March 5, 2013 Agenda Packet

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March 5, 2013 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, March 5, 2013 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 210, 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. Proclamation American Red Cross Month, March 2013, to be accepted by Janet Karcher, Executive Director for the American Red Cross, Central Texas Region, and Dr. Doyle Carter, Board Chair D. Recognitions Veronica Sanchez, City of San Angelo Human Resources Manager, for being named HR Professional of the Year by the Concho Valley Society for Human Resources Management Rex Rogers, for winning the contest suggesting the name for the City’s government access channel SATV E. 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 February 21, 2013 City Council Special meeting minutes 2. Consideration of awarding bid and authorizing the City Manager or his designee to execute any necessary related documents: (submitted by Vehicle Maintenance Supt. Patrick Frerick) a. VM-03-13: Two ambulance chassis, Caldwell Country via Buyboard Contract #358-10 , $53,736.00 3. Consideration of rejecting all proposals received for FD-03-12 Records Management Software System (submitted by Fire Chief Brian Dunn)City Council Agenda Page 1 of 6 March 5, 2013
  2. 2. 4. Consideration of authorizing the sale of the property at 6402 Lincoln Park Road West, Lot 21, Group Lincoln Park (Parker) for the appraised value of $25,793.00 and authorizing the Mayor, City Manager, or Water Utilities Director to execute all necessary legal documents pertaining to the sale of subject properties, subject to completion of all curative requirements 5. Consideration of adopting a Resolution of the City of San Angelo authorizing the mayor to execute a tax-resale (quitclaim) deed conveying all right, title and interest of the City of San Angelo, and all other taxing units interested in the tax foreclosure judgment: a. 321 E 24th Street, (Galilee), Lot 20, Block 1, Colonial Heights, $1,675.00, Suit No.B-06-0043-T b. 210 W Avenue N, (Garcia-Leake), Lot 10, Block 116, Fort Concho, $1,500.00, Suit No.B-07-0013-T c. 204 Paint Rock Road, (Pearcy), Lot 8, Block A, Glenmore Annex, $3,500.00, Suit No.B-06-0123-T d. 725 W 16th Street, (Perez), Lot 9, Block 11, Mineola, $750.00, Suit No.B-4722-B e. 833 W 16th Street, (Perez), Lot 3, Block 12, Mineola, $750.00, Suit No.TAX93-0109-B f. 2506 Coleman Street, (Salinas), Lot 12, Block 39, Hatcher, $2,079.00, Suit No.B-06-0119-T g. 701 W 15th Street, (Smith-Blair), Lot 1, Block 4, Mineola Annex, $750.00, Suit No.TAX90-0151B h. 703 W 15th Street, (Smith-Blair), Lot 2, Block 4, Mineola Annex, $750.00, Suit No.TAX90-0197B i. 707 W 15th Street, (Smith-Blair), Lot 4, Block 4, Mineola Annex, $750.00, Suit No.TAX89-0557B j. 507 N Farr Street, (William), Lot 16, Block 9, Miles, $11,000.00, Suit No.B-03-0099-T 6. Consideration of adopting a Resolution authorizing the City Manager to execute a first amended lease agreement to renew and amend original lease agreement between City of San Angelo and Concho Valley Workforce Development Board for lease of office space at Workforce Solutions of the Concho Valley at 202 Henry O. Flipper, San Angelo, Tom Green County, Texas (submitted by Ft. Concho Manager Bob Bluthardt) 7. Consideration of adopting a Resolution ratifying the application and contract for, and accepting, additional FY2013 Texas Department of State Health Services, Regional and Local Services System (RLSS) Grant funds in the amount of $22,402.00, to address public health environmental and food safety issues (submitted by Health Director Sandra Villarreal) 8. Consideration of approving the annual recertification for Galilee Community Development Corporation as a Community Housing Development Organization (CHDO) (submitted by Neighborhood and Family Services Director Bob Salas) 9. Consideration of adopting a Resolution ratifying and authorizing the City of San Angelo Public Safety Communications Center to no longer receive primary 9-1-1 calls made from residential land line phones physically located inside Goodfellow Air Force Base (submitted by Police Chief Tim Vasquez) 10. Second Hearing and consideration of adopting an Ordinance annexing property within the San Angelo’s existing city limits and related matters: (submitted by Planning Manager AJ Fawver) AN ORDINANCE ANNEXING INTO THE CITY OF SAN ANGELO, TOM GREEN COUNTY, TEXAS, ON PETITION OF PROPERTY OWNERS, TERRITORY GENERALLY DESCRIBED AS 8.995 ACRES LOCATED WEST/SOUTHWEST OF THE CITY AT ABOUT NORTHWEST OF MILLS PASS DRIVE, EAST OF COMMUNITY OF FAITH SUBDIVISION AND SOUTHWEST OF SAM’S CLUB ADDITION, ADJACENT AND CONTIGUOUS TO THE PRESENT CORPORATE LIMITS OF THE CITY, OUT OF THE DEAF AND DUMB ASYLUMS LANDS SURVEY NO. 2, ABSTRACT NO. 8211, TOM GREEN COUNTY; DESCRIBING THE TERRITORY ANNEXED; FINDING THAT ALL NECESSARY AND REQUIRED LEGAL CONDITIONS HAVE BEEN SATISFIED; PROVIDING FOR AMENDMENT OF THE OF THE BOUNDARIES AND OFFICIAL MAP OF THE CITY; APPROVING A SERVICE PLAN THEREFORE; SUBJECTING THE PROPERTY SITUATED THEREIN TO BEAR ITS PRO RATA PART OF TAXES LEVIED; PROVIDING RIGHTS AND PRIVILEGES AS WELL AS DUTIESCity Council Agenda Page 2 of 6 March 5, 2013
  3. 3. AND RESPONSIBILITIES OF INHABITANTS OF SAID TERRITORY; DIRECTING THE FILING OF THE ORDINANCE IN THE MANNER REQUIRED BY LAW; DIRECTING NOTICE TO SERVICE PROVIDERS; DIRECTING PRECLEARANCE; PROVIDING A SEVERABILITY CLAUSE; DECLARING COMPLIANCE WITH OPEN MEETINGS ACT; AND, PROVIDING AN EFFECTIVE DATEIII. 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 pending or contemplated litigation; or a settlement offer regarding Personal Injury Claim #A012255 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 551.072 to deliberate the purchase, exchange, lease, or value of real property 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 11. Update and presentation on the Upper Colorado River Authority Storm Water Master Plan (Presentation by City Engineer Clinton Bailey, Stephen Brown, UCRA Management Consultant, and Chuck Brown, UCRA Director of Operations) 12. Acceptance of the FY 2012 Actuarial Report submitted by Jason Martin of Towers Watson: approval of their recommendation and authorizing funding for the self-insurance fund consisting of the Workers’ Compensation Fund in the amount of $2,675,000 and the Property Casualty Fund in the amount of $1,973,000.00 (Presentation by Risk Manager John Seaton) 13. Consideration of adopting a Resolution authorizing the City Manager to execute a revocable license agreement for awning, in substantially the attached form, as shown in Exhibit “B” between the City of San Angelo, Texas and Texas Theatre of San Angelo, LLC and Janie Rodriguez D/B/A Noco Salon for constructing and maintaining an awning at 212 South Irving Street and such other instruments as may be necessary or convenient for carrying out such purposes; and, finding a public purpose and benefit therein (Presentation by Interim Director of Development Services AJ Fawver) 14. First Public Hearing and consideration of introducing an Ordinance amending Chapter 12, Exhibit “A” (Zoning Ordinance) of the Code of Ordinances, City of San Angelo PD 13-01: West Company/Granger Macdonald 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: an unaddressed 9.8 acre property out of approximately 75 acres currently described as Section 3, Arden Acres, which is located adjacent to and directly west of theCity Council Agenda Page 3 of 6 March 5, 2013
  4. 4. intersection of Northwest Drive and Green Hill Road. The property specifically occupies a proposed Second Replat of Arden Acres, Section Three, Block 3, Tract 3 in western San Angelo, changing the zoning classification from a combination of Single-Family Residential (RS-1) and General Commercial (CH) to Planned Development (PD) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY (Presentation by Interim Director of Development Services AJ Fawver) 15. First Public Hearing and consideration of introducing an Ordinance amending Chapter 12, Exhibit “A” (Zoning Ordinance) of the Code of Ordinances, City of San Angelo Z 13-02: Debbie Clark 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: 2008 Beacon Street, located on the northeast corner of the intersection of Beacon Street and Montague Avenue. This property specifically occupies the Avondale Addition, Block 10, Lots 15-20, in central San Angelo, changing the zoning classification from a Single-Family Residential (RS-1) to a Two-Family Residential (RS-2) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY (Presentation by Interim Director of Development Services AJ Fawver) 16. First Public Hearing and consideration of introducing an Ordinance amending Chapter 12, Exhibit “A” (Zoning Ordinance) of the Code of Ordinances, City of San Angelo Z 13-03: Tom Green County 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: 318 North Bell Street, located on the northeast corner of the intersection of North Bell Street and Spaulding Street. This property specifically occupies the Bell Addition, Block 9, 2.35 acres in the southwest corner of Block 9, in north central San Angelo, changing the zoning classification from Single-Family Residential (RS-1) to Neighborhood Commercial (CN) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY (Presentation by Interim Director of Development Services AJ Fawver) 17. First Public Hearing and consideration of introducing an Ordinance amending Chapter 12, Exhibit “A” (Zoning Ordinance) of the Code of Ordinances, City of San Angelo Z 13-04: Abel Fernandez 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: 1006 East 14th Street, located approximately 170 feet from the northeast intersection at East 14th Street and Wade Street. This property specifically occupies the Exall Addition, Block 9, Lot 8 Exc. West 88.7’, in north central San Angelo, changing the zoning classification from a Single-Family Residential (RS-1) to a Neighborhood Commercial (CN) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY (Presentation by Interim Director of Development Services AJ Fawver)City Council Agenda Page 4 of 6 March 5, 2013
  5. 5. 18. First Public Hearing and consideration of introducing of an Ordinance amending Chapter 12, Exhibit “A” (Zoning Ordinance) of the Code of Ordinances, City of San Angelo Z 13-06: City of San Angelo Development Corporation 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: 1020, 1030, & 1040 Gateway Drive, located east of the intersection of Gateway Drive and FM 380; more specially occupying the Gateway Addition, Section 1, Block 3, Lots 1 and 2 and Tract A, in Section 1 being a 20.059 acres, in northeast San Angelo, changing the zoning classification from Light Manufacturing (ML) to Heavy Manufacturing (MH) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY (Presentation by Interim Director of Development Services AJ Fawver) 19. First Public Hearing and consideration of introducing an Ordinance amending Chapter 12, Exhibit “A” (Zoning Ordinance) of the Code of Ordinances, City of San Angelo Z 13-07: City of San Angelo Planning 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: An unaddressed tract of land located at the southwest end of Twin Mountain Drive. This property specifically occupies approximately 24 acres of the G. Maurer Survey 0182, Abstract 1649, west of Sections One-A and One-B of The Homestead, in southwest San Angelo, changing the zoning classification from a Planned Development (PD) to a Single Family Residential (RS-1) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY (Presentation by Interim Director of Development Services AJ Fawver) 20. Discussion of the 2013-2018 Capital Improvement Plan preparation, procedures, and submissions (Presentation by Budget Manager Morgan Trainer) 21. Discussion of revisions to the hotel occupancy tax allocations specifically reviewing the proposed Convention & Visitors Bureau contract and any action in connection thereto (Presentation by Assistant City Manager/Chief Financial Officer Michael Dane) 22. First Public Hearing and consideration of introducing an Ordinance amending established boundaries of Single Member District 1 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SAN ANGELO, TEXAS AMENDING THE ESTABLISHED BOUNDARIES OF SINGLE MEMBER DISTRICT NUMBER 1 FOR THE PURPOSE OF INCORPORATING NEWLY ANNEXED AREAS INTO SAID DISTRICT, PROVIDING FOR PRECLEARANCE AND ALL OTHER NECESSARY ACTIONS; AND PROVIDING FOR AN EFFECTIVE DATE (Presentation by City Clerk Alicia Ramirez) H. FOLLOW UP AND ADMINISTRATIVE ISSUES 23. Consideration of and possible action on matters discussed in Executive/Closed Session, if neededCity Council Agenda Page 5 of 6 March 5, 2013
  6. 6. 24. Consideration of approving various Board nominations by Council and designated Councilmembers: a. Animal Shelter Advisory Committee: Ryan Smith (SMD6) to a 1st full term January 2015 b. Civic Events Board: Tim Condon (SMD2) to an unexpired term October 2013 c. Development Corporation: John Bariou to a 2nd term February 2015 25. Announcements and consideration of Future Agenda Items 26. Adjournment Given by order of the City Council and posted in accordance with Title 5, Texas Government Code, Chapter 551, Wednesday, February 27, 2013, at 5:00 P.M. /s/________________________ Alicia Ramirez, City ClerkCity Council Agenda Page 6 of 6 March 5, 2013
  7. 7. PROCLAMATIONWHEREAS, March is American Red Cross Month - a special time to recognize and thank our heroes – those who volunteer, take life-saving courses or provide financial donations to support an organization whose mission is to help those in need; andWHEREAS, We would like to remember those who help all of us here in San Angelo by giving their time to help their neighbor, and thank our heroes – our volunteers, class takers and financial supporters who help us assist those in need; andWHEREAS, In San Angelo, the Red Cross works tirelessly through its volunteers and employees to help when disaster strikes providing the comfort of a helping hand. It provides 24-hour support to members of the military, veterans and their families, and provides training in CPR, aquatics safety, and first aid; andWHEREAS, Across the country, the American Red Cross responds to nearly 70,000 disasters a year. It provides some 400,000 services to military members, veterans and civilians and trains more than seven million people in first aid, water safety and other life- saving skills every year; andWHEREAS, Our community depends on the American Red Cross, which relies on donations of time and money to fulfill its humanitarian mission. Despite these challenging economic times, the American Red Cross continues to offer help and comfort to those in need.NOW, THEREFORE, I, Alvin New, Mayor of the City of San Angelo, Texas, on behalf of the CityCouncil, do hereby proclaim the month of March 2013, as “AMERICAN RED CROSS MONTH”and encourage all Americans to support this organization and its noble humanitarian mission. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City to be affixed this 5th day of March, 2013. THE CITY OF SAN ANGELO ___________________________ ALVIN NEW, MAYOR
  8. 8. CITY COUNCIL MINUTE RECORDThe City of San Angelo Page 1Tuesday, February 21, 2013 Vol. 104 OPEN SESSIONBE IT REMEMBERED City Council convened in a regular meeting at 11:24 A.M., Tuesday, February 21,2013, in the San Angelo McNease Convention Center, 500 Rio Concho Drive, San Angelo, Texas. All dulyauthorized members of the Council, to-wit: Mayor, Alvin New Councilmember Paul Alexander Councilmember Dwain Morrison Councilmember Johnny Silvas Single Member District #4 - Vacant Councilmember Kendall Hirschfeld Councilmember Charlotte Farmerwere present and acting, thus constituting a quorum. Whereupon, the following business was transacted:An invocation was given by Councilmember Alexander and pledge was led by Councilmember Hirschfeld.PUBLIC COMMENTNo one came forward to comment publicly.CONSENT AGENDAAPPROVAL OF THE FEBRUARY 5, 2013 AND FEBRUARY 11, 2013 CITY COUNCIL REGULAR ANDSPECIAL MEETING MINUTES, RESPECTIVELYAWARD OF BID WU-04-13 FOR CAUSTIC SODA TO DPC INDUSTRIES (SWEETWATER, TX) IN THEAMOUNT OF $68,800.00 FOR SOLUTION WHICH IS 25% CAUSTIC SODA AND TO K.A. STEELCHEMICAL, INC. (LEMONT, IL) IN THE AMOUNT OF $174,000.00 FOR SOLUTION WHICH IS 50%CAUSTIC SODA AND AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO EXECUTE ANYNECESSARY RELATED DOCUMENTSADOPTION OF A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE TAX-RESALE(QUITCLAIM) DEEDS CONVEYING ALL RIGHT, TITLE AND INTEREST OF THE CITY OF SANANGELO, AND ALL OTHER TAXING UNITS INTERESTED IN THE TAX FORECLOSUREJUDGMENT:629 E 19th Street, (Hagelstein), Lots 14-16, Block 4, Marx & Blum, $36,000.00, A-10-0117-TAXNext to 24 W Avenue C, (Sawyer), Lot 8, Block 76, Fort Concho, $1,750.00, Suit No. TAX89-0281B23 W 13th Street, (Jones), Lot 6, Block 60, Miles Addition, $750.00, Suit No.TAX89-0282BNext to 114 Lowrie Avenue, (Torres), E 50’ of South ½ of Lot 14, Block 10, J.E. Douglas Addition, $1,500.00,Suit No. B2220-BADOPTION OF A RESOLUTION AUTHORIZING THE EXECUTION OF A MEMORANDUM OFUNDERSTANDING WITH GOODFELLOW AIR FORCE BASE READINESS AND EMERGENCYMANAGEMENT FLIGHT PROVIDING FOR EMERGENCY AND MUTUAL AID ASSISTANCE INPREPARATION FOR AND RESPONSE TO DISASTER OR CIVIL EMERGENCIESADOPTION OF A RESOLUTION AUTHORIZING THE SAN ANGELO POLICE DEPARTMENT TOAPPLY FOR THE EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT PROGRAM (JAG)
  9. 9. Page 2 MinutesVol. 104 February 21, 2013AUTHORIZATION FOR THE SAN ANGELO FIRE DEPARTMENT TO PARTICIPATE IN THE 2013MUSCULAR DYSTROPHY ASSOCIATION (MDA) FILL THE BOOT CAMPAIGNADOPTION OF A RESOLUTION DESIGNATING POLLING PLACES WITHIN THE ELECTIONPRECINCTS WITHIN THE CITY OF SAN ANGELO, TEXAS FOR ELECTIONS ORDERED;PROVIDING FOR PRE-CLEARANCE AND ALL OTHER NECESSARY ACTIONS; AND PROVIDINGFOR AN EFFECTIVE DATEADOPTION OF A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE ANINTERLOCAL AGREEMENT FOR JOINT ELECTION TO HOLD A JOINT ELECTION ON MAY 11,2013 WITH TOM GREEN COUNTY, VERIBEST INDEPENDENT SCHOOL DISTRICT, WALLINDEPENDENT SCHOOL DISTRICT, GRAPE CREEK INDEPENDENT SCHOOL DISTRICT, AND SANANGELO INDEPENDENT SCHOOL DISTRICTMotion, to approve the Consent Agenda, as presented, was made by Councilmember Hirschfeld and secondedby Councilmember Morrison. Motion carried unanimously.REGULAR AGENDA: PUBLIC HEARING AND COMMENTRECESSAt 11:30 A.M., Mayor New called a recess.RECONVENEAt 11:32 A.M., Council reconvened, and the following business was transacted:EXECUTIVE/CLOSED SESSIONAt 11:32 A.M., Council convened in 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 551.072 to deliberate the purchase, exchange,lease, or value of real property; and, Section 551.071 to consult with attorney on pending or contemplatedlitigation; or a settlement offer regarding Personal Injury Claim #A012255.OPEN SESSION (continued)At 12:05 P.M. City Council concluded the Executive/Closed Session whereupon the following business wastransacted:RECESSAt 12:05P.M., Mayor New called a recess.RECONVENEAt 12:41 P.M., Council reconvened, and the following business was transacted:PUBLIC HEARING AND COMMENTPOSTPONEMENT OF THE DEMONSTRATION AND CONSIDERATION OF THE NEPTUNE N SIGHTIQ SOFTWARE WHICH WOULD ALLOW CITIZENS THE ABILITY TO ACCESS THEIR UTILITYDATA COLLECTED FROM THE CITY’S AUTOMATIC METER READING SYSTEMMayor New announced the item will be postponed to a future meeting. City Council concurred.POSTPONEMENT OF THE UPDATE AND PRESENTATION ON THE UPPER COLORADO RIVERAUTHORITY STORM WATER MASTER PLAN
  10. 10. Minutes Page 3February 21, 2013 Vol. 104Mayor New announced the item will be postponed to a future meeting. City Council concurred.PRESENTATION OF THE 4TH QUARTER REPORT FOR THE CHAMBER OF COMMERCEECONOMIC DEVELOPMENT COUNCIL AND CONVENTION & VISITORS BUREAU (CVB)Vice President for Economic Development John Dugan Miller and CVB Vice President Pamela and presentedbackground information.General discussion was held on economic growth due to the influx of oil industry prospects, impact to localbusinesses, and hotel room occupancy.AUTHORIZATION OF THE PAYROLL DEDUCTION FOR POLICE OFFICER DUTY RIFLESAssistant Police Chief Jeff Fant presented background information.Motion, to approve the payroll deduction, as presented, was made by Councilmember Hirschfeld and secondedby Councilmember Silvas. Motion carried unanimously.APPROVAL OF A LICENSE AGREEMENT WITH THE PEOPLE/PLANT CONNECTION FOR THEDEVELOPMENT AND OPERATION OF A COMMUNITY GARDEN AT RIO VISTA PARKParks and Recreation Director Carl White and Susan M. Stanfield, President of the People/Plant Connectionpresented background information. A copy of the presentation is part of the permanent supplemental record.Motion, to approve the agreement, as presented was made by Councilmember Silvas and seconded byCouncilmember Hirschfeld. Motion carried unanimously.DISCUSSION OF THE 2013-2018 CAPITAL IMPROVEMENT PLAN PREPARATION, PROCEDURES,SUBMISSIONS, AND PUBLIC FORUMSBudget Manager Morgan Trainer presented background information. A copy of the presentation is part of thepermanent supplemental record.Assistant City Manager/Chief Financial Officer Michael Dane suggested identifying projects and which willthen translate into an action plan. City Manager Daniel Valenzuela stated Council will have the opportunity toidentify these projects during the strategic planning workshop.FIRST PUBLIC HEARING AND RECONSIDERATION OF INTRODUCING AN ORDINANCEORDERING THE GENERAL ELECTION AND SPECIAL ELECTION FOR MAY 11, 2013:AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SAN ANGELO, TEXAS, ORDERINGTHAT A GENERAL ELECTION BE HELD IN SAID CITY ON THE 11TH DAY OF MAY, 2013, FOR THEPURPOSE OF ELECTING MUNICIPAL OFFICERS; AND ORDERING THAT A SPECIAL ELECTION BEHELD IN SAID CITY ON THE 11TH DAY OF MAY, 2013, FOR THE PURPOSE OF ELECTINGMUNICIPAL OFFICERS TO FILL VACANCIES FOR UNEXPIRED TERMS; AUTHORIZING A JOINTELECTION WITH TOM GREEN COUNTY, GRAPE CREEK INDEPENDENT SCHOOL DISTRICT (ISD),SAN ANGELO ISD, WALL ISD AND VERIBEST ISD; ORDERING PUBLICATION; MAKINGPROVISIONS FOR THE CONDUCT OF THE ELECTIONS AND OTHER PROVISIONS INCIDENT ANDRELATED TO THE PURPOSE OF THIS ORDINANCE; MAKING TENTATIVE PROVISIONS FOR ARUNOFF ELECTION, IF NECESSARY; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR ANEFFECTIVE DATE (UNA ORDENANZA DEL CONSEJO DE LA CIUDAD DE SAN ANGELO, TEXAS,CONVOCANDO UNA ELECCIÓN GENERAL PARA LA ELECCIÓN DE OFICIALES MUNICIPALESQUE SE CELEBRARÁ EL 11 DE MAYO DE 2013; Y CONVOCANDO UNA ELECCIÓN SPECIAL QUESE CELEBRARÁ EL 11 DE MAYO DE 2013 PARA LA ELECCIÓN DE OFICIALES MUNICIPALESPARA OCUPAR UNOS POSICIONES VACANTES POR TÉRMINOS NO COMPLETADO; AUTORIZARELECCIÓN CONJUNTA CON TOM GREEN COUNTY, GRAPE CREEK DISTRITO ESCOLARINDEPENDIENTE (DEI), SAN ANGELO DEI, WALL DEI, AND VERIBEST DEI; ORDENANDO
  11. 11. Page 4 MinutesVol. 104 February 21, 2013PUBLICACIÓN, HACIENDO PROVISIONES PARA LA CONDUCTA DE DICHAS ELECCIONES YOTRAS PROVISIONES RELACIONADAS AL MOTIVO DE ESTA ORDENANZA; HACIENDOTENTATIVO PROVISIONES PARA LA CONDUCTA DE SEGUNDA VOTACIÓN, (ELECCIÓN DEDESEMPATE); PREVIENDO POR DIVISIBILIDAD; Y PREVIENDO UNA FECHA DE VIGENCIA)Presentation by City Clerk Alicia Ramirez presented background information.Motion, to introduce the Ordinance, as presented, was made by Councilmember Hirschfeld and seconded byCouncilmember Alexander. Motion carried unanimously.General discussion was held on the polling locations, reassignment of the precinct locations, and the impact ofthe changes to the voters.FOLLOW UP AND ADMINISTRATIVE ISSUESCONSIDERATION OF MATTERS DISCUSSED IN EXECUTIVE/CLOSED SESSIONNo action was taken on matters discussed in Executive/Closed Session.APPROVAL OF VARIOUS BOARD NOMINATIONS BY COUNCIL AND DESIGNATEDCOUNCILMEMBERS:Development Corporation: 2nd terms through February 2015: Tony Villarreal (SMD1), Pedro Ramirez (SMD3),Chris Cornell (SMD5), Scott Tankersley (SMD6), and Randy Brooks (Mayor); and Larry Teague (SMD2) to a8th term February 2015Planning Commission: Ryan Smith (SMD3) to a 1st term January 2016Motion, to approve various board nominations by Council and designated Councilmembers, was made byCouncilmember Morrison and seconded by Councilmember Silvas. Motion carried unanimously.ANNOUNCEMENTS AND CONSIDERATION OF FUTURE AGENDA ITEMSCity Manager Daniel Valenzuela distributed the proposed March 5, 2013 Agenda and solicited Councilcomments and suggestions.ADJOURNMENTMotion, to adjourn, was made by Councilmember Morrison and seconded by Councilmember Silvas. Motioncarried unanimously.The meeting adjourned at 1:26 P.M. THE CITY OF SAN ANGELO ___________________________________ Alvin New, MayorATTEST:_______________________________Alicia Ramirez, City ClerkIn 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.)
  12. 12. City of San AngeloMemo Date: February 18, 2013 To: Councilmembers From: Patrick Frerich, Vehicle Maintenance Subject: Agenda Item for March 5, 2013 Contact: Patrick Frerich, Vehicle Maintenance - 657-4329 Caption: Consent Consideration of awarding Buyboard quote VM-03-13 for two ambulance chassis ($53,736.00), and authorizing the City Manager or designee to execute any necessary related documents. Summary: A Buyboard quote was solicited and received from Caldwell Chevrolet for two (2) one-ton chassis for the use of ambulance vehicles. History: The City has established a replacement cycle for ambulance chassis of two per year. Existing City-owned ambulance boxes are removed, cleaned, updated, and remounted on the new chassis. The box remount services will be performed by another company and will be presented to Council for approval at a later date. Financial Impact: The City will purchase two (2) one-ton chassis from Caldwell Country ($53,736.00) off Buyboard contract #358-10 from capital account 501-9100-800-07-42. Related Vision Item: NA Other information/Recommendation: Staff recommends awarding the bid to Caldwell Chevrolet (Caldwell, TX) and Frazer, LTD (Houston, TX). Attachments: None Reviewed by: Brian Dunn, Fire ChiefC:Usersbryan.kendrickDesktop03-05-1302a PUR VM-03-13 - Ambulance Chassis.doc
  13. 13. City of San AngeloMemo Date: 02/07/2013 To: Mayor and Councilmembers From: Scott Farris Assistant Fire Chief Subject: Agenda Item for March 5, 2013 Contact: Scott Farris, Fire Department, 657-4355 Caption: Consent Agenda Consideration for rejection of all proposals received for FD-03-12 Records Management System. Summary: Proposals were solicited from Six (6) vendors to provide the San Angelo Fire Department with a Records management system for both fire and EMS data. Three (3) vendors responded with proposals. After reviewing the proposals and negotiating with the vendors we find that the Three (3) vendors we received proposals from are unable to provide the services for both the fire and EMS data we have requested. We would request that the present proposals be rejected and we will conduct further research into vendors that will meet our needs. History: Our current records management system was purchased in 2001. Since the purchase, the system has been sold to three different vendors and we are using a system that we will not be able to keep maintenance on and will soon be obsolete. Financial Impact: $0 Financial impact Other Information/ Staff recommends rejection of the three solicited proposals. The SAFD would like to Recommendation: move forward to meet future needs for our reporting and data management systems. Our requirements for reporting to the state level as well as billing, Vehicle management, Hydrant inspections, & interdepartmental data collection would not be met with any of the three proposals we received. We recommend staying within our current software system and entertaining research with other vendors to meet our needs. We will conduct a future RFP at a later date after collecting data from vendors that may meet our requirements for both Fire and EMS records management.. Attachments: SoftwareRFP FD-03-12.docx, SoftwareEF Recovery Prop.pdf, SoftwareEmergencyTech Prop.pdf, SoftwareHPFront Cover.pdf, SoftwareHPTable of Contents.pdf, SoftwareHPSan Angelo1.pdf, SoftwareHPRFP Quote 9_12.pdf, SoftwareHPExecutive Summary.pdf, SoftwareHPAddendum_1(16).pdf, SoftwareRecords Management Committee Recommendations.docx, Publication: None Reviewed by Director: Brian Dunn, Fire Chief, 2/18/2013
  14. 14. Request for Proposal City of San Angelo Fire DepartmentRecords Management System RFP No.: FD-03-12 City of San Angelo P.O. Box 1751 San Angelo, Texas 76902 RFP SUBMITTAL DEADLINE September 24, 2011, 2:00 P.M. Local Time
  15. 15. Table of ContentsINTRODUCTION ..................................................................................................................................................... 1 DISQUALIFICATION .........................................................................................................................................................1 CONFIDENTIALITY ...........................................................................................................................................................1 DOCUMENT AVAILABILITY................................................................................................................................................1 DIGITAL FORMAT ...........................................................................................................................................................1 ADDENDA.....................................................................................................................................................................1 AWARD OF CONTRACT ....................................................................................................................................................1 ACCEPTANCE OF PROPOSAL CONTENT ................................................................................................................................2 EQUAL EMPLOYMENT OPPORTUNITY .................................................................................................................................2 PROPOSAL TERM ...........................................................................................................................................................2 POINTS OF CONTACT ......................................................................................................................................................2INSURANCE REQUIREMENTS ................................................................................................................................. 3DEADLINE AND DELIVERY LOCATION ..................................................................................................................... 7 DEADLINE.....................................................................................................................................................................7 COPIES.........................................................................................................................................................................7 SEALED CONTAINER ADDRESSING......................................................................................................................................7 DELIVERY ADDRESSES .....................................................................................................................................................7SCOPE OF SERVICES REQUESTED ............................................................................................................................ 9 GENERAL SPECIFICATIONS................................................................................................................................................9 SUMMARY OF CURRENT OPERATIONS ................................................................................................................................9 SCOPE OF SERVICES ........................................................................................................................................................9 TERM OF CONTRACT.....................................................................................................................................................10PROPOSAL FORMAT............................................................................................................................................. 11 PROPOSAL FORMAT INSTRUCTIONS .................................................................................................................................11SELECTION PROCESS ............................................................................................................................................ 13SUBMISSION FORMS............................................................................................................................................ 15 LETTER OF INTEREST .....................................................................................................................................................17 ADDENDUM ACKNOWLEDGEMENT ..................................................................................................................................19 DISCLOSURE OF CERTAIN RELATIONSHIPS..........................................................................................................................21 DEBARMENT AND SUSPENSION CERTIFICATION ..................................................................................................................25 LIST OF REFERENCES .....................................................................................................................................................27 RECORD MANAGEMENT SYSTEM QUESTIONNAIRE .............................................................................................................29
  16. 16. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220INTRODUCTIONCity of San Angelo seeks a provider for Records Management System for Fire and EMS information. Disqualification Disqualification may occur for any of the following reasons: • The respondent is involved in any litigation against the City of San Angelo; • The respondent is in arrears on any existing contract or has defaulted on a previous contract with the City; • The respondent is debarred, suspended, or otherwise excluded from or ineligible for participation in State or Federal assistance programs. Confidentiality All proposals submitted shall remain confidential. After award, proposals will be made available for public inspection. The City shall not be responsible for the confidentiality of any trade secrets or other information contained or disclosed in the proposal unless clearly identified as such. Document Availability Proposals documents are available and may be examined or obtained without charge in the Purchasing Department, Suite 314, City Hall, San Angelo, Texas. The Request for Proposal is also available at http://www.sanangelotexas.us. The proposal documents may be found by following the links. o City Departments o Purchasing o Bidding Information o Bid Opportunities>RFP: FD-03-12 Digital Format If Bidder obtained the bid specifications in digital format in order to prepare a proposal, the bid must be submitted in hard copy according to the instructions contained in this bid package. If, in its bid response, Bidders makes any changes whatsoever to the published bid specifications, the bid specification as published shall control. Furthermore, if an alteration of any kind to the bid specification is discovered after the contract is executed and is or is not being performed; the contract is subject to immediate cancellation without recourse. Addenda Should bid documents or specifications be revised prior to the deadline for submittals, the City’s Purchasing Division will issue an addendum addressing the nature of the change. Respondents must review all addendums and complete, sign and include the Addendum Acknowledgement form with their bid. Addenda will be posted on the City’s website as they are issued. Bidder is responsible for contacting the City or checking the City’s website to determine if any addendums have been issued prior to submitting a bid. Award of Contract The City reserves the right to accept or reject any or all proposals, and to waive any informalities or irregularities in the RFP process. The City is an equal opportunity employerRFP: FD-03-12/Records Management System 1
  17. 17. The City will select the most highly qualified respondent(s) of the requested services based on demonstrated competence and qualifications and then attempt to negotiate with respondent(s) a contract(s) at a fair and reasonable price. Acceptance of Proposal Content Before submitting a proposal, each Respondent shall make all investigations and examinations necessary to ascertain all conditions and requirements affecting the performance of the contract and to verify any representations made by the City upon which the proposal will rely. If the Respondent receives an offer because of its proposal, failure to have made such investigation and examinations will in no way relieve the Respondent from its obligation to comply in every detail with all provisions and requirements. Equal Employment Opportunity Attention of Respondents to the requirement for ensuring that employees and applicants for employment are not discriminated against because of their race, color religion, sex, national origin, age, or disability. Proposal Term Proposal shall be in effect for at least 180 days from the submission date. Points of Contact Roger Banks, Division Manager Kevin Lassiter, Assistant Fire Chief Purchasing Department San Angelo Fire Department City of San Angelo City of San Angelo P.O. Box 1751 306 W. 1st San Angelo Texas, 76902-1751 San Angelo, TX 76903 Email: roger.banks@sanangelotexas.us Email: operations@safiredept.com Telephone: (325) 657-4220 Phone: (325) 657-4355RFP: FD-03-12/Records Management System 2
  18. 18. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220INSURANCE REQUIREMENTSThe following insurance requirements are an example of the City’s typical insurance requirements. The finalrequirements will be completed during the negotiations process. For more specific information, please contactJohn Seaton, Risk Manager at (325) 657-4359.1 INDEMNIFICATION. 1.1 GENERAL INDEMNIFICATION. CONTRACTOR AGREES TO INDEMNIFY, DEFEND, AND HOLD CITY, ITS COUNCILMEMBERS, BOARD AND COMMISSION MEMBERS, OFFICIALS, AGENTS, GUESTS, INVITEES, CONSULTANTS AND EMPLOYEES FREE AND HARMLESS FROM AND AGAINST ANY AND ALL CLAIMS, DEMANDS, PROCEEDINGS, SUITS, JUDGMENTS, COSTS, PENALTIES, FINES, DAMAGES, LOSSES, ATTORNEYS’ FEES AND EXPENSES ASSERTED BY ANY PERSON OR PERSONS, INCLUDING AGENTS OR EMPLOYEES OF CONTRACTOR OR CITY, BY REASON OF DEATH OR INJURY TO PERSONS, OR LOSS OR DAMAGE TO PROPERTY, RESULTING FROM OR ARISING OUT OF, THE VIOLATION OF ANY LAW OR REGULATION OR IN ANY MANNER ATTRIBUTABLE TO ANY ACT OF COMMISSION, OMISSION, NEGLIGENCE OR FAULT OF CONTRACTOR, ITS AGENTS OR EMPLOYEES, OR THE JOINT NEGLIGENCE OF CONTRACTOR AND ANY OTHER ENTITY, AS A CONSEQUENCE OF ITS EXECUTION OR PERFORMANCE OF THIS CONTRACT OR SUSTAINED IN OR UPON THE PREMISES, OR AS A RESULT OF ANYTHING CLAIMED TO BE DONE OR ADMITTED TO BE DONE BY CONTRACTOR HEREUNDER. THIS INDEMNIFICATION SHALL SURVIVE THE TERM OF THIS CONTRACT AS LONG AS ANY LIABILITY COULD BE ASSERTED. NOTHING HEREIN SHALL REQUIRE CONTRACTOR TO INDEMNIFY, DEFEND OR HOLD HARMLESS ANY INDEMNIFIED PARTY FOR THE INDEMNIFIED PARTY’S OWN GROSS NEGLIGENCE OR WILLFUL MISCONDUCT. 1.3 PROSPECTIVE APPLICATION. ANY AND ALL INDEMNITY PROVIDED FOR IN THIS CONTRACT SHALL SURVIVE THE EXPIRATION OF THIS CONTRACT AND THE DISCHARGE OF ALL OTHER OBLIGATIONS OWED BY THE PARTIES TO EACH OTHER HEREUNDER AND SHALL APPLY PROSPECTIVELY NOT ONLY DURING THE TERM OF THIS CONTRACT BUT THEREAFTER SO LONG AS ANY LIABILITY (INCLUDING BUT NOT LIMITED TO LIABILITY FOR CLOSURE AND POST CLOSURE COSTS) COULD BE ASSERTED IN REGARD TO ANY ACTS OR OMISSIONS OF CONTRACTOR IN PERFORMING UNDER THIS CONTRACT. 1.4 RETROACTIVE APPLICATION. THE INDEMNITY PROVIDED FOR IN THIS CONTRACT SHALL EXTEND NOT ONLY TO CLAIMS AND ASSESSMENTS OCCURRING DURING THE TERM OF THIS CONTRACT BUT RETROACTIVELY TO CLAIMS AND ASSESSMENTS WHICH MAY HAVE OCCURRED DURING THE TERM OF PREVIOUS AGREEMENTS BETWEEN CITY AND CONTRACTOR.2 Insurance. 2.1 General Conditions. The following conditions shall apply to all insurance policies obtained by Contractor for the purpose of complying with this Contract. 2.1.1 Satisfactory Companies. Coverage shall be maintained with insurers and under forms of policies satisfactory to City and with insurers licensed to do business in Texas. 2.1.2 Named Insured. All insurance policies required herein shall be drawn in the name of Contractor, with City, its council members, board and commission members, officials, agents, guests, invitees, consultants and employees named as additional insureds, except on Workers’ Compensation coverage.RFP: FD-03-12/Records Management System 3
  19. 19. 2.1.3 Waiver of Subrogation. Contractor shall require its insurance carrier(s), with respect to all insurance policies, to waive all rights of subrogation against City, its councilmembers, board and commission members, officials, agents, guests, invitees, consultants and employees. 2.1.4 Certificates of Insurance. At or before the time of execution of this Contract, Contractor shall furnish City’s Risk Manager with certificates of insurance as evidence that all of the policies required herein are in full force and effect and provide the required coverages and limits of insurance. All certificates of insurance shall clearly state that all applicable requirements have been satisfied. The certificates shall provide that any company issuing an insurance policy shall provide to City not less than thirty (30) days advance notice in writing of cancellation, non-renewal or material change in the policy of insurance. In addition, Contractor and insurance company shall immediately provide written notice to City’s Risk Manager upon receipt of notice of cancellation of any insurance policy, or of a decision to terminate or alter any insurance policy. Copies of required endorsements will be attached to the certificates to confirm the required coverages are in effect. Certificates of insurance and notices of cancellations, terminations or alterations shall be furnished to City’s Risk Manager at City Hall, 72 West College or P.O. Box 1751, San Angelo, Texas 76903. 2.1.6 SubContractors’ Insurance. Contractor shall cause each SubContractor and Sub- subContractor of Contractor to purchase and maintain insurance of the types and in the amounts specified below. Contractor shall require SubContractors and Sub- subContractors to furnish copies of certificates of insurance to Lessor’s Risk Manager evidencing coverage for each SubContractor and Sub-subContractor. 2.2 Types and Amounts of Insurance Required. Contractor shall obtain and continuously maintain in effect at all times during the term hereof, at Contractor’s sole expense, insurance coverages as follows with limits not less than those set forth below: 2.2.1 Commercial General Liability. This policy shall be a occurrence-type policy and shall protect the Contractor and additional insureds against all claims arising from bodily injury, sickness, disease or death of any person (other than the Contractor’s employees) and damage to property of the City or others arising out of the act or omission of the Contractor or its agents and employees. This policy shall also include protection against claims for the contractual liability assumed by Contractor under the paragraph of this Contract entitled “Indemnification,” including completed operations, products liability, contractual coverage, broad form property coverage, explosion, collapse, underground, premises/operations, and independent contractors (to remain in force for two years after final payment). Policy limits may but higher than but no less than: $ 2,000,000 General Aggregate $ 1,000,000 Each Occurrence $ 1,000,000 Products- Completed Operations $ 1,000,000 Personal & Advertising InjuryRFP: FD-03-12/Records Management System 4
  20. 20. 2.2.3 Workers’ Compensation and Employer’s Liability. If Contractor hires any employees, Contractor shall maintain Workers’ Compensation and Employer’s Liability insurance, which shall protect the Contractor against all claims under applicable state workers’ compensation laws and employer’s liability. Coverage shall not be less than: Statutory Amount Workers’ Compensation $ 100,000.00 Employer’s Liability, Each Accident $ 100,000.00 Employer’s Liability, Disease– Each Employee $ 500,000.00 Employer’s Liability, Disease - Policy Limit The foregoing requirement will not be applicable if, and so long as, Contractor qualifies as a self-insurer under the rules and regulations of the commission or agency administering the workers’ compensation program in Texas and furnishes evidence of such qualification to Lessor in accordance with the notice provisions of this Contract. If Contractor uses contract labor, Contractor shall require its contractor to maintain the above referenced coverage and furnish copies of certificates of insurance as required herein. 2.2.5 Professional Liability. This insurance shall include contractual liability in its coverage, and the coverage under this policy shall survive the term of this Contract as long as any liability could be asserted. Policy limits shall be no less than: $1,000,000“CITY” can also be known as “Lessor”“CONTRACTOR” can also be known as “Contractor” or “Professional”“CONTRACT” can also be known as “Agreement” or “Contract”“PREMISES” can also be known as “Contracted Premises”RFP: FD-03-12/Records Management System 5
  21. 21. Intentionally Left BlankRFP: FD-03-12/Records Management System 6
  22. 22. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220DEADLINE AND DELIVERY LOCATION Deadline Sealed submittals must be received and time stamped by September 24, 2012, 2:00 P.M., Local Time. The clock located in Purchasing will be the official time. Faxed or electronically transmitted RFP submittals will not be accepted It is the sole responsibility of the respondent to ensure that the sealed RFP submittal arrives at the above location by specified deadline regardless of method chosen by the respondent for delivery. Copies Please submit One (1) original, five (5) copies and one (1) copy in PDF format on CD or USB flash drive of all proposal documents, including questionnaire. Sealed Container Addressing • Lower Left Hand Corner: “RFP: FD-03-12/Records Management System” • Top Left Hand Corner: Enter your company name and address. Delivery Addresses USPS: Purchasing Department RFP: FD-03-12/Records Management System City of San Angelo 72 West College Avenue San Angelo, Texas 76903 Delivery Services (FedEx, UPS, etc): Purchasing Department, RFP: FD-03-12/Records Management System City of San Angelo 72 West College Avenue, Suite 314 San Angelo, Texas 76903 Please ensure the delivery envelope/container is marked, “RFP Enclosed”.RFP: FD-03-12/Records Management System 7
  23. 23. Intentionally Left BlankRFP: FD-03-12/Records Management System 8
  24. 24. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220SCOPE OF SERVICES REQUESTED General Specifications 1. The contractor shall provide a records management system that is compatible with NFIRS, TXFIRS, Medicare, Medicaid, and other State and National reporting agencies. Ongoing maintenance fees for the system should include updates that keep all aspects of the system up-to-date with current requirements for the above agencies. 2. The provided records management system must include Fire Incident reporting, EMS Incident reporting, Patient Side Care reporting, Electronic NEMSIS Billing extracts, Interface with ZOLL medical devices, Human Resources, equipment tracking and certification management. 3. Optimally the records management system should include Occupancy Management, Pre-Fire Plan Management and viewer, Vehicle Maintenance, Hydrant Tracking, Employee Scheduling, Training Records Documentation, Overtime System, Employee Time Record and data conversion from existing system to new records management system. If the records management system does not include these elements a separate “stand alone” program must be offered and the price included with the submitted bid. The provided solution should include: 1. All necessary software for the records management system, including: licenses for the contractor’s software, installations of Windows Server operating systems, installations of Microsoft SQL, any other third party or contractor provided interfaces or software required for the records management system to integrate and receive information from the currently used Intergraph CAD system. 2. All necessary server hardware, including the necessary servers and mounting hardware for a 2 post rack mount system. 3. On-Site installation of all software and instruction on software installation and maintenance. 4. On-Site “Train the Trainer” instruction. 5. Business hours technical support with 24 hour emergency support available. Ability to provide on-site technical support with 24 hour notice Summary of Current Operations The San Angelo Fire Department provides fire protection for the community of San Angelo and is the only ambulance service provider in Tom Green County. The department averages a total of 12,000 runs per year (Approx. 10,000 EMS Runs and 2,000 Fire Runs). Our current records management system stores all run information as well as occupancy information, fire training records, personnel information, training, vehicle and equipment information, and hydrants. Scope of Services In order to fully understand the services of the provider, please complete the Report Management System Questionnaire and submit it with your proposal. The form is located in the Submission Forms section of this RFB.RFP: FD-03-12/Records Management System 9
  25. 25. Term of Contract Please submit a copy of your standard contract. This contract will be evaluated with the following considerations in mind. This Sales Contract will include the initial purchase and annual maintenance including software upgrades with the price guaranteed for 5 years and additional 5 year terms to be negotiated. The first twelve months of the contract will be a trial period during which the records management system will be monitored to insure all components are working satisfactorily. The City has the option to cancel the contract after the six (6) month trial period if the contractor has not performed to the City’s satisfaction. The successful bidder will be awarded a contract on an exclusive basis subject to the right of both the City and the contractor to terminate the contract upon thirty (30) days written notice at the address of both the City of San Angelo and the contractor set forth in the contract. The contract shall not be assignable. Cancellation This contract may be canceled by the City upon completion of the twelve (12) month trial period or after the twelve month trial period by written notice thirty (30) days prior to termination. Right to Reject Bid Proposal The City reserves the right to reject any or all bid proposals and to disregard typographical, mathematical or obvious errors. The City will not pay cost incurred by any bidders in the preparation of bid proposals.RFP: FD-03-12/Records Management System 10
  26. 26. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220PROPOSAL FORMATProposals shall be submitted in the following format with each element requested and/or form furnished asspecified to facilitate evaluation of the proposals. The detailed requirements in this RFP are mandatory.Proposers are required to submit a complete RFP that satisfies all requirements. Each RFP is required to address,with a written response, each requirement in all sections of the RFP and in the same format and sequence as thedetails presented herein. To facilitate evaluation, all submittals must be submitted in the uniform format. Allsubmittals must follow the prescribed format and shall include completed forms which are attached to this RFP.Failure to follow the required format or complete the required forms may result in submittals being rejected andremoved from consideration.City of San Angelo will not participate in any cost the Respondent may incur in the preparation and submission of aproposal. The City will not be liable in any manner with regard to this RFP and the Respondent’s response to it. FAILURE TO ADHERE TO THE REQUIRED FORMAT MAY BE CAUSE FOR REJECTION OF PROPOSAL. Proposal Format Instructions Proposal should be submitted in a three-ring binder or report cover and tabbed. Each response should be organized in a fashion as outline below with sections labeled (not numbered): Please submit One (1) original, five (5) copies and one (1) copy in PDF format on CD or USB flash drive of all proposal documents, including questionnaire Each response should be organized in a fashion as outline below with sections labeled (not numbered): Tab 1 Table of Contents Tab 2 Executive Summary (no longer than 2 pages, No smaller than Ariel 9-point font) Tab 3 Completed RFP Letter Of Interest and IRS W-9 Form Tab 4 Completed Conflict Of Interest form (if applicable) and Completed Debarment and Suspension Certificate Tab 5 List of References Tab 6 Example of your standard contract Tab 7 Pricing Options Tab 8 Report Management System QuestionnaireRFP: FD-03-12/Records Management System 11
  27. 27. Intentionally Left BlankRFP: FD-03-12/Records Management System 12
  28. 28. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220SELECTION PROCESS All submittals shall be evaluated by a selection committee and those applicants selected for the short list may be invited to attend an interview, at the applicants own expense. A. The selection committee will consist of the following individuals: 1. Kevin Lassiter, Assistant Chief of Operations, SAFD 2. Scott Farris, Assistant Chief of Administration, SAFD 3. Roger Banks, Purchasing Manager, COSA 4. Peter Haidinger, System Analyst, SAFD 5. Geneva Rodriguez, Administrative Assistant, SAFD B. The selection committee will evaluate all proposals that are submitted. Selection ratings will be based on 100-point scale. Ranking will be as reflected below: • Overall Cost ....................................................................................... 30% • Conformance to Specifications ......................................................... 45% • Experience/References ..................................................................... 25% Total ........ 100% C. Respondents are advised that the City reserves the right to evaluate and rank the proposals without input from the respondents. Therefore, proposals should be complete as initially submitted. However, if you are selected for an interview, you will be expected to present not only your proposal, but also your approach. D. City staff shall make a recommendation to City Council of the selection of the most qualified respondent to enter into contract negotiations with the City. E. The selected respondent shall enter into negotiations with the City for the services to be performed. F. If satisfactory negotiations cannot be concluded, the City reserves the right to negotiate with the next highest-ranking respondent. G. When services and fees are agreed upon, the selected respondent shall be offered a contract subject to City Council approval. H. Should negotiations be unsuccessful, the City may enter into negotiations with the next, highest ranked respondent until an agreement for services and fees are reached. The City retains the right to end the process at any time. I. This RFP does not commit the City to pay for any direct and/or indirect costs incurred in the preparation and presentation of a response. All finalist(s) shall pay their own costs incurred in preparing for, traveling to and attending the interviews. The City reserves the right to accept or reject all or part of proposals.RFP: FD-03-12/Records Management System 13
  29. 29. Intentionally Left BlankRFP: FD-03-12/Records Management System 14
  30. 30. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220SUBMISSION FORMS • RFP Letter Of Interest • Addendum Acknowledgement • Conflict Of Interest form • Debarment and Suspension Certificate • List of References • Pricing Options • Report Management System QuestionnaireRFP: FD-03-12/Records Management System 15
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  32. 32. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220Letter of InterestThe undersigned firm submits the following information in response to Request for Proposal (as amended byAddenda), issued by the City of San Angelo, Texas (“City”). • Respondent is responsible for calling the Purchasing Division or checking the City’s website to determine if any addendums have been issued prior to submitting a proposal. • Respondent also understands that the City is not bound to select any proposals for the final pre-qualified list and may reject any RFP submittal that the City receives. • Respondent further understands that all costs and expenses incurred by it in preparing this RFP and participating in this process will be borne solely by the respondent, and that the RFP submittal materials will become the property of the City and will not be returned. • Respondent agrees that the City will not be responsible for any errors, omissions, inaccuracies, or incomplete statements in this RFP and accepts all terms of the RFP submittal process by signing this letter of interest and making the RFP submittal. • The respondent certifies, by submission of this proposal or acceptance of this contract, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal or State departments or agencies. • Respondent agrees that any offer submitted because of this RFP shall be binding on the Respondent for 120 calendar days following the specified opening date. Any proposal for which the respondent specifies a shorter acceptance period may be rejected.This RFP shall be governed by and construed in all respects according to the laws of the State of Texas. Company Authorized Signature Printed Name & Title Address City, State Zip Code DateRFP: FD-03-12/Records Management System 17
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  34. 34. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 Addendum AcknowledgementReceipt is hereby acknowledged of the following addenda to the Contract documents. Addendum No. 1 dated Received Addendum No. 2 dated Received Addendum No. 3 dated Received Addendum No. 4 dated Received Addendum No. 5 dated Received Addendum No. 6 dated Received Company Name Signature Printed Name ________________________________ Title ________________________________ Address ________________________________ City, State Zip Code THIS FORM MUST BE RETURNED WITH THE BIDRFP: FD-03-12/Records Management System 19
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  36. 36. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220k NOTICE TO VENDORS Disclosure of Certain Relationships Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any vendor orperson considering doing business with a local governmental entity make certain disclosures concerning anyaffiliation or business relationship that might cause a conflict of interest with the local governmental entity. Theprovisions of Chapter 176 and the Form CIQ questionnaire that you must complete to comply with this law, areavailable at the Texas Ethics Commission website at http://www.ethics.state.tx.us/whasnew/confliict forms.htm. A current list of City of San Angelo and City of San Angelo Development Corporations officers is availablein the office of the City of San Angelo City Clerk’s office located in Room 201 of City Hall or on the City’s website athttp://sanangelotexas.org. If you are considering doing business with the City of San Angelo or the City of SanAngelo Development Corporation and have an affiliation or business relationship that requires you to submit acompleted Form CIQ, it must be filed with the records administrator (City Clerk) of the City of San Angelo no later ththan the seventh (7 ) business day after the date you become aware of facts that require the form to be filed. SeeSection 176.006, Texas Local Government Code. It is a Class C misdemeanor to violate this provision. By Submitting a response to a City of San Angelo or City of San Angelo Development CorporationRequest for Proposals, Request for Bids, or Request for Qualifications or by conducting business with either ofthose two entities, you are representing that you are in compliance with the requirements of Chapter 176 of theTexas Local Government Code. Roger S. Banks Division ManagerRFP: FD-03-12/Records Management System 21
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  38. 38. CITY OF SAN ANGELO PURCHASING DEPARTMENT P.O. Box 1751, San Angelo, Texas 76902 Tel: (325) 657-4220 or 657-4212RFP: FD-03-12/Records Management System 23
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  40. 40. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220 Debarment and Suspension Certification(1) The prospective primary participant certifies to the best of its knowledge and belief that it and its principals: (a) Are not presently debarred, suspended, proposed for disbarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; (b) Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and (d) Have not within a three-year period preceding this application had one or more public transactions (Federal, State, or local) terminated for cause or default.(2) Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective primary participant shall attach an explanation to this proposal. Company Signature Printed Name & Title Address City, State Zip Code DateRFP: FD-03-12/Records Management System 25
  41. 41. Debarment and Suspension Certification INSTRUCTIONS1. By signing and submitting this proposal, the prospective participant is providing the certification set out below.2. The inability of a person to provide the certification required below will not necessarily result in denial of participation in this covered transaction. The prospective participant shall submit an explanation of why it cannot provide the certification set out below. The certification or explanation will be considered in connection with the determination whether to enter into this transaction. However, failure of the prospective participant to furnish a certification or an explanation shall disqualify such person from participation in this transaction.3. The certification in this clause is a material representation of fact upon which reliance was placed when the City of San Angelo determined to enter into this transaction. If it is later determined that the prospective participant knowingly rendered an erroneous certification, in addition to other remedies available, the City of San Angelo may terminate this transaction for cause.4. The prospective participant shall provide immediate written notice to the City of San Angelo to which this proposal is submitted if at any time the prospective participant learns that its certification was erroneous when submitted or has become erroneous because of changed circumstances.5. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," "person," "primary covered transaction," "principal," "proposal," and "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of the rules implementing Executive Order 12549(13 CFR Part 145). You may contact the City of San Angelo for assistance in obtaining a copy of these regulations.6. The prospective participant agrees by submitting this proposal that, should the proposed transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the City of San Angelo.7. The prospective participant further agrees by submitting this proposal that it will include the clause titled "Certification Regarding Debarment and Suspension" provided by the City of San Angelo, without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions.8. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the ineligibility of its principals. Each participant may, but is not required to, check the Nonprocurement List.9. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.10. Except for transactions authorized under paragraph 6 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the City of San Angelo, the City of San Angelo may terminate this transaction for cause.RFP: FD-03-12/Records Management System 26
  42. 42. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220List of ReferencesList at least three (3) references of similar scope and size giving company name, contact information, and term. REFERENCE ONEGovernment/Company Name:Location:Contact Person and Title:Telephone Number:Scope of Work:Contract Period: REFERENCE TWOGovernment/Company Name:Location:Contact Person and Title:Telephone Number:Scope of Work:Contract Period: REFERENCE THREEGovernment/Company Name:Location:Contact Person and Title:Telephone Number:Scope of Work:Contract Period: REFERENCE FOURGovernment/Company Name:Location:Contact Person and Title:Telephone Number:Scope of Work:Contract Period:RFP: FD-03-12/Records Management System 27
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  44. 44. CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220Record Management System Questionnaire Your Report Management System Questionnaire System Comments (Yes or No) General Support multi-jurisdictional functions allowing individual agencies, departments, groups or individuals to share data while also protecting agency specific or confidential data. Modules integrated to maximize information sharing and reduce duplication of effort. Individual workstations: Use a graphical user interface (GUI) Support command-line, point-and-click, and function key entry of commands and/or data Support insert and delete modes in field data entry Support cut and paste modes in field data entry Ability to reduce data entry redundancy by populating all duplicate fields with a single entry Allow user to move windows anywhere on screen(s) Allow user to minimize and maximize windows Ability to restrict any/all RMS windows from being closed, as determined by system administrator Support use of numeric keypad for number entry Support relational database management technology to eliminate duplicate entry, duplicate storage and operational inefficiencies. Print any text information on any screen to a printer Print any text information in any window to a printer Print any or all records retrieved from an inquiry to a networked printer Print any or all records retrieved from an inquiry to a workstation attached printer Include date, hour, and minutes in most time stamps Include date, time, and user ID stamp for all data entries Use standard database format for storing date, so that dates can be manipulated as dates Use standard database format for storing time, so that times can be manipulated as times Search all tables/files using any or all fields Search all tables/files using exact match and wild cardRFP: FD-03-12/Records Management System 29C:Usersbryan.kendrickDesktop03-05-1303a RFP FD-03-12.docx
  45. 45. Your Report Management System Questionnaire System Comments (Yes or No) Supports National Fire Incident Reporting System (NFIRS 5) Provide pick lists for data entry (e.g. pull-down menus) Use a relational database for all data and code table storage Display real-time date and time constantly on screen Include jurisdictional indicator in incident and report number Relational database should be SQL compliant Ability for system administrator to relabel/hide/modify fields on screens Ability to auto fill fields during data entry using existing information such as names, addresses, phone numbers, from a master names index. Ability to provide basic word processing features like those in MS Word for writing narratives. Include description of items such as: Spell-checking Medical dictionary Word wrap Copy, cut and paste Allow for a training system to be set up to allow non-production use of the system. This would be used to train personnel in the use of the system and to try out modifications and enhancements before they go into production. The system should include online help and tutorials Ability to add attachments of any type (EKG/plans/documents or images) System has the capability to establish an "auto-export" to defined entities such as billing, State, Federal, etc. User friendly interface for the rapid export of data to patient billing systems via multiple formats. (i.e. CSV, XML, TLV) Allow user to adjust window and font size Security Require a minimum of user name and password to log user onto system Allow each user to have individual security profile Allow system administrator to assign new password Does not display password as a visible field anywhere in system without System Administrator rights Support assigning security access by module Within module, support assigning security access by function (e.g., insert, modify, delete, read-only)RFP: FD-03-12/Records Management System 30
  46. 46. Your Report Management System Questionnaire System Comments (Yes or No) Restrict access to the operating system of the server(s) Restrict access to the operating system of the workstation Support ability of system administrator to remotely log-off users from any device Support assigning security access by certain fields Within a field, support assigning security access by function (e.g., insert, modify, delete, read-only) Advance and flexible data security - HIPAA compliant (Field level access of data base) Restrict access to individual database tables by security (including access from report writer) Online Storage Complete RMS records will be available online for a minimum of 7 years Performance Operate 24 hours per day, 7 days per week except when system down time is necessary for upgrades and routine maintenance. Response time for typical FRMS commands (excluding ad hoc inquiries or large reports) must average 2 seconds or less Audit Support an audit log of each transaction performed, including date, time, and user ID of person performing transaction Allow system administrator to review selected transactions Documentation Provide user level, system administrator functional & system technical manuals in hardcopy and electronic form System Training Perform onsite end user module training for train the trainers, system administrator training & major release/update training for end user and system administrator Perform onsite end user module training direct to some users Training/Test System Support a full training mode which is independent of the live, operational system (including independent code tables and files)RFP: FD-03-12/Records Management System 31

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