March 5, 2013 Agenda Packet

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 Drive

THE MCNEASE CONVENTION CENTER IS ACCESSIBLE TO PERSONS WITH DISABILITIES.
ACCESSIBLE ENTRIES AND SPECIALLY MARKED PARKING SPACES ARE AVAILABLE AT BOTH
MAIN ENTRANCES AT SURBER DRIVE AND RIO CONCHO DRIVE. IF ADDITIONAL ASSISTANCE
IS 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. every
day 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

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 DUTIES


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 DATE
III. 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
be Open, Section 551.072 to deliberate the purchase, exchange, lease, or value of real property
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 the


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
Z 13-02: Debbie Clark
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
Z 13-03: Tom Green County
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
Z 13-04: Abel Fernandez
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


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
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
Z 13-07: City of San Angelo Planning
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
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 needed


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 Clerk


PROCLAMATION

WHEREAS, 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; and

WHEREAS, 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; and

WHEREAS, 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; and

WHEREAS, 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; and

WHEREAS, 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 City
Council, 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

CITY COUNCIL MINUTE RECORD
The City of San Angelo Page 1
Tuesday, February 21, 2013 Vol. 104

OPEN SESSION

BE 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 duly
authorized 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 Farmer
were 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 COMMENT
No one came forward to comment publicly.
CONSENT AGENDA
APPROVAL OF THE FEBRUARY 5, 2013 AND FEBRUARY 11, 2013 CITY COUNCIL REGULAR AND
SPECIAL MEETING MINUTES, RESPECTIVELY
AWARD OF BID WU-04-13 FOR CAUSTIC SODA TO DPC INDUSTRIES (SWEETWATER, TX) IN THE
AMOUNT OF $68,800.00 FOR SOLUTION WHICH IS 25% CAUSTIC SODA AND TO K.A. STEEL
CHEMICAL, 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 ANY
NECESSARY RELATED DOCUMENTS
ADOPTION OF A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE TAX-RESALE
(QUITCLAIM) DEEDS CONVEYING ALL RIGHT, TITLE AND INTEREST OF THE CITY OF SAN
ANGELO, AND ALL OTHER TAXING UNITS INTERESTED IN THE TAX FORECLOSURE
JUDGMENT:
629 E 19th Street, (Hagelstein), Lots 14-16, Block 4, Marx & Blum, $36,000.00, A-10-0117-TAX
Next to 24 W Avenue C, (Sawyer), Lot 8, Block 76, Fort Concho, $1,750.00, Suit No. TAX89-0281B
23 W 13th Street, (Jones), Lot 6, Block 60, Miles Addition, $750.00, Suit No.TAX89-0282B
Next 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-B
ADOPTION OF A RESOLUTION AUTHORIZING THE EXECUTION OF A MEMORANDUM OF
UNDERSTANDING WITH GOODFELLOW AIR FORCE BASE READINESS AND EMERGENCY
MANAGEMENT FLIGHT PROVIDING FOR EMERGENCY AND MUTUAL AID ASSISTANCE IN
PREPARATION FOR AND RESPONSE TO DISASTER OR CIVIL EMERGENCIES
ADOPTION OF A RESOLUTION AUTHORIZING THE SAN ANGELO POLICE DEPARTMENT TO
APPLY FOR THE EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT PROGRAM (JAG)

Minutes
Vol. 104 February 21, 2013

AUTHORIZATION FOR THE SAN ANGELO FIRE DEPARTMENT TO PARTICIPATE IN THE 2013
MUSCULAR DYSTROPHY ASSOCIATION (MDA) FILL THE BOOT CAMPAIGN
ADOPTION OF A RESOLUTION DESIGNATING POLLING PLACES WITHIN THE ELECTION
PRECINCTS WITHIN THE CITY OF SAN ANGELO, TEXAS FOR ELECTIONS ORDERED;
PROVIDING FOR PRE-CLEARANCE AND ALL OTHER NECESSARY ACTIONS; AND PROVIDING
FOR AN EFFECTIVE DATE
ADOPTION OF A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN
INTERLOCAL AGREEMENT FOR JOINT ELECTION TO HOLD A JOINT ELECTION ON MAY 11,
2013 WITH TOM GREEN COUNTY, VERIBEST INDEPENDENT SCHOOL DISTRICT, WALL
INDEPENDENT SCHOOL DISTRICT, GRAPE CREEK INDEPENDENT SCHOOL DISTRICT, AND SAN
ANGELO INDEPENDENT SCHOOL DISTRICT

Motion, to approve the Consent Agenda, as presented, was made by Councilmember Hirschfeld and seconded
by Councilmember Morrison. Motion carried unanimously.

REGULAR AGENDA: PUBLIC HEARING AND COMMENT
RECESS
At 11:30 A.M., Mayor New called a recess.
RECONVENE
At 11:32 A.M., Council reconvened, and the following business was transacted:
EXECUTIVE/CLOSED SESSION
At 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 contemplated
litigation; 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 was
transacted:

RECESS

At 12:05P.M., Mayor New called a recess.

RECONVENE
At 12:41 P.M., Council reconvened, and the following business was transacted:

PUBLIC HEARING AND COMMENT
POSTPONEMENT OF THE DEMONSTRATION AND CONSIDERATION OF THE NEPTUNE N SIGHT
IQ SOFTWARE WHICH WOULD ALLOW CITIZENS THE ABILITY TO ACCESS THEIR UTILITY
DATA COLLECTED FROM THE CITY’S AUTOMATIC METER READING SYSTEM
Mayor New announced the item will be postponed to a future meeting. City Council concurred.
POSTPONEMENT OF THE UPDATE AND PRESENTATION ON THE UPPER COLORADO RIVER
AUTHORITY STORM WATER MASTER PLAN

Minutes Page 3
February 21, 2013 Vol. 104

Mayor New announced the item will be postponed to a future meeting. City Council concurred.
PRESENTATION OF THE 4TH QUARTER REPORT FOR THE CHAMBER OF COMMERCE
ECONOMIC DEVELOPMENT COUNCIL AND CONVENTION & VISITORS BUREAU (CVB)
Vice President for Economic Development John Dugan Miller and CVB Vice President Pamela and presented
background information.
General discussion was held on economic growth due to the influx of oil industry prospects, impact to local
businesses, and hotel room occupancy.
AUTHORIZATION OF THE PAYROLL DEDUCTION FOR POLICE OFFICER DUTY RIFLES
Assistant Police Chief Jeff Fant presented background information.
Motion, to approve the payroll deduction, as presented, was made by Councilmember Hirschfeld and seconded
by Councilmember Silvas. Motion carried unanimously.
APPROVAL OF A LICENSE AGREEMENT WITH THE PEOPLE/PLANT CONNECTION FOR THE
DEVELOPMENT AND OPERATION OF A COMMUNITY GARDEN AT RIO VISTA PARK
Parks and Recreation Director Carl White and Susan M. Stanfield, President of the People/Plant Connection
presented 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 by
Councilmember Hirschfeld. Motion carried unanimously.
DISCUSSION OF THE 2013-2018 CAPITAL IMPROVEMENT PLAN PREPARATION, PROCEDURES,
SUBMISSIONS, AND PUBLIC FORUMS
Budget Manager Morgan Trainer presented background information. A copy of the presentation is part of the
permanent supplemental record.
Assistant City Manager/Chief Financial Officer Michael Dane suggested identifying projects and which will
then translate into an action plan. City Manager Daniel Valenzuela stated Council will have the opportunity to
identify these projects during the strategic planning workshop.
FIRST PUBLIC HEARING AND RECONSIDERATION OF INTRODUCING AN ORDINANCE
ORDERING THE GENERAL ELECTION AND SPECIAL ELECTION FOR MAY 11, 2013:
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SAN ANGELO, TEXAS, ORDERING
THAT A GENERAL ELECTION BE HELD IN SAID CITY ON THE 11TH DAY OF MAY, 2013, FOR THE
PURPOSE OF ELECTING MUNICIPAL OFFICERS; AND ORDERING THAT A SPECIAL ELECTION BE
HELD IN SAID CITY ON THE 11TH DAY OF MAY, 2013, FOR THE PURPOSE OF ELECTING
MUNICIPAL OFFICERS TO FILL VACANCIES FOR UNEXPIRED TERMS; AUTHORIZING A JOINT
ELECTION WITH TOM GREEN COUNTY, GRAPE CREEK INDEPENDENT SCHOOL DISTRICT (ISD),
SAN ANGELO ISD, WALL ISD AND VERIBEST ISD; ORDERING PUBLICATION; MAKING
PROVISIONS FOR THE CONDUCT OF THE ELECTIONS AND OTHER PROVISIONS INCIDENT AND
RELATED TO THE PURPOSE OF THIS ORDINANCE; MAKING TENTATIVE PROVISIONS FOR A
RUNOFF ELECTION, IF NECESSARY; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN
EFFECTIVE DATE (UNA ORDENANZA DEL CONSEJO DE LA CIUDAD DE SAN ANGELO, TEXAS,
CONVOCANDO UNA ELECCIÓN GENERAL PARA LA ELECCIÓN DE OFICIALES MUNICIPALES
QUE SE CELEBRARÁ EL 11 DE MAYO DE 2013; Y CONVOCANDO UNA ELECCIÓN SPECIAL QUE
SE CELEBRARÁ EL 11 DE MAYO DE 2013 PARA LA ELECCIÓN DE OFICIALES MUNICIPALES
PARA OCUPAR UNOS POSICIONES VACANTES POR TÉRMINOS NO COMPLETADO; AUTORIZAR
ELECCIÓN CONJUNTA CON TOM GREEN COUNTY, GRAPE CREEK DISTRITO ESCOLAR
INDEPENDIENTE (DEI), SAN ANGELO DEI, WALL DEI, AND VERIBEST DEI; ORDENANDO

Minutes
Vol. 104 February 21, 2013

PUBLICACIÓN, HACIENDO PROVISIONES PARA LA CONDUCTA DE DICHAS ELECCIONES Y
OTRAS PROVISIONES RELACIONADAS AL MOTIVO DE ESTA ORDENANZA; HACIENDO
TENTATIVO PROVISIONES PARA LA CONDUCTA DE SEGUNDA VOTACIÓN, (ELECCIÓN DE
DESEMPATE); 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 by
Councilmember Alexander. Motion carried unanimously.
General discussion was held on the polling locations, reassignment of the precinct locations, and the impact of
the changes to the voters.

FOLLOW UP AND ADMINISTRATIVE ISSUES
CONSIDERATION OF MATTERS DISCUSSED IN EXECUTIVE/CLOSED SESSION
No action was taken on matters discussed in Executive/Closed Session.
APPROVAL OF VARIOUS BOARD NOMINATIONS BY COUNCIL AND DESIGNATED
COUNCILMEMBERS:
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 a
8th term February 2015
Planning Commission: Ryan Smith (SMD3) to a 1st term January 2016
Motion, to approve various board nominations by Council and designated Councilmembers, was made by
Councilmember Morrison and seconded by Councilmember Silvas. Motion carried unanimously.
ANNOUNCEMENTS AND CONSIDERATION OF FUTURE AGENDA ITEMS
City Manager Daniel Valenzuela distributed the proposed March 5, 2013 Agenda and solicited Council
comments and suggestions.
ADJOURNMENT
Motion, to adjourn, was made by Councilmember Morrison and seconded by Councilmember Silvas. Motion
carried unanimously.
The meeting adjourned at 1:26 P.M.
THE CITY OF SAN ANGELO

___________________________________
Alvin New, Mayor
ATTEST:

_______________________________
Alicia Ramirez, City Clerk

In accordance with Chapter 2, Article 2.300, of the Official Code of the City of San Angelo, the minutes of this
meeting consist of the preceding Minute Record and the Supplemental Minute Record. Details on Council
meetings may be obtained from the City Clerk’s Office or a video of the entire meeting may be purchased from
the Public Information Officer at 481-2727. (Portions of the Supplemental Minute Record video tape recording
may be distorted due to equipment malfunction or other uncontrollable factors.)

City of San Angelo

Memo

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 Chief

C:Usersbryan.kendrickDesktop03-05-1302a PUR VM-03-13 - Ambulance Chassis.doc

City of San Angelo

Memo
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

Request for Proposal
City of San Angelo

Fire Department
Records 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

Table of Contents
INTRODUCTION ..................................................................................................................................................... 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 ......................................................................................................................................................2
INSURANCE REQUIREMENTS ................................................................................................................................. 3
DEADLINE AND DELIVERY LOCATION ..................................................................................................................... 7
DEADLINE.....................................................................................................................................................................7
COPIES.........................................................................................................................................................................7
SEALED CONTAINER ADDRESSING......................................................................................................................................7
DELIVERY ADDRESSES .....................................................................................................................................................7
SCOPE OF SERVICES REQUESTED ............................................................................................................................ 9
GENERAL SPECIFICATIONS................................................................................................................................................9
SUMMARY OF CURRENT OPERATIONS ................................................................................................................................9
SCOPE OF SERVICES ........................................................................................................................................................9
TERM OF CONTRACT.....................................................................................................................................................10
PROPOSAL FORMAT............................................................................................................................................. 11
PROPOSAL FORMAT INSTRUCTIONS .................................................................................................................................11
SELECTION PROCESS ............................................................................................................................................ 13
SUBMISSION 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

CITY OF SAN ANGELO
PURCHASING DIVISION
72 West College Ave, San Angelo, Texas 76902
Telephone: (325) 657-4219 or (325) 657-4220

INTRODUCTION
City 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 employer

RFP: FD-03-12/Records Management System 1

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) 657-4355


CITY OF SAN ANGELO
PURCHASING DIVISION
Telephone: (325) 657-4219 or (325) 657-4220

INSURANCE REQUIREMENTS
The following insurance requirements are an example of the City’s typical insurance requirements. The final
requirements will be completed during the negotiations process. For more specific information, please contact
John 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.


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 Injury


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”


Intentionally Left Blank


CITY OF SAN ANGELO
PURCHASING DIVISION
Telephone: (325) 657-4219 or (325) 657-4220

DEADLINE 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

Delivery Services (FedEx, UPS, etc): Purchasing Department,
RFP: FD-03-12/Records Management System
City of San Angelo
72 West College Avenue, Suite 314

Please ensure the delivery envelope/container is marked, “RFP Enclosed”.


CITY OF SAN ANGELO
PURCHASING DIVISION
Telephone: (325) 657-4219 or (325) 657-4220

SCOPE 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.


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.


CITY OF SAN ANGELO
PURCHASING DIVISION
Telephone: (325) 657-4219 or (325) 657-4220

PROPOSAL FORMAT
Proposals shall be submitted in the following format with each element requested and/or form furnished as
specified 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 the
details presented herein. To facilitate evaluation, all submittals must be submitted in the uniform format. All
submittals 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 and
removed from consideration.

City of San Angelo will not participate in any cost the Respondent may incur in the preparation and submission of a
proposal. 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 Questionnaire


CITY OF SAN ANGELO
PURCHASING DIVISION
Telephone: (325) 657-4219 or (325) 657-4220

SELECTION 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.


CITY OF SAN ANGELO
PURCHASING DIVISION
Telephone: (325) 657-4219 or (325) 657-4220

SUBMISSION FORMS

• RFP Letter Of Interest

• Addendum Acknowledgement

• Conflict Of Interest form

• Debarment and Suspension Certificate

• List of References

• Pricing Options

• Report Management System Questionnaire


CITY OF SAN ANGELO
PURCHASING DIVISION
Telephone: (325) 657-4219 or (325) 657-4220

Letter of Interest

The undersigned firm submits the following information in response to Request for Proposal (as amended by
Addenda), 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

Date


CITY OF SAN ANGELO
PURCHASING DIVISION
Telephone: (325) 657-4219 or (325) 657-4220

Addendum Acknowledgement

Receipt is hereby acknowledged of the following addenda to the Contract documents.

Addendum No. 1 dated Received






Company Name

Signature

Printed Name

________________________________
Title

________________________________
Address

________________________________

THIS FORM MUST BE RETURNED WITH THE BID


CITY OF SAN ANGELO
PURCHASING DIVISION
Telephone: (325) 657-4219 or (325) 657-4220

k
NOTICE TO VENDORS

Disclosure of Certain Relationships

Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any vendor or
person considering doing business with a local governmental entity make certain disclosures concerning any
affiliation or business relationship that might cause a conflict of interest with the local governmental entity. The
provisions of Chapter 176 and the Form CIQ questionnaire that you must complete to comply with this law, are
available 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 available
in 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 at
http://sanangelotexas.org. If you are considering doing business with the City of San Angelo or the City of San
Angelo Development Corporation and have an affiliation or business relationship that requires you to submit a
completed Form CIQ, it must be filed with the records administrator (City Clerk) of the City of San Angelo no later
th
than the seventh (7 ) business day after the date you become aware of facts that require the form to be filed. See
Section 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 Corporation
Request for Proposals, Request for Bids, or Request for Qualifications or by conducting business with either of
those two entities, you are representing that you are in compliance with the requirements of Chapter 176 of the
Texas Local Government Code.

Roger S. Banks
Division Manager


CITY OF SAN ANGELO
PURCHASING DEPARTMENT
P.O. Box 1751, San Angelo, Texas 76902
Tel: (325) 657-4220 or 657-4212


CITY OF SAN ANGELO
PURCHASING DIVISION
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


Date


Debarment and Suspension Certification
INSTRUCTIONS

1. 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.


CITY OF SAN ANGELO
PURCHASING DIVISION
Telephone: (325) 657-4219 or (325) 657-4220

List of References
List at least three (3) references of similar scope and size giving company name, contact information, and term.

REFERENCE ONE

Government/Company Name:
Location:
Contact Person and Title:
Telephone Number:
Scope of Work:
Contract Period:

REFERENCE TWO

Location:
Telephone Number:
Scope of Work:
Contract Period:

REFERENCE THREE

Location:
Telephone Number:
Scope of Work:
Contract Period:

REFERENCE FOUR

Location:
Telephone Number:
Scope of Work:
Contract Period:


CITY OF SAN ANGELO
PURCHASING DIVISION
Telephone: (325) 657-4219 or (325) 657-4220

Record 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 card

C:Usersbryan.kendrickDesktop03-05-1303a RFP FD-03-12.docx

Your
(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)


Your
(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)


Your
(Yes or No)
Support a full test mode which is independent of the live, operational
system (including independent code tables and files) and independent of
the training mode

Support a full training and test server which is independent of the live,
operational server (including independent code tables and files)

Backup and Purge
Support purging of records in all files/tables based on date

Support archiving of records in all files/tables based on date, prior to
purge
Write all archived records to alternative medium
Allow backup/purge to occur without affecting RMS operation (i.e., RMS
to remain "up" during backups)
Code Tables

All RMS codes and descriptions can be entered, modified, or deleted by
system administrator at any time except for NFIRS and NHTSA codes

Allow system administrator full security access to all relational tables
Fire/EMS RMS Reporting
Create ad-hoc reports

Provide ability to export the entire RMS database to a separate
database, in a variety of standard file formats

Provide ability to export user-selected portions of the RMS database to a
separate file, in a variety of standard file formats

Provides a variety of "canned" reports
Must have the ability to build charts and graphs

Ability for general user to easily create any report without using third
party reporting programs. (ie Crystal Reports)

User friendly interface for report creation.
Ability to print specific portions of a report without printing the entire
report.
Basic Fire/EMS Incident Reporting
Support entry of NFIRS 5.0 required data

Ability to support NFIRS "plus one" type coding (3-character NFIRS
code plus 4th character for local use)

Display code description anytime code is displayed on screen and allow
access via either
Automatically create incident and populate fields with data transferred
from CAD


March 5, 2013 Agenda Packet

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