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NOTICE OF A PUBLIC MEETING                            AN AGENDA OF A REGULAR MEETING OF THE CITY COUNCIL                  ...
designation of the position of Corporation Secretary from the City Clerk of the City to a City staff             member as...
Residential (RS-1) to Office Warehouse (OW) District; PROVIDING FOR SEVERABILITY AND             PROVIDING A PENALTY      ...
18. Discussion and consideration to rename 50th Street and any action in connection thereto             (Requested by Coun...
RADAR LIST - PENDING/FUTURE AGENDA ITEMS       Item                                            Department                 ...
CITY COUNCIL MINUTE RECORDThe City of San Angelo                                                                          ...
Page 54                                                                                                MinutesVol. 103    ...
Minutes                                                                                            Page 55October 4, 2011 ...
Page 56                                                                                               MinutesVol. 103     ...
Minutes                                                                                               Page 57October 4, 20...
Page 58                                                                                             MinutesVol. 103       ...
Minutes                                                                                               Page 59October 4, 20...
Page 60                                                 MinutesVol. 103                                         October 4,...
City of San AngeloMemo        Date:             October 4, 2011        To:               Councilmembers        From:      ...
CITY OF SAN ANGELO                                    BID TABULATION * RFB NO: VM-13-11/Police Vehicle IT Equipment * Sept...
CITY OF SAN ANGELO                                    BID TABULATION * RFB NO: VM-13-11/Police Vehicle IT Equipment * Sept...
City of San AngeloMemo        Date:             September 29, 2011        To:               Councilmembers        From:   ...
City of San AngeloMemo        Date:             September 29, 2011        To:               Councilmembers        From:   ...
CITY OF SAN ANGELO                                    BID TABULATION * RFB NO: WU-14-11/ 2011 Electrical Conductors* Octob...
ber 5, 2011tes Electrical           Elliott Electric                  Unit Price per Extended Price        Foot      Exten...
City of San AngeloMemo Date:                 October 14, 2011 To:                   Mayor and Councilmembers From:        ...
City of San AngeloMemo Date:                October 14, 2011 To:                  Mayor and Councilmembers From:          ...
A RESOLUTION OF THE CITY OF SAN ANGELO, TEXAS ACCEPTING A WIC         GRANT FOR THE YEAR 2011/2012 TO PROVIDE CERTAIN SERV...
From:                      Walk,Bill (DSHS) [Bill.Walk@dshs.state.tx.us]  Sent:                      Monday, September 26,...
Page 1 of 1From:                              Walk,Bill (DSHS) [Bill.Walk@dshs.state.tx.us]Sent:                          ...
Memorandum#11-108TO:            WIC Regional Directors               WIC Local Agency DirectorsFROM:          Mike Montgom...
DEPARTMENT OF STATE HEALTH SERVICESThis contract, number 2012-039997 (Contract), is entered into by and between the Depart...
7. Conflicting Terms. In the event of conflicting terms among the documents forming thisContract, the order of control is ...
By signing below, the Parties acknowledge that they have read the Contract and agree to itsterms, and that the persons who...
TEXAS DEPARTMENT OF STATE HEALTH SERVICES                              CERTIFICATION REGARDING LOBBYING       CERTIFICATIO...
CONTRACT NO. 2012-039997                             PROGRAM ATTACHMENT NO.001                                 PURCHASE OR...
G.   Submit the following reports/plans by the due date:        1. Monthly Incentive Funding Summary Report by the 15th da...
O.   Review the immunization records of WIC Program applicants/participants to ensure that     immunizations are current. ...
Contractor shall comply with all applicable federal and state laws, rules, regulations, standards,and guidelines in effect...
4) 98% of participants who indicate during the enrollment process for the DSHS WIC      Program that they have no source o...
federal financial assistance from FNS; and hereby gives assurance that it shall      immediately take measures necessary t...
derived does not exceed Contractor’s total assigned caseload within any given month.Surplus funds (the amount by which max...
breastfeeding promotion is not being provided by Contractor, or Contractor is not              complying with the provisio...
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
City Council October 18, 2011 Agenda Packet
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City Council October 18, 2011 Agenda Packet

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City Council October 18, 2011 Agenda Packet

  1. 1. NOTICE OF A PUBLIC MEETING AN AGENDA OF A REGULAR MEETING OF THE CITY COUNCIL THE CITY OF SAN ANGELO, TEXAS 9:00 A.M. - Tuesday, October 18, 2011 McNease Convention Center, South Meeting Room 500 Rio Concho DriveTHE MCNEASE CONVENTION CENTER IS ACCESSIBLE TO PERSONS WITH DISABILITIES.ACCESSIBLE ENTRIES AND SPECIALLY MARKED PARKING SPACES ARE AVAILABLE AT BOTHMAIN ENTRANCES AT SURBER DRIVE AND RIO CONCHO DRIVE. IF ADDITIONAL ASSISTANCEIS NEEDED TO OBSERVE OR COMMENT, PLEASE NOTIFY THE OFFICE OF THE CITY CLERK,ROOM 202, CITY HALL, 657-4405, AT LEAST 24 HOURS PRIOR TO THE MEETING.City Council meetings are broadcast on Channel 17-Government Access at 10:30 A.M. and 7:00 P.M. everyday for two weeks beginning on the Thursday after each meeting. As a courtesy to those in attendance, please place your cell phone on “Silent” or “Vibrate” Thank You!I. OPEN SESSION (9:00 A.M.) A. Call to Order B. Prayer and Pledge "Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible.” C. Public Comment The Council takes public comment on all items in the Regular Agenda. Public input on a Regular Agenda item will be taken at its appropriate discussion. Public input on an item not on the Agenda or Consent Agenda may be identified and requested for consideration by the Council at this time. The Council may request an item to be placed on a future agenda, or for a Consent Agenda item, to be moved to the Regular Agenda for public comment.II. CONSENT AGENDA 1. Consideration of approving the October 4, 2011 City Council Regular meeting minutes 2. Consideration of awarding bid(s) and authorizing the City Manager or his designee to execute any necessary related documents: a. VM-13-11: Police Information Technology Equipment, Visual Pro 360 (Tempe, AZ), $100,00.00 b. VM-20-11: Pneumatic Roller, via Buyboard/Yellowhouse Machinery (San Angelo, TX), $68,528.00 c. VM-21-11: Valve Maintenance Machine, via Buyboard/E.H. Wachs (Harvard, IL), $53,745.00 d. WU-14-11: Electrical Conductors Generator and Electrical Supply, Elliott Electric Supply (San Angelo, TX), $104,896.71 3. Consideration of adopting a Resolution accepting a WIC Grant for the year 2011/2012 to provide certain services for the WIC Program; authorizing the City Manager to negotiate and execute a contract therefore with the Texas Department of State Health Services, for an award of $457,305.00, for the first six months of the fiscal year; authorizing the City Manager to negotiate and execute such other contracts or addendums for grant funding for the remainder of the fiscal year, and any related documents 4. Consideration of approving a recommendation by the City of San Angelo Development Corporation (COSADC) to amend Article III, Section 2, subparagraph B of the COSADC Bylaws to change theCity Council Agenda Page 1 of 5 October 18, 2011
  2. 2. designation of the position of Corporation Secretary from the City Clerk of the City to a City staff member assigned to the COSADC Board 5. Consideration and approval of awarding new construction bid to Trademark Homes in the amount of $90,853.00 and allowing City Manager to execute related documents 6. Consideration of adopting a Resolution authorizing the City Manager to accept the 2011/2012 U.S. Department of Housing and Urban Development (HUD) Community Development Block Grant (CDBG) in the sum of $808,977.00, and Home Investment Partnerships Project Grant in the sum of $402,019.00, to carry out projects identified in the program year 2011 Annual Action Plan; and, authorizing the City Manager or his designee to execute funding agreements for each grant and related documents 7. Consideration of authorizing the establishment of a designated revenue and expenditure account to accept donations and make expenditures for lights for the skate park at Kirby Community Park 8. Consideration of approving variances to the City Code for the San Angelo Stock Show and Rodeo’s Santa Fe Trail Ride to camp overnight on February 16, 2012, in Mary Lee Park at Lake Nasworthy 9. Consideration of authorizing the City Manager or his designee to execute Supplemental Lease Agreement No. 1 to lease No. DTFASW-07-l-00020 with the Federal Aviation Administration Airport Traffic Control Tower extending the lease through 9/30/2016 and increasing the rental rates 10. Consideration of adopting a Resolution approving the application for and accepting the U.S. Department of Transportation Small Community Air Service Development Program Grant estimated at $594,000, including $94,000 in matching funds and in kind contributions, for air service development at the San Angelo Regional Airport-Mathis Field; authorizing the City Manager or his designee to negotiate and execute a grant agreement therefore and related documents; and, providing an effective date 11. Consideration of accepting the Department of Justice 2011 Bulletproof Vest Partnership Grant in the amount of $9,264.90 and authorizing the City Manager or his designee to execute any necessary documents 12. Consideration of adopting a Resolution authorizing the City Manager to accept the FY 2011 Emergency Management Performance Grant (EMPG) program grant award #11 TX-EMPG-0885 in the amount of $71,358.35 on behalf of the City of San Angelo; and committing to accept and comply with all the requirements in the grant terms and conditions, and authorizing the City Manager to execute the grant acceptance and other related documents 13. Consideration of adopting a Resolution designating and authorizing the City Manager or his designee to approve the acquisition and execute all contracts and other legal instruments necessary or convenient to acquire the easements across parcels of real property required for the Hickory Water Supply Project; and authorizing initiation of eminent domain proceedings pursuant to law, if necessary 14. Second Hearing and consideration of adoption of an Ordinance amending Chapter 12, Exhibit “A” (Zoning Ordinance) of the Code of Ordinances, City of San Angelo Z 11-18: Michael Pittman AN ORDINANCE AMENDING CHAPTER 12, EXHIBIT “A” OF THE CODE OF ORDINANCES, CITY OF SAN ANGELO, TEXAS, WHICH SAID EXHIBIT “A” OF CHAPTER 12 ADOPTS ZONING REGULATIONS, USE DISTRICTS AND A ZONING MAP, IN ACCORDANCE WITH A COMPREHENSIVE PLAN, BY CHANGING THE ZONING AND CLASSIFICATION OF THE FOLLOWING PROPERTY, TO WIT: 428 Montague Avenue, at the southeast intersection of Ellis Street and Montague Avenue, encompassing two tracts approximately 1.861 and 2.79 acres respectively, and specifically occupying Abstract Number 1854, Survey 0326 of the G. Shubitz subdivision, in northeastern San Angelo, changing the zoning classification from Single FamilyCity Council Agenda Page 2 of 5 October 18, 2011
  3. 3. Residential (RS-1) to Office Warehouse (OW) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY 15. Second Hearing and consideration of adoption of an Ordinance amending Chapter 12, Exhibit “A” (Zoning Ordinance) of the Code of Ordinances, City of San Angelo Z 11-12: Mike Carter AN ORDINANCE AMENDING CHAPTER 12, EXHIBIT “A” OF THE CODE OF ORDINANCES, CITY OF SAN ANGELO, TEXAS, WHICH SAID EXHIBIT “A” OF CHAPTER 12 ADOPTS ZONING REGULATIONS, USE DISTRICTS AND A ZONING MAP, IN ACCORDANCE WITH A COMPREHENSIVE PLAN, BY CHANGING THE ZONING AND CLASSIFICATION OF THE FOLLOWING PROPERTY, TO WIT: 4003 N. Chadbourne Street, located west of the intersection of East 40th Street, N. Chadbourne Street, and Grape Creek Road, specifically 3.18 acres out of A & M G RR CO survey, changing the zoning classification from CG/CH (General Commercial/Heavy Commercial) and R&E (Ranch & Estate) to CG (General Commercial); PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY 16. Second Hearing and consideration of adoption of an Ordinance authorizing abandonment of an alley in Fairview Addition, Block 50 AN ORDINANCE PROVIDING FOR THE ABANDONMENT AND CLOSING OF THE FOLLOWING ALLEY SEGMENT, TO WIT: a 20’ x 330’ alley right-of-way extending from North Archer Street to North Bell Street in Block 50 of the Fairview Addition, running parallel to and south of East Houston Harte Expressway in northeastern San Angelo; AUTHORIZING THE CONVEYANCE THEREOF TO THE ABUTTING PROPERTY OWNERS; PROVIDING FOR THE TERMS AND CONDITIONS OF ABANDONMENT AND CONVEYANCE; AND PROVIDING FOR THE MAYOR TO EXECUTE AND DELIVER A QUIT CLAIM DEED TO THE ABUTTING PROPERTY OWNERSIII. REGULAR AGENDA: F. EXECUTIVE/CLOSED SESSION Executive Session under the provision of Government Code, Title 5. Open Government; Ethics, Subtitle A. Open Government, Chapter 551. Open Meetings, Subchapter D. Exceptions to Requirement that Meetings be Open, Section 551.071 to consult with attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter on issues related to legislative changes associated with conducting general elections Executive Session under the provision of Government Code, Title 5. Open Government; Ethics, Subtitle A. Open Government, Chapter 551. Open Meetings, Subchapter D. Exceptions to Requirement that Meetings be Open, Section 551.087 to discuss an offer of financial or other incentive to a company or companies with whom the City of San Angelo is conducting economic development negotiations and which the City of San Angelo seeks to have, locate, stay or expand in San Angelo G. PUBLIC HEARING AND COMMENT 17. Presentation on the Vision for San Angelo Performance Arts Center, including proposed construction of a performance arts campus, and renovations and additions to the City Auditorium a. Discussion on unfunded improvements to the City Auditorium and any action in connection thereto b. Discussion, consideration, and possible action authorizing staff to negotiate an agreement with SAPAC for SAPAC to lease and operate the City Auditorium to include Hotel Motel Tax allocations, revenue sharing, and other possible funding opportunities (Presentation by Susan Brooks, SAPAC Board President and Matt Lewis, President, San Angelo Area Foundation-Fiscal Sponsor)City Council Agenda Page 3 of 5 October 18, 2011
  4. 4. 18. Discussion and consideration to rename 50th Street and any action in connection thereto (Requested by Councilmember Morrison and presentation by City Engineer Clinton Bailey) 19. Discussion and possible action regarding parking of automobiles in front yards (Requested by Councilmember Adams and presentation by Planning Manager AJ Fawver) 20. Discussion and consideration of the FY 2012 budgeted capital funding as it relates to the 2011-2016 Capital Improvement Plan for the City of San Angelo (Presentation by Finance Director Michael Dane) H. FOLLOW UP AND ADMINISTRATIVE ISSUES 21. Consideration of matters discussed in Executive/Session, if needed 22. Consideration of appointing a member of the City Council to the MHMR Nominating Committee 23. Consideration of and possible changes to November 2011, December 2011, and January 2012 meeting dates: Regularly scheduled meetings on Tuesdays, November 1st, November 15th, December 6th, December 210t , and January 3rd 24. Consideration of Future Agenda Items 25. Adjournment Given by order of the City Council and posted in accordance with Title 5, Texas Government Code, Chapter 551, Thursday, October 13, 2011, at 5:00 P.M. /s/________________________ Alicia Ramirez, City ClerkCity Council Agenda Page 4 of 5 October 18, 2011
  5. 5. RADAR LIST - PENDING/FUTURE AGENDA ITEMS Item Department Date last discussed Anticipated Meeting DateWATER RELATED1. Water Rebate/Conservation (review in April Finance/Dane 4/19/11 April & Nov & November)2. Implementing Water Conservation Credit Bailey 6/28/11 Program;3. Water Advisory Board – update on mission Req. by Hirschfeld and plansHOT RELATED4. HOT revenue % distribution & related Dane Req. 7/20/10 Until further ordinance noticePLANNING/ENGINEERING RELATED5. 2nd part of Lake Nasworthy area investment in Req. by Alexander /Dominguez Req. 11/2/10 & relation to Comprehensive Plan; invest in area; 2/1/11 Vision/Mission Discussed 1/25, 2/16. PDD for Edgewater property AJ Fawver7. Gun Club Road Req. by Alexander8. Multimodal construction/road/ChadbourneTECHNOLOGY RELATED9. Technology Updates/website, kiosk, etc. PIO/Meighan & Finance/Dane Req. 3/22/11MISCELLANEOUS10. Good Government Handbook Bowling TBA11. Development Corporation projects and Lewis Req. 6/7/11 compliance report12. Urban Mowing contract/TxDOT/ possible Req: Alexander/Dominguez Req. 7/19/11 solutions13. Travel Policy TBA14. Health Ins/Wellness Participation TBAPENDING STAFF ITEMS15. Implementing a Recycling System at the City Dickson Landfill16. Establishing a gas recycling program at the Grindstaff Landfill17. Trash collection and waste practices Req. by Farmer/Dominguez Req. 11/2/1018. Consideration and discussion of the SGR Dominguez May 2011 Electricity Project19. Consideration of reviewing the Occupancy Bowling & Dane Tax Contracts20. Planning Admin Fees Discussed 7/19/11City Council Agenda Page 5 of 5 October 18, 2011
  6. 6. CITY COUNCIL MINUTE RECORDThe City of San Angelo Page 53Tuesday, October 4, 2011 Vol. 103 OPEN SESSIONBE IT REMEMBERED City Council convened in a regular meeting at 9:06A.M., Tuesday, October 4, 2011, inthe San Angelo McNease Convention Center, 500 Rio Concho Drive, San Angelo, Texas. All duly authorizedmembers of the Council, to-wit: Mayor, Alvin New Councilmember Paul Alexander Councilmember Dwain Morrison Councilmember Johnny Silvas Councilmember Fredd B. Adams, II Councilmember Kendall Hirschfeld Councilmember Charlotte Farmerwere present and acting, thus constituting a quorum. Whereupon, the following business was transacted:An invocation was given by Reverend Bill Proctor of the ? and pledge was led by Regan McQueen, 5th Graderat Corner Stone.PROCLAMATION & RECOGNITION“National Domestic Violence Awareness Month”, Month of October 2011, was accepted by Santa Tobias,Legal Advocate & Outreach Coordinator for the New Bridge Family Shelter“Fire Prevention Week”, Week of October 9, 2011, was accepted by Thomas Truett, Arson Investigator for theCity of San AngeloPUBLIC COMMENTCouncilmember Silvas remarked on the positive comments received by constituents regarding the constructionon the municipal pool, and Meadowcreek and Rio Vista parks.Councilmember Hirschfeld announced and encouraged all to attend the Back the Badge event on Thursday,October 6, 2011.Public comment was made by West Texas Organizing Strategy representative Craig Meyers.CONSENT AGENDAAPPROVAL OF THE SEPTEMBER 20, 2011 CITY COUNCIL REGULAR MEETING MINUTESAWARD OF BID(S) AND AUTHORIZATION FOR THE CITY MANAGER OR HIS DESIGNEE TOEXECUTE ANY NECESSARY RELATED DOCUMENTS:VM-07-11: Backhoe Loader, Yellowhouse (San Angelo, TX), $66,250.00VM-09-11: Light Duty Vehicles, Jim Bass Ford (San Angelo, TX) and Caldwell Country Chevrolet (Caldwell,TX), $200,000.00VM-11-11: Mowing Equipment, Cisco Equipment (San Angelo, TX), $57,051.00VM-17-11: Street Sweeper, Tymco, Inc. (Waco, TX) via HGAC, $195,170.00WU-13-11: Utility Trench Repair, CM Construction (Mertzon, TX), $1,029,878.18
  7. 7. Page 54 MinutesVol. 103 October 4, 2011ADOPTION OF RESOLUTIONS AUTHORIZING THE MAYOR TO EXECUTE TAX DEEDS FOR THESALE OF TAX LOTS: (ANNEX A PAGE 61, RESOLUTION #2011-10-105 AND ANNEX B PAGE 63,RESOLUTION #2011-10-106)201 W 26th Street, (Saldivar), Lot 7 & E 10’ of 8, Block 1, Ruby Douglas Addition, $9,000, Suit No. D-08-0031-T1634 Beacon Street, (Mejia), Lots 1 & 2, Block 15, Avondale Addition, $2,327, Suit No. B-06-0032-TAUTHORIZATION FOR THE CITY MANAGER TO EXECUTE THE 2012 NEW FREEDOM GRANTCONTRACT WITH THE TEXAS DEPARTMENT OF TRANSPORTATION AND RECEIVE SAID FUNDSFOR PEDESTRIAN IMPROVEMENTS ALONG NORTH CHADBOURNE STREET FROM 7TH STREETTO 12TH STREET, THE GRANT AMOUNT BEING $275,108.00 WITH AN IN-KIND MATCH OF$68,777.00 TO BE PROVIDED IN THE FORM OF ENGINEERING AND DESIGN SERVICES BY THEENGINEERING DIVISIONAPPROVAL OF A RECOMMENDATION BY THE TAX INCREMENT REINVESTMENT ZONE (TIRZ)BOARD FOR THE ALLOCATION OF $7,500.00 FROM THE SOUTH TIRZ FUND AS A GRANTTOWARD FAÇADE IMPROVEMENTS FOR THE PROPOSED BUSINESS RESOURCE CENTER TO BELOCATED AT 69 NORTH CHADBOURNE STREET (THE FORMER COCA COLA BUILDING)AUTHORIZATION FOR THE CITY MANAGER TO EXECUTE AN INTERLOCAL AGREEMENTRENEWAL BETWEEN THE CITY OF SAN ANGELO AND CONCHO VALLEY COUNCIL OFGOVERNMENTS FOR 9-1-1 SERVICES IN TOM GREEN COUNTYSECOND HEARING AND ADOPTION OF AN ORDINANCE AUTHORIZING THE ABANDONMENTOF PUBLIC RIGHT-OF-WAY AROUND CITY HALL IN DOWNTOWN SAN ANGELO (ANNEX C,PAGE 65, ORDINANCE #2011-10-108)AN ORDINANCE PROVIDING FOR THE ABANDONMENT AND CLOSING OF THE FOLLOWINGSTREET SEGMENT, TO WIT: A 201’ x 20’ alley segment extending NE from Farr Street, approximately 106’NE from the intersection of Farr Street and West 1st Street; 199’ x 32’ strip of property immediately adjacent toand south of West 2nd Street, beginning at the SE corner of the intersection of West 2nd & Farr Streets, andextending NE; A 80’ x 218’ tract of property between the eastern and western segments of City Hall Plaza withWest 1st Street and south of the intersection of North Irving and West 1st Streets, and including a 236’ segmentof West 1st Street and an 83’ segment of City Hall Plaza; A 32’ x 215’ segment of City Hall Plaza, extendingnorth from its intersection with West College Avenue, immediately east of City Hall; A 29’ x 70’ segment ofIrving Street extending north from its intersection with West 1st Street, immediately north of City Hall; A 36’ x93’ segment of West 1st Street, extending west from its intersection with Gillis Street, immediately north of CityHall; A 101’ x 56’ tract of property between the western segment of City Hall Plaza and Gillis Street indowntown San Angelo; AUTHORIZING THE CONVEYANCE THEREOF TO THE ABUTTINGPROPERTY OWNERS; PROVIDING FOR THE TERMS AND CONDITIONS OF ABANDONMENT ANDCONVEYANCE; AND PROVIDING FOR THE MAYOR TO EXECUTE AND DELIVER A QUIT CLAIMDEED TO THE ABUTTING PROPERTY OWNERSSECOND HEARING AND ADOPTION OF AN ORDINANCE AMENDING FIRE DEPARTMENTSTAFFING POSITIONS (ANNEX D, PAGE 69, ORDINANCE #2011-10-108)AN ORDINANCE AMENDING CHAPTER 2 ENTITLED “ADMINISTRATION” OF THE CODE OFORDINANCES OF THE CITY OF SAN ANGELO BY AMENDING ARTICLE 2.1500, ENTITLED“CLASSIFIED SERVICE,” SECTION 2.1502, ENTITLED “CLASSIFICATION PLAN,” PARAGRAPH (b),ENTITLED “STAFFING LEVELS,” SUBPARAGRAPH (1)(A), ENTITLED “FIRE DEPARTMENT,” TOCHANGE THE NUMBER OF AUTHORIZED POSITIONS FOR THE FIRE DEPARTMENT BYINCREASING THE NUMBER OF FIRE LIEUTENANT FROM EIGHTEEN (18) TO TWENTY (20), ANDDECREASING THE NUMBER OF FIRE FIGHTER FROM NINETY-FIVE (95) TO NINETY-ONE (91),
  8. 8. Minutes Page 55October 4, 2011 Vol. 103SAID CHANGE TO BE EFFECTIVE ON OCTOBER 4, 2011 AND; PROVIDING FOR SEVERABILITY,AND PROVIDING EFFECTIVE DATESMotion, to approve the Consent Agenda, as presented, was made by Councilmember Hirschfeld and secondedby Councilmember Adams. Motion carried unanimously.REGULAR AGENDA: PUBLIC HEARING AND COMMENTEXECUTIVE/CLOSED SESSIONCouncil did not convened in Executive Session under the provision of Government Code, Title 5. OpenGovernment; Ethics, Subtitle A. Open Government, Chapter 551. Open Meetings, Subchapter D. Exceptionsto Requirement that Meetings be Open, Section 551.087 to discuss an offer of financial or other incentive to a company or companies with whom the City of San Angelo is conducting economic developmentnegotiations and which the City of San Angelo seeks to have, locate, stay or expand in San AngeloDENIAL OF A GRANT REQUEST FOR TEMPORARY PLACEMENT OF A MANUFACTURED HOME,NOT TO EXCEED TWO YEARS, DURING CONSTRUCTION OF A PERMANENT HOME ON THESAME 1.61-ACRE SITE AT 3612 LAKE DRIVE IN NORTHERN SAN ANGELOPlanning Manager AJ Fawver presented background information. A copy of the presentation is part of thePermanent Supplemental Minute record.General discussion was held on the temporary permit process, the initial request granted to the proponent in2009, and whether to allow an additional one or two year permit.Motion, to deny the request, as presented, was made by Councilmember Morrison and seconded byCouncilmember Farmer. AYE: Morrison, Farmer, Hirschfeld, and Adams. NAY: New, Alexander, and Silvas.Motion carried 4-3.FIRST PUBLIC HEARING AND INTRODUCTION OF AN ORDINANCE AMENDING CHAPTER 12,EXHIBIT “A” (ZONING ORDINANCE) OF THE CODE OF ORDINANCES, CITY OF SAN ANGELOZ 11-18: Michael PittmanAN ORDINANCE AMENDING CHAPTER 12, EXHIBIT “A” OF THE CODE OF ORDINANCES, CITYOF SAN ANGELO, TEXAS, WHICH SAID EXHIBIT “A” OF CHAPTER 12 ADOPTS ZONINGREGULATIONS, USE DISTRICTS AND A ZONING MAP, IN ACCORDANCE WITH ACOMPREHENSIVE PLAN, BY CHANGING THE ZONING AND CLASSIFICATION OF THEFOLLOWING PROPERTY, TO WIT: 428 Montague Avenue, at the southeast intersection of Ellis Street andMontague Avenue, encompassing two tracts approximately 1.861 and 2.79 acres respectively, and specificallyoccupying Abstract Number 1854, Survey 0326 of the G. Shubitz subdivision, in northeastern San Angelo,changing the zoning classification from Single Family Residential (RS-1) to Office Warehouse (OW) District;PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTYPlanning Manager AJ Fawver presented background information. A copy of the presentation is part of thePermanent Supplemental Minute record.Motion, to introduce the Ordinance, as presented, was made by Councilmember Hirschfeld and seconded byCouncilmember Adams. Motion carried unanimously.FIRST PUBLIC HEARING AND INTRODUCTION OF AN ORDINANCE AMENDING CHAPTER 12,EXHIBIT “A” (ZONING ORDINANCE) OF THE CODE OF ORDINANCES, CITY OF SAN ANGELOZ 11-12: Mike CarterAN ORDINANCE AMENDING CHAPTER 12, EXHIBIT “A” OF THE CODE OF ORDINANCES, CITYOF SAN ANGELO, TEXAS, WHICH SAID EXHIBIT “A” OF CHAPTER 12 ADOPTS ZONING
  9. 9. Page 56 MinutesVol. 103 October 4, 2011REGULATIONS, USE DISTRICTS AND A ZONING MAP, IN ACCORDANCE WITH ACOMPREHENSIVE PLAN, BY CHANGING THE ZONING AND CLASSIFICATION OF THEFOLLOWING PROPERTY, TO WIT: 4003 N. Chadbourne Street, located west of the intersection of East 40thStreet, N. Chadbourne Street, and Grape Creek Road, specifically 3.18 acres out of A & M G RR CO survey,changing the zoning classification from CG/CH (General Commercial/Heavy Commercial) and R&E (Ranch &Estate) to CG (General Commercial); PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTYPlanning Manager AJ Fawver presented background information. A copy of the presentation is part of thePermanent Supplemental Minute record.Motion, to introduce the Ordinance, as presented, was made by Councilmember Morrison and seconded byCouncilmember Silvas. Motion carried unanimously.FIRST PUBLIC HEARING AND INTRODUCTION OF AN ORDINANCE AUTHORIZINGABANDONMENT OF AN ALLEY IN FAIRVIEW ADDITION, BLOCK 50AN ORDINANCE PROVIDING FOR THE ABANDONMENT AND CLOSING OF THE FOLLOWINGALLEY SEGMENT, TO WIT: a 20’ x 330’ alley right-of-way extending from North Archer Street to NorthBell Street in Block 50 of the Fairview Addition, running parallel to and south of East Houston HarteExpressway in northeastern San Angelo; AUTHORIZING THE CONVEYANCE THEREOF TO THEABUTTING PROPERTY OWNERS; PROVIDING FOR THE TERMS AND CONDITIONS OFABANDONMENT AND CONVEYANCE; AND PROVIDING FOR THE MAYOR TO EXECUTE ANDDELIVER A QUIT CLAIM DEED TO THE ABUTTING PROPERTY OWNERSPlanning Manager AJ Fawver presented background information. A copy of the presentation is part of thePermanent Supplemental Minute record.Motion, to introduce the Ordinance, as presented, was made by Councilmember Adams and seconded byCouncilmember Alexander. Motion carried unanimously.AWARD OF BID WU-12-11 FOR THE HICKORY WATER SUPPLY 30” TRANSMISSION MAINPROJECT TO OSCAR RENDA CONTRACTING NOT TO EXCEED AN AMOUNT OF $39,000,000.00,AUTHORIZATION FOR STAFF TO NEGOTIATE A CONTRACT, AND AUTHORIZATION FOR THECITY MANAGER TO EXECUTE SAID CONTRACT AND ANY RELATED DOCUMENTSWater Utilities Director Will Wilde presented background information.General discussion was held on staff providing periodic status updates on the project, prequalification process,local subcontractor participation, construction schedule, and the possible early completion of the project.Motion, to award the bid, as presented, was made by Councilmember Adams and seconded by CouncilmemberAlexander. AYE: New, Alexander, Silvas, Adams, Hirschfeld, and Farmer. NAY: Morrison. Motion carried6-1.AUTHORIZATION FOR THE SALE OF 1961 BEATY ROAD (DAVID L. HIRSCHFELD, AND HISSUCCESSORS, AS TRUSTEE OF THE TRUST) FOR THE APPRAISED VALUE OF $174,650.00 ANDAUTHORIZATION FOR THE MAYOR, CITY MANAGER, OR WATER UTILITIES DIRECTOR TOEXECUTE ALL NECESSARY LEGAL DOCUMENTS PERTAINING TO THE SALE OF SUBJECTPROPERTY, SUBJECT TO COMPLETION OF ALL CURATIVE REQUIREMENTSCouncilmember Hirschfeld recused himself from the item.City Manager Harold Dominguez explained when a council member has a conflict of interest on any item on theagenda such items will be presented on the Regular Agenda as opposed to the Consent Agenda, thereby allowing theaffected member to vote on the Consent Agenda in its entirety.Water Utilities Director Will Wilde presented background information.
  10. 10. Minutes Page 57October 4, 2011 Vol. 103Motion, to authorize, as presented, was made by Councilmember Alexander and seconded by CouncilmemberFarmer. Motion carried unanimously.RECESSAt 10:18 A.M., Mayor New called a recess.RECONVENEAt 10:33 A.M., Council reconvened, and the following business was transacted:DISCUSSION REGARDING EMPLOYEE ALTERNATE WORK SCHEDULECouncilmember Adams requested the item to introduce a cost saving measure to the City and allow flexibility tothe employee’s work schedule.Human Resources Director Lisa Marley presented background information. A copy of the presentation is part ofthe permanent supplemental minute record.General discussion was held on exempting critical services from participation, identifing core hours, potentialchild care issues for employees, compensation time issues, dual employment and authorization to pursue such,utilizing such as a recruiting tool, the need to improve electronic customer service or other alternative methodbefore implementing such, cost savings without compromising services, and positive effects on employeemorale.Public comments were made by Police Chief Tim Vasquez and Citizen Jim Turner.Council suggested postponing the item until further study of the cost savings and overall impacts to theorganization could be determined.APPROVAL OF A MARKER NAME DESIGNATION, TO WIT: HUGHES POINT, AT LAKENASWORTHY AT THE END OF CAMPER ROADCouncilmember Farmer requested the item and presentation by City Manager Harold Dominguez presentedbackground information.Motion, to designate the marker name, as presented, was made by Councilmember Farmer and seconded byCouncilmember Adams. Motion carried unanimously.DISCUSSION OF PREPAREDNESS, RESPONSE, AND MITIGATION RESPONSIBILITIES OF THECITY OF SAN ANGELO TO REDUCE THE POTENTIAL FOR LOSS OF LIFE, PROPERTY, ANDDAMAGE TO THE ENVIRONMENT DUE TO WILDFIRES IN THE CITY OF SAN ANGELO, TOMGREEN AND NEIGHBORING COUNTIES; AND TO CREATE A WILDFIRE INTERFACE TASK FORCETO PARTNER AND ESTABLISH WORKING RELATIONSHIPS WITH PRIVATE CITIZENS ANDLOCAL, STATE, AND FEDERAL AGENCIES TO SUPPRESS THE POTENTIAL FOR LARGEDAMAGING WILDFIRESCouncilmembers Hirschfeld and Farmer requested the item and City Manager Harold Dominguez presentedbackground information.General discussion was held on staff’s involvement in the regional wildfires, partnering with the private andpublic entities, multiple use of proposed equipment, scheduling the equipment purchase through the CapitalImprovement Plan, flexibility and option of purchasing or leasing equipment and related maintenance options,equipment replacement program, mutual aid and interlocal agreements in place, and possibly implementinglocal and regional counties fire protection tax.In conclusion, Council suggested staff consider the prioritization of the various equipment purchases and toconsider coordinating such within the Capital Improvement Plan.
  11. 11. Page 58 MinutesVol. 103 October 4, 2011· AUTHORIZATION FOR THE CITY MANAGER IN HIS DISCRETION TO ENLIST, ASSEMBLE AND DISPATCH EQUIPMENT, MANPOWER, AND FIRE SUPPRESSION RESOURCES TO SUPPRESS WILDFIRES THAT POSE AN IMMINENT THREAT OF CATASTROPHIC LOSS OF LIFE, PROPERTY AND/OR DAMAGE TO THE ENVIRONMENT IN THE CITY· AWARD OF RFP VM-05-11 FOR EQUIPMENT FINANCING TO CALIFORNIA FIRST NATIONAL BANK, AUTHORIZING STAFF TO NEGOTIATE A MASTER EQUIPMENT LEASE/PURCHASE AGREEMENT, AND AUTHORIZATION FOR THE CITY MANAGER TO EXECUTE SAID AGREEMENT AND ANY NECESSARY RELATED DOCUMENTS· AUTHORIZATION FOR STAFF TO NEGOTIATE LEASE AGREEMENTS FOR THE FOLLOWING EQUIPMENT IN ACCORDANCE WITH CITY OF SAN ANGELO PURCHASING POLICY AND PROCEDURESVM-14-11: 3 Pickups via HGAC&Buyboard/Philpott Motors (Nederland, TX), $175,487.37VM-15-11: Heavy Construction Equipment via Buyboard/Warren Caterpillar (San Angelo, TX), $734,600.00VM-18-11: Haul Trailer via Buyboard/Kirby Smith Machinery (Abilene, TX), $72,943.35VM-19-11: Type III Brush Truck, via HGAC/Hall Buick Pontiac GMC (Tyler, TX), $285,387.00Public comments were made by Citizen Jim Turner.DIRECTION TO STAFF TO PROCEED WITH THE PROPOSAL TO CONSOLIDATE THE CITY OF SANANGELO PUBLIC SAFETY COMMUNICATIONS CENTER (DISPATCH) AND TOM GREEN COUNTYDISPATCH, AND AUTHORIZATION FOR THE CHIEF OF POLICE TO NEGOTIATE AN INTERLOCALAGREEMENT AND TRANSITION PLAN, INCLUDING ANY ASSOCIATED MATTERS INVOLVINGSUCH CONSOLIDATIONPolice Chief Tim Vasquez presented background information.General discussion was held on the number of vacancies, employee turnover, mandatory overtime, and costsavings should be proportional between the two entities.Motion, to direct staff to proceed with the proposed consolidation and related matters, as presented, was madeby Councilmember Morrison and seconded by Councilmember Adams. Motion carried unanimously.ADOPTION OF A RESOLUTION NOMINATING CANDIDATES FOR BOARD OF DIRECTORS OF TOMGREEN COUNTY APPRAISAL DISTRICT (ANNEX E, PAGE 71, RESOLUTION #2011-10-109)City Clerk Alicia Ramirez presented background information.Motion, to adopt the Resolution, as presented, was made by Councilmember Morrison and seconded byCouncilmember Adams. Motion carried unanimously.FOLLOW UP AND ADMINISTRATIVE ISSUESCONSIDERATION OF MATTERS DISCUSSED IN EXECUTIVE/CLOSED SESSIONNo action was taken on matters discussed in Executive/Closed Session.APPROVAL OF A BOARD NOMINATION BY COUNCIL AND DESIGNATED COUNCILMEMBERS:Civic Events Board: Jennifer Odom (SMD4) to a 2nd full term October 2014Motion, to approve the board nomination by Council and designated Councilmembers, was made byCouncilmember Silvas and seconded by Councilmember Adams. Motion carried unanimously.CONSIDERATION OF FUTURE AGENDA ITEMSCity Manager Harold Dominguez distributed the proposed October 18, 2011 Agenda and solicited Councilcomments and suggestions.
  12. 12. Minutes Page 59October 4, 2011 Vol. 103ADJOURNMENTMotion, to adjourn, was made by Councilmember Adams and seconded by Councilmember Morrison. Motioncarried unanimously.The meeting adjourned at 12:17 P.M. THE CITY OF SAN ANGELO ___________________________________ Alvin New, MayorATTEST:_______________________________Alicia Ramirez, City ClerkAnnexes A-EIn accordance with Chapter 2, Article 2.300, of the Official Code of the City of San Angelo, the minutes of thismeeting consist of the preceding Minute Record and the Supplemental Minute Record. Details on Councilmeetings may be obtained from the City Clerk’s Office or a video of the entire meeting may be purchased fromthe Public Information Officer at 481-2727. (Portions of the Supplemental Minute Record video tape recordingmay be distorted due to equipment malfunction or other uncontrollable factors.)
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  14. 14. City of San AngeloMemo Date: October 4, 2011 To: Councilmembers From: Patrick Frerich, Vehicle Maintenance Subject: Agenda Item for October 18, 2011 Contact: Patrick Frerich, Vehicle Maintenance - 657-4329 x1651 Caption: Consent Consideration of awarding bid VM-13-11- Police IT Equipment, and authorizing the City Manager or designee to execute any necessary related documents. Summary: The Vehicle Maintenance Department requested formal bids for IT equipment to be installed in Police Patrol Vehicles. Requests were sent to Insight Public Sector (Tempe, AZ), Visual Pro 360 (Jefferson City, MO), Austin Ribbon and Computer (Austin, TX), and CDW-G (Chicago, IL). Bids were received by CDW-G, Howard Technology Solutions, Visual Pro 360, Brekford Corporation, and Austin Ribbon. History: Bids were requested for computers and digital video to be installed in Police Patrol Vehicles. Formal bids are requested from vendors listed on the Purchasing Master Data Base, and are advertised in local media for the purpose of IT equipment for a one year term of the bid. A vendor and their submitted pricing is approved and used as the basis for ordering equipment throughout the term year. Awards are given based on the financial impact of the bid; the completeness of the bid; inclusion and pricing of items and options requested; the competence of the vendor regarding the purchase transaction; and the after-sale benefits including location of warranty shops, parts supply lead-time and availability, etc. Financial Impact: The City recommends awarding the bid in its entirety to Visual Pro 360 as indicated on the bid tab for the acquisition of Police IT equipment. Purchases will encompass approximately $100,000 from capital account 501-8000-800-0742. This bid will be used for this purchase and additional purchases for one year. Additional, purchases of $50,000.00 or more will be submitted to Council at that time for approval. Related Vision Item: NA Other information/Recommendation: Staff recommends awarding the bid in its entirety to Visual Pro 360 (Tempe, AZ). Attachments: Bid Tabulation VM-13-11 Reviewed by: Chief Tim Vasquez, Chief of PoliceX:PF DocumentsBid Documents2012 Equipment BidsAgenda BackgroundBackground Memo VM-13-11 -Police ITEquipment.doc
  15. 15. CITY OF SAN ANGELO BID TABULATION * RFB NO: VM-13-11/Police Vehicle IT Equipment * September 29, 2011 Howard Technology CDW Govt Solutions VisualPro 360, LLC Brekford Corporation ARC Estimated Quantity Extended Price Extended Price Extended Price Extended Price Extended Price Item Description Unit Price Unit Price Unit Price Unit Price Unit Price1. 5.1 Computer 20 $4,472.67 $89,453.40 $4,543.00 $90,860.00 $4,309.00 $86,180.00 $4,320.00 $86,400.00 $4,510.14 $90,202.802. 5.2.1 Digital Video 1 $4,132.90 $4,132.90 $4,709.00 $4,709.00 $4,030.00 $4,030.00 $4,477.00 $4,477.00 $4,667.05 $4,667.053. 5.2.2 Rear Seat Camera 1 $122.68 $122.68 $103.00 $103.00 $129.00 $129.00 $110.00 $110.00 $101.59 $101.594. 5.2.3 Three Year Maintenance Agreement 1 $813.00 $813.00 $800.00 $800.00 $450.00 $450.00 $758.00 $758.00 $789.76 $789.76 Total Bid $94,521.98 $96,472.00 $90,789.00 $91,745.00 $95,761.20 Requests for Bid were sent to: Insight Public Sector Tempe AZ NO BID Visual Pro 360 Jefferson City MO Austin Ribbon and Computer Austin TX CDW-G Chicago Il
  16. 16. CITY OF SAN ANGELO BID TABULATION * RFB NO: VM-13-11/Police Vehicle IT Equipment * September 29, 2011 Howard Technology CDW Govt Solutions VisualPro 360, LLC Brekford Corporation ARC Estimated Quantity Extended Price Extended Price Extended Price Extended Price Extended Price Item Description Unit Price Unit Price Unit Price Unit Price Unit Price1. 5.1 Computer 20 $4,472.67 $89,453.40 $4,543.00 $90,860.00 $4,309.00 $86,180.00 $4,320.00 $86,400.00 $4,510.14 $90,202.802. 5.2.1 Digital Video 1 $4,132.90 $4,132.90 $4,709.00 $4,709.00 $4,030.00 $4,030.00 $4,477.00 $4,477.00 $4,667.05 $4,667.053. 5.2.2 Rear Seat Camera 1 $122.68 $122.68 $103.00 $103.00 $129.00 $129.00 $110.00 $110.00 $101.59 $101.594. 5.2.3 Three Year Maintenance Agreement 1 $813.00 $813.00 $800.00 $800.00 $450.00 $450.00 $758.00 $758.00 $789.76 $789.76 Total Bid $94,521.98 $96,472.00 $90,789.00 $91,745.00 $95,761.20 Requests for Bid were sent to: Insight Public Sector Tempe AZ NO BID Visual Pro 360 Jefferson City MO Austin Ribbon and Computer Austin TX CDW-G Chicago Il
  17. 17. City of San AngeloMemo Date: September 29, 2011 To: Councilmembers From: Patrick Frerich, Equipment Maintenance Superintendent - Vehicle Maintenance Subject: Agenda Item for October 18, 2011 Contact: Patrick Frerich, Vehicle Maintenance - 657-4329 x1651 Caption: Consent Consideration of awarding HGAC quote VM-20-11 for Pneumatic Roller, and authorizing the City Manager or designee to execute any necessary related documents. Summary: The Vehicle Maintenance Department requested a quote for one pneumatic roller for the Street and Bridge Department. Yellowhouse Machinery (San Angelo, TX) responded through the State approved purchasing co-op Buyboard. History: A quote was requested for a 27,000 lb pneumatic roller to replace a current unit thathas exceeded it useful life. Vendor selection is based on the financial impact of the quote; the completeness of the quote; inclusion and pricing of items and options requested; the competence of the vendor regarding the purchase transaction; and the after-sale benefits including location of warranty shops, parts supply lead-time and availability, compliance with specifications, best overall value for the City, etc. Financial Impact: The City recommends awarding the quote to Yellowhouse Machinery for the acquisition of one pneumatic roller for a total amount expensed of $68,528.00 through the Buyboard purchasing co-op. The budget account for this transaction will be 501-3200-800-0741. Related Vision Item: NA Other information/Recommendation: Staff recommends awarding the quote in its entirety to Yellowhouse Machinery (San Angelo, TX). Attachments: None Reviewed by: Ricky Dickson, Director – OperationsX:PF DocumentsBid Documents2012 Equipment BidsAgenda BackgroundBackground Memo VM-20-11 - Pneumatic Roller.doc
  18. 18. City of San AngeloMemo Date: September 29, 2011 To: Councilmembers From: Patrick Frerich, Equipment Maintenance Superintendent - Vehicle Maintenance Subject: Agenda Item for October 18, 2011 Contact: Patrick Frerich, Vehicle Maintenance - 657-4329 x1651 Caption: Consent Consideration of awarding HGAC quote VM-21-11 for a Valve Maintenance Machine, and authorizing the City Manager or designee to execute any necessary related documents. Summary: The Vehicle Maintenance Department requested a quote for one valve maintenance machine for the Water Distribution Department. E.H. Wachs (Harvard, IL) responded through the State approved purchasing co-op Buyboard. History: A quote was requested for a valve maintenance machine to assist the department in the completion of their daily responsibilities. Vendor selection is based on the financial impact of the quote; the completeness of the quote; inclusion and pricing of items and options requested; the competence of the vendor regarding the purchase transaction; and the after-sale benefits including location of warranty shops, parts supply lead-time and availability, compliance with specifications, best overall value for the City, etc. Financial Impact: The City recommends awarding the quote to E.H. Wachs for the acquisition of one valve maintenance machine for a total amount expensed of $53,745.00 through the Buyboard purchasing co-op. The budget account for this transaction will be 260-4400-800-0741. Related Vision Item: NA Other information/Recommendation: Staff recommends awarding the quote in its entirety to E.H. Wachs (Harvard, IL). Attachments: None Reviewed by: Will Wilde – Director – Water UtilitiesX:PF DocumentsBid Documents2012 Equipment BidsAgenda BackgroundBackground Memo VM-21-11 - Valve MaintenanceMachine.doc
  19. 19. CITY OF SAN ANGELO BID TABULATION * RFB NO: WU-14-11/ 2011 Electrical Conductors* Octob Armstrong Electrical Border-Stat Unit Price per Unit Price per Wire Type Size Qty Ft Foot Extended Price Foot THWN-2 1/0 1548 $1.60 $2,476.80 $1.70 THWN-2 250 CM 756 $3.77 $2,850.12 $3.98 THWN-2 500 CM 2100 $7.45 $15,645.00 $7.87 THWN-2/Green 4 70 $0.68 $47.60 $0.68 THWN-2 2 225 $1.07 $240.75 $1.07 MV-105 1/0 AWG 1690 $2.94 $4,968.60 $3.04 MV-105 2/0 AWG 4000 $3.30 $13,200.00 $3.63 MV-105 500 CM 1044 $8.41 $8,780.04 $10.31 DLO 1/0 AWG 850 $2.90 $2,465.00 $2.74 DLO 4/0 AWG 400 $5.28 $2,112.00 $4.89 DLO 929.2 CM 2550 $20.25 $51,637.50 $23.05 Total Bid $104,423.41 * disqualified Bid was conditional: prices not guaranteed for 90 days as requiredRequests for Bids were mailed to:Graybar Abilene TXArmstrong Electrical Supply Co. San Angelo TXBorder States Electric San Angelo TXBrandon & Clark, Inc. Odessa TXCain Electric San Angelo TXElliott Electrical Supply San Angelo TXIndedco Industrial Electric San Angelo TXMike Verfurth Electric Co. San Angelo TX
  20. 20. ber 5, 2011tes Electrical Elliott Electric Unit Price per Extended Price Foot Extended Price $2,631.60 $1.63 $2,523.24 $3,008.88 $3.82 $2,887.92 $16,527.00 $7.48 $15,708.00 $47.60 $0.70 $49.00 $240.75 $1.11 $249.75 $5,137.60 $3.22 $5,441.80 $14,520.00 $3.61 $14,440.00 $10,763.64 $9.25 $9,657.00 $2,329.00 $2.76 $2,346.00 $1,956.00 $4.80 $1,920.00 $58,777.50 $19.48 $49,674.00 $115,939.57 $104,896.71
  21. 21. City of San AngeloMemo Date: October 14, 2011 To: Mayor and Councilmembers From: Tom Kerr, Assistant Director of Water Utilities Subject: Agenda Item for October 18, 2011 Council Meeting Contact: Tom Kerr, 657-4209 Caption: Consent Item Consideration of award of bid for WU-14-11 Electrical Conductors Generator and Electrical Supply to Elliott Electric Supply. Summary: Three (3) bids were received from vendors to supply electrical conductor for the generator and electrical supply projects at the Water Treatment Plant and Water Reclamation Facility. The vendors being Armstrong Electrical Supply, Border States Electric, and Elliott Electric Supply. Elliott Electric Supply provided the lowest bid in compliance with the bid requirements. History: The electrical conductor is required to connect the new generator and electrical distribution equipment to service loads in the plants. Financial Impact: Funded within the Water and Wastewater CIP budgets for $104,896.71. Related Vision Item N/A Other Information/ The quote provided by Armstrong Electrical Supply is disqualified as not compliant Recommendation: with item 4.31 of the Terms and Conditions of the Bid stating “Pricing will be effective for 90 days from the bid award date by the City Council.” Armstrong’s quotes were not guaranteed. It is recommended that the bid be awarded to Elliott Electric Supply of San Angelo, Texas. Attachments: Bid Tab Presentation: None Publication: N/A Reviewed by Will Wilde, Water Utilities Director, October 6, 2011 Service Area Director:
  22. 22. City of San AngeloMemo Date: October 14, 2011 To: Mayor and Councilmembers From: Gloria Hale, WIC Manager Subject: Agenda Item for 10-18- 2011 Council Meeting Contact: Gloria Hale ext.# 1321 Caption: Consent Consideration of approving annual WIC Contract Summary: City of San Angelo holds annually renewable contract with Texas Department of State Health Services for provision of local WIC nutrition services. History: For past three decades, City of San Angelo has contracted with Texas Department of State Health Services to provide nutrition education and supplemental nutrition to individuals who qualify. Program is designated specifically for children less than five years of age, mothers with their infants who qualify in income and health risks criteria. Financial Impact: This year WIC will transition from the traditional 12 month contract to a 6 month contract. Please see DSHS Memo # 11-108 attached. WIC Grant Funding for first six months of FY 2012 : $457,305.00. Midway through the first six months time period, the contract will be extended for a full year through September 2012. This will happen with a formal contract amendment at which time the second six months of funding will be added to the FY Grant contract, $914,610.00 in annual base funding. WIC is a federally funded program and uses no local tax revenues. WIC Program participation reduced spending of Medicaid dollars. $2.91 was saved in Medicaid tax dollars for each $1.00 spent on WIC services. Local Program provided > $100,000 in annual Indirect Costs for COSA support services. Current Fiscal Year WIC obtained >$600,000 in designated funds for City of San Angelo to help offset renovation costs Related Vision Item: Neighborhood Vision: Fostering a sense of community. Recommendation: Staff recommends approving renewal of WIC Contract. Attachments: DSHS WIC Contract, DSHS email and notice Memo #11-108, and Resolution Presentation: None Publication: None Reviewed by: Neighborhood and Family Services Director : Robert Salas Approved by Legal: Approved by Legal Department
  23. 23. A RESOLUTION OF THE CITY OF SAN ANGELO, TEXAS ACCEPTING A WIC GRANT FOR THE YEAR 2011/2012 TO PROVIDE CERTAIN SERVICES FOR THE WIC PROGRAM; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE A CONTRACT THEREFORE WITH THE TEXAS DEPARTMENT OF STATE HEALTH SERVICES, FOR AN AWARD OF $457,305.00, FOR THE FIRST SIX MONTHS OF THE FISCAL YEAR; AUTHORIZING THE CITY MANAGER TO NEGOTIATE AND EXECUTE SUCH OTHER CONTRACTS OR ADDENDUMS FOR GRANT FUNDING FOR THE REMAINDER OF THE FISCAL YEAR, AND ANY RELATED DOCUMENTS WHEREAS, the City Council has adopted the Budget Ordinance for the City of San Angelo, for fiscalyear 2011/2012, which authorized the application for annual Women, Infant, and Children Grant (WIC) fundsfor fiscal year 2011/2012; and, WHEREAS, the Texas Department of State Health Service has awarded Four Hundred Fifty-SevenThousand Three Hundred and Five Dollars ($457,305.00) in funding for the first six months of the 2011/2012fiscal year, payable on a reimbursement basis pursuant to terms and conditions as set forth in Contract No.2012-039997, that includes provision for services relating to operation of the WIC program; and, WHEREAS, the WIC program is administered by the City of San Angelo, Community DevelopmentDivision of the Development Services Department: NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF SAN ANGELO, TEXAS THAT: The City Council hereby accepts the WIC grant from the Texas Department of State HealthServices for fiscal year 2012/2011, including that the City of San Angelo provide certain services for theSpecial Supplemental Nutrition Program for Women, Infant, and Children (WIC), the grant being in thesum of Four Hundred Fifty-Seven Thousand Three Hundred and Five Dollars ($457,305.00) for the firstsix months of the fiscal year. The City Manager or his designee is hereby authorized to negotiate andexecute on behalf of the City of San Angelo Contract No. 2012-039997, with the Texas Department ofState Health Service for the acceptance of said grant funds. The City Manager or his designee is furtherauthorized to negotiate and execute such other contracts or addendums for grant funding for the balanceof the fiscal year, and any related documents. PASSED and APPROVED THIS DAY OF , 2011. CITY OF SAN ANGELO, TEXASATTEST: Alvin New, MayorAlicia Ramirez, City ClerkAPPROVED AS TO CONTENT APPROVED AS TO FORMRobert Salas Lysia H. BowlingNeighborhood & Family Services Director City Attorney
  24. 24. From: Walk,Bill (DSHS) [Bill.Walk@dshs.state.tx.us] Sent: Monday, September 26, 2011 9:20 AM To: Dominguez, Harold Cc: Hale, Gloria; Dane, Michael; Ruiz,Kevin (DSHS) Subject: DSHS Contract No. 2012-039997-001, WIC Local Agency Contract Attachments: FY 12 City of San Angelo core contract.pdf; FY 12 City of San Angelo prog attachment.pdf; FY 12 City of San Marcos lobby form.pdf; 2012GenProvSubrecipCleanTOC[1].pdf Hello Contractor, Attached are files containing your Department of State Health Services (DSHS) contract. Please print two copies of each, sign and return both copies to this unit as soon as possible. Your contract will be signed by DSHS and returned to your agency. Changes made to any portion of the contract document (s) are considered a counter-offer and are not valid without DSHS written concurrence. DSHS will not pay for reimbursements submitted/postmarked more than 60 days after the end of the contract term. Additional information regarding this policy is available on the DSHS website at http://www.dshs.state.tx.us. NOTE: Return both copies of the contract in their entirety to one of the two addresses below. Contracts returned to any other address may result in contract delays. Physical Address for Regular Mail Mailing Address for Overnight Mail Client Services Contracting Unit MC 1886 Client Services Contracting Unit MC 1886 Department of State Health Services Department of State Health Services PO Box 149347 1100 W, 49th Street Austin, TX 78714-9347 Austin, TX 78756 Please reference the DSHS contract attachment number in all future correspondence. If you have questions, contact Bill Walk at 512.776-2186 or via email at bill.walk@dshs.state.tx.us. Thank you. Bill Walk, CTPM Client Services Contractingfile:///Y|/...ndas/2011/10-18-11/WIC%20DSHS%20Contract%20No.%202012-039997-001%20WIC%20Local%20Agency%20Contract.htm[10/14/2011 2:36:45 PM]
  25. 25. Page 1 of 1From:                              Walk,Bill (DSHS) [Bill.Walk@dshs.state.tx.us]Sent:                               Monday, September 26, 2011 9:20 AMTo:                                   Dominguez, HaroldCc:                                   Hale, Gloria; Dane, Michael; Ruiz,Kevin (DSHS)Subject:                          DSHS Contract No. 2012‐039997‐001, WIC Local Agency ContractAttachments:                 FY 12 City of San Angelo core contract.pdf; FY 12 City of San Angelo prog  attachment.pdf; FY 12 City of San Marcos lobby form.pdf;  2012GenProvSubrecipCleanTOC[1].pdfHello Contractor,Attached are files containing your Department of State Health Services (DSHS) contract. Please print twocopies of each, sign and return both copies to this unit as soon as possible. Your contract will be signed byDSHS and returned to your agency.Changes made to any portion of the contract document (s) are considered a counter-offer and are not validwithout DSHS written concurrence.DSHS will not pay for reimbursements submitted/postmarked more than 60 days after the end of thecontract term. Additional information regarding this policy is available on the DSHS website athttp://www.dshs.state.tx.us.NOTE: Return both copies of the contract in their entirety to one of the two addresses below.Contracts returned to any other address may result in contract delays. Physical Address for Regular Mail Mailing Address for Overnight Mail Client Services Contracting Unit MC 1886 Client Services Contracting Unit MC 1886 Department of State Health Services Department of State Health Services PO Box 149347 1100 W, 49th Street Austin, TX 78714-9347 Austin, TX 78756Please reference the DSHS contract attachment number in all future correspondence.If you have questions, contact Bill Walk at 512.776-2186 or via email at bill.walk@dshs.state.tx.us.Thank you.Bill Walk, CTPMClient Services Contractingfile://itcenterxdeptfolderCityClerkCOUNCILElectronic Agendas201110-18-11WIC ... 10/7/2011
  26. 26. Memorandum#11-108TO: WIC Regional Directors WIC Local Agency DirectorsFROM: Mike Montgomery, Section Director Nutrition Services SectionDATE: August 17, 2011SUBJECT: FY2012 Contracts and FundingFiscal Year (FY) 2012 WIC funding has not yet been appropriated by the federal government;however, due to potential budget constraints, the State Agency (SA) is taking some proactivesteps to aid in the fiscal management of the WIC program.To assist in this, the SA will transition from a traditional 12-month contract to a 6-monthcontract for all its service providers in FY2012. By October 1, 2011, each local agency (LA) willreceive an initial contract that will include WIC funding for the first 6 months of FY2012covering the period from October 2011 through March 2012. Midway through the 6-month timeperiod, the contract will be extended for the full year through September 2012. This will happenwith a formal contract amendment at which time the second six months of funding will be addedto the contract.This change will not affect how an agency receives its earned allowable funds. That amount isstill computed by multiplying the number of clients an agency sees by its per-participant rate andwill be the actual final budget number for an agency. Any nutrition education or administrativesurplus that is generated in the first 6 months will be carried forward into the second 6 months ofthe contract period.Once the SA has been notified about its final funding for FY2012, we will reevaluate anddetermine whether any modifications or additional steps need to be taken. Once again, our goalcontinues to be ensuring the LAs have adequate funding to allow them to provide excellentservice to all our WIC participants. Maintaining LA FY2012 funding at current levels continuesto be a SA priority.If you have questions or require additional information, please contact Benny Jasso, LocalAgency Operations Coordinator, at (512) 341-4572 or benny.jasso@dshs.state.tx.us.
  27. 27. DEPARTMENT OF STATE HEALTH SERVICESThis contract, number 2012-039997 (Contract), is entered into by and between the Departmentof State Health Services (DSHS or the Department), an agency of the State of Texas, and CITYOF SAN ANGELO (Contractor), a Government Entity, (collectively, the Parties).1. Purpose of the Contract. DSHS agrees to purchase, and Contractor agrees to provide,services or goods to the eligible populations as described in the Program Attachments.2. Total Amount of the Contract and Payment Method(s). The total amount of this Contractis $457,305.00, and the payment method(s) shall be as specified in the Program Attachments.3. Funding Obligation. This Contract is contingent upon the continued availability of funding.If funds become unavailable through lack of appropriations, budget cuts, transfer of fundsbetween programs or health and human services agencies, amendment to the Appropriations Act,health and human services agency consolidation, or any other disruptions of current appropriatedfunding for this Contract, DSHS may restrict, reduce, or terminate funding under this Contract.4. Term of the Contract. This Contract begins on 10/01/2011 and ends on 03/31/2012. DSHShas the option, in its sole discretion, to renew the Contract as provided in each ProgramAttachment. DSHS is not responsible for payment under this Contract before both parties havesigned the Contract or before the start date of the Contract, whichever is later.5. Authority. DSHS enters into this Contract under the authority of Health and Safety Code,Chapter 1001.6. Documents Forming Contract. The Contract consists of the following: a. Core Contract (this document) b. Program Attachments: 2012-039997-001 NSS/WIC LOCAL AGENCY c. General Provisions (Sub-recipient) d. Solicitation Document(s), and e. Contractor’s response(s) to the Solicitation Document(s). f. ExhibitsAny changes made to the Contract, whether by edit or attachment, do not form part of theContract unless expressly agreed to in writing by DSHS and Contractor and incorporated herein.92648-1
  28. 28. 7. Conflicting Terms. In the event of conflicting terms among the documents forming thisContract, the order of control is first the Core Contract, then the Program Attachment(s), then theGeneral Provisions, then the Solicitation Document, if any, and then Contractor’s response to theSolicitation Document, if any.8. Payee. The Parties agree that the following payee is entitled to receive payment for servicesrendered by Contractor or goods received under this Contract: Name: CITY OF SAN ANGELO Address: PO BOX 1751 SAN ANGELO, TX 76902-1751 Vendor Identification Number: 175600065990139. Entire Agreement. The Parties acknowledge that this Contract is the entire agreement ofthe Parties and that there are no agreements or understandings, written or oral, between themwith respect to the subject matter of this Contract, other than as set forth in this Contract.92648-1
  29. 29. By signing below, the Parties acknowledge that they have read the Contract and agree to itsterms, and that the persons whose signatures appear below have the requisite authority to executethis Contract on behalf of the named party.DEPARTMENT OF STATE HEALTH SERVICES CITY OF SAN ANGELOBy:__________________________ By:___________________________Signature of Authorized Official Signature____________________________ _____________________________Date DateBob Burnette, C.P.M., CTPM ______________________________ Printed Name and TitleDirector, Client Services Contracting Unit ______________________________ Address1100 WEST 49TH STREET ______________________________AUSTIN, TEXAS 78756 City, State, Zip(512) 458-7470 ______________________________ Telephone NumberBob.Burnette@dshs.state.tx.us ______________________________ E-mail Address for Official Correspondence92648-1
  30. 30. TEXAS DEPARTMENT OF STATE HEALTH SERVICES CERTIFICATION REGARDING LOBBYING CERTIFICATION FOR CONTRACTS, GRANTS, LOANS AND COOPERATIVE AGREEMENTSThe undersigned certifies, to the best of his or her knowledge and belief that: (1) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or an employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement. (2) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this federal contract, grant. loan, or cooperative agreement, the undersigned shall complete and submit Standard Form LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.This certification is a material representation of fact upon which reliance was placed when this transactionwas made or entered into. Submission of this certification is a prerequisite for making or entering into thistransaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the requiredcertification shall be subject to a civil penalty of not less that $10,000 and not more than $100,000 for eachsuch failure.Signature DatePrint Name of Authorized Individual2012-039997Application or Contract NumberCITY OF SAN ANGELOOrganization Name CSCU # EF29-12374 - Revised 08.10.07
  31. 31. CONTRACT NO. 2012-039997 PROGRAM ATTACHMENT NO.001 PURCHASE ORDER NO.CONTRACTOR: CITY OF SAN ANGELODSHS PROGRAM NSS/WIC LOCAL AGENCYTERM: 10/01/2011 THRU: 03/31/2012SECTION I. STATEMENT OF WORK:Contractor shall administer the Department of State Health Services (DSHS) SpecialSupplemental Nutrition Program for Women, Infant, and Children (WIC) to providesupplemental food instruments, nutrition education, and counseling to enhance good health careat no cost to low-income pregnant and postpartum women, infants and children identified to be atnutritional risk. Contractor shall: A. Perform professional, administrative and clerical services necessary to determine eligibility, provide food instruments, and provide appropriate nutrition education and counseling to qualified women, infants and children in a specified geographic area. Contractor shall ensure adequate staff coverage and uninterrupted delivery of services. Services shall be performed according to the statures, rules, policies, and directives of DSHS Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) and/or as directed by the United States Department of Agriculture (USDA) as referenced in this Program Attachment. During the term of this Program Attachment, USDA may issue regulations, instructions, policies and/or directives, which may be incorporated into the DSHS WIC Program Policy and Procedures Manual and program rules.B. Provide services within the state boundaries of Texas and in the approved clinic locations described in Contractor’s application.C. Assist DSHS or USDA in the collection of data that will identify benefits of this nutrition intervention program and furnish financial, health, nutrition education and any other special reports in a timely manner as required by DSHS WIC Program’s written rules and policies for the compilation of such data.D. Determine eligibility of applicants through assessment of their categorical income, residence and nutritional status, and provide nutrition education and counseling to eligible participants.E. Appoint a Contractor WIC Director/Supervisor.F. Train Contractor’s Local Agency staff. PROGRAM ATTACHMENT – Page 1
  32. 32. G. Submit the following reports/plans by the due date: 1. Monthly Incentive Funding Summary Report by the 15th day of the following month; 2. WIC Local Agency Performance Measure Report by the 15th day of the following month; and 3. WIC Information System Environment (WISE) Cost Report by April 30, 2012.H. Conduct outreach to potential participants.I. Complete surveys as requested.J. Within five days of receiving a DSHS request for a Vendor Evaluation, Contractor shall contact vendor applicant to set up an appointment to conduct the evaluation. Contractor shall conduct on-site evaluation, completing WIC Vendor Evaluation Forms and fax/return forms to the DSHS no later than one business day after the on-site evaluation.K. Determine participants’ access to health care, medical care and other human services, and make appropriate referrals. Contractor shall have a system in place to provide participants with appropriate health services or make appropriate referrals to health care providers under written agreements that ensure confidentiality of participants’ personal information.L. Issue pre-numbered food instruments furnished by DSHS to qualified participants who shall use such instruments to obtain specified food items from participating vendors; maintain complete accountability and security of all food instruments received from DSHS. Contractor shall be held financially responsible for all unaccounted for food instruments and/or for the redeemed value of those issued to ineligible participants. In addition, Contractor shall be held financially liable for issuance of infant formula instruments that are not authorized or prescribed according to the WIC Policy and Procedures Manual.M. Permit DSHS or its agent to install a Very Small Aperture Terminal (VSAT) or equivalent telecommunications equipment at all Contractor WIC clinics and administrative offices using Texas-WIN software on a network or stand alone personal computer. Installation at all Contractor permanent WIC sites is required. VSAT or other telecommunications equipment installations for new sites or sites moving from one location to another requires a minimum of 45 days notice.N. Connect portable computers (notebook or laptop) that use Texas-WIN software daily to a (VSAT) or other DSHS provided-telecommunications access point to transfer data to and receive updates from DSHS. Daily is defined as Monday – Friday and Saturday if WIC services are provided. Portable computers may go to any of the Contractor’s permanent WIC sites for data transfer. PROGRAM ATTACHMENT – Page 2
  33. 33. O. Review the immunization records of WIC Program applicants/participants to ensure that immunizations are current. Make appropriate referrals to health care providers for necessary immunizations.P. Offer services during extended hours of operation outside the traditional times of 8:00 a.m. to 5:00 p.m., Monday through Friday, according to the Contractor’s Annual Plan of Operations as approved by DSHS and incorporated by reference in this Program Attachment.Q. Implement or expand Contractor’s Breastfeeding Peer Counseling program to provide training and salary of peer counselors who assist pregnant and breastfeeding WIC participants in normal breastfeeding situations. If Contractor requests participation in the Breast Feeding Peer Counseling program, funding for this activity will be contingent on availability and written approval by DSHS.R. Implement special projects according to DSHS-approved plan related to nutrition education, outreach or breastfeeding if project is requested by Contractor and approved by DSHS. Funding for special projects is contingent upon availability and approval in writing by DSHS of the Contractors plan for the special project.S. Implement lactation services for WIC participants who have breastfeeding problems that are beyond the expertise of Contractor’s local WIC staff and/or peer counselors using International Board Certified Lactation Consultants or the most qualified equivalent. Lactation services may also include Contractor’s Local WIC Agency staff training and the provision of lactation equipment. DSHS will provide written approval of Contractor’s plan to use lactation funding. Contractor’s plan shall include qualifications of any non-board certified lactation consultant, which is included in the proposal.T. Ensure adequate staff coverage and uninterrupted delivery of WIC services if any member of Contractor’s staff is approved in writing by DSHS to participate in the DSHS Dietetic Internship program. This internship will consist of no less than 1200 hours of supervised learning experiences in a variety of nutrition-related facilities and will prepare Contractor’s selected staff member to better meet the needs of WIC participants.U. Stock DSHS- provided manual pumps, single-user electric breast pumps and multi-user electric breast pumps, collection kits, and flanges, and distribute the appropriate pumps and/or kits to eligible WIC participants.V. Implement or expand Contractor’s use of a Registered Dietitian (RD) who is registered with the Commission on Dietetic Registration to provide for Contractor that includes, but not limited to: assistance with quality assurance, staff training, assistance with the Annual Nutrition Education and Breastfeeding plan, individual counseling for high-risk participants, and facilitated discussion classes. PROGRAM ATTACHMENT – Page 3
  34. 34. Contractor shall comply with all applicable federal and state laws, rules, regulations, standards,and guidelines in effect on the beginning date of this Attachment as amended, including, but notlimited to: 1. Uniform Federal Assistance Regulations, 7 CFR Parts 15, 15a, 15b, 246, 248, 3016, 3017 and 3018; 2. WIC Program and Farmers’ Market Nutrition Program Rules, 25 Texas Administrative Code, §§ 31.11-31.37; and 3. Child Nutrition Act of 1966, as amended, 42 USC 1786.The following documents are incorporated by reference and made a part of this ProgramAttachment: 1. DSHS Standards for Public Health Clinic Services, revised August 2004, or latest revision; 2. USDA Food and Nutrition Service (FNS) Guidelines; 3. USDA FNS Instructions issued under the FNS Directives Management System; and 4. Current WIC Policy and Procedures Manual.Within thirty (30) days of receipt of an amended standard(s) or guideline(s), Contractor shallinform DSHS, in writing, if it shall not continue performance under this Program Attachment incompliance with the amended standard(s) or guideline(s). DSHS may terminate the ProgramAttachment immediately or within a reasonable period of time as determined by DSHS.All activities related to WIC, including timeframes, budget, and any revisions shall be approvedby DSHS.SECTION II. PERFORMANCE MEASURESThe following performance measures will be used to assess, in part, Contractor’s effectiveness inproviding the services described in this Program Attachment, without waiving the enforceabilityof any of the other terms of the contract.Contractor shall ensure: 1) An average of 95% of families a quarter who participate in DSHS WIC Program by receiving food instruments shall also receive nutrition education classes or individual counseling services to coincide with food instrument issuance; 2) Of all pregnant women who enter DSHS WIC Program, an average of 20% a quarter shall be certified as eligible during the period of the first trimester of their pregnancy; 3) An average of 85.5% of clients a quarter who are enrolled in the DSHS WIC Program, excluding dual participants, transfer locked and/or migrant clients, shall participate as food instrument recipients each month (breast-feeding infants are also included in the client count); and PROGRAM ATTACHMENT – Page 4
  35. 35. 4) 98% of participants who indicate during the enrollment process for the DSHS WIC Program that they have no source of health care shall be referred to at least one (1) source of health care at certification of eligibility.Contractor shall submit the WIC Local Agency Performance Measure Report which describesContractor’s efforts towards meeting performance measures. The report shall be in an approvedformat as provided by DSHS, and shall be completed and submitted to DSHS within fifteen (15)calendar days after the end of each month.SECTION III. SOLICITATION DOCUMENT: N/ASECTION IV. RENEWALS: DSHS may renew this contract for one renewal period if funds areavailable.SECTION V. PAYMENT METHOD: Cost reimbursementSECTION VI. BILLING INSTRUCTIONS:Contractor shall request payment using the State of Texas Purchase Voucher (Form B-13) andFinancial Status Reports (FSR) and submit by electronic mail to DSHS Contract Developmentand Support Branch at WicVouchers@dshs.state.tx.usSECTION.VII. BUDGET:SOURCE OF FUNDS: CFDA #All categories of costs billed to DSHS WIC Program, and allocation of such costs, shall be inaccordance with the “Plan to Allocate Direct Costs” (PADC) submitted by Contractor andapproved by the DSHS WIC Program. This document is incorporated herein by reference andmade a part of this Program Attachment.Total reimbursements will not exceed: $457,305.00.SECTION VIII. SPECIAL PROVISIONS:General Provisions, Compliance and Reporting Article I, Section 1.07, Statutes andStandards of General Applicability, is hereby amended to include the following: Contractor shall comply with all provisions required by implementing the regulations of the Department of Agriculture, 7 CFR Part 246, 248; Department of Justice Guidelines for Enforcement of Title VI, Civil Rights Act of 1964; 28 CFR § 50.3 and 28 CFR Part 42; and Food & Nutrition Service (FNS) directives and guidelines, to the effect that no person will, on the grounds of race, color, national origin, sex, age, or disability be excluded from participation under any program or activity for which Contractor receives PROGRAM ATTACHMENT – Page 5
  36. 36. federal financial assistance from FNS; and hereby gives assurance that it shall immediately take measures necessary to implement this Program Attachment. Contractor shall compile data, maintain records and submit reports, as required, to permit effective enforcement of the nondiscrimination laws and permit authorized USDA and State of Texas personnel, during normal working hours, to review such records, books, and accounts as needed to ascertain compliance with the nondiscrimination laws. The Department of Agriculture, Food and Nutrition Service (USDA), has the right to seek judicial enforcement if Contractor violates any nondiscrimination laws. This Assurance is binding on Contractor, its successors, transferees, and assignees, as long as they receive assistance or retain possession of any assistance from the Department of Agriculture. The person or persons whose signatures appear on the Core Contract are authorized to sign this Assurance on behalf of Contractor. Contractor shall comply with all of the requirements of the current WIC Policy and Procedures Manual and Program rules as well as state and federal laws and amendments governing or regulating the WIC Program. A copy of the current WIC Policy and Procedures Manual has been made available to Contractor. The WIC Policy and Procedures Manual, and all revisions made to the WIC Policy and Procedures Manual are incorporated into this Agreement by reference. Contractor has a duty to remain familiar with the contents within the WIC Policy and Procedures Manual. Contractor is responsible for ensuring that employees or agents acting on behalf of Contractor comply with all of the requirements of the WIC Policy and Procedures Manual, Program rules and all state and federal laws and amendments governing and regulating the WIC Program.General Provisions, Payment Methods and Restrictions Article IV, Section 4.01, PaymentMethods, is hereby modified to include the following paragraphs: The participant caseload will be assigned by DSHS by giving written notice to Contractor. The participant caseload is subject to change upon written notice to Contractor from DSHS with Contractor’s concurrence. Contractor assumes liability for all food costs resulting from Contractor exceeding its assigned caseload. The number of individuals served in excess of assigned caseload are not to be included in the calculation of earned administrative funds as described below. DSHS will reimburse Contractor for administrative costs incurred when determining eligibility, providing appropriate nutrition education and counseling, issuing food instruments, making participant referrals, vendor evaluation, outreach, start-up costs and general administrative support. Administrative costs will be reimbursed based on actual costs, but not to exceed the “maximum reimbursement” set out below, based upon the sum of the participants who actually receive food instruments each month plus infants who do not receive any food instruments whose breastfeeding mothers were participants to the extent that the total so PROGRAM ATTACHMENT – Page 6
  37. 37. derived does not exceed Contractor’s total assigned caseload within any given month.Surplus funds (the amount by which maximum reimbursements exceed actual costs) canbe accumulated and carried forward within the Program Attachment term. Surplusencumbered by September 30 shall be billed and vouchers received by DSHS no laterthan sixty (60) calendar days following the term of the Program Attachment.PARTICIPANTS SERVED PER MONTH MAXIMUM REIMBURSEMENT:During the term of the Program Attachment, Contractor shall earn administrative funds atthe rate of $14.69 for each participant served as defined above.DSHS may pay for additional goods or services as specified in this Attachment ifprovided by Contractor during the term of this Attachment (but not otherwise paid duringthe term of this Attachment) if it is in the best interest of DSHS to do so, and funds areavailable.The Contractor will be notified if a change in funding occurs and will have thirty (30)days to provide written notice to the DSHS if it intends to terminate this ProgramAttachment.Contractor agrees that:(1) Contractor shall identify and document separately not less than 19% of total administrative costs as expenditures directly related to nutrition education and counseling. Nutrition education and counseling expenditures shall be supported by documentation of participant attendance or non-attendance within the DSHS WIC Program.(2) DSHS will reimburse Contractor for administrative expenses at a rate not greater than 5.26 times the amount of properly documented expenditures for nutrition education and counseling, but not more than is earned based on actual participation not to exceed Contractor’s assigned participant caseload, plus any incentive funds allocated to Contractor by DSHS.(3) DSHS will limit (cap) reimbursement of Contractor’s indirect costs at twenty (20) percent applied to Contractor’s total direct salaries plus benefits reimbursed by DSHS.(4) DSHS will identify annually to Contractor an amount of funds that shall be spent for breastfeeding promotion. The allocation of breastfeeding funds to Contractor will be based on Contractor’s proportional share of the statewide combined total of pregnant and breastfeeding participants as reported to DSHS WIC Program.(5) DSHS WIC Program also reserves the right to withhold a proportionate amount of earned administrative funds when evidence exists that nutrition education and/or PROGRAM ATTACHMENT – Page 7
  38. 38. breastfeeding promotion is not being provided by Contractor, or Contractor is not complying with the provisions of USDA and/or DSHS directives. (6) DSHS reserves the right to utilize a competitive offering for the award of any future contracts at the end of the term of this Program Attachment. (7) DSHS may amend or terminate this Program Attachment if available funds become reduced, depleted, or unavailable during the term of the Program Attachment to the extent that the WIC Program is unable to provide administrative funding at the rate(s) stated in this Program Attachment. DSHS will provide written notification to Contractor of such fact. (8) DSHS may pay for additional services as specified in this Program Attachment if provided by Contractor during the term of this Program Attachment (but not otherwise paid during the term of this Program Attachment) if it is in the best interest of DSHS and DSHS WIC Program to do so. If Contractor exceeds the amount of earned administrative funds as stated above, Contractor shall continue to bill DSHS for the services provided. If additional funds become available at a later date for the provision of these services, DSHS WIC Program may pay Contractor a share of these funds. (9) DSHS may provide incentives to Contractor’s Local WIC Agencies for participants who are provided WIC services outside the normal traditional hours to the extent that federal funding is available. (10) During the term of this Program Attachment, DSHS may adjust the base reimbursement rate as defined in this Program Attachment if it is in the best interest of DSHS and the DSHS WIC Program and if administrative WIC Grant funds change. Contractor shall indicate separately on the face of the claim for reimbursement (State of Texas Purchase Voucher, Form B-13) the costs associated with nutrition education, breast-feeding, and other administrative costs.General Provisions, Payment Methods and Restrictions Article IV, Section 4.04, WorkingCapital Advance, is not applicable to this Program Attachment. However, Contractor will beallowed the option of receiving a two (2) month cash advance in accordance with WIC ProgramPolicy and Procedures.General Provisions, Records Retention Article VIII, Section 8.01, Retention shall be replacedwith the following:Recordkeeping requirements. Contractor shall maintain full and complete records concerningProgram operations. Such records shall comply with 7 CFR Part 3016 and the followingrequirements: PROGRAM ATTACHMENT – Page 8

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