At its March 28, 2025, meeting the San Antonio Audit Committee received a pre-solicitation briefing for a competitive sealed proposal to construct a South Polaris Police substation in District 3. The meeting caption listed an estimated total value of $17,004,879; the Public Works presenter rounded the construction estimate to $17,000,000 and said the project’s estimated construction time is 425 days.

The briefing matters because the project is funded through the city's 2022 bond program, will replace aging substations and sets procurement rules and scoring that affect which firms can compete. Committee members emphasized compliance with campaign contribution restrictions and community involvement on evaluation panels.

Razi Hosseini, director of the Public Works Department, presented the pre-solicitation materials. He said the solicitation will be advertised through the city's normal methods and described a proposed evaluation and voting committee that would include representatives from the city manager's office, Public Works, San Antonio Police Department and BESD. Hosseini described scoring criteria that were listed in the procurement materials as: 30 points for firm experience/background and key personnel, 20 points for the project management plan, 15 points for experience with the San Antonio region and past performance, 15 points for pricing, and 10 points each for SBE and MWBE prime contractors.

Hosseini described the release and milestone schedule included in the briefing: the solicitation release is planned for April 4, 2025; a presubmittal conference was scheduled for April 17, 2025; proposals are due May 23, 2025; Public Works and procurement were to return to the audit committee in February (as stated in the presentation); and council approval was projected for September. Hosseini also said the project is funded by the 2022 bond program and that the contract is new.

Committee members and staff discussed the procurement's campaign contribution blackout period and community representation on evaluation committees. Chair Villagran clarified the blackout rule as presented: "That is for candidates and sitting council members." Committee staff clarified the blackout window begins 10 business days after solicitation release and extends through 30 calendar days following council approval. Councilman Courage asked how community members for evaluation panels are selected; staff said selection depends on the nature of the project (for example, a bike project would involve the bike community; a drainage project might involve a stormwater committee).

Committee members also discussed the substation's design role as a model for future city buildings; Chair Villagran compared the new site with the two-story St. Mary's substation and noted the South Polaris facility will be single-story.

No formal motion or committee vote on the solicitation release or award was recorded in the transcript for this item. Staff indicated the procurement will follow the timeline given and will return to committee and council as stated.

Details provided in the briefing that were recorded in the transcript include the estimated construction duration (425 days), the listed procurement scoring breakdown and the procurement schedule (release 04/04/2025; presubmittal 04/17/2025; proposals due 05/23/2025; return to committee in February; council approval in September). The presentation also noted the project will be advertised through the city's standard procurement channels and that goal-setting for participation (SBE/MWBE) will be conducted by a committee that includes Neighborhood and Housing Services, Economic Development, Public Works, Finance and one citizen representative.

Next steps described by staff: release the solicitation as scheduled and hold the pre-submittal conference; staff will return to the committee per the timeline in the procurement schedule.