2026-10-22 - Government Efficiency & Customer Services

03:48>>Chair Dos Santos-Tam: ALOHA

03:49AND GOOD AFTERNOON, EVERYONE.

03:53IT'S 2:34 P.M.

03:54I CALL THE COMMITTEE ON

04:00GOVERNMENT EFFICIENCY AND

04:02CUSTOMER SERVICES TO ORDER.

04:08PURSUANT TO SECTION 92-3.7,

04:09HAWAI'I REVISED STATUTES, THIS

04:10MEETING WILL BE CONDUCTED AS

04:10A REMOTE MEETING BY INTERACTIVE

04:11CONFERENCE TECHNOLOGY, WITH THE

04:11FOLLOWING PROCEDURES IN

04:12EFFECT FOR THE MEETING.

04:12MEMBERS OF THE PUBLIC WILL BE

04:13ALLOWED TO PROVIDE ORAL

04:14TESTIMONY ON ALL ITEMS

04:21AS BOTH ENGLISH AND HAWAIIAN ARE

04:22OFFICIAL LANGUAGES OF THE STATE

04:23OF HAWAI'I, PURSUANT TO ARTICLE

04:2315, SECTION 4 OF THE HAWAI'I

04:24STATE CONSTITUTION IN SECTION

04:251-13 OF THE HAWAI'I REVISED

04:26STATUTES, MEMBERS OF THE PUBLIC

04:27MAY TESTIFY IN EITHER LANGUAGE.

04:29FOR ORAL TESTIMONIES OFFERED IN

04:31OLELO HAWAI'I, ADDITIONAL TIME

04:32MAY BE NECESSARY WILL BE ALLOWED

04:34FOR THE TESTIFIER TO PROVIDE AN

04:35ENGLISH TRANSLATION OF THEIR

04:37TESTIMONY.

04:42EACH PERSON SHALL STATE THEIR

04:44NAME.

04:44IS HE LIMITED TO A ONE-MINUTE

04:49PRESENTATION.

04:51PERSONS WHO HAVE NOT REGISTERED

04:53WILL BE GIVEN AN OPPORTUNITY TO

04:55TESTIFY FOLLOWING THE REGISTERED

04:58TESTIFIERS.

04:59ALL PERSONS WHO REGISTERED TO

05:01TESTIFY REMOTELY BY

05:02VIDEOCONFERENCE OR TELEPHONE

05:03WILL BE CALLED UPON.

05:05WHEN YOUR NAME IS CALLED,

05:07ACTIVATE YOUR AUD KNOW FEED WHEN

05:09PROFITED.

05:10PERSONS TESTIFYING BY PHONE

05:11ONLY, I'LL IDENTIFY YOU BY THE

05:13LAST THREE DIGITS OF YOUR

05:17NUMBER.

05:17WHEN YOU NUMBER IS CALLED, PRESS

05:18STAR 6.

05:20PERSONS WHO HAVE NOT REGISTERED

05:21TO TESTIFY WILL BE GIVEN THE

05:21OPPORTUNITY TO TESTIFY USING THE

05:22RAISE HAND FEATURE.

05:26THOSE JOINING US BY TELEPHONE,

05:29PRESS STAR 9 TO INDICATE YOUR

05:31DESIRE TO SPEAK.

05:32VIDEOCONFERENCE FROM A QUIET

05:34LOCATION IN POSSIBLE.

05:37WHEN THE TIMER ON SCREEN REACHES

05:40ZERO, PLEASE CONCLUDE PROMPTLY.

05:43HRS 92-3.7 REQUIRES ALL VOTES AT

05:48REMOTE MEETINGS BE CONDUCTED BY

05:49ROLL CALL UNLESS UNANIMOUS.

05:50THEREFORE, I WILL FIRST CALL FOR

05:50OBJECTIONS. IF THERE ARE ANY.

05:51I WILL CALL FOR A ROLL CALL

05:51VOTE.

05:52WRITTEN TESTIMONIES, INCLUDING

05:52THE TESTIFIER'S ADDRESS, E-MAIL

05:53ADDRESS AND PHONE NUMBER WILL BE

05:56AVAILABLE.

05:59AS A COURTESY, PLEASE TURN OFF

06:00ALL CELL PHONES.

06:01THANK YOU.

06:03SO MEMBERS, WE HAVE AGENDA ITEM

06:07ONE.

06:07RESOLUTION 26-227.

06:10ACCEPTS A GIFT TO THE

06:10CITY OF TRAVEL AND RELATED

06:11EXPENSES, VALUED AT $3,000, FROM

06:12THE AMERICAN ASSOCIATION OF

06:13MOTOR VEHICLE ADMINISTRATORS

06:22FOR A REPRESENTATIVE FROM THE

06:22DEPARTMENT OF CUSTOMER SERVICES

06:23TO ATTEND THE 2026 AAMVA REGION

06:234 ADMINISTRATOR AND LAW

06:24ENFORCEMENT OFFICIALS MEETING IN

06:25MONTEREY, CALIFORNIA

06:25FROM DECEMBER 1 ┘ 2, 2026.

06:28WITH HAVE WITH US IT'S PROGRAM

06:30ADMINISTRATOR.

06:31WITH THE DEPARTMENT OF CUSTOMER

06:37SERVICES.

06:38WILLIAM.

06:48>>Testifier: GOOD AFTERNOON.

06:50WILLIAM, DMV ADMINISTRATOR.

06:52I'M HERE TO ANSWER ANY

06:54QUESTIONS.

06:54>>Chair Dos Santos-Tam:

06:55MEMBERS, ANY QUESTIONS ON THIS

06:56RESOLUTION?

06:57OKAY.

06:58HEARING NONE, THANK YOU.

06:59WE'LL PROCEED WITH TESTIMONY.

07:01CLERKS, IS THERE ANYONE IN THE

07:03CHAMBERS OR REMOTELY STANDING BY

07:05TO TESTIFY?

07:06>>Clerk: CHAIR, THERE ARE

07:07NONE.

07:07>>Chair Dos Santos-Tam: OKAY.

07:08THERE BEING NONE WE'LL CLOSE

07:11TESTIMONY ON THIS.

07:12MEMBERS, WE'RE IN DISCUSSION.

07:13ANY DISCUSSION ON THIS AGENDA

07:15ITEM?

07:16HEARING NONE THE CHAIR RECOMMEND

07:18THAT'S RESOLUTION 20 HU 227 BE

07:19REPORTED OUT FOR ADOPTIONS.

07:21ANY DISCUSSION, OBJECTIONS OR

07:24RESERVATIONS, HEARING NONE SO

07:26ORDERED.

07:27ITEM TWO, A REPORT FROM THE

07:29DEPARTMENT OF BUDGET AND FISCAL

07:32SERVICES PROCURE PROCUREMENT PR.

07:43JOINING US.

07:44DAVID LEDBITTER JUNIOR AND

07:47ABIGAIL STAR, MANAGER, BERRY,

07:50DUNN, MCNEIL & PARKER, LLC.

07:51THE PRESENTATION IS AVAILABLE

07:53ONLINE AS DEPARTMENTAL

07:56COMMUNICATION 660.

08:02>>Testifier: GOOD AFTERNOON.

08:03MY NAME IS PAULA, AND I'M THE

08:06PURCHASING ADMINISTRATOR FOR THE

08:08CITY AND COUNTY OF HONOLULU.

08:10I WANTI WANT TO THANK YOU, CHAIS

08:11SANTOS-TAM FOR ALLOWING US TO

08:13COME HERE TODAY.

08:16ALSO THANK VICE CHAIR WEYER AND

08:17THE COMMITTEE MEMBERS.

08:19WE'RE VERY EXCITED TO BE HERE

08:20TODAY TO PROVIDE YOU ALL AN

08:23UPDATE ON THE PURCHASING GIGS' -

08:29DIVISION'S PROCUREMENT PROCESS

08:33IMPROVEMENT PROJECT.

08:34I'M JOINED BY THE DEPUTY

08:37DIRECTOR OF BUDGET AND FISCAL

08:39SERVICES AS WELL AS MY ASSISTANT

08:44ADMINISTRATOR, KELSIE AND MR.

08:46DAVID LEDBITTER WHO WILL BE

08:50PRESENTING OUR IMPLEMENTATION

08:54STRATEGY AND BACKGROUND ON OUR

08:55PROJECT THAT'S BEEN GOING ON FOR

08:57OVER A YEAR.

08:58I'LL START THE PRESENTATION

08:59TODAY.

09:00I WOULD LIKE TO GIVE YOU A BRIEF

09:02HISTORY OF ALL THE WORK THAT

09:05WE'VE DONE ON OUR IMPROVEMENT

09:08PROJECTS SINCE THE MAYOR KIND OF

09:09SET FORTH THAT CHALLENGE TO US

09:11BACK IN 2024.

09:12AS WELL AS ALMOST A LITTLE

09:16PROCUREMENT 101.

09:16SO I CAN INTRODUCE KIND OF THE

09:19LEGAL FRAMEWORK OF THE

09:19PROCUREMENT CODE, WHY WE HAVE

09:21THE POLICIES AND PROCEDURES THAT

09:23WE DO, AND KIND OF A SNAPSHOT OF

09:26A TYPICAL WORK FLOW OF A PROJECT

09:28THROUGH THE PROCUREMENT PROCESS

09:31BEFORE I TURN IT OVER TO MR.

09:34LEDBITTER.

09:35THANK YOU AGAINST.

09:39SO OUR PROCUREMENT IMPROVEMENT

09:41INITIATIVES STARTED IN THE

09:43CUSTOMER OF 2024.

09:45WHEN MAYOR BLANGIARDI TURNED A

09:47KEEN EYE TO THE CITY'S

09:49CENTRALIZED PURCHASING DIVISION.

09:50WHAT HE SAW WHEN HE LOOKED AT

09:52THAT DIVISION WAS AN IMPORTANT

09:54GROUP OF STAFF MEMBERS WHO

09:57SERVED OVER 20 DEPARTMENTS IN

09:59THE CITY BUT PLAGUED WITH

10:01CAPACITY CONSTRAINTS THAT WERE

10:03IMPACTING EFFICIENT CITY

10:05OPERATIONS.

10:05THE MAYOR'S VISION WAS TO SOLVE

10:07THIS WICKED PROBLEM AND

10:10PRIORITIZE SYSTEM SOLUTIONS TO

10:13LONGSTANDING PROCUREMENT ISSUES

10:13INCLUDE A PROCUREMENT PROCESS

10:16THAT HAS BEEN HISTORICALLY LONG.

10:20SO THAT SUMMER, THE PROCUREMENT

10:22IMPROVEMENT WORKING GROUP WAS

10:24ESTABLISHED.

10:25THAT WORKING GROUP'S MANDATE WAS

10:26TO REVIEW PROCUREMENT WORK FLOW

10:32PROCESSES, 308 -- POLICIES,

10:36PROCEDURES.

10:36STREAMLINE FOR GREATER

10:38EFFICIENCY PRODUCTIVITY.

10:40WORKING ON IDENTIFYING

10:42CHALLENGES, ROOT CLAUSES OF

10:43PROCUREMENT DELAYS.

10:44THAT EARLY WORK BY THE

10:46PROCUREMENT IMPROVEMENT WORKING

10:48GROUP RESULTED AND LED TO TEN

10:51ADDITIONAL STAFF MEMBERS

10:52PROGRAMMED FOR OUR FY 26.

11:00ALL TEB TEN ARE WORKING IN OUR

11:04DEPARTMENT TODAY..

11:05WE TOOK THAT CONFIDENCE YOU

11:07PLACED WITH US AND GOT THE STAFF

11:09LEVEL CAPACITIES UP IN RECORD

11:11TIME.

11:11STAFFING WASN'T ONE OF SEVERAL

11:15INITIATIVES THAT THE WORKING

11:16GROUP PUT FORWARD THAT LED TO

11:18EARLY WINS FOR US.

11:19THE PAST YEAR RESULTED IN

11:22NUMEROUS ACCOMPLISHMENTS INCLUDE

11:24SOME OF THE FOLLOWING.

11:26ONE, INCREASE TO THE SMALL

11:28PURCHASE THRESHOLD THAT ALLOWS

11:31DEPARTMENTS GREATER AUTONOMY

11:34OVER ONE HUNDRED PLUS

11:36TRANSACTIONS FROM THE

11:36PROCUREMENT WORK FLOW.

11:38AND EXPANDINGED CATALOG OF READY

11:42MADE MASTER AGREEMENT.

11:44ISSUE DELIVERY ORDERS FOR NEEDS

11:46GOOD AND SERVICES WITHOUT HAVING

11:48TO GO THROUGH PROCUREMENT.

11:53WE ALSO ENGAGED IN TARGETED

11:57ENGAGEMENT OF PROCUREMENT

11:59AUTHORITY.

12:00THE DEPARTMENT'S AUTHORITY TO

12:03PROCEED WITHOUT APPROVAL WITHOUT

12:08MANY --

12:09PROCEED WITHOUT DEPARTMENT'S

12:13APPROVAL WITHOUT TRANSACTIONS.

12:14THE BRAINCHILD OF CARRY CASTLE.

12:19THE PORTAL HAS BEEN A GAME

12:21CHANGER BUS

12:22CHANGE BECAUSE IT PROVIDES

12:25DEPARTMENTS LOOK AHEADS FROM UP

12:27TO SIX TO NINE MONTHS IN ADVANCE

12:29TO ENSURE THAT THEY GET TIMELY

12:32CONTRACT EXTENSIONS IN PLACE

12:33WITHOUT HAVING TO GO THROUGH

12:36THAT EFFORT OF DOING A TWO-STEP

12:38PROCESS TO GET THAT UP AND

12:40MOVING AGAIN.

12:41ALSO NEW ITEM THAT WE'VE BEEN

12:42WORKING ON WITHIN THE LAST SIX

12:44MONTHS THAT WE'RE VERY PROUD OF

12:46IS WHAT I CALL THE PROCUREMENT

12:49ONE-STOP SHOP.

12:51AN ONLINE CENTRAL LOCATION FOR

12:52EVERY DEPARTMENT THAT WILL NEED

12:54TO BE SUCCESSFUL IN PROCURING

12:56GOOD IS SERVICES A WUL ALL THE S

13:01THEY NEED IN ORDER TO MOVE

13:03FORWARD IN ONE PLACE.

13:04WE'RE ALSO DEVELOPING AND HAVE

13:07STARTED WORKING ON A PROCUREMENT

13:10TRAINING PLAN AND COURSE

13:12CATALOG.

13:12THAT'S GOING TO BE ABLE TO

13:14PROVIDE DEPARTMENTS WITH

13:17STANDARDIZED PROCUREMENT

13:17TRAINING TO ENSURE THAT WE'RE

13:19ALL ON THE SAME PAGE GOING

13:21FORWARD.

13:22BUT WITH ALL OF THESE

13:25ACCOMPLISHMENTS, THE TRUE

13:26CAPSTONE OF WHAT WE'VE ACLOSED

13:28TO THIS DATE WAS DURING THE LAST

13:30YEAR WHEN WE ENGAGED WITH AN

13:32INDEPENDENT THIRD PARTY

13:33CONSULTANT TO PERFORM THE

13:37PROCUREMENT ENCOURAGEMENT

13:38PROCESS PROJECT.

13:40ENGAGEED GARY DN.

13:44WILL LAUNCH OUR TRANSFORMATIVE

13:46CHANGE THAT'S YET TO COME.

13:51SO I WOULD LIKE TO TAKE A MINUTE

13:53NOW BEFORE I TURN IT OVER TO

13:56BARRY DUNN TO EXPLAIN WHY MANY

13:59OF THE PROCESSES AND PROCEDURES

14:01THAT WE DO HAVE IF PLACE, WHY

14:04THAT'S IMPORTANT AND WHY IT KIND

14:07OF GOVERNS A LOT OF THE THINGS

14:10THAT WE DO.

14:11REALLY, THIS PROCESS IS ONE THAT

14:14IS A LEGISLATIVE CREATION, AND

14:16THE STATE AND CITY LEGISLATIVE

14:19BODIES HAVE BEEN VERY CONCERNED

14:21ABOUT PROTECTING PUBLIC FUNDS,

14:22AND THEY'VE SET UP A STRICT

14:25LEGAL FRAMEWORK THAT GOVERNS HOW

14:29PUBLIC FUNDS CAN BE EXPENDED.

14:33THE HAWAI'I REVISED STATUTES

14:34WHICH CLEARLY MANDATES EXACTLY

14:36HOW WE CAN EXPEND PUBLIC FUNDS

14:39AND THE LAWS AND GUARDRAILS THAT

14:41ARE SET IN PLACE TO ENSURE IT'S

14:44DONE IN AN ETHICAL MANNER.

14:48PROBABLY MORE IMPORTANT THAN THE

14:49HAWAI'I REVISED STATUTES AND THE

14:51ONE THAT FEED DIRECTLY INTO THE

14:53PROCEDURES THAT WE MUST FOLLOW

14:56ARE THE HAWAI'I ADMINISTRATIVE

14:57RULES.

14:59THOSE RULES MANDATE EXACTLY HOW

15:01PUBLIC PROCUREMENT SHALL BE

15:06CONDUCTED.

15:10MUST BE POSTED AND THINGS OF

15:12THAT NATURE.

15:14SO ABOUT 90 PEST OF THE -- 90% E

15:17PROCEDURES WE HAVE IN PLACE ARE

15:18A DIRECT RESULT OF THE HAWAI'I

15:21ADMINISTRATIVE RULES.

15:22AND THAT'S NOT ALL.

15:24WE ALSO HAVE CITY CHARTER,

15:28ORDINANCES AND POLICIES AND

15:29PROCEDURES THAT PLAY INTO HOW WE

15:32CONDUCT PUBLIC PROCUREMENT.

15:34THIS LEGAL FRAMEWORK ENSURES

15:36THAT PUBLIC EMPLOYEES ARE

15:38ACCOUNTABLE WHEN THEY PURCHASE

15:39ANYTHING WITH PUBLIC FUNDS

15:40BECAUSE IT'S NOT OUR MONEY.

15:41WE'RE THE TRUSTEES OF PUBLIC

15:44FUNDS.

15:45LAW MANDATES NOTICES TO PUBLIC

15:48BID OPPORTUNITIES, OPEN RECORDS

15:50AND A TRANSPARENT PROCESS THAT

15:52MUST BE FOLLOWED.

15:55AND PROVIDES A FAIR AND LEVEL

15:57PLAYING FIELD FOR EVERYONE.

15:58THIS IS THE FRAMEWORK THAT

16:02GILESS MANY OF PROCESSES AND

16:04PROCEDURES WE REVIEWED AS PART

16:06OF THIS PROCESS.

16:08THIS LAST SLIDE IS WHAT I

16:11CALL -- I PUT IS IT UP THERE AS

16:13A TYPICAL FLOW OF A PROJECT AND

16:16THE PROCESSES THAT IT HAS TO GO

16:17THROUGH.

16:17I CALL IT A PROCUREMENT LIFE

16:21CYCLE BECAUSE IT'S A PROCESS

16:23THAT TAKES PLACE WHEN ANY GOODS,

16:27SERVICES OR CONSTRUCTIONS ARE

16:29CONDUCTED IN THE CITY.

16:30WHAT YOU'LL NOTICE FROM THE

16:32CHART IS IT IS NOT JUST A

16:34PURCHASING DIVISION FUNCTION,

16:35AND IT'S ONE THAT INVOLVES THE

16:38DEPARTMENT'S AND PROCUREMENT

16:39DIVISION WORKING TOGETHER TO GET

16:41THROUGH THIS PROCESS.

16:43IT STARTS VERY EARLY ON WHEN THE

16:45DEPARTMENT FIGURES OUT THAT

16:47WHATEVER CHARTER FUNCTION THAT

16:48THEY HAVE TO FULFILL, IF THEY'RE

16:52UP ABLE TO SELF-PERFORM THAT OR

16:55CREATE WHATEVER IT -- THEY NEED

16:56TO GET THE JOB DONE, THEN THEY

16:58DO HAVE TO DETERMINE IF THEY'RE

16:59GOING TO HAVE TO GO OUT AND

17:01PROCURE THAT GOOD SERVICES AND

17:03CONSTRUCTION.

17:04SO IT STARTS VERY EARLY ON FROM

17:06IDENTIFYING THE NEEDS TO GOING

17:09OUT, ESTABLISHING WHAT THE NEED

17:11LOOKS LIKE, HOW IT'S GOING TO BE

17:13DETERMINED AND HOW IT'S GOING TO

17:16BE SET FORTH AND SCOPE OF WORK

17:20OR SPECIFICATION THAT IS

17:21MARKETABLE TO THE PUBLIC.

17:23SECURING THE BUDGET TO FUND

17:26THAT.

17:26THEY'RE GOING TO NEED TO GO INTO

17:29MARKET RESEARCH AND GET ENOUGH

17:31INFORMATION TO ESTABLISH AN

17:34ESTIMATE FOR ONE FOR THE

17:36BUDGETING BUT ALSO FOR THE LATER

17:38ON FOR THE CONTRACT AWARDS TO

17:42INCOME BELL THOSE FUNDS.

17:44IT COMES INTO THE PURCHASING

17:47SHOP WHERE WE WILL THEN TRIGGER

17:49IN THAT PROCUREMENT PROCESS THAT

17:52I JUST REIT RAILED TO YOU ALL,

17:55AND WE WILL DRAFT THE

17:56SOLICITATION, POST THAT TO THE

17:58PUBLIC.

17:59DO THE PUBLIC BID OPENINGS AND

18:01THEN AWARD AND EXECUTE THE

18:03CONTRACTS.

18:03AND AFTER THAT, THE CONTRACT

18:06ITSELF HAS ITS OWN FLOW WHERE

18:08THE DEPARTMENTS WILL HAVE TO

18:11ADMINISTER THAT CONTRACT AND

18:12CLOSE IT OUT BEFORE THE WHOLE

18:14LIFE CYCLE ENDS.

18:15SO THAT IS THE ENTIRE PROCESS

18:18THAT WE CHARGE BARRY DUNN TO

18:21LOOK AT.

18:22TO SEE WHERE WE HAVE

18:24EFFICIENCIES NOT JUST IN THE

18:25PURCHASING DIVISION BUT ACROSS

18:27THE ENTIRE PROCUREMENT LIFE

18:29CYCLE TO SEE WHAT BENEFITS WE

18:31COULD REAP.

18:33SO NOW I'D LIKE TO INTRODUCE

18:36BARRY LEDBITTER OUR

18:40IMPLEMENTATION STRATEGY AND ROAD

18:43MAP FOR THE FUTURE SAID OF

18:45PUBLIC PROCUREMENT FOR THE CITY.

18:50>>Testifier: GOOD AFTERNOON,

18:53DAVID LEDBITTER, BARRY DUNN.

18:57IN TERMS OF THE PROJECT, TO TALK

18:58ABOUT IT FROM AN OVERALL TIME

19:01LINE PERSPECTIVE, WE STARTED

19:02ABOUT A YEAR AGO WITH OUR

19:04CONTRACT.

19:04ABOUT A YEAR AGO IN OCTOBER, WE

19:06CAME OUT AND DID A PROJECT

19:09PLANNING SESSION.

19:11MET THE WORKING GROUP AND

19:12STARTED TO DIAL IN HOW WE WOULD

19:14APPROACH OUR STATEMENT OF WORK.

19:16WE LOOKED A THAT.

19:17THE STATEMENT OF WORK, I'LL GO

19:20THROUGH BRIEFLY.

19:22THE VERY FIRST STEP WAS TO

19:25ASSESS THE CURRENT ENVIRONMENT.

19:26WHEN WE LOOK AT ENVIRONMENTS

19:28LIKE THAT, WE WANT TO MAKE SURE

19:30WE'RE LOOKING AT ANYTHING THAT

19:32TOUCHES TECHNOLOGY, PEOPLE AND

19:33PROCESS AS WELL AS POLICY.

19:35THAT'S KIND OF BEEN THE

19:37FRAMEWORK THAT WE USE.

19:38COMING OUT WITH A TEAM DURING

19:41THE HOLIDAYS IN DECEMBER, WE MET

19:43WITH EVERY DEPARTMENT IN THE

19:47PIWAG AS WELL AS PURCHASING

19:48SEPARATELY.

19:49IDEA WAS TO ANALYZE EVERYTHING

19:51WE COULD GET OUR HANDS ON,

19:53WHETHER IT WAS A FORM THAT WAS

19:55PROCESSED, TOOLS AND TECHNOLOGY

19:56USED IN PLACE.

19:57WHEN WE WENT OUT TO THE

19:59DEPARTMENTS, WE WERE ASKING FOR

20:01SPECIFIC EXAMPLES AND GETTING A

20:05GRANULAR LEVEL OF DETAIL.

20:08KNOWING THAT WHEN IT COMES DOWN

20:10TO THINGS, CHANGING POLICY OR

20:13TECHNOLOGY OR JUST A PROCEDURE

20:15ISN'T GOING TO BE

20:17TRANSFORMATIONAL.

20:18IT'S GOING TO BE A COMBINATION

20:19AS WE GO THROUGH.

20:21POP THROUGH UPON FINISHING

20:23THAT, WE SWITCHED FROM THE

20:24CURRENT ENVIRONMENT VIEW TO HOW

20:26CAN WE DO THIS LOOKING FORWARD?

20:28WHEN IT CAME DOWN TO MEETING

20:30WITH INDIVIDUAL GROUPS, WE HEARD

20:32A LOT OF CHALLENGES.

20:34WE DOCUMENTED I THINK ACROSS THE

20:37SIX DEPARTMENTS, 72 UNIQUE

20:38CHALLENGES AND OPPORTUNITIES FOR

20:39CHANGE OR IMPROVEMENT.

20:40WITH THOSE, WE FOUND

20:43COMMONALITIES BETWEEN THE

20:44DIFFERENT DEPARTMENTS AND BOILED

20:46IT DOWN TO 25.

20:48THESE 25 CHALLENGES AND

20:48OPPORTUNITIES FOR IMPROVEMENT

20:49SERVE AS THE BASIS GOING FORWARD

20:52FOR WHAT WE LOOKED AT, HOW COULD

20:54WE IMPROVE THESE.

20:57LOOKING AND DEFINING WHAT THE

20:58NEXT PHASE OF PROCUREMENTS GOING

21:01TO LOOK LIKE, WE USE THOSE AS

21:04THE BASIS.

21:05WE MET WITH THIS GROUP.

21:08TO GET TO THE ACTION PLAN WE'RE

21:10GOING TO TALK ABOUT TODAY.

21:12IT'S ROOTED IN THE CHANGE THAT

21:14WE DISCUSSED DURING THAT FIRST

21:16WEEK.

21:17SOME OF THE ARTIFACTS OR REPORTS

21:19THAT WE CREATED ON OUR BEHALF.

21:22I'M NOT GOING TO GO THROUGH EACH

21:23AND EVERY ONE TO SAVE TIME HERE.

21:26WE DID DOCUMENT EVERYTHING IN

21:28THAT CURRENTLY ENVIRONMENT AND

21:30ASSESSMENT REPORT.

21:32THE CHALLENGES FROM THE

21:34DEPARTMENT'S PERSPECTIVE AS WELL

21:36AS PURCHASING'S PERSPECTIVE, AND

21:37THAT WAS THE BASIS FOR GOING

21:39FORWARD.

21:40WE LOOK AT THAT FUTURE STATE

21:42PLANNING MEMO.

21:43THIS IS TAKING A LOOK AT WE CAME

21:46UP WITH NINE DIFFERENT

21:49RECOMMENDATIONS FOR TAKING INTO

21:50CONSIDERATION IF THERE WAS

21:52NOTHING OFF THE TABLE, WHAT

21:53WOULD IT TAKE TO IMPROVE THE

21:55FUTURE STATE?

21:57IN THOSE -- AT THE SAME TIME, WE

22:00WENT OUT TO THE MARKET ON THE

22:02BOTTOM, YOU'LL SEE A PROCUREMENT

22:05TECHNOLOGY RFI RESEARCH SUMMARY.

22:08WE LOOKED AT SPECIFIC AREAS OF

22:11FUNCTIONALITY.

22:11WHEN YOU THINK ABOUT THE TOOLS

22:13AND TECHNOLOGIES USED, YOU

22:14THINK.

22:15ERP SYSTEM, IN THIS CHASE CHURCH

22:18IS COMMONLY REFERRED TO.

22:20AS WELL AS SOME OF THE OTHER

22:22MANUAL FORMS IN PLACE.

22:24AND WHEN YOU THINK ABOUT

22:28APPLICATIONS ABOVE AND BEYOND

22:30ERP FUNCTIONALITY, THAT'S WHAT

22:33WE TRIED TO TARGET.

22:35IT'S OFTEN ABOVE AND BEYOND WHAT

22:38THE CURRENT MARKET OFFERS.

22:42TARGET IMPLEMENT TIME LINESST

22:45COSTS AND WHAT FUTURES AND

22:47FUNCTIONALITY FOR A CONTRACT

22:50FIVE CYCLE MANAGEMENT SYSTEM.

22:53SO FOLKS WOULD HAVE AN IDEA OF

22:54WHAT THAT TECHNOLOGY COULD LOOK

22:56LIKE IN A FUTURE ENVIRONMENT.

22:58ALL OF THESE FACTORED INTO WHAT

23:00WE DID TO REALLY WORK ON

23:03PRIORITY TIEING THE FUTURE

23:04STATE.

23:05MENTIONING THAT FUTURE STATE

23:06PLANNING MEMO WITH BROKE THE

23:08NINE RECOMMENDATIONS AND GOT

23:10INTO WHAT WE CALL FOUR VISIONING

23:12SESSION THAT'S WERE LOOKING AT

23:13FOUR DIFFERENT DIRECTIONS FOR

23:15IMPROVEMENT FOR THE FUTURE STATE

23:17AND BOILING HOW WE CAN GET THE

23:19PRIORITIES TO GET THE ONES THAT

23:20THE CITY FOUND MOSH MOST BENEFI.

23:26WORKING TOGETHER TO MAKING SURE

23:28THEY'RE UNIFIED AND ALIGNED

23:32GOING FORWARD.

23:33WHEN LOOK AT FOUR INDIVIDUAL

23:35AREAS THAT WE HAVE, LOOKING AT

23:37THIS GRAPHIC, YOU HAVE IN FRONT

23:40OF YOU, THE FIRST ONE THAT CAME

23:42IS BUILDING PROCUREMENT

23:44CAPABILITY THROUGH TRAINING AND

23:46KNOWLEDGE MANAGEMENT.

23:48THIS IS THE NUMBER ONE PRIORITY,

23:51ATS THE VOICE FOR ALL OTHER

23:53CHANGE THAT COMES TO FOLLOW.

23:55ONE OF THE THINGS WE NOTICED WAS

23:59QUITE FRANKLY, WE WOULD HEAR WE

24:01DON'T KNOW WHAT WE'RE DOING.

24:02WE'RE NOT PROCUREMENT EXPERTS.

24:05WE KNEAD TOWE NEED TO GET OUR JD

24:10THIS IS WHAT'S IN THE WAY.

24:13FROM THE WORKING GROUP CHARGED

24:15US WITH GETTING AHEAD IN OUR

24:18WORK PLAN SAYING, CAN YOU HELP

24:21US?

24:22I'M HAPPY TO REPORT WE'RE

24:24ALREADY DEVELOPING AND HAVE

24:25DELIVERED SOME OF THIS TRAINING.

24:28IT'S BEING RELEASED TO

24:29DEPARTMENTS IN THIS MONTH.

24:31WE ARE AHEAD THERE.

24:33A BIG KEY PART OF THIS IS WHEN

24:37YOU START HEARING ABOUT LAWS AND

24:41THINGS THAT GO ABOVE PEOPLE'S

24:47HEAD.

24:48I'VE GOT A 13-YEAR OLD AT HOME,

24:50WHEN YOU THINK ABOUT THAT NEW

24:54WORKFORCE, THEY'RE RAISED ON A

24:57TIKTOK ENVIRONMENT.

24:59WHEN YOU HAND HIM A PROCUREMENT

25:01BOOK, THEY GO, I DON'T KNOW

25:02WHERE TO START.

25:04THEY GET PEOPLE TO THE POINT AND

25:06GET THEM THROUGH TO THEIR DAY

25:08JOBS.

25:10NEXT AREA, STRENGTHENING

25:14ACCOUNTABILITY.

25:15TRAINING ITSELF IS REALLY

25:18GETTING THE MONTHS IN FRONT OF

25:21THEM.

25:21WE'RE TALKING ABOUT OWNERSHIP IN

25:23TERMS.

25:24HANDOFF.

25:24AS A DEPARTMENT DO I UNDERSTAND

25:25WHAT MY RESPONSIBILITY IS FOR

25:27THIS PART OF THE PROCESS AND I

25:29HAND OFF?

25:31WE'RE TRYING TO CREATE

25:32GOVERNANCE AROUND THAT IN TERMS

25:34OF MAKING SURE FOLKS KNOW THIS

25:36IS WHAT'S ACCEPTABLE OF COMPLETE

25:38WORK SO WE'RE GETTING CONSISTENT

25:43QUALITY.

25:44WHEN WE TALK ABOUT CREATING

25:47VISIBILITY, ONE OF THE AREAS

25:49THAT CAME CAME UP, KEY PERFORM

25:54INDICATORS.

25:55IN TERMS OF WE STARTED HEARING

25:57FROM FOLKS ABOUT WHAT WAS

25:59IMPORTANT FOR MAYBE A SPECIFIC

26:00SITUATION.

26:01WE WANT TO MAKE SURE WHAT WE'RE

26:03HEARING WITH KPI IS GLOBAL.

26:09INITIALLY WHAT CAME UP WAS AN

26:12EMPHASIS ON INTERNAL TRANSITIONS

26:14TO MAKE SURE THAT WE'RE HOLDING

26:16EACH OTHER ACCOUNTABLE FOR

26:18INTERNAL TIME LINES AND WE'RE

26:19SPEEDING UP THE PROCESS FOR

26:21BEGINNING TO END IN A LOT OF

26:23THESE PROCUREMENT METHODS.

26:25THIS IS ONE AREA THAT WE'LL TALK

26:27MORE ABOUT HOW THIS IS GOING TO

26:29BE DEVELOPED AND WHERE FUTURE

26:30WORK WILL GO.

26:32THE LAST IS TO MODERNIZE OUR

26:36TECHNOLOGY THROUGH PRECISE

26:38STRATEGY.

26:39OFTEN TIMES WE THINK IF OUR

26:41SYSTEMS ARE BAD, REPLACING THE

26:44SYSTEM IS GOING TO CREATE A TON

26:47OF IMPROVEMENT.

26:49WE WANT TO BE SPECIFIC ABOUT

26:51WHAT TECHNOLOGY WE'RE LOOKING AT

26:53TO MAKE SURE IT'S NOT

26:54IMMEDIATELY OUTDATED BY A NEW

26:56SYSTEM THAT'S IMPLEMENTED,

26:58WHETHER IT'S ERPO SOMETHING

27:00ELSE.

27:00AND MAKE SURE THAT THE VALUE CAN

27:03BE REALIZED QUICKER.

27:06IT CAN TAKE AS LITTLE AS SIX

27:08MONTHS OR AS MUCH AS 18 TO 24

27:14MONTHS.

27:14SO AS WE LOOK AT FOUR DIFFERENT

27:17CAPABILITIES THAT WE MENTIONED,

27:20THIS PARTICULAR SLIDE TALKS

27:20ABOUT WHERE WE STARTED AND WHAT

27:22THE VALUE IS.

27:24I WANT TO FOCUS ON THAT AND I AM

27:26GOING TO HIGHLIGHT TWO AREAS.

27:32PALAPAULA HIGHLIGHTED.

27:33WHERE IT STARTED, THE WAY THIS

27:36WORKING GROUP HAS COME TOGETHER

27:37THE LAST YEAR TO BE ABLE TO

27:40BECOME ALIGNED ON TOPICS THAT

27:43WERE DIFFICULT TO DISCUSS AT

27:44FIRST AND WHERE THEY COME IS

27:46PROBABLY THE MOST EXCITING THING

27:48ABOUT THIS.

27:49WHEN IT COMES DOWN TO THE

27:53TURNING MATERIAL, A TWO HOUR

27:54WORK SHOVE

27:57SHOP THEY FELT WOULD BRING A

28:00DIRECT IMPACT TO THEM.

28:04I BELIEVE AT THIS POINT, WE'RE

28:07THREE OF THE WAY THROUGH AND

28:09HOPEFULLY AT THE END OF THE

28:12MONTH, FIVE.

28:13WHEN IT COMES DOWN TO THE BOTTOM

28:15ONE WITH THE MODERNIZING

28:19STRATEGICALLY, WE WANTED TO BUCK

28:22ABOUT INTEGRATED LOWER RISK

28:24MODERNIZATION.

28:24I HIGHLIGHTED THIS A LITTLE BIT

28:26PREVIOUSLY, BUT THE AREA THAT WE

28:27WANT TO MAKE SURE OF IS THE

28:30SYSTEMS THAT WE LOOKED AT ARE

28:34TYPICALLY AGNOSTIC TO THE ERP

28:37SYSTEM.

28:37IF YOU IMPLEMENTED A A LIFE CYCE

28:43TODAY, IF YOU CHANGE IT FIVE

28:45YEARS FROM NOW, TEN YEARS, IT

28:47CAN BE IN PLACE.

28:49THAT WAY WE CAN SEE REALIZATION

28:53ON INVESTMENT A LITTLE BIT

28:56QUICKER.

28:57SOME OF THE NUTS AND BOLTS IN

29:00TERMS OF THAT BUILDING

29:02PROCUREMENT CAPABILITY.

29:04I MENTIONED LIVING IN A TICK TOG

29:06WORLD.

29:08MAKE SURE FOLKS CAN UNDERSTAND.

29:14AS WE'RE TALKING DEPARTMENTS,

29:16THE LEVEL OF NEW STAFF WAS

29:18DIFFERENT ACROSS THE BOARD OF

29:19THES THAT WA ANOTHER CHARGE TO

29:21ASK, HOW CAN WE MAKE ONBOARDING

29:26CONSISTENT?

29:26WE BUILT OUTLINES SO PEOPLE

29:29RESPECT BUILDING THINGS OFF A

29:32DESKTOP.

29:32IN THIS DEPARTMENT I GO OFF

29:35THIS.

29:35THIS IS WHAT MY PEOPLE GET AND

29:37IT'S DIRT DIFFERENT IN DEPARTME.

29:43THIS IS -- I HIT ON IT PRETTY

29:45WELL.

29:45JUST THAT CONSTANT EVOLUTION

29:47THAT WE CAN SAY THAT AN

29:49IMPROVEMENT PROJECT WE'RE HOPE

29:50IS DONE IN 18 MONTHS.

29:52BUT THE GOAL IS CONTINUOUS

29:55IMPROVEMENT.

29:55IT'S GOING TO BE CONSTANTLY

29:57EVOLVING.

29:58THAT'S WHAT WE'RE TRYING TO GET

30:00TO THERE.

30:02WITH PHASE 3, IT'S NOT ONLY

30:06LEVERAGING THE TECHNOLOGY TO

30:07ACTUALLY DO THAT BUT WHAT IS

30:10MEANINGFUL TO THE ORGANIZATION

30:11AS A WHOLE.

30:13AND OVER THE NEXT FEW MONTHS,

30:15WE'RE GOING TO HONE IN ON SOME

30:17OF THESE AND WHAT OUR SYSTEMS IN

30:18PLACE AS WELL AS THE FUTURE

30:20SYSTEMS WE'RE LOOKING AT.

30:22WHAT CAN WE MEASURE?

30:27LASTLY, ON PHASE 4, YOU'LL

30:29NOTICE WHERE IT SAYS ASSESS ERP

30:32NEEDS AND TECHNOLOGY OPTIONS.

30:34I WON'T GO TOO FAR INTO THIS.

30:39WE WANT TO MAKE SURE THE

30:40INTEGRATION IS AS SEAMLESS AS IT

30:43CAN BE.

30:44AND SYSTEMS ARE READY FOR CHANGE

30:46AS WELL.

30:46IN TERMS OF DEFINING CLEAR

30:49REQUIREMENTS WITH NEEDS OF THAT

30:52NATURE.

30:55ININ TERMS OF AN OVERALL TIME

31:00LINE, I'M PRETTY SURE EVERYONE

31:01IN THIS ROOM HAS BEEN A PART OF

31:03SOME TIME OF IMPROVEMENT PLAN

31:05WHERE YOU'RE GIVEN A SERIES OF

31:07INSTRUCTION AND HERE'S HOW YOU

31:08CAN CREATE A BETTER FUTURE

31:10STATE.

31:11THE PLANS LOOKS REALLY GOOD AND

31:13IT JUST SITS THERE.

31:15WE TRY TO MAKE IT AS DYNAMIC AS

31:17WE CAN WHEN IT COMES TO

31:19FLEXIBILITY.

31:23AN OVERALL 18 MONTH PLAN, BUT

31:25THERE'S DIFFERENT WAYS THAT WE

31:26CAN INITIATIVE PARTS EARLIER.

31:28FOR EXAMPLE, THAT PHASE 4,

31:32TECHNOLOGY.

31:32AS THE ORGANIZATION IS READY TO

31:35IMPLEMENT DIFFERENT PORTIONS

31:36BASED ON WHETHER IT'S FUNDING OR

31:39STAFF CAPACITY TO TAKE ON THIS

31:41LEVEL OF CHANGE IT HAS THE

31:43CAPACITY TO TAKE THAT ON EARLIER

31:44IN THE PROJECT.

31:46AS WELL AS WE WANTED TO START

31:49WITH THAT TRAINING PORTION OF

31:50THE PRO PORTION FIRST BECAUSE IS

31:53UNDERWAY AND WE CAN FINE-TUNE IT

31:55AS WE GO.

31:57WE TOOK A NATURAL PROGRESS THAT

32:01ALLOWS FOR FLEXIBLE SEQUENCE.

32:05WE FELT THAT WAILINGS THAT WAS ,

32:08KNOWING THAT CITY PRIORITIES

32:11CHANGE ON ONGOING BASIS.

32:13AND WE WANT TO MAKE SURE WE'RE

32:15BUILT FOR THAT.

32:16AS WE GET TO THE CONCLUSION

32:19HERE, ONE OF THE THINGS THAT I

32:20WANTS TO THINK ABOUT,

32:22ORGANIZATIONAL CHANGE MANAGEMENT

32:24IS EXTREMELY CRITICAL IN EVERY

32:25THAT WE DO.

32:27TALK ABOUT ORGANIZATIONAL CHANGE

32:29MANAGEMENT, THE PEOPLE SIDE OF

32:32CHANGE.

32:32WHEN YOU TALK ABOUT A PROCESS

32:35THAT'S BEEN IN PLACE FOR 35

32:37YEARS, WE'VE HEARD THINGS LIKE

32:3935 YEARS OF BAD PRACTICE.

32:40I DON'T WANT TO SAY THAT.

32:4235 YEARS OF HABITS, AND YOU'RE

32:44TRYING TO UNDO THAT.

32:46SOME PEOPLE ARE SAYING YOU'RE

32:47GOING TO BE TAKING 18 MONTHS TO

32:49UNDO THAT.

32:50OTHER PEOPLE ARE SAYING, YOU CAN

32:52GET THAT DONE IN IT 18 MONTH.

32:56THAT'S OUR GOAL.

32:58THE PROGRESS FROM THE PIWG IS A

33:02GROUP, ON EVERY MEETING, WE

33:05DON'T ALWAYS AGREE AND WE HAVE

33:07HAD TO COME BACK TO THE TABLE.

33:09JUST THE PROCESS THAT WE'VE MADE

33:11IN THE LAST YEAR, I KNOW IN

33:14TERMS OF A ROAD MAP TO SUCCESS,

33:16WE'VE STARTED THE ACTION PLAN

33:18THAT WE'RE TALKING TODAY.

33:19SO WE'RE TALKING ABOUT

33:22INITIATIVES TO HAVE ONE DRIVING

33:25CHANGE, AND WE'RE WELL UNDERWAY.

33:28I HURRIED WITH TIME, BUT I'D

33:33LIKE TO OPEN IT UP FOR

33:35QUESTIONS.

33:35>>Chair Dos Santos-Tam:

33:36QUESTION?

33:38COUNCILMEMBER CORDERO DMOR THANK

33:41>>Councilmember Cordero:.

33:42THANK YOU AS WELL AS PAULA AND

33:48THE PERMITTED WORKING

33:50INTERACTION GROUP.

33:51IT'S SIX DEPARTMENTS OUT OF 19

33:53THAT WE HAVE RIGHT NOW, AND SO

33:56WHICH LEADS ME TO ASK, THERE ARE

33:59A LOT OF -- A FEW AGENCIES THAT

34:04ARE DIRECTED BY OTHER

34:05DEPARTMENTS AS WELL.

34:08AND WHAT METHODOLOGY ARE YOU

34:11PLANNING TO USE TO ADDRESS THAT?

34:15BECAUSE THERE'S DEPARTMENTS THAT

34:17DO THE DIRECT WORK AND

34:19CREDIBILITY PROCUREMENT WHILE

34:21OTHER ONES HAVE TO GO THROUGH

34:24TWO OTHER POSSIBLE CLIENT AGENCY

34:27OR CLIENT DEPARTMENTS TO DO

34:28THEIR PROCUREMENT WORK.

34:30SORRY, DOES THAT MAKE SENSE?

34:35>>Testifier: PERFECT SENSE.

34:36WE ENCOURAGE WITH EVERY

34:38DEPARTMENT AT THAT CURRENT

34:40ENVIRONMENT ASSESSMENT REPORT.

34:40THE WAY WE DID THAT, WE REACHED

34:44OUT THROUGH A VARIETY OF SURVEYS

34:46THAT TARGETED DIFFERENT GROUPS,

34:48AND THEY WERE ONE GROUP.

34:51WE FOCUSED ON THE PIWG

34:53DEPARTMENT.

34:54HOWEVER, I BELIEVE WE HAD 12

34:57VIRTUAL SESSIONS THAT INCLUDED

34:59THE OTHER DEPARTMENTS.

35:00WHETHER OR NOT WE HIT ALL 19,

35:03I'M NOT SURE THEY WERE ALL

35:04REPRESENTED BUT IT WAS CLOSE.

35:07THE RESPONSE, WE GO, AND WE'RE

35:09TALKING HUNDREDS OF RESPONSE,

35:11I'M HAPPY TO MAKE THAT AVAILABLE

35:14TO YOU.

35:15PAULA HAS ONE THING TO ADD.

35:17>>Councilmember Cordero: GO

35:20AHEAD.

35:20>>Testifier: I THINK WHAT

35:21YOU'RE TALKING ABOUT IS THAT

35:23DYNAMIC WITH PEOPLE THAT MAYBE

35:25NEED TO HAVE CONSTRUCTION DONE

35:26THAT HAVE TO GO THROUGH DDC OR

35:29SOMETHING LIKE THAT.

35:30>>Councilmember Cordero:

35:31EXACTLY WHAT I'M ASKING.

35:32I DIDN'T WANT TO PINPOINT A

35:34CERTAIN DEPARTMENT.

35:35>>Testifier: I THINK THAT WHAT

35:37IS SO CRITICAL AND WHAT IS VERY

35:39EXCITE BEING WHAT BARRY DUNN HAS

35:42DONE WITH THIS IS TO LOOK AT THE

35:44ENTIRE LIFE CYCLE.

35:46SO THAT'S EXACTLY WHY YOU HAVE

35:48TO KIND OF SPAN OUT A LITTLE BIT

35:50AND LOOK AT ALL THE THINGS THAT

35:53ARE HAPPENING WITHIN FROM THE

35:55TIME THE NEED IS IDENTIFIED.

35:56I AM A DEPARTMENT THAT NEEDS TO

35:59HAVE -- I DON'T KNOW, A SHELTER

36:01RECONSTRUCTED OR SOMETHING LIKE

36:03THAT.

36:04AND THAT'S WHAT'S HAPPENING

36:05EARLY IN THOSE PHASE.

36:08WE ARE LOOKING AT THOSE

36:11PROCESSES.

36:11WHAT ARE GETTING IN THE WAY AND

36:13LOOKING AT IMPROVING THOSE.

36:14IN A WAY, THAT ONE YEAR IS WHAT

36:18WE'RE WINDING UP NOW.

36:20AND IT'S ONE THING TO FOCUS ON

36:23THE PROCUREMENT PROCESS ITSELF,

36:25BUT ONCE WE DID THE SURVEYS,

36:29WHEN YOU SPAN OUT, IT IS THE

36:32LIFE CYCLE THAT HAS NUMEROUS

36:35AREAS THAT CAN CAUSE THE DELAYS

36:37AND FRUSTRATION.

36:41KIND OF THE BACK AND FORTH AND

36:43ANIMOSITY THAT SOMETIMES YOU

36:44GUYS SEE.

36:47THAT'S WHERE I THINK THIS HAS

36:48BEEN VERY HELPFUL.

36:49>>Councilmember Cordero: AND I

36:51UNDERSTAND, AS YOU MENTIONED,

36:53WHEN EVERYONE CAME CAME TOTAL,

36:59WONDERING HOW THEY CAN GET PAST

37:01THAT RUFFLES IN THE FEATHERS WAS

37:05PROBABLY THE BIGGEST OBSTACLE IN

37:07THE BEGINNING, I'M SURE.

37:11>>Testifier: I'M TURN THIS

37:12OVER TO DAVID.

37:13I THINK A THIRD-PARTY

37:16PERSPECTIVE --

37:17>>Councilmember Cordero:

37:18RIGHT.

37:18>>Testifier: I CAN GET

37:20COLORFUL FOR THIS ONE.

37:21WHEN WE WERE TO MEET WITH THOSE

37:25DEPARTMENTS, PEOPLE, THEY DON'T

37:26TREAT US LIKE AUDITORS.

37:30THEY TEND TO TO OPEN UP AND TELS

37:33EVERYTHING.

37:33WE'LL KEEP THEM NAMELESS BUT WE

37:35WOULD HEAR PEOPLE SAY, IT'S A

37:38FIRST IN, FIRST OUT METH METHOD.

37:41WE WANT TO GET TO THE TOP OF THE

37:44LINE.

37:45WHEN YOU HEAR IT THAT WAY, YOU

37:48GO, WHAT DOES THAT RESULT IN?

37:49A LOT OF BACK AND FORTH.

37:50HOW MUCH?

37:51A LOT CAME READY WITH, I GOT ANN

37:56E-MAIL ON THIS DATE AND THIS

37:57HAND ON THIS DATE AND SIX MONTHS

38:01LATER, WE'RE WAITING.

38:03AND THEY MAY HAVE FORGOTTEN A

38:07KEY DETAIL.

38:08WHEN THEY ASKED US TO BUILD OUR

38:11VERY FIRST TRAINING, WHAT'S

38:13SOMETHING THAT WE CAN DEMISTY

38:17FIE?

38:20BUILDING SPECIFICATION.

38:21WHEN WE MET WITH THE GROUPS, YOU

38:23SAW THOME GO, YEAH, WE WOULD

38:25LIKE THAT HELP.

38:27IF WE START TO GET THIS ON THE

38:29FRONT END, WE'RE GOING TO BE

38:31TURNING IN WORK ON THE FIRST TRY

38:33THAT'S NOT GOING TO REQUIRE MUCH

38:35WORK.

38:35THEY MAY NOT KNOW THAT THE

38:38MASTER PURCHASE AGREEMENTS ARE

38:40AVAILABLE, WHICH IS A TIME

38:42SAVINGS OUT OF THE GATE.

38:45PROVIDING ALL THE DEPARTMENTS --

38:47AND FOLKS LIKE TO SPEAK THROUGH

38:50SURVEYS BECAUSE THEY CAN HAVE A

38:51LITTLE BIT OF ANONYMITY.

38:54WE WENT TO SOME ROOMS WHERE

38:57THERE WERE 25, 26 PEOPLE AND WE

38:59WERE THERE FOUR HOURS.

39:01AND THEY ALL GOT TO SAY THEIR

39:04PIECE.

39:04THAT'S ALL HEARD IN THEIR VOICE

39:06IN THAT FIRST REPORT, TO BE ABLE

39:08TO BUILD GOING FORWARD.

39:10HAVING THAT GET THAT OUT TO SAY,

39:11THESE ARE THE CHALLENGES WE'RE

39:13EXPERIENCING FROM OUR END.

39:14WE HEAR YOU.

39:15WE WANT TO WORK TOGETHER.

39:18IT'S NOT AN US VERSUS THEM

39:21MENTALITY.

39:21THEY WANT TO GET THEIR JOBS DONE

39:23TO MOVE ON.

39:24THAT'S WHERE EVERYBODY'S AT.

39:26>>Councilmember Cordero: THANK

39:28YOU.

39:28THIS IS PROBABLY FURTHER DOWN

39:30THE LINE, BUT LOOKING AT A

39:33PROCESS WHERE AN AGENCY HAS TO

39:35POSSIBLY GO OUT FOR BID AGAIN OR

39:41PROCUREMENT PROCESS AGAIN, WERE

39:43YOU ABING TO DISCUSS THAT WITH

39:46THE PWIG?

39:48JUST FOR CLARIFICATION, WE HAD A

39:51PRESENTATION FROM A DEPARTMENT

39:54IN MY INFRASTRUCTURE

39:55TRANSPORTATION AND TECHNOLOGY

39:56COMMITTEE AND SO IT CAME UP.

39:59BUT I DO SEE LESS REBIDS AND

40:03REPROCUREMENTS THAN I DID OVER

40:05THE LAST 14 YEARS.

40:08IN THE BEGINNING OF 2012, IT'S

40:14BETTER NOW.

40:15HAS THAT BEEN ADDRESSED IN THIS

40:17WORKING GROUP?

40:18>>Testifier: DEFINITELY.

40:19I THINK IT GOES BACK TO THE

40:22NUMBER ONE PRIORITY.

40:23IT'S TRAINING.

40:25AND SO WHAT WE'VE SEEN IS THIS

40:29WAY OF THE VETERAN DEPARTMENT

40:31STAFF WHO ARE RETIRING AND NO

40:34LONGER HERE.

40:35WHO HAD TO DRILL DOWN, WHO KNEW

40:38HOW TO DEVELOP SPIEFICATIONS FOR

40:41A SCOPE OF WORK THAT TAKES WHAT

40:44IT NEEDS.

40:45WHEN YOU WANT TO BUY A PENCIL,

40:49DESCRIBE IT WITHOUT SAYING, I

40:51WANT TO BUY A PENCIL.

40:53THAT IS WHERE THE EXPERTISE, A

40:57LOT HAS BEEN LOST.

40:58HAVING THAT TRAINING THAT

40:59FOCUSES ON -- THAT'S WHY NUMBER

41:02ONE WAS HOW DO I DEVELOP

41:06SPECIFICATION IN A SCOPE OF

41:08WORK.

41:09WHAT WOULD COME ACROSS IS

41:11SOMETHING THAT IS NOT

41:13MARKETABLE.

41:13WE PUT IT OUT TO THE MARKET,

41:16THEY DON'T KNOW HOW TO BID ON

41:19IT.

41:19OR WE GET BACK ADDENDUM AFTER

41:23ADDENDUM ASKING US, WHAT DO YOU

41:26WANT?

41:26WHAT DO YOU NEED?

41:27THAT WAS OUR FIRST TRAINING

41:29BECAUSE WE WANT TO MAKE SURE

41:32THAT'S THEIR RESPONSIBILITY OF

41:34THE IN THAT FLOWCHART THAT I

41:35GAVE TO YOU THEY'RE THE SUBJECT

41:38MATTER EXPERTS.

41:39THEY KNOW WHAT THEY NEED.

41:41BRIDGING THAT HURDLE AND HAVING

41:43YOU ARTICULATE THAT TO WHERE THE

41:46MARKET CAN RESPOND AND GIVE YOU

41:49GOOD PRICING.

41:50WE WANT TO BE ABLE TO DO THE

41:52TRAINING AND ONE-STOP SHOP TO

41:54GIVE THEM THE CAPABILITY NOW TO

41:57BE ABLE TO DO THAT.

41:58IT WAS DEFINITELY THIS WHOLE

42:00PROCESS HAS BEEN A HMMBLING

42:05EXPERIENCE.

42:05HOW CAN WE START WORKING

42:08TOGETHER AND STOP COVERING OUR

42:12OKOLES?

42:13THE GETING US NOWHERE.

42:15THIS IS WHERE I THINK WE START,

42:18IS THE BASICS.

42:20SOME OF OUR TRAININGS ON THE

42:23SMALL PURCHASE, LESS THAN FIVE

42:28MINUTE.

42:29NO STATUTES NO JAR GIN.

42:33OUR GOAL IS HELP GET THOSE TOOLS

42:36TO WHERE THEY CAN ARTICULATE

42:37THAT AND NOT HAVE TO GO OUT TO

42:40BID SO MANY TIMES.

42:42A LOT OF TIMES THAT'S WHAT WE'LL

42:44SEE.

42:44MARKET HAS NO IDEA WHAT THEY

42:46WANT TO PRICE.

42:48OR THAT'S NOT HOW THE MARKET

42:50PRICES THEIR WORK.

42:51THIS IS WHERE THE TRAINING AND

42:53ALL OF THAT IS GOING TO COME

42:56INTO PLAY.

42:56>>Councilmember Cordero: THANK

42:57YOUFUL ONE THANK

42:59>>Councilmember Cordero: ONE

43:01THIRD QUESTION.

43:04IS TIME LINE IMPLEMENTATION FOR

43:07FUTURE ENVIRONMENT THE SAME AS

43:11DETERMINING THE DIFFERENT

43:13APPLICATION METHODOLOGIES?

43:16>>Testifier: SO THE RFI, IT'S

43:20SIMILAR.

43:22WE ACTUALLY DISCUSS ONE OTHER

43:24PIECE OF TECHNOLOGY THAT MAY BE

43:26IMPORTANT TO LOOK AT.

43:29CONTRACT LIFE CYCLE MANAGEMENT

43:31AND E PROCUREMENT SYSTEM.

43:36IF WE WERE TO LOOK AT KEY

43:38PERFORMANCE INDICATERS THAT WERE

43:42INTERNAL, HOW WOULD WE DO THAT?

43:45WOULD WE USE A SHARE GOOGLE

43:46SHEET?

43:48WE'VE SEB SUCCESS WITH WHAT THEY

43:50CALL BUSINESS PROCESS MANAGEMENT

43:52THAT ARE ALSO SIMILAR IN NATURE

43:55TO AN ERP SYSTEM THAT WOULD

43:56ALLOW YOU TO CATCH SOME OF THOSE

44:00INTERNAL ANDOFFS AND THINGS YOU

44:02WANTED TO MEASURE.

44:03THAT WOULD BE ONE THAT'S

44:06ADDITIONAL, AS WELL AS ERP WAS

44:08NOT CONSIDERED.

44:09ON ONE OF THE SLIDES, ERP SIDE,

44:13AS YOU'RE GOING THROUGH THE

44:14NEEDS ASSESSMENT.

44:16WHAT TRADITIONAL ERP OFFERS TO

44:20MAKE SURE YOU'RE NOT LOOKING AT

44:22SOMETHING THAT COULD BE REPLACED

44:26OR COMPLEMENTS 2 IT IT WELL IN E

44:30FUTURE.

44:30>>Testifier: SO IN THE

44:31CONTRACT WITH BARRY DUNN, THE

44:35REASON WE PUT THE RFI, AND THEY

44:37ISSUE THE THAT ON OUR BEHALF.

44:39SEE WHAT WAS OUT THERE, TO OFFER

44:43THE THINGS THAT WERE GOING TO

44:44ADDRESS THE DEPARTMENT'S

44:47CONCERNS.

44:47TRANSPARENCY AND WHERE WE ARE IN

44:49PROCESS.

44:50WE ALSO WANTED TO GET INITIAL

44:52PRICING.

44:53IF WE WERE GOING TO ENTERTAIN

44:54THOSE SYSTEMS, HOW MUCH WAS THAT

44:56GOING TO COST US?

44:59BUDGETING AND ALL THOSE OTHER

44:59THINGS.

45:02THINGS WE'RE TRYING TO LIVE BY

45:04WHAT WE'RE PREACHING.

45:06SO THAT'S WHERE THAT RFI CAME

45:10INTO PLAY.

45:10>>Councilmember Cordero:

45:11MAHALO.

45:11THANK FOR THAT.

45:13AND MAHALO, CHAIR, FOR ALLOWING

45:14ME TO ASK A FEW QUESTIONS.

45:15>>Chair Dos Santos-Tam: THANK

45:16YOU.

45:17COUNCILMEMBER WEYER.

45:18>>Councilmember Weyer: THANK

45:19YOU.

45:19MAHALO FOR THE PRESENTATION.

45:21IT'S EXCITING.

45:23I THINK THIS MIGHT BE A PUBLIC

45:27QUESTION.

45:28TEN POSITIONS, THOSE WERE JULY 1

45:32POSITIONS?

45:32>>Testifier: YES.

45:34WE WERE GIVEN AUTHORITY TO

45:38PURSUE THOSE POSITIONS IN --

45:40LAST YEAR.

45:43FY 25 -- SORRY, 26.

45:45LAST YEAR, AS SOON AS WE GOT OUR

45:47BUDGET, WE DUG IN AND PUT OUR

45:51TOP PRIORITY ON GOING OUT AND

45:53GETTING PEOPLE IN THOSE

45:56POSITIONS.

45:59YES.

45:59>>Councilmember Weyer: I'M

46:01CURIOUS, WHAT DO YOU THINK MAY

46:03FILL IN THOSE POSITIONS

46:05SUCCESSFUL?

46:06ARE THERE CERTAIN FACTORS?

46:08WE COULD LEARN FROM?

46:10>>Testifier: SO I THINK WHAT

46:12MADE IT A LITTLE BIT EASIER IS

46:15THAT WE KNEW WE WERE GOING TO

46:17HAVE TO HIRE AT THE LOWEST

46:19LEVEL.

46:20AND SO THAT'S GOING TO BE LIKE

46:21OUR SR 16.

46:25AND SO WHAT WE DID WAS WE WENT

46:27OUT WITH A NOTICE ALMOST

46:30IMMEDIATELY TO TRY TO GET

46:32CANDIDATES IN.

46:34I KNOW THAT WE WENT THROUGH

46:37DHR'S ONE DAY HIRING PROCESS.

46:39OUR POOR STAFF -- AND WE MADE

46:41THIS OUR HIGHEST PRIORITY.

46:45SO WE COMMITTED TO GET IT DONE.

46:47AND SO I THINK WE HAD HIRED MOST

46:50OF THEM BY MATCH MARCH OF THIS R

46:55AFTER GETTING THE BUDGET AND

46:56DOING ALL OF THAT.

46:58AGAIN, I THINK IT WAS -- IT'S

47:00EASY TO HIRE AT THAT VERY LOW

47:04LEVEL.

47:05THEY NEED A COLLEGE DEGREE AND

47:09SO WE AGAIN WE HAD MANY, MANY

47:13APPLICANTS THAT WE HAD TO GO

47:16THROUGH.

47:16I DON'T THINK WE'RE MUCH MORE

47:19MAGIC THAN THAT.

47:20>>Councilmember Weyer:

47:20APPRECIATE THAT.

47:22AND I WAS CURIOUS, IN TERMS OF

47:25THE MASTER AGREEMENTS WHAT WERE

47:28THE BIGGEST?

47:30>>Testifier: I'M SO GLAD YOU

47:32ASKED.

47:33SO WE DID A PILOT PROGRAM WITH

47:35THE DEPARTMENT OF DESIGN AND

47:37CONSTRUCTION CIVIL DIVISION, AND

47:38SO ONE OF THE THINGS THEY WANTED

47:40TO DO WAS TO HAVE ON TAP FOR THE

47:44PROFESSIONAL SERVICES THAT WERE

47:46GOING TO SUPPORT THEIR BRIDGE

47:48INSPECTION PROGRAMS.

47:49A LOT OF THEIR STRUCTURAL

47:52ENGINEERS, CONSTRUCTION

47:54MANAGERS.

47:54THEY WANTED TO HAVE A ROBUST

47:59SELECTION.

47:59INSTEAD OF DOING THE ONE-OFF

48:02MASTER AGREEMENT.

48:04YOU'RE THE STRUCTURAL ENGINEER,

48:08FOR EACH OF THE NEEDS WE DID A

48:12MULTIAWASHED FOR AWARD FOR EACH.

48:15RESULTED IN FIVE MASTER

48:18AGREEMENTS TO FIVE DIFFERENT

48:21CONTRACTORS.

48:21USUALLY CONTRACTS WERE 4REU78ED

48:24TO 4REU78

48:25THE -- LIMITED TO TWO YEARS BUT

48:27WE OPENED TO TO FIVE YEARS.

48:29FOUR DIFFERENT CONTRACTS FOR

48:31FOUR DIFFERENT NEEDS WITH FIVE

48:36UNDER EACH.

48:38THEY DO NOT NEED TO COME BACK TO

48:41THE PROCUREMENT DEPARTMENT FOR

48:42ANY OF THE SERVICES.

48:44THEY ISSUE THOSE DELIVERY ORDERS

48:46THEMSELVES.

48:47THEY DON'T HAVE TO GO THROUGH

48:48PROCUREMENT WORK FLOW INTO UNTIE

48:53CONTRACT EXPIRES.

48:55I TALKED TO TIM A COUPLE WEEKS

48:58AGO.

48:58WE GOT THAT DONE.

49:01NEXT FISCAL YEAR, LET'S DO

49:03ANOTHER GROUND BECAUSE HE

49:05DOESN'T WANT TO SEE OVERLAP.

49:07WE'RE PLANNING FOR THE FUTURE TO

49:10WHERE THERE'S NOT GOING TO BE AN

49:12OVERLAP, A GAP TIME WHERE WE

49:13HAVE TO GO THROUGH ANOTHER

49:16SOLICITATION RIGHT ON THE EDGE,

49:20UBING

49:22EDGE -- RUBBING UP AGAINST THAT

49:24DEAD LINE.

49:26THAT WAS THE BIGGEST WIN WITH

49:28THE MASTER AGREEMENTS.

49:30OTHERS WERE ENGAGING MORE WITH

49:33THE STATE PROCUREMENT OFFICIAL

49:35AND NATIONAL AGREEMENTS.

49:36WE ARE PART OF A WASHINGTON

49:38STATE COOPERATIVE AGREEMENT NOW,

49:40WHERE IT ALLOWS US TO BUY BUSES

49:43AND HANDI-VANS FROM THAT

49:46NATIONAL AGREEMENT THAT IS GOING

49:47TO DO OPEN UP A WORLD OF

49:49OPPORTUNITY FOR DTS IN THE

49:51FUTURE.

49:52SO THAT ONE IS A BIG ONE, AND WE

49:54ALSO HAD NEVER PLAYED WITH THE

49:56STATE PROCUREMENT OFFICE, AND

49:59KIND OF PUSHED THEM TO ENGAGE

50:02FOR THE PRIOR APPARATUS AND

50:06PRIOR TRUBS AND -- TRUCKS AND TS

50:09OF THAT NATURE.

50:15SO HFD REALLY, REALLY WANTED

50:17THAT, AND SO WE'RE GOING TO BE

50:18PART OF THAT MASTER AGREEMENT,

50:22MOTED JUST --

50:24234089

50:26NOT JUST FOR US BUT STATEWIDE.

50:30ONE, TAKING CARE OF OURSELVES

50:31AND OPENING UP AND BEING WILLING

50:33TO PLAY WITH OTHER PLAYERS OUT

50:38THERE THAT ARE STATE AS WELL AS

50:42NATIONAL COOPERATIVES.

50:42>>Councilmember Weyer: THAT'S

50:44EXCITING.

50:44>>Testifier: IT IS.

50:45IT'S A FORCE MULTIPLIER.

50:49IT FEEDS UPON ITSELF AND TAKES A

50:52LOT OF TRANS ACTIONSES OFF OUR

50:56WORKLOAD.

50:57ISSUE THOME THEM WHEN THEY HAVE.

51:02>>Councilmember Weyer: IF WE

51:03STARTED TO SEE THE SPEEDING UP.

51:06OVER TIME, I'LL SURE IT WILL

51:08IMPROVE MORE.

51:12MAHALO.

51:13THANK YOU, CHAIR.

51:14>>Chair Dos Santos-Tam: THANK

51:15YOU.

51:15COUNCILMEMBER NISHIMOTO, ANY

51:18QUESTIONS?

51:20COUNCILMEMBER WEYER?

51:27IN CORDERO.

51:28MY THINGS ARE COVERED.

51:31SENSING THERE'S NO OTHER

51:33QUESTIONS, ANY CLOSING OR

51:36CONCLUDING STATEMENTS.

51:36>>Testifier: ONE THING I WOULD

51:38SAY THAT WE DO THIS TYPE OF WORO

51:44MAYORS YESTERDAY, THIS IS WHAT

51:48WE'VE CHOSE CHOSEN TO DO THIS W.

51:52WE GET TO PARTNER WITH ALL

51:54DIFFERENT STAKEHOLDERS IN THE

51:55ORGANIZATION, AND WE'VE HAD

51:58GREAT PARTICIPATION FROM THE

52:003R-67ING GROUP AND ALL THE

52:02DEPARTMENTS WE WORKED WITH.

52:02THANK YOU.

52:04IT'S BEEN A PLEASURE THUS FAR.

52:06THANK YOU VERY MUCH.

52:07>>Chair Dos Santos-Tam: OKAY.

52:08THANK YOU.

52:11AT THIS TIME WE'LL OPEN IT TO

52:13TESTIMONY.

52:14CLERKS, ANY REGISTERED OR

52:15STANDING BY IN THE CHAMBER OR

52:17ONLINE?

52:19>>Clerk: REGISTERED TESTIFIERS

52:20IS NOT LOGGED ON.

52:21>>Chair Dos Santos-Tam: THAT

52:22BEING THATION, THE CASE, WE'RE N

52:26DISCUSSION.

52:27MEMBERS, WE'RE IN DISCUSSION.

52:31SEEING NONE, THERE BEING NO

52:33FURTHER BUSINESS, THIS MEETING

52:35IS ADJOURNED.

52:38IT'S 3:23.

52:39THANKS, EVERYONE.