn't fill out the correct paperwork, they didn't include certain information, they're disqualified. [0:45:33, 0:45:48]: So all we're seeing is just what the staff is recommending, but I'm asking to see the entire list of everyone who responded, including those that have been disqualified. And I want to know why they were disqualified. [0:45:48, 0:45:53]: So when you talk about bid ridding, big ridding rigging. [0:45:54, 0:45:58]: That is what it looked like when we were approving. [0:45:59, 0:46:02]: contracts with only one single [0:46:02, 0:46:03]: Bitter. [0:46:04, 0:46:06]: That's what you did with the unified development code. [0:46:07, 0:46:20]: That's not a good look. It gives an appearance of impropriety. So all I'm doing is offering suggestions to staff on ways to improve our procurement process so that we are fair and transparent. [0:46:21, 0:46:21]: That's all. [0:46:22, 0:46:24]: Mirapal Tim Thomas, go ahead, please. [0:46:25, 0:46:26]: Thank you, Mayor. [0:46:26, 0:46:28]: Uh Mrs. Miller. [0:46:30, 0:46:32]: Is Mrs. Miller still with us? I'm so I'm here. [0:46:32, 0:46:33]: Yeah. [0:46:34, 0:46:44]: Uh I lost my screen. Uh can you speak to the addendum process and the uh timeline uh associated with that? [0:46:45, 0:46:46]: Sure. Um [0:46:46, 0:46:48]: Basically um [0:46:49, 0:46:53]: I think um Councilwoman Barber was attempting to explain the same thing I just said. [0:46:54, 0:46:57]: Basically, when a bid is posted, you have a due date. [0:46:58, 0:47:00]: The statute state [0:47:00, 0:47:07]: The public worker statute state that within 72 hours of that bid opening, you can post an addendum. [0:47:08, 0:47:28]: The way this ordinance is written right now, it does undermine the procurement process. Because what it's saying is that when the bid on the bid due date, we need to extend it. Well, that doesn't give vendors enough time because they, in most cases, are standing at the window submitting. [0:47:28, 0:47:29]: Their bits. [0:47:29, 0:47:32]: Or they've already submitted their bids. [0:47:33, 0:47:37]: What normally typically happens in the procurement process. [0:47:37, 0:47:46]: is that prior to the bid opening date and you always want to give them with at least 72 hours, several days before that date is open. [0:47:48, 0:47:57]: If by then we haven't we see that we only have two bids, we can extend it because then you're telling everyone at the same time. [0:47:58, 0:48:05]: We are going to extend the bid opening date. You cannot wait until the bid due date. [0:48:06, 0:48:10]: Because at that time you've probably already s received two or three bids. [0:48:10, 0:48:12]: And then you're telling them you're gonna extend it. [0:48:13, 0:48:17]: And then now you're putting them in a position where they either have to submit another bid. [0:48:18, 0:48:34]: come back and get their bids, it may it it leaves for a very sloppy process. Stay forward. No stemboard. So what you want to do is you want to post a bid and you advise everyone at the same time. [0:48:34, 0:48:37]: This bit is going to open today at five o'clock. [0:48:38, 0:48:43]: Seventy two hours before that bid opening, if procurement sees that we only have one bid. [0:48:44, 0:48:46]: Then yes, we can go, we can post an addendum. [0:48:47, 0:48:48]: And we can say [0:48:48, 0:48:51]: We're going to extend the bid opening date. [0:48:52, 0:49:03]: We can always put the bid out for 45 days, but the issue is not the 45 days. The issue according to this, the way this is written, is when are you going to extend it? [0:49:04, 0:49:10]: So that 45 day process that has nothing to do with this ordinance that's in front of us. [0:49:10, 0:49:14]: The other thing is that when we receive bids. [0:49:15, 0:49:19]: Procurement posts what is called a bid tabulation or bid responsive sheet. [0:49:20, 0:49:29]: That is posted on the city's website as well as the Georgia Procurement Registry. So the world knows how many bids were submitted. [0:49:29, 0:49:34]: what the vendors' names are and what the cost of the bids are. Nothing is hidden. [0:49:34, 0:49:47]: So when we move that recommendation forward and we ask council to review and award a contract, that bid tab with everyone's bid is posted on the website for the world to see. [0:49:48, 0:49:56]: Now, what we can do is we can submit every bid that we get. As a matter of fact, we did that with one that's coming to your way right now. [0:49:57, 0:50:02]: And we got five bids and it was posted on the Georgia Registry as well as the city's website. [0:50:03, 0:50:23]: We cannot tell people who to who tell people who to bid. We cannot control who bids. We are posting bids according to the ordinance that this council has put in place. When I started, I requested a software because I know from best practices that the software will enhance the procurement process. [0:50:22, 0:50:36]: process. But until we get that procurement, until we get that software implemented, we can also post it wherever council likes. But as of right now, when a bid comes in, the world knows what we have. [0:50:36, 0:50:56]: And if we want to extend a contract, we can do that. But when the way that this is written, this undermines the process. You do not want to wait until the day of the bid date to extend the bid date. You want to do that at least 72 hours prior to the bid being opened. 45 days is not an issue, it could be up 60 days. [0:50:56, 0:50:59]: But you want to make sure that everyone knows when to submit a bit. [0:51:00, 0:51:12]: Member Tim Thomas is still on you, sir. Go ahead. Thank you. Um Mrs. Miller, thank you for for that explanation. But going back to the uh addendum process, um [0:51:12, 0:51:16]: The unified code uh was first discussed. [0:51:17, 0:51:19]: Uh back in January. [0:51:20, 0:51:21]: Um [0:51:21, 0:51:27]: And now we see that it would not be completed until October of [0:51:27, 0:51:28]: twenty twenty one. [0:51:29, 0:51:30]: So was there [0:51:31, 0:51:35]: An addendum established for the unified code. [0:51:35, 0:51:40]: And were there changes. So so give me a little bit more information about [0:51:41, 0:51:45]: the addendum for that particular uh RFQ. [0:51:45, 0:51:46]: Or P [0:51:47, 0:52:07]: Um and was there an addendum attached and did that go back up? So can you explain that process dealing with Councilman Thomas? Um I was not aware that the UDC was going to be on the agenda. I would have to go to the website and and because it's posted, I would have to go to the website and see if an addendum was posted because if it [0:52:07, 0:52:09]: It was the it okay, so [0:52:10, 0:52:14]: I I'm not prepared to answer that because I'm not I'm not for certain. [0:52:14, 0:52:15]: Okay. [0:52:15, 0:52:16]: Thank you. [0:52:17, 0:52:19]: Uh stand by. Councilman Blount, it's on you. [0:52:20, 0:52:21]: Yeah, thank you, Mayor. [0:52:21, 0:52:22]: Um [0:52:22, 0:52:25]: You know, one of the things that I do agree with. [0:52:26, 0:52:28]: If there's other avenues to post [0:52:29, 0:52:31]: Then then let's move that in that direction. [0:52:32, 0:52:39]: Um I just think that when we we as elected officials and I wish that you know I I wish that GMA [0:52:39, 0:52:44]: had their classes this year. So we you know, we're all a are the elected body. [0:52:45, 0:52:49]: And one of these squares on this screen is something called a city manager sitting here. [0:52:50, 0:52:57]: And if we want documents looked at and make sure, see we have to be careful and cautious as an elected body that we're not continuing. [0:52:57, 0:53:00]: continuing every time we have these Zoom calls. [0:53:00, 0:53:08]: undermining staff or somebody on the process that they're doing. If there's something board uh that that's boring with the process that we want to change. [0:53:08, 0:53:13]: Then we sit down with that person with the city manager and we talk about procedures. [0:53:14, 0:53:23]: And then we sit down with this just we sit down with the council and we talk about p changing those policies and procedures as a whole. We're only one vote apiece. [0:53:25, 0:53:26]: This council in itself. [0:53:27, 0:53:29]: The consensus of the council. [0:53:29, 0:53:32]: But everybody talks about policy policies and procedures. [0:53:33, 0:53:38]: But we have to be careful and cautious that we are elected officials and we're not the city manager. [0:53:40, 0:53:57]: We have the lot of city managers to manage this city. And if something's not going right, then we sit down and we have those type of meetings. This is not a good look to continue to come on here and we talk about policies and procedures and and and how this function is not going right. This is not a good look, people, at all. [0:53:58, 0:54:02]: And when we sit here and we're talking about this anomaly that we're trying to pass tonight. [0:54:03, 0:54:08]: I'm not with it at all. And I wanna say that even to the developers that are on the phone tonight. [0:54:10, 0:54:11]: Castle Munazana, go ahead, please. [0:54:13, 0:54:19]: Thank thank you. I appreciate that. I've I I've listened to the conversation and I appreciate it. [0:54:19, 0:54:25]: uh when Miss Barber brought this to our my attention, uh we chose chose to look. [0:54:25, 0:54:28]: forward as this uh played itself out. [0:54:29, 0:54:40]: Uh what it what what it really amounts to is if you listen listen to the total presentation and not just focus on about this much of it, what you really hear is a comprehensive [0:54:40, 0:54:51]: solution to a issue. You're focusing on the little part of the process that will make sure that we move forward with putting pressure on staff to [0:54:52, 0:55:04]: uh get the uh requisite amount of uh solicitations. What we want to do here, you know, don't don't focus on the point that okay, w this this small this this requirement [0:55:04, 0:55:10]: But the issue is as been in pass, we have not gotten the requisite amount of bids. And I think [0:55:11, 0:55:31]: This will be used few and far between because if it's written in stone, I don't think we're gonna be having a lot of one vendor, one vendor, one vendor any for us going forward because we've already, I think, moved on to the point where we're doing additional advertising, we're doing additional solicitation. That was a [0:55:30, 0:55:40]: a total part of this encompassing process, not just the implementation of one standard to say, okay, we'll put the bid back up. [0:55:40, 0:55:53]: The goal is not to put the bid back out by forcing the issue up front to get the solicitations in the first place. And let me point something out here that I want to be very, very clear. [0:55:54, 0:56:00]: Personally, I'm not looking at developers coming into the city dictating to us what we want to do. [0:56:01, 0:56:03]: Okay, we want to be business friendly. [0:56:03, 0:56:21]: But we're talking about vendors, okay? We're not t we really realistically are we talking about what we're doing impacting. We're talking about what the vendors do that bring their services to the city and they're asking for our dollars to reciprocate for a service. We're the customer. [0:56:21, 0:56:41]: There's a different approach when you're the customer. In this particular transaction, we are the customer. We demand a high level of service and for what we want for that from this staff. And yes, okay, it is our job to implement the policies and procedures for the city manager to execute them. [0:56:41, 0:57:00]: We're this is a policy decision that we're making to make sure that we don't keep ending up with one bid, one bid, one bid. As you watched and participated in how to do business with Stockbridge, this was an overall encompassing measure to bring more people to the table. [0:57:00, 0:57:20]: As part of the supplier diversity policy, we want a piece of the pie for everybody. This makes sure that not just the few people get in on the Apple, use the state registration. You may, you know, honestly, the Henry Harrow gets thrown on my driveway every week. I run over it a few times, and then I might finally [0:57:20, 0:57:36]: Figure it up. We need to come into the 21st century and do some more reaching besides putting it in an organ that really nobody really reads a lot and being all encompassing to increase ourselves to make sure that we get the best providers possibly. [0:57:36, 0:57:39]: out of the Metro Atlanta area. I would just say [0:57:39, 0:57:59]: the the arguments that we're having here aren't necessary. If you read the entire policy, the focus is to get us to bring the policy to the council with three bids by making sure that we're doing a three sixty wrap around to make sure that we get as many vendors to the table as possible. I understand [0:57:59, 0:58:03]: that and I'm not trying to focus on the one little sliver that we're paying attention to. [0:58:04, 0:58:18]: There really is no tremendous downside to what we're doing right here. Th there is upside in that we increase the the the pool of applicants, just like we had the vendor come in for the um [0:58:18, 0:58:23]: the procurement on the um on the lawn service for city hall, okay? [0:58:23, 0:58:43]: Uh that was not satisfactory because uh I know that there are tremendous vendors out here who could do a great job that around our city hall area and we weren't we were not satisfied with the appearance of how our city hall area looks. And we wanted the very best people to manicure that area. We wanted as many bids as possible. [0:58:43, 0:58:48]: So we did have to put it back out. It was the right thing to do. When you don't get the quality. [0:58:49, 0:58:53]: We put it back out, and then there is a caveat to allow the city manager. [0:58:54, 0:58:59]: to have some interpretation on what we're doing, not necessarily he has the [0:58:59, 0:59:12]: Wow, he has some leeway to uh to make some of these decisions. Uh when it goes back out doesn't doesn't come back in with a significant amount of bids or the right amount. We're not gonna continue to go along with the process. [0:59:12, 0:59:19]: But we are gonna give it one extra turn to make sure that we've turned over the leaf for everybody uh who may want to apply. [0:59:20, 0:59:22]: Councilwoman Barber, go ahead, please. [0:59:25, 0:59:37]: I just wanted to say I think that there may be um a misinterpretation between what Ms. Miller is saying and the ordinance that the city attorney wrote. [0:59:38, 0:59:40]: There is a difference between [0:59:41, 0:59:42]: When you use the term [0:59:43, 0:59:44]: Bid closing date. [0:59:45, 0:59:46]: and bid opening dates. [0:59:48, 0:59:49]: There's a difference. [0:59:49, 0:59:54]: So what I recommended and suggested with Mr [0:59:54, 0:59:59]: Knighton was that we extend the bid [1:00:00, 1:00:02]: Before the beard [1:00:02, 1:00:03]: Closing date. [1:00:04, 1:00:09]: That would be the date that would be posted on the original solicitation. [1:00:09, 1:00:12]: that's advertised publicly. So the original date. [1:00:13, 1:00:16]: If in fact we don't receive three [1:00:17, 1:00:23]: um qualified bidders before the bid closing date that we extended. [1:00:24, 1:00:25]: prior to [1:00:25, 1:00:26]: The closing date. [1:00:27, 1:00:36]: I think Ms. Miller is talking about the bid opening date, which is a separate function and task of procurement. [1:00:37, 1:00:39]: I'm talking about the step prior to the bid. [1:00:40, 1:00:40]: Opening days. [1:00:41, 1:00:47]: So I wanted to make sure that there is some communication um with [1:00:47, 1:00:56]: Miss Miller and Mr. Williams in regards to this ordinance and that he understand she understands what this ordinance speaks to. It speaks to the bid. [1:00:57, 1:00:58]: Closing date. [1:00:58, 1:01:00]: So all um [1:01:01, 1:01:08]: Felicitations that have been posted if we don't get three qualified uh responders before the big closing date. [1:01:09, 1:01:10]: Please extend the bed. [1:01:11, 1:01:11]: Um [1:01:12, 1:01:16]: That way we can show good faith effort in advertising this. [1:01:17, 1:01:20]: That's all. I just wanted to clarify that. And um [1:01:21, 1:01:25]: if I may, since we're on this subject and Councilman Alexander. [1:01:25, 1:01:45]: He pointed out some of the recommendations that I made. And this is not just one-step process for procurement. It was a suggestion that I made to help with the process, procurement process, the competitive bidding process, because we are looking to move forward progressively. [1:01:45, 1:01:52]: And I want to make sure that staff is ready for it all. I see Ms. Miller has disappeared from the screen. [1:01:52, 1:01:53]: But nonetheless. [1:01:53, 1:01:54]: Um [1:01:55, 1:01:56]: Mr Williams. [1:01:57, 1:01:58]: Do you mind? [1:01:59, 1:02:02]: Reading the ordinance one more time. [1:02:02, 1:02:11]: Just so that we are clear on when the extension should be placed, and then I'll read the rest of the recommendations that I made just for staff. [1:02:13, 1:02:14]: Okay. [1:02:15, 1:02:16]: May I just pull it out? [1:02:16, 1:02:17]: That's me. [1:02:25, 1:02:32]: So there are three sections where uh language is added in the ordinance. [1:02:33, 1:02:50]: So uh one uh relates to informal per uh purchases, one relates to actual uh bids, and then another relates the last the third one relates to proposals, but it's essentially the same mechanism in each one. So I'm only gonna read one version. [1:02:50, 1:02:51]: Um [1:02:51, 1:02:59]: And so the language that was added is is as follows. It says a minimum of three bids or proposals or et cetera, but [1:03:00, 1:03:06]: In this case it's bids, a minimum of three bids is required unless adequate source supply is not available. [1:03:06, 1:03:11]: Sufficient additional time shall be established in order to solicit at least three bids. [1:03:11, 1:03:14]: And the bid opening shall be delayed accordingly. [1:03:15, 1:03:19]: If after such additional time three bids are still not obtained. [1:03:19, 1:03:22]: Valid justification must be provided and approved by the city manager. [1:03:23, 1:03:26]: And so that language mirrors itself throughout. [1:03:26, 1:03:43]: Okay, so it does cover the bid closing date and the bid opening date. Um, so that is language, Ms. Miller. If you and Mr. Williams weren't in agreement with the language, I kind of expected that you all would have the conversation prior to [1:03:43, 1:03:53]: Well we we i if I may we did have a conversation about this and so in the Public Works Construction Act, which is a state code that requires [1:03:54, 1:04:14]: Uh it has a fairly detailed uh bid process for public works construction. And public works construction basically is any major bricks and mortar type construction, roads, buildings, etc., where the cost will is anticipated to exceed 100,000. You have to follow the process. [1:04:14, 1:04:16]: process it's established state code. [1:04:16, 1:04:17]: Um [1:04:17, 1:04:18]: And in that [1:04:19, 1:04:23]: State code there's a provision that says you cannot make changes to [1:04:23, 1:04:27]: the the specifications and plans um [1:04:28, 1:04:42]: uh within three days of the bid closing date. Um and the reason for that is y you know, pe the uh potential bidders need to know what they're bidding on. And if you change it right before then you know that throws it out. [1:04:43, 1:04:45]: But it does have a provision. [1:04:45, 1:04:47]: That says that if [1:04:47, 1:04:52]: Changes are made within that three day period to seventy two hour period. [1:04:52, 1:04:52]: Then the [1:04:53, 1:04:53]: D [1:04:54, 1:04:59]: Um the opening date is extended in order to allow uh bidders to [1:05:00, 1:05:02]: You get put in new beds. [1:05:02, 1:05:03]: Yeah. [1:05:03, 1:05:06]: to think about why that would ever happen. Just just to say [1:05:07, 1:05:22]: you you're you have a major project and then you know two days before the bids are due we identify a sinkhole in the middle of the construction site. Well if that's the case you're gonna have to add the and change the specifications and uh and get [1:05:23, 1:05:25]: Um, give people enough time to respond. [1:05:26, 1:05:33]: That's what's envisioned in the state code. Um and and I would make the argument that changing the bid opening date. [1:05:33, 1:05:39]: really isn't a change in the plans and specifications. That's just a change in the timeline. [1:05:39, 1:05:40]: Yes. [1:05:40, 1:05:45]: I would agree with Miss Miller that that does complicate things. I mean, because it just does. [1:05:46, 1:05:46]: But [1:05:47, 1:05:48]: Yeah. [1:05:48, 1:05:50]: You know, we need to be clear that [1:05:50, 1:05:52]: What's proposed here [1:05:52, 1:05:53]: Um [1:05:53, 1:06:00]: applies to all types of uh procurement and not just public works procurement. And so [1:06:01, 1:06:10]: you know, w when she cites to the statute, that's just for a small subset of the the f whole universe of procurement activities. [1:06:10, 1:06:10]: Right. [1:06:11, 1:06:14]: I agree. I know that Mayor, might might I respond? [1:06:14, 1:06:19]: Yeah, sure, go right in. Okay, so I'm reading this is your this is the ordinance. I'm reading [1:06:20, 1:06:22]: Finish my comment if I would if I can here. [1:06:23, 1:06:24]: Wait, just right go right ahead, please. [1:06:25, 1:06:45]: I just wanted to make sure that um I was clear with the extending the bid closing date. Yes, it's going to affect the bid opening date. So Ms. Miller knows how to um schedule those tasks appropriately. I just want to make sure that we are clear on that. But I didn't think [1:06:44, 1:06:48]: that it was gonna cause this much um [1:06:48, 1:06:51]: Conversation. I'm glad we're having the conversation. [1:06:51, 1:06:55]: Um but I wanted to also just [1:06:55, 1:07:10]: read the recommendation, the entire recommendations that I submitted and was hoping that I'd be able to have this conversation with Ms. Miller, the city attorney, and Mr. Knighton, but I only had the conversation with Mr. Knighton. [1:07:10, 1:07:25]: So anyway, um I wanted to just provide the recommendations as I suggested them. One was uh please do not add an item to the agenda with staff recommendation to award a contract if there has been only one responder. [1:07:25, 1:07:28]: unless a good faith effort has been made in soliciting. [1:07:29, 1:07:30]: Participation. [1:07:31, 1:07:44]: by using five methods of advertisement, the Henry Herald, the city's website, the state's procurement registry, direct solicitations, or the new software that the city just acquired for procurement. [1:07:45, 1:07:45]: Um [1:07:46, 1:08:05]: using via emails or text messages, postcards to potential bidders listed on the state's website or the city's suppliers list once it's established and GMA's website. They do allow solicitation advertisements as well. [1:08:05, 1:08:09]: If less than three bids have been received and all efforts have been exhausted. [1:08:09, 1:08:13]: The city manager should present the recommendation to a ward. [1:08:13, 1:08:15]: to mayor and council with justification. [1:08:16, 1:08:17]: Um [1:08:17, 1:08:22]: There should be an exception for products andor services that are sole source. [1:08:23, 1:08:23]: Um [1:08:24, 1:08:31]: The next one is at minimum, present three bidders, prov provide all supporting documents, the tabulation sheets. [1:08:31, 1:08:35]: the registry of responders, including those that have been disqualified. [1:08:36, 1:08:43]: Cost proposals, a copy of the solicitation, written proposals, evaluation sheets, etc. [1:08:43, 1:08:53]: Um, the third one, implement contract administration duties to eliminate and avoid expiring contracts with no advanced notice to mayor and council. [1:08:54, 1:09:01]: I would suggest generating monthly reports of contracts that are due to expire 90 days in advance. [1:09:02, 1:09:15]: Just as we know now, we there will be a lot of contracts that probably will expire December 31st. Those contracts, procurement should be working to uh post those for solicitation. [1:09:15, 1:09:23]: So that way you'll have the 45 days and the 45 days administrative functions by procurement. [1:09:24, 1:09:26]: It will allow them time to do their work. [1:09:27, 1:09:33]: and it would give us time as council to review it by our December council meeting. [1:09:34, 1:09:34]: Um [1:09:35, 1:09:39]: But we don't have a copy of the contract expiration report. [1:09:39, 1:09:40]: So [1:09:41, 1:09:52]: That will delay some things. But nonetheless, um, the city manager, procurement manager should receive a monthly report of contracts that are due to expire between now and the end of the year. [1:09:52, 1:10:00]: Contracts that are due to expire between now and December 31st should be submitted to the city manager no later than October 1st. [1:10:02, 1:10:09]: The city manager and procurement manager will determine which contract requires the execution of competitive bidding. [1:10:10, 1:10:13]: We should all be um pushing competitive bidding. [1:10:14, 1:10:14]: Um [1:10:15, 1:10:19]: That gives procurement 30 to 45 days from October 1st. [1:10:19, 1:10:29]: um to complete the procurement process um by mid-November and make their recommendations to award by our December regular council meeting. [1:10:29, 1:10:37]: before the current contract expires. We shouldn't be extending a lot of contracts because they've expired. [1:10:37, 1:10:38]: Um [1:10:38, 1:10:41]: The fourth one was pertaining to the selection committee. [1:10:41, 1:10:47]: It should comprise of five employees, excluding the city manager and city attorney. [1:10:48, 1:11:04]: One representative from the user department, the others should work in various city departments. No two selection committee members should work in the same department. I think right now, and I believe our city attorney has served on some of our [1:11:04, 1:11:05]: Election committees. [1:11:05, 1:11:06]: Um [1:11:07, 1:11:27]: I'd like for us to change that. But of course those are decisions by the city manager and staff that they can make. But those were suggestions that I was making to improve our process and of course to make sure that we don't give the appearance of impropriety. So that's all. But I would like to make a motion, if I could. [1:11:27, 1:11:27]: Yeah. [1:11:27, 1:11:37]: May I have something please? Let let could you wait, let Ms. Miller speak, please. Okay, so I would like to go back to the item that's on the agenda. [1:11:38, 1:11:47]: Um basically, as it reads, it says sufficient additional time should be established in order to solicit at least three bids. [1:11:47, 1:11:51]: and the bid opening shall be delayed. [1:11:52, 1:12:00]: That needs to change. That undermines the process. That should read the bid closing. [1:12:00, 1:12:02]: Not the big. [1:12:02, 1:12:03]: Opening. [1:12:04, 1:12:05]: That needs to change. [1:12:06, 1:12:07]: The other item. [1:12:07, 1:12:15]: Is that if you read the procurement manual, the procurement manual has functions regarding [1:12:15, 1:12:17]: Contract administration. [1:12:17, 1:12:22]: It it it it also has functions regarding contract renewal process. [1:12:22, 1:12:24]: The selection committee process. [1:12:25, 1:12:28]: It's all in the procurement manual. [1:12:29, 1:12:33]: I just wanted to make sure that the agenda the item that's on the agenda tonight [1:12:34, 1:12:34]: That [1:12:35, 1:12:37]: It does not show bid. [1:12:38, 1:12:41]: Clow bid opening. It needs to stay closing. [1:12:41, 1:12:48]: And if it's the closing, we can use the best practices of posting an addendum as we've always been using. [1:12:48, 1:13:01]: which we post the addendum extending the bid opening date at least 72 hours. I also wanted to add is that most of the items that we do bid is public works contracts. So I just also wanted to state that as well. [1:13:03, 1:13:06]: All right. Okay, one second please. Ms Ms. Gantt, go ahead. [1:13:12, 1:13:12]: Is that [1:13:15, 1:13:21]: Thank you. I understood Councilman Alexander's point. Um and I I heard from Councilwoman Barber. [1:13:22, 1:13:23]: I still say [1:13:26, 1:13:29]: To for me, I'm okay, I can agree with. [1:13:30, 1:13:31]: Other [1:13:31, 1:13:39]: places that we can go ahead and um an you know send announcements of bids, right? Advertisements that [1:13:40, 1:13:41]: We're gonna have this bid. [1:13:41, 1:13:49]: I can see that being published in different places. Although people who businesses normally know to go to the Georgia procurement site. [1:13:49, 1:13:52]: register site. That is normal. [1:13:54, 1:13:55]: However [1:13:56, 1:14:08]: I feel that if we need to go to additional places to put that out, then so be it. Extending the bid process to me is a problem. [1:14:08, 1:14:11]: Because we have deadlines. [1:14:13, 1:14:19]: If the issue is whether or not we're reaching certain businesses, fine, reach them. [1:14:20, 1:14:30]: by adding other places to publish that we're we're we have a bid out, something out for bid, a service out for bid. That's fine. And I've heard those suggestions. [1:14:31, 1:14:35]: But to extend a deadline because we don't have three bids. [1:14:36, 1:14:48]: causes delays and things that we possibly need. Or I I hear it that it may seek encouragement. And I doubt that very seriously. I don't know how many of you have ever put out bids. [1:14:49, 1:14:56]: for for different types of contracts I have and I know that these b and I've seen businesses that do it. [1:14:56, 1:15:02]: And I know that these businesses, small businesses, large businesses, wait to the nineteenth hour. [1:15:03, 1:15:05]: Whether you're gonna get that one or you're gonna get twenty. [1:15:07, 1:15:08]: So [1:15:08, 1:15:27]: Yes, I've read some comments. Yes, we do want the best bang for our buck. Yes, it is important that we go out to the community and look for those best bangs for our bucks. But if we're doing those things, isn't it the responsibility of the businesses that are seeking more business to come and bid? [1:15:28, 1:15:29]: So [1:15:32, 1:15:35]: Also in this ordinance [1:15:36, 1:15:39]: We didn't give a time frame. I just heard seventy two hours. [1:15:41, 1:15:47]: But in that ordinance agreement, there's no time frame. It just says we extend the bid. What do we expend it expend extended to? [1:15:47, 1:16:01]: Do we do a 30-day bid and extend it to 45 days? There's not it it to me it needs a little bit more work if that's what the intent is, is what we're gonna try to do. However, I think that it's the responsibility of a business. [1:16:01, 1:16:06]: Unless we're changing something within it ourselves, the city wants to expand. [1:16:08, 1:16:08]: Um [1:16:09, 1:16:13]: the duties or s expand the description of the bid. [1:16:14, 1:16:15]: That we [1:16:15, 1:16:17]: А фей то. [1:16:18, 1:16:21]: who applied and got their bid in on time. [1:16:22, 1:16:23]: That's all. [1:16:24, 1:16:28]: But I definitely want the best bang for my buck and I don't think that's the process for it. [1:16:29, 1:16:32]: That's why I'm against it. M Ms Holliday, go ahead, please. [1:16:33, 1:16:44]: I needed um Miss Miller to go back in. Can you tell me what that section was so that I can note it in the record that you so on page two of the ordinance? [1:16:45, 1:16:49]: It's on page two of the ordinance in section in section two. [1:16:49, 1:16:51]: It says bid opening. [1:16:52, 1:16:58]: I I have a the uh verbiage, I just needed to go back to the um section. Thank you. Uh it was in section C. [1:16:58, 1:17:00]: Okay, thank you. [1:17:00, 1:17:01]: Right. And it's in two places. [1:17:02, 1:17:04]: It's also on page three. [1:17:09, 1:17:11]: You you you good now, Miss Holliday? [1:17:12, 1:17:15]: Okay. All right. Good. Councilwoman Barber, go ahead, please. [1:17:15, 1:17:26]: Yield to Mr. Knighton. Oh Mr. Knighton, I'm sorry. Go ahead, sir. Yeah, thank you, Mayor. I uh everybody's made uh some uh good solid comments in this discussion, but I felt compelled to mention something. [1:17:26, 1:17:28]: That I think is important to mention. [1:17:29, 1:17:34]: Um when obviously the elected body are policy makers. You make the policy which we implement. [1:17:35, 1:17:39]: Whenever uh a uh elected body member or council person [1:17:39, 1:17:41]: Um or council people. [1:17:42, 1:17:48]: uh come and uh make some suggestion or have a desire to amend or change policy. [1:17:49, 1:17:55]: It's then incumbent upon me to take that to the appropriate staff, have s have the necessary conversation. [1:17:56, 1:18:01]: to try to craft a policy or policies that could be considered by the elected body. [1:18:02, 1:18:05]: Um and I I think in large part that is what has happened. [1:18:06, 1:18:10]: Here. Recommendations that are made obviously by the elected body. [1:18:10, 1:18:20]: Um then as city manager have to work with the staff again to determine if those recommendations should be implemented or if a modified version of those recommendations should be implemented. [1:18:21, 1:18:41]: In every case, it is to ensure that the integrity of the city is maintained in this case in the bidding process, and also to provide a broad range of opportunity for businesses to bid on projects and or on solicitations. And so if we can accomplish that, which I think has been a theme. [1:18:41, 1:18:45]: uh from virtually all of the comments here this evening, if we can accomplish that in a way [1:18:46, 1:18:48]: That broadens the base of bidders. [1:18:48, 1:18:50]: typically you would get a better quality [1:18:51, 1:18:53]: vendor and a better price. [1:18:53, 1:18:59]: And so that is the overarching theme I think that we're also we're all trying to to get to. [1:18:59, 1:19:04]: Um here in this particular situation. I do think the the um um [1:19:05, 1:19:06]: Uh [1:19:06, 1:19:18]: I think Ms. Miller has done a very good job since she's been here as procurement uh manager in place. Um, obviously we always want to look at ways that with which we can improve, and I think the software tool will be an excellent. [1:19:18, 1:19:21]: component of what we're trying to get to. [1:19:21, 1:19:28]: And so I thought it it necessary to mention that um in my role and in staff's role as we try to [1:19:29, 1:19:30]: Um [1:19:30, 1:19:43]: take and discern what council members are seeking in terms of policy and then distill that into some type of ordinance or policy that can be considered by the elected body ultimately for the betterment of the cities and those who are bidding on our projects. [1:19:45, 1:19:46]: All right, thank you, sir. [1:19:46, 1:19:50]: Uh Mari Potem, you're on mute. Is it yeah, you have something you need to say, sir? [1:19:50, 1:19:53]: No. Councilman Barber, back to you. [1:19:53, 1:20:05]: Um so I wanted to go ahead and move um to approve the change to the ordinance, but I'm gonna need some help with um [1:20:05, 1:20:12]: The city attorney. I want to make sure that the ordinance that you have written that you change the language to include [1:20:13, 1:20:21]: uh the terms as Ms. Miller she also pointed out. Um change the term uh from [1:20:21, 1:20:22]: The bid [1:20:22, 1:20:23]: Opening date. [1:20:24, 1:20:27]: Change it to the bid closing date. [1:20:28, 1:20:29]: Which view? [1:20:29, 1:20:31]: affect the bid closing date. [1:20:32, 1:20:49]: So the it this is more of a semantical argument. And so I you know, I'm not gonna follow my sword either way, but the sufficient additional time to receive additional bids, that language is meant to address the issue of extending the closing date. [1:20:50, 1:20:56]: And then the statute says specifically you don't open the bids until that time is done. That that's what's intended. [1:20:57, 1:20:59]: But you know, if if if if if [1:20:59, 1:21:05]: Right. But I know that even in the solicitation, it may spell out the bid opening date. [1:21:06, 1:21:08]: So she needs to know. [1:21:08, 1:21:14]: when she extends the big closing date, she has to also simultaneously [1:21:15, 1:21:16]: And yeah. [1:21:17, 1:21:27]: Right. So that that's why, you know, I I I think it reads fine, but I'm not, you know, I'm not gonna argue the the point any further other than say that, you know, as [1:21:27, 1:21:33]: It's currently drafted. If it's the will of council to even adopt this amendment, it it's worded sufficiently. [1:21:34, 1:21:34]: To [1:21:34, 1:21:38]: a accomplish both the extension of the [1:21:38, 1:21:43]: big closing t time as well as the extension of the date to open the bids, but that [1:21:44, 1:21:44]: You know [1:21:45, 1:21:54]: like any other kind of ordinance, you can always word it a little bit better. And so I I'm open to any further suggestions, but right now I think it reads five. [1:21:54, 1:22:01]: Okay, thank you. Mayor, I'd like to move to approve the proposed amendment to the procurement ordinance. [1:22:02, 1:22:03]: Okay, is there a second? Second. [1:22:04, 1:22:10]: All right, uh I would imagine I'll ask any further discussion. I imagine we had enough, but any further discussion? [1:22:10, 1:22:13]: Okay, if not all in favor of motion, please indicate. [1:22:15, 1:22:17]: Okay. Three opposed. [1:22:19, 1:22:21]: Okay. So it passes three, two. [1:22:22, 1:22:28]: Now it um it's interesting. It is an ordinance. I have to think about this. [1:22:29, 1:22:32]: I believe I believe uh Miss Holliday, I have a 10 day period to think about this. [1:22:34, 1:22:36]: If I wanted to veto anything. [1:22:36, 1:22:39]: Why would you and maybe I should ask the attorney. [1:22:40, 1:22:54]: Yeah, I I'm looking at this the code. I can't remember what the time frame was, but yeah. It is. It is. It's an ordinance. And why would you veto it? Can I ask that? I I said, let me think about it. I'm not gonna answer that question right now. I said, let me think about it. That's what I said. [1:22:54, 1:23:01]: Well, we're having a discussion, so everybody else has voiced their opinion. [1:23:01, 1:23:03]: Okay, thank you very much. Thank you. [1:23:03, 1:23:04]: Right. [1:23:04, 1:23:07]: All right, so anyway, I'll I'll I'll think about that in this aspect. [1:23:08, 1:23:10]: No good night. [1:23:11, 1:23:24]: Well uh all right. I guess you could go if you want want to go in that case. Um all right, so what we're with that's number nine. Uh so we now have a second session. So I need a motion to go to the zeker session, please. [1:23:25, 1:23:25]: Сону [1:23:26, 1:23:31]: Well wait a minute. Please state the please state the reason. Reason why we're going to second session, you're right. [1:23:32, 1:23:35]: It'd be litigation, personnel, and real estate. [1:23:35, 1:23:36]: Okay. [1:23:36, 1:23:37]: Yeah. [1:23:37, 1:23:43]: S person we're make a motion to go into like uh executive session for real estate real estate personnel and litigation. [1:23:43, 1:23:45]: All right. A second. [1:23:45, 1:23:48]: Okay, Ms. Scant, second that okay. All in favor, please indicate. [1:23:49, 1:23:57]: All right, uh all right, so we need additional, um, we're gonna go in a second session, we'll probably get to probably about 10 minutes, look at 10 minute time frame. Would that work? [1:23:58, 1:23:59]: Ten minutes, what time is that? [1:24:00, 1:24:20]: It's uh well let's make it uh how about uh seven forty seven seven forty be fine. Seven forty, thank you. Well seven forty be fine. I'll see you by seven forty and miss Holly is gonna send some additional information to you so we can go to the second session. Thank you. We're leaving this session, is that correct? Well, yeah, we eventually have to come back to this one though, uh because we [1:24:20, 1:24:31]: we have to finish out with this anything we come out of the Zexit session. And then of course I have some comments and we have some meeting updates. So we'll have to come back to this particular um this particular session here. [1:24:32, 1:24:35]: I was please mute. [1:24:35, 1:24:43]: And um stop your video on this if that is the case. Okay, we'll mute and stop the video. All right. What what else, Mr. Knight? I'm sorry. [1:24:43, 1:24:45]: No, that's fine there. Um that's all. [1:24:45, 1:24:45]: Mm-hmm. [1:25:14, 1:25:14]: Mm-hmm.