City Council Agenda Page 1 of 5 December 3, 2013 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, December 3, 2013 McNease Convention Center, South Meeting Room 500 Rio Concho Drive San Angelo, TX 76903 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 208, 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. Proclamations “Concho Christmas Celebration Day”, Saturday, December 7, 2013, to be accepted by Lee Pfluger, President of Concho Christmas Celebration “Giving Tuesday, December 3, 2013” , to be accepted by Kaete Sullivan, Development Director of ICD, Inc., Stonebridge Training Residence, Newbridge Family Shelter, and Roland Nadeau, Public Relations & Marketing with Christians in Action D. Recognition “River Fest Committee ”, Coordination of and hosting by various organizations and individuals of the River Fest, a celebration of the completion of the Concho River Improvements Project and the 100th Anniversary of Santa Fe Park 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. On public hearing items, public input will be received on each item immediately following the Council discussion and prior to any action on the item. Each member of the public should make their remarks from the podium and begin by stating their name. Remarks by each citizen will be limited to three to five minutes, unless waived by a council member for all speaking on that matter. No individual will be allowed to speak more than once on any one subject until every citizen wishing to comment has done so.
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City Council Agenda Page 1 of 5 December 3, 2013
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, December 3, 2013
McNease Convention Center, South Meeting Room 500 Rio Concho Drive
San Angelo, TX 76903 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 208, 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. Proclamations
“Concho Christmas Celebration Day”, Saturday, December 7, 2013, to be accepted by Lee Pfluger, President of Concho Christmas Celebration
“Giving Tuesday, December 3, 2013”, to be accepted by Kaete Sullivan, Development Director of ICD, Inc., Stonebridge Training Residence, Newbridge Family Shelter, and Roland Nadeau, Public Relations & Marketing with Christians in Action
D. Recognition
“River Fest Committee”, Coordination of and hosting by various organizations and individuals of the River Fest, a celebration of the completion of the Concho River Improvements Project and the 100th Anniversary of Santa Fe Park
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.
On public hearing items, public input will be received on each item immediately following the Council discussion and prior to any action on the item. Each member of the public should make their remarks from the podium and begin by stating their name. Remarks by each citizen will be limited to three to five minutes, unless waived by a council member for all speaking on that matter. No individual will be allowed to speak more than once on any one subject until every citizen wishing to comment has done so.
City Council Agenda Page 2 of 5 December 3, 2013
II. CONSENT AGENDA
1. Consideration of approving the November 19, 2013 City Council Regular meeting minutes
2. Consideration of awarding Competitive Sealed Proposal WU-02-13 for the 2013 Rio Concho Sewer Line Improvements to Darnell Construction, LLC of San Angelo, Texas in the amount of $2,093,869.54, authorizing staff to negotiate a contract, and authorizing the City Manager to execute said contract and any related documents (K. Krueger)
3. Consideration of adopting a Resolution authorizing the City Manager to execute a consulting services agreement and any necessary related documents between the City of San Angelo, Texas and MGT of America, Inc., for the provision of two separate indirect cost allocation plans; one being an annual OMB A-87 compliant indirect cost allocation plan based on actual costs for fiscal year 2012, and the other being an annual GAAP compliant full cost allocation based on budgeted costs for FY 2014, said agreement being in the amount $11,500.00 and to be effective December 1, 2013 through November 30, 2014, and providing for an option to renew for two (2) additional years (T. Bunnell)
4. Consideration of adopting a Resolution ratifying acceptance by the City Manager on behalf of the City, of the Texas Department of Public Safety fiscal year 2013 Emergency Management Performance Grant (EMPG) award #13TX-EMPG-0885 in the revised amount of Sixty-Two Thousand Seven Hundred Ninety-Five and 35/100 Dollars ($62,795.35); and authorizing the City Manager to execute any other related documents (S. Mild)
5. Second Hearing and consideration of adopting an Ordinance amending Chapter 10, Traffic Control regarding the operation of golf carts (T. Vasquez)
AN ORDINANCE OF THE CITY OF SAN ANGELO, TEXAS, AMENDING CHAPTER 10, TRAFFIC CONTROL, OF THE SAN ANGELO CODE OF ORDINANCES, TO ADD A NEW ARTICLE 10.1700, ENTITLED “OPERATION OF GOLF CARTS ON PUBLIC STREETS” IN ORDER TO ALLOW AND REGULATE THE OPERATION OF GOLF CARTS ON ANY PART OF THE TRAFFIC AREA OF ANY PUBLIC STREET OR HIGHWAY WITHIN THE CITY LIMITS WHERE THE POSTED SPEED LIMIT IS NOT MORE THAN THIRTY (30) MILES PER HOUR, PROVIDING DEFINITIONS, ESTABLISHING LIMITATIONS ON SUCH OPERATION, ESTABLISHING REQUIREMENTS FOR EQUIPMENT, ANNUAL REGISTRATION, ESTABLISHING ADMINISTRATIVE PROCESSES, ESTABLISHING A REGISTRATION FEE, PROVIDING FOR A PENALTY FOR THE VIOLATION OF THIS ORDINANCE, AND AMENDING APPENDIX A, ENTITLED ARTICLE 3.000 BUSINESS RELATED FEES TO ADD A NEW SECTION 3.1300 GOLF CART REGISTRATION FEE; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE OF THIS ORDINANCE
6. Second Hearing and consideration of adopting an Ordinance amending the continuance to levy and collect a one-half cent sales and use tax as approved by the voters in the November 2, 2010 Special Election (B. Schneeman)
AN ORDINANCE AMENDING ARTICLE 2.3600 ECONOMIC DEVELOPMENT CORPORATION OF THE CODE OF ORDINANCES OF THE CITY OF SAN ANGELO, TEXAS BY AMENDING SECTION 2.3606 TO ADD A NEW SUBSECTION 1 TO INCLUDE THE PROJECTS ALLOWED IN SECTION 4B OF ARTICLE 5190.6 V.A.C.S., AS AMENDED, (HEREINAFTER “ACT”) FOR THE CITY OF SAN ANGELO TO CONTINUE TO LEVY AND COLLECT A ONE-HALF CENT SALES AND USE TAX, SAID PROJECTS HAVING BEEN APPROVED BY THE VOTERS IN THE NOVEMBER 2, 2010 SPECIAL ELECTION TO BE UNDERTAKEN AS ALLOWED BY THE ACT IN ACCORDANCE WITH THE RESULTS OF THE SAID SPECIAL ELECTION; AND TO RESTATE AND RENUMBER SECTION 2.3606 IN ITS ENTIRETY; PROVIDING FOR SEVERABILITY; AND, PROVIDING FOR AN EFFECTIVE DATE
City Council Agenda Page 3 of 5 December 3, 2013
7. Second Hearing and consideration of adopting an Ordinance amending the 2013-2014 Budget (M. Chegwidden)
AN ORDINANCE OF THE CITY OF SAN ANGELO AMENDING THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2013, AND ENDING SEPTEMBER 30, 2014, FOR ENCUMBRANCES, RESTRICTED AND DEDICATED MONIES, INCOMPLETE PROJECTS, AND GRANTS
8. Consideration of selecting Image Trend for RFP FD-02-13, authorizing staff to negotiate a Fire Department records management system contract between the City of San Angelo and Image Trend for software, annual maintenance and hardware, and for additional hardware to be purchased from other vendors, in a total combined amount not to exceed $210,000.00, and authorizing the City Manager to execute said contract and any related documents (S.Farris)
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 under the following sections:
Section 551.071(2) to consult with its attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter
Section 551.072 to deliberate the purchase, exchange, lease, or value of real property regarding recreational, agricultural and grazing leases and Airport/Mathis Field property
Section 551.074(a)(1) to deliberate the evaluation and duties of the City Manager Section 551.087 to discuss an offer of financial or other incentive to Hirschfeld Energy Systems,
LLC 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
9. Consideration of authorizing 2014 Premiums for health, dental and post-65 health insurance as well as discussion regarding stop loss and vision rates and any related action in connection thereto
(Presentation by Human Resources Director Lisa Marley)
10. Second Public Hearing and consideration of adopting an Ordinance relating to the City of San Angelo’s application of existing policies regarding commercial property development moratorium and related matters
AN ORDINANCE OF THE CITY OF SAN ANGELO, TEXAS, (“CITY”) ADOPTING A COMMERCIAL PROPERTY DEVELOPMENT MORATORIUM IN ACCORDANCE WITH STATE LAW UPON PUBLIC HEARING AND ISSUANCE OF WRITTEN FINDINGS; TO EXPIRE NINETY (90) DAYS AFTER THE DATE THE MORATORIUM IS ADOPTED; INCLUDING BUT NOT LIMITED TO, APPROVAL OF NEW APPLICATIONS FOR COMMERCIAL PROPERTY DEVELOPMENT RELATING TO MOBILE HOMES, MANUFACTURED HOUSING PARKS AND RECREATIONAL VEHICLE PARKS; PROVIDING A SEVERABILITY CLAUSE; PROVIDING AN EFFECTIVE DATE
(Presentation by Interim Development Services Director AJ Fawver)
City Council Agenda Page 4 of 5 December 3, 2013
11. 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
Z13-37: SKG Engineering
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: 17 West 8th Street, located approximately 200 feet west of the intersection of West 8th Street and North Chadbourne Street. This property specifically occupies the Miles Addition, Block 23, Lot 5, in north central San Angelo, changing the zoning classification from Two-Family Residential (RS-2) to General Commercial (CG) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY
(Presentation by Planner Kevin Thomas Boyd)
12. First Public Hearing and consideration of introducing an Ordinance authorizing abandonments of public streets and right-of-ways in the Fairview Addition, Block 66, 67 and 74 in north central San Angelo
AN ORDINANCE PROVIDING FOR THE ABANDONMENT AND CLOSING OF UNIMPROVED STREETS AND ALLEY SEGMENTS, TO WIT: An 80' wide portion of the unimproved public right-of-way for Florence Street, extending approximately 680' northward from Hughes Street and immediately south of the railroad right-of-way (to include portions of the 100' right-of-way of Hughes Street), an approximately 100' x 270' portion of unimproved public right-of-way of Velma Street - And - a 20' x 430' alley right-of-way in Blocks 66 and 67 and 20' x 35' alley right-of-way in Block 74 of the Fairview Addition, in north central San Angelo; AUTHORIZING THE CONVEYANCE THEREOF TO THE ABUTTING PROPERTY OWNERS; PROVIDING FOR THE TERMS AND CONDITIONS OF ABANDONMENT AND CONVEYANCE; AND PROVIDING FOR THE MAYOR TO EXECUTE AND DELIVER A QUIT CLAIM DEED TO THE ABUTTING PROPERTY OWNERS
(Presentation by Planner Kevin Thomas Boyd)
13. First Public Hearing and consideration of introducing an Ordinance authorizing abandonments of public streets and right-of-ways in the Miles Addition Block 32 in north-central San Angelo
AN ORDINANCE PROVIDING FOR THE ABANDONMENT AND CLOSING OF THE FOLLOWING ALLEY, TO WIT: An approximately 20 foot wide x 495 foot long portion of alley running east to west, perpendicular to Martin Luther King Drive located in Block 32 of the Miles Addition in north-central San Angelo; AUTHORIZING THE CONVEYANCE THEREOF TO THE ABUTTING PROPERTY OWNERS; PROVIDING FOR THE TERMS AND CONDITIONS OF ABANDONMENT AND CONVEYANCE; AND PROVIDING FOR THE MAYOR TO EXECUTE AND DELIVER A QUIT CLAIM DEED TO THE ABUTTING PROPERTY OWNERS
(Presentation by Interim Development Services Director AJ Fawver)
14. Public Hearing and consideration of approving an amendment to the 2013 Annual Action Plan for use of CDBG funds for Neighborhood Blitz and authorizing staff to submit said amendment to HUD and any related action thereto
(Presentation by Neighborhood and Family Services Director Bob Salas)
15. Public Hearing and consideration of approving the 2012 Consolidated Annual Performance and Evaluation Report (CAPER) and authorizing staff to send CAPER to HUD and any related action thereto
(Presentation by Neighborhood and Family Services Director Bob Salas)
City Council Agenda Page 5 of 5 December 3, 2013
16. Consideration of authorizing staff to negotiate the purchase of a Fire Engine via Buy-Board purchasing coop from Hall Motors a Ferrara dealer, authorizing additional equipment purchases from other vendors, in a total combined amount not to exceed $460,000.00, and authorizing the City Manager to execute said contract and any related documents
(Presentation by Assistant Fire Chief Scott Farris)
H. FOLLOW UP AND ADMINISTRATIVE ISSUES
17. Consideration of and possible action on matters discussed in Executive/Closed Session, if needed
18. Consideration of approving a Board nomination by Council and designated Councilmembers:
a. Zoning Board of Adjustment: John Haydn (SMD2) to a 1st term January 2015
19. Announcements and consideration of Future Agenda Items
20. Adjournment
The City Council reserves the right to consider business out of the posted order, and at any time during the meeting, reserves the right to adjourn into executive session on any of the above posted agenda items which are not listed as executive session items and which qualify to be discussed in closed session under Chapter 551 of the Texas Government Code. Given by order of the City Council and posted in accordance with Title 5, Texas Government Code, Chapter 551, Tuesday, November 26, 2013, 2013, at 5:30 P.M.
/s/________________________ Alicia Ramirez, City Clerk
#GivingTuesday Proclamation WHEREAS, Giving Tuesday was established as a national day of giving on the Tuesday following Thanksgiving; and
WHEREAS, Giving Tuesday is a celebration of philanthropy and volunteerism where people give whatever they are able to give; and
WHEREAS, Giving Tuesday is a day where citizens work together to share commitments, rally for favorite causes, build a stronger community, and thing about other people; and
WHEREAS, it is fitting and proper on Giving Tuesday and on every day to recognize the tremendous impact of philantrophy, volunteerism, and community service in the City of San Angelo; and
WHEREAS, Giving Tuesday is an opportunity to encourage citizens to serve others throughout this holiday season and during other times of the year.
NOW, THEREFORE, I, Dwain Morrison, Mayor of the City of San Angelo, do hereby proclaim December 3, 2013 as
Giving Tuesday
In the City of San Angelo, and encourage all citizens to join together to give back to the community in any way that is personally meaningful.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of San Angelo, TEXAS, to be affixed this 3rd day of December 2013. Dwain Morrison Mayor
P R O C L A M A T I O N WHEREAS, The Nineteenth Annual City of San Angelo Concho Christmas Celebration
with over 3 million lights is one of the largest Christmas lighting displays in the state; and,
WHEREAS, The display offers a two and one-half mile walking or driving tour
beginning behind the Main Post Office on the corner of Abe Street and First Street and ending at El Paseo de Santa Angela; and,
WHEREAS, Those involved consist of hundreds of volunteers, including offenders
from the Department of Corrections who assist with installation of Christmas scenes and hang lights, the San Angelo Restaurant Association who supply food to the inmates, R.S.V.P. who deliver inmates’ food: and,
WHEREAS, The Community Christmas Tree Lighting Ceremony will be held
Saturday, December 7th of 2013, at 5:15 p.m. at the corner of South Chadbourne and West Concho Avenue. Activities will include the San Angelo Community Band conducted by Dr. Constance Kelley of Angelo State University, the Harmony Belles Chorus directed by Libby Cammack, and the Twin Mountain Tonesmen directed by Mark Clark; and,
WHEREAS, The Community Tree lighting will be followed by the 12th annual Lights
of Christmas Parade, at 6:00 p.m. which may be viewed on 2nd Street between Oakes & Chadbourne, on Chadbourne between 2nd Street & Concho, on Concho between Chadbourne & Oakes, on Oakes back to 2nd Street; and,
WHEREAS, The Tour of Lights can be seen Sunday through Thursday from
6:00 - 10:00 p.m., and each Friday and Saturday from 6:00 p.m. - midnight, December 6th through December 31st, 2013.
NOW, THEREFORE, I, Dwain Morrison, Mayor of the City of San Angelo, Texas, on behalf of the City Council, do hereby declare Saturday, December 7th of 2013, as
CONCHO CHRISTMAS CELEBRATION DAY
and encourage citizens to join the activities and view the magnificent display that has become a treasured community event.
IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City to be affixed this 3rd day of December 2013.
THE CITY OF SAN ANGELO DWAIN MORRISON, MAYOR
Recognition -- River Fest This is in recognition of the several organizations and individuals who came together to coordinate and host River Fest, a celebration of the completion of the river improvements project and the 100th anniversary of Santa Fe Park. Event organizers included: City of San Angelo -- Angelica Pena, Roger Havlak, MaryAnn Vasquez, Bob Bluthardt, Mike Hitchcock, Lori Davila, Ida Rios, Carl White, SAPD – Sgt. Korby Kennedy and Sgt. Clay Weiting San Angelo Host – Carlo Campanelli Downtown San Angelo – Del Velasquez Convention and Visitors’ Bureau – Pamela Miller and Jenni Campbell Mclaughlin Advertising – Stephen Mclaughlin San Angelo Museum of Fine Arts – Howard Taylor Girl Scouts – Beth Vogel Vega Washer Pitching – Alex Vega Race Texas (Color Up 5K) – Jim Ross Art in Uncommon Places – Julie Raymond and Sue Rainey Two Pro Management (Santa Fe Golf Course) – Steve McNabb and Duane Poss International Water Lily Collection – Ken Landon Soundstage and Songwriters’ Association – Joseph Ashmore Volunteers came from: Angelo State University students – Sanford Mouton Lake View High School JROTC Central High School Key Club Goodfellow AFB We give a special thanks to Anthony Wilson and Brian Groves for event promotion and coverage. On October 18 and 19, 2013, more than 7,000 people enjoyed several activities along the river including: the unveiling of the sculptures at the Salmon Sculpture Garden, music at the RiverStage including the Texas Tornados, a Color Up 5K with more than 2,300 recreational runners, canoe races, Eco Fair, Kids Court with petting zoo, pony rides and bouncy houses, music by the Soundstage and Songwriters’ Association, Vega Washer Pitching tournament and music at the RiverStage by Casey James and Little Texas. The event raised $1,500 for the Wounded Warrior Project and more than $12,000 for tree planting along the river. We recognize the effort it took to coordinate and host the event and, on behalf of the City, I would like to thank you.
CITY COUNCIL MINUTE RECORD The City of San Angelo Page 31 Tuesday, November 19, 2013 Vol. 105
OPEN SESSION BE IT REMEMBERED City Council convened in a regular meeting at A.M., Tuesday, November 19, 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, Dwain Morrison Councilmember Rodney Fleming Councilmember Marty Self Councilmember Johnny Silvas Councilmember Don Vardeman Councilmember H.R. Wardlaw Councilmember Charlotte Farmer
were present and acting, with the exception of, thus constituting a quorum. Whereupon, the following business was transacted:
An invocation was given by Trenton Massey, Senior at TLC and pledge was led by Truett Bailey, Kindergartner, and Davis Bailey, 2nd Grader at Angelo Catholic School.
RECOGNITIONS
Brian Groves, Multimedia Coordinator for the City of San Angelo, recognized for his selection as one of the Standard-Times’ 20 Under 40 honorees, recognizing accomplished young professionals in our community. Brian Groves, Multimedia Coordinator for the City of San Angelo, recognized for the six statewide video awards our office won at last month’s annual convention of the Texas Association of Telecommunications Officers and Advisors. That included five second-place awards and one first-place honor. Students recognized for participating in the San Angelo Independent School District Vocational Program and working for various City of San Angelo Departments: Students: John Gibson, Jarrod Weiss, Alberto Frias, Quirt Edwards; Job Coaches: Tawnya Fowler and Leslie Deans; Staff Speaking: Becca Flores, Vocational Adjustment Coordinator for SAISD.
PUBLIC COMMENT
Mayor Morrison recognized San Angelo Central High School Bobcat Football players John Archuleta and Coach Brent Davis for the recent district win.
Mayor Morrison also recognized TLC High School Eagles Football players Jay Mayberry, Chris Marris, Trenton Massey, and Cheerleaders Stephanie __, Rebecca Way, Isabel Rosales for their district win.
Mayor Morrison announced City Manager Daniel Valenzuela will be attending a West Texas Water Partnership meeting in Odessa and Assistant City Manager/Chief Financial Officer Michael Dane will be facilitating the meeting.
Kathy Ballard, Concho Valley Workforce Development Board, announced and invited the public to the West Texas Energy Consortium Inaugural Conference and Economic Impact Presentation at Howard College in Big Spring, Texas, on December 3, 2013.
Public comments were made by Jerry Sea, WTOS Member and St. Paul Baptist Church.
Page 32 Minutes Vol. 105 November 19, 2013
A farewell speech was given by Jeff Hintz, outgoing Interim Senior Planner.
Councilmember Silvas commented on a constituent’s water bill and stressed the importance of contacting the Water Utilities Billing Department for assistance.
CONSENT AGENDA
APPROVAL OF THE NOVEMBER 5, 2013 CITY COUNCIL REGULAR MEETING MINUTES
AWARD OF BID TR-02-13/THERMOPLASTIC STRIPING TO FLAT LINE INC. (CHILDRESS, TX) FOR INSTALLATION OF PAVEMENT MARKINGS ON 2013 SEAL COATED STREETS, AND AUTHORIZATION FOR THE CITY MANAGER TO EXECUTE ANY NECESSARY RELATED DOCUMENTS (P.FRERICH)
SELECTION OF SUDDENLINK BUSINESS FOR RFP IT-01-13 TO PROVIDE LONG DISTANCE PHONE SERVICE AND PHONE CONNECTIVITY (PRIS AND POTS) SERVICES, AUTHORIZATION FOR STAFF TO NEGOTIATE A FIVE YEAR CONTRACT, AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID CONTRACT
AUTHORIZATION FOR THE CITY MANAGER TO EXECUTE SUPPLEMENTAL LEASE AGREEMENT NO. 4 TO LEASE GS-07B-15605, IN SUBSTANTIALLY THE ATTACHED FORM, AND ALL RELATED DOCUMENTS BETWEEN THE CITY OF SAN ANGELO AND THE UNITED STATES GENERAL SERVICES ADMINISTRATION (U.S. GSA) AT SAN ANGELO REGIONAL AIRPORT
AUTHORIZATION FOR THE CITY MANAGER OR HIS DESIGNEE TO ESTABLISH THE FAIR MARKET VALUE OF 0.067 ACRES OF SURPLUS PROPERTY ADJACENT TO LOT 1, BLOCK 1, GROUP 4, LAKE NASWORTHY ADDITION, CITY OF SAN ANGELO, TOM GREEN COUNTY, IN SOUTHWEST SAN ANGELO, FOR PURPOSES OF DISPOSING OF SURPLUS PROPERTY AND THE AUTHORITY TO EXECUTE ALL DOCUMENTS NECESSARY TO CONVEY THE SURFACE ESTATE ONLY IN THE SURPLUS PROPERTY BY SPECIAL WARRANTY DEED TO THE ADJACENT LOT OWNER, RESERVING UNTO THE CITY OF SAN ANGELO BLANKET DRAINAGE AND UTILITY EASEMENTS
AUTHORIZATION FOR THE SALE OF THE FOLLOWING PROPERTIES FOR THE APPRAISED VALUE AND AUTHORIZATION FOR 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
3005 Red Bluff Circle, Lot 56, Group Red Bluff, $93,700.00 (Durham) 2171 Gun Club Road, Lot 11A, Block 1, Group 10, $23,900.00 (Ng)
ADOPTION OF A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A LICENSE AGREEMENT FOR AERIAL DECK AND SUPPORTING STRUCTURES BETWEEN THE CITY OF SAN ANGELO AND 333 SOUTH CHADBOURNE LLC FOR CONSTRUCTING AND MAINTAINING ONE AERIAL DECK AND SIX SUPPORTING STRUCTURES ON AND OVER CITY-OWNED PROPERTY IDENTIFIED AS LOT 4 OF THE O. B. SAMPSON SUBDIVISION OF LOTS 1 TO 10 IN BLOCK B OF THE MAIN PART OF THE CITY, AND SUCH OTHER INSTRUMENTS AS MAY BE NECESSARY OR CONVENIENT FOR CARRYING OUT SUCH PURPOSES; AND FINDING A PUBLIC PURPOSE AND BENEFIT THEREIN (Page 41 , #2013-11-153)
ADOPTION OF A RESOLUTION 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 OR TAX WARRANT: (Page 43, #2013-11-154)
Minutes Page 33 November 19, 2013 Vol. 105
2118 Shelton, (Stephens), S 50' of N 100' of W 150' of Lot 7, Block 3, Home Acres, $1,886, Suit No. A-11-0193-TAX
ADOPTION OF A RESOLUTION AUTHORIZING THE CITY MANGER TO EXECUTE AN EASEMENT AND RIGHT OF WAY TO AEP TEXAS NORTH COMPANY, GRANTING A 15’ PERPETUAL EASEMENT AND RIGHT OF WAY FOR ELECTRIC DISTRIBUTION LINES ON 20.087 ACRES OF LAND OWNED BY THE CITY OF SAN ANGELO AND UNDER LEASE TO HOWARD COUNTY JUNIOR COLLEGE DISTRICT; SAID LAND BEING LOCATED AT 3501 N. US HWY 67, COMMONLY KNOWN AS THE WEST TEXAS TRAINING CENTER, AND BEING FOR THE BENEFIT OF HOWARD COUNTY JUNIOR COLLEGE DISTRICT (Page 45, #2013-11-155)
SECOND HEARING AND ADOPTION OF AN ORDINANCE AMENDING THE 2013-2014 BUDGET FOR A CONTRACT CHANGE ORDER (Page 47, #2013-11-156)
AN ORDINANCE OF THE CITY OF SAN ANGELO AMENDING THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2013, AND ENDING SEPTEMBER 30, 2014, FOR A CONTRACT CHANGE ORDER
SECOND HEARING AND ADOPTION OF AN ORDINANCE AMENDING CHAPTER 12, EXHIBIT “A” (ZONING ORDINANCE) OF THE CODE OF ORDINANCES, CITY OF SAN ANGELO (Page 51, #2013-11-157)
Z 13-36: SAS Texas Properties LLC
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, located approximately 800 feet south from the intersection of Humble Road & North Bryant Boulevard. This property specifically occupies the Lakeside Gardens Addition, Block One, Lots 28-31 in northwestern San Angelo, changing the zoning classification from Heavy Commercial (CH) to General Commercial (CG) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY
SECOND HEARING AND ADOPTION OF AN ORDINANCE AMENDING CHAPTER 12, EXHIBIT “A” (ZONING ORDINANCE) OF THE CODE OF ORDINANCES, CITY OF SAN ANGELO (Page 53, #2013-11-158)
Z 13-34: The River San Angelo Church, Inc.
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: 5050 Lake Drive, located approximately 800 feet southeast of the intersection of North Chadbourne Street and Lake Drive; more specifically occupying the Julia A. Bailey Subdivision, being 4.384 acres out of the south part of Block 8, Lot 2, in northwest San Angelo, changing the zoning classification from Ranch & Estate (R&E) and General Commercial/Heavy Commercial (CG/CH) to General Commercial (CG) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY
SECOND HEARING AND ADOPTION OF AN ORDINANCE AUTHORIZING ABANDONMENT OF THE COMPLETE UNIMPROVED 60-FOOT WIDE PUBLIC RIGHT-OF-WAY FOR NELSON AVENUE EXTENDING NORTH FOR A DISTANCE OF 485 FEET FROM ERA STREET, EAST OF BLOCK 3, LOTS 8-13 OF THE GOODFELLOW COURT ANNEX, AND IMMEDIATELY WEST TO PROPERTY OUTSIDE OF THE CITY LIMITS, -AND- AN ABANDONMENT OF THE COMPLETE 13-FOOT WIDE
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RIGHT-OF-WAY FOR AN ALLEY EXTENDING WEST OF NELSON AVENUE AND DIRECTLY NORTH OF THE GOODFELLOW COURT ANNEX, BLOCK 3, AND ADJACENT TO THE ENTIRE NORTHERN LENGTH OF LOT 8 OF SAME SUBDIVISION IN EAST SAN ANGELO (Page 55, #2013-11-159)
AN ORDINANCE PROVIDING FOR THE ABANDONMENT AND CLOSING OF THE FOLLOWING UNIMPROVED STREET SEGMENT AND UNIMPROVED ALLEY SEGMENT TO WIT: a complete unimproved 60-foot wide public right-of-way for Nelson Avenue extending north for a distance of 485 feet from Era Street, east of Block 3, Lots 8-13 of the Goodfellow Court Annex, and immediately west to property outside of the City Limits, -AND- an abandonment of the complete 13-foot wide right-of- way for an alley extending west of Nelson Avenue and directly north of the Goodfellow Court Annex, Block 3, and adjacent to the entire northern length of Lot 8 of same subdivision in east San Angelo; AUTHORIZING THE CONVEYANCE THEREOF TO THE ABUTTING PROPERTY OWNERS; PROVIDING FOR THE TERMS AND CONDITIONS OF ABANDONMENT AND CONVEYANCE; AND PROVIDING FOR THE MAYOR TO EXECUTE AND DELIVER A QUIT CLAIM DEED TO THE ABUTTING PROPERTY OWNERS
Motion, to approve the Consent Agenda, as presented, was made by Councilmember Farmer and seconded by Councilmember Vardeman. Motion carried unanimously.
REGULAR AGENDA: PUBLIC HEARING AND COMMENT
FIRST PUBLIC HEARING AND INTRODUCTION OF AN ORDINANCE AMENDING CHAPTER 12, EXHIBIT “A” (ZONING ORDINANCE) OF THE CODE OF ORDINANCES, CITY OF SAN ANGELO Z13-28: Greg Huling 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 5 acre tract, located approximately 280 feet south of the intersection of Southland Boulevard and Green Meadow Drive. This property specifically occupies the Community of Faith subdivision, Block 1, Section 1, Lots 1 & 2, in western San Angelo, changing the zoning classification from Single-Family Residential (RS-1) to Low-Rise Multi-Family Residential (RM-1) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY Interim Senior Planner Jeff Hintz presented background information. A copy of the presentation is part of the Permanent Supplemental Record. General discussion was held on the area’s new home development, traffic flow and congestion, the number of protest letters received, the petition circulated against the zone change, property devaluation, future plans to widen the road, and the issues related to this area and the entire city regarding large trucks utilizing neighborhood streets as truck routes. Motion, to deny the introduction of the Ordinance, as presented, was made by Councilmember Farmer and seconded by Councilmember Wardlaw.
Public comments were made by Proponent Greg Huling, Planning Commissioner Teri Jackson, Opponents: ___, Citizens Tamara Stone, Linda Silva, Jack Brandt, Jeff Curry,
A vote was taken on the motion on the floor. AYE: Self, Vardeman, Wardlaw, and Farmer. NAY: Morrison, Fleming, and Silvas. Motion carried 4-3.
RECESS
At 10:24 A.M., Mayor Morrison called a recess.
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RECONVENE
At 10:42 A.M., Council reconvened, and the following business was transacted:
APPROVAL OF A PETITION FOR VARIANCE UNDER THE CODE OF ORDINANCES, WATER CONSERVATION AND DROUGHT CONTINGENCY PLAN, SECTION 11.203 (E), TO THE ALLOWABLE WATERING FREQUENCIES AND TIME OF DAY FOR NEWLY PLANTED LANDSCAPE SUBMITTED BY THE SAN ANGELO INDEPENDENT SCHOOL DISTRICT Water Utilities Director Ricky Dickson presented background information. Responding to a question from Councilmember Fleming, Jim Elson, Maintenance Director, informed the ball fields were seeded last year and are seeded based on ground temperature. Mr. Elson also informed the school board approved the installation of artificial turf to three areas and he hoped to receive approval for other areas. He also noted the areas will be monitored closely as staff monitors all utilities on a monthly basis. Motion, to approve the petition for the variance, as presented, was made by Councilmember Farmer and seconded by Councilmember Vardeman. Public comment was made by SAISD Trustee Bill Dendle. A vote was taken on the motion on the floor. AYE: Self, Silvas, Vardeman, Wardlaw, and Farmer. NAY: Morrison and Fleming. Motion carried 5-2.
FIRST PUBLIC HEARING AND DENIAL OF AN INTRODUCTION OF AN ORDINANCE INCREASING THE NUMBER OF MEMBERS ON THE PUBLIC HOUSING AUTHORITY (PHA) FROM FIVE (5) TO SEVEN (7) AND OTHER RELATED PROVISIONS AN ORDINANCE AMENDING CHAPTER 2, ENTITLED “ADMINISTRATION”, ARTICLE 2.2700 ENTITLED “HOUSING AUTHORITY”, SECTION 2.2701 ENTITLED “CREATED; MEMBERS; TERMS”, OF THE CODE OF ORDINANCES OF THE CITY OF SAN ANGELO, BY INCREASING THE NUMBER OF MEMBERS ON THE HOUSING AUTHORITY FROM FIVE (5) TO SEVEN (7); PROVIDING THAT TWO (2) MEMBERS BE TENANTS OF PUBLIC HOUSING; AND PROVIDING FOR SEVERABILITY AND AN EFFECTIVE DATE City Clerk Alicia Ramirez and PHA Executive Director Becky Salandy presented background information. Ms. Salandy noted the increased membership offered more diversity and assisted the board with meeting the quorum requirement. Motion, to introduce the Ordinance, as presented, was made by Councilmember Silvas and seconded by Councilmember Self. General discussion was held on the concerns to meet the quorum, current membership, and the reasons for the increased membership. A vote was taken on the motion on the floor. AYE: Morrison, Self, and Silvas. NAY: Fleming, Vardeman, Wardlaw, and Farmer. Motion failed 3-4.
UPDATE AND PRESENTATION BY THE PUBLIC HOUSING AUTHORITY (PHA) AND RELATED MATTERS PHA Executive Director Rebecca Salandy presented background information. A copy of the presentation is part of the Permanent Supplemental Record. Mayor Morrison left the meeting at 11:09 a.m. and returned at 11:13 a.m. Councilmember Wardlaw left the meeting at 11:13 a.m. Councilmember Farmer requested quarterly updates from the PHA. Council concurred.
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Responding to a question from Councilmember Silvas, Ms. Salandy stated a security assessment is conducted by REACT and properties are inspected every other year per HUD requirements. She also noted additional inspections are conducted by local inspectors. FIRST PUBLIC HEARING AND INTRODUCTION OF AN ORDINANCE AMENDING CHAPTER 10, TRAFFIC CONTROL REGARDING THE OPERATION OF GOLF CARTS AN ORDINANCE OF THE CITY OF SAN ANGELO, TEXAS, AMENDING CHAPTER 10, TRAFFIC CONTROL, OF THE SAN ANGELO CODE OF ORDINANCES, TO ADD A NEW ARTICLE 10.1700, ENTITLED “OPERATION OF GOLF CARTS ON PUBLIC STREETS” IN ORDER TO ALLOW AND REGULATE THE OPERATION OF GOLF CARTS ON ANY PART OF THE TRAFFIC AREA OF ANY PUBLIC STREET OR HIGHWAY WITHIN THE CITY LIMITS WHERE THE POSTED SPEED LIMIT IS NOT MORE THAN THIRTY (30) MILES PER HOUR, PROVIDING DEFINITIONS, ESTABLISHING LIMITATIONS ON SUCH OPERATION, ESTABLISHING REQUIREMENTS FOR EQUIPMENT, ANNUAL REGISTRATION, ESTABLISHING ADMINISTRATIVE PROCESSES, ESTABLISHING A REGISTRATION FEE, PROVIDING FOR A PENALTY FOR THE VIOLATION OF THIS ORDINANCE, AND AMENDING APPENDIX A, ENTITLED ARTICLE 3.000 BUSINESS RELATED FEES TO ADD A NEW SECTION 3.1300 GOLF CART REGISTRATION FEE; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE OF THIS ORDINANCE Councilmember Wardlaw returned to the meeting at 11:18 a.m. Police Chief Tim Vasquez presented background information noting the ordinance was further reviewed by the City Attorney and revised per City Council direction. Responding to a question from Councilmember Fleming, Chief Vasquez informed state law provisions all those individuals to use a golf carts within a 2 mile radius of a golf course. He further explained, per the ordinance, permitted golf carts may be used on street with a 30 MPH designation. Motion, to introduce the Ordinance, as presented, was made by Councilmember Fleming and seconded by Councilmember Vardeman. General discussion was held on golf cart use at apartment complexes and required inspections. A vote was taken on the motion on the floor. Motion carried unanimously. DISCUSSION AND POSSIBLE ACTION RELATED TO AN INCREASE IN THE SUPPORT FOR THE TOM GREEN COUNTY MENTAL HEALTH UNIT AND TOM GREEN COUNTY CRISIS INTERVENTION UNIT Police Chief Tim Vasquez presented background information and informed the request was submitted as part of the 2013-14 Budget discussion, but not approved. Motion, to authorize the increase $37,539.00, as presented, was made by Councilmember Fleming and seconded by Councilmember Silvas. Responding to a question from Councilmember Farmer, Budget Manager Morgan Chegwidden stated funds will be allocated from the General Fund contingency funds and as an internal budget amendment. Responding to question from Councilmember Farmer, TGC Sheriff David Jones stated the program is a shared funded program between MHMR, county, and city as well as other grant funding. A vote was taken on the motion on the floor. Motion carried unanimously.
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FIRST PUBLIC HEARING AND INTRODUCTION OF AN ORDINANCE RELATING TO THE CITY OF SAN ANGELO’S APPLICATION OF EXISTING POLICIES REGARDING COMMERCIAL PROPERTY DEVELOPMENT MORATORIUM AND RELATED MATTERS AN ORDINANCE OF THE CITY OF SAN ANGELO, TEXAS, (“CITY”) ADOPTING A COMMERCIAL PROPERTY DEVELOPMENT MORATORIUM IN ACCORDANCE WITH STATE LAW UPON PUBLIC HEARING AND ISSUANCE OF WRITTEN FINDINGS; TO EXPIRE NINETY (90) DAYS AFTER THE DATE THE MORATORIUM IS ADOPTED; INCLUDING BUT NOT LIMITED TO, APPROVAL OF NEW APPLICATIONS FOR COMMERCIAL PROPERTY DEVELOPMENT RELATING TO MOBILE HOMES, MANUFACTURED HOUSING PARKS AND RECREATIONAL VEHICLE PARKS; PROVIDING A SEVERABILITY CLAUSE; PROVIDING AN EFFECTIVE DATE Interim Development Services Director AJ Fawver and Interim Senior Planner Jeff Hintz presented background information. A copy of the presentation is part of the Permanent Supplemental Record. General discussion was held on the 90 day requirement and clarified any prior applicants requesting such development would be required to follow the new policy. Motion, to introduce the Ordinance extending the 90 day moratorium and maintain the committee active to complete and finalize the policy, as presented, was made by Councilmember Fleming and seconded by Councilmember Silvas. Motion carried unanimously. FIRST PUBLIC HEARING AND INTRODUCTION OF AN ORDINANCE AMENDING THE CONTINUANCE TO LEVY AND COLLECT A ONE-HALF CENT SALES AND USE TAX AS APPROVED BY THE VOTERS IN THE NOVEMBER 2, 2010 SPECIAL ELECTION AN ORDINANCE AMENDING ARTICLE 2.3600 ECONOMIC DEVELOPMENT CORPORATION OF THE CODE OF ORDINANCES OF THE CITY OF SAN ANGELO, TEXAS BY AMENDING SECTION 2.3606 TO ADD A NEW SUBSECTION 1 TO INCLUDE THE PROJECTS ALLOWED IN SECTION 4B OF ARTICLE 5190.6 V.A.C.S., AS AMENDED, (HEREINAFTER “ACT”) FOR THE CITY OF SAN ANGELO TO CONTINUE TO LEVY AND COLLECT A ONE-HALF CENT SALES AND USE TAX, SAID PROJECTS HAVING BEEN APPROVED BY THE VOTERS IN THE NOVEMBER 2, 2010 SPECIAL ELECTION TO BE UNDERTAKEN AS ALLOWED BY THE ACT IN ACCORDANCE WITH THE RESULTS OF THE SAID SPECIAL ELECTION; AND TO RESTATE AND RENUMBER SECTION 2.3606 IN ITS ENTIRETY; PROVIDING FOR SEVERABILITY; AND, PROVIDING FOR AN EFFECTIVE DATE Interim Economic Development Director Bob Schneeman presented background information. A copy of the presentation is part of the Permanent Supplemental Record. General discussion was held on how the funds can be used, possibly holding a special May 2014 election, sales tax project’s eligibility, and addressing perpetual needs, i.e. infrastructure. Motion, to introduce the Ordinance, as presented, was made by Councilmember Vardeman and seconded by Councilmember Self. Public comment was made by Citizen Jim Turner and Billy DeWitt. A vote was taken on the motion on the floor. Motion carried unanimously.
RECESS
At 11:57 A.M., Mayor Morrison called a recess.
EXECUTIVE/CLOSED SESSION
At 12:19 P.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 551.071(1) to consult with attorney on a contemplated settlement
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offer to ACAP Health for clinical care engineering services for the City health insurance program (Marley); Section 551.071(2) to consult with its attorney on a matter in which the duty of the attorney to the governmental body under the Texas Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with this chapter regarding quarterly invoices dated 9/17/2013 and 10/29/2013 for services rendered pursuant to the Interlocal Agreement between cities of Abilene, Midland and San Angelo effective 4/9/2011 (West Texas Water Partnership) and subject to confidentiality under said Interlocal Agreement; Section 551.072 to deliberate the purchase, exchange, lease, or value of real property regarding Lake Nasworthy area (Fawver), South Concho River and Lake Nasworthy real property recreational and grazing lease (Preas), West Texas Christian Foundation, Aka Christian Village Property, and West Texas Water Partnership; and, Section 551.074(a)(1) to deliberate the evaluation and duties of the City Manager.
RECESS
At 1:55 P.M., Mayor New called a recess.
RECONVENE
At 2:00 P.M., Council reconvened, and the following business was transacted:
DISCUSSION AND POSSIBLE ACTION REGARDING AN AMENDMENT TO THE THOROUGHFARE PLAN COMPONENT OF SAN ANGELO'S COMPREHENSIVE PLAN, SPECIFICALLY PLANNED PROJECTIONS COLLECTOR STREETS BOUNDED BY JACKSON STREET TO THE NORTH, KNICKERBOCKER ROAD TO THE WEST, SOUTH BRYANT BOULEVARD TO THE EAST, AND LOOP 306 TO THE SOUTH IN SOUTH-CENTRAL SAN ANGELO
Interim Development Services Director AJ Fawver presented background information. A copy of the presentation is part of the Permanent Supplemental Record. Motion, to approve the amendment, as presented, was made by Councilmember Fleming and seconded by Councilmember Silvas. Motion carried unanimously. CONSIDERATION OF ACCEPTING THE CITY OF SAN ANGELO’S FISCAL YEAR 2012 COMPREHENSIVE ANNUAL FINANCIAL REPORT (CAFR) AND SINGLE AUDIT AS PRESENTED BY THE CITY’S EXTERNAL AUDITOR Finance Director Tina Bunnell, Freddy Moore and Gayla Thorn of Armstrong, Backus & Co., LLC presented background information. Mr. Moore reported there were no material misstatements and were pleased with City Management’s action plan to correct errors. Ms. Thorn stated due to the amount of grants received by the City and audit requirements, further audits were done on 25% of the grants noting one finding of significant insufficiency regarding the reporting requirements. Assistant City Manager/Chief Financial Officer Michael Dane stated the corrective action included hiring an individual to oversee the grants and internal department transfers to further concentrate on the tasks. Ms. Thorn reported on the changes to the future report. Responding to a question from Councilmember Wardlaw, Ms. Thorn stated unfunded liabilities, specifically pensions, will be added to the financial statements incrementally. She noted the upcoming GASB only refers to ____. Councilmember Vardeman left the meeting at 2:20 p.m. Motion, to accept the 2012 CAFR, as presented, was made by Councilmember Farmer and seconded by Councilmember Silvas. Motion carried unanimously.
DENIAL TO ISSUE A REBATE FOR WATER FEES
Budget Manager Morgan Chegwidden presented background information. A copy of the presentation is part of
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the Permanent Supplemental Record. Staff recommends no action at this time.
General discussion was held on how the 75 day goal fund balance calculation, unrestricted funds remain in fund balance, ability to increase or decrease based on increased or decreased revenue,
Motion, to accept staff’s recommendation to deny the issuance of a rebate, as presented, was made by Councilmember Wardlaw and seconded by Councilmember Farmer. Motion carried unanimously.
FIRST PUBLIC HEARING AND INTRODUCTION OF AN ORDINANCE AMENDING THE 2013-2014 BUDGET
AN ORDINANCE OF THE CITY OF SAN ANGELO AMENDING THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2013, AND ENDING SEPTEMBER 30, 2014, FOR ENCUMBRANCES, RESTRICTED AND DEDICATED MONEYS, INCOMPLETE PROJECTS, AND GRANTS.
Budget Manager Morgan Chegwidden presented background information.
Motion, to introduce the Ordinance, as presented, was made by Councilmember Fleming and seconded by Councilmember Self. Motion carried unanimously.
DISCUSSION AND DIRECTION TO THE CITY OF SAN ANGELO DEVELOPMENT CORPORATION REGARDING THE FISCAL YEAR 2013-2014 BUDGET
Requested by Council Member Farmer, BS reviewed the recommended cuts requested by City Council.
General discussion was held on the advertisement budget, the allocation to the Chamber for similar advertisements, the 20 under 40 banquet, eligible and increased expenses with little return, need to concentrate more on water related projects, extended an invitation to Council in forming a committee in setting goals for the Chamber’s performance measures,
Councilmember Wardlaw left the meeting at 2:47 p.m.
DISCUSSION AND DIRECTION TO STAFF TO COORDINATE AND HOSTING A JOINT MEETING WITH CITY COUNCIL, TOM GREEN COUNTY COMMISSIONER’S COURT, AND SAN ANGELO INDEPENDENT SCHOOL DISTRICT TRUSTEES REGARDING THE COORDINATION OF SHARED RESOURCES
Mayor Morrison as one of the representative from the three local governing entities, he suggested the City host a meeting with all entity representatives and conduct a round table discussion regarding developing a working partnership. Mr. Morrison suggested the meeting be held in the evening with a 30 minute of public participation period. Council concurred.
Mayor Morrison directed staff to approach the entities and schedule the meeting in January or February 2014.
Public comment was made by Citizen Jim Turner.
FOLLOW UP AND ADMINISTRATIVE ISSUES
CONSIDERATION OF MATTERS DISCUSSED IN EXECUTIVE/CLOSED SESSION
Mayor Morrison reported no decision was made on the West Texas Christian Foundation, Aka Christian Village Property.
Motion, regarding the contemplated settlement offer to ACAP Health for clinical care engineering services for the City health insurance program, to acknowledge Council does not have a sufficient basis or sufficient information to make or reach any decision on the matter, was made by Councilmember Farmer and seconded by Councilmember Silvas. Motion carried unanimously
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AUTHORIZATION OF FUNDING AND PAYMENT FOR CITY’S PROPORTIONATE SHARE OF COSTS INCURRED FOR SERVICES PURSUANT TO THE INTERLOCAL AGREEMENT BETWEEN CITIES OF ABILENE, MIDLAND AND SAN ANGELO, EFFECTIVE APRIL 9, 2011 (WEST TEXAS WATER PARTNERSHIP), FOR THE QUARTERLY INVOICE DATED SEPTEMBER 17, 2013 AND OCTOBER 29, 2013
Motion, to authorize Phase I invoices (acknowledging Phase I has been completed) and to authorize payment for the Phase I invoices from the ½ cent sales tax revenue, as presented, was made by Councilmember Silvas and seconded by Councilmember Fleming. Motion carried unanimously.
ANNOUNCEMENTS AND CONSIDERATION OF FUTURE AGENDA ITEMS
Assistant City Manager/Chief Financial Officer Michael Dane distributed the proposed December 3, 2013 Agenda and solicited Council comments and suggestions.
Councilmember Vardeman requested and update on stormwater fees.
Councilmember Farmer requested an updated quarterly COSADC report.
Mayor Morrison requested information regarding the May 2014 Election Calendar for possible special ½ sales tax election.
ADJOURNMENT
Motion, to adjourn, was made by Councilmember Farmer and seconded by Councilmember Self. Motion carried unanimously.
The meeting adjourned at 3:03 P.M.
THE CITY OF SAN ANGELO ___________________________________ Dwain Morrison, 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.)
Memo Date: November 27, 2013
To: Mayor and Council members
From: Kevin Krueger, Assistant Water Utilities Director
Subject: Consent Agenda Item for December 3, 2013 Council Meeting
Contact: Kevin Krueger, Assistant Water Utilities Director, 657-4209
Caption: Consideration of awarding competitive seal proposal WU-02-13 for the 2013 Rio Concho Sewer Line Improvements to Darnell Construction, LLC of San Angelo, Texas in the amount of $2,093,869.54, authorizing staff to negotiate a contract, and authorizing the City Manager, Water Utilities Director, or City Manager Designee to execute said contract and any related documents.
Summary:
Competitive sealed proposals have been received from (2) contractors for the construction of the 2013 Rio Concho Sewer Line Improvements. The two contractors were Darnell Construction, LLC ($2,093,869.54) and S.J. Louis Construction of Texas, Ltd. ($2,202,139.13). Ranking first by points was the proposal submitted by Darnell Construction, LLC in the amount of $2,093,869.54 and the first ranking proposal had no exceptions to the specifications.
History: This project is a continuation of the Water Utilities Capital Improvements Program to rehabilitate the sewer system.
Financial Impact: Proposal amount of $2,093,869.54 funded by the Wastewater Capital Improvements Program.
Related Vision Item
(if applicable):
Capital Improvements Program and Wastewater Master Plan.
Other Information/ Recommendation:
Approximately 3,057 feet of clay sewer main will be replaced under this contract. This project will replace the main sewer trunk line serving central San Angelo which lies on the North bank of the North Concho River from S. Oakes Street to S. Abe Street. It is recommended the proposal be accepted from Darnell Construction, LLC (San Angelo, Texas) and the City Manager, Water Utilities Director or City Manager Designee be authorized to negotiate and execute a contract and related documents.
Attachments: Bid Tabulation ;
Scoring Justifications
Publication: Advertised for bid in the San Angelo Standard Times September 25 and October 2, 2013.
Reviewed by Director:
Ricky Dickson, Water Utilties Director, November 20, 2013
21 Provide Trench Safety System 1,313 LF 0.38 498.94 0.01 13.13
22 Allowance for Additional Work 1 LS 181,191.00 181,191.00 181,191.00 181,191.00
Total $2,093,869.54 Total $2,202,139.13
Invitations Mailed To:Benmark Supply Midland TX
Big Country Water Works Brownwood TX
CM Construction San Angelo TX
Darnell Construction, LLC San Angelo TX
Dickson Underground Utility Construction, LLC San Angelo TX
HD Supply Waterworks Waco TX
Housley Communication Inc San Angelo TX
JENCO San Angelo TX
Morrison Supply San Angelo TX
Reece Albert San Angelo TX
Roberts Construction San Angelo TX
Texas Water & Soil San Angelo TX
Darnell SJ Louis
CITY OF SAN ANGELOBID TABULATION * RFB NO: WU-02-13 * November 13, 2013
2013 Rio Concho Sewer Line Improvements from Oakes St. to Abe St.
City of San Angelo Water Utilities Department
Memo To: Roger Banks, Purchasing Manager
From: David Hall, Engineering Coordinator
Date: November 21, 2013
Re: RFCSP: WU-02-13 – 2013 Rio Concho Sewer Line Improvements
After reviewing the responses submitted for RFP RFCSP: WU-02-13 – 2013 Rio Concho Sewer Line Improvements, the five -member committee (consisting of Roger Banks, Purchasing Division Manager, Ricky Dickson, Water Utilities Director, Russell Pehl, Engineering Manager, Kevin Krueger – Assistant Water Utilities Director and myself) scored the submissions as reflected below.
1. Darnell Construction, LLC, San Angelo, Texas – 482.07 points due to lowest price, local presence, references and experience.
2. S.J. Louis Construction of Texas, Ltd., Mansfield, Texas – 460.25 due to higher price, less local presence and experience.
As a result of the rankings, the committee is recommending that Darnell Construction, LLC of San Angelo, Texas be selected.
City of San Angelo
Finance Department
Memo Date: November 27, 2013
To: Mayor and Councilmembers
From: Tina Bunnell, Director of Finance
Subject: Consent Agenda Item for December 3, 2013 Council Meeting
Contact: Tina Bunnell, Director of Finance, 1221
Caption: Consideration of adopting a Resolution of the City of San Angelo City Council authorizing the City Manager to execute a consulting services agreement and any necessary related documents between the City of San Angelo, Texas and Mgt of America, Inc., for the provision of two separate indirect cost allocation plans; one being an annual OMB A-87 compliant indirect cost allocation plan based on actual costs for fiscal year 2012, and the other being an annual GAAP compliant full cost allocation based on budgeted costs for FY 2014, said agreement being in the amount $11,500.00 and to be effective December 1, 2013 through November 30, 2014, and providing for an option to renew for two (2) additional years
Summary: This agreement allows for the contracted services of MGT of America, Inc. MGT of America will provide the City with two separate indirect cost allocation plans, one which is used for compliance with the Federal Office of Management & Budget (OMB) A-87 and a second which is compliant with Generally Accepted Accounting Principles (GAAP). Indirect costs are expenses (such as for City Attorney, Finance, HR) which are incurred in joint usage and, therefore, difficult to assign to or identify with a specific cost object or cost center or department. The indirect cost plans are used to allocate indirect costs to individual departments for services used and paid for initially by the General Fund. The A-87 compliant cost plan is used to allocate indirect costs to grant funded departments as the grants typically have a set limit for allowable indirect costs. The full indirect cost plan is used for all other departments. Financial Impact: The cost of the service is $11,500 per year and is budgeted in the General Fund.
Other Information/Recommendation: Staff recommends executing the contract for the indirect cost plan with MGT of America, Inc.
Attachments: Consulting Services Agreement, Exhibit A, and Resolution Reviewed by Service Area Director: Michael Dane, ACM/CFO
CONSULTING SERVICES AGREEMENT By and Between
The City of San Angelo, Texas and
MGT of America, Inc.
THIS AGREEMENT is entered into this _____day of _____ , 2013 by and between the city of San Angelo, Texas ("Client"), and MGT of America, Inc., a Florida Corporation ("MGT").
In consideration of the mutual covenants set forth in this Agreement, the parties agree as follows:
I. Description of Services.
MGT shall, as an independent contractor, provide the services specified in section 1.1 below ("the Services"), on the schedule specified in section 1.2 below.
1.1 Scope of Services
MGT shall provide to Client the following services:
An annual OMB A-87 compliant indirect cost allocation plan based on actual costs for FY 2012, with the option to renew for an additional two years.
An annual GAAP compliant full cost allocation plan based on budgeted costs for FY2014 with the option to renew for an additional two years.
1.2 Timetable for Services
The Services shall be performed and the product(s) of the services shall be delivered on the following schedule:
The proposed services will be completed in approximately ten weeks (75 days) from kick-off to delivery of the final cost allocation plans, assuming key data is made available in a timely manner.
The annual project will commence on mutually agreeable date.
2. Compensation.
For its work under this Agreement, MGT shall be paid a total amount not to exceed $11,500.00 as follows: This fee shall be paid on the following schedule:
40% of the contract amount will be invoiced following completion of initial on-site work including department interviews (tasks 1-4 in Exhibit A).
40% of the contract amount will be invoiced following delivery of the draft cost allocation plans (tasks 5-10 in Exhibit A).
20% of the contract amount will be invoiced following submittal of the final cost allocation plans and project recap report.
3. Term and Termination.
This agreement shall become effective upon its execution and delivery by the parties and shall remain in effect until completion of, and full payment for, the Services. For recordkeeping purposes, the term of this Agreement shall be from December 1, 2013 through November 30, 2014. This contract may be terminated prior to completion of the Services at the option of either party, upon delivery of written notice by the terminating party to the other party. In the event of early termination by Client for reasons other than MGT's default in provision of the Services, MGT shall be paid, upon invoicing in accordance with this Agreement, the agreed compensation (or if, due to termination, there is no agreed value for the services performed to date, MGT's standard hourly rates, as said rates are set forth in Exhibit B attached hereto and incorporated herein for all purposes) for Services performed, plus expenses incurred, prior to termination. The rights and remedies of the Client provided in this section are in addition to any other rights and remedies provided by law or under this Agreement.
4. Independent Contractor Status
The relationship of MGT to Client is that of an independent contractor, and nothing in this Agreement shall be construed as creating any other relationship. As an independent contractor, MGT shall comply with all laws relating to federal and state income taxes, associated payroll and business taxes, licenses and fees, workers compensation insurance, and all other applicable state and federal laws and regulations. Neither MGT nor anyone employed or subcontracted by MGT shall be, represent, act, purport to act, or be deemed to be an agent, representative, employee or servant to Client.
5. Project Managers
Mark Carpenter shall serve as Project Manager and point of contact for MGT under this Agreement. Morgan Chegwidden shall serve as Project Manager and point of contact for Client under this Agreement. By written notice to the other party, either party may change the identity of its project manager during the term of this Agreement.
6. Miscellaneous
6.1 No Continuing Waiver
The failure or forbearance by either party in exercising any remedy available to it upon a breach of any provision of this Agreement shall not operate or be construed as a waiver of any subsequent or continuing breach by either party.
6.2 Entire Agreement.
This written Agreement represents the entire agreement of the parties, and neither party is relying upon any negotiation, representation, warranty, promise, or covenant not set forth in this Agreement. This Agreement may not be modified or amended except by a written instrument for that purpose duly executed by both parties.
6.3 Subcontracting and Assignment.
MGT may utilize subcontractors in performing the Services, but MGT shall remain responsible to Client for performance under this Agreement. This contract shall be binding upon and inure to the benefit of both Client and MGT and their respective successors and assigns, if any, and legal representatives.
6.4 Interpretation, Venue, and Severability.
This agreement shall be construed, interpreted, and enforced in accordance with Texas law without regard to conflicts of laws principles. Should any provision of this Agreement be held invalid or unenforceable by final judgment of a court of competent jurisdiction, it is the parties' intention that the remainder of this Agreement shall nevertheless be given effect as written. Any action arising out of or relating to this Agreement may be brought only in the Texas state court having jurisdiction and located in Torn Green County, Texas. If more than one party executes this Agreement as Client, then each such party shall be jointly and severally responsible for Client's performance and payment under this Agreement.
6.5 Prior Performance.
Services performed by MGT pursuant to Client's authorization, but before execution of this Agreement, shall be considered as having been performed pursuant to the terms and conditions of this Agreement.
6.6 Notices.
All written notices, demands or requests pursuant to this Agreement may be served (as an alternate to personal service) by registered or certified mail or air freight services that provide proof of delivery, with postage and fees thereon fully prepaid, and addressed to the parties so to be served as follows:
If to MGT:
MGT of America, Inc. 4009 Banister Lane, Suite 265
Austin TX 78704
If to Client:
City of San Angelo Post Office Box 1751
San Angelo, Texas 76902
Service of any such notice or demand so made by mail shall be deemed complete on the day of actual delivery as shown by the addressee's registry or certification receipt. Either party hereto may, from time to time, by written notice served upon the other as aforesaid, designate a different mailing address, or (a) different or additional person(s) to which or to whom all such notices or demands are thereafter to be addressed. Persons named to receive copies of notices are listed for accommodation only and are not required to be personally served to comply with service of notice on a party.
IN WITNESS WHEREOF, this agreement is executed in duplicate originals on this the ____ day of ____________, 2013.
CITY OF SAN ANGELO
_______________________
By: Tina Bunnell, Finance Director
ATTEST:
_________________________
Alicia Ramirez, City Clerk
MGT OF AMERICA, INC.
_______________________________
By: J . Bradley Burgess, Vice President
ATTEST:___________________________ Approved as to Form: Approved as to Content: _______________________________ ______________________________ Lysia H. Bowling City Attorney Chief Accountant
EXHIBIT A
Methodology
The OMB Circular A-87 central services cost allocation plan and the Full Cost allocation plan will be prepared concurrently by completing the following 18 tasks. The OMB A-87 and the Full Cost allocation plans will be referred to as the cost allocation plans or just the plans.
1. Conduct an initial meeting with designated personnel.
Meet in San Angelo with City personnel who have responsibility or a high interest in the annual cost allocation plans. This meeting will refine the specific objectives, requirements, measurements, and schedule of the project. This meeting will also help the project consultants understand the unique aspects of the City including any organizational or structural changes from prior years.
2. Conduct an introductory training session with all relevant personnel.
Conduct an initial and introductory training session with key City personnel and project stakeholders. Project consultants will work with City personnel to establish the objectives, content, and list of attendees for this meeting or presentation. This session is vital to successful project results including approval by operating department officials. Agenda items for these meetings or presentations could include:
v Review the project objectives.
v Review and confirm the federal and/or state requirements.
v Finalize and document the project measurements.
v Review and finalize the project schedule.
v Review available financial data.
v Review available allocation data.
v Explain the cost allocation plan.
v Summarize the purpose for calculating the cost allocation plans.
v Explain how each meeting attendee is involved in the calculations.
v Discuss example summary reports produced by the project.
v Discuss example applications produced by the project.
v Address potential areas for additional direct or indirect cost recovery.
v Solicit questions and answers.
3. Collect basic financial and operational data.
Collect and review data such as organization charts, expenditure statements, budgets, personnel counts, salary reports, and transaction statistics. Project consultants will work with City personnel to develop and gather the needed data in the most efficient way possible. The review of this data will provide the structure for the cost allocation plans including the determination of “allocating” and “receiving” departments.
This step utilizes a feature in the MGT proprietary cost allocation software not available in most other cost allocation plan software. The MGT proprietary cost allocation software has the ability to analyze, display, and allocate the indirect costs of each central service department in great detail. This detail facilitates review, explanation, and understanding of incoming costs which leads to reduced errors, fewer reruns of reports, and the ultimate acceptance and approval of the cost allocation plans.
Allocating departments are referred to as central service departments and will include, but are not limited to accounting, purchasing, human resources, and information technology. Receiving departments will be all applicable City general fund departments or divisions and all other City non general funds.
Project consultants will also identify, evaluate, and inventory federal- and state-funded City programs and internal service funds so that central service support will be properly allocated.
4. Conduct department interviews.
Meet with and interview each central service department to determine the allowable expenditures, services provided, chargebacks or direct bills, personnel providing the services, the recipients of the provided services, and appropriate transaction data.
5. Divide central service departments into functions.
Divide the allowable costs in each central service department into functions. Functions represent distinct activities within a department.
Using information gathered in Task 4, project consultants will complete Personnel Staffing Analysis (PSA) worksheets to assist in dividing departments into functions. The PSA provides a basis for the distribution of department costs into department functions. During interviews with central service departments, MGT consultants will discuss assignments and duties of City personnel.
Determine and distribute departments into functions based on timesheets, assignments, activities, or other allowed methods. Once staff members and their corresponding salaries are distributed into functions, other department costs—such as materials and supplies—will also be distributed into the same functions. This task breaks a department into functional cost pools, which can then be allocated throughout the City using meaningful, measurable, and auditable allocation bases.
6. Distribute central service department costs into functions.
Distribute the allowable costs in each central service department, and the incoming costs into each central service department, into the functions determined in Task 5. Incoming costs are the costs from other central service departments determined by a double step-down calculation. The distribution of allowable department costs and incoming costs will determine the total cost of providing each distinct service within each central service department.
The MGT proprietary software is written in a relational database and uses Microsoft Excel as a report writer. This platform provides unlimited flexibility in calculating, formatting, and reporting information. Charts and graphs can be used to explain and illustrate allocation information. Allocation information is automatically produced that compares allocation totals to receiving departments (funds) from year to year.
7. Develop allocation bases for central service department functions.
Determine an appropriate allocation base for each function in each central service department. This determination will serve as the basis for allocating the allowable costs in each function to the recipients of the service. Project consultants will request corresponding transaction data from central service department personnel.
Central service departments will allocate costs to all City funds. This allocation methodology ensures the most fair and accurate distribution of costs as opposed to a methodology that singles out particular departments or funds for maximum allocation.
8. Process draft cost allocation plans.
Process the draft cost allocation plans using the MGT proprietary cost allocation software. The cost allocation plans will include summary and detail reports. The summary report in each cost allocation plan provides information on the dollar amounts allocated from each central service department to every receiving department. The detailed reports in each cost allocation plan provide information on the expenditures, allowable costs, incoming costs, personnel distribution, functions, and allocation bases for every central service department.
The MGT proprietary cost allocation software incorporates a double step-down methodology, is technical and detailed, has a self-auditing feature, and has been used for several hundred cost allocation plans in the past five years—many submitted for federal and state approval.
9. Conduct quality control and internal review of the draft cost allocation plans.
The project manager and the project consultant will undertake an internal review process to raise the accuracy of the cost allocation plans and ensure City personnel do not waste time reviewing substandard or incomplete work.
Four quality assurance measures are followed within every engagement. The project manager will undertake the first measure. This consultant will maintain a high level of communication with City personnel. Examples of communication include project status reports, review of documents, and submittal of preliminary results. This proactive communication ensures assumptions are correct, decisions are sound, and final results are solid.
The second measure is undertaken between the project consultant and the project manager. Similar to the first quality assurance measure, the project consultant maintains a high level of communication with the project manager. Assumptions are tested, issues discussed, and methods agreed to before and during the project, not following completion.
The third measure is a series of comparisons completed by the project consultant and project manager. Utilizing the MGT proprietary software, the project consultant and manager will compare cost allocation plans between years, and between multiple years, if
appropriate. Variances are identified, researched, understood, and explained to relevant individuals. The comparison and variance analysis between years, which is available to City personnel, raises the accuracy of project results.
The fourth and most formal measure is a comprehensive review of the draft cost allocation plan by a senior-level consultant with expertise in cost allocation. This experienced consultant has a fresher perspective of the project than do the project manager and project consultant. This perspective incorporates knowledge from dozens of similar projects.
This perspective and review forces the project manager and project consultant to defend project decisions. As a result, the cost allocation plan is strengthened, and a greater audit strategy is prepared in advance of final submittal to the City.
Additionally, the MGT proprietary cost allocation software automatically generates self-auditing schedule that reconciles the sum of all central service department expenditures to the sum of all allocated costs.
10. Provide draft cost allocation plans.
Meet in San Angelo with City personnel if requested or provide electronic printed and electronic copies of the draft results of the cost allocation plans to City personnel. This step is an opportunity to review preliminary results, address questions or concerns, and make changes as necessary. Task 9 will ensure City officials review quality draft results and are not forced to spend hours editing and correcting substandard work.
11. Process final cost allocation plans.
Process the final cost allocation plans after addressing issues or concerns raised in Task 10. The final cost allocation plans will be professionally formatted and displayed.
The final cost allocation plans will include the following two detailed sections.
1. Each allocating department will include descriptive narratives of the cost allocation methodologies for primary categories of allocated costs (aka functions or service categories).
2. A separate section documenting changes in allocation methodologies from the prior year and reasons for the changes.
Additionally, the MGT proprietary cost allocation software automatically generates management reports. These reports provide:
v A schedule comparing total allocated costs between fiscal years for every receiving department.
v A schedule comparing allocated costs between fiscal years, by central service department, to receiving departments meeting defined criteria (for example, a variance greater than 10 percent or a variance greater than $10,000).
v A schedule documenting unit costs of identified support activities such as the cost of payroll per employee, or the cost per purchase order.
v A schedule explaining variances in allocated costs from the prior year.
12. Provide final cost allocation plans in paper and electronic format.
Provide up to five printed and bound copies and one electronic copy (Excel or Adobe PDF file) on CD-ROM or email of the final cost allocation plans to City personnel following confirmation that the work is final by the City’s project manager. Additionally, MGT consultants will provide electronic copies (Excel or Adobe PDF file) of summary schedules, variance analyses, and management reports as requested.
13. Present project results to elected officials if requested.
Present the final project results to the City’s elected officials either in a work session or at a public meeting if requested. This presentation will include a high-level overview of the project and the applications, implications, and anticipated benefits to City operations. Detailed information will be presented as requested.
15. Identify additional uses for the cost allocation plans.
Continuously explore additional applications for the cost allocation plans.
16. Negotiate OMB A-87 cost allocation plan if requested.
Negotiate the final OMB Circular A-87 central services cost allocation plan with the appropriate State and/or Federal authorities if those authorities request such negotiation.
17. Respond to audit inquiries.
Provide answers and supporting documentation in response to State and/or Federal and/or other appropriate agency audit inquiries. Additionally, project consultants will work with State and/or Federal and/or other appropriate agency auditors to resolve issues in the current and future cost allocation plans.
18. Prepare a cost allocation plans project recap report.
Prepare a cost allocation plans project recap report for City personnel. This report will include comments and input from City personnel to review regarding the just-completed cost allocation plans. This report will also provide City personnel an opportunity to provide timely feedback on aspects of the cost allocation plan project that went well and aspects of the project that need improvement. The project consultants will then formulate this feedback into the following years’ work plan as applicable.
Additionally, the project recap report will include changes in allocation methodologies from the prior year and reasons for the changes.
These proposed 18 steps will not only have a minimal impact on City staff, the steps will also be completed in the most timely and efficient manner possible. The proposed senior-level project team has the capability and capacity to deliver the project results, with additional services, within the City’s desired project timeline.
A RESOLUTION OF THE CITY OF SAN ANGELO CITY COUNCIL AUTHORIZING THE CITY MANAGER OR DESIGNEE TO EXECUTE A CONSULTING SERVICES AGREEMENT AND ANY NECESSARY RELATED DOCUMENTS BETWEEN THE CITY OF SAN ANGELO, TEXAS AND MGT OF AMERICA, INC., FOR THE PROVISION OF TWO SEPARATE INDIRECT COST ALLOCATION PLANS; ONE BEING AN ANNUAL OMB A-87 COMPLIANT INDIRECT COST ALLOCATION PLAN BASED ON ACTUAL COSTS FOR FISCAL YEAR 2012, AND THE OTHER BEING AN ANNUAL GAAP COMPLIANT FULL COST ALLOCATION BASED ON BUDGETED COSTS FOR FY 2014, SAID AGREEMENT BEING IN THE AMOUNT $11,500.00 AND TO BE EFFECTIVE DECEMBER 1, 2013 THROUGH NOVEMBER 30, 2014, AND PROVIDING FOR AN OPTION TO RENEW FOR TWO (2) ADDITIONAL YEARS
WHEREAS, the City of San Angelo (“City”) is in need of consulting services for the provision of two separate indirect cost allocation plans to allocate indirect costs to individual departments for services used and paid for initially by the General Fund, one being for compliance with the Federal Office of Management & Budget (OMB) A-87 and the other being for Generally Accepted Accounting Principles (GAAP) (“Services”), and WHEREAS, City has previously entered into a consulting services agreement with MGT of America, Inc. for the provision of these services, and WHEREAS, MGT of America, Inc. possesses all necessary qualifications and expertise to perform Services, and. WHEREAS, City wishes to engage the services of MGT of America, Inc. and MGT of America, Inc. wishes to perform the services for City, under an agreement to be effective December 1, 2013 through November 30, 2014, said agreement being in the amount of $11,500.00 and providing an option to renew for an additional two years for each service plan. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SAN ANGELO, TEXAS THAT:
1. The above recitals are true and correct and incorporated herein.
2. The City Council hereby approves the selection of MGT of America, Inc. to provide the consulting services and authorize the City Manager or his designee to execute a consulting services agreement between the City of San Angelo and MGT of America, Inc. and any necessary related documents.
PASSED, APPROVED, and ADOPTED on this the ____ day of _________________,
2013.
CITY OF SAN ANGELO, TEXAS
By: ________________________ Dwain Morrison, Mayor
ATTEST: _____ Alicia Ramirez, City Clerk APPROVED AS TO CONTENT: APPROVED AS TO FORM: _____________________________ ___________________________ Tina Bunnell, Finance Director. Lysia H. Bowling, City Attorney
A RESOLUTION OF THE CITY OF SAN ANGELO CITY COUNCIL RATIFYING ACCEPTANCE BY THE CITY MANAGER ON BEHALF OF THE CITY OF THE TEXAS DEPARTMENT OF PUBLIC SAFETY FISCAL YEAR 2013 EMERGENCY MANAGEMENT PERFORMANCE GRANT (EMPG) AWARD #13TX-EMPG-0885 IN THE REVISED AMOUNT OF SIXTY-TWO THOUSAND SEVEN HUNDRED NINETY-FIVE AND 35/100 DOLLARS ($62,795.35); AND, AUTHORIZING THE CITY MANAGER TO EXECUTE ANY OTHER RELATED DOCUMENTS
Whereas, on October 1, 2013, the City Council authorized the City Manager to accept the Texas Department of Public Safety fiscal year 2013 Emergency Management Performance Grant (EMPG) #13TX-EMPG-0885 in the amount of Fifty-Eight Thousand, Two Hundred Seventy-Eight and 98/100 Dollars ($58,278.98) and execute any related documents for grant participation and compliance; and
Whereas, the Texas Department of Public Safety has notified the City of an adjustment in the amount of the EMPG award of Four Thousand Five Hundred Sixteen and 37/100 Dollars ($4,516.37) for an award of grant funds in the amount of Sixty-Two Thousand Seven Hundred Ninety-Five and 35/100 Dollars ($62,795.35), the acceptance of which is required within 45 days of October 16, 2013 to activate the grant; and
Whereas, the grant funds will be distributed, subject to said acceptance of the grant and commitment to comply with the terms and conditions of the grant requirements.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF SAN ANGELO, TEXAS THAT:
Section 1. The action of the City Manager to accept the Department of Public Safety FY 2013 EMPG award #13TX-EMPG-0885 in the amount of Sixty-Two Thousand Seven Hundred Ninety-Five and 35/100 Dollars ($62,795.35) and execute the grant award is hereby ratified and the City Manager is hereby authorized to execute any related documents for grant acceptance, participation or compliance.
Section 2. This Resolution shall take effect immediately from and after its passage and approval.
PASSED and APPROVED THIS DAY OF , 2013.
CITY OF SAN ANGELO, TEXAS ATTEST: Dwain Morrison, Mayor Alicia Ramirez, City Clerk APPROVED AS TO CONTENT: APPROVED AS TO FORM: _______________________________ Teresa Covey Lysia H. Bowling Emergency Management Coordinator City Attorney
Subject: Agenda Item for December 3, 2013 Council Meeting
Contact: Steve Mild, Emergency Management, 325-657-4230
Caption: Consent
Consideration of ratifying the acceptance of the FY2013 Emergency Management Performance Grant (EMPG) in the amount of $4,516.37, originally authorized for acceptance on 10/1/13 for $58,278.98, and authorizing the Mayor or City Manager to execute related documents
Summary: The Emergency Management Department has received this annual grant from FEMA through the Texas Division of Emergency Management (TDEM) for our efforts in maintaining our advanced preparedness level.
History: The Emergency Management Department has received this grant annually to assist with the funding of the Emergency Management Department.
Financial Impact: The supplement award of $4,516.37 is additional monies to fund a portion of the Emergency Management Department.
Related Vision Item
(if applicable):
Acceptance of this grant award enables the Emergency Management Department to continue the review and maintenance process of the Emergency Operations Plan (EOP) in the event(s) of catastrophic failures of services.
Other Information/ Recommendation:
Staff recommends approval for the Mayor or City Manager to sign the FY2013 Emergency Management Performance Grant (EMPG) Revised Notice of Subrecipient Grant Award.
Attachments: Revised Notice of Sub-Recipient Grant Award Terms and Conditions
Presentation: N/A
Publication: N/A
Reviewed by Service Area Director:
Approved by Legal: Date of Approval (attach Legal Approval Form)
City of San Angelo
Memo Date: 10/22/2013
To: Mayor and Council Members
From: Tim Vasquez, Chief of Police
Subject: Agenda Item for November 19th, 2013 City Council Meeting
Contact: Tim Vasquez, Chief of Police, 325-657-4336
Caption: Regular
First public hearing and introduction of an Ordinance adopting 10.1700 of the City of San Angelo Code of Ordinances related to the operation and regulation of golf carts on public streets and providing for the penalty for violations of said ordinance as well as providing for repeal, savings and severability, effective date, and publication of said ordinance therein.
Summary: Currently the City of San Angelo has no ordinance regulating the use of golf carts. Applicable laws are currently found in the Texas Transportation Code as found in Section 551.401 through 551.405.
History: At the September 3rd, 2013 City Council Meeting Chief Tim Vasquez presented background information on golf cart issues as it relates to specifically Angelo State University and Commercial entities in the City. Motion by Councilman D. Vardeman and second by Councilman M. Self directed City staff to draft ordinance relating the use of golf carts on public streets specifically with regards to Angelo State University, Governmental Agencies, and Commercial Entities and motion carried unanimously.
At the November 5, 2013 City Council meeting, a first hearing of the ordinance was held and introduced with changes by City Council which included removing the government permit fee exemption, reducing the miles per hour from 35 to 30, and removing the passenger age limit. After further review and revision, the City Attorney has recommended Council reconsider the revised ordinance and conduct another first hearing.
Financial Impact: Application and Permit for each golf cart is $20.00
Related Vision Item (if applicable):
N/A
Other Information/ Recommendation:
Staff recommends approval of Ordinance 10.1700 with changes of the following at Council Direction: 10.173(a) The maximum speed limit of the public street is thirty-five (35) miles per hour less. Change to thirty (30) miles per hour or less.
Attachments: 10.1700, Operation of Golf Cart Vehicle on Public Streets REVISED per City Council direction on 11/5/13
Presentation: (If item includes a PowerPoint presentation or any other type of electronic media to be displayed on the projector, this file must be submitted with your background information by the scheduled due date.)
Publication: N/A
Reviewed by Director:
Tim Vasquez, Chief of Police, 10-22-2013
Approved by Legal: October 23, 2013, City Attorney Lysia H. Bowling
AN ORDINANCE OF THE CITY OF SAN ANGELO, TEXAS, AMENDING CHAPTER 10, TRAFFIC CONTROL, OF THE SAN ANGELO CODE OF ORDINANCES, TO ADD A NEW ARTICLE 10.1700, ENTITLED “OPERATION OF GOLF CARTS ON PUBLIC STREETS” IN ORDER TO ALLOW AND REGULATE THE OPERATION OF GOLF CARTS ON ANY PART OF THE TRAFFIC AREA OF ANY PUBLIC STREET OR HIGHWAY WITHIN THE CITY LIMITS WHERE THE POSTED SPEED LIMIT IS NOT MORE THAN THIRTY (30) MILES PER HOUR, PROVIDING DEFINITIONS, ESTABLISHING LIMITATIONS ON SUCH OPERATION, ESTABLISHING REQUIREMENTS FOR EQUIPMENT, ANNUAL REGISTRATION, ESTABLISHING ADMINSTRATIVE PROCESSES, ESTABLISHING A REGISTRATION FEE, PROVIDING FOR A PENALTY FOR THE VIOLATION OF THIS ORDINANCE, AND AMENDING APPENDIX A, ENTITLED ARTICLE 3.000 BUSINESS RELATED FEES TO ADD A NEW SECTION 3.1300 GOLF CART REGISTRATION FEE; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE OF THIS ORDINANCE
WHEREAS, the City of San Angelo (“City”) is authorized under state law to allow and regulate the operation of golf carts on public streets of the City where the posted speed limit is not more than 35 miles per hour, including equipment requirements;
WHEREAS, the City Council has determined that the regulations set forth in this ordinance are reasonably necessary to promote and protect the interests of the public health, safety and welfare of the City; and
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SAN ANGELO, TEXAS:
Section 1) THAT, Chapter 10, entitled “Traffic Control” of the Code of Ordinances, City of San Angelo, Texas is hereby amended by adding the following Article 10.1700, entitled “Operation of Golf Carts on Public Streets” to allow and regulate the operation of golf carts on public streets where the posted speed limit is not more than thirty (30) miles per hour within the City limits:
ARTICLE 10.1700 OPERATION OF GOLF CARTS ON PUBLIC STREETS
Sec. 10.1701 Statutory Authorization.
In accordance with the authority granted under Chapter 551 of the Texas Transportation Code, Subchapter F, “Golf Carts and Utility Vehicles,” the City of San Angelo allows and regulates the operation of golf carts on public streets within the City limits where the posted speed limit is not more than 35 miles per hour, which includes imposing equipment safety standards.
Sec. 10.1702 Designation of Police Department.
The City of San Angelo Police Department is hereby authorized under the direction of the Police Chief or an authorized designee to administer the procedures for registration of golf carts and collect registration fees pursuant to this article.
Sec. 10.1703 Definitions.
Pursuant to this article:
(a) applicant means a natural person or entity submitting an application for registration for a golf cart.
(b) department means the City of San Angelo Police Department.
(c) driver’s license means an authorization issued by the State of Texas for the operation of a motor vehicle.
(d) golf cart means a motor vehicle designed by the manufacturer primarily for use on a golf course as defined in the Texas Transportation Code and not a go-cart, neighborhood electric vehicle, off road vehicle, utility vehicle or all-terrain vehicle.
(e) operator means the person who drives or has physical control of a golf cart on any part of the traffic area of any public street or highway.
(f) personal use means a use other than business use for facility maintenance, parcel delivery, premises security or any governmental use.
(g) registration means authorization issued by the Department to an applicant for registration of a golf cart.
(h) sidewalk means the portion of a street that is between a curb or lateral line of a roadway and the adjacent property line and intended for pedestrian use, and including pedestrian walkway, jogging path, bike or park trail.
(i) traffic area means any portion of any road, street, highway, drive, or other right-of- way, whether improved or unimproved, including the berm or shoulder, designed or ordinarily used for vehicular traffic, within the city limits.
Sec. 10.1704 Golf Cart Operation.
It shall be unlawful to operate a golf cart on any part of the traffic area of any public street or highway within the city limits where the posted speed limit is more than thirty (30) miles per hour and:
(a) That is not registered with the Department and does not have a current registration decal issued pursuant to this article conspicuously displayed upon the back of the golf cart.
(b) Without a valid Texas driver’s license.
(c) For personal use.
(d) On or upon any sidewalk, pedestrian walkway, jogging path, park trail or any location normally used for pedestrian traffic.
(e) With unseated occupants or a number of occupants in excess of the number for which factory seating is installed and provided.
(f) While towing another golf cart or conveyance of any kind or person on roller skates, skateboard or bicycle.
(g) When visibility is impaired by weather, smoke, fog, or other condition, or at any time when there is insufficient light to clearly see persons or vehicles on the roadway at a distance of five hundred feet (500’) or during inclement weather.
Sec. 10.1705 Golf Cart Equipment Required.
It shall be unlawful to operate a golf cart pursuant to this article which does not have the following equipment:
(a) Two (2) headlamps;
(b) Two (2) tail lamps;
(c) Side reflectors [two (2) front, amber in color and two (2) rear, red in color];
(d) Parking brake;
(e) Rearview mirror(s), capable of a clear, unobstructed view of at least two hundred feet (200’) to the rear;
(f) Slow-moving vehicle emblem.
Sec. 10.1706 Golf Cart Registration Required.
All golf carts operated upon the traffic areas within the city limits pursuant to this article shall be registered with the Department prior to such operation. Registration of a golf cart is not intended to and shall not operate to warrant or guarantee that the golf cart meets any particular standard or condition or that it may be safely operated upon the traffic areas within the City. Registration shall be made in the manner set forth as follows:
(a) Application for a golf cart registration shall be made upon a form provided by and to the Department. An annual registration fee as prescribed in Appendix A, Article 3.000, entitled “Business Related Fees”, Section 3.1300, entitled “Golf Cart Registration Fee”, shall be paid before each registration or renewal thereof is granted.
(b) The Department, upon receiving proper application therefore and upon compliance inspection for required equipment, is authorized to issue a golf cart registration decal which shall be effective for one (1) calendar year.
(c) Such decal shall be firmly attached to the rear of the golf cart for which issued in such position as to be plainly visible from the rear.
(d) Upon the expiration of any golf cart registration, the same may be renewed upon application and payment of the prescribed fee.
(e) The Department shall not issue a golf cart registration decal for any golf cart the Department has reasonable grounds to believe that the applicant is not the owner of, or entitled to the possession of, such golf cart.
(f) The Department shall not issue a golf cart registration decal for any golf cart for which the applicant has not submitted evidence of financial responsibility for the current registration period for the golf cart equivalent to or greater than the current minimum requirement for liability insurance under the Texas Motor Vehicle Safety Responsibility Act for operation of a motor vehicle. Such financial responsibility may be provided by a general liability insurance policy, self-insurance through a governmental agency, or by other valid insurance.
Sec. 10.1706 Liability.
Nothing in this article shall be construed as an assumption of liability by City for any injuries (including death) to persons, pets, or property which may result from the operation of a golf cart pursuant to this article.
Section 2) THAT, the following penalty clause is adopted with this amendment:
PENALTY:
Any person who violates any provisions of this article shall be guilty of a misdemeanor and upon conviction shall be subject to a fine as provided for in Section 1.106 of this Code. Each day of such violation shall constitute a separate offense.
Section 3) THAT, the following severability clause is adopted with this amendment:
SEVERABILITY:
That the terms and provisions of this ordinance shall be deemed to be severable in that if any portion of this ordinance shall be declared to be invalid, the same shall not affect the validity of the other provisions of this ordinance.
Section 4) THAT, Appendix A, Article 3.000, entitled “Business Related Fees” is hereby amended by adding the following Section 3.1300, entitled “Golf Cart Registration Fee”:
Sec. 3.1300 Golf Cart Registration Fee
A golf cart registration application hereunder shall be accompanied by a golf cart registration fee of $20.00.
Section 5) THAT, the following severability clause is adopted with this amendment:
SEVERABILITY:
That the terms and provisions of this ordinance shall be deemed to be severable in that if any portion of this ordinance shall be declared to be invalid, the same shall not affect the validity of the other provisions of this ordinance.
Section 6) THAT this Ordinance shall be effective from an after the date of adoption.
INTRODUCED on the day of 2013, and finally PASSED, APPROVED and ADOPTED on this the day of , 2013.
CITY OF SAN ANGELO, TEXAS Dwain Morrison, Mayor ATTEST: Alicia Ramirez, City Clerk Approved as to content: Approved as to form: Tim Vasquez, Police Chief Lysia H. Bowling, City Attorney
Excerpt from Current City Code of Ordinances, Chapter 2, Article 2.3600 ECONOMIC DEVELOPMENT
Sec. 2.3606 Levy, Use and Termination of Sales Tax
(a) In accordance with the results of the September 11, 2004 sales tax election held under Section 4B of Vernon’s Ann. Civ. St. Art. 5190.6 (“Act” hereinafter), the City of San Angelo shall continue to levy and collect a one-half cent sales and use tax for the following purposes authorized by said election:
(1) Infrastructure relating to the development of water supply facilities for one or more of the following options: water reuse and/or the use of fresh or brackish ground water; and the development and institution of water conservation programs including, but not limited to, education programs and incentives for the installation of water saving plumbing fixtures;
(2) Projects authorized under the Act including, but not limited to, Concho River improvements; park improvements; sports and athletics facilities and improvements, including maintenance and operations expenses for such sports and athletics facilities and improvements; convention center, Fort Concho Museum, coliseum and fairground improvements; related improvements to enhance the foregoing items; and development and expansion of affordable housing;
(3) Economic development purposes authorized under Section 4B of the Act, including, but not limited to, the development, promotion, creation, retention or expansion of business enterprises that create or retain primary jobs, and suitable infrastructure necessary to promote or develop business enterprises.
(b) The one-half cent sales tax shall be levied and collected from July 1, 2005 and shall terminate on June 30, 2025.
(c) One-half cent sales tax collected from July 1, 1999 until June 30, 2005 shall continue to be used for the following purposes authorized in the election held on January 16, 1999:
(1) Lake Nasworthy Dredging Project and related improvements.
(2) Coliseum and Fairgrounds Projects, including but not limited to replacement of air conditioning plant in the coliseum, construction of an indoor arena, and other facility improvements.
(3) The promotion and/or development of new or expanding business enterprises which create or retain jobs including the provision of infrastructure to support such enterprises.
(Ordinance adopted 7/5/05)
AN ORDINANCE AMENDING ARTICLE 2.3600 ECONOMIC DEVELOPMENT CORPORATION OF THE CODE OF ORDINANCES OF THE CITY OF SAN ANGELO, TEXAS BY AMENDING SECTION 2.3606 TO ADD A NEW SUBSECTION 1 TO INCLUDE THE PROJECTS ALLOWED IN SECTION 4B OF ARTICLE 5190.6 V.A.C.S., AS AMENDED, (HEREINAFTER “ACT”) FOR THE CITY OF SAN ANGELO TO CONTINUE TO LEVY AND COLLECT A ONE-HALF CENT SALES AND USE TAX, SAID PROJECTS HAVING BEEN APPROVED BY THE VOTERS IN THE NOVEMBER 2, 2010 SPECIAL ELECTION TO BE UNDERTAKEN AS ALLOWED BY THE ACT IN ACCORDANCE WITH THE RESULTS OF THE SAID SPECIAL ELECTION; AND TO RESTATE AND RENUMBER SECTION 2.3606 IN ITS ENTIRETY; PROVIDING FOR SEVERABILITY; AND, PROVIDING FOR AN EFFECTIVE DATE.
BE IT ORDAINED BY THE CITY OF SAN ANGELO:
Section 1. THAT, Chapter 2, Article 2.3600 Section 2.3606 of the Code of Ordinances of the City of San Angelo, Texas is hereby amended to add a new Subsection 1, paragraphs (a), (b), (c), (d), (e) and (f) to reflect that in accordance with the results of the November 2, 2010 Special Election held under Section 4B of Article 5190.6 V.A.C.S, the City of San Angelo shall continue to levy and collect a one-half cent sales and use tax for the purposes and projects authorized by said election; and to restate and renumber paragraphs (a), (b) and (c) of said Section 2.3606 as adopted by the Code of Ordinances on July 5, 2005, as Subsection 2, Subsection 3 and Subsection 4, to read as follows:
ARTICLE 2.3606 ECONOMIC DEVELOPMENT CORPORATION Sec. 2.3606 Levy, Use and Termination of Sales Tax 1. In accordance with the results of the November 2, 2010 sales tax election held under Section 4B of Article 5190.6 V.A.C.S, the City of San Angelo shall continue to levy and collect a one-half cent sales and use tax for following purposes and projects authorized by said election:
(a) The use of sales and use tax proceeds for infrastructure relating to the development of water supply, water purchase, water rights purchase, and/or capital improvements for one or more of the following options: water reuse and/or the use of fresh or brackish water; and the development and institution of water conservation programs, including, but not limited to, education programs and incentives for the installation of water saving plumbing fixtures, to be from a minimum of 21% increasing to 72% of gross sales and use tax proceeds as voter approved project obligations are met and subject to future voter approval of additional projects; and
(b) The use of sales and use tax proceeds for the continued economic development projects authorized under Section 4B of the Act, including, but not limited to, the development, promotion, creation, retention or expansion of business enterprises that create or retain primary jobs, including suitable infrastructure, up to 28% of gross sales and use tax revenues; and
(c) The use of sales and use tax proceeds for the continued development and expansion of affordable housing for a period of thirty (30) years at its current allocation; and (d) The use of sales and use tax proceeds for infrastructure relating to the Concho River improvements anticipated to be in the sum of $4 million: and
(e) The use of sales and use tax proceeds for projects authorized under the Act including, restoration of the Auditorium Downtown Plaza anticipated to be in the sum of $3.75 million, youth sports facility consolidation anticipated to be in the sum of $1.75 million, Fort Concho/Museum District anticipated to be in the sum of $1 million, Fair Grounds Third (3rd) Phase Construction anticipated to be in the sum of $1 million, and Airport Modification leveraging funds anticipated to be in the sum of $500,000; and
(f) The uses of sales and use tax proceeds for infrastructure and capital improvement projects, other than development of water infrastructure or economic development, requiring funding in addition to funding anticipated at the time of approval shall be resubmitted to the qualified voters for approval before the expenditure of additional funds from sales and use tax proceeds.
2. In accordance with the results of the September 11, 2004 sales tax election held under Section 4B of Vernon’s Ann. Civ. St. Art. 5190.6 (“Act” hereinafter), the City of San Angelo shall continue to levy and collect a one-half cent sales and use tax for the following purposes authorized by said election:
(a) Infrastructure relating to the development of water supply facilities for one or more of the following options: water reuse and/or the use of fresh or brackish ground water; and the development and institution of water conservation programs including, but not limited to, education programs and incentives for the installation of water saving plumbing fixtures; (b) Projects authorized under the Act including, but not limited to, Concho River improvements; park improvements; sports and athletics facilities and improvements, including maintenance and operations expenses for such sports and athletics facilities and improvements; convention center, Fort Concho Museum, coliseum and fairground improvements; related improvements to enhance the foregoing items; and development and expansion of affordable housing; (c) Economic development purposes authorized under Section 4B of the Act, including, but not limited to, the development, promotion, creation, retention or expansion of business
enterprises that create or retain primary jobs, and suitable infrastructure necessary to promote or develop business enterprises.
3. The one-half cent sales tax shall be levied and collected from July 1, 2005 and shall terminate on June 30, 2025.
4. One-half cent sales tax collected from July 1, 1999 until June 30, 2005 shall continue to be used for the following purposes authorized in the election held on January 16, 1999:
(a) Lake Nasworthy Dredging Project and related improvements. (b) Coliseum and Fairgrounds Projects, including but not limited to replacement of air conditioning plant in the coliseum, construction of an indoor arena, and other facility improvements. (c) The promotion and/or development of new or expanding business enterprises which create or retain jobs including the provision of infrastructure to support such enterprises
Section 2. THAT, the terms and provisions of this Ordinance shall be deemed to be severable in that if any portion of this Ordinance shall be declared to be invalid, the same shall not affect the validity of the other provisions of this Ordinance.
Section 3. THAT, this Ordinance shall be effective on, from and after the date of adoption.
INTRODUCED on the ______ day of _______________, 2013, and finally PASSED,
APPROVED and ADOPTED on this the _____ day of _______________2013.
CITY OF SAN ANGELO, TEXAS Dwain Morrison, Mayor ATTEST: Alicia Ramirez, City Clerk
Approved as to content: Approved as to form: Robert Schneeman Lysia Bowling Interim Economic Development Director City Attorney
City of San Angelo
Memo Date: November 8, 2013
To: Mayor and Councilmembers
From: Robert Schneeman, Interim Director of Economic Development
Subject: Agenda Item for November 19, 2013 meeting
Contact: Robert Schneeman, 657-4210
Caption: REGULAR Agenda
Consideration and possible action regarding approval of an ordinance amending Article 2.3600 Economic Development Corporation of the Code of Ordinances of the City of San Angelo, Texas by amending Section 2.3606 to add a new Subsection 1 to include the projects allowed in Section 4b of Article 5190.6 V.A.C.S., as amended, (hereinafter “Act”) for the City of San Angelo to continue to levy and collect a one-half cent sales and use tax, said projects having been approved by the voters in the November 2, 2010 special election to be undertaken as allowed by the Act in accordance with the results of the said special election; and to restate and renumber Section 2.3606 in its entirety; providing for severability; and, providing for an effective date.
Summary: The City Code of Ordinances requires updating to reflect the changes in the use of half cent sales tax approved by voters on the 2010 ballot.
History: There have been three half cent sales tax ballot initiatives including approval of the tax in 1999, extension and approval of additional projects in 2004 and extension, and approval of additional projects in 2010. TO date the City Code of Ordinances has not been revised to reflect the 2010 ballot changes.
Financial Impact: To be determined
Related Vision Item
(if applicable):
N/A
Other Information/ Recommendation:
Staff recommends approval
Attachments: Current Levy, Use, and Termination of Sales Tax ordinance; Amended Levy, Use, and Termination of Sales Tax ordinance; 2010 voter approved ballot
Presentation: Robert Schneeman, Interim Director of Economic Development
` City of San Angelo
Memo Date: November 27, 2013
To: Mayor and Councilmembers
From: Morgan Chegwidden, Budget Manager
Subject: Agenda Item for November 19, 2013, Council Meeting
Contact: Morgan Chegwidden, Budget Manager
Caption: Regular Item
First public hearing and introduction of an Ordinance amending the 2013-2014 Budget for encumbrances, restricted and dedicated moneys, incomplete projects, and grants which necessitate budget amendments
Summary: This proposed amendment contains the following items (additional information attached):
• Encumbrances, Grants, Citizen Contributions, Restricted Items, and Incomplete Projects
• Health Department RLSS Additional Emergency Grant for Nursing Rent
• Health Department Section 1115 Waiver Funds
• Police Bulletproof Vest Partnership Grant
• Police State Justice Assistance Grant Program
• Hotel Occupancy Tax Capital Improvement Projects
• Fort Concho Heating & Cooling Improvements
History: See attached Budget Amendment Request memorandums.
Financial Impact: $19,567,092 (see attached detail on Exhibit A of the ordinance).
Related Vision Item
(if applicable):
N/A
Other Information/ Recommendation:
Staff recommends approval.
Attachments: Ordinance including Exhibit A; Department request memos
Presentation: N/A
Publication: N/A
Reviewed by Tina Bunnell
Director:
AN ORDINANCE OF THE CITY OF SAN ANGELO AMENDING THE BUDGET FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2013, AND ENDING SEPTEMBER 30, 2014, FOR ENCUMBRANCES, RESTRICTED AND DEDICATED MONEYS, INCOMPLETE PROJECTS, AND GRANTS.
WHEREAS the City of San Angelo has determined that new projects not included in the current budget should begin, and
WHEREAS the City of San Angelo has determined that certain budgeted amounts should be amended due to project changes and unforeseen circumstances, and
WHEREAS the resources necessary for these changes are available;
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF SAN ANGELO, TEXAS THAT:
The City’s budget for fiscal year 2013-2014 be amended by the amounts contained in Exhibit A.
INTRODUCED on the 19th day of November, 2013, and APPROVED and ADOPTED on this the 3rd day of December, 2013.
CITY OF SAN ANGELO, TEXAS
__________________________________ Dwain Morrison, Mayor
ATTEST: __________________________________ Alicia Ramirez, City Clerk
Approved as to Content and Form: __________________________________ Tina Bunnell, Director of Finance
City of San Angelo Proposed Budget Amendment Exhibit A
Fund Number Fund Name Total Amendment 101 General 1,449,500 103 Intergovernmental 1,807,105 106 TIRZ 555,128 201 State Office Building 277,514 203 Texas Bank Sports Complex 175,000 220 Airport 510,438 240 Stormwater 361,500 260 Water 606,608 270 Wastewater 47,079 305 Communications 61,393 310 Health Insurance 201,288 320 Property/Casualty 681,724 410 Civic Events 410,543 420 Fort Concho 200,000 501 Equipment Replacement 236,847 502 General Capital Projects 3,643,513 512 Waterline Supply Projects 4,073,789 520 Wastewater Capital Projects 4,028,841 531 Airport Capital 22,205 601 Designated Revenue 217,077 Totals 19,567,092
City of San Angelo Proposed Budget Amendment Amendment Additional Information Project/Need Source of Funding Expense Revenue Net Cost Budget Carryovers
Encumbrances Multiple Funds –
Fund Balance 10,215,061 0 10,215,061
Grants Multiple Funds –
Fund Balance 2,401,128 2,594,534 (193,406)
Citizen Contributions Designated
Revenue Fund – Fund Balance
217,077 25,517 191,560
Restricted Items Multiple Funds –
Fund Balance 2,486,111 0 2,486,111
Capital Projects Multiple Funds –
Fund Balance 3,286,484 0 3,286,484
Health Department Section 1115 Waiver Funds Grant
Texas Department of Health and Human Services and The Centers for Medicare and Medicaid
137,500 137,500 0
Health Department RLSS Additional Emergency Grant for Nursing Rent
Department of State Health Services RLSS/LPHS Grant
20,000 20,000 0
Police Bulletproof Vest Partnership Grant Department of
Justice 2013 Bulletproof Vest Partnership Grant
8,731 8,731 0
Police State Justice Assistance Grant Program
State Justice Assistance Grant
18,000 18,000 0
Hotel Occupancy Tax capital projects Surplus Hotel
Occupancy Tax receipts
677,000 275,000 402,000
Fort Concho Heating & Cooling Improvements
Clements Foundation, Fort
100,000 100,000 0
Exhibit B
Concho Foundation
Totals 19,567,092 3,179,282 16,387,810
City of San Angelo
Memo Date: 10/17/2013
To: Mayor and Councilmembers
From: Assistant Fire Chief Scott Farris
Subject: Agenda Item for 12/03/2013 Council Meeting
Contact: Scott Farris, Fire Dept., 657-4355
Caption: CONSENT
Consideration of selecting Image Trend for RFP FD-02-13, authorizing staff to negotiate a Fire Department records management system contract between the City of San Angelo and Image Trend for software, annual maintenance and hardware, and for additional hardware to be purchased from other vendors, in a total combined amount not to exceed $210,000.00, and authorizing the City Manager to execute said contract and any related documents. (S.Farris)
Summary: We have conducted an RFP to replace our existing outdated records management system. Four (4) vendors responded. A committee was formed and we would like to select the highest qualified vendor (Image Trend) and negotiate a contract.
History: Our existing records management system is dated (purchased in 2000) and is neither supported nor maintained via the present provider (ZOLL). Future service for our current system is non-existent without entering new contracts. The system stores and provides all Fire Dept. data required for audits from regulatory agencies (i.e. Texas Commission on Fire Protection, State Fire marshal’s office, Department of State Health Services). The system also assists with daily Fire dept. operations to include scheduling, vehicle maintenance records, & personnel records. This will be our second attempt at procuring the services. In 2012 we rejected all RFP’s submitted due to the fact they did not meet our needed operational and/or budget requirements.
Financial Impact: $102,800 startup with $14,800 annual maintenance cost for four years, in amount of $162,000. Additional cost $48,000 will be needed hardware to operate the system (i.e. servers, medical grade tablets for patient side reporting/signatures, wireless access points at fire stations). Additional cost items may be purchased though Image Trend or other vendors in order to achieve the best value for the City. The total cost for the records management system, upgrades to effected stations/vehicles, and hardware for operations shall not exceed $210,000. Chief Dunn approached council on 9/3/2013 and received approval for the rollover of excess ambulance revenues from the FY2012-2013 to FY2013-2014 as a funding source.
Related Vision Item
(if applicable):
Visions reference as determined at the September 2007 Visions meeting. Infrastructure Vision San Angelo will have a quality infrastructure system when… Dependable delivery of essential services
Other Information/ Recommendation:
Staff recommends allowing selection of and negotiations with the highest qualified vendor. If negotiations prove positive, a contract will be constructed though our legal dept. and said contract will be executed with authorization of the City Manager
CITY OF SAN ANGELO RESPONSE TO REQUEST FOR PROPOSAL FD-02-13 RECORDS MANAGEMENT SYSTEM ROGER BANKS, DIVISION MANAGER [email protected] TEL: (325) 657-4220 SCOTT FARRIS, ASSISTANT FIRE CHIEF [email protected] TEL: (325) 657-4355 FIRE DEPARTMENT 72 WEST COLLEGE AVENUE SAN ANGELO, TEXAS 76903 DUE: JULY 11, 2013 AT 2:00 PM PREPARED BY: TRISHA MOLINE IMAGETREND, INC. 20855 KENSINGTON BLVD LAKEVILLE, MN 55044 952-469-1589 [email protected] WWW.IMAGETREND.COM
Tab 3 – Letter of Interest, Addendum Acknowledgement & W9 Form ......................................................... 5
Letter of Interest ........................................................................................................................................ 5
Tab 4 – Conflict of Interest Form & Debarment & Suspension Certification ................................................. 8
Conflict of Interest Form ............................................................................................................................ 8
Tab 5 – List of References ............................................................................................................................ 9
Tab 6 – Example of Standard Contract ....................................................................................................... 11
Mobile Data Collection ............................................................................................................................. 65
Training .................................................................................................................................................... 79
Support .................................................................................................................................................... 81
System Specifications ............................................................................................................................. 84
TAB 2 – EXECUTIVE SUMMARY ImageTrend Inc. is pleased to present this proposal outlining our products and services in response to the City of San Angelo’s RFP #FD-02-13 for a Fire Department Records management System. The goal of procuring the best state-of-the-art Fire and EMS data collection and management system that incorporates both the NFIRS and NHTSA (NEMSIS Gold) data sets in support of collecting and reporting for both fire and pre-hospital incidents can best be accomplished with ImageTrend’s EMS Rescue Bridge. Not only does this system provide data handling, but also it has extensive tools for turning this data into valuable and discernible information with its data analysis and reporting capabilities. ImageTrend’s emergency data management systems have been in operation since 2001 and have a history of collecting millions of EMS and Fire incidents. During this time the States of Minnesota, Alaska, Arizona, Colorado, Delaware, Georgia, Idaho, Indiana, Kansas, Kentucky, Louisiana, Maine, Maryland, Massachusetts, Michigan, Mississippi, Missouri, Nebraska, New Hampshire, New Mexico, New York, Oklahoma, Rhode Island, Vermont, Virginia, Washington, Wisconsin and Wyoming as well as many services and individual users, have provided us invaluable information for product refinement and expansion. This has resulted in a solution that not only collects data, but also provides further features for electronic streamlined field data collection to eliminate redundancies and save time. These systems combined have collected over 50,000,000 incidents via online run forms, data imports from disparate and legacy systems and from ImageTrend field collection systems. Thousands of satisfied users from hundreds of emergency services and all levels of the emergency user community will attest to the ease of use and responsiveness of the award-winning Emergency Data Systems (EDS). Based on the success of ImageTrend’s EMS products and the requests of our clients, ImageTrend developed the Rescue Bridge, a unique combined fire/EMS reporting system developed upon one common platform for centralization and ease of use. This system has been installed for several counties and services, as well as for the States of Minnesota, New Mexico, Nebraska, Washington and Oregon. Several smaller systems have been sold to municipalities. ImageTrend’s Rescue Bridge is an advanced and comprehensive fire and EMS solution that accommodates enhanced information aggregation and exchange in a paperless environment. This secure Web-based system provides for complete and accurate incident reporting with staff and equipment management from anywhere at any time. Administrative efficiencies are available for statewide, regional or local levels through seamless integrations and continuous access from any internet connection. The Rescue Bridge provides functionality for collecting and analyzing EMS and fire data, as well as additional modules for inventory management, staff training records, location information, hydrant information and inspections. The advanced Report Writer allows access to hundreds of standard reports as well as the ability to create ad hoc reports as needed. These reporting and query tools provide the user a way to turn data into valuable information. As an enterprise architecture each user is able to view, analyze and run reports on their specific data. ImageTrend’s expertise in Web applications and database solutions for many industries has been the groundwork for this dynamic system. This secure system conforms to HIPAA regulations through secure logins, hierarchical based password administration, audit trails and site monitoring and encompasses data validation checks at all levels. The system’s DataPort allows for data exchange with other software packages, systems and agencies via a variety of standards. EKG integrations with LifePak12 is this Physio Control, Philips and ZOLL are standard. Billing integrations with software (i.e. Ortivus, RescueNet, etc.) or services (ADPI, Digitech, etc.) have been delivered with most systems, as well as, CAD (Tritech, Motorola, etc.) integrations. The overview also includes the optional EMS Field Bridge and Mobile Fire Inspections modules. The EMS Field Bridge, which when installed on the Tablet PC, makes mobile data collection easy with its pen-based entry, handwriting recognition and portability. This portability allows for installation in the
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emergency vehicles where the data can be entered as it happens, ensuring a higher accuracy and limiting redundant entries. This application can also be installed on any standard desktop or laptop PC, where the drop down menus, default run templates, power tools and automated narratives significantly reduce run form completion times. The Rescue Bridge also supports fire inspection duties with easy-to-use forms that store building inspection information and violation tracking. With the use of a Tablet PC, these forms can be completed during the inspection, document violations and capture needed signatures. This information is then immediately available for any incident that may occur. Linking information from inspections to incidents assists in decision making and implementing time-saving procedures, which increase preparedness. The groundwork for this dynamic system was built through ImageTrend’s expertise in Web applications and database solutions throughout many industries. This secure system conforms to HIPAA regulations through secure logins, hierarchical based password administration, audit trails and site monitoring and encompasses data validation checks at all levels. As a product offering the EMS Rescue Bridge solution provides you a risk-free solution with its proven track record. Our experience provides a basis of reference to ensure an implementation process that is attainable in the allocated time and within budget. ImageTrend‘s products and services, whether our premium hosting option or our project management, support and training will ensure a successful implementation. ImageTrend‘s successful implementations are dependent upon providing turnkey processes often involving disparate systems. Please contact our references and ask them about us. Since it is true that a picture is worth a thousand words, we would welcome any opportunity to demonstrate our offering to you in person for efficient and thorough understanding. This would give you the chance to not only view the solution, but to meet our enthusiastic and dedicated team as well. Sincerely, Michael J. McBrady President
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TAB 3 – LETTER OF INTEREST, ADDENDUM ACKNOWLEDGEMENT & W9 FORM
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 specified 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.
ImageTrend, Inc. Company
Authorized Signature
Michael J. McBrady, President Printed Name & Title
20855 Kensington Blvd. Address
Lakeville, MN 55044 City, State, Zip Code
Date
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ADDENDUM ACKNOWLEDGEMENT
Receipt 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
ImageTrend, Inc. Company
Authorized Signature
Michael J. McBrady, President Printed Name & Title
20855 Kensington Blvd. Address
Lakeville, MN 55044 City, State, Zip Code
Date
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W9
A W9 has been included in the Appendix.
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TAB 4 – CONFLICT OF INTEREST FORM & DEBARMENT & SUSPENSION CERTIFICATION
CONFLICT OF INTEREST FORM ImageTrend has no known conflicts of interest with the City of San Angelo or other local governmental entity.
DEBARMENT & 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 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 ot certify to any of the statements in this certification, such prospective primary participant shall attach an explanation to this proposal.
ImageTrend, Inc. Company
Authorized Signature
Michael J. McBrady, President Printed Name & Title
20855 Kensington Blvd. Address Lakeville, MN 55044 City, State, Zip Code
Date
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TAB 5 – LIST OF REFERENCES List at least three (3) references of similar scope and size giving company name, contact information and term.
Government/Company Name: Houston Fire Department Location: 500 Jefferson, Suite 1500, Houston, TX 77002 Contact Person and Title: Paul Nelson, EMS Administration Telephone Number: (832) 394-6823 Email: [email protected] Scope of Work: The Houston Fire Department was looking for an ePCR system to be used to electronically capture patient care data in the field, provide extensive reporting capabilities, and interface with ACH Billing and CAD. They selected the ImageTrend EMS Service Bridge solution, which provides a centralized EMS Data Repository with full data management, seamless integrations and reporting functionality, with web-based access for all licensed EMS providers and administrators. As a mobile field solution, they will be using the EMS Field Bridge software on Tablet PCs. These allow for the electronic collection of data in the field with mobile platforms and integrate seamlessly with the EMS Service Bridge. Contract Period: Order date: 06/2012, current client
Government/Company Name: Pearland EMS Location: 2703 Veterans Drive, Pearland, TX 77584 Contact Person and Title: Daniel Baum, LP, EMS Fire Chief Telephone Number: (281) 997-5841 Scope of Work: Pearland EMS chose the ImageTrend’s EMS Service Bridge to fulfill their data collection and quality assurance needs. They are using the EMS Field Bridge for mobile data collection, Mapping and Reporting System (MARS), Hospital Dashboard, Auto-CAD, Automatic Transfer Notification and seamless integrations to CAD and Billing to complete their end-to-end comprehensive system. Contract Period: Order date: 10/2012, current client
Government/Company Name: Richardson Fire Department Location: 136 N. Greenville Ave, Richardson, TX 75081 Contact Person and Title: Curtis Poovey, Battalion Chief - EMS
Telephone Number: (972) 744-5701 Email: [email protected] Scope of Work: The Richardson Fire Department chose ImageTrend’s EMS Service Bridge and Field Bridge to meet their data collection needs. ImageTrend’s EMS Service Bridge is a pre-hospital emergency centralized web-based data collection, analysis and reporting system. ImageTrend’s system is fully integrated with MyFax, the billing software and CAD, offering a complete system to meet the Department’s needs. Contract Period: Order date: 01/2012, current client
TAB 6 – EXAMPLE OF STANDARD CONTRACT THIS AGREEMENT is made and entered into on the date last written below, by and between the ImageTrend, Inc., a Minnesota corporation (hereinafter "IMAGETREND"), and Client Name (hereinafter “CLIENT”). R E C I T A L S
WHEREAS, IMAGETREND owns the software system known SOFTWARE; and
WHEREAS, CLIENT desires to obtain the license of the Software mentioned above; and
WHEREAS, IMAGETREND is willing to provide CLIENT with a non-exclusive license of the Software on the terms and conditions contained herein;
NOW, THEREFORE, THE PARTIES HEREBY AGREE AS FOLLOWS:
SECTION 1. DEFINITIONS.
“Authorized personnel” means the employees of CLIENT and other contractors who work for CLIENT within the geographical boundaries of CLIENT. “Confidential information” means the proprietary products and trade secrets of IMAGETREND and/or its suppliers, including, but not limited to, computer software, code, technical parameters, price lists, customer lists, designs, software documentations, manuals, models and account tables, and any and all information maintained or developed by CLIENT pursuant to this AGREEMENT which is deemed confidential under existing state and/or federal law. “Server” means server products used for hosting the software by the CLIENT, which will be configured to meet the then current specifications as provided by ImageTrend. “Licensed Information” means any information pertaining to the Software which is owned by IMAGETREND and is licensed to CLIENT. Licensed Information includes such information as input form, user manuals and user documentation, interface format and input/output format, and any other materials pertaining to the Software. “Software” means the computer program(s) in machine readable object code form listed in Exhibit “A”, including the executable processing programs comprising the various modules from the Software and the Licensed Information. “Upgraded Version” means the Licensed Software and/or Licensed Information to which updates, enhancements, corrections, installations of patches or other changes have been made. The exterior form of the Updated Version is reflected by changes to the version numbers. “Support” means interactive telephone and e-mail support, computer based online training, product upgrades and enhancements, along with defect corrections, delivered from IMAGETREND’s offices. “Perpetual License” means an unlimited use of software without rights for resale.
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SECTION 2. TERM OF AGREEMENT. The term of this AGREEMENT shall be one year(s) from signature date, subject to Section 13 of this AGREEMENT. This AGREEMENT shall be subject to automatic renewal unless terminated by either party as provided in Section 13, below. SECTION 3. GRANT OF LICENSE.
A. NON-EXCLUSIVE PERPETUAL USE LICENSE. In accordance with the terms and conditions hereof, IMAGETREND agrees to grant to CLIENT and CLIENT agrees to accept a non-transferable and non-exclusive perpetual use license of the Software. The CLIENT will install on their servers the perpetual use license for the Software and is subject to the Application Use Support Service Level Agreement attached as Exhibit B. CLIENT expressly acknowledges that all copies of the Software and/or Licensed Information in any form provided by IMAGETREND to CLIENT hereunder are the sole property of IMAGETREND and/or its suppliers, and that CLIENT shall not have any right, title, or interest to any such Software and/or Licensed Information or copies thereof except as provided in this AGREEMENT.
B. PROTECTION OF SOFTWARE AND LICENSED INFORMATION. CLIENT agrees to respect and not to remove, obliterate, or cancel from view any copyright, trademark, confidentiality or other proprietary notice, mark, or legend appearing on any of the Software or Licensed Information, and to reproduce and include the same on each authorized copy of the Software and Licensed Information. CLIENT shall not copy or duplicate the Software or any part thereof except for the purposes of system backup, testing, maintenance, or recovery. CLIENT may duplicate the Licensed Information only for internal training, provided that all the names, trademark rights, product names, copyright statement, and other proprietary right statements of IMAGETREND are reserved. IMAGETREND reserves all rights which are not expressly granted to CLIENT in this AGREEMENT. CLIENT shall not modify, reverse engineer, disassemble, or decompile the Software, or any portion thereof, and shall not use the software or portion thereof for purposes other than as intended and provided for in this Agreement.
SECTION 4. SERVICES PROVIDED BY IMAGETREND.
A. SUPPLY OF SOFTWARE AND LICENSED INFORMATION. IMAGETREND shall provide CLIENT software and services as detailed in Exhibit A.
B. MODIFICATIONS, IMPROVEMENTS AND ENHANCEMENTS. During the terms of this Agreement and any extensions under Section 2, IMAGETREND will provide CLIENT with error corrections, defect fixes, patches or other updates to the Software in object code form, to the extent available in accordance with IMAGETREND’s release schedule. If CLIENT desires to add new functions or make enhancements to the Software, CLIENT must, for additional consideration, negotiate with IMAGETREND to develop new functions or improvements to the existing Software. All such error corrections, bug fixes, patches, updates, or other improvements or modifications shall be the sole property of IMAGETREND.
C. INSTALLATION, INTRODUCTORY TRAINING AND DEBUGGING. 1. IMAGETREND shall provide CLIENT with start-up services such as the installation and
introductory training relating to the Software, and, if necessary, initial debugging services.
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2. “Train-the-trainer” training for administrators as detailed in Exhibit A. Additionally, online training videos and user guides in electronic format will be made available.
3. IMAGETREND will provide installation instructions and assistance for installation of the Software on the CLIENT’s Servers. Client agrees to ensure that IMAGETREND will have unlimited server access.
4. Introductory training relating to the Software as detailed in Exhibit A. The parties may enter into a supplemental written agreement in the event CLIENT desires that IMAGETREND provide additional training.
SECTION 5. MAINTAINENCE and SUPPORT. A. Application use support as detailed in Service Level Agreement Exhibit
B. Server support is not included. IMAGETREND will provide installation instructions and provide
limited installation assistance via VPN. Server assistance may be contracted separately and will require unlimited server access. IMAGETREND’s hosting services may be contracted separately.
SECTION 6. SERVICES PROVIDED BY CLIENT. A. CLIENT will host this application at their facility.
B. CLIENT will install the software on their servers following IMAGETREND’s current
recommendations and installation procedures.
C. CLIENT agrees to provide IMAGETREND unlimited server access for the purpose of assisting in standard installation and error analysis procedures.
D. CLIENT will provide sufficient infrastructure and follow IMAGETREND recommendations to ensure application’s accessibility and response times. CLIENT will configure the hosting environment to the hardware recommendations as detailed in Exhibit F.
E. IMAGETREND will provide basic hosting consultation during normal business hours for the term of the contract. Onsite and after-hours support will be charged at the then standard rates plus travel expenses.
SECTION 7. FEES. A. The fees for this contract are as detailed in the attached Exhibit A.
B. At anytime during this agreement, the CLIENT may contract with IMAGETREND for additional
software and services not covered in this agreement with fees to be negotiated on an item-by-item basis. To the extent that CLIENT pays IMAGETREND to uniquely customize the software, each CLIENT shall have the non-exclusive license to utilize such software without additional cost or expense, however to the extent that such software is then distributed and therefore becomes a product requiring ongoing support, as such it shall be subject to support fee increases. Any product enhancements offered by IMAGETREND will be offered to all CLIENTS as such and may be subject to licensure and support.
SECTION 8. PROTECTION AND CONFIDENTIALITY. A. ACKNOWLEDGEMENT.
CLIENT hereby acknowledges and agrees that the Software and Licensed Information provided hereunder constitute and contain valuable proprietary products and trade secrets of
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IMAGETREND and/or its suppliers, embodying substantial creative efforts and confidential information, ideas and expressions. Accordingly, CLIENT agrees to treat (and take precautions to ensure that its authorized personnel treat) the Software and Licensed Information as confidential in accordance with the confidentiality requirements and conditions set forth below.
B. MAINTENANCE OF CONFIDENTIAL INFORMATION. Each party agrees to keep confidential all confidential information disclosed to it by the other party in accordance herewith, and to protect the confidentiality thereof in the same manner it protects the confidentiality of similar information and data of its own (at all times exercising at least a reasonable degree of care in the protection of confidential information); provided, however, that the provisions of this Section 8 shall not apply to information which: (i) is in the public domain; (ii) has been acquired by CLIENT by normal means upon the disclosure of the information by IMAGETREND; (iii) is duly obtained by CLIENT directly or indirectly from a third party who has independently developed the information and is entitled to disclose the information to CLIENT, and such disclosure does not directly or indirectly violate the confidentiality obligation of such third party; or (iv) becomes known publicly, without fault on the part of CLIENT, subsequent to the receipt of the information by CLIENT.
C. SURVIVAL. This Section 8 shall survive the termination of this AGREEMENT or of any license granted under this AGREEMENT.
SECTION 9. WARRANTIES. A. PERFORMANCE.
IMAGETREND warrants that the Software will conform to the specifications as set forth in the Licensed Information. However, this warranty shall be revoked in the event that any person other than IMAGETREND and its agents make any unauthorized amendment or change to the Software in any manner.
B. OWNERSHIP. IMAGETREND represents that it is the owner of the entire right, title, and interests in and to the Software, and that it has the sole right to grant licenses thereunder, and that it has not knowingly granted licenses thereunder to any other entity that would restrict rights granted hereunder to CLIENT.
C. LIMITATIONS ON WARRANTY. All of IMAGETREND’s obligations under this Section 9 shall be contingent on CLIENT’s use of the Software in accordance with this AGREEMENT and in accordance with IMAGETREND’s instructions as provided by IMAGETREND in the Licensed Information, and as such instructions may be amended, supplemented, or modified by IMAGETREND from time to time. IMAGETREND shall have no warranty obligations with respect to any failures of the Software which are the result of accident, abuse, misapplication, extreme power surge or extreme electromagnetic field. The express warranties provided herein are the only warranties made by IMAGETREND with respect to the Software and supersede all other express or implied warranties, including, but not limited to, any warranties of merchantability and warranties for any special purpose.
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SECTION 10. LIMITATION OF LIABILITY. Unless otherwise provided in this Section 10, CLIENT’s exclusive remedy for any damages or losses arising out of IMAGETREND’s breach of warranties shall be, at IMAGETREND’s option, either (i) immediate release from the agreement; or (ii) repair of the Software. SECTION 11. INSURANCE REQUIREMENTS. IMAGETREND will provide standard insurance coverage as detailed in a Certificate of Insurance, if requested. SECTION 12 TERMINATION.
A. TERMINATION WITHOUT CAUSE. Following the expiration of the original term of this AGREEMENT, either party shall have the right to terminate this AGREEMENT, without cause, by giving not less than sixty (60) days written notice of termination.
B. TERMINATION FOR CAUSE. This AGREEMENT may be terminated by the non-defaulting party by giving not less than thirty (30) days written notice of termination if any of the following events of default occur: (i) if a party materially fails to perform or comply with this AGREEMENT or any provision hereof; (ii) if either party fails to strictly comply with the provisions of Section 7 , above, or makes an assignment in violation of Section 13, below; (iii) if a party becomes insolvent or admits in writing its inability to pay its debts as they mature, or makes an assignment for the benefit of creditors; (iv) if a petition under any foreign, state, or United States bankruptcy act, receivership statute, or the like, as they now exist, or as they may be amended from time to time, is filed by a party; or (v) if such a petition is filed by any third party, or an application for a receiver is made by anyone and such petition or application is not resolved favorably within ninety (90) days.
SECTION 13 NONASSIGNABILITY. CLIENT shall not assign this AGREEMENT or its rights hereunder without the prior written consent of IMAGETREND. SECTION 14 GOVERNING LAW. The parties agree that the law governing this AGREEMENT shall be that of the State of Minnesota without regard to its conflict of laws principles. SECTION 15 COMPLIANCE WITH LAWS. IMAGETREND shall comply with all applicable laws, ordinances, codes and regulations of the federal, state and local governments. SECTION 16. WAIVER. Any waiver by either party of any default or breach hereunder shall not constitute a waiver of any provision of this AGREEMENT or of any subsequent default or breach of the same or a different kind. SECTION 17 NOTICES. All notices and other communications required or permitted to be given under this AGREEMENT shall be in writing and shall be personally served or mailed, postage prepaid and addressed to the respective parties as follows:
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TO CLIENT: Client Name Address Line 1 Address Line 2 City, State, ZIP ATTENTION: Contact Name
TO IMAGETREND: ImageTrend, Inc. 20855 Kensington Blvd. Lakeville, MN 55044
ATTENTION: Mike McBrady
Notice shall be deemed effective on the date personally delivered or, if mailed, three (3) days after deposit in the mail. SECTION 18.FORCE MAJEURE. Neither party shall be liable in damages or have the right to terminate this Agreement for any delay or default in performing hereunder if such delay or default is caused by conditions beyond its control including, but not limited to Acts of God, Government restrictions (including the denial or cancellation of any export or other necessary license), wars, insurrections and/or any other cause beyond the reasonable control of the party whose performance is affected. SECTION 19. ARBITRATION. Any dispute between IMAGETREND and CLIENT under this Agreement shall be resolved by arbitration by an arbitrator selected under the rules of the American Arbitration Association (STATE) and the arbitration shall be conducted in that same location under the rules of said Association. If an arbitrator cannot be agreed upon by the parties, IMAGETREND and CLIENT shall each choose an arbitrator, and those two chosen arbitrators shall choose a third arbitrator, who shall preside over any dispute. IMAGETREND and CLIENT shall each be entitled to present evidence and argument to the arbitrator. The arbitrator shall have the right only to interpret and apply the provisions of this Agreement and may not change any of its provisions. The arbitrator shall permit reasonable pre-hearing discovery of facts, to the extent necessary to establish a claim or a defense to a claim, subject to supervision by the arbitrator. The determination of the arbitrator shall be conclusive, final and binding upon the parties and judgment upon the same may be entered in any Minnesota court having jurisdiction thereof. The arbitrator shall give written notice to the parties stating his determination, and shall furnish to each party a signed copy of such determination. IMAGETREND and CLIENT shall equally share the cost of the arbitrator(s) fees. The arbitrator may award reasonable costs and expenses, including reasonable attorney fees, to the prevailing party. SECTION 20. INTERPRETATION. This AGREEMENT has been negotiated between persons sophisticated and knowledgeable in the matters dealt with in this AGREEMENT. Each party further acknowledges that it has not been influenced to any extent whatsoever in executing this AGREEMENT by any other party hereto or by any person representing it, or both. Accordingly, any rule or law or legal decision that would require interpretation of any ambiguities in this AGREEMENT against the party that has drafted it is not applicable and is waived. The provisions of this AGREEMENT shall be interpreted in a reasonable manner to effect the purpose of the parties and this AGREEMENT.
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SECTION 21. SIGNATOR’S WARRANTY. Each party warrants to each other party that he or she is fully authorized and competent to enter into this AGREEMENT, in the capacity indicated by his or her signature and agrees to be bound by this AGREEMENT. SECTION 22. PRIOR AGREEMENTS AND AMENDMENTS. This AGREEMENT, including all Exhibits attached hereto, represents the entire understanding of the parties as to those matters contained herein. No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder. This AGREEMENT may only be modified by a written amendment duly executed by the parties to this AGREEMENT. WITNESS THE EXECUTION HEREOF on the day and year last written below. APPROVED AS: "CLIENT" "IMAGETREND" By: By: Name: Name: Michael J. McBrady Title: Title: President
Dated: Dated:
Standard Contract Exhibits EXHIBIT A – Pricing Agreement EXHIBIT B – Service Level Agreement EXHIBIT C – HIPAA Business Associate Agreement EXHIBIT D – Insurance Certificate EXHIBIT E – Implementation Statement of Work EXHIBIT F – CAD Statement of Work EXHIBIT G – Request for Acceptance Form EXHIBIT H – Server Hardware Specifications
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TAB 7 – PRICING OPTIONS Based on the information provided in the RFP and Report Management System Questionnaire, ImageTrend has provided the following pricing. Any of the Requested Modules and Optional items can be removed or added from the base system. ImageTrend has priced out onsite software installation as indicated in the RFP, however, we have vast experience in performing software installation on the client’s servers via VPN and have include this option for cost savings. The server hardware costs have been listed separately and are based upon the current list price. Any changes in cost will be passed on to the client.
Feature Set Included: 1 Included Web-based Data Collection 1 Included Data Warehouse 1 Included SQL Database 1 Included Use Security and Permissions Module 1 Included NTHSA V2.2.1 Dataset 1 Included NFIRS 5.0 Reporting 1 Included
Modules Included: 1 Included Activities 1 Included Certification Dashboard 1 Included
Documents 1 Included QA/QI Module 1 Included Run History 1 Included Service and Staff Administration 1 Included Standard/Adhoc Report Writer 1 Included Training Tracking 1 Included Validation 1 Included Fire Shifts 1 Included Hydrants 1 Included Inspections 1 Included Inventory Management 1 Included Locations 1 Included Occupants 1 Included NFIRS Quality Assurance Report 1 Included CMS Billing Calculator 1 Included EKG Integration 1 Included Export to State System 1 Included
Data Management and Reporting Software and Interfaces Subtotal $25,000.00
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Data Management and Reporting Annual Support - 1st Year 1 $5,000.00 $5,000.00 Data Management and Reporting Annual Support - 2nd Year 1 $5,000.00 Data Management and Reporting Annual Support - 3rd Year 1 $5,000.00 Data Management and Reporting Software and Interfaces Support
Subtotal $5,000.00
Fiel
d D
ata
Col
lect
ion
Field Bridge Site License 1 $10,000.00 $10,000.00 Mobile Fire Inspections Site License 1 $5,000.00 $5,000.00
Field Data Collection Subtotal $15,000.00 Field Data Collection Annual Support - 1st Year 1 $3,000.00 $3,000.00 Field Data Collection Annual Support - 2nd Year 1 $3,000.00 Field Data Collection Annual Support - 3rd Year 1 $3,000.00
Field Data Collection Annual Support Subtotal $3,000.00
Impl
emen
tatio
n an
d Tr
aini
ng
Rescue Bridge Setup and Project Management 1 $5,000.00 $5,000.00 Onsite Software Installation (2 full days M-F) 2 $1,500.00 $3,000.00 Travel for Onsite Installation 1 $1,500.00 $1,500.00 Onsite Training Sessions (3 full days M-F) 3 $1,000.00 $3,000.00 Travel per Trainer for Onsite Training 1 $1,500.00 $1,500.00
Project Management and Implementation Subtotal $14,000.00
Permits Annual Support 1 $1,000.00 Onsite Training Sessions (1 full day M-F) @ $1,000 per session TBD $1,000.00 Travel per Trainer for Onsite Training TBD $1,500.00
Out
Of
Scop
e Out of Scope and Customization billed at $125/hour - Requires Separate Statement of Work Out of Scope Support for Client Hosted Server Assistance billed at $150.00/hour
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SERVER HARDWARE COSTS
Serv
er H
ardw
are
Application Server 1 $3,885.00 $3,885.00 PowerEdge R420 1 Included Warranty & Service 1 Included
3 Year Basic Hardware Warranty and Repair: 5x10 HW - Only, 5X10 NBD Onsite 1 Included
Processor Intel® Xeon® E5-2407 2.20GHz, 10M Cache, 6.4GT/s QPI, No Turbo, 4C, 80W, Max Mem 1066MHz 1 Included Additional Processor Intel® Xeon® E5-2407 2.20GHz, 10M Cache, 6.4GT/s QPI, No Turbo, 4C, 80W 1 Included Memory Capacity (2) 16GB RDIMM, 1600MT/s, Low Volt, Dual Rank, x4 Data Width 1 Included Hard Drives (4) 300GB 10K RPM SAS 6Gbps 2.5in Hot-plug Hard Drive 1 Included ColdFusion Enterprise License from Adobe 1 $8,500.00 $8,500.00
Application Server Hardware Subtotal: $12,385.00 Database Server 1 $12,250.00 $12,250.00
PowerEdge R420 1 Included
Warranty & Service 1 Included 3 Year Basic Hardware Warranty and Repair: 5x10 HW - Only, 5X10 NBD Onsite 1 Included
Processor Intel® Xeon® E5-2407 2.20GHz, 10M Cache, 6.4GT/s QPI, No Turbo, 4C, 80W, Max Mem 1066MHz 1 Included Memory Capacity (4) 16GB RDIMM, 1600MT/s, Low Volt, Dual Rank, x4 Data Width 1 Included Hard Drives (4) 300GB 10K RPM SAS 6Gbps 2.5in Hot-plug Hard Drive 1 Included Database Software Microsoft®SQL Server™2012 STD,4CORE,NFI,with Downgrade Media incl 1 Included
Database Server Hardware Subtotal: $12,250.00 Test/Training Server 1 $11,000.00 $11,000.00
PowerEdge R420 1 Included
Warranty & Service 1 Included 3 Year Basic Hardware Warranty and Repair: 5x10 HW - Only, 5X10 NBD Onsite 1 Included
Processor Intel® Xeon® E5-2407 2.20GHz, 10M Cache, 6.4GT/s QPI, No Turbo, 4C, 80W, Max Mem 1066MHz 1 Included
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Memory Capacity (4) 16GB RDIMM, 1600MT/s, Low Volt, Dual Rank, x4 Data Width 1 Included Hard Drives (4) 300GB 10K RPM SAS 6Gbps 2.5in Hot-plug Hard Drive 1 Included Database Software Microsoft®SQL Server™2012 STD,4CORE,NFI,with Downgrade Media incl 1 Included
Database Server Hardware Subtotal: $11,000.00
Tota
ls Application Server Hardware Subtotal: $12,385.00
Database Server Hardware Subtotal: $12,250.00 Database Server Hardware Subtotal: $11,000.00
Total: $35,635.00
TAB 8 – REPORT MANAGEMENT SYSTEM QUESTIONNAIRE
Report Management System Questionnaire Your System (Yes or No)
Comments
General Support multi-jurisdictional functions allowing individual agencies, department, groups or individuals to share data while also protecting agency specific or confidential data. Yes
As a Web-based system, the Rescue Bridge supports multi-jurisdictional functions allowing agencies, departments, groups or individuals to share data based on permissions set by the system administrator.
Modules integrated to maximize information sharing and reduce duplication of effort. Yes The system is fully integrated to eliminate redundant data and
maximize information sharing. Individual workstations:
Use a graphical user interface (GUI)
Yes
This software operates on Microsoft Windows Server 2008 R2 as well as Adobe ColdFusion. Our system’s architectural and GUI design are developed to take advantage of any of the recommended operating system features as well as to provide a GUI that is end-user friendly and maximizes good data collection, while promoting intuitive usage.
Support command-line, point-and-click, and function key entry of commands and/or data Yes This feature is supported.
Support insert and delete modes in field data entry Yes This feature is supported. Support cut and paste modes in field data entry Yes This feature is supported. Ability to reduce data entry redundancy by populating all duplicate fields with a single entry Yes This feature is supported.
Allow user to move windows anywhere on screen(s) Yes This feature is supported. Allow user to minimize and maximize windows Yes This feature is supported. Ability to restrict any/all RMS windows from being closed, as determined by system administrator No
Windows cannot be restricted from being closed, however, a save prompt is presented for an unfinished records, closed call rules can be implemented and validation is incorporated throughout the incident.
Support use of numeric keypad for number entry Yes Support relational database management technology to eliminate duplicate entry, duplicate storage and operational inefficiencies. Yes
The Rescue Bridge is designed specifically as a data collection system with a relational database that has a scalable open architecture with Web-based online and mobile data collection with full reporting capabilities.
Print any text information on any screen to a printer Yes This feature is supported. Print any text information in any window to a printer Yes This feature is supported.
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Print any or all records retrieved from an inquiry to a networked printer Yes Based on permissions.
Include date, hour and minutes in most time stamps Yes This feature is supported. Include date, time and user ID stamp for all data entries
Yes
Within the Field Bridge, all patient assessment and treatment actions are time stamped. Within the powertools, the incident report is populated and the action is stamped with the time of completion. Based on permissions, time stamped items can be overwritten if necessary. Any action within the ePCR is included in the audit trail. When the Powertools are utilized, such as vital signs and medication use, the event is automatically time stamped. Another way to quickly time stamp events is to select the clock icon when in the appropriate field. In addition, within Active Protocol, national and service protocols can be set up and displayed as an action checklist, allowing easy access to specific power tools needed for each assigned protocol. When an action is selected under a protocol, the color-coded power tools appear. When the power tools are filled out and saved, the incident report is populated and the action is stamped with the time of completion.
Use standard database format for storing date, so that dates can be manipulated as dates Yes This feature is supported.
Use standard database format for storing time, so that times can be manipulated as times. Yes This feature is supported.
Search all tables/files using any or all fields
Yes
Database search criteria can be selected on a field level basis allowing you to define exactly the fields you want. User-defined headers, sorting, and grouping give you the ability to display search results using a number of options.
Search all tables/files using exact match and wild card Yes This feature is supported. Supports National Fire Incident Reporting System (NFIRS 5)
Yes The Rescue Bridge is NFIRS 5 Compliant which expands the collection of data beyond fires to include the full range of fire department activity on a national scale.
Provide pick lists for data entry (e.g. pull-down menus) Yes This feature is supported. Use relational database for all data and code table storage Yes This feature is supported. Display real-time date and time constantly on screen Yes This feature is supported. Include jurisdictional indicator in incident and report number Yes This can be setup by the system administrator Relational database should be SQL compliant Yes This feature is supported. Ability for system administrator to relabel/hide/modify fields on screens Yes ImageTrend’s Layout Editor is used to configure client-based
Field Bridge and web-based Dynamic Run Form. The Layout
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Editor allows the run forms to be configured to the exact needs and specifications of the individual service. Tabs, panels or fields can be moved, added or deleted, creating a run form to meet the needs of each service for data reporting. Other configurations include the ability to change labels, inactivate fields, change the width/height of fields and change the position of labels. There are several other configurations to allow for quicker and easier data entry. Multiple run form templates can be created for different situation - for example, a run form for cardiac arrest calls and another for cancelled calls. Default values can be added into most of the fields, this is based on template type so a Cancelled call may have different defaults than a Scheduled Transport.
Ability to auto fill fields during data entry using existing information such as names, addresses, phone numbers, from a master names index.
Yes
The Field Bridge and Rescue Bridge allow system users to search for repeat patients by name, address or social security number. Demographic information, next of kin, past medical history, medications, allergies and billing information from repeat patients will automatically be populated into the new run form, eliminating redundant data entry and making documentation more efficient. Additionally, the repeat patient database on the Field Bridge is synchronized each time a run is posted so all units have the same list. Therefore, if a different unit treats the same repeat patient the most updated information will be available.
Ability to provide basic word processing features like those in MS Word for writing narratives. Include description of items such as: Yes
The auto-narrative provides a summary of the current incident in paragraph format. This is a compilation of all entries for the incident. The text can be manually edited and saved with Word processing functions for additional information. The narrative can be manually regenerated as well.
Spell-checking Yes This feature is supported. Medical dictionary Yes This feature is supported. Word wrap Yes This feature is supported. Copy, cut and paste Yes This feature is supported.
Allow for a training system to be setup 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. Yes
As an enterprise solution, the Rescue Bridge supports multiple locations, departments or segments to be setup within one application. ImageTrend can setup a test segment within the system. ImageTrend’s Project Manager will work with the client to define the appropriate amount of test data to be used and will request that the client identify subsets of their data to
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be used as test data. All personally identifiable information will be changed at random. ImageTrend optionally offers all upgrades in a testing environment for review and testing of updates or requested changes to the system before deploying them to the Production environment. The testing server mimics the production environment for software requirements and must meet the specifications as outlined in the System Specification Section.
The system should include online help and tutorials
Yes
ImageTrend provides online education materials for their products as self-guided tutorials to all clients with support agreements. These online support and educational materials can be found at ImageTrend University via your ImageTrend application. ImageTrend recently started implementing ImageTrend University throughout its solutions to promote ongoing education and training of our solutions. When accessing ImageTrend University through the application, users can view educational videos, manuals, quick guides and workbooks to assist them in better understanding our software and support train-the-trainer sessions. These have been very useful as both refresher and initial education materials. A sample demonstration of ImageTrend University can be found at www.imagetrend.com/support/user-education.
Ability to add attachments of any type (EKG/plans/documents or images) Yes Attachments can be added in any format through the system.
System has the capability to establish and “auto-export” to defined entities such as billing, State, Federal, etc. Yes This feature is supported and has been included in the Pricing
Options. User friendly interface for the rapid export of data to patient billing systems via multiple formats (i.e. CSV, XML, TLV) Yes ImageTrend’s standard formats include CSV, XML and
NEMSIS. Other formats may incur additional fees. Allow user to adjust window and font size Yes This feature is supported. Security Require a minimum of user name and password to log user onto system Yes Username and password is required for system use.
Allow each user to have individual security profile
Yes
The application employs a hierarchical based password administration as a series of group policies to control application entry and level of access within the application. With the system administrator being the highest level of security, groups can be created below that to encompass all other group needs.
Permission and rights are governed by the ability of what the user can see and do. Service administrators can control and edit all the functions with their own service. Service users have the ability to edit and view their own information.
Allow system administrator to assign new password Yes This feature is supported. Does not display password as a visible filed anywhere in system without System Administrator rights Yes Passwords are encrypted.
Support assigning security access by module Yes This feature is supported. Within module, support assigning security access by function(e.g., insert, modify, delete, read-only) Yes This feature is supported.
Restrict access to the operating system of the server(s) n/a As a client hosted application, the operating system of the server security is handled by the client.
Restrict access to the operating system of the workstation n/a The system restricts access to ImageTrend software only. Support ability of system administrator to remotely log-off users from any device
No
Administrators can not remotely log-off users, however password encryption allows system administrators to set a session logout variable after a set time frame of inactivity has been reached. Incomplete reports are stored for later completion.
Support assigning security access by certain fields Yes This feature is supported. Within a field, support assigning security access by function (e.g., insert, modify, delete, read-only) Yes This feature is supported.
Advance and flexible data security – HIPAA compliant (Field level access of database)
Yes
ImageTrend applications meet or exceed State and federal data privacy requirements and the HIPAA guidelines. Secure logins are an industry standard process and are part of the HIPAA guidelines for data protection. These are implemented throughout the application with the use of the hierarchical security access features of the ImageTrend security module, which provides the environment for controlling the access necessary to provide data protection. The application also provides for security breach notifications and audit trails.
Restrict access to individual database tables by security (including access from report writer) Yes This feature is supported.
Online Storage Complete RMS records will be available online for a minimum of 7 years n/a
As a client hosted application, the client is responsible for record storage. ImageTrend will provide access to the system as contracted.
Performance
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Operate 24 hours per day, 7 days per week except when system down time is necessary for upgrades and routine maintenance
n/a As a client hosted application, system downtime is regulated by the client.
Response time for typical FRMS commands (excluding ad hoc inquiries or large reports) must average 2 seconds or less Yes
ImageTrend software responds between 1-5 seconds per page. Additional response indicators are established in the system infrastructure.
Audit Support an audit log of each transaction performed, including date, time, and user ID of person performing transaction
Yes
The Rescue Bridge's audit trail tracks user information when accessing the secure portion of the application. IP address, User ID, date/time, browser information, along with information on each file accessed, is all tracked within a separate database, which is kept for a period of time for reporting purpose and audit trails.
Allow system administrator to review selected transactions Yes This feature is supported. Documentation Provide user level, system administrator functional & system technical manuals in hardcopy and electronic form
Yes
ImageTrend provides the most up-to-date documentation, including administrator and user manuals and release notes for any upgrades. With a support agreement, this documentation, along with educational videos, PowerPoint presentations and other documents will be found at ImageTrend University, which can be accessed from the application. Please visit www.imagetrend.com/support/user-education for a demonstration of the ImageTrend University. Any provided documentation becomes the property of the client. ImageTrend will provide a full set of documentation at each location upon request. Documentation updates are available online at no cost.
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.
Yes
Many upgrades do not require additional training, since they may only affect behind the scenes operations of the software. If an upgrade is evaluated that it will require training, then the type of education is determined at that time. Most likely it can be handled with a short informational video or a scheduled webinar with one of our educational staff. If more education is deemed necessary that will be recommended with the upgrade notification and discussed with the client to determine if the training needs to occur pre- or post-upgrade.
Perform onsite end user module training direct to some users Yes As contracted. Training/Test System
Support a full training mode which is independent of the live, operational system (including independent code tables and files)
Yes
ImageTrend optionally offers all upgrades in a testing environment for review and testing of updates or requested changes to the system before deploying them to the Production environment. The testing server mimics the production environment for software requirements and must meet the specifications as outlined in the System Specification Section.
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.
Yes See above response.
Support a full training mode and test server which is independent of the live, operational server (including independent code tables and files)
Yes See above response.
Backup and Purge Support purging of records in all files/tables based on date
Yes
Information can be stored in the system for as long as desired by the client. Archived information will still be accessible by the System Administrators. Data will only be purged upon a client request. Reports can be archived or deleted from the system at any time based on the client’s preference. As a client hosted system, backups and purged data is handled by the client.
Support archiving of records in all files/tables based on date, prior to purge Yes See above response.
Write all archived records to alternative medium Yes As mutually agreed upon. Allow backup/purge to occur without affecting RMS operation (i.e., RMS to remain “up” during backups) Yes As a client hosted system, backups are handled by the client.
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
Yes Additional RMS codes and descriptions (i.e. NICE) can be maintained by the client.
Allow system administrator full security access to all relational tables No The relational tables are only accessed via the application.
Fire/EMS RMS Reporting Create ad-hoc reports Yes Ad hoc reports can be created through the Report Writer. Provide ability to export the entire RMS database to a separate database, in a variety of standard file formats. Yes The database can be exported is standard formats (NEMSIS,
NFIRS, etc.). Provide ability to export user-selected portions of the RMS database to a separate file, in a variety of standard file formats Yes Exports are available in the standard formats (NEMSIS,
NFIRS, etc.)
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Provides a variety of “canned” reports
Yes
The Report Writer allows users to dynamically create, display, and store standard as well as ad hoc reports. With over 100 standard reports and the ability to create ad hoc reports as needed, the Report Writer offers expanded reporting and data analysis capabilities. Reports can be scheduled on regular intervals and supports distribution via email to a pre-determined list of recipients.
Must have the ability to build charts and graphs Yes This feature is supported within the Report Writer. Ability for general user to easily create any report without using third party reporting programs (i.e. Crystal Reports) Yes ImageTrend’s Report Writer is proprietary and a part of the
Rescue Bridge. User friendly interface for report creation Yes This feature is supported. Ability to print specific portions of a report without printing the entire report Yes A defined dataset can be selected when printing reports.
Basic Fire/EMS Incident Reporting Support entry of NFIRS 5.0 required data Yes The Rescue Bridge is NFIRS 5.0 compliant and collects this
data. Ability to support NFIRS “plus one” type coding (3-character NFIRS code plus 4th character for local use) Yes The system supports NFIRS plus one codes.
Display code description anytime code is displayed on screen and allow access vie either Yes This feature is supported.
Automatically create incident and populate fields with data transferred from CAD
Yes
ImageTrend has successfully completed more than 60 CAD integrations with over 30 different CAD vendors for both Fire and EMS systems. Many of which use this same method of pushing out an XML file to a directory. Establishing the initial download of CAD data to the Field Bridge is a manual process. The crew clicks on “Download CAD” and receives a list of available incidents based on their unit. This easy to use feature ensures that they select the correct CAD incident. Once the initial download is established, if desired, the system will continue to automatically download new CAD data relevant to this incident in the background as it becomes available. Otherwise it can be set up to be manual process such that the crew has to click on the “Download CAD” button to receive the updated data download.
Data transferred from CAD should include, at minimum: Location of incident Yes NEMSIS E8.11 and other incident address fields in the
Address section Incident number Yes This item can be imported from CAD. Call type code and expanded description Yes NEMSIS E3.3 for call type code and E3.1 for description
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Name of caller No This would require custom development. Address of caller No This would require custom development. Telephone number of caller No This would require custom development. Call source (e.g. E911, 7-digit) No This would require custom development. Area designators Yes Assuming this refers to zones. Call box # This item requires further understanding. Map page reference Yes NEMSIS IT5.75 Date and time of call pick up (off hook) Yes NEMSIS E5.2 PSAP Date and time of call entry Yes NEMSIS E5.3 Date and time of each unit’s dispatch Yes NEMSIS E5.4 Date and time of each unit’s enroute to scene Yes NEMSIS E5.5 Date and time of each unit’s available on radio Yes NEMSIS E5.11 Date and time of each unit’s available in quarters Yes NEMSIS E5.13 Date and time of incident closure This item requires further understanding Incident priority This item requires further understanding Incident number (system generated) Yes NEMSIS E2.3 or E1.1 Cross-reference incident number(s), if multi-jurisdictional response Yes NEMSIS E2.3 or E1.1
Report (aka, run) number (optional, system generated) Yes NEMSIS E2.3 or E1.1
Disposition Yes NEMSIS E20.10 All units assigned to incident Yes NEMSIS E2.11, E2.12 App personnel assigned to each unit at the incident Yes This item can be imported from CAD.
Support manual entry of incident information Yes This feature is supported. Ability for rapid medical data entry via a large touch screen interface.
Yes
Many features make this product a better option for our crew members such as the ability to create multiple templates, selecting the placement of the data fields within the template/tabs, individual customization of font size and the touch screen. The efficiency of documentation has improved dramatically, the ability to make the document fluid with simple modifications as needed and the data save/restore capabilities have positively impacted the entire organization.
Allow the entry of unlimited length text in comments type fields Yes This feature is supported. Support word wrap in narrative fields Yes This feature is supported. Support spell check in narrative fields Yes This feature is supported. Support cut and paste ability in narrative fields Yes This feature is supported. Support ability to enter previously created narrative templates
No The EMS portion of the system allows the system administrator to upload narrative templates and they will load in the run form.
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Support ability to automatically generate narratives based upon incident type
Yes
The auto-narrative provides a summary of the current incident in paragraph format. This is a compilation of all entries for the incident. The text can be manually edited and saved with Word processing functions for additional information. The narrative can be manually regenerated as well.
Record report information in RMS for all units assigned to an incident, with individual date/time stamps for all status changes
Yes The Apparatus/Personnel tab on the NFIRS run form has the ability to capture multiple apparatus’ with time stamps.
Ability to update RMS with any new CAD information received Yes This feature is supported. Allow company officer to enter incident report for their unit as soon as it clears the incident, even if the incident is not closed Yes This feature is supported.
Support ability to store partially completed report(s), complete another transaction, and return to the interrupted report(s) for completion Yes
Incomplete reports can be finished on the mobile unit on which it was originally started. If the user posts the report to the Rescue Bridge, the user can complete the report on the Rescue Bridge also. If the report was started on the Rescue Bridge, the user would be able to finish the report at a later time. Availability of the reports is based on permissions.
Allow review of all partially completed reports Yes This feature is supported. Allow modification of the previously entered incident information: Yes Based on permissions
Location Yes This feature is supported. Type Yes This feature is supported.
Automatically perform edit checks of field data (NFIRS Rules) Yes The validation within the system edit checks based on NFIRS rules.
Support ability to supplement a report (by the same of different company) Yes Based on permissions.
Ability to record multiple exposures as supplements to original incident Yes Exposures can be added to an NFIRS run.
Ability for supervisor to review and approve report
Yes
Through the Quality Management module. The system contains numerous standard QA reports that allow services to review and quickly determine the quality of runs being entered by their emergency technicians. Additionally, each run can be assigned a status. If a run is determined to need follow-ups with emergency personnel, the medical director or other service administrators can record a note with a run. They can identify the specific individuals to send the note to. Users are automatically notified upon entering the system that they have unread notes. These correspondences are tracked within the system with no
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limits on the number of notes attached to the run, for ease of review by the administrator or the Medical Director. Users with unread notes can reply to these just like email.
Ability to enter mutual aid reports and record outside jurisdictional unit(s) ID and involvement Yes Mutual aid given/received and the aiding department(s) can be
captured on the NFIRS runs. Ability to generate and print public information report for an incident. Yes The system supports the generation of an NFIRS report for
public consumption. Ability to generate standard queries and reports based upon various categories and criteria (not just NFIRS codes) Yes An NFIRS PDF report can be generated.
Ability to correlate building/business names with addresses. Yes Through the Occupants and Pre-plan modules. Basic EMS Specific Incident Reporting Ability to chart advanced EMS patient procedures
Yes The NEMSIS Dataset and NISE codes provide the basis for all BLS and ALS data elements required to properly document these types of runs.
Ability to have automatic narrative generation from data entry fields
Yes
The auto-narrative provides a summary of the current incident in paragraph format. This is a compilation of all entries for the incident. The text can be manually edited and saved with Word processing functions for additional information. The narrative can be manually regenerated as well.
Ability to generate personal narrative templates Yes
The EMS portion of the system allows the system administrator to upload narrative templates and they will load in the run form.
Ability to have extensive QA/QI tools
Yes
The QA mechanisms in the Rescue Bridge go beyond validity, and allow services and Medical Directors to track, review and comment on all incidents within their service. To start, the system contains numerous standard QA reports that allow services to review and quickly determine the quality of runs being entered by their emergency technicians. Additionally, each run can be assigned a status. This list is dynamic, and can be added to or modified at any time. This may include statuses for: In Progress, Completed, Submitted for Review, Needs Review, Reviewed/Sign Off, Billed, etc. User can search and report on status of all runs. If a run is determined to need follow-ups with emergency personnel, the medical director or other service administrators can record a note with a run. They can identify the specific individuals to send the note to. Users are automatically notified upon entering the system that they have unread notes. These correspondences are tracked within the system with no
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limits on the number of notes attached to the run, for ease of review by the administrator or the Medical Director. Users with unread notes can reply to these just like email. The QA/QI module has the following additional features available:
Dynamic grid view of incident records available for review.
Ability to assign multiple users and a status to incidents under QA/QI review.
A new QA/QI Review run form template type to dynamically customize QA/QI data layout.
Ability to create a dynamic list of QA/QI questions. These questions will be available in the Layout Editor.
QA/QI Report Writer dataset for enhanced reporting. Within the Service Bridge QA/QI module, the Review page displays all QA/QI review incidents based on the view criteria specified, such as cardiac arrest, non-transports, high risk procedures, etc. Users are able to click directly into an incident and information will display in their QA/QI run form template format. This page supports bulk actions for Assign for QA/QI and Remove from QA/QI Review. In addition, runs can be locked from editing to maintain the integrity of runs that have been submitted or billed. Administrators have the ability to lock or unlock runs at any time. This can also be set on a schedule. For example, all runs older than 7 days are locked automatically by the system.
Ability to provide retrospective report review workflow feature Yes This feature is supported. Ability to have database query tools
Yes
Database search criteria can be selected on a field level basis allowing you to define exactly the fields you want. User-defined headers, sorting, and grouping give you the ability to display search results using a number of options. Reports can be saved for later review or editing, and also as static content as a CSV file or PDF document.
Ability to have automatic bill calculation
Yes
The CMS Billing Calculator setup allows administrators to indicate what services they can bill for under each CMS service level. This information will be used in the CMS Billing Calculator, if enabled. System administrators can create
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service levels or use standard CMS service levels, as well as setup vehicle type or other criteria to establish service levels and associated rates. Within the CMS Billing Calculator, users can select each data element and define what calculates it within the run form. These data elements are cross-referenced with NEMSIS data elements. The system displays a list of all CMS service levels that are active in the system.
Ability to provide real-time error checking and user feedback
Yes
The ImageTrend Rescue Bridge has a built-in Data Validity Scoring to ensure data quality. Each field can have its own value towards the Validity Score, which is set up by the administrator. The Validity Score is clearly displayed on the run form and upon clicking the Validity Score a list of missing fields drops down. Clicking on the field name, takes the user to that field.
In the Field Bridge, fields that have errors detected in them will have their labels marked in red. The total validity percentage for the current run is displayed to the user at the top of the Incident window.
Ability to establish a benchmark time that defines arrival to patient with the press of a button. System will then use that time as the starting time for procedures, vitals, etc.
Yes
Within the Field Bridge, all patient assessment and treatment actions are time stamped. Within the powertools, the incident report is populated and the action is stamped with the time of completion. Based on permissions, time stamped items can be overwritten if necessary. Any action within the ePCR is included in the audit trail. When the Powertools are utilized, such as vital signs and medication use, the event is automatically time stamped. Another way to quickly time stamp events is to select the clock icon when in the appropriate field. In addition, within Active Protocol, national and service protocols can be set up and displayed as an action checklist, allowing easy access to specific power tools needed for each assigned protocol. When an action is selected under a protocol, the color-coded power tools appear. When the power tools are filled out and saved, the incident report is populated and the action is stamped with the time of completion.
Ability to enter information via drop down boxes and combo boxes that have an “auto scroll” feature for repaid entry (i.e. Yes
ImageTrend systems are developed on a common architectural platform and using the same user interface and navigation for ease of use and learning. Tabs, quick arrows,
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Medication input for Metoprolol user types “met” and the box scrolls to entries that start with “Met”).
drop down boxes, powertools smart search (auto scroll) and more help guide users through ImageTrend’s systems, making it easy to learn and understand. Pattern recognition is offered within the medication and past medical history through entered text or a search feature which allows the user to filter the search using the “Starts with” or “Contains” feature. As letters are entered into the search, the list is narrowed.
Ability to enter data fields with pre-filled data such as states and zip codes Yes This feature is supported.
Includes FDA medication database for easy selection via quick fill or drop down box. Yes The system includes a FDA medication database.
Includes medical dictionary in patient reporting narrative Yes The medical dictionary is included in the reporting narrative and the spell check function checks against it.
Ability for individual custom patient narrative template that prompts the user for information Yes
The EMS portion of the system allows the system administrator to upload narrative templates and they will load in the run form.
Patient narrative imports data gathered on scene Yes
The auto-narrative provides a summary of the current incident in paragraph format. This is a compilation of all entries for the incident.
Ability to populate patient information such as address, medical history, allergies, and medications from previous patient contact reports.
Yes
The Field Bridge and Rescue Bridge allow system users to search for repeat patients by name, address or social security number. Demographic information, next of kin, past medical history, medications, allergies and billing information from repeat patients will automatically be populated into the new run form, eliminating redundant data entry and making documentation more efficient. Additionally, the repeat patient database on the Field Bridge is synchronized each time a run is posted so all units have the same list. Therefore, if a different unit treats the same repeat patient the most updated information will be available.
Ability for administrator users to easily and rapidly modify EMS report forms Yes This feature is supported
Ability for administrator users to easily and rapidly modify the information contained within drop down boxes, combo boxes, and other input fields. Yes
The Rescue Bridge is customizable to the Client's needs. System administrators have the ability to create Service Defined Questions. Service Defined Questions are centrally administered via the Rescue Bridge to the Field Bridge. Administrators can add and edit any Service Defined Questions needed for reporting. In the Active Protocol,
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national and service protocols can be set up and displayed as an action checklist, allowing easy access to specific powertools. These protocols can be set up and displayed by the Administrator.
Address Verification If no address conflict exists, automatically enter the location into the data entry form
The Address Verification items listed below would require a Statement of Work at ImageTrend’s standard development rate of $125/hour. We have completed a similar integration for our Cornerstone product and as such we have experience integrated with vendors such as Melissa Data.
If address conflict exists, display choices to the operator and allow selection of the correct address See above.
Complexes with a single address but multiple tenants (malls, apartment buildings) should be able to be verified by either the complex’s address or the tenant’s address
See above.
Display the following information for address verification, as appropriate: See above.
Exact location or intersection See above. High and low cross street See above. Common place/business name See above. Fire station area See above. Call box # See above. Map page See above. City code See above. Indicators for additional location information (e.g., hazard, pre-plan, occupant, prior history) See above.
Allow override and entry of non-verified address See above. Ability to have construction management features See above. Ability to have transaction logging See above. Fire Prevention/Inspection Ability to support any adopted fire code
Yes The system currently support NFIRS, NFPA and ICC. ImageTrend can discuss additional codes and associated costs if required.
Support entry of exact addresses, to the apartment level Yes Exact addresses can be captured within Inspections/Occupants modules.
Support entry of unlimited auxiliary contact information for each location (i.e., landlord name, address, telephone, management company name, address, telephone, etc.)
Yes Contact information can be captured within the Inspections/Occupants modules.
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Allow recording of occupancy classification Yes Occupancy classification can be captured within the Inspections/Occupants modules.
Allow recording of initial fire department conditions for new business approval Yes Initial fire department conditions can be captured within the
Inspections/Occupants modules. Ability to record type of equipment installed in a location, by manufacturer, make, model and install date Yes Installed equipment can be captured within the Occupants
Module. Ability to record unlimited number of “special circumstances” regarding a location (i.e., Building Inspection information, unique characteristics, etc.)
Yes Service Defined Questions can be used within Locations/Occupants/Inspections.
Support entry of unlimited number of violations Yes This feature is supported. Support “check box” style of data entry for violation codes Yes The system provides a violation code lookup button with
search functionality. This is only one violation at a time. Display plain English description for violation codes in addition to code Yes This feature is supported.
Edit data entry to minimize entry of code(s) which would be invalid based on previous entry Yes This feature is supported.
Allow designation of inspection responsibility by station area for each address Yes A station can be assigned on an inspection record.
Allow scheduling of follow-up inspections Yes This feature is supported. Allow designation of re-inspection frequency based on type of business (e.g. regular inspections are every two years; self-inspections are every four years; fire permits every year)
Yes The system supports adding a re-inspection record and scheduling for a future date. However, this is not automatic.
Support ability to create re-inspection schedules on a daily, weekly, monthly or yearly basis. Yes This feature is supported.
Support ability to print out inspection schedules for individual inspectors, company, all companies in a specific shift, or all companies
Yes This feature is supported.
Support ability to generate form letters documenting specific violations with date of scheduled re-inspection Yes This feature is supported.
Support ability to view online and print out history of prior violations for any address Yes This feature is supported.
Allow inspection record to be viewed online without making any changes to record Yes This feature is supported.
Record the name and ID of the inspector and the date and time for each inspection performed Yes This feature is supported.
System should come pre-loaded with all violation code tables providing for any copyright laws or regulations Yes ImageTrend provides the ICC and/or NFPA codes that the
client selects to be included (i.e. ICC 2009). Support ability to record results of violation re-inspection Yes This feature is supported. Support ability to record penalties for non-compliance Yes Fine amounts can be assigned to violations.
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Support ability to print out complete inspection report Yes This feature is supported. Record name and operator ID of anyone making changes to inspection record Yes This feature is supported.
Support ability to perform inspections in the field and upload results to main system Yes This feature is supported.
Ability to associate a scanned image (i.e. “pre-fire plan”) to a location Yes The image is attached directly to the inspection/occupant
record. Ability to build and update pre-fire plans based on building information provided Yes This feature is supported.
Ability to have occupancy hazard risk assessment Yes This feature is supported. Ability to correlate building/business names with addresses Yes This feature is supported. Ability to update building real property data in a mobile environment by product implementation Yes Data collected in the Mobile Fire Inspections application can
be synced to the Rescue Bridge. Ability of rapid data entry with drop down menus Yes Drop down menus are available. Ability for user to create highly custom narratives with user prompts. Yes Violation letters can be customized.
Ability to create professional mobile pre-plans Yes With the Mobile Fire Inspections application. Fire Investigation Support ability to track fire investigation Yes This feature is supported. Allow designation of an incident as a potential arson, with ability to record additional fields of associated information Yes This feature is supported.
Investigation data could include: Investigator name and ID Yes
Name field is available but ID could be captured in description field
PD investigator assigned Yes This data can be captured within the system. PD case number Yes This data can be captured within the system. Date case begun Yes This data can be captured within the system. Date case closed Yes This data can be captured within the system. Suspect information (unlimited) Yes This data can be captured within the system. Witness information (unlimited) Yes This data can be captured within the system. Property owner Yes This data can be captured within the system. Evidence taken (unlimited) Yes This data can be captured within the system. Who collected evidence Yes This data can be captured within the system. Characteristics of fire/MO Yes This data can be captured within the system. Cause of fire Yes This data can be captured within the system. Status of case Yes This data can be captured within the system. Narrative Yes This data can be captured within the system.
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Ability to attach graphic file(s) to an investigation record (e.g. fire scene diagram)
Yes
When integrated with A-T Solutions’ FireScene, inspectors can quickly access preplan diagrams to sketch items or discover key checkpoints. Use FireScene to view preplan diagrams or detail items during an inspection. Maps or architectural drawing image files can be imported, marked up with sketches while conducting an on-site inspection and then uploaded to Fire Bridge or Rescue Bridge as part of the inspection record. As an added value, use FireScene for table-top training scenarios, as well as to add an even greater level of detail and data to Post Incident Reports and Critiques.
Ability to attach any Windows-compliant file(s) to an investigation record Yes Attachments can be added in any file format.
Allow case status to be updated with ongoing activities and notes Yes This feature is supported.
Ability to automatically supplement initial NFIRS report with investigation results No
NFRIS data can be used to populate the investigations form.
Support ability to view an print entire case report Yes This feature is supported. Support ability to view and print summary of all investigations in progress Yes This feature is supported.
Hazardous Materials Management Include a hazardous materials database as part of the FRMS, for use in identifying materials contacted and recommended remedial action, all of which should be a part of the Pre-Fire-Plan for an address or location
Yes
The Rescue Bridge support the ability to record Hazardous Materials associated with an occupancy. When Hazardous Materials are recorded a visual prompt is activated to alert a responder that Hazardous Materials exist.
Hazardous material information should include: Chemical (by name, code, category) Yes This data can be captured within the system. Consequences of chemical Yes This data can be captured within the system. Resource list for mitigation Yes This data can be captured within the system. SOPs No This item requires further understanding.
Allow recording of types and locations of hazardous materials stored at addresses within the city
Yes This data can be captured within the system.
Hazardous material information for location should include: Warnings Yes This data can be captured within the system. Chemicals at location Yes This data can be captured within the system.
Ability to record hazardous material spill information, including Location Yes This data can be captured within the system. Incident number (if any – not required) Yes This data can be captured within the system. Date of spill Yes This data can be captured within the system. Dept. of Envir. Protection number Yes This data can be captured within the system.
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Type of spill Yes This data can be captured within the system. Chemical spilled (unlimited) Yes This data can be captured within the system.
Equipment Inventory Support various types of equipment management, with type controlling the number and type of fields which are displayed to the operator (e.g., breathing apparatus, hoses, ladders, etc.)
Yes
The Inventory Module allows the tracking and management of physical assets on a high-level or detailed basis. The Inventory Module allows departments to manage their inventory based on departmental needs, providing a user-defined dashboard which allows for an overview of inventory items, status, recently viewed products and many other widgets which can be utilized to meet the user’s display preferences. Each department has the ability to define their desired level of inventory management. Administrators can define location sites, products and items within each to an unlimited depth. Intuitive search capabilities identify items in each station and pinpoint exactly where they are stored. The Inventory Module utilizes bar code technology to provide quick look-up and seamless intake and allocations on several levels. Once a barcode is scanned, the system will automatically display the product if it exists in inventory or the option to add the product if it does not. Other advanced search options include the capability to define search criteria, whether item specific or general product information. Tracking product information is simplified through detailed records and easy data entry. Users have the ability to enter information specific to each product, such as the length of hoses or boot size, through the use of custom questions. Additional information that can be recorded includes product attributes and purchase information. Photos and related documents, such as manuals, specifications or invoices, can be attached to each product and/or item.
Inventory data should include: Any fields that are not currently available can be easily created as user defined attributes or custom questions.
Equipment Class Yes See above. Equipment Sub-Class Yes See above. Item description Yes See above. Inventory ID number Yes See above. Unit ID Yes See above.
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Serial number Yes See above. Make/Model number Yes See above. VIN number Yes See above. Date of purchase Yes See above. Date brought in to service Yes See above. Scheduled retirement date Yes See above. Supplier name, address, telephone Yes See above. Cost Yes See above. Manufacturer name, address, telephone Yes See above. Expiration date Yes See above. Location Yes See above. Status Yes See above. Comments Yes See above.
Hose data would include: Any fields that are not currently available can be easily created as user defined attributes or custom questions.
Purchase date Yes See above. Date brought in to service Yes See above. Length Yes See above. Size Yes See above. Test pressure Yes See above. Hose location, by station or apparatus Yes See above. Test results, including date and time of test Yes See above. Next scheduled test Yes See above. Name and ID of individual performing test Yes See above.
Breathing apparatus data should include: Any fields that are not currently available can be easily created as user defined attributes or custom questions.
Location, by station, apparatus, and operator Yes See above. Serial number Yes See above. Cylinder check Yes See above. Regulator function Yes See above. Diaphragm function Yes See above. Face piece and tube status Yes See above. Name and ID of individual performing test Yes See above. Date and time of test Yes See above. Next scheduled test date Yes See above. Test results Yes See above.
HazMat monitoring equipment data should include: Any fields that are not currently available can be easily created as user defined attributes or custom questions.
Serial number Yes See above.
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Type of instrument Yes See above. Date entered into service Yes See above. Date of last calibration Yes See above. Date of last maintenance Yes See above. Maintenance action taken Yes See above. Name and ID of individual performing action Yes See above. Next scheduled maintenance date Yes See above.
HazMat suits data should include: Any fields that are not currently available can be easily created as user defined attributes or custom questions.
ID number Yes See above. Type of suit Yes See above. Data entered into service Yes See above. Date of last test Yes See above. Test results Yes See above. Maintenance action taken Yes See above. Name and ID of individual performing test Yes See above. Next scheduled test date Yes See above.
Support the ability to track inventory of all vehicles in fleet, inventory data should include: Any fields that are not currently available can be easily
created as user defined attributes or custom questions. Description Yes See above. Inventory ID number Yes See above. Vehicle type Yes See above. VIN Yes See above. License number Yes See above. Purchase date Yes See above. Manufacturer Yes See above. Model number Yes See above. Serial number Yes See above. Warranty expiration Yes See above. Warranty description Yes See above. Location Yes See above. Special requirements Yes See above. Date of service Yes See above. Service record (including maintenance/repair performed, mechanic, time spent out of service, etc.) Yes See above.
Mileage at time of service Yes See above. Engine hours at time of service Yes See above. Date of next scheduled service Yes See above.
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Equipment carried (cross referenced from equipment inventory) Yes See above.
Ability to provide results of annual pump test Yes See above. Ability to provide location of the equipment by current assignment to a unit, station or personnel Yes See above.
Allow default test frequencies to be created for each type of equipment No
Custom questions can be set for frequency on an item, but no defaults. This can be accomplished with custom development at $125/hour.
Allow default maintenance type and frequencies to be created for each type of equipment No
Maintenance records on inventory items are available, but no defaults created. This can be accomplished with custom development at $125/hour.
Allow test record to be viewed online without making any changes to record. No
Can be viewed but there currently is no read-only permissions. This can be accomplished with custom development at $125/hour.
Hydrant Inventory
Note: ImageTrend anticipates updating our current Hydrant module in the upcoming year and some of these features may be available at that time.
Supports hydrant information which integrates with other modules such as Pre-Plans and Inspections
Yes
The Hydrants module allows the service to map all fire hydrants within their coverage area and add information about each hydrant's properties (e.g., size, direction to open, flow). The Rescue Bridge supports the ability to record and track hydrant flow tests. This flow test solution supports the capability of different types of tests, for example Base Cap, Pitot and Flow Meter.
Support ability to record disposal by user, date, and reason disposed of (e.g., broken, burned, etc.) No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Allow default test frequencies to be created No
This could be accomplished with a Statement of Work at our standard development rate of $125/hour.
Support ability to print out test schedules for individual company, all companies in a specific shift, or all companies No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Allow test record to be viewed online without making any changes to record No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Support ability to print out complete test report No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Hydrant data would include:
Hydrant ID Number (Alpha/Numeric) Yes This is captured. Fire District Yes This is captured. Sector/Zone No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour.
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Department/Agency Yes This is captured. Street address with geo-verification
No
The latitude and longitude fields available for data entry in addition to the location/street address field. However, the system does not support automatic geo-verification logic to populate the latitude and longitude fields upon entering of address. This could be accomplished with a Statement of Work at our standard development rate of $125/hour.
City, State, Zip No
The system has a “Location” text field, “Section or District” text field, “Cross Street” text field and “Latitude” and “Longitude” text fields.
Cross Street Yes This is captured. Additional Address Information Yes “Remarks” Text area Manufacturer No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Model Yes This is captured. Year Yes This is captured. Date Installed No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. ISO Type No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Valve Size No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Barrel Size Yes This is captured Barrel Length No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Hydrant/Main/Valve data fields
Water Main ID No Main Diameter No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Main Type No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Pressure Zone No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Hydrant lead Size No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Hydrant Valve Size No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour.
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Lead Valve Distance No This could be accomplished with a Statement of Work at our standard development rate of $125/hour.
Outlets Yes “Number of Outlets” Distance to Curb No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Ability for Hydrant Inspections to include the following data fields:
Date of Inspection No This could be accomplished with a Statement of Work at our standard development rate of $125/hour.
Time of Inspection No This could be accomplished with a Statement of Work at our standard development rate of $125/hour.
Name of personnel performing the inspection No This could be accomplished with a Statement of Work at our standard development rate of $125/hour.
Service performed No This could be accomplished with a Statement of Work at our standard development rate of $125/hour.
Repairs done or needed No This could be accomplished with a Statement of Work at our standard development rate of $125/hour.
Notes field Yes “Remarks” Text area Other service performed or requested No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Ability to track a history of flows for a hydrant No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Ability to add attachments of any type No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Ability to maintain Hydrant Flow tests performed including the following data fields: This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Date of Flow No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Time of Flow No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Name of personnel performing the test No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Pitot Yes This is captured Outlet Diameter with drop down list of choices No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Discharge Coeff. Yes This is captured Correcting Factor No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour.
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Calculated Flow in GPM Yes This is captured Calculated Flow in GPM at 20, 10 and 0 psi No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Training Support ability to track training for all personnel Yes Training can be tracked for all personnel within the individual
staff record. Training data to be tracked would include:
Fire courses Yes Any course can be setup and tracked. College/vocational degrees
Yes Documents which outline college/vocational degrees can be added to an individual record. Documents can be categorized for ease of use.
Certifications, including expiration dates Yes Certifications, including issue and expiration date, can be tracked within the staff record.
Seminars Yes An activity/training template can be created for Seminars and attendance can be tracked.
Continuing education Yes This can be setup in the Training Module. BLS/ALS courses Yes This can be setup in the Training Module. Name of entity providing training Yes The Trainer, Station and Location can be tracked.
Support the ability to have an unlimited number of each category of training above Yes This feature is supported.
Track training by date, time, locations and hours spent Yes This feature is supported. Support the ability to create course curriculum, including date, time, class size and location of classes Yes This feature is supported.
Support ability to create class code and class descriptions Yes This feature is supported. Support ability to designate class as mandatory or not by type of class Yes Attendance Mandatory can be selected within each training
course template. Support ability to designate class as certified or not by type of class Yes Certifications can be selected within each training course
template. Ability to assign a unique identifier for each certified class Yes This feature is supported. Support the ability to allow for station company to enter its own categories of mandatory training Yes Services can build their service specific categories. It is a
system defined configuration option. Support ability to enter class roster for each scheduled class Yes Class rosters can be entered. Support ability to record class attendance and issue grades for an entire class Yes There is a “Pass/Fail” option on training templates, as well as
“Score” text field. Automatically post record of attendance into individual’s training record Yes
Training tab on staff record shows this information.
Automatically post training results into individual’s personnel record without requiring user re-entry Yes This feature is supported.
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Ability to record attendance and grade for individuals from outside jurisdictions (for both certified and non-certified classes)
Yes A staff record can be setup for members of other jurisdictions. Access to these records is permissions based.
Ability to print a number of training reports indicating course attendance, average grades, course cancellations, hours spent, types of courses, etc.
Yes The training dataset is available in the Report Writer.
Ability to print report of total training hours completed by individuals or groups, for user defined time intervals (i.e., month, quarter, year-to-date, etc.)
Yes The training dataset is available in the Report Writer.
Ability to set mandatory number of training hours by category (e.g., suppression related) Yes This feature is supported.
Ability to print report of which individuals have not completed the mandatory training hours certifications Yes The training dataset is available in the Report Writer.
Ability to view and print individual training record for a specified period of time Yes The training dataset is available in the Report Writer.
Ability to require certain types of training for individuals based upon job requirements (e.g., required certifications) No This could be accomplished with a Statement of Work at our
standard development rate of $125/hour. Support the ability to print list of certificates due to expire within specified period of time Yes Certification Dashboard module shows this information.
Ability for system to print a report for the training officer of certificates due to expire within an upcoming user specified period of time
Yes This feature is supported.
Ability for system to print a report for the training officer of certificates due to expire within an upcoming user specified period of time
Yes Certification Dashboard module shows this information.
Personnel Support ability to track all personnel information for Fire Department staff (both paid and volunteer)
Yes
The Staff Management Module enables services to not only maintain complete staff profiles, but also develop training reports and manage certifications.
Staff Listing Add Staff Individual Staff Profile
o Demographics o Employment o Certification Management o Permissions o Emergency Contacts o Equipment o Training
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o Documents Personnel data should include:
Staff member ID (employee ID) Yes This information can be captured within the Demographics section of the Staff Management Module.
Name Yes This information can be captured within the Demographics section of the Staff Management Module.
Agency Yes This information can be captured within the Employment section of the Staff Management Module.
Rank/job title Yes This information can be captured within the Employment section of the Staff Management Module.
Current assignment – location Yes The station can be tracked within the Employment section of the Staff Management Module.
Current assignment – shift Yes This information can be captured within the Scheduler Module. Temporary assignment and expiration date Yes Position field has a Start Date and End Date. Date hired Yes This information can be captured within the Employment
section of the Staff Management Module. Seniority ranking Yes This information can be captured within the Employment
section of the Staff Management Module. Gender Yes This information can be captured within the Demographics
section of the Staff Management Module. Race Yes This information can be captured within the Demographics
section of the Staff Management Module. Ethnicity Yes This information can be captured within the Demographics
section of the Staff Management Module. Physical descriptors No A picture can be uploaded. Promotion/reclassification date Yes The position and rank fields have a Start Date and End Date.
The audit trail tracks all updates to these fields. Probation end date No This can be accomplished with custom development at
$125/hour. Last evaluation date No This can be accomplished with custom development at
$125/hour. Next evaluation date No This can be accomplished with custom development at
$125/hour. Performance evaluation results (should retain results for all reviews, with date and time stamps and name and ID of supervisor)
Yes A training template called “Performance Evaluation” could be set up and scores can be tracked within it.
Education (prior to beginning at Fire Department, plus updates from Training records) Yes This is captured in the Training module.
Certifications (cross referenced from Training records) Yes Certifications can be tracked.
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Certification(s) expiration date Yes Certification expiration dates can be tracked. Licenses Yes Licenses can be tracked within the Certifications License(s) expiration date Yes Licenses can be tracked within the Certifications Special skills No This can be accomplished with custom development at
$125/hour. Home address Yes This is captured in the Staff module Home telephone Yes This is captured in the Staff module Other contact numbers Yes This is captured in the Staff module Emergency contact information Yes This is captured in the Staff module Issued equipment (unlimited) Yes “Equipment” tab in Staff section Career/promotion history
Yes Position field has a “Start Date” and “End Date”. We also have the “Rank” field with a “Start Date” and “End Date”. We audit trail all updates to these fields.
Qualifications for “acting” status This item requires further understanding. Accidents/injuries, including date and time, status, narrative No This can be accomplished with custom development at
$125/hour. Disability indicator, including status and expiration date No This can be accomplished with custom development at
$125/hour. Medical examination information (record of when, type and expiration) (e.g. breathing apparatus medical, driver’s license medical)
No This can be accomplished with custom development at $125/hour.
Support the ability to track an unlimited number and type of certifications per person Yes We have the ability to document additional EMS and
additional Fire certifications for a staff member. Support the ability to record an unlimited number and type of skills per person No
Certifications and Training can be tracked. If skills need to be tracked in an alternate way, this would require custom development.
Support the ability to record an unlimited number and type of licenses per person Yes Additional EMS and Fire certifications can be documented for
staff members. Support the ability to restrict the types of data available for display by security Yes Based on permissions.
Support the ability to print complete employee history record Yes Report Writer has a staff data set to report on staff related fields available to document in the system.
Ability to have FLSA compliant time accounting and payroll No This can be accomplished with custom development at $125/hour.
Ability to have flexible work schedule capabilities No This can be accomplished with custom development at $125/hour.
Ability to scheduling and time accounting for staff and line employees No This can be accomplished with custom development at
$125/hour.
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Ability to have customized employee performance evaluations No This can be accomplished with custom development at $125/hour.
Ability to have an integrated payroll system
No
This can be accomplished with custom development at $125/hour. The system supports the documentation of employee pay rates, to set up service specific pay rates and have reports tied around this info.
Interfaces/Subsystems CAD Ability to receive transfer of incident information from CAD to FRMS, via TCP/IP, every 5 minutes, at minimum
Yes
ImageTrend has successfully completed more than 60 CAD integrations with over 30 different CAD vendors for both Fire and EMS systems. Many of which use this same method of pushing out an XML file to a directory. Establishing the initial download of CAD data to the Field Bridge is a manual process. The crew clicks on “Download CAD” and receives a list of available incidents based on their unit. This easy to use feature ensures that they select the correct CAD incident. Once the initial download is established, if desired, the system will continue to automatically download new CAD data relevant to this incident in the background as it becomes available. Otherwise it can be set up to be manual process such that the crew has to click on the “Download CAD” button to receive the updated data download. We left this as configurable because some organizations want it automatic and some want it to be manual.
Ability to receive transfer of incident information from CAD to FRMS, via TCP/IP, in real time Yes Please see above.
Support the ability to upload premise/location information from the fire RMS into CAD, including the following: Yes We can bring in incident address fields from CAD for NFIRS
runs. Emergency contact information
No We currently do not bring this in from CAD for NFIRS runs. This can be accomplished with custom development at $125/hour.
Hazardous materials information No
We currently do not bring this in from CAD for NFIRS runs. This can be accomplished with custom development at $125/hour.
Hazardous materials information No
We currently do not bring this in from CAD for NFIRS runs. This can be accomplished with custom development at $125/hour.
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Knox box/key/combination information No
We currently do not bring this in from CAD for NFIRS runs. This can be accomplished with custom development at $125/hour.
Premise inspection information No
We currently do not bring this in from CAD for NFIRS runs. This can be accomplished with custom development at $125/hour.
Pre-fire plan information No
We currently do not bring this in from CAD for NFIRS runs. This can be accomplished with custom development at $125/hour.
Support the ability to upload personnel skills information from the fire RMS into CAD
No
This would require custom work and cooperation with the CAD vendor. The system currently imports limited personnel information from the CAD system, including “Personnel ID”, “First Name”, “Last Name”, “Rank or Grade”, “Time In”, “Time Out” for CAD data for NFIRS runs.
Scheduling/rostering Software Support the ability to schedule personnel to shift and unit
Yes
ImageTrend’s Scheduler module reduces administrative time and relieves frustration of creating shift schedules. Balance the needs of your agency or department with the availability of staff for efficiency and responsiveness. ImageTrend takes away the guesswork and creates schedules that work with your system for additional automation and time savings
Maintains a daily roster that includes a user-defined table of types of leave and track FEMA/USAR/UASI overtime No Not user defined tables, but can track types of leave and types
of overtime Ability to automatically remove someone from the daily schedule when they are on leave (vacation, injury, etc.) Yes This feature is supported.
Restrict the ability to double schedule any individual No System is left open to user to allow for maximum flexibility Ability to notify supervisors of personnel shortages at a station No Notifications are not currently implemented but are in the
roadmap. Support eh ability to view and print the schedule for a specified period of time No Can View, but print is not currently implemented. This is in the
system the roadmap. Ability to track personnel trades and automatically remove traded-off employee from equipment and assignment Yes This feature is supported.
State NFIRS Upload Ability to extract the State required NFIRS data and submit electronically in the required format Yes In NFIRS format.
Mobile Application Ability to support tablet-based field data collection
Yes The EMS Field Bridge portion of the system is designed for the electronic collection of data in the field with mobile platforms. ImageTrend’s Mobile Fire Inspections is a field data
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collection application that assists fire inspectors. The EMS Field Bridge and Mobile Fire Inspections integrate seamlessly with the Rescue Bridge for data aggregation from all field units.
Allow users to swap patient data on scene wirelessly. (i.e. Engine company established patient care, now the medic is transporting and needs the info)
Yes ePCR's can be transferred from tablet to tablet with an Internet connection.
Ability to allow the mobile computing with the full suite of modules while disconnected from the network Yes
The Field Bridge and Mobile Fire Inspections offer 100% of functionality available without an internet connection. Once a connection is reestablished, data can be synced to the Rescue Bridge.
Ability to integrate with CAD to provide in field reporting with NFIRS and EMS ePCRs
Yes
ImageTrend has performed many successful CAD integrations for both Fire and EMS systems. Some of the CAD integrations performed to date are ADSI, Archonix – Cross Current, Cody Systems, CIS, Cyrun CAD, DaPro, EnRoute, Firstwatch, Gaec, HIS, THE Sungard, ID Networks, Interact 911, Intergraph CAD, Motorola Premier – PrintTrak, New World, Northup Grumman, PSSI, Smart Cop, South Software, Spillman, Sun Pro, Sundance, Sungard OSSI, Symposium CAD, Tiburon and Tri-Tech.
Ability to apply Geo-Verification of addresses while in the disconnected move No
This would require an integration with Melissa Data or other similar vendor as outlined in the section above under Address Verification.
Ability of synchronization of the mobile and the server
Yes
Incidents are synced to the Rescue Bridge from the Field Bridge and Mobile Fire Inspections. The Rescue Bridge syncs Active Protocols, Closed Call Rules, Service Defined Questions, Updates and more. These data synchronizations require an internet connection.
Ability to disconnect the mobile before the synchronization has been completed
“Disconnect” requires definition. As Web-based applications, the EMS Field Bridge and Mobile Fire Inspections do not require a direct connection to the Rescue Bridge.
TAB 9 – ADDITIONAL INFORMATION
PRODUCT DESCRIPTION
The proposed solution is comprised of two parts: the Rescue Bridge and a field client (EMS Field Bridge and Mobile Fire Inspections). The Rescue Bridge is the centralized fire/EMS Data repository with full data management and reporting functionality that provides Web-based data submission by all licensed EMS providers. The EMS Field Bridge portion of the system is designed for the electronic collection of data in the field with mobile platforms. ImageTrend’s Mobile Fire Inspections is a field data collection application that assists fire inspectors. The EMS Field Bridge and Mobile Fire Inspections integrate seamlessly with the Rescue Bridge for data aggregation from all field units.
Rescue Bridge ImageTrend’s Rescue Bridge is an advanced and comprehensive fire and EMS solution that accommodates enhanced information aggregation and exchange in a paperless environment which offers the functionality for full data collection. This secure Web-based system provides for complete and accurate incident reporting with staff and equipment management. Administrative efficiencies are available for statewide, regional or local levels. The system is NEMSIS Gold and NFIRS compliant and fully equipped to serve the needs of fire departments in gathering, analyzing and reporting incident and exposure data. Working in combination with an EMS-specific module to gather EMS data and optional field client systems for field EMS and inspections data collection, the Rescue Bridge provides a proven solution for data collection, analysis and reporting for fire and EMS data. This system utilizes the NEMSIS 2.2.1 dataset with complete consideration for state and federal data privacy requirements including HIPAA and allows NFIRS 5.0 reporting and collection and management of inspections data. Rescue Bridge Key Features:
A centralized, dynamic data warehouse with a scalable, open architecture for ever-changing and growing requirements.
NHTSA v2.2.1 (NEMSIS gold compliance) and NFIRS 5.0, as well as individualized data elements;
Secure multi-tiered access to ensure and respect data privacy to HIPAA and other standards.
Service Administration from an enterprise level, allowing consistency within data entry and reporting.
Web-based online incident forms for data entry by all EMS and Fire providers. Fire operational modules including Inventory, Personnel, Inspections and more. Audit Validation to track and record access and changes to a field. A Quality Management (QA/QI) module that provides for incident review and
action to improve care.
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The Report Writer which offers over 100 standard reports and easy to use ad hoc reporting with advanced query capabilities.
DataPort with standard XML file formats to ensure data migration and exchange with other existing systems, applications and agencies (i.e. EKG, CAD, Billing, FirstWatch, others).
Optional modules: o Mobile Data Collection: EMS Field Bridge and Field Bridge Xpress for field
reporting and full data aggregation and Mobile Fire Inspections to collect inspections data in the field.
o Web-based Hospital Dashboard for secure, online viewing of incoming patients at the receiving facility.
o Scheduler to create and manage shifts and personnel calendars. o License Management for managing end-to-end licensing and records
processing. o Visual Informatics for advanced reporting with data mining techniques. o Mapping and Reporting System (MARS) to allow plotting data on
geographical maps and data analysis. o Strategic Triggered Alert Reporting (STAR) to help prepare for possible
epidemic or visual and email alerting of dangerous patterns. Rescue Bridge System Architecture The overall architectural design of the Rescue Bridge and EMS Field Bridge is an open, scalable database structure that supports full functionality with ease of expansion as requirements grow and change. The Rescue Bridge consists of the data repository based upon the NTHSA V2.2.1 and NFIRS 5.0 uniform data set. The open, scalable architectural design allows for system configuration to exact specifications, as well as further implementations so that existing systems can be upgraded and will not require replacement. All system functional modules are designed for ease of use and understanding.
Data Repository The data repository is Microsoft SQL based and designed to support the expanding and dynamic requirements of the fire and EMS communities. These requirements include, but are not limited to, system-wide quality improvements identified through tracking of trends and procedures, benchmarking of specific indicators for compliance and public health issues, and a non-redundant data flow and sharing between concerned agencies from the local to the Service to the national level. The NHTSA V2.2.1 and NFIRS uniform data sets populate the database hosted at ImageTrend’s secure facilities or at the client’s hosting facilities. All fields of the data set are available for reporting and exchanging with other agencies and applications. Data Entry Electronic data entry, whether via the Web or with the field clients supports ease of collection and ensures non-redundant entries, while being workflow oriented. The data can originate from CAD, driver licenses and medical devices, or quick-pick entries in the field as it happens. This data collection constitutes the incident level and
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can be posted to the data repository. From here the data is available for querying, comparing, reporting or sharing. Simple, user-friendly reporting and data management capabilities utilize automated forms to record and report incident information. Data entry is optimized and errors are minimized with easy data entry shortcuts such as drop-down selection boxes accommodating complete and accurate fire reporting through the incident reports available within the secure online system. The system is fully configurable, allowing each service to set up the Rescue Bridge to most effectively fit their data collection needs. Security The multi-tiered security module incorporated into this application meets HIPAA guidelines and has been reviewed by HIPAA officers of various organizations with a positive outcome. The reporting and auditing functions of the application’s procedures allow for complete safeguarding and immediate notifications of any attempted breaches. This provides for data access only through assigned permissions and ensures that only those intended see their data and can access it for reporting. Data Exchange The DataPort technology uses XML file format standards to ensure data exchange with a variety of applications and agencies. Data exchange between systems is necessary to ensure completeness of the data set and to eliminate redundant entries throughout the community to the national level. Data from CAD or medical devices can be imported as well as data exports to other systems or agencies to satisfy a variety of reporting requirements. The open and modular architectural design of the system facilitates the addition of functionality as new needs arise and budgets allow. There are several functional modules available. Several are included in the base system offered and others are offered as options. Scalability ImageTrend systems are designed with open, scalable architectures and modular functionality. Modules can be added at any time, and if functionality is desired that does not exist, it can be designed as a module. All system additions are designed and tested on development servers to ensure desired functionality and full functional interfacing with existing functionality. This also provides the client with the ability to review and perform final acceptance prior to going live. The scalability lets the systems grow as needs, budgets and hardware capabilities allow, delivering continual progression. Another consideration of scalability is the user and data volumes. ImageTrend systems are designed for high volume and traffic applications over years. An example would be our EMS Service Bridge system, designed as a centralized data warehouse for EMS pre-hospital data collection, analysis, and reporting. This solution provides:
System access for the public to locate information on the nearest ambulance service.
Limited information access to the ambulance volunteer or paramedic in the field to their personal data and the ambulance runs they perform.
The ambulance service manager has access to all of the data on all of the runs that are handled by his or her service (200 to 50,000 runs annually).
The city administrator has access to all of the runs for his or her city.
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ImageTrend’s familiarity with all sizes of fire/EMS reporting systems is reflected in our diverse list of clients, ranging from services with fewer than 200 runs per year to states with hundreds of thousands of runs per year.
Compliance with National Databases ImageTrend is NEMSIS gold compliant and based upon the most current version of the NHTSA data set, which is Version 2.2.1. ImageTrend is committed to supporting the national data set. We understand the importance of a national data set and its positive impact on convenient data exchange and the potential role that EMS data plays in improving health care. As such, we have Gold Vendor Compliance Certification. ImageTrend’s Rescue Bridge is NFIRS 5.0 Compliant which expands the collection of data beyond fires to include the full range of fire department activity on a national scale.
Service Administration The system administrator will have the ability to manage their service through a series of setup screens and functions. Items such as Data Validation, Active Protocols, Closed Call Rules and Layout Editor are centrally administered which offers consistent, easy-to-use run forms. Services can set up their service information, including contact information and customized resource lists. The custom defined resource lists allow a service administrator to set up lists including:
Destinations First Responder Agencies Responding Units Diverted to Facilities
The staff directory allows the service administrators to set up crew members that will have access to the system or that will be available in the list boxes on the online run form allowing quick selections. This includes entering the certification numbers to expedite the data entry process.
Data Validation The Data Validation is set up by the system administrator and is administered to the services and Field Bridge users. The built-in Data Validation includes scoring to ensure data quality. Each field can have its own value towards the validity score. Items that require further information are highlighted in red and the user is prompted at the top of the form of the validity score and the missing items that require attention.
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Closed Call Rules System Administrators have the ability to create closed call requirements per individual validation rule. This will restrict providers from posting an incident from the Field Bridge to the Rescue Bridge until the provider satisfies these rule(s). Active Protocol In the Active Protocol, national and service protocols can be set up and displayed as an action checklist, allowing easy access to specific power tools (i.e., vitals, IV, etc.) needed for each assigned protocol. When an action is selected under a protocol, the color-coded power tools appear. When the power tools are filled out and saved, the incident report is populated and the action is stamped with the time of completion. These protocols are centrally administered through the Rescue Bridge to the EMS Field Bridge. Provider Actions Provider Actions allow users to group any control from Medications, Procedures, Vitals, EKG and Assessments to provide chronological documentation for common situations. Layout Editor The Layout Editor is used to configure client-based Field Bridge and web-based Dynamic Run Form. The Layout Editor allows the run forms to be configured to the exact needs and specifications of the individual service. Tabs, panels or fields can be moved, added or deleted, creating a run form to meet the needs of each service for data reporting. Other configurations include the ability to change labels, inactivate fields, change the width/height of fields and change the position of labels. There are several other configurations to allow for quicker and easier data entry. Multiple run form templates can be created for different situation - for example, a run form for cardiac arrest calls and another for cancelled calls. Default values can be added into most of the fields, this is based on template type so a Cancelled call may have different defaults than a Scheduled Transport. Run History Run History allows the user to search runs by incident number, response number, date, time and validity (%) and then view them. The search results page can be sorted by any of the tabs at the top of the columns by clicking on the tab. The full run form can be opened by selecting a result. Staff Management Module The Staff Management Module enables services to not only maintain complete staff profiles, but also develop training reports and manage certifications.
Staff Listing Add Staff Individual Staff Profile
o Demographics o Employment o Certification Management o Permissions
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o Emergency Contacts o Equipment o Training o Documents
Service Defined Questions System administrators have the ability to create Service Defined Questions. Service Defined Questions are centrally administered via the Rescue Bridge to the Field Bridge. Furthermore, Service Defined Question responses are databased and can thus be reported on. Administrators can add and edit any service defined questions needed for reporting.
Fire Operations
Web-Based Inspections/Pre-Planning The Rescue Bridge’s included pre-planning, hydrants and inspections modules allow fire departments to be fully prepared for incidents within their coverage area. Data including location, occupant and contact information; building or floor plan information; a plan in case of an incident; and reports for any previous incidents can be stored for each business, residence or possible incident location to increase preparedness. A separate section allows the service to map all fire hydrants within their coverage area and add information about each hydrant’s properties (e.g., size, direction to open, flow). Inspections data can be entered directly into the Rescue Bridge site and saved for each location, or can be gathered and entered on-site using the optional Inspections client system and imported into the Rescue Bridge system to be added to the central data location. With the use of a Tablet PC and the optional Inspections client system, these forms can be completed during the inspection, document violations and capture needed signatures.
Inventory Module The Inventory Module allows the tracking and management of physical assets on a high-level or detailed basis. Available with the Rescue Bridge, the Inventory Module allows departments to manage their inventory based on departmental needs, providing a user-defined dashboard which allows for an overview of inventory items, status, recently viewed products and many other widgets which can be utilized to meet the user’s display preferences. Each department has the ability to define their desired level of inventory management. Administrators can define location sites, products and items within each to an unlimited depth. Intuitive search capabilities identify items in each station and pinpoint exactly where they are stored.
The Inventory Module utilizes bar code technology to provide quick look-up and seamless intake and allocations on several levels. Once a barcode is scanned, the system will automatically display the product if it exists in inventory or the option to
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add the product if it does not. Other advanced search options include the capability to define search criteria, whether item specific or general product information. Tracking product information is simplified through detailed records and easy data entry. Users have the ability to enter information specific to each product, such as the length of hoses or boot size, through the use of custom questions. Additional information that can be recorded includes product attributes and purchase information. Photos and related documents, such as manuals, specifications or invoices, can be attached to each product and/or item.
Training Module This module gives the Service the tools to enter courses for scheduling and accreditation, reducing the need for emergency personnel to drive to certifications classes. Some of the features of the system include:
Administrators can set
up training information for staff member’s easy access.
Staff members can find course information, including dates, times, contact information, location of training materials, and any other necessary information.
Text materials for certification training can be easily made available through the Knowledgebase for download and reference.
Rescue Bridge Data Entry As a Web-based application, data is entered via an online form that can be accessed from any internet connection at any time. This form replicates a paper patient care report (PCR) with all fields for data collection. Many features for simplifying data entry are standard including:
Quick-pick lists Defaults Automatic Narrative Powertools Billing Information EKG Integration Validation Rules Electronic Signatures Repeat Patient More
Audit Validation There are several levels of auditing within the Rescue Bridge. The auditing feature not only tracks and records every access and change to a field, it ties into the Data Validation engine which audits each data field to assigned business rules and produces a validation score of completion. All data transfers include validation algorithms to ensure successful data transfer. Additionally our hosting infrastructure includes several automated monitoring and auditing features to ensure security and quality assurance.
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The Rescue Bridge's audit trail tracks user information when accessing the secure portion of the application. IP address, User ID, date/time, browser information, along with information on each file accessed, is all tracked within a separate database, which is kept for a period of time for reporting purpose and audit trails. Quality Management The QA mechanisms in the Rescue Bridge go beyond validity, and allow services and Medical Directors to track, review and comment on all incidents within their service. To start, the system contains numerous standard QA reports that allow services to review and quickly determine the quality of runs being entered by their emergency technicians. Additionally, each run can be assigned a status. This list is dynamic, and can be added to or modified at any time. This may include statuses for: In Progress, Completed, Submitted for Review, Needs Review, Reviewed/Sign Off, Billed, etc. User can search and report on status of all runs. If a run is determined to need follow-ups with emergency personnel, the medical director or other service administrators can record a note with a run. They can identify the specific individuals to send the note to. Users are automatically notified upon entering the system that they have unread notes. These correspondences are tracked within the system with no limits on the number of notes attached to the run, for ease of review by the administrator or the Medical Director. Users with unread notes can reply to these just like email. The QA/QI module has the following additional features available:
Dynamic grid view of incident records available for review. Ability to assign multiple users and a status to incidents under QA/QI review. A new QA/QI Review run form template type to dynamically customize QA/QI
data layout. Ability to create a dynamic list of QA/QI questions. These questions will be
available in the Layout Editor. QA/QI Report Writer dataset for enhanced reporting.
Within the Service Bridge QA/QI module, the Review page displays all QA/QI review incidents based on the view criteria specified, such as cardiac arrest, non-transports, high risk procedures, etc. Users are able to click directly into an incident and information will display in their QA/QI run form template format. This page supports bulk actions for Assign for QA/QI and Remove from QA/QI Review. In addition, runs can be locked from editing to maintain the integrity of runs that have been submitted or billed. Administrators have the ability to lock or unlock runs at any time. This can also be set on a schedule. For example, all runs older than 7 days are locked automatically by the system. Report Writer ImageTrend’s Report Writer allows users to dynamically create, display, and store standard as well as ad hoc reports. With over 100 standard reports and the ability to create ad hoc reports as needed, the Report Writer offers expanded reporting and data analysis capabilities. Reports can be scheduled on regular intervals and supports distribution via email to a pre-determined list of recipients.
User Interface Choose from multiple display methods including a row/column report or single record display per page. Database search criteria can be selected on a field level basis allowing you to define exactly the fields you want. User-defined headers, sorting, and grouping give you the ability to display search results using a
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number of options. Reports can be saved for later review or editing, and also as static content as a CSV file or a PDF document. User security is strictly enforced to only allow users to report and view information that they have rights to. Additionally, based on your permission group, you will have rights to the following report functions:
Define Data Set Choose Field Properties Define Selection Criteria Report Layout Options Display Options Saving and Scheduling Reports Setting up Permission
Ad Hoc Reports The Report Writer allows you to dynamically create, display, and store ad hoc reports. This gives you the power to find and display the data that you want without relying on static reports that may not have the data that you need. The report writer encompasses a single reporting tool that gives you complete control of data output and display. Administration Administration of the Report Writer involves the complete setup, display, and management of reports. System administrators can:
Manage Reports Manage Report Categories Setup Tables and Fields to be Reported on Setup Table Relationships Create Formulas Schedule Automatic Generation of Reports Automatic Distribute Reports via Email
This allows administrators to assign public/private access to individual data elements as required.
Data Conversion and Integrations ImageTrend’s goal in any solution is to streamline data flow and maximize data usage. The NEMSIS XML Gold standard data exchange methodology has been successfully implemented in numerous solutions and with many different vendors. To accomplish this we have a team that thoroughly investigates the existing data and requirements and develops a plan of integration for ongoing data communications between systems or a data conversion plan for those instances when a singular import of existing data into the new database is required. In either of these instances, the file import method, dataport technology and accurate mapping are the keys to success. These interfaces will be fully reviewed for implementation requirements, after which a detailed implementation and acceptance will be presented. Even in the case of standard
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interfaces, ImageTrend reserves the right to fully review all requirements, as it has been our experience that even standard products from vendors often have variances that may not be thoroughly documented. Every client has a unique set of interfaces that define their system and configuration; therefore, not all interfaces may be available for their specific versions. Even if we do not have a specific integration available, as integration experts we fully understand the issues involved and will prepare a detailed plan for successful implementation within reasonable timelines.
Cardiac Monitor Integration ImageTrend currently integrates with ZOLL, Physio Control, Philips and Welch Allyn cardiac monitors. The data types that the EMS Field Bridge currently captures are based on what the manufacturer exports (these are configurable through an administration screen). These include: 12-Lead Analysis, Defibrillation, ETCO2, Heart rate, Invasive blood pressure, Noninvasive blood pressure, Respiratory rate, and SPO2. Each entry is imported and saved as a new entry within the Vitals/Treatments section of the EMS Field Bridge, which also appears on the PCR. In addition, the original manufacturer file is dynamically saved as an attachment in the specific incident. This allows the end-user to be able to view six-second waveform strips, as well as related waveforms for each vitals record at any time in the future. These can also be synced up to the Service Bridge for viewing at any time using the manufacturers’ code reviewing software.
CAD Integration
Dispatches are XML files that contain full or partial run information that are automatically recognized by the ImageTrend EMS Field Bridge application. A file with extension .xmd will open automatically and populate a run form with the information that is contained within the file.
Any dispatch files that have been placed in the dispatches directory under the EMS resource folder will show up under Dispatches in the Browse Incidents window. Dispatches can be placed there manually or by a CAD system.
Billing ImageTrend’s software fully supports integration with the billing systems and software based upon XML data exchange. In some cases we utilize CSV data exchange to support other billing integrations. Other Integrations ImageTrend DataPort technology allows for the integration and exchange of data through multiple methods. This includes the transferring, processing and importing of data files. The DataPort is the gateway for how data is received and processed between applications. In order to effectively implement a robust data processing tool, the application must be able to collect data from disparate systems and in multiple formats to ensure the most widely acceptable and cost effective solution. The process of importing data involves a set of routines that function independently of one another to issue fast and accurate data transferring and importing.
Receiving Transferring Processing Importing (via one of the aforementioned methods)
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The DataPort can be configured to assist in the retrieval of data, process and formatting, transferring, and importing, or any combination in-between. This can be accomplished automatically by the system or with user interaction.
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MOBILE DATA COLLECTION
EMS Field Bridge The EMS Field Bridge as a remote disconnected client application offers additional features and mobility for the EMT/Paramedic in the field - who is responsible for collecting the data:
Many items such as quick pick lists, drop down menus, default settings, default run forms, repeat patient selections and powertools that minimize the number of fields that require completion.
Online validity checks that inform the EMT of completion status and quickly locate forgotten or overlooked fields.
Support for MapPoint integration for incident mapping including GPS.
If installed on the Tablet PC, the electronic data collection replicates the pen and paper form, with the advantages of less work due to quick pick lists and defaults and higher data integrity due to legibility. The EMS Field Bridge can be installed on laptops and desktops as well.
Handwriting recognition and e-signatures that simplify form completion.
Electronic data collection in the field which reduces data redundancies. ZOLL, Philips, and Medtronic EKG integrations are standard Collection of additional billing information.
Field Bridge Data Entry A new incident report can be created in a variety of ways:
Blank Run Form – using rapid data entry a new incident can be recorded Default Run Form – create templates for typical usage such as cancelled runs,
frequent destinations, etc. This template can then be used for recording efficiency.
Dispatched Run – from imported dispatch information a new report will be initiated using the dispatched information such as the dispatched time, address, etc.
New Patient – from an existing run form a new Patient Care Report can automatically be created for each patient involved in the same occurrence.
Data is validated on a per field basis. Fields that have errors detected in them will have their labels marked in red. The total validity percentage for the current run is displayed to the user at the top of the Incident window. A graphical interactive patient assessment form allows EMTs in the field to quickly capture the patient’s physical findings with mere point and click methods. Select male, female, child or baby figures which can be rotated for frontal, side or back views. Then select a body portion and a drop down list of patient findings appears for fast selection. This information is automatically populated into the automatic narrative and the database. This graphical assessment form is also included as a part of the printed patient care report.
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The Auto Narrative provides a summary of the current incident in paragraph format. This is a compilation of all entries for this incident. The text can be manually edited for additional information and saved. The narrative can be manually regenerated. Active Protocol In the Active Protocol, national and service protocols can be set up and displayed as an action checklist, allowing easy access to specific powertools (i.e., vitals, IV, etc.) needed for each assigned protocol. When an action is selected under a protocol, the color-coded powertools appear. When the powertools are filled out and saved, the incident report is populated and the action is stamped with the time of completion. With the Field Bridge’s Active Protocol, protocols are followed through more often, and the incident reporting process will become faster, allowing more time to be spent on patient care.
Patient Billing Information Collection The Billing Information Tracking consists of insurance, authorization, waiver of liability, record of belongings, HIPAA consent, and emergency admission. Billing information is entered through a series of text prompts, radio buttons and checkboxes. The Authorization for Billing, Waiver of Liability, Emergency Admission, and HIPAA Consent panels allow a user to sign his/her name using a Tablet PC. The system can be configured with XML billing data files for integration with standard billing software packages.
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Policies and Procedures Policies and Procedures are readily available in the ImageTrend EMS Field Bridge application. Policies and Procedures can be browsed and searched and are presented to the user in a Web page format. Reports and Patient Forms The active incident can be reported in a variety of ways:
Hospital Report – Contains information that is specific to a hospital’s needs including patient vitals, medications and treatments.
Radio Report – Contains information related to patient vitals and demographics. Incident Report with Billing Information – Contains complete incident information
including billing information and signatures. State Patient Care Report – Contains complete incident information with
signatures.
The EMS Field Bridge has standard patient forms that can be printed out and given to the patient.
HIPAA Consent Form – Contains patient information along with a HIPAA statement and a signature of consent.
Waiver of Liability Form – Contains patient information along with a Waiver of Liability statement and a signature of consent by the patient, a witnesses signature, and if the patient is a minor, a parent/guardian signature.
Emergency Admission Form – Application by a Peace Officer for Emergency Admission.
Posting Incidents Incidents can be posted to an external data source, such as a citywide Rescue Bridge, a statewide management system or a billing system. This will then be logged in the incident history by date and time, which can be reviewed in the dialog box for status. Incident posting is done via XML to either a file or a Web Service. The ImageTrend EMS Field Bridge complies with W3C Web Service and XML standards. To establish a posting site the following information is required from the Web Service receiving the posting:
Description: This is the description of this posting site. URL: Enter the URL to the site posting to. Service ID: Enter your service ID. User ID: Enter the user ID for the site posting to. Password: Enter the password for the site posting to.
Dispatches Dispatches are XML files that contain full or partial run information that are automatically recognized by the ImageTrend EMS Field Bridge application. A file with extension .xmd will open automatically and populate a run form with the information that is contained within the file. Dispatches can be placed in the Field Bridge either manually or by a CAD system.
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Mobile Fire Inspections ImageTrend’s Mobile Fire Inspections is a field data collection application that assists fire inspectors. Using a laptop or Tablet PC, fire inspectors are able to collect inspections data and access saved information about a location or occupant electronically in the field without a major investment and without learning complex new technology. All the information you need for an accurate and complete report is at your fingertips with easy one-click access and no paper hassles.
Intuitive and Quick Data Entry
Automatically suggest violations based on selected inspection deficiencies
Auto-populate fields such as addresses, dates, contact information and more
Scan documents directly into the application
Instant Access to Information
Access connected data with a single click
Search information in real time for immediate filtering
Enter miscellaneous notes at any point during the inspection
Capture electronic signatures in the field
Generate and print reports on site Print batch reports Customize ad hoc inspection forms,
reports and letters Access NIOSH definition files through location chemicals links Integrate with multiple violation code sets Access additional building information, on-site materials, hydrants,
hazmat and sprinklers in the field through location preplan modules Flexible User Experience
Input violations and inspections from many points within the application Create and utilize user definable fields Navigate windows and forms easily within a logical hierarchy Utilize advanced searching for SQL-like data filtering Attach images and documents to inspection and location records Organize occupants, locations and contacts into user specified groups Create a journal of time stamped interactions with contacts (notes,
meetings, letters, phone calls, emails, etc.)
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OPTIONAL MODULES
Hospital Dashboard One of the popular features available for the Rescue Bridge is a Web-based Hospital Dashboard, which provides for online viewing of the EMS pre-hospital patient care report. The application can be accessed from any browser using the appropriate permissions, so that searching and viewing data can be accomplished from any computer with internet access. This module makes the system available to all necessary persons from anywhere and at any time. The security module ensures patient data privacy by allowing each hospital access to only those PCR’s of patients delivered to that facility. Once an authorized individual has logged in using the hospital access code, a run history is available for all incidents delivered to that facility. Clicking the PDF icon will open the completed PCR for viewing. The PDF can also be downloaded and saved locally for reuse and inclusion in hospital records as attachments.
Staff Scheduler ImageTrend’s Scheduler module reduces administrative time and relieves frustration of creating shift schedules. Balance the needs of your agency or department with the availability of staff for efficiency and responsiveness. ImageTrend takes away the guesswork and creates schedules that work with your system for additional automation and time savings.
Reusable Templates Create shift templates that can be reused to easily generate schedules. Templates can be built from the simplest A, B, and C shift schedules to the most complex multivariate schedules with Kelly Days. A shift template is flexible enough to allow for variances such as personal or administrative leave without having to rebuild a shift template from scratch. Fully Integrated The scheduler module integrates with your ImageTrend Service Bridge or Rescue Bridge software to populate NFIRS reports with vehicles and personnel
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based on scheduling at the time of the call. It also works with schedules for investigations or inspections to view a department’s full schedule at a glance without having to launch separate modules. Role-based Schedules Shifts can be built based on roles to allow flexibility where the schedule is known but the person filling the role is not yet determined. The available slots can be filled at any point before the shift begins. Multiple, Personalized Views Calendar views can be filtered to show recorded events exclusive of or in combination with shift schedules for periods such as day, week, month or daily log. Personalized calendar views can be saved for quick access. Different categories are color-coded and labeled for high visibility. Each item on the calendar is clickable for greater detail, and those with the appropriate level of access permissions can click to view NFIRS or ePCR incident data within the date range shown.
Analytical Reporting The ImageTrend Analytical Reporting tools allow administrators to expand the reporting of data to cubed data analysis. This creates a dimension of reporting that is not possible with conventional report methods. With these data mining tools, specific data can be analyzed in different views and multiple relationships, allow for dragging and dropping of columns, rearranging of data views, data drill-down, and creating dynamic charts and graphs. This gives the user flexibility in how to view the data with precise control and display. The analysis of the data in these cubes can be used for predicting trends and assessments such as syndromic surveillance reporting. Data can be readily exported for portability and reporting in Microsoft Excel.
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Mapping and Reporting System (MARS) Through an integration with Microsoft Bing Maps, ImageTrend’s Mapping and Reporting System allows run information, specifically address information, to be fed into Bing Maps. Address information including street address, city, state and postal code, along with relative information (e.g., cardiac data), can be exported to allow for plotting data on geographical maps for use in data analysis. Each point allows a quick-view of the basic patient data and a link to the PDF run form. These maps give the State or agency a high-level view of concentrations of incidents relative to geographic locations.
Field Bridge Xpress ImageTrend Field Bridge Xpress is a pre-hospital patient care data collection and reporting applications designed for speed and accuracy. Field Bridge Xpress supports Apple’s iPad 2 and newer, Google Android 4.0 and newer, Windows 8 and Mac, in addition to the traditional Windows-based operating system EMS Field Bridge operates on. Each service provider or agency has the option to use popular pads and tablet devices or ruggedized laptops without being dependent upon a single hardware or OS manufacturer.
Feature Packed The flexibility and industry-leading features of Field Bridge Xpress allows users to improve speed and accuracy, and develop efficiencies. Users enjoy a well-organized, intuitive interface to document encounters with the option of entering information via touchscreen,
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stylus or keyboard input. Field Bridge Xpress gives users the ability to complete and submit incident reports on scene and capture electronic signatures in the field. Additionally, users are able to post runs wirelessly to be available for viewing and printing at hospitals. Customizable Run Form Field Bridge Xpress utilizes the same powerful, drag-n-drop, Web-based Layout Editor and Provider Actions that drive current ImageTrend Field Bridge templates. Provider Actions allow administrators to define which fields are automatically displayed when specific actions are selected, making it easier for providers to complete run forms quickly without worrying about unnecessary fields. Each agency with a Service Bridge or Rescue Bridge will have the option to develop custom electronic forms similar to paper forms. Agencies will also be able to create powerful reports on data collected through either Field Bridge application. Secure Capabilities For the best in security and capability, data can be collected in Field Bridge Xpress whether offline or connected to a wireless data network. Data is encrypted locally and transmitted by a secure connection using a NEMSIS-compliant data set, making the information truly useful for aggregate reporting, billing or transfer to Hospital Dashboard.
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SECURITY
ImageTrend applications meet or exceed State and federal data privacy requirements and the HIPAA guidelines. Secure logins are an industry standard process and are part of the HIPAA guidelines for data protection. These are implemented throughout the application with the use of the hierarchical security access features of the ImageTrend security module, which provides the environment for controlling the access necessary to provide data protection. The application also provides for security breach notifications and audit trails.
Application Securities
Secure User Login • The application adheres to business standard practices for security to
ensure only authorized access to the system Password Encryption
• Hash function implementation • Temporary account suspension for sessions failing to successfully login
after three tries • Check access log for sequential unsuccessful logins • Set session logout variable
Password Requirements
• Length and Complexity Enforcement • Validate Password for Case, Length (8 characters), and Composition
Login Expirations
• Validate for expired logins • Force password changes on expired logins and restrict site access until
new, valid password is created Page Access Checking
• Page Access Checking to make sure user has properly logged in and is not entering the site via an external link
Manage Users and Groups The application employs a hierarchical based password administration as a series of group policies to control application entry and level of access within the application. With the system administrator being the highest level of security, groups can be created below that to encompass all other group needs, which may include:
• Director – Access to view all runs within their service. • Multiple Service Administrators – User Access and administration to
multiple services.
Permissions and Rights Permission and rights are governed by the ability of what the user can see and do. At the global level, rights are based on the following criteria:
• County • City
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• Service On the service level, there are two levels:
• Administrator • User
Service administrators can control and edit all the functions with their own service. Service users have the ability to edit and view their own information.
Password Administration Through the Application Access Control, the system administrator can determine several features regarding the password administration:
Number of days without login to the application before the user's account is suspended
Number of attempts a user can attempt to login before their account is placed on temporary suspend
Set the password to contain at least one numeric character Set the pass word to contain at least one uppercase character Time in hours that a user cannot change their password after last change Number of past passwords stored in the log table for a user Number of passwords in the log table to be compared with the newest
password to prevent repeat use of passwords Minimum number of characters in the password Number of days the user will be notified before they must change their
password An Email Confidentiality statement can be added, edited and deleted An inactive account message can be added, edited and deleted Security questions prompt on login or password retrieval Encrypt security question answer
Procedural Securities
Hosting Environment ImageTrend's Web applications are hosted in our state-of-the-art, 4,500 square foot data center. Built in a vault with 21" concrete walls, our facilities offer the maximum level of security and stability for hosting needs. The data center features triple redundant, high-speed internet connections over fiber optic trunk lines. Only authorized personnel have access to the data floor. The data center is monitored electronically and a log book is kept to monitor and record individuals accessing the server room. ImageTrend's production network consists of application/web and database servers. The databases are on a private network with access control managed through the firewall, permitting only authorized administrators or approved VPN access. Applications are monitored for availability and performance from multiple locations to ensure an accurate measure of current system health. Slow application pages and long running database queries are logged for analysis by server administrators and development staff. Serious errors and performance degradation trigger email alerts which are sent to support staff and cell phone alerts to ImageTrend's 24/7 X-Team Support staff. Our X-Team support employees have VPN access to our production servers, to ensure accessibility and security, when accessing our servers from outside of our network
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Auditing The Service Bridge’s audit trail tracks user information when accessing the secure portion of the application. IP address, User ID, date/time, browser information, along with information on each file accessed, is all tracked within a separate database. This database is kept for a period of time for reporting purposes and audit trails. Any security breaches are logged within our Project Management system for any HIPAA disclosures related to security breaches or information disclosers. If a security breach happens, the security module currently sends an email to our Director of Development and the Security Officer, who in turn notifies the designated customer contact. Personnel All ImageTrend employees are subjected to background checks and are required to attend and successfully complete HIPAA training. The ImageTrend Project Management System gives us a facility to track any HIPAA Security Incidents or Information Disclosure Incidents for reporting purposes. Only those certified ImageTrend employees that work with either hardware or software related to the specified application or project will access the data center and interact with our servers. These employees have worked with our hardware as part of our IT support staff or are part of our Implementation team as software developers. Authorization is granted from the management level.
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IMPLEMENTATION
The goal of ImageTrend’s Standard Implantation Plan is to install the main agency site and assist in system configuration and understanding to promote ease of use, workflow and data entry. A task breakdown of a typical Implementation Plan follows:
Initial conference call with the system administrator and any other applicable participants to establish ongoing communication and establish project roles. The team will meet via webinar weekly for 4 - 6 weeks.
Standard workbook to import destinations, staff, vehicles and station information ImageTrend will work with the system administrator to configure the system level settings
to ensure fast and easy use for the crew. This includes but is not limited to: o Administrative
Site Management Product Settings NEMSIS and State Data Reporting Data Exchange Run Forms Validation Administrative Reports Report Writer Hospital Dashboard
o Service Level Staff setup CE/Training Workflow (incl. QA/QI) Add ePCR Field Bridge
o Other Integrations (as defined in contract) Training Plan (Admin, Train the Trainer) Testing will occur throughout the implementation Training will be designed based on client needs as defined in the contract
NOTE: If additional facilities or services require implementation services and training, additional fees will apply. Services may also elect to purchase their own Service Bridge. Pricing can be provided upon request. Communication and Coordination The overall success of the project will require a close working relationship between the client and ImageTrend. The project as detailed has various status checkpoints and scheduled meetings to ensure project performance. The ImageTrend Project Management Team translates your vision and requirements into an integrated solution. The project begins with a kickoff meeting to establish project roles and provide your project team with familiarity of the key components of the ImageTrend products and introduce best practices into all phases of the project. The project involves high-level planning that helps establish system requirements and estimates of resource requirements and task durations. This can be achieved through the use of ImageTrend’s standard Project Plan. The following guidelines are base responsibilities for all project team members:
Be a vital part of the project team that will carry the project through to completion. Provide a single point of contact for the customer on all issues. Assist the customer in helping them ensure that project deadlines are met and that
deliverables are provided as discussed. Coordinate tasks between different departments and functions within the company. Identify and resolve project conflicts and issues.
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Project Management Tools ImageTrend utilizes several software tools to help manage, track and communicate and provide real-time answers to our most important project related questions. Microsoft Project, Team Foundation Server, ImageTrend’s Project Management Solution and Support Suite are the tools that we have found to be most effective for our needs. Project Manager ImageTrend’s Project/Implementation Managers are well-versed in our needs for an efficient and timely implementation. Our agile development environment is “hands-on”; utilizing project management tools (TFS and Microsoft Project) for tracking, documentation and status reports in a supporting role. When using ImageTrend hosting, the base system can be ready for pilot testing within 30 days from the kick off meeting, with integrations taking 60 to 90 days from mutual agreed upon development requirements. Third party cooperation and database access may affect the duration. Ongoing Support Users may contact ImageTrend support with a valid support agreement. Administrators may elect to be the first point of contact for their providers.
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TRAINING
ImageTrend offers training courses for each product offering, as well as customized training for clients with specific learning needs. Our programs are designed to help site administrators and field personnel make the most of the system. The ImageTrend Training Curriculum will be reviewed with the Client and customized to ensure that all courses are designed to address the Client’s specific needs. Our response incorporates “Train-the-trainer” training by ImageTrend personnel for cost savings; we can, however, deliver comprehensive training for all personnel at additional cost. “Train-the-trainer” sessions will train a designated person(s) from the Client in all aspects of system administration and usage and provides the basic materials for the training plan for all field personnel. Administrative Training Administration Training will focus on system administration and all the features associated with maintaining the application. Additional training will focus on data collection as well as reporting and data analysis. Administration training will include the knowledge to provide Level 1 support and training to field personnel. This training session can easily accommodate 10 – 15 people and can be accomplished within an 8 hour session. It is recommended that this training be accomplished in groups, since the interactive questions and assistance improves the learning process and establishes the communication links for the ongoing system usage. ImageTrend will hold this training at the location specified by the client.
Free Training for Service Administrators ImageTrend offers free hands-on training to service administrators for select products at the Corporate Office located in Lakeville, MN. This training is available based on pre-determined dates set by ImageTrend. ImageTrend will train up to two administrators per service on setup, navigation and use of Service Bridge and Field Bridge. Service administrators will also learn how to create ad hoc reports based on their data and how to maintain their user information. This training will be offered periodically to services with a valid support agreement and is intended to educate service administrators to help them more effectively and independently use their ImageTrend software. With this inexpensive educational option, service administrators will learn to setup and maintain tasks to increase their comfort level and understanding of the software.
Train-the- Trainer Field User Training Field Training will cover the EMS Field Bridge. The typical EMS Field Bridge training session takes about 4 – 8 hours and can be performed by anyone that has attended a “train-the-trainer” administrative session. The training will be reviewed and revised as necessary to incorporate the Services’ specific requirements. Many of the EMS Field Bridges previously installed are successfully in use by individuals who have elected to bypass training. ImageTrend will be available for training or training guidance. ImageTrend also provides a Webinar training that has proven successful in delivering training in a cost-effective manner. Webinars allow staff to deliver training to personnel from their desktops without the need for travel. Documentation ImageTrend will provide a training plan, course outline, system documentation and user guides to assist in system comprehension. Course syllabi and scenario templates are prepared to enhance system understanding and are made available in a variety of formats for duplication. Other training materials provided include: FAQs, Education Evaluation and an Education Review Checklist. ImageTrend can also provide a Certificate of Education upon completion of the training course(s). ImageTrend provides the most up-to-date documentation, including administrator and user manuals and release notes for any upgrades. With a support agreement, this documentation, along with educational videos, PowerPoint presentations and other documents will be found at
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ImageTrend University, which can be accessed from the Service Bridge application. Please visit www.imagetrend.com/support/user-education for a demonstration of the ImageTrend University. Online Help and Education ImageTrend also offers the ImageTrend University to promote ongoing and self-guided education and training of our solutions. When accessing ImageTrend University through the application, users can view educational videos, manuals, quick guides and workbooks to assist them in better understanding our software and support “Train-the-Trainer” sessions. These have been very useful as both refresher and initial education materials. A sample demonstration of ImageTrend University can be found at www.imagetrend.com/support/user-education. Ongoing Training Ongoing training sessions can be held regularly (perhaps every 6 months) for new personnel and as review for existing personnel if desired and contracted. These sessions will be conducted by the trainer via Webinar or, alternatively, ImageTrend can offer these onsite
ImageTrend provides ongoing support as contracted for their applications. This includes continued attention to product performance and general application maintenance. Support includes technical diagnosis and fixes of technology issues involving ImageTrend software. ImageTrend has a broad range of technical support services available in the areas of:
Web Application Support Subject Matter Expert Application Usage Support Web Application Development/Enhancement Database Administration/Support Project Management Systems Engineering/Architecture
ImageTrend offers multi-level technical support, based on level-two user support by accommodating both the general inquiries of the administrators and those of the system users. We will give the administrators the ability to field support for the system as the first level of contact while providing them the option to refer inquiries directly to ImageTrend. ImageTrend’s Support Team is available Monday through Friday from 7:00 am to 7:00 pm CST at:
Toll Free: 1-888-469-7789 Phone: 952-469-1589 Support Desk: www.imagetrend.com/support
Online Support Desk ImageTrend offers an online support system, Support Desk, which incorporates around-the-clock incident reporting of all submitted tickets to ImageTrend’s support desk specialists. Once a client submits a support ticket, he or she can easily track its process with a secure login, promoting a support log for the client and ImageTrend’s support team. The system promotes speedy resolution by offering keyword-based self-help services and articles in the knowledgebase, should clients wish to bypass traditional support services. Ticket tracking further enhances the efforts of Support Desk personnel by allowing them to identify patterns which can then be utilized for improvements in production, documentation, education and frequently asked questions to populate the knowledgebase. The support ticket tracking system ensures efficient workflow for the support desk specialists while keeping users informed of their incident’s status. Support patterns can be referenced to populate additional knowledgebase articles.
X – Team Support In addition to our standard services, ImageTrend’s X-Team is available for after-hour’s emergency support. Our X-Team will receive notifications of issues submitted to our Online Support Desk. If an issue is deemed non-critical by the X-team they may elect to respond during normal business hours or charge for after hour’s resolution. Incident Reporting Malfunctions ImageTrend takes all efforts to correct malfunctions that are documented and reported by the Client. ImageTrend acknowledges receipt of a malfunction report from a Client and acknowledges the disposition and possible resolution thereof according to the chart below.
Severity Level Examples of each Severity Level: Notification
Acknowledgement: ImageTrend Return Call to Licensee after initial notification of an Error
Action Expectation: Anticipated Error resolution notification after ImageTrend Return Call to Licensee of Notification Acknowledgement of an error.
- Complete shutdown or partial shutdown of one or more Software functions - Access to one or more Software functions not available - Major subset of Software application impacted
Within one (1) hour of initial notification during business hours or via [email protected] or Support Desk with critical subject status.
Six hours
Severity 2 – Non-Critical
- Minor subsystem failure -Data entry or access impaired on a limited basis – usually can be delegated to local client contact as a first level or response for resolution – usually user error (i.e. training) or forgotten passwords
Within four (4) hours of initial notification
24 Business hours
Severity 3 – Non-essential
- System operational with minor issues; suggested enhancements as mutually agreed upon – typically covered in next version release as mutually agreed upon.
Same day or next business day of initial notification
Next Release
Service Requests (enhancements) Any service requests that are deemed to be product enhancements are detailed and presented to the development staff, where the assessment is made as to whether these should be added to the future product releases and with a priority rating. If an enhancement request is specific to one client and deemed to be outside of the original scope of the product, then a change order is written and presented to the Client. These requests are subject to our standard rates and mutual agreement. Clients review and approve the scope, specification and cost before work is started to ensure goals are properly communicated. Product release management is handled by ImageTrend using standard development tools and methodologies. Work items including, tasks, issues, and scenarios are all captured within the system. Releases are based on one or more iterations during a schedule development phase. This includes by not limited to: development, architecture, testing, documentation, builds, test and uses cases. Submissions of issues or requests are documented within our Product Management system and from there workflow is created to track the path from initial request to resolution.
Out of Scope Client may contract with ImageTrend for Out of Scope services. This will require a separate Statement of Work and will be billed at ImageTrend’s standard hourly rate.
Maintenance and Upgrades System/product maintenance and upgrades, if applicable, are included in the ongoing support and warranty as contracted. These ensure continued attention to product performance and general maintenance. Scheduled product upgrades include enhancements and minor and major product changes. Customers are notified in advance of scheduled maintenance. It is the Client’s responsibility to accept all offered updates and upgrades to the system. If the Client does not accept these, Client should be advised that ImageTrend, at its discretion, may offer limited support for previous versions. All code releases also maintain the integrity of any client specific configurations (i.e. templates, addresses, staff information, active protocols, etc.) that have been implemented either by ImageTrend’s implementation staff or the client’s administrative staff. Escalation Our support staff is committed to resolving your issues as fast as possible. If they cannot resolve your issue immediately, they will identify the course of action that they will be taking and indicate when an answer will be available. They in turn will seek assistance from the designated developer. The next level of escalation goes to the Project Manager, who also addresses all operational issues on an ongoing basis and reviews the issue log regularly to
assess product performance and service levels. Senior Management will handle issues requiring further discussion and resolution. Any issues to be determined to be of a critical nature are immediately brought to the attention of both the X-Team and Senior Management.
Support Log Information regarding outstanding problems, fixes, modifications and improvements will be available to the Client electronically and published on a regular basis to a Project Support Log which will be available for Client’s access.
ImageTrend University ImageTrend provides online education materials for their products as self-guided tutorials to all clients with support agreements. These online support and educational materials can be found at ImageTrend University via your ImageTrend application. ImageTrend recently started implementing ImageTrend University throughout its solutions to promote ongoing education and training of our solutions. When accessing ImageTrend University through the application, users can view educational videos, manuals, quick guides and workbooks to assist them in better understanding our software and support train-the-trainer sessions. These have been very useful as both refresher and initial education materials. A sample demonstration of ImageTrend University can be found at www.imagetrend.com/support/user-education.
System Documentation ImageTrend provides the most up-to-date documentation, including administrator and user manuals and release notes for any upgrades. With a support agreement, this documentation, along with educational videos, PowerPoint presentations and other documents will be found at ImageTrend University, which can be accessed from the Service Bridge application. Please visit www.imagetrend.com/support/user-education for a demonstration of the ImageTrend University. Any provided documentation becomes the property of the client. ImageTrend will provide a full set of documentation at each location upon request. Documentation updates are available online at no cost.
Support Staff ImageTrend’s support staff is made up of EMS and Fire professionals who are well versed in the technical aspects of our products. They are either well trained on the software, have used it in the field, or are the developers of the system.
Rescue Bridge Requirements The following is not required if hosted by ImageTrend:
Web/Application Server Hardware Required:
2 GHz Processor 4 GB RAM 40 GB Available Hard Disk Space Recommended:
Dual Quad Core Processors 8-16 GB RAM 100 GB Available Hard Disk Space RAID 5 SCSI Hard Drives with OS and Data Partitions ImageTrend Hosted:
Dual Quad Core Processors 32 GB RAM SAN Data Storage Blade Servers with Microsoft Hyper-V
Operating Systems (OS virtualization is supported and 64-bit recommended)
Microsoft Windows 2008 R2 Server Web Server Software
Microsoft IIS version 7.0 or later Additional Service Software
Microsoft .NET Framework 2.0, 3.5 SP1 and 4.0 Microsoft Tablet PC SDK
Additional Application Software
Adobe ColdFusion 9 Enterprise Database Server (Separate database servers)
Hardware Required:
Dual Quad Core Processors 8-16 GB RAM 100 GB Available Hard Disk Space 100,000 + incidents per year: 200 GB RAID 5 SCSI Hard Drives Software (64-bit recommended) Recommended
Microsoft SQL Server 2012
Compatible
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Microsoft SQL Server 2008 R2+
Internet Browser Requirements for End Users Microsoft Internet Explorer 8.0 and above Other browsers that support Mozilla 4.0 and above Adobe Reader 10 or higher Adobe Flash 11 or higher (recommended) Microsoft Silverlight 2.0 (recommended)
Minimum Requirements for End Users using the DRF (Dynamic Run Form)
Software Microsoft Silverlight 3.0 Hardware OS: Windows XP SP2 RAM: 1GB Processor: 1.2 GHz Network 64 kbps ISDN/DSL (Cable or DSL)
EMS Field Bridge 5 Requirements
Hardware: Desktop, Laptop or Tablet PCs with: Required: 1 GHz Processor (non-Atom) 2 GB RAM 600 MB Available Hard Disk Space 802.11 Wireless Optimal: Multi-core processor; Intel Core i5 or greater 4 GB RAM or greater 64-bit Windows operating system 1 GB Available Hard Disk Space 802.11 Wireless Bluetooth Operating Systems Supported Microsoft Windows XP, Vista, Windows 7, Windows 8 (not Windows RT) Screen Resolution Supported 1024x768 or greater
Additional Software Microsoft .NET Framework 4.0 or higher for version 5.6 and greater Microsoft .NET Framework 3.5 SP1 or higher for versions up to 5.5 Adobe Flash Player 11 or higher Adobe Reader 10 or higher
Fire Inspections Requirements
Hardware: Desktop, Laptop or Tablet PCs with:
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Required:
1 GHz Processor (non-Atom) 2 GB RAM 600 MB Available Hard Disk Space 802.11 wireless
Optimal:
Multi-core processor; Intel Core i5 or greater 4 GB RAM or greater 64-bit Windows operating system 1 GB Available Hard Disk Space 802.11 Wireless
Operating Systems Supported Microsoft Windows XP, Vista, Windows 7, Windows 8 (not Windows RT) Screen Resolution Supported 1024 x 768 or greater Additional Software Microsoft .NET Framework 2.0
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TAB 10 – APPENDIX W9 Rescue Bridge Overview EMS Field Bridge Overview Mobile Fire Inspections with FireScene Overview Scheduler Overview Investigations Overview Integrations Overview MARS Overview Hospital Dashboard Overview
RFP: FD-02-13
It is the committee’s finding that Image Trend is the most highly qualified provider based on the proposals submitted and the products demonstrated. Image Trend meets the current needs of the San Angelo Fire Department as well has having options for future requirements and desires. Image Trends product is cost effective. Image Trends product is user friendly and will feel familiar to users experienced in the San Angelo Fire Department’s current records management system.
Justifications for selecting Image Trend:
· Ranked #1 by all 6 committee members. · System is most similar in terms of end-user experience to what is currently being used · Patient Side interface is clear, clean and user friendly · System includes all modules required · System is flexible enough to accommodate projected future needs · System can be customized to meet the preferences of the San Angelo Fire Department · System uses standard database architecture and software that administrative staff is already
familiar with · Image Trend is one of the lowest cost options both in initial set-up and annual maintenance
Justifications for not selecting New World Systems:
· Most expensive option in initial cost · Second most expensive option in annual maintenance charges
Justifications for not selecting High Plains Information Systems:
· Do not currently have a Hydrant Management module · Do not currently have a Vehicle/Fleet Management module · Do not currently have an Equipment Management module
Justifications for not selecting Emergency Technologies:
· Second most expensive option in initial cost · Most expensive option in annual maintenance charges · Lack of history or references in the Fire Service · Hydrant Management, Building Inspection, Training Records Management were lacking in
functionality and very limited
Request for Proposal City of San Angelo
Fire Department
Records Management System
RFP No.: FD-02-13
City of San Angelo 72 West College Avenue
San Angelo, Texas 76903
RFP SUBMITTAL DEADLINE July 11, 2013, 2:00 P.M. Local Time
SCOPE OF SERVICES REQUESTED ............................................................................................................................ 9
GENERAL SPECIFICATIONS ................................................................................................................................................ 9 SUMMARY OF CURRENT OPERATIONS ................................................................................................................................ 9 SCOPE OF SERVICES ...................................................................................................................................................... 10 TERM OF CONTRACT ..................................................................................................................................................... 10
PROPOSAL FORMAT INSTRUCTIONS ................................................................................................................................. 11
SELECTION PROCESS ............................................................................................................................................ 13
LETTER OF INTEREST ..................................................................................................................................................... 17 ADDENDUM ACKNOWLEDGEMENT .................................................................................................................................. 19 DISCLOSURE OF CERTAIN RELATIONSHIPS.......................................................................................................................... 22 DEBARMENT AND SUSPENSION CERTIFICATION .................................................................................................................. 26 LIST OF REFERENCES ..................................................................................................................................................... 28 RECORD MANAGEMENT SYSTEM QUESTIONNAIRE ............................................................................................................. 30
CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76903 Telephone: (325) 657-4219 or (325) 657-4220
RFP: FD-02-13/Records Management System 1
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 330, 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-02-13
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-02-13/Records Management System 2
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 Purchasing Department City of San Angelo P.O. Box 1751 San Angelo Texas, 76902-1751 Email: [email protected] Telephone: (325) 657-4220
Scott Farris, Assistant Fire Chief San Angelo Fire Department City of San Angelo 306 W. 1st San Angelo, TX 76903 Email: [email protected] Phone: (325) 657-4355
CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76903 Telephone: (325) 657-4219 or (325) 657-4220
RFP: FD-02-13/Records Management System 3
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.
RFP: FD-02-13/Records Management System 4
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
RFP: FD-02-13/Records Management System 5
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:
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-02-13/Records Management System 6
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CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76903 Telephone: (325) 657-4219 or (325) 657-4220
RFP: FD-02-13/Records Management System 7
DEADLINE AND DELIVERY LOCATION Deadline Sealed submittals must be received and time stamped by July 11, 2013, 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-02-13/Records Management System”
• Top Left Hand Corner: Enter your company name and address.
Delivery Addresses
USPS: Purchasing Department
RFP: FD-02-13/Records Management System City of San Angelo 72 West College Avenue San Angelo, Texas 76903
Delivery Services (FedEx, UPS, etc): Purchasing Department
RFP: FD-02-13/Records Management System City of San Angelo
72 West College Avenue, Suite 330 San Angelo, Texas 76903
Please ensure the delivery envelope/container is marked, “RFP Enclosed”.
RFP: FD-02-13/Records Management System 8
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CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76903 Telephone: (325) 657-4219 or (325) 657-4220
RFP: FD-02-13/Records Management System 9
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.
RFP: FD-02-13/Records Management System 10
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 72 West College Ave, San Angelo, Texas 76903 Telephone: (325) 657-4219 or (325) 657-4220
RFP: FD-02-13/Records Management System 11
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
RFP: FD-02-13/Records Management System 12
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CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220
RFP: FD-02-13/Records Management System 13
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. Scott Farris, Assistant Chief of Operations, SAFD 2. Mark Hunt, Training Captain SAFD 3. Peter Haidinger, System Analyst, SAFD 4. Stephanie Collins, Executive Office Coordinator, 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:
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-02-13/Records Management System 14
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CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220
RFP: FD-02-13/Records Management System 15
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
RFP: FD-02-13/Records Management System 16
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CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220
RFP: FD-02-13/Records Management System 17
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
RFP: FD-02-13/Records Management System 18
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CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220
RFP: FD-02-13/Records Management System 19
Addendum Acknowledgement Receipt 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 BID
RFP: FD-02-13/Records Management System 20
CITY OF SAN ANGELO PURCHASING DEPARTMENT P.O. Box 1751, San Angelo, Texas 76902 Tel: (325) 657-4220 or 657-4212
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CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220
RFP: FD-02-13/Records Management System 22
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 than the seventh (7th) 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
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CITY OF SAN ANGELO PURCHASING DEPARTMENT P.O. Box 1751, San Angelo, Texas 76902 Tel: (325) 657-4220 or 657-4212
RFP: FD-02-13/Records Management System 24
CITY OF SAN ANGELO PURCHASING DEPARTMENT P.O. Box 1751, San Angelo, Texas 76902 Tel: (325) 657-4220 or 657-4212
RFP:: WU-XX-10
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CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220
RFP: FD-02-13/Records Management System 26
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 Date
RFP: FD-02-13/Records Management System 27
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 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220
RFP: FD-02-13/Records Management System 28
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 Government/Company Name: Location: Contact Person and Title: Telephone Number: Scope of Work: Contract Period:
REFERENCE THREE Government/Company Name: Location: Contact Person and Title: Telephone Number: Scope of Work: Contract Period:
REFERENCE FOUR Government/Company Name: Location: Contact Person and Title: Telephone Number: Scope of Work: Contract Period:
RFP: FD-02-13/Records Management System 29
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CITY OF SAN ANGELO PURCHASING DIVISION 72 West College Ave, San Angelo, Texas 76902 Telephone: (325) 657-4219 or (325) 657-4220
RFP: FD-02-13/Records Management System 30 Y:\COUNCIL\Electronic Agendas\2013\12-03-13\PUR FD-03-12 RFP0213 071113.docx
Record Management System Questionnaire
Report Management System Questionnaire Your
System (Yes or No)
Comments
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
RFP: FD-02-13/Records Management System 31
Report Management System Questionnaire Your
System (Yes or No)
Comments
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-02-13/Records Management System 32
Report Management System Questionnaire Your
System (Yes or No)
Comments
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-02-13/Records Management System 33
Report Management System Questionnaire Your
System (Yes or No)
Comments
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
RFP: FD-02-13/Records Management System 34
Report Management System Questionnaire Your
System (Yes or No)
Comments
Data transferred from CAD should include, at minimum:
Location of incident Incident number Call type code and expanded description Name of caller Address of caller Telephone number of caller Call source (e.g., E911, 7-digit) Area designators Call box # Map page reference Date and time of call pick up (off-hook) Date and time of call entry Date and time of each unit's dispatch Date and time of each unit's enroute to scene Date and time of each unit's arrival on scene Date and time of each unit's available-on-radio Date and time of each unit's available-in-quarters Date and time of incident closure Incident priority Incident number (system generated)
Cross-reference incident number(s), if multi-jurisdictional response
Report (aka, run) number (optional, system generated)
Disposition All units assigned to incident All personnel assigned to each unit at the incident Support manual entry of incident information
Ability for rapid medical data entry via a large touch screen interface.
Allow the entry of unlimited length text in comments type fields
Support word wrap in narrative fields Support spell check in narrative fields Support cut and paste ability in narrative fields
Support ability to enter previously created narrative templates
Support ability to automatically generate narratives based upon incident type
Record report information in RMS for all units assigned to an incident, with individual date/time stamps for all status changes
Ability to update RMS with any new CAD information received
RFP: FD-02-13/Records Management System 35
Report Management System Questionnaire Your
System (Yes or No)
Comments
Allow company officer to enter incident report for their unit as soon as it clears the incident, even if the incident is not closed
Support ability to store partially completed report(s), complete another transaction, and return to the interrupted report(s) for completion
Allow review of all partially completed reports
Allow modification of the previously entered incident information:
Location Type
Automatically perform edit checks of field data (NFIRS Rules)
Support ability to supplement a report (by the same or different company)
Ability to record multiple exposures as supplements to original incident
Ability for supervisor to review and approve report Ability to enter mutual aid reports and record outside jurisdictional unit(s) ID and involvement
Ability to generate and print public information report for an incident
Ability to generate standard queries and reports based upon various categories and criteria (not just NFIRS codes)
Ability to correlate builing/business names with addresses.
Basic EMS Specific Incident Reporting Ability to chart advanced EMS patient procedures.
Ability to have automatic narrative generation from data entry fields
Ability to generate personal narrative templates Ability to Staff generate narrative templates. Ability to have extensive QA/QI tools.
Ability to provide retrospective report review work flow feature
Ability to have database query tools Ability to have automatic bill calculation.
Ability to provide real-time error checking and user feedback
Ability to establish a benchmark time that defines arrival to patient with the press of a button. System will then use that time as the starting time for procedures, vitals, etc.
RFP: FD-02-13/Records Management System 36
Report Management System Questionnaire Your
System (Yes or No)
Comments
Ability to enter information via drop down boxes and combo boxes that have an “auto scroll” feature for rapid entry. (i.e. Medication input for Metoprolol user types “met” and the box scrolls to entries that start with “Met.”)
Ability to enter data fields with pre-filled data such as states and zip codes.
Includes FDA medication database for easy selection via quick fill or drop down box.
Includes medication allergy database for easy selection via quick fill or drop down box.
Includes medical dictionary in patient reporting narrative.
Ability for individual custom patient narrative template that prompts the user for information.
Patient narrative imports data gathered on scene.
Ability to populate patient information such as address medical history, allergies, and medications from previous patient contact reports.
Ability for administrator users to easily and rapidly modify EMS report forms.
Ability for administrator users to easily and rapidly modify the information contained within drop down boxes, combo boxes, and other input fields.
Address Verification If no address conflict exists, automatically enter the location into the data entry form
If address conflict exists, display choices to the operator and allow selection of the correct address
Complexes with a single address but multiple tenants (malls, apartment buildings) should be able to be verified by either the complex's address or the tenant's address
Display the following information for address verification, as appropriate:
Exact location or intersection High and low cross street Common place/business name Fire station area Call box # Map page City code Indicators for additional location information (e.g., hazard, pre-plan, occupant, prior history)
Allow override and entry of non-verified address Ability to have construction management features
RFP: FD-02-13/Records Management System 37
Report Management System Questionnaire Your
System (Yes or No)
Comments
Ability to have transaction logging Fire prevention/ inspection Ability to support any adopted fire code
Support entry of exact addresses, to the apartment level
Support entry of unlimited auxiliary contact information for each location (i.e., landlord name, address, telephone, management company name, address, telephone, etc.)
Allow recording of occupancy classification Allow recording of initial fire department conditions for new business approval
Ability to record type of equipment installed in a location, by manufacturer, make, model, and install date
Ability to record unlimited number of "special circumstances" regarding a location (i.e., Building Inspection information, unique characteristics, etc.)
Support entry of unlimited number of violations
Support "check box" style of data entry for violation codes
Display plain English description for violation codes in addition to code
Edit data entry to minimize entry of code(s) which would be invalid based on previous entry
Allow designation of inspection responsibility by station area for each address
Allow scheduling of follow-up inspections
Allow designation of re-inspection frequency based on type of business (e.g., regular inspections are every two years; self-inspections are every four years; fire permits every year)
Support ability to create reinspection schedules on a daily, weekly, monthly or yearly basis
Support ability to print out inspection schedules for individual inspectors, company, all companies in a specific shift, or all companies
Support ability to generate form letters documenting specific violations with date of scheduled reinspection
Support ability to view online and print out history of prior violations for any address
Allow inspection record to be viewed online without making any changes to record
Record the name and ID of the inspector and the date and time for each inspection performed
RFP: FD-02-13/Records Management System 38
Report Management System Questionnaire Your
System (Yes or No)
Comments
System should come pre-loaded with all violation code tables providing for any copyright laws or regulations.
Support ability to record results of violation re-inspection
Support ability to record penalties for non-compliance Support ability to print out complete inspection report Record name and operator ID of anyone making changes to inspection record
Support ability to perform inspections in the field and upload results to main system
Ability to associate a scanned image (i.e., "pre-fire plan") to a location
Ability to build and update pre-fire plans based on building information provided
Ability to have occupancy hazard risk assessment
Ability to correlate building/business names with addresses.
Ability to update building real property data in a mobile environment by product implementation
Ability of rapid data entry with drop down menus.
Ability for user to create highly custom narratives with user prompts.
Ability to create professional mobile pre-plans Fire investigation Support ability to track fire investigation
Allow designation of an incident as a potential arson, with ability to record additional fields of associated information
Investigation data could include: Investigator name and ID PD investigator assigned PD case number Date case begun Date case closed Suspect information (unlimited) Witness information (unlimited) Property owner Evidence taken (unlimited) Who collected evidence Characteristics of fire/MO Cause of fire Status of case Narrative Ability to attach graphic file(s) to an investigation record (e.g., fire scene diagram)
RFP: FD-02-13/Records Management System 39
Report Management System Questionnaire Your
System (Yes or No)
Comments
Ability to attach any Windows-compliant file(s) to an investigation record
Allow case status to be updated with ongoing activities and notes
Ability to automatically supplement initial NFIRS report with investigation results
Support ability to view and print entire case report Support ability to view and print summary of all investigations in progress
Hazardous materials management
Include a hazardous materials database as part of the FRMS, for use in identifying materials contacted and recommended remedial action, all of which should be a part of the Pre-Fire-Plan for an address or location
Hazardous material information should include: Chemical (by name, code, category) Consequences of chemical Resource list for mitigation SOPs Allow recording of types and locations of hazardous materials stored at addresses within the city
Hazardous material information for location should include:
Warnings Chemicals at location
Ability to record hazardous material spill information, including:
Location Incident number (if any - not required) Date of spill Dept. of Envir. Protection number Type of spill Chemical spilled (unlimited) Equipment Inventory
Support various types of equipment management, with type controlling the number and type of fields which are displayed to the operator (e.g., breathing apparatus, hoses, ladders, etc.)
Inventory data should include: Equipment Class Equipment Sub-Class Item description Inventory ID number Unit ID Serial number Make/Model number
RFP: FD-02-13/Records Management System 40
Report Management System Questionnaire Your
System (Yes or No)
Comments
VIN number Date of purchase Date brought in to service Scheduled retirement date Supplier name, address, telephone Cost Manufacturer name, address, telephone Expiration date Location Status Comments Hose data would include: Purchase date Date brought in to service Length Size Test pressure Hose location, by station or apparatus Test results, including date and time of test Next scheduled test Name and ID of individual performing test Breathing apparatus data should include: Location, by station, apparatus, and operator Serial number Cylinder check Regulator function Diaphragm function Face piece and tube status Name and ID of individual performing test Date and time of test Next scheduled test date Test results Hazmat monitoring equipment data should include: Serial number Type of instrument Date entered into service Date of last calibration Date of last maintenance Maintenance action taken Name and ID of individual performing action Next scheduled maintenance date Hazmat suits data should include: ID number Type of suit Date entered into service
RFP: FD-02-13/Records Management System 41
Report Management System Questionnaire Your
System (Yes or No)
Comments
Date of last test Test results Maintenance action taken Name and ID of individual performing test Next scheduled test date Support the ability to track inventory of all vehicles in fleet, inventory data should include:
Description Inventory ID number Vehicle type VIN License number Purchase date Manufacturer Model number Serial number Warranty expiration Warranty description Location Special requirements Date of service Service record (including maintenance/repair performed, mechanic, time spent out of service, etc.)
Mileage at time of service Engine hours at time of service Date of next scheduled service
Equipment carried (cross referenced from equipment inventory)
Ability to provide results of annual pump test Ability to provide location of the equipment by current assignment to a unit, station or personnel
Allow default test frequencies to be created for each type of equipment
Allow default maintenance type and frequencies to be created for each type of equipment
Allow test record to be viewed online without making any changes to record
Hydrant Inventory Supports hydrant information which integrates with other modules such as Pre-Plans and Inspections
Support ability to record disposal by user, date, and reason disposed of (e.g., broken, burned, etc.)
Allow default test frequencies to be created
Support ability to print out test schedules for individual company, all companies in a specific shift, or all companies
RFP: FD-02-13/Records Management System 42
Report Management System Questionnaire Your
System (Yes or No)
Comments
Allow test record to be viewed online without making any changes to record
Support ability to print out complete test report Hydrant data would include: Hydrant ID Number (Alpha/Numeric) Fire District Sector/Zone Department/Agency Street address with geo-verification City, State, Zip Cross Street Additional Address Information Manufacturer Model Year Date installed ISO Type Valve Size Barrel Size Barrel Length Hydrant/Main/Valve data fields Water Main ID Main Diameter Main Type Pressure Zone Hydrant Lead Size Hydrant Valve Size Lead Valve Distance Outlets Distance to Curb
Ability for Hydrant Inspections to including the following data fields:
Date of Inspection Time of Inspection Name of personnel performing the inspection Service preformed Repairs done or needed Notes field Other service preformed or requested Ability to track a history of flows for a hydrant Ability to add attachments of any type Ability to maintain Hydrant Flow tests performed including the following data fields:
Date of Flow Time of Flow Name of personnel performing the test
RFP: FD-02-13/Records Management System 43
Report Management System Questionnaire Your
System (Yes or No)
Comments
Pitot Outlet Diameter with drop down list of choices Discharge Coeff. Correcting Factor Calculated Flow in GPM Calculated Flow in GPM at 20, 10, and 0 psi. Training Support ability to track training for all personnel Training data to be tracked would include: Fire courses College/vocational degrees Certifications, including expiration dates Seminars Continuing education BLS/ALS courses Name of entity providing training Support the ability to have an unlimited number of each category of training above
Track training by date, time, locations and hours spent
Support ability to create course curriculum, including date, time, class size, and location of classes
Support ability to create class code and class descriptions
Support ability to designate class as mandatory or not by type of class
Support ability to designate class as certified or not by type of class
Ability to assign a unique identifier for each certified class
Support the ability to allow for station company to enter its own categories of mandatory training
Support ability to enter class roster for each scheduled class
Support ability to record class attendance and issue grades for an entire class
Automatically post record of attendance into individual's training record
Automatically post training results into individual's personnel record without requiring user re-entry
Ability to record attendance and grade for individuals from outside jurisdictions (for both certified and non-certified classes
Ability to print a number of training reports indicating course attendance, average grades, course cancellations, hours spent, types of courses, etc.
RFP: FD-02-13/Records Management System 44
Report Management System Questionnaire Your
System (Yes or No)
Comments
Ability to print report of total training hours completed by individuals or groups, for user defined time intervals (i.e., month, quarter, year-to-date, etc.)
Ability to set mandatory number of training hours by category (e.g., suppression related)
Ability to print report of which individuals have not completed the mandatory training hours certifications
Ability to view and print individual training record for a specified period of time
Ability to require certain types of training for individuals based upon job requirements (e.g., required certifications)
Support ability to print list of certificates due to expire within specified period of time
Ability for system to print a report for the training officer of certificates due to expire within an upcoming user specified period of time
Personnel Support ability to track all personnel information for Fire Department staff (both paid and volunteer)
Personnel data should include: Staff member ID (employee ID) Name Agency Rank/job title Current assignment - location Current assignment - shift Temporary assignment and expiration date Date hired Seniority ranking Gender Race Ethnicity Physical descriptors Promotion/reclassification date Probation end date Last evaluation date Next evaluation date
Performance evaluation results (should retain results for all reviews, with date and time stamps and name and ID of supervisor)
Education (prior to beginning at Fire Department, plus updates from Training records)
Certifications (cross referenced from Training records)
Certification(s) expiration date
RFP: FD-02-13/Records Management System 45
Report Management System Questionnaire Your
System (Yes or No)
Comments
Licenses License(s) expiration date Special skills Home address Home telephone Other contact numbers Emergency contact information Issued equipment (unlimited) Career/promotion history Qualifications for "acting" status
Accidents/injuries, including date and time, status, narrative
Disability indicator, including status and expiration date
Medical examination information (record of when, type, and expiration)(e.g., breathing apparatus medical, driver's license medical)
Support the ability to track an unlimited number and type of certifications per person
Support the ability to record an unlimited number and type of skills per person
Support the ability to record an unlimited number and type of licenses per person
Support the ability to restrict the types of data available for display by security
Support the ability to print complete employee history record
Ability to have FLSA compliant time accounting and payroll
Ability to have flexible work schedule capabilities
Ability to scheduling and time accounting for staff and line employees
Ability to have customized employee performance evaluations
Ability to have a integrated payroll system Interfaces/ Subsystems CAD
Ability to receive transfer of incident information from CAD to FRMS, via TCP/IP, every 5 minutes, at minimum
Ability to receive transfer of incident information from CAD to FRMS, via TCP/IP, in real time
Support the ability to upload premise/location information from the fire RMS into CAD, including the following:
RFP: FD-02-13/Records Management System 46 Y:\COUNCIL\Electronic Agendas\2013\12-03-13\PUR FD-03-12 RFP0213 071113.docx
- emergency contact information - hazardous materials information - Knox box/key/combination information - premise inspection information - pre-fire plan information Support the ability to upload personnel skills information from the fire RMS into CAD
Scheduling/rostering software
Support the ability to schedule personnel to shift and unit
Maintains a daily roster that includes a user-defined table of types of leave and track FEMA/USAR/UASI overtime.
Ability to automatically remove someone from the daily schedule when they are on leave (vacation, injury, etc.)
Restrict the ability to double schedule any individual
Ability to notify supervisors of personnel shortages at a station.
Support the ability to view and print the schedule for a specified period of time
Ability to track personnel trades and automatically remove traded-off employee from equipment assignment
State NFIRS Upload Ability to extract the State required NFIRS data and submit electronically in the required format
Mobile Application Ability to support tablet-based field data collection Allow users to swap patient data on scene wirelessly. (i.e. Engine company established patient care, now the medic is transporting and needs the info)
Ability to allow the mobile computing with the full suite of modules while disconnected from the network
Ability to integrate with CAD to provide in field reporting with NFIRS and EMS ePCRs
Ability to apply Geo-Verification of addresses while in the disconnected mode.
Ability of synchronization of the mobile and the server. Ability to disconnect the mobile before the synchronization has been completed
provider based on the proposals submitetd and the produc8. No information should be released to the Public or Offerors until the contract is approved.
1. Each committee member should rank each company based on their evaluation of the proposal submitted vs. 2. The Project Manager must provide a written justification summary for each company's scoring3. Once a company has been selected, the project must be submited to the City Council a request to negotiate on behalf of the City to enter into a contract.
4. All contracts must be approved by the Legal Department5. Upon finalizing the contract, the Project Manager must request the City Council to Award the Contract before any service may be provided.6. All discussions and submissions should be considered as CONFIDENTIAL information except to Committee Members until the Contract is finalized and approved.
Instructions for all RFQ's and All RFP's
Texas Local Government Code - Chapter 2254
(1) first select the most highly qualified provider of those services on the basis of demonstrated competence
(2) then attempt to negotiate with that provider a contract at a fair and reasonable price.
(b) If a satisfactory contract cannot be negotiated with the most highly qualified provider of architectural, engineering, or land surveying services, the entity shall:
(1) formally end negotiations with that provider;
(2) select the next most highly qualified provider; and
(3) attempt to negotiate a contract with that provider at a fair and reasonable price.
(c) The entity shall continue the process described in Subsection (b) to select and negotiate with providers until a contract is entered into.
Sec. 2254.005. VOID CONTRACT. A contract entered into or an arrangement made in violation of this subchapter is void as against public policy.
City of San AngeloProposal Acknowledgment * RFP: FD-02-13/FD Records Management SystDate: July 11, 2013/2:00 pm
Proposals Received City, State
1 Emergency Technologies Raleigh, NC2 High Plains Information Systems Centennial, CO3 Image Trend Lakeville, MN
4 New World Systems Troy, MI
RFP Invitations Mailed To:Emergency Technologies, Inc. Raleigh NCHigh Plains Information Systems Centennial COImageTrend, Inc. Lakeville MNMobileTec International Inc. Tampa FLNew World Systems Kansas City MOTritech Software Systems San Diego CAZoll Data Systems Broomfield CO
Y:\COUNCIL\Electronic Agendas\2013\12-03-13\PUR FD-03-12 RFPAcknowledgement and Elvaluation
Y:\COUNCIL\Electronic Agendas\2013\12-03-13\PUR FD-03-12 RFPAcknowledgement and Elvaluation Page 3 of 3
Interview Ranking Worksheet
Member Name
Category Max Pts
Emergency Technologie
s
High Plains Information
Systems Image TrendNew World
Systems 0Understanding of Project & Approach 40 0 0 0 0 0Past Project Experience 30 0 0 0 0 0Project Team Organization and Qualifications 20 0 0 0 0 0Record of Perfomance Based on References 10 0 0 0 0 0
Total Score 100 0 0 0 0 0Rank 1 1 1 1 1
Member Name
Category Points
Emergency Technologie
s
High Plains Information
Systems Image TrendNew World
Systems 0Understanding of Project & Approach 40 0 0 0 0 0Past Project Experience 30 0 0 0 0 0Project Team Organization and Qualifications 20 0 0 0 0 0Record of Perfomance Based on References 10 0 0 0 0 0
Total Score 100 0 0 0 0 0Rank 1 1 1 1 1
Member Name
Category Points
Emergency Technologie
s
High Plains Information
Systems Image TrendNew World
Systems 0Understanding of Project & Approach 40 0 0 0 0 0Past Project Experience 30 0 0 0 0 0Project Team Organization and Qualifications 20 0 0 0 0 0Record of Perfomance Based on References 10 0 0 0 0 0
Total Score 100 0 0 0 0 0Rank 1 1 1 1 1
Date: July 11, 2013/2:00 pmProposal Acknowledgment * RFP: FD-02-13/FD Records Management System
Y:\COUNCIL\Electronic Agendas\2013\12-03-13\PUR FD-03-12 RFPAcknowledgement and Elvaluation Page 1 of 2
Member Name
Category Points
Emergency Technologie
s
High Plains Information
Systems Image TrendNew World
Systems 0Understanding of Project & Approach 40 0 0 0 0 0Past Project Experience 30 0 0 0 0 0Project Team Organization and Qualifications 20 0 0 0 0 0Record of Perfomance Based on References 10 0 0 0 0 0
Total Score 100 0 0 0 0 0Rank 1 1 1 1 1
Member Name
Category Points
Emergency Technologie
s
High Plains Information
Systems Image TrendNew World
Systems 0Understanding of Project & Approach 40 0 0 0 0 0Past Project Experience 30 0 0 0 0 0Project Team Organization and Qualifications 20 0 0 0 0 0Record of Perfomance Based on References 10 0 0 0 0 0
Total Score 100 0 0 0 0 0Rank 1 1 1 1 1
Committee Member Interview Ranking Wokrsheet
CategoryTotal
PointsEmergency
Technologies
High Plains Information
Systems Image TrendNew World
Systems 0Understanding of Project & Approach 200 0 0 0 0 0Past Project Experience 150 0 0 0 0 0Project Team Organization and Qualifications 100 0 0 0 0 0Record of Perfomance Based on References 50 0 0 0 0 0
Total Score 500 0 0 0 0 0Rank 1 1 1 1 1
Attach a Written Justification for each company's ranking and forward to PurchasingNOTE: Attached this form and the Written Justification to your Agenda Background Memo
Y:\COUNCIL\Electronic Agendas\2013\12-03-13\PUR FD-03-12 RFPAcknowledgement and Elvaluation Page 2 of 2
City of San Angelo
Memo Date: November 20, 2013
To: Mayor and Councilmembers
From: Lisa Marley, Human Resources Director
Subject: Agenda Item for December 3, 2013 Council Meeting
Caption: Regular Item
Consideration of authorizing premiums for health, dental and post-65 health insurance as well as discussion regarding stop loss and vision rates.
Summary: Insurance projections for 2014 indicate the following:
a. Health Insurance: By utilizing the remaining balance of the ERRP funds of $201,288, predictions reveal $159,000 is still needed to offset health premium increases for 2014. If the staff recommendation below is approved, employees and retirees would see no increase in their premiums for this health insurance. b. Dental Insurance: A 9% premium increase in all tiers has been reported by the carrier for 2014. This is an increase of $1.37/month/employee for single employee coverage in 2014. The City pays the cost of dental insurance for active employees. The total increase per year is $13,300. Retirees are offered dental coverage at the full rate with no City contribution. The retiree increase for single dental coverage will be $1.62/month. (See presentation for increases to employee and retiree dependent coverage.) c. Post-65 Health Insurance: An increase of 1.7% has been reported by the carrier for 2014. The total increase for enrolled retirees (excluding retiree dependents) is $8,000. d. Stop Loss Insurance: An increase of 10% was budgeted in the self-insurance fund for 2014. The renewal rate for this coverage came in at 10%. No extra funds are being requested for this coverage as the increase has already been approved in the FY 2013/14 budget. e. Vision Insurance: There is no increase to the vision premiums for 2014. Total Funds Required = ERRP plus $180,300
History: In 2014, all insurance plans will go out for bid, with new policies becoming effective in January 2015. In order to keep the health insurance increase to a minimum in 2014 and to remain in compliance with the Affordable Healthcare Act, three minor changes will be made to the plan for 2014: reduce the out-of-pocket maximum in the Low Plan from $5,000 to $4,350;
introduce a co-pay in all plans (Low, Medium & High) for specialist physician office visits equivalent to twice the co-pay for a primary care physician; and make the Medium Plan and High Plan emergency room co-pay match the emergency room co-pay of the Low Plan. All employees are becoming increasingly concerned about the rising costs of health care and the uncertainty of the Affordable Healthcare Act. Utilizing the ERRP funds and the above mentioned portion from the Rainy Day Fund for the changes described herein will be a boost to morale for all concerned. Financial Impact: Staff is requesting to use the existing $201,288 from ERRP and $180,300 from the budgeted revenue over expenditures (aka Rainy Day Fund) to offset the projected increases in health, dental and post-65 health insurances. This will leave a balance of $5,041 in the Rainy Day Fund. Attachments: Powerpoint presentation. Presented and Reviewed by: Lisa Marley, Human Resources Director, November 20, 2013.
City of San
Angelo
Memo
Meeting Date: November 19, 2013
To: City Council members
From: Jeff Hintz, Interim Senior Planner
Subject: Moratorium Ordinance and summary of the findings of the housing committee established in April 2 of 2013 at the direction of the City Council.
Contacts: AJ Fawver, Interim Director of Development Services Jeff Hintz, Interim Senior Planner 325-657-4210 Caption: AN ORDINANCE OF THE CITY OF SAN ANGELO, TEXAS,
(“CITY”) FINDING THAT, APPLICATION OF EXISTING ZONING AND COMMERCIAL DEVELOPMENT POLICIES, REGULATIONS AND ORDINANCES ARE INADEQUATE TO PREVENT NEW DEVELOPMENT OF TEMPORARY HOUSING THAT INCLUDES MOBILE HOME / MANUFACTURED HOUSING PARKS AND RECREATIONAL VEHICLE PARKS FROM BEING DETRIMENTAL TO THE PUBLIC HEALTH, SAFETY, OR WELFARE OF THE RESIDENTS OF THE CITY AND THE PEACE OR ORDER OF THE CITY; FINDING A DEMONSTRATED NEED TO REVIEW EXISTING REGULATIONS AND TO AMEND EXISTING REGULATIONS OR ADOPT NEW REGULATIONS FOR THE PRESERVATION OF THE PUBLIC HEALTH, SAFETY OR WELFARE OF THE RESIDENTS OF THE CITY; IMPLEMENTING A NINETY (90) DAY MORATORIUM ON THE ACCEPTANCE, PROCESSING OR APPROVAL OF: (1) ZONING APPLICATIONS FOR SPECIAL USE PERMITS “CAMPGROUND / RECREATIONAL PARKS” IN ALL APPLICABLE ZONING DISTRICTS, (2) APPLICATIONS FOR ZONING DESIGNATION OF MANUFACTURED HOUSING PARK DISTRICT, (3) SITE PLANS FOR CAMPGROUNDS OR RECREATIONAL VEHICLE PARKS, AND (4) APPLICATIONS FOR ISSUANCE OR RENEWAL OF
PERMITS FOR NEW CONSTRUCTION OR RECONSTRUCTION OF FACILITIES OR STRUCTURES FOR EXPANSION OF CAPACITY OF CAMPGROUNDS OR RECREATIONAL VEHICLE PARKS, OR MOBILE HOME / MANUFACTURED HOUSING PARKS; PROVIDING AN EFFECTIVE DATE; PROVIDING A PROCEDURE FOR A VARIANCE FROM THE APPLICABLE MORATORIUM; PROVIDING AN APPEAL PROCESS; PROVIDING A SEVERABILITY CLAUSE; AND FINDING PROPER NOTICE AND MEETING IN COMPLIANCE WITH THE TEXAS OPEN MEETINGS ACT
Summary: The City Council may:
(1) Approve the proposed moratorium ordinance as presented; or
(2) Modify the provisions allotted for in the moratorium ordinance and approve the ordinance; or
(3) Deny the proposed moratorium.
History and Background:
The housing committees established in April of 2013 by the City Manager's office at the request of the City Council were tasked with finding solutions to the anticipated housing boom as a result of recent development in the oil & gas industry in the Cline-Shale and other reserves centered in the West Texas region including but not limited to the Cities of Midland, Odessa, Big Lake, and Big Spring. The impact of related housing developments to support temporary workers resulted in the need to examine the current regulations more in depth and some initial proposals regarding Campgrounds/RV Parks and extended stay situations were discussed. Opinions on what would be the best regulations to adopt are certainly divided, more so with regard to Campground/RV Parks. The committee was in somewhat of a consensus that the extended stay situation needed to be revised and some regulations are certainly necessary to curb the negative impacts of temporary housing on the community. Some points that the committee is in agreement on include the following:
A moratorium is needed to research the temporary housing matter further and ensure regulations adopted are adequate to ensure the consistent and predictable development of the community.
There is an escalating demand for development of temporary housing related to the exponential growth in the oil industry in central Texas and in the City of San Angelo, particularly a marked interest in developments utilizing manufactured housing, recreational vehicles, trailers and other modes for temporary living accommodations.
The dwindling supply of rental housing and apartments and the corresponding increase of residential rental rates along with the potential financial hardship on the capacity of some resident or workforce families to maintain adequate housing is an issue within the community.
Adverse impacts suffered by a number of other Texas communities relating to the influx of oil industry related workforce and demand for temporary housing, without effective regulations for the placement and development of temporary housing facilities indicate that the City of San Angelo can anticipate similar adverse impact to the preservation of the public peace, property, health, safety or welfare.
Of the housing committee members who had responded, three agreed with these statements in support of the moratorium. One response questioned what the purpose of what this request was for and did not reply in favor or in opposition. The remainder of the surveys were not returned to staff. The Planning Commission will have this topic for discussion and action at the November 18, 2013 meeting and these results will be shared verbally with the council.
Attachments: draft moratorium ordinance.
Presentation: AJ Fawver, Interim Director of Development Services & Jeff Hintz, Interim Senior Planner
Page 4 of 11
AN ORDINANCE OF THE CITY OF SAN ANGELO, TEXAS, (“CITY”) FINDING THAT, APPLICATION OF EXISTING ZONING AND COMMERCIAL DEVELOPMENT POLICIES, REGULATIONS AND ORDINANCES ARE INADEQUATE TO PREVENT NEW DEVELOPMENT OF TEMPORARY HOUSING THAT INCLUDES MOBILE HOME / MANUFACTURED HOUSING PARKS AND RECREATIONAL VEHICLE PARKS FROM BEING DETRIMENTAL TO THE PUBLIC HEALTH, SAFETY, OR WELFARE OF THE RESIDENTS OF THE CITY AND THE PEACE OR ORDER OF THE CITY; FINDING A DEMONSTRATED NEED TO REVIEW EXISTING REGULATIONS AND TO AMEND EXISTING REGULATIONS OR ADOPT NEW REGULATIONS FOR THE PRESERVATION OF THE PUBLIC HEALTH, SAFETY OR WELFARE OF THE RESIDENTS OF THE CITY; IMPLEMENTING A NINETY (90) DAY MORATORIUM ON THE ACCEPTANCE, PROCESSING OR APPROVAL OF: (1) ZONING APPLICATIONS FOR SPECIAL USE PERMITS “CAMPGROUND / RECREATIONAL PARKS” IN ALL APPLICABLE ZONING DISTRICTS, (2) APPLICATIONS FOR ZONING DESIGNATION OF MANUFACTURED HOUSING PARK DISTRICT, (3) SITE PLANS FOR CAMPGROUNDS OR RECREATIONAL VEHICLE PARKS, AND (4) APPLICATIONS FOR ISSUANCE OR RENEWAL OF PERMITS FOR NEW CONSTRUCTION OR RECONSTRUCTION OF FACILITIES OR STRUCTURES FOR EXPANSION OF CAPACITY OF CAMPGROUNDS OR RECREATIONAL VEHICLE PARKS, OR MOBILE HOME / MANUFACTURED HOUSING PARKS; PROVIDING AN EFFECTIVE DATE; PROVIDING A PROCEDURE FOR A VARIANCE FROM THE APPLICABLE MORATORIUM; PROVIDING AN APPEAL PROCESS; PROVIDING A SEVERABILITY CLAUSE; AND FINDING PROPER NOTICE AND MEETING IN COMPLIANCE WITH THE TEXAS OPEN MEETINGS ACT WHEREAS, the City of San Angelo, Texas (“City”) is a home rule municipality having full power of local self government under Article XI, Section 5 of the Texas State Constitution, and including those powers as provided at Chapter 51 of the Texas Local Government Code, pursuant to which City has general authority to adopt ordinances or police regulations that are for the good government, peace or order of City and which are necessary or proper for carrying out a power granted by law to City; and WHEREAS, City is authorized under Chapter 212 of the Texas Local Government Code, to adopt a moratorium on property development on residential and commercial property and is required to comply with prescribed notice and hearing procedures and make applicable written findings; and
WHEREAS, City is required under Chapter 212 of the Texas Local Government Code in particular with regard to a commercial property development moratorium not based on a demonstrated shortage of essential public facilities, to issue written findings based on reasonably
Page 5 of 11
available information that the moratorium is justified by demonstrating that applying existing commercial development ordinances or regulations and other applicable laws is inadequate to prevent the new development from being detrimental to the public health safety or welfare of the residents of the municipality; and WHEREAS, pursuant to Chapter 212 of the Texas Local Government Code, a commercial property development moratorium expires on the ninetieth (90th) day after the date the moratorium is adopted unless the municipality, in compliance with prescribed statutory procedure for an extension, however, the commercial property development moratorium including extensions may not exceed an aggregate of 180 days; and
WHEREAS, the City Council of the City of San Angelo (“Council”) is aware of an escalating demand for development of temporary housing related to the exponential growth in the oil industry in central Texas and in the City of San Angelo, particularly a marked interest in developments utilizing manufactured housing, recreational vehicles, trailers and other modes for temporary living accommodations; and, WHEREAS, Council is aware of a dwindling supply of rental housing and apartments and the corresponding increase of residential rental rates along with the potential financial hardship on the capacity of some resident or workforce families to maintain adequate housing; and, WHEREAS, Council is aware of the adverse impacts suffered by a number of other Texas communities relating to the influx of oil industry related workforce and demand for temporary housing, without effective regulations for the placement and development of temporary housing facilities as well as moratoria imposed by those cities on such development for the preservation of the public peace, property, health, safety or welfare; and, WHEREAS, in light of the foregoing information Council made provision for a Housing Committee to investigate the potential for intensified demand for temporary housing that can be anticipated by City as a result of the surge in the oil industry; the Committee has determined that City and San Angelo community can anticipate a significant demand for temporary housing including mobile home/manufactured housing parks and recreational vehicle parks; and, WHEREAS, based on reasonably available information Council finds that it is necessary and proper for the good government, public health, safety, or welfare, and the peace or order of City to implement a temporary moratorium on acceptance, processing or approval of: (1) zoning applications for special use “Campground / Recreational Parks”, (2) applications for zoning designation of Manufactured Housing Park district, (3) site plans for campgrounds or recreational vehicle parks, and (4) applications for issuance or renewal of permits for new construction or reconstruction of facilities or structures, or additional electrical, water or sewer
Page 6 of 11
utilities, for expansion of capacity of campgrounds or recreational vehicle parks, or mobile home / manufactured housing parks (hereinafter “Moratorium”); and, WHEREAS, the purposes of a temporary moratorium on commercial property development being to review current regulations and to develop appropriate polices, regulations and ordinances necessary for the public health, safety, or welfare within the City of San Angelo; and, WHEREAS, on the 18th day of November, 2013, a public hearing was held before the City of San Angelo Planning Commission on consideration of the adoption of the Moratorium pursuant to public notice of the time, place and purpose of the meeting as required by the Open Meetings Act, Chapter 551 of the Texas Government Code; NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF SAN
ANGELO, TEXAS THAT:
I. FINDINGS OF FACT
The City Council of San Angelo, Texas hereby makes the following findings of fact:
1. That on the 18th day of November, 2013, a public hearing was held before the City of San Angelo Planning Commission (“Planning Commission”) on consideration of the adoption of a moratorium pursuant to public notice of the time, place and purpose of the meeting as required by the Open Meetings Act, Chapter 551 of the Texas Government Code; and
2. That the Planning Commission considered information presented at the public hearing
that demonstrated justification for a commercial property development moratorium in that the application of existing commercial development ordinances or regulations and other applicable laws (collectively “regulations”) is inadequate to prevent the new development from being detrimental to the public health safety or welfare of the residents of the City, and the peace or order of the City of San Angelo; and
3. That the City Council has held a public hearing on November 19, 2013 and considered reasonably available information, including the information presented at public hearing before the Planning Commission on November 18, 2013 and the information, evidence and testimony presented at the public hearing before the City Council on November 19, 2013 that demonstrated justification for a commercial property development moratorium in that the application of existing commercial development ordinances or regulations and other applicable laws is inadequate to prevent the new development from being detrimental to the public health safety or welfare of the residents of the City, and the peace or order of the City of San Angelo; and
Page 7 of 11
4. That based on reasonably available information presented to the City Council relating to
the exponential growth of the oil industry in central Texas and the City of San Angelo, the City’s development policies, regulations, ordinances and other applicable laws are inadequate to prevent new development of temporary housing that includes mobile home/manufactured housing parks and recreational vehicle parks from being detrimental to the public health, safety, or welfare of the residents of the City, and the peace or order of the City of San Angelo; and
5. That, in the absence of a commercial property development moratorium being adopted by
the City Council, new development of temporary housing will cause a detrimental effect on public health, safety, or welfare of the residents of the City and the peace or order of the City of San Angelo; and
6. That there is a demonstrated need to review such existing regulations and to adopt new
regulations or to amend existing regulations for the preservation of the public health, safety or welfare of the residents of the City, and the peace or order of the City of San Angelo.
II. CONCLUSIONS AND ADOPTION OF A COMMERCIAL PROPERTY
DEVELOPMENT MORATORIUM:
Based on the foregoing findings of fact, the City Council for the City of San Angelo, Texas hereby declares:
1. That application of existing zoning and commercial development policies, regulations, ordinances and other applicable laws ( collectively “regulations”) are inadequate to prevent new development of temporary housing that includes mobile home / manufactured housing parks and recreational vehicle parks from being detrimental to the public health, safety, or welfare of the residents of the City, and the peace or order of the City of San Angelo; and
2. That there is a demonstrated need to review such existing regulations and to adopt new
regulations or to amend existing regulations for the preservation of the public health, safety or welfare, and the peace or order of the City of San Angelo; and
3. That a temporary commercial property development moratorium is hereby imposed and
adopted on acceptance, processing or approval of: (A) zoning applications for special use “Campground / Recreational Parks” in Ranch and Estate district (R&E), Manufactured Housing Park district (MHP), General Commercial district (CG), Heavy Commercial district (CH), Office-Warehouse district (OW), Light Manufacturing district
Page 8 of 11
(ML), Heavy Manufacturing district (MH), and General Commercial / Heavy Commercial district (CG/CH); and (B) applications for zoning designation of Manufactured Housing Park district; and (C) site plans for campgrounds or recreational vehicle parks; and (D) applications for issuance or renewal of permits for new construction or reconstruction of facilities or structures, or additional electrical, water or sewer utilities, for expansion of capacity of campgrounds or recreational vehicle parks or mobile home/manufactured housing parks.
4. The foregoing temporary commercial property development moratorium shall be in effect for a period of ninety (90) days to commence on November 20, 2013 and to end on 2013, through the 17th day of February, 2014, and may be extended in ninety (90) day or less increments if necessary and justified as determined by majority vote of the City Council in compliance with prescribed notice and hearing procedures, but not to exceed an aggregate of 180 days.
5. The commercial property development moratorium is being enacted to permit a review of
existing regulations and to develop new regulations necessary for the public health, safety or welfare relating to : (1) zoning applications for special use “Campground / Recreational Parks” in Ranch and Estate district (R&E), Manufactured Housing Park district (MHP), General Commercial district (CG), Heavy Commercial district (CH), Office-Warehouse district (OW), Light Manufacturing district (ML), Heavy Manufacturing district (MH), and General Commercial / Heavy Commercial district (CG/CH), (2) applications for zoning designation of Manufactured Housing Park district, (3) site plans for campgrounds or recreational vehicle parks, and (4) applications for issuance or renewal of permits for new construction or reconstruction of facilities or structures, or additional electrical, water or sewer utilities, for expansion of capacity of campgrounds or recreational vehicle parks or mobile home/manufactured housing parks.
6. The commercial property development moratorium applies within the territorial limits of the City of San Angelo, Texas, inclusive of all City districts. 7. The following City of San Angelo Planning Division and Building Permits & Inspections Division activities of the Community Development Department are temporarily suspended, subject to Special Exceptions provided for in this Ordinance, for the duration of the described moratorium and any extensions thereof:
1. The acceptance, processing or approval of zoning applications for special use permits “Campground / Recreational Parks” in R&E, MHP, CG, CH, OW, ML, MH, and CG/CH zoning districts;
Page 9 of 11
2. The acceptance, processing or approval of applications for zoning designation of Manufactured Housing Park district;
3. The acceptance, processing or approval of site plans for campgrounds or recreational vehicle parks; and,
4. The issuance or renewal of permits for new construction or reconstruction of facilities or structures, or additional electrical, water or sewer utilities, for expansion of capacity of campgrounds or recreational vehicle parks or mobile home/manufactured housing parks.
8. Exceptions for relief of hardship caused by the commercial property development moratorium may be made in writing to the City Council. Special Exceptions may be granted by the City Council when the City Council determines in writing that one or more of the conditions listed below are satisfied:
A. Undue Hardship:
i. The applicant shall otherwise suffer undue hardship, that being something beyond or in addition to financial hardship; ii. The current regulations are adequate to address the particular type and scope of development and construction proposed by the applicant through the proper channels; iii. It is in the public interest to allow a limited exception to the commercial property development moratorium in the particular instance; and iv. Authorizing the special exception will not adversely impact neighboring properties.
B. Pending Projects:
A complete application for the required regulatory approvals for the proposed project is on file with the City on or before the Effective Date of this Ordinance.
9. An application for an exception to the commercial property development moratorium must be submitted in writing to the Planning Division of the Development Services Department and shall include: a comprehensive project summary and letter addressing the City Council explaining the circumstances justifying an exception, including the attachment of copies of respective plats or drawings, and setting forth pertinent facts for Council’s consideration. The Planning Division shall submit the application for exception to the City Clerk to be timely placed on the agenda for the next available regular City Council meeting.
III. CUMULATIVE EFFECT
Page 10 of 11
This Ordinance shall be cumulative of all provisions of the ordinances of the City of San Angelo, Texas, as amended, except where the provisions of this Ordinance are in direct conflict with the provisions of such ordinances, in which event the terms of this Ordinance, during its effectiveness, shall prevail over any other conflicting ordinances of the City or provisions thereof.
IV. SEVERABILITY
Should any of the clauses, sentences, paragraphs, sections or parts of this Ordinance be deemed invalid, unconstitutional, or unenforceable by a court of law or administrative agency with jurisdiction over the matter, such action shall not be construed to affect any other valid portion of this Ordinance.
V. PROPER NOTICE & MEETING
The City Council hereby officially finds and determines that notice of public hearing at which this Ordinance was considered was published in a newspaper of general circulation in the City on the fourth day before the date of hearing;, and that the meetings at which this Ordinance was considered and passed by the City Council were open to the public, and that public notice of the time, place and purpose of said meetings was given as required by the Open Meetings Act, Chapter 551 of the Texas
Page 11 of 11
Government Code. INTRODUCED on the day of 2013, and finally PASSED, APPROVED and ADOPTED on this the day of , 2013. CITY OF SAN ANGELO
ATTEST: By: Dwain Morrison, Mayor Alicia Ramirez, City Clerk
Approved As to Form: Approved As to Content: ______________________ ____________________________ Lysia Bowling, City Attorney A. J. Fawver, Interim Director of Development Services
City of San Angelo
Memo
Meeting Date: December 3, 2013
To: City Council members
From: Kevin Boyd, Planner
Subject: Z13-37: SKG Engineering, a request for approval of a zone change from Two-Family Residential (RS-2) to General Commercial (CG) to allow for activities allowed within CG zoning districts shown in Section 310 of the Zoning Ordinance, on the following property:
Location: 17 West 8th Street, located approximately 200 feet west of the
intersection of West 8th Street and North Chadbourne Street; more specifically occupying the Miles Addition, Block 23, Lot 5, in north central San Angelo.
Purpose: Approval of this request would zone the property Two-Family
Caption: First Public Hearing and consideration of introduction of an Ordinance amending Chapter 12, Exhibit “A” (Zoning Ordinance) of the Code of Ordinances, City of San Angelo
Z13-37: SKG Engineering
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: 17 West 8th Street, located approximately 200 feet west of the intersection of West 8th Street and North Chadbourne Street. This property specifically occupies the Miles Addition, Block 23, Lot 5, in north central San Angelo, changing
2
the zoning classification from Two-Family Residential (RS-2) to General Commercial (CG) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY
Summary: The City Council may:
(1) Approve the proposed zone change as requested; or (2) Modify the application to some alternative zoning classification believed to be
more appropriate; or
(3) Deny the proposed zone change, altogether. Recommendation: Planning staff recommends approving the proposed zone change request from Two-Family Residential (RS-2) to General Commercial (CG). Planning Commission recommended approval of this request by a vote of 6-0 on November 18, 2013.
East: General Commercial / Heavy Commercial (CG/CH) and Heavy Commercial (CH)
Los Magueyes Bakery, Super Uniforms, Brothers Automotive, Val’s Home Appliances Furniture Center, Stripes gas station and vacant tracts
Thoroughfares/Streets: West 18th Street is identified as a "local street",
and is designed to carry light neighborhood traffic at low speeds.
North Chadbourne Street is identified as a "major
arterial street" and is designed to connect collector streets to freeways and other arterials carrying large volumes of traffic at high speeds. Access is secondary and mobility is the primary function of these streets.
Zoning History: The property was annexed within the city prior to
1949. As far back as 1964, the property has been zoned
Two-Family Residential (RS-2). Applicable Regulations: Allowed uses for this property can be found in
Section 310 (Use Table) of the Zoning Ordinance. Development Standards: Nonresidential district standards are outlined in
Section 502.B. of the Zoning Ordinance.
4
All required off-street parking and the connection(s) to a public right-of-way are required to be paved.
Vision Plan Map: Commercial Related Comp Plan Excerpts: “Promote better transition between nearby
commercial and residential use of land and buildings.”
"Require a buffer separating commercial, industrial, or agricultural zoned lands from neighborhoods."
"Establish transition areas to better "scale-down" intensity of use from commercial centers to neighborhoods."
"...slowly reorganize commercial corridors into clusters..."
"Create new physical connections to neighborhoods lined with transitional and intermediate uses."
Special Information
Traffic Concerns: Changing the zoning from residential to commercial is likely to generate additional traffic than if the property remained as-is.
Parking Requirements: Vary depending upon the use of the property, see
Section 511. Parking Provided: No parking exists as the tract remains vacant and
undeveloped at this time. Density: Surrounding properties are low to medium density
residential and commercial in nature. The Vision Plan calls for 'Commercial' type development for the site in question.
Notification Required: Yes Notifications Sent: 11
Responses in Favor: 1
5
Responses in Opposition: 0
Analysis:
In order to approve this zone change request, the City Council members are first required to consider the following criteria: 1. Compatible with Plans and Policies. Whether the proposed amendment is compatible
with the Comprehensive Plan and any other land use policies adopted by the Planning Commission or City Council.
2. Consistent with Zoning Ordinance. Whether and the extent to which the proposed amendment would conflict with any portion of this Zoning Ordinance.
3. Compatible with Surrounding Area. Whether and the extent to which the proposed amendment is compatible with existing and proposed uses surrounding the subject land and is the appropriate zoning district for the land.
4. Changed Conditions. Whether and the extent to which there are changed conditions that require an amendment.
5. Effect on Natural Environment. Whether and the extent to which the proposed amendment would result in significant adverse impacts on the natural environment, including but not limited to water and air quality, noise, storm water management, wildlife, vegetation, wetlands and the practical functioning of the natural environment.
6. Community Need. Whether and the extent to which the proposed amendment addresses a demonstrated community need.
7. Development Patterns. Whether and the extent to which the proposed amendment would result in a logical and orderly pattern of urban development in the community.
The staff recommendation is based upon the statements listed below. Staff believes that the proposed zone change meets all of the criteria outlined, thus recommending approval of a zone change to General Commercial (CG). This request is compatible with the city's plans and polices, as the Vision Plan envisions the property and much of the properties to the east to be designated as ‘Commercial’. Additionally, properties to the north as well as the parcel directly to the west are designated to be commercial in nature. The category ‘Commercial’ seeks to provide business and retail related opportunities and fits with CO, CG, and CH zoning, and CN zoning. The long-
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range plan calls for future commercial development for the area along North Chadbourne Street between Houston Harte Expressway and West 12th Street, several blocks to the north. Although the site is currently zoned residential, the proposed request is more reflective of aspects in the Vision Plan as well as future development patterns for the area. The request is consistent with aspects of the Zoning Ordinance. Although it was stated that they do not have a specific use in mind, they have discussed ideas of having an office building, water or ice sales, or other something that would fall under the allowed uses in the district. The district will introduce a wide range of uses – 'Retail Sales and Services' for example, provides opportunities for personal services, entertainment and product repair or services for consumer and business goods. Examples may include animal grooming, branch banks, restaurants, hotels, offices and convenience stores (Section 315.G, Zoning Ordinance). Some conditional uses allowed in CG zoning include game halls, equipment rental, vehicle repair (full service repair), warehouse and freight movement, waste-related uses and wholesale trade (Section 310, Zoning Ordinance). Some of the more intensive uses permissible in the district are self-service storage facilities, repair-oriented businesses and limited outdoor storage. The district allows for ‘Type 2: Limited Outdoor Storage’, which prohibits outdoor storage to exceed 1,000 square feet or 10 percent of the total site area, whichever is greater – a privacy fence is not required in this circumstance, unless said property abuts a residential zoning district or use (Sections 504 and 509, Zoning Ordinance). While North Chadbourne is clearly defined as a major commercial corridor, much of the 0 Block of West 8th Street is zoned for residential uses. The lot in question, as well as some adjoining lots remain vacant, open space. While much of the lots to the north and west of the property are currently zoned residential, this portion of the block displays a lower density of housing units, characterized by vacant and partially vacant lots. There has been a transition of uses along the block. As a result, the boundary between the zones has become blurred, meaning that it is becoming more difficult to decipher residential properties from those that are commercial. The area already has a good mix of commercial and residential development – at the intersection with North Chadbourne Street is a furniture store, gas station, bakery and specialty clothing store – approval of this request will further solidify the area as part of the nearby commercial corridor. These lots are similar in area and dimension measure roughly 50’ x 100’. A majority of the lots to the north are zoned Two-Family Residential (RS-2), – the property is adjacent to the west is zoned Office Commercial (CO), and Heavy Commercial (CH) immediately east of the site. The proposed CG zoning is an appropriate transition of zoning from CG/CH, CH and CO zoning, within the block (refer to the site map below). This request represents changed conditions to the current Ordinance, in that, RS-2 limits development to residential uses, notably, single-family detached and two-family dwellings (Section 311, Zoning Ordinance). In addition to changing the zoning from
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residential to commercial, the proposed change will allow for greater allowances in building setbacks, maximum height and a higher FAR ratio. In a CG zone, the required front yard or setback is 25 feet, the side or rear yard varies from 0 – 10 feet, depending on whether or not the property abuts a residential use or zoning district (Section 502, Zoning Ordinance). There is no maximum building height for the district and the Floor Area Ratio, FAR, or maximum buildable space is 2 or twice the total area for the lot. This request is consistent with the commercial designation of the Comprehensive Plan, as such an amendment to the Vision Plan Map of this document is not required to approve this request.
Staff expects that the proposed zone change may have some impact on the natural environment. The change will introduce a wide range of commercial development opportunities, in both scale and type. That being said, potential impacts are greatly tied to the nature of the project – given the allowed uses for the district, such changes will not significant. The site remains a vacant lot, mainly comprised of open space – a number of trees and vegetation exist on the property, the removal of vegetation in developing the tract will have a relatively small impact on the environment. Staff must consider, given the small lot size, 50’ x 100’ or (5,000 sq ft), future plans may trigger future subdivision requests in the area with the means to enlarge the tract to meet greater demands for large scale commercial projects. Conceivably there can be greater storm water runoffs generated from buildings or structures that have larger building footprints. An internal site review will be conducted by city staff will ensure that any approved project directs runoff away from neighboring properties or require effective screening. The requested zoning represents a community need. Vacant and abandoned homes left unmaintained is a dangerous combination and serves as potential blight in the community, as demolition of such structures can generate an improved quality of living for residents of surrounding properties. The proponent’s decision to rezone the property to something more practical is a conscious step in revitalizing that section of the block. The site boasts close proximity to major roadways and commercial development; the request cleans up and offers a nice transition between existing zoning. The site is within 200 feet of North Chadbourne Street, which is identified as a minor arterial. Houston Harte Expressway is also very accessible from the site. The requested zone change and proposed development will offer suitable infill opportunities for the tract of land that has serve as vacant, open space for many years. It will also enable development which provides a buffer between uses, a transition from neighborhood serving commercial to nearby residential uses and zoning. The location also provides close proximity to shops and other services, such a transition stimulates the environment for walkable communities. The presence of mix uses within a confined space reduces the demand for automobile use and enhances the nature of the area - further creating places where people can live, shop and work, thus establishing sustainable environments.
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Proposed Conditions
N/A
Attachments: Excerpt from zoning map, showing the general location within the City of San Angelo;
Excerpt from zoning map, highlighting subject property; Aerial photo, highlighting subject property; Excerpt from the comprehensive plan vision map highlighting
the subject property; Excerpt of the favor/opposition notification map; Citizen Response; Draft minutes from 11/18/13 Planning Commission Meeting;
and Draft Ordinance.
Presentation: Kevin Boyd, Planner Reviewed by: Jeff Hintz, Interim Senior Planner (11/8/13)
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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: 17 West 8th Street, located approximately 200 feet west of the intersection of West 8th Street and North Chadbourne Street. This property specifically occupies the Miles Addition, Block 23, Lot 5, in north central San Angelo, changing the zoning classification from Two-Family Residential (RS-2) to General Commercial (CG) District; PROVIDING FOR SEVERABILITY AND PROVIDING A PENALTY
RE: Z 13-37: SKG Engineering
WHEREAS, the Planning Commission for the City of San Angelo and the governing
body for the City of San Angelo, in compliance with the charter and the state law with reference to zoning regulations and a zoning map, have given requisite notice by publication and otherwise, and after holding hearings and affording a full and fair hearing to all property owners and persons interested, generally, and to persons situated in the affected area and in the vicinity thereof, is of the opinion that zoning changes should be made as set out herein; NOW THEREFORE,
BE IT ORDAINED BY THE CITY OF SAN ANGELO:
SECTION 1: That the basic zoning ordinance for the City of San Angelo, as enacted
by the governing body for the City of San Angelo on January 4, 2000 and included within Chapter 12 of the Code of Ordinances for the City of San Angelo, be and the same is hereby amended insofar as the property hereinafter set forth, and said ordinance generally and the zoning map shall be amended insofar as the property hereinafter described: 17 West 8th Street, located approximately 200 feet west of the intersection of West 8th Street and North Chadbourne Street. This property specifically occupies the Miles Addition, Block 23, Lot 5, in north central San Angelo, shall henceforth be permanently zoned as follows: General Commercial (CG) District.
The Director of Planning is hereby directed to correct zoning district maps in the office of the Director of Planning, to reflect the herein described changes in zoning.
SECTION 2: That in all other respects, the use of the hereinabove described
property shall be subject to all applicable regulations contained in Chapter 12 of the Code of Ordinances for the City of San Angelo, as amended.
SECTION 3: That the following severability clause is adopted with this amendment: SEVERABILITY:
The terms and provisions of this Ordinance shall be deemed to be severable in that, if any portion of this Ordinance shall be declared to be invalid, the same shall not affect the validity of the other provisions of this Ordinance.
SECTION 4: That the following penalty clause is adopted with this amendment:
PENALTY: Any person who violates any provisions of this article shall be guilty of a misdemeanor and, upon conviction, shall be subject to a fine as provided for in Section 1.106 of the Code of Ordinances for the City of San Angelo. Each day of such violation shall constitute a separate offense.
INTRODUCED on the 3rd day of December, 2013 and finally PASSED, APPROVED AND ADOPTED on this the 17th day of December, 2013.
THE CITY OF SAN ANGELO
____________________________________
Dwain Morrison, Mayor
ATTEST:
________________________________ Alicia Ramirez, City Clerk Approved As To Content: Approved As To Form: _________________________ ________________________ AJ Fawver, Planning Manager Lysia H. Bowling, City Attorney
City of San Angelo
Memo
Meeting Date: December 3, 2013
To: City Council members
From: Kevin Boyd, Planner Subject: Street and alley abandonment request, Fairview Addition Block 66,
67 and 74, a request for abandonment of the following properties: Location: An 80' wide portion of the unimproved public right-of-way for Florence
Street, extending approximately 680' northward from Hughes Street and immediately south of the railroad right-of-way (to include portions of the 100' right-of-way of Hughes Street), an approximately 100' x 270' portion of unimproved public right-of-way of Velma Street - And - a 20' x 430' alley right-of-way in Blocks 66 and 67 and 20' x 35' alley right-of-way in Block 74 of the Fairview Addition, in north central San Angelo.
Caption: First Public Hearing and consideration of introduction of an Ordinance authorizing abandonments of public streets and right-of-ways in the Fairview Addition, Block 66, 67 and 74 in north central San Angelo
AN ORDINANCE PROVIDING FOR THE ABANDONMENT AND
CLOSING OF UNIMPROVED STREETS AND ALLEY SEGEMENTS, TO WIT: An 80' wide portion of the unimproved public right-of-way for Florence Street, extending approximately 680' northward from Hughes Street and immediately south of the railroad right-of-way (to include portions of the 100' right-of-way of Hughes Street), an approximately 100' x 270' portion of unimproved public right-of-way of Velma Street - And - a 20' x 430' alley right-of-way in Blocks 66 and 67 and 20' x 35' alley right-of-way in Block 74 of the Fairview Addition, in north central San Angelo; AUTHORIZING THE CONVEYANCE THEREOF TO THE ABUTTING PROPERTY OWNERS; PROVIDING FOR THE TERMS AND CONDITIONS OF ABANDONMENT AND CONVEYANCE; AND PROVIDING FOR THE
MAYOR TO EXECUTE AND DELIVER A QUIT CLAIM DEED TO THE ABUTTING PROPERTY OWNERS
Summary: The City Council may:
1) Approve the proposed abandonment; or
2) Approve the proposed abandonment subject to conditions; or
3) Deny the proposed abandonment.
Recommendation: City staff recommends approving, subject to conditions mentioned in this report. Planning Commission recommended approval of this request by a vote of 6-0 on November 18, 2013.
History and Background:
Last month, the applicants, Southwest Orient Properties, LLC., filed a request to formally abandon the a series of adjoining alleys in the Fairview Addition, Blocks 66, 67 and 74, in north central San Angelo. The immediate area is sandwiched between two rail crossings – one terminates slightly pass the site, to the south, the other is a major rail line that runs across town (across South Bryant Blvd, Knickerbocker Rd and the Loop) and transports freight into the city from the east and west. Close proximity of the rail lines has had a dramatic impact on development in the surrounding area which is a mix of heavy industrial and agricultural land uses. The presence of the railways allow for easy transporting of goods. More specifically, the proposed alleyway runs laterally to the north of Culwell Street. Much of it will be the abandoning of Hughes Street, Florence Street and Velma Street, which spans roughly 680', also in the request to be abandoned is a roughly 20' x 430' alley right-of-way in Blocks 66 and 67 of the Fairview Addition and 20' x 35' alley right-of-way in Block 74 of the Fairview Addition. It area is quite sizeable and measures slightly more than 75,500 square feet. Whenever an alley is officially abandoned, it is divided at the centerpoint and deeded to the adjacent property owners – since the proponent owns much of the adjoining area on either side of the proposed abandonment, if approved and all measures are carried out, much of the abandoned sections will be handed over to the proponent.
General Information
Existing Zoning: Heavy Manufacturing (MH) Existing Land Use: Southwest Orient Properties, LLC. Surrounding Zoning/Land Use: North: Heavy Manufacturing (MH) Open land West: Heavy Manufacturing (MH) Bollman Industries (livestock) South: Heavy Manufacturing (MH) Acme Iron & Metal Co. (strap yard),
Zafiro Bar and Clark's Auto Parts and Wrecker Service
East: Heavy Manufacturing (MH) San Angelo Packing Company Warehouse, Republic Services (waste management and recycling services)
Storm Water/Drainage: Abandoning the alley is not expected to affect drainage in the area.
Topography: Abandoning the alley is not expected to change
the topography of the area. Water/Sewer Utilities: Water Utilities is requesting for a 20' utility and
access easement for the existing water line on the property. The access easement will need to extend from the water line to Hughes right-of-way.
Fire Protection: Abandoning the alley is not expected to affect fire
protection in the area. Access Management: Abandoning the alley is not expected to affect
access management in the area. Notification required: Yes Notifications Sent: 7 Received In favor 0 Received in opposition 0
Special Information
Private Utilities: N/A
Basis for Recommendation
After an internal review of the site, staff finds that there is no real interest in maintaining the requested unimproved street right-of-ways and alleyways. The portions of Hughes Street, Florence Street and Velma Street right-of-ways do not appear to have ever been improved (paved to street specifications) or fully utilized as a street, at any point in time. Currently the proponents, Southwest Orient Properties, LLC., has utilized the site with their operations for quite some time. The triangular shaped tract, bounded by both sides by the railroad tracts, makes serious development of site impractical - the odd configuration of the site restricts future land development of the area. With the exception of a water line that extends slightly within the right-of-way of unimproved Velma Street, no other public utility exist within the identified area. In reviewing the nature of this request, staff has uncovered series abandonments that has occurred in the generalized area between North Bell Street and the westernmost point of the tracts, over the past few years. Approvals of such abandonments, including the abandoned portion situated immediately to the west of the site, further solidify the city's need to relinquish the rights of the specified area. Additionally, abandonment will not negatively impact the accessibility of nearby and adjacent streets and is compatible with aspects of the Thoroughfare Plan for the area.
Given the circumstances outlined, it would be more beneficial for the city to relinquish ownership of the identified properties. With abandoning of these sections, staff is requesting that a 20' utility and access easement be required with approval and extend to the Hughes Street right-of-way to allow for city access to the existing water line along Velma Street.
Proposed Conditions
1. Provide a survey and metes and bounds decsription of the property to be abandoned, performed under the direction of a registered professional land surveyor.
2. City Water Utilities requires a 20' utility and access easement for the existing water
line on the property. The access easement will need to extend from the water line to Hughes Street right-of-way.
3. Replatting the property abandoned and adjacent to the abandonment into one contiguous lot.
Attachments: Excerpt from zoning map, showing the general location within the City of San Angelo;
Excerpt from zoning map, highlighting subject property; Aerial photo, highlighting subject property; Original plat of the Fairview Addition from 1906; Existing water and sewer lines in the area; and Water Utilities site comments on survey. Presentation: Kevin Boyd, Planner Reviewed by: Jeff Hintz, Interim Senior Planner (11/08/13)
City of San
Angelo
Memo
Meeting Date: December 3, 2013
To: City Council members
From: Jeff Hintz, Interim Senior Planner Subject: A request to abandon a segment of alley right-of-way on the following
property:
Property: An approximately 20 foot wide x 490 foot long portion of alley running east to west, parallel to and in-between West 8th Street & West 9th Street, bounded to the east by Martin Luther King Drive. This alleyway is shown on the plat document of the Miles Addition, Block 32, in north-central San Angelo.
Purpose: Approval would formally close the alleyway.
Caption: AN ORDINANCE PROVIDING FOR THE ABANDONMENT AND CLOSING OF THE FOLLOWING ALLEY, TO WIT: An approximately 20 foot wide x 495 foot long portion of alley running east to west, perpendicular to Martin Luther King Drive located in Block 32 of the Miles Addition in north-central San Angelo; AUTHORIZING THE CONVEYANCE THEREOF TO THE ABUTTING PROPERTY OWNERS; PROVIDING FOR THE TERMS AND CONDITIONS OF ABANDONMENT AND CONVEYANCE; AND PROVIDING FOR THE MAYOR TO EXECUTE AND DELIVER A QUIT CLAIM DEED TO THE ABUTTING PROPERTY OWNERS.
Summary: The City Council may:
(1) Approve the proposed abandonment;
(2) Modify of the abandonment conditions to those believed to be more appropriate; or (3) Deny the proposed abandonment.
Recommendation: City staff recommends approving the proposed abandonment, subject to conditions outlined in this staff report. Planning Commission recommended approval 6-0 on the Consent Agenda at the November 18, 2013 meeting. History and Background: General Information
Existing Zoning: Two-Family Residential (RS-2) Existing Land Use: Alley lies between buildings on the Carver school
site and is currently unimproved Surrounding Zoning/Land Use: North: RS-2 School Building West: RS-2 North Bryant Boulevard South: RS-2 School Building East: RS-2 Martin Luther King Drive
Storm Water/Drainage: The abandonment is not expected to create any
drainage issues. Topography: Abandonment of the right-of-way is not expected
to generate any elevation problems or issues. Water/Sewer Utilities: Requires a 20' open and unobstructed utility
easement be reserved in this alleyway to provide future access to facilities.
Fire Protection: No Fire Access issues are expected to be
generated as a result of this abandonment. Access Management: No access management issues are anticipated as
a result of this abandonment. Notification Required: Yes Notifications Sent: 18
Responses in Favor: 0
Responses in Opposition: 0 Special Information
Private Utilities: This abandonment is not anticipated to create any concerns for private utilities
Traffic Concerns: Traffic patterns for this area should remain unaffected. This
portion of alley has never been improved and the individual lots served by this alleyway are all owned by the proponent of this particular request.
Rationale for staff's recommendation:
This alleyway has effectively been closed for years. It is un-improved at this time and several trees hinder anyone from actually travelling through this alleyway. The site is surrounded by SAISD property, and the actual alleyway is home to a water and sewer line. Essentially nothing is being gained for the public's benefit for the City to be maintaining this alleyway as a public right-of-way. It would be the best use of the property for it to be abandoned and encompassed by the SAISD which owns property on both sides of the alleyway. As such, SAISD would effectively own the entire Block 32 of the Miles Addition. The only requirement is that an easement be maintained where the current alleyway runs to allow for access and maintenance of the existing water and sewer line currently running in this alleyway.
Proposed Conditions
1. Reservation of a 20' open and unobstructed utility easement (where the
alleyway currently runs) to access and maintain existing water utilities facilities.
Attachments: excerpt from zoning map, highlighting subject property; aerial photo, highlighting subject property; and draft ordinance. Presentation: Jeff Hintz, Interim Senior Planner
AN ORDINANCE PROVIDING FOR THE ABANDONMENT AND CLOSING OF THE FOLLOWING ALLEY, TO WIT: An approximately 20 foot wide x 495 foot long portion of alley running east to west, perpendicular to Martin Luther King Drive located in Block 32 of the Miles Addition in north-central San Angelo; AUTHORIZING THE CONVEYANCE THEREOF TO THE ABUTTING PROPERTY OWNERS; PROVIDING FOR THE TERMS AND CONDITIONS OF ABANDONMENT AND CONVEYANCE; AND PROVIDING FOR THE MAYOR TO EXECUTE AND DELIVER A QUIT CLAIM DEED TO THE ABUTTING PROPERTY OWNERS
RE: abandonment of a public right-of-way being an approximately 20 foot wide x 495 foot long portion of alley running east to west, perpendicular to Martin Luther King Drive located in Block 32 of the Miles Addition
WHEREAS, the City Council of the City of San Angelo, Texas, acting pursuant to law, deems it advisable to abandon and convey the hereinafter described tract of land to the abutting property owner and is of the opinion that said land is not needed for public use, and that same should be abandoned and quit claimed to the abutting property owner as hereinafter provided; and WHEREAS, the City Council of the City of San Angelo, Texas is of the opinion that the best interest and welfare of the public will be served by abandoning and conveying same to the abutting property owner, subject to conditions and restrictions contained herein; NOW, THEREFORE, BE IT ORDAINED BY CITY COUNCIL OF THE CITY OF SAN ANGELO: 1. That the following described tract in the City of San Angelo, Tom Green County,
Texas be and the same is hereby abandoned, vacated and closed insofar as the right, title and easement of the public are concerned; subject, however, to the conditions and restrictions hereinafter more fully set out:
BEING the entire 20 foot width and approximately 495 foot length of right-of-way
for a public alley running east to west, perpendicular to Martin Luther King Drive located in Block 32 of the Miles Addition in north-central San Angelo, which said alley is described more particularly as follows:
BEGINNING at a point on southeast corner of the Miles Addition, Block 32, Lot 1 THENCE in a southerly direction a distance of approximately 20 feet to the northeast corner of the Miles Addition, Block 32, Lot 20; THENCE in an westerly direction a distance of approximately 495 feet; THENCE in an northerly direction a distance of 20 feet; THENCE in an easterly direction a distance of approximately 495 feet to the POINT OF BEGINNING.
2. That the abandonment and conveyance provided for herein is made and accepted
subject to all present zoning and deed restrictions, if the latter exist, and all existing easements, if any, whether apparent or non-apparent, aerial, surface, underground or otherwise.
3. That the abandonment and conveyance provided for herein shall extend only to the
public right, title, easement and interest and shall be construed to extend only to the interest which the governing body for the City of San Angelo may legally and lawfully abandon and vacate.
4. That the Mayor of the City of San Angelo is hereby authorized to execute and deliver
a quit claim deed conveying the above-described tract to the abutting property owner.
5. That the terms and conditions contained in this ordinance shall be binding upon
Grantees and assigns. 6. That the Grantees shall pay all reasonable costs associated with procedures
necessitated by the request to abandon this public right-of-way. 7. That a 20 foot open and unobstructed easement be reserved as a utility easement
where the current alleyway currently runs. INTRODUCED on the 3rd day of December, 2013 and finally PASSED, APPROVED AND ADOPTED ON this the 17th day of December, 2013. CITY OF SAN ANGELO, TEXAS ATTEST: by: ______________________________ by: ______________________________
Dwain Morrison, Mayor Alicia Ramirez, City Clerk Approved As To Content: Approved As To Form: _________________________ ________________________ AJ Fawver, Planning Manager Lysia H. Bowling, City Attorney
City of San Angelo
Memo DATE: November 5, 2013 TO: Mayor and Council Members FROM: Robert Salas, Director, Neighborhood Services SUBJECT: Agenda Item for December 3, 2013 Council Meeting CONTACT: Robert Salas 657-4274 CAPTION: Regular
Consideration of approval and public hearing of an amendment to the 2013 Annual Action Plan for use of CDBG funds for Neighborhood Blitz and authorizing staff to submit the change to HUD.
-------------------------------------------------------------------------------------------------------------------------------- SUMMARY: The 2013 Annual Action Plan (AAP) was approved on July 16 council meeting. The AAP identified $177,969 for complete housing rehab projects of which $75K is set aside for rental rehab projects. Staff is requesting approval to move $102,969 of CDBG funds from complete rehabs to housing rehabs associated with the annual Neighborhood Blitz. HISTORY: Currently, the city funds complete housing rehab projects up to $25K per project. The average per project is $16K. Due to cuts in federal funds, the number of complete rehabs the city can fund has decreased steadily from over 25 per year to 9 per year. Blitz rehabs cost an average of $5K and the city can complete over 20 projects which has more impact on neighborhood appeal. In addition, the city can leverage over $50K of non-city funds to support blitz rehabs, providing more “bang for the buck”. FINANCIAL IMPACT: No additional cost will be realized. RELATED GOAL ITEM: Neighborhood Revitalization. OTHER INFORMATION: None ATTACHMENTS: AAP amended page PRESENTATION: By Bob Salas, Director of Neighborhood & Family Services PUBLICATION: None
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PROPOSED CDBG/HOME PROJECT DESCRIPTIONS Listed below are detailed descriptions of activities recommended for funding under 2013 CDBG and HOME grant programs. Descriptions include timelines for each project, additional funding received for specific use of the project, and what national/local objectives the project addresses.
CDBG FUNDED PROJECTS $155,917 CDBG Administration/Planning Staff and related costs required for overall program management, coordination, monitoring, reporting, and evaluation of CDBG and HOME programs. Additional Funding: None NATIONAL OBJECTIVE: NA CONS. PLAN OBJECTIVE: Non-Housing Community Development ELIGIBLE ACTIVITY: 21A General Program Administration §570.206 $414,954 City’s Housing Rehabilitation Program Continues funding for the Housing Rehabilitation/Preservation Program which includes:
• Housing Rehabilitation • Emergency Repairs • Program Delivery
Rental Housing Rehab - $75,000 will be for Rental Housing Rehab loans/grants. Assistance will be provided to at least 5 eligible rental units within the city limits of San Angelo. Expenditures for homeowner rehabs are limited to $15,000 per project. Modifications to provide barrier-free living space, when feasible, for homes occupied by either disabled or elderly individuals requiring such modifications will also be included. Homes will also receive work to reduce lead-based paint hazards, if necessary, based on requirements set by HUD regulations. Rental rehab properties will be capped at $15,000 per project and landlords will also be required to adhere to affordability timelines and HUD rent limits and caps for the duration of the affordability period. Projects are scheduled first come first served and will be executed throughout the year. Neighborhood Blitz - $102,969 will fund the annual Neighborhood Blitz. Annually, the City of San Angelo employees shut down for one day to participate in a paint and clean-up blitz in low income neighborhoods. The city partners with local churches and Habitat for Humanity thru their Brush with Kindness program to provide supplies, equipment and to feed the employees. The funds will be used to prep the exterior of at least 25 housing units in advance of the blitz in order to leverage the local resources being expended in these deteriorating neighborhoods. Repairs will include siding, windows, eaves, and repair other exterior surfaces. Homeowners must meet income limits and be eligible for the program. Lead-based paint work safe practices will be monitored for compliance. Projects are scheduled first come first served and will be executed between Mar 1 – Apr 30 of each year. Emergency Repairs - $110,000 will fund 100% grant for low/moderate income homeowners for up to $5,000.00 in Emergency Repairs. An emergency is a situation or condition that occurred without warning (within two (2) weeks), is detrimental to life, health, or safety and requires immediate action. Action must be taken within 24-72 hours to remediate the emergency situation. Modifications to provide barrier-free living space, when
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feasible, for homes occupied by either disabled or elderly individuals requiring such modifications will also be included. The goal for this funding is to complete repairs for approximately 40 unduplicated households. Services continue throughout the year. Program Delivery - $126,985 will fund salaries and benefits for program staff and provide funds for operating the Rehab programs.
Additional Funding: None NATIONAL OBJECTIVE: Benefit 100% low/moderate income households CONS. PLAN OBJECTIVE: Affordable Housing ELIGIBLE ACTIVITY: 14A Rehabilitation §570.202 $38,000 Code Compliance Funds the salary and benefits for a City of San Angelo Code Compliance Officer. This officer will be assigned to enforce codes, such as junk, junk vehicles, tall grass and weeds, junk appliances, refuse, unsightly material and temporary signs, and related state laws in low/moderate income areas defined by the 2010 Census. On average, the Code Compliance Division performs about 2900 compliance activities annually, which include inspection, re-inspection and violation documentation in low/moderate income areas. The service provided by the officer will aid in the elimination of conditions which are detrimental to health, safety and public welfare in targeted areas of the City. Year-long project. Additional Funding: None NATIONAL OBJECTIVE: Benefit at least 51% low/moderate income CONS. PLAN OBJECTIVE: Non-Housing Community Development ELIGIBLE ACTIVITY: 15 Code Enforcement Activities §570.202(c) $150,713 Debt Service Repayment of the Section 108 Loan for Rio Vista Park Renovation and the Producer’s Park Development. This loan totaling $2,035,000 plus interest will be paid back over period not to exceed 20 years. Additional Funding: None NATIONAL OBJECTIVE: Benefit at least 51% low/moderate income persons CONS. PLAN OBJECTIVE: Public Facilities ELIGIBLE ACTIVITY: Parks, Recreational Facilities §570.201(c) $20,000 Helping Hands Funds minor repairs to provide cost-free, safe, secure, and weatherproof housing for elderly homeowners. The Helping Hands program will be used to assist with minor repairs to plumbing, electrical, and other conditions that present an unsafe or unsanitary condition for the homeowner. Approximately 30 homeowners will be assisted through the Helping Hands Program. Projects are scheduled twice a year using community volunteers. Additional Funding: $16K from United Way NATIONAL OBJECTIVE: Benefit 100% low/moderate income households CONS. PLAN OBJECTIVE: Affordable Housing ELIGIBLE ACTIVITY: 14A Rehabilitation §570.202
City of San Angelo
Memo Date: November 6, 2013 To: Mayor and Council Members From: Robert Salas, Director, Neighborhood & Family Services Subject: Agenda Item for December 3, 2013 Council Meeting Contact: Robert Salas 657-4274 Caption: Regular Consideration of approval and public hearing of the 2012 Consolidated Annual Performance and Evaluation Report (CAPER). --------------------------------------------------------------------------------------------------------------------------------- Summary: The 2012 CAPER is a document required of all entitlement cities receiving annual Community Development Block Grant (CDBG) and HOME Investment Partnerships (HOME) funds from the U.S. Department of Housing and Urban Development (HUD). History: The CAPER is the City’s performance evaluation for the 2012 Program Year covering 1 Oct 2012 thru 30 Sep 2013. The CAPER includes a summary of expended resources, objectives and goals as they relate to affordable housing, outcome measures, geographic distribution, and barriers to affordable housing. This report is the product of public outreach consistent with the City of San Angelo’s 2010-2014 Five-Year Consolidated Plan. Public notices were posted in a newspaper article in the Standard Times and draft copies of the CAPER were posted at various locations throughout the city. Approval the 2012 CAPER will authorize the City to forward the final CAPER to the HUD Regional Office in Ft Worth. Financial Impact: None Related Vision Item: Neighborhood Revitalization. Other Information/Recommendations: Approve content and allow staff to forward to HUD. Attachments: 2012 CAPER
Presentation: Powerpoint slides. Publication: Standard Times advertisement. Approval By Service Area Director: N/A.
CITY OF SAN ANGELO
2012 Program Year
Consolidated Annual Performance &
Evaluation Report (CAPER)
NEIGHBORHOOD & FAMILY SERVICES DEPT COMMUNITY & HOUSING SUPPORT DIVISION
Plan Preparation by: Robert Salas, Director, Neighborhood & Family Services Department Special Thanks to: Mauri LC Rodríguez, Sr. Program Coordinator Steve Díaz, Housing Rehab Coordinator Chris Deanda, Special Projects Coordinator Monica Lozano, HOME Coordinator City Council
Dwain Morrison, Mayor Rodney Fleming, Councilman Single Member District 1 Marty Self, Councilman
Single Member District 2 Johnny Silvas, Councilman Single Member District 3
Don Vardeman, Councilman Single Member District 4 H.R. Wardlaw III, Councilman Single Member District 5 Charlotte Farmer, Councilwoman Single Member District 6
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TABLE OF CONTENTS PAGE EXECUTIVE SUMMARY 3
FUNDS RECEIVED/EXPENDED 4
GOALS & OBJECTIVES 5
GEOGRAPHIC DISTRIBUTION 9
MONITORING 15
HOUSING 18
BARRIERS TO AFFORDABLE HOUSING 20
HOMELESS NEEDS 24
COMMUNITY DEVELOPMENT 25
SECTION 108 LOANS 30
ANTI POVERTY STRATEGY 30
PERFORMANCE TABLES 32
PERFORMANCE MEASUREMENT CERTIFICATIONS 38
CDBG FINANCIAL SUMMARY 42
ANNUAL PERFORMANCE REPORT (HOME) 44
HOME MATCH REPORT 47
CAPER Ad 49
PR03 REPORT 51
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Third Program Year CAPER GENERAL EXECUTIVE SUMMARY This Consolidated Annual Performance and Evaluation Report (CAPER) describes the activities undertaken during the program year starting October 1, 2012 and ending September 30, 2013 using Federal funds granted to the City of San Angelo by the U.S. Department of Housing and Urban Development (HUD) under the Community Development Block Grant (CDBG) and Home Investment Partnership (HOME). Activities and accomplishments described in this report primarily benefit low-to-moderate income residents of the City of San Angelo, neighborhoods with high concentrations of low-to-moderate income residents, and the city as a whole. A complete draft of this report has been made available for public review and comment for a 15-day period beginning November 20, 2013. The availability of the report has been publicly advertised consistent with the provisions of San Angelo’s Consolidated Plan with printed copies available at strategic locations throughout the city as specified in the Citizen Participation Plan. The City of San Angelo continued to support multiple housing projects and programs for the 2012 CDBG and HOME program year to include Emergency Repair program for elderly and/or disabled, housing rehabilitation, homebuyers’ assistance, and new construction programs. Moreover, the City leveraged local funds to support first-time homebuyers with gap financing for the purchase of new homes. The city did not fund public service projects this program year. Success Stories Neighborhood Blitz: Using local funding, nearly 400 city workers and 450 community volunteers took part in the annual Neighborhood Blitz, which repaired and painted homes and cleaned up the neighborhoods targeted for revitalization. The blitz, a part of the City's Neighborhood Revitalization Program, was the fifth the city has hosted since 2009. A total of 32 homes were repaired and painted and neighborhoods were cleaned up. Affordable Housing Assistance Program thru Local ½ Cents Sales Tax: The City expended $297K to support affordable housing via the local ½ cent sales tax program for new home construction. This provided gap financing for 7 first-time homebuyers. Funds Received The table below outlines the Consolidated Plan funding received by the City of San Angelo between October 1, 2012 and September 30, 2013. This table only includes new funds received during the program year and does not account for unspent prior year funds spent during the 2012 program year.
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2012 Program Funds Available CDBG HOME TOTAL Federal Entitlement $697,741 $268,521 $966,262 Program Income $40,000 $22,000 $62,000 Total Funds Available $737,741 $290,521 $1,028,262
Funds Expended The activities and accomplishments outlined in this document are based on the expenditure of Federal funds between October 1, 2012 and September 30, 2013 as outlined below. Funds expended during the program year include, admin and reprogrammed prior year funds and funds awarded to activities in prior program years that were not spent until the 2012 program year.
Funds Expended in 2012 CDBG HOME TOTAL Total Funds Expended $ 771,140.64 $ 319,572.11 $ 1,090,712.75
Administration Cap CDBG HOME Federal Entitlement $697,741 $268,521 Program Income $40,000 $22,000 Total $737,741 $290,521 Administrative Cap $147,548 $29,052 Administration Expended $125,653 $29,052
CHDO Set-aside
HOME Federal Entitlement $268,521
Minimum Required CHDO Set-Aside (15%) $40,278
Actual Amount Set-Aside $92,000
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Public Service Cap
CDBG CDBG Federal Entitlement $697,741
Prior Year Program Income $54,608
Total Subject to PS Cap $752,349
PS Obligations $15,969
% PS Expended 2%
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GENERAL QUESTIONS 1. Assessment of the one-year goals and objectives:
a. Describe the accomplishments in attaining the goals and objectives for the reporting period. b. Provide a breakdown of the CPD formula grant funds spent on grant activities for each goal and
objective. c. If applicable, explain why progress was not made towards meeting the goals and objectives.
2. Describe the manner in which the recipient would change its program as a result of its experiences.
3. Affirmatively Furthering Fair Housing:
a. Provide a summary of impediments to fair housing choice. b. Identify actions taken to overcome effects of impediments identified.
4. Describe Other Actions in Strategic Plan or Action Plan taken to address obstacles to meeting
underserved needs.
5. Leveraging Resources a. Identify progress in obtaining “other” public and private resources to address needs. b. How Federal resources from HUD leveraged other public and private resources. c. How matching requirements were satisfied.
1. GOALS AND OBJECTIVES Administration not included.
Accomplishments for 2012 (Federal funds)
Projects Service Provider Annual Goal Completed Funds
Non-Federal Grant Funded Accomplishments Projects Annual Goal Completed Funds Expended
Neighborhood Blitz 30 homes sided/painted 32 $194,549
Atmos Weatherization 20 homes insulated 29 $25,360
SADC Affordable Housing
Gap financing for 5 first-time homebuyers 7 $297,507
SADC Roof 60 roofs replaced 59 $199,780
Under-performing Projects There were no under-performing projects for 2012. 2. CHANGES TO THE PROGRAM There were no major changes to the program during PY 2012. 3. AFFIRMATIVELY FURTHERING FAIR HOUSING The City of San Angelo adopted an ordinance on August 20, 1996, to encourage the opportunity for each citizen to obtain housing without regard to race, color, sex, religion, national origin, disability , or familial status in accordance with the National Fair Housing Act of 1968. This ordinance, FAIR HOUSING, is codified in the San Angelo Code of Ordinances as Article 5.1000. Additional authority for adoption of this ordinance is derived from the Texas Local Government Code. As part of the 5-year Consolidated Plan development, San Angelo conducted an Analysis of Impediments to Fair Housing Choice. The study confirmed that the primary impediments to housing choices in San Angelo are a family’s annual income and housing costs. Substandard property maintenance in the lower income neighborhoods of San Angelo was also identified as an impediment. Extremely low income persons will have a difficult time finding affordable housing, defined as housing that costs 30% or more of their gross income. Education and job training may provide a way to higher income and better living conditions for some low income families. However, elderly and disabled individuals are often unable to increase their income or improve their living conditions through these means. In addition to inadequate income and credit worthiness, there are other issues that may indirectly
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affect fair housing choices. A growing elderly population, racial and ethnic divergences, and slow economic growth are examples. Activities to address the impediment of affordability:
• $457K was expended to repair/rehabilitate existing homes through CDBG Emergency and Home Rehabilitation programs to include the annual Neighborhood Blitz
• $93K to construct/reconstruct new homes • The City expended $136K in HOME funds on closing cost and down payment for 19 first-time
homebuyers • $297K was expended for gap financing for first-time homebuyers purchasing new homes
Activities to address the impediment of substandard property maintenance:
• $13K was expended to demolish 4 substandard housing units • $37K was expended to renovate facades for downtown businesses • The City provided one full time Code Enforcer funded by CDBG funds to monitor home
maintenance. 3993 code actions were taken to help maintain neighborhood standards. 4. OBSTACLES TO MEETING UNDERSERVED NEEDS The City of San Angelo continues to support non-profit agencies, the local housing authority, homeless providers and special needs groups in an effort to meet the needs of underserved citizens. Additionally, the City provides technical assistance to providers in the pursuit of federal, state, and other funding sources. The major obstacle to meeting priority needs continues to be a lack of available funding. Reductions in funding at all levels of government as well as declining donations to the not-for-profit sector in recent years have severely restricted the ability of the City and its Subrecipients to aggressively respond to underserved needs. 5. LEVERAGING RESOURCES Public and Private Resources Community & Housing Support leveraged other City departments in order to obtain operating support to include financial, legal, planning, human resources, and purchasing. In addition, residents of the Forest Park Duplexes funded with HOME funds and managed by CHS received rental assistance from the Public Housing Authority. Community & Housing Support also leveraged over $297K of local sales tax revenue for gap financing for low/moderate income first-time homebuyers in addition to $200K from local grants for roof replacements. The city also undertook a neighborhood blitz using community and city volunteers expending $194K in local funds and leveraging over 800 volunteers to paint and clean up neighborhoods targeted for revitalization.
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Home Match Requirements The City of San Angelo complies with federal matching requirements for HOME. As of Sept 30, 2012, San Angelo maintained $1,989,245.91 in excess matching funds from previous years. This reserve was more than adequate to meet the required match liability for the 2012 program year. HOME Match Report, Form 40107-A, is provided later in this report. MANAGING THE PROCESS 1. Describe actions taken during the last year to ensure compliance with program and comprehensive
planning requirements.
CAPER Managing the Process response. The City of San Angelo employs two staff members that assist with the oversight and compliance of Consolidated Planning projects. The project selection process for FY 2012 was consistent with the City’s Five-Year Plan. During the selection process, activities were evaluated based on a number of criteria including consistency with the priority needs identified in the Five-Year Plan, as well as compliance with CDBG national objectives. Throughout the reporting period, City staff monitored projects supported with federal funds to ensure compliance with the program and comprehensive planning requirements. In addition to monitoring for compliance, the City continues to improve internal record keeping and budget management. Forms and spreadsheets are reviewed for usability and revised as needed. CITIZEN PARTICIPATION 1. Provide a summary of citizen comments. 2. In addition, the performance report provided to citizens must identify the Federal funds made
available for furthering the objectives of the Consolidated Plan. For each formula grant program, the grantee shall identify the total amount of funds available (including estimated program income), the total amount of funds committed during the reporting period, the total amount expended during the reporting period, and the geographic distribution and location of expenditures. Jurisdictions are encouraged to include maps in describing the geographic distribution and location of investment (including areas of minority concentration). The geographic distribution and expenditure requirement may also be satisfied by specifying the census tracts where expenditures were concentrated.
CAPER Citizen Participation Response: 1. CITIZEN COMMENTS Public outreach was consistent with the City of San Angelo’s 2010-2014 Five-Year Consolidated Plan. Public participation efforts included annual public meetings and hearings, discussions with agencies and groups that provide services, assist and/or advocate for low-to-moderate-income citizens. The public hearing for the CAPER was held on December 3, 2013 at the McNeese Convention Center. No public comments were provided. A complete draft of this report has been made available for public review and comment beginning November 20, 2013 and ending December 20, 2013, exceeding the required fifteen (15) day period. No public comments were received.
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2. GEOGRAPHICAL DISTRIBUTION The table below identifies the Census Tract Block Groups that make up at least 51% low/mod income areas in the city and eligible for area benefit. Code enforcement, assessments of dangerous buildings, and neighborhood revitalization projects were carried out exclusively in the low/mod income census tracts. Data is from the 2000 census. Whenever possible, 2010 census data was used as a source to identify demographic trends.
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Code Enforcement Low/Mod CTBGs – 2000 Census
Census Tract (CT) Block Group (BG) Low/Mod Population Total Pop. % of BG
Target Area projects consist of those projects conducted in four City Council designated areas targeted for neighborhood revitalization: Rio Vista, Blackshear, Reagan, and Fort Concho. All four target areas are designated as low/mod income census tracts. Over $824K of CDBG, HOME funds (includes CHDO proceeds), and local funds were expended specifically in the target areas. Community-wide projects were directed toward low-to-moderate income persons and were carried out throughout the city for low-to-moderate income citizens. These projects were offered on a community-wide basis because, while there are distinct areas with high concentrations of low-to-moderate income populations within the City, over the years the low-to-moderate income population has spread throughout the community. This is especially true for elderly and special needs residents. Out of fairness to all eligible low-to-moderate income residents, these programs were offered on a city-wide basis. Community-wide projects:
• MHMR TBRA Program • Emergency Repairs Program • Demolition • Rehab Program • Homebuyers Assistance Program
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LegendHAP
GCDC
HOME Funded Projects
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INSTITUTIONAL STRUCTURE 1. Describe actions taken during the last year to overcome gaps in institutional structures and enhance
coordination. CAPER Institutional Structure response: The City of San Angelo Community & Housing Support (CHS) Division acts as the primary administrative agency for the Consolidated Plan programs. As part of this responsibility, CHS consistently reviews the performance of subrecipients and monitors the overall program delivery structure to ensure coordination and compliance. Through past one-on-one subrecipient training to review program regulations and reporting requirements for each the new program year, the City’s current subrecipients have obtained extensive knowledge on program monitoring requirements. As a result of this training and regular monitoring, compliance with regulations and reporting information has significantly improved. MONITORING 1. Describe how and the frequency with which you monitored your activities. 2. Describe the results of your monitoring including any improvements. 3. Self Evaluation
a. Describe the effect programs have in solving neighborhood and community problems. b. Describe progress in meeting priority needs and specific objectives and help make community’s
vision of the future a reality. c. Describe how you provided decent housing and a suitable living environment and expanded
economic opportunity principally for low and moderate-income persons. d. Indicate any activities falling behind schedule. e. Describe how activities and strategies made an impact on identified needs. f. Identify indicators that would best describe the results. g. Identify barriers that had a negative impact on fulfilling the strategies and overall vision. h. Identify whether major goals are on target and discuss reasons for those that are not on target. i. Identify any adjustments or improvements to strategies and activities that might meet your needs
more effectively. CAPER Monitoring Response: 1. MONITORING METHODS Monitoring was conducted on a monthly basis for each subrecipient not only to verify that reimbursements submitted were for eligible expenses, but also to verify that each subrecipient was complying with all the requirements in their agreement. Each Reimbursement request was verified for eligibility. Also, each of the participants in each program was examined to verify their individual eligibility for assistance.
2. MONITORING RESULTS During program year 2012, all subrecipients were monitored monthly by Community & Housing Support (CHS) staff prior to reimbursement. We did not discover a subrecipient that needed assistance providing necessary documents and reports accurately and on a timely manner.
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3. SELF EVALUATION Consolidated Plan program funding continues to play a vital role in ensuring the sustainability and operation of numerous programs and activities that have had a beneficial impact on San Angelo’s neighborhoods and social problems. CDBG funding has brought new parks and play structures, street improvements, and other new infrastructure to low-income neighborhoods, enhancing the overall quality of life in these areas. HOME and CDBG funds have been used to improve substandard housing, create new affordable housing occupied by low and moderate income residents. HUD Federal funds have been vital to providing services for San Angelo’s most vulnerable populations including child and adult care, counseling services, reduced prescription drugs, youth employment and youth leadership programs. Most of these programs and projects would not be possible without the assistance of these Federal funds. The specific activities undertaken during the 2012 program year that address the needs identified as “high” priorities in the 2010-2014 Consolidated Plan are outlined below. Many activities address multiple high priority needs. Creating a Suitable Living Environment
• CHS funds were used to continue the demolition and removal of dilapidated structures constituting spot slum/blight which were not economically feasible to rehabilitate.
• Funds were provided for the salary and benefits for a City of San Angelo Code Enforcement
Officer. This officer was assigned to enforce codes, such as junk, junk vehicles, tall grass and weeds, junk appliances, refuse, unsightly material and temporary signs, and related state laws in low/moderate income areas.
Expanded Economic Opportunities
• Through the continued funding of the Downtown Façade program with prior year funds, several downtown businesses were provided funds to improve their places of business which helped stimulate economic growth.
Providing Decent Housing
• Emergency Repair Program permitted a 100% grant for low/moderate income homeowners for up to $5,000.00 to handle emergency situations or conditions that were deemed detrimental to life, health, or safety and required immediate action.
• Housing Rehabilitation Program provided loans/grants to assist eligible low/moderate income
homeowners within the city limits of San Angelo for rehabilitation of homes in need.
• Homebuyers Assistance Program provided down payment and closing cost assistance to low/moderate income eligible.
• Tenant-based Rental Assistance (TBRA) provided rental assistance to clients with chronic mental
illness and clients made homeless due to domestic violence residing within the San Angelo city limits over a period of a year.
Projects Falling Behind This program year, we did not have any troubled programs that fell behind on execution of projects and funds.
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Barriers CDBG and HOME funds have been steadily decreasing each year. Particularly in a fiscal climate of dwindling resources at all levels of government and in the not-for-profit sector, it is nearly impossible to completely “solve” many of the problems that plague low and moderate income populations and neighborhoods. While the lives of many individual assisted residents have been improved, some dramatically, new immigrant populations and others frequently replace them with similar economic and social challenges. As housing and infrastructure are improved in one area, benefiting many area residents, particularly long-time low-income homeowners, increasing property values and rents force others to move to other housing or neighborhoods with similar challenges to solve. Without additional funds, City efforts to ameliorate the affordable housing dilemma will be minimized. Potential Adjustments and Improvements The City of San Angelo awards CDBG and HOME funds annually through an open proposal process. Staff from Community & Housing Support provides technical assistance and recommendations to the City Council for consideration and approval of activities that should receive funding each year. The technical assistance includes information about accomplishments, timeliness, compliance, and effectiveness of the applicant agencies in their current and past activities. Those that are found to be most effective tend to be rewarded with new funding and funding is reduced or eliminated for activities and agencies which prove least effective. LEAD-BASED PAINT 1. Describe actions taken during the last year to evaluate and reduce lead-based paint hazards. CAPER Lead-based Paint Response: 1. ACTIONS TAKEN TO REDUCE LEAD-BASED PAINT HAZARDS The Housing Rehabilitation Program will adhere to the HUD Regulation on Lead-Based Paint Hazards in Federally Owned Housing and Housing Receiving Federal Assistance, 24 CFR Part 35, Subpart J, that went into effect on September 15, 2000. Community & Housing Support staff prepared and incorporated a chapter on Lead-Based Paint Hazards in its rehabilitation program guidelines in 2010, which is applicable to both CDBG and HOME funded activities. The CHS Housing Program Coordinator received Lead-based Paint Inspector training in 2005 and was certified by the State in order to carry out the required lead-based paint inspections. He subsequently, received and was certified as a Risk Assessor. Testing equipment was purchased and LBP testing and evaluation is now a part of the CHS process. The inspector has updated his certification and is in good standing to date. Interim control methods are preferred over lead-based paint abatement and will be instituted whenever possible. However, lead-based paint abatement may still be required in certain circumstances. Currently, large abatement projects might require an out of town contractor certified in lead abatement to assist. HOUSING HOUSING NEEDS 1. Describe Actions taken during the last year to foster and maintain affordable housing. CAPER Housing Needs response:
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1. FOSTERING AND MAINTAINING AFFORDABLE HOUSING As discussed in previous sections, the City spent $1,248,850 on affordable housing activities through both the City (HUD and local grants) and through non-profits in the 2012 program year. The following activities helped to foster and maintain quality affordable housing in San Angelo:
• CDBG Housing Rehabilitation Program ($93,080) • CDBG Emergency Repair Program ($122,228) • CDBG Helping Hands ($47,754) • HOME Neighborhood Revitalization Program
o Homebuyers Assistance Program ($136,563) o New Housing Construction including CHDO activities ($93,302)
• TBRA ($60,654) • Local grants ($694,836)
Accomplishment Unit of Measure 2012 Program Year Accomplishments
Homes rehabilitated (Emergency Repair, Rehab, local grants) 217
New homes constructed (CHDO activities) 3 First-time Homebuyers assisted (HOME & local grant funds) 25
Rental housing subsidies (TBRA) 33 SPECIFIC HOUSING NEEDS 1. Evaluate progress in meeting specific objective of providing affordable housing, including the
number of extremely low-income, low-income, and moderate-income renter and owner households comparing actual accomplishments with proposed goals during the reporting period.
2. Evaluate progress in providing affordable housing that meets the Section 215 definition of affordable housing for rental and owner households comparing actual accomplishments with proposed goals during the reporting period.
3. Describe efforts to address “worst-case” housing needs and housing needs of persons with
disabilities. CAPER Specific Housing Objectives response: 1. MEETING SPECIFIC AFFORDABLE HOUSING OBJECTIVES Table below displays beneficiary information for both CDBG and HOME from housing programs aimed at increasing the affordability of homes to low income citizens.
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2012 CDBG & HOME Funded Housing Activities Income Level
Activity
Total Housing
Units Served
Extremely Low 30%
Very Low 50%
60% (HOME
Only)
Low 80%
Income Total
Female Head of
Household
Non-White Households Hispanic
COSA Homeowner Rehabilitation
14 5 6 3 14 10 1 11
COSA Emergency Repairs
50 39 7 4 50 33 2 35
Helping Hands 33 33 0 0 33 24 5 24
First-time Homebuyers Assistance
18 0 2 5 11 18 6 0 18
TBRA 33 33 0 0 0 33 23 21 12
New Construction 3 0 0 3 0 3 3 1 2
2. SECTION 215 AFFORDABLE HOUSING The following housing projects resulted in new affordable units, completed in the 2012 program year, that meet the Section 215 definition of affordable housing:
• City of San Angelo – First Time Homebuyer Program (18) • CHDO New Home Construction (3) • MHMR Tenant-based Rental assistance (33)
3. WORST-CASE AND DISABLED HOUSING Many of our projects assisted by the City of San Angelo during the 2012 program year incorporated housing that is accessible for persons with disabilities or severe housing needs including the following:
• City owned Elderly/Disabled rental housing units • MHMR Rental Assistance for mentally challenged individuals
PUBLIC HOUSING STRATEGY 1. Describe actions taken during the last year to improve public housing and resident initiatives.
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CAPER Public Housing Strategy Response: The City of San Angelo has a working relationship with the San Angelo Public Housing Authority to meet the public housing needs within the community. However, PHA did not request a grant for 2012 so no CDBG funds were utilized this last year for public housing. BARRIERS TO AFFORDABLE HOUSING 1. Describe actions taken during the last year to eliminate barriers to affordable housing. CAPER Barriers to Affordable Housing response: The major barrier to affordable housing is still a lack of funds. While education and/or job training may provide a means to increasing income and improving living conditions for some low income families, low income elderly and disabled will not likely be able to achieve these goals through education or job training. Slow economic development in San Angelo is another barrier to affordable housing for some citizens. The City of San Angelo has undertaken aggressive measures to remedy the problem. One of those measures was to extend the ½ cent sales tax to fund performance-based job creation and business retention. The City of San Angelo Development Corporation (COSADC) provides grants to businesses interested in setting up or expanding operations in San Angelo. Types of businesses include manufacturing, warehousing/distribution, data processing, telecommunications services, research and development, information services, correctional institutions, mining, and agricultural services.
Other efforts to reduce barriers to economic development include: • Tax Abatement (using net present value of the abatement) • Financing (using amount COSADC guarantees, participates or lends directly) • Infrastructure Improvements • Land Purchases, leasehold improvements and construction (using amount provided by COSADC) • Training expense reimbursement • Relocation expense reimbursement for equipment and/or personnel
Other Assistance: San Angelo’s public and private sectors work together to help create an atmosphere for new job creation. The Chamber of Commerce can provide coordination of services such as incentives, training, financing arrangements, available land and building location service, and refer business owners to helpful services provided by our Angelo State University Small Business Development Center and the Concho Valley Center for Entrepreneurial Development. The City of San Angelo Council and staff believe that it does not have regulatory provisions which bar or create barriers to affordable housing. The City Council is keenly aware of the need to keep permit fees and property taxes low and is committed to raising fees and taxes only when absolutely necessary for essential services. On May 18, 2010, the City Council adopted the 2009 International Building, Existing Building, Residential, Energy, Fire Plumbing, Mechanical and Fuel Gas Codes. They also adopted the 2008 National Electric Code. Several of the codes were modified to reflect local building practices. City of San Angelo building permit fees were increased by the Council in 2003; however, following a survey of comparable cities in Texas conducted by the City of San Angelo Permit/Inspections Department, permit fees for new construction remain in line with other cities in our area and those throughout the state which are of similar size. In addressing the barriers to affordable housing, the City offered owner-occupied Housing Rehabilitation Program and the Neighborhood Revitalization/Enhancement Program and continued its 100% Emergency Repairs Grant Program through the Community & Housing Support Division. The Community &
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Housing Support Division also administered the Homebuyers Assistance Program which offers down payment and closing cost assistance to low to moderate income homebuyers and continued to operate the ten-unit Forest Park Duplexes for low to moderate income elderly or disabled residents. HOME/ ADDI 1. Assessment of Relationship of HOME Funds to Goals and Objectives
a. Evaluate progress made toward meeting goals for providing affordable housing using HOME funds, including the number and types of households served.
2. HOME Match Report
a. Use HOME Match Report HUD-40107-A to report on match contributions for the period covered by the Consolidated Plan program year.
3. HOME MBE and WBE Report
a. Use Part III of HUD Form 40107 to report contracts and subcontracts with Minority Business Enterprises (MBEs) and Women’s Business Enterprises (WBEs).
4. Assessments
a. Detail results of on-site inspections of rental housing. b. Describe the HOME jurisdiction’s affirmative marketing actions. c. Describe outreach to minority and women owned businesses.
CAPER HOME/ADDI Response: 1. HOME GOALS AND OBJECTIVES The table below summarizes projects completed and funds expended.
2012 HOME Funded Projects
Projects Service Provider Annual Goal Completed Funds Expended
New Construction GCDC 3 housing units built 3 $93,302.57
2. HOME Match Report (attached later in this document)
3. HOME MBE and WBE Report (attached later in this document)
4. ASSESSMENTS
a. Results of On-Site Inspections of Rental Housing HOME funds were used in carrying out the TBRA program and city staff insured that all units occupied by the clients served were brought into compliance with the City of San Angelo’s local code. If at the time of inspection a unit is not in compliance, it is up to the landlord/owner of the rental unit to bring the unit into compliance before any HOME funds can be provided. b. Affirmative Marketing & Outreach Efforts
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In accordance with CDBG and HOME regulations and in furtherance of the City of San Angelo’s commitment to non-discrimination and equal opportunity in housing, the City of San Angelo has established procedures to affirmatively market units acquired, rehabilitated, constructed or otherwise assisted under the CDBG and/or HOME Programs. The City of San Angelo is committed to the goals of non-discrimination and equal access. In addition, the City is committed to the goals of increasing the housing opportunities of those with limited English proficiency, low-income residents and under-represented ethnic and racial groups. These goals will be reached through the implementation of the City’s Affirmative Marketing Policy. The implementation of this policy should result in a diverse tenant population in each of the affordable housing developments, with a representation of ethnic and racial groups which is consistent with their representation in the City. The City Council of San Angelo actively promotes fair housing through: • Ongoing funding of fair housing services • Adoption and implementation of an “Analysis of Impediments to Fair Housing Choice” • Adoption of “Consolidated Plan” for CDBG/HOME program, with an analysis and strategy for fair housing every five years, and in the Annual Action Plan each year. • Annual monitoring of fair housing activities through monitoring of fair housing services and reporting on ongoing activities in its Consolidated Annual Performance and Evaluation Report (CAPER)
The goal of the affirmative marketing procedures and outreach efforts are to ensure that all persons – regardless of their race, color, national origin, age, religion, sex, disability, familial status or English proficiency – are aware of the affordable housing opportunities generated by federal HOME funds and City Housing Funds and program activities, in accordance with 24 CFR 108.1. The City of San Angelo is responsible for the implementation of the Affirmative Marketing Policies and Procedures and all owners, developers, Community Housing Development Organizations and other nonprofits must comply with this policy for all CDBG, HOME, and City funded housing developments. The city took the following affirmative marketing actions:
o Informed the Public, Owners and Potential Tenants about Fair Housing o Recipients of CDBG, HOME and/or City funds were informed of the City’s Affirmative
Marketing policies by having this policy referenced in the agreement as an attachment with the City for the receipt of funds and by making compliance with this policy a requirement for the duration of the agreement.
o Advertised in local newspapers, public service announcements, distribution of fair housing brochures at relevant events, community presentations, and other outreach activities to inform the community about fair housing rights and responsibilities.
o Posted flyers of upcoming housing opportunities in the City Hall Center lobby, Senior Centers, Community Centers, Neighborhood Centers and Library and homeless shelter organizations.
o Maintained and made available to interested parties a listing of the affordable housing stock which includes information about who to contact regarding the availability of housing.
o Utilized newspapers, churches and places of worship, and nonprofit organizations that serve the underrepresented group to distribute information about housing openings.
o Provided all advertising in the language the group is most familiar with and provide a contact person who can answer questions in the language primarily spoken by the target group.
o Posted notice of availability of housing on the website. c. Minority & Women Owned Businesses The city took the following actions to recruit minority and women businesses
o Targeted outreach to businesses owned by ethnic and racial groups and women. o Utilized newspapers, websites, churches and places of worship, and nonprofit organizations that
serve the underrepresented group to distribute information about business opportunities.
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o Sent bid packages on CDBG/HOME funded projects to minority/women owned businesses affording those businesses an opportunity to participate in the city programs
o Presented information on business opportunities at professional events such as the Home Builders Association meetings.
o Advertised business opportunities in both English and Spanish HOMELESS HOMELESS NEEDS *Please also refer to the Homeless Needs Table in the Needs.xls workbook. 1. Identify actions taken to address needs of homeless persons. 2. Identify actions to help homeless persons make the transition to permanent housing and independent
living. 3. Identify new Federal resources obtained from Homeless SuperNOFA. CAPER Homeless Needs Response: The City of San Angelo deems homelessness a major concern that must be dealt with on a strategic level. CHS staff routinely attends local homeless coalition meetings to discuss homeless issues. In addition, the City of San Angelo is working with the Texas Homeless Network, Balance of State Continuum of Care to create a West Texas Region Homeless Consortium. No new San Angelo projects were included in the Homeless SuperNOFA program for 2011. SPECIFIC HOMELESS PREVENTION ELEMENTS 1. Identify actions taken to prevent homelessness. CAPER Specific Housing Prevention Elements response: The City of San Angelo is working to prevent homelessness through the allocation of CDBG funds to MHMR Services of the Concho Valley which provides rental stipends to individuals with mental health problems. Without the stipends, these individuals are at risk of becoming homeless. COMMUNITY DEVELOPMENT COMMUNITY DEVELOPMENT *Please also refer to the Community Development Table in the Needs workbook. 1. Assessment of Relationship of CDBG Funds to Goals and Objectives
a. Assess use of CDBG funds in relation to the priorities, needs, goals, and specific objectives in the Consolidated Plan, particularly the highest priority activities.
b. Evaluate progress made toward meeting goals for providing affordable housing using CDBG funds, including the number and types of households served.
c. Indicate the extent to which CDBG funds were used for activities that benefited extremely low-income, low-income, and moderate-income persons.
2. Changes in Program Objectives
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a. Identify the nature of and the reasons for any changes in program objectives and how the jurisdiction would change its program as a result of its experiences.
3. Assessment of Efforts in Carrying Out Planned Actions
a. Indicate how grantee pursued all resources indicated in the Consolidated Plan. b. Indicate how grantee provided certifications of consistency in a fair and impartial manner. c. Indicate how grantee did not hinder Consolidated Plan implementation by action or willful
inaction. 4. For Funds Not Used for National Objectives
a. Indicate how use of CDBG funds did not meet national objectives. b. Indicate how did not comply with overall benefit certification.
5. Anti-displacement and Relocation – for activities that involve acquisition, rehabilitation or demolition
of occupied real property a. Describe steps actually taken to minimize the amount of displacement resulting from the CDBG-
assisted activities. b. Describe steps taken to identify households, businesses, farms or nonprofit organizations who
occupied properties subject to the Uniform Relocation Act or Section 104(d) of the Housing and Community Development Act of 1974, as amended, and whether or not they were displaced, and the nature of their needs and preferences.
c. Describe steps taken to ensure the timely issuance of information notices to displaced households, businesses, farms, or nonprofit organizations.
6. Low/Mod Job Activities – for economic development activities undertaken where jobs were made available but not taken by low- or moderate-income persons a. Describe actions taken by grantee and businesses to ensure first consideration was or will be
given to low/mod persons. b. List by job title of all the permanent jobs created/retained and those that were made available to
low/mod persons. c. If any of jobs claimed as being available to low/mod persons require special skill, work
experience, or education, provide a description of steps being taken or that will be taken to provide such skills, experience, or education.
7. Low/Mod Limited Clientele Activities – for activities not falling within one of the categories of
presumed limited clientele low and moderate income benefit a. Describe how the nature, location, or other information demonstrates the activities benefit a
limited clientele at least 51% of whom are low- and moderate-income.
8. Program income received a. Detail the amount of program income reported that was returned to each individual revolving
fund, e.g., housing rehabilitation, economic development, or other type of revolving fund. b. Detail the amount repaid on each float-funded activity. c. Detail all other loan repayments broken down by the categories of housing rehabilitation,
economic development, or other. d. Detail the amount of income received from the sale of property by parcel.
9. Prior period adjustments – where reimbursement was made this reporting period for expenditures
(made in previous reporting periods) that have been disallowed, provide the following information: a. The activity name and number as shown in IDIS; b. The program year(s) in which the expenditure(s) for the disallowed activity(ies) was reported; c. The amount returned to line-of-credit or program account; and d. Total amount to be reimbursed and the time period over which the reimbursement is to be made,
if the reimbursement is made with multi-year payments. 10. Loans and other receivables
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a. List the principal balance for each float-funded activity outstanding as of the end of the reporting period and the date(s) by which the funds are expected to be received.
b. List the total number of other loans outstanding and the principal balance owed as of the end of the reporting period.
c. List separately the total number of outstanding loans that are deferred or forgivable, the principal balance owed as of the end of the reporting period, and the terms of the deferral or forgiveness.
d. Detail the total number and amount of loans made with CDBG funds that have gone into default and for which the balance was forgiven or written off during the reporting period.
e. Provide a List of the parcels of property owned by the grantee or its subrecipients that have been acquired or improved using CDBG funds and that are available for sale as of the end of the reporting period.
11. Lump sum agreements
a. Provide the name of the financial institution. b. Provide the date the funds were deposited. c. Provide the date the use of funds commenced. d. Provide the percentage of funds disbursed within 180 days of deposit in the institution.
12. Housing Rehabilitation – for each type of rehabilitation program for which projects/units were
reported as completed during the program year a. Identify the type of program and number of projects/units completed for each program. b. Provide the total CDBG funds involved in the program. c. Detail other public and private funds involved in the project.
13. Neighborhood Revitalization Strategies – for grantees that have HUD-approved neighborhood
revitalization strategies a. Describe progress against benchmarks for the program year. For grantees with Federally-
designated EZs or ECs that received HUD approval for a neighborhood revitalization strategy, reports that are required as part of the EZ/EC process shall suffice for purposes of reporting progress.
CAPER Community Development Response: 1. ASSESSMENT OF GOALS AND OBJECTIVES During the 2012 program year, CDBG funds were distributed among the HUD priority-needs identified in the 2010-2014 Consolidated Plan. The table below provides a breakdown of proposed and actual CDBG expenditures during 2011 which includes prior year funds.
2012 Distribution of CDBG Funds by Priority Need
Priority Need Proposed Budget % of Total Funds Expended
. In addition to those projects initiated during the reporting period, several projects begun in previous years spent money during the 2012 program year. The table below outlines activities funded with prior year funds, but expended in 2012.
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Prior Year CDBG Funded Projects Projects Service Provider Accomplishments Funds Expended
Demolition COSA, CHS 4 substandard homes demolished $13,066.40
Façade Program COSA, CHS 5 downtown business facades improved $37,247.17
Rehab Admin COSA, CHS n/a $11,910.00 2. CHANGES IN PROGRAM OBJECTIVES No major changes to the 2010-2014 Consolidated Plan Program were made during this reporting period. The priorities identified in the Five-year Plan were the basis for allocating HUD funds during 2012 program year. 3. ASSESSMENT OF EFFORTS IN CARRYING OUT PLANNED ACTIONS Pursuing Resources Indicated in Consolidated Plan In addition to the Federal funds discussed in this report, during the 2012 program year subrecipients were able to secure resources from a variety of other public and private sources to address priority needs identified in the 2010-2014 Consolidated Plan. Sources of additional funding included:
• Operating budgets of subrecipient organizations • Various private foundations, corporations, and individuals
Certifications of Consistency The City of San Angelo maintains a public request for proposals process to identify activities that will be funded each program year. This process is open to all who wish to submit proposals and project selections are made on the basis of lowest bid. CHS staff members provide technical assistance to all applicants who request it. This technical assistance includes advice on how to craft a proposed activity that will be eligible under the applicable program regulations and consistent with San Angelo’s Consolidated Plan. As a result, nearly all projects that are proposed are found to be consistent with the Consolidated Plan. Applicants seeking certification that their activities are consistent with the Consolidated Plan are not discriminated against on any basis and certification is provided in a fair and impartial manner. Consolidated Plan Implementation The City of San Angelo maintains an open and highly transparent process for the preparation and implementation of Consolidated Plans. The City of San Angelo does not hinder the implementation of the Plan through any action or willful inaction. As this report and those submitted in prior program years illustrate, San Angelo has made consistent and significant progress toward meeting and exceeding published accomplishment goals and objectives. 4. FUNDS NOT USED FOR NATIONAL OBJECTIVES - Not Applicable -
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5. ANTI-DISPLACEMENT AND RELOCATION No households, businesses, farms, or nonprofit organizations were displaced as a result of CDBG-assisted activities. Moreover, the homes demolished using CDBG funds were unoccupied and did not result in displacement. 6. LOW/MOD JOB ACTIVITIES There were no job creation activities during the program year. 7. LOW/MOD LIMITED CLIENTELE ACTIVITIES For the 2012 program year, the city funded one public service activity (Rental Housing Education & Mediation Services). All activities met the limited clientele national objective. 8. PROGRAM INCOME RECEIVED The City received $40,000 in CDBG program income for program year 2012 from loan repayment. 9. PRIOR PERIOD ADJUSTMENTS - Not Applicable - 10. LOANS AND OTHER RECEIVABLES Overall, there is a total of 126 loans outstanding totaling $562,687.00.
11. LUMP SUM AGREEMENTS - Not Applicable - 12. HOUSING REHABILITATION Program Accomplishments During the 2012 program year, two major programs received CDBG funding to operate housing rehabilitation projects for low-income homeowners.
2012 CDBG Funded Housing Activities Income Level
Activity
Total Housing
Units Served
Extremely Low 30%
Very Low 50%
60% (HOME
Only)
Low 80%
Income Total
Female Head of
Household
Non-White Households Hispanic
COSA Homeowner Rehabilitation
14 5 6 3 14 10 1 11
COSA Emergency Repairs
52 39 7 4 50 33 2 35
Helping Hands 33 33 0 0 33 24 5 24
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Total CDBG Funds Spent For the 2012 program year a total of $771,140 of CDBG funds were expended. This includes $65,946 from prior year funds. Public and Private Funds The City expended $732,442 to support affordable housing via the local ½ cent sales tax program and other local grants. 13. NEIGHBORHOOD REVITALIZATION STRATEGIES The City of San Angelo has undertaken a Neighborhood Revitalization Program designed to improve the quality and character of the housing stock in specific target area designated by the City Council for owner-occupied housing rehabilitation, new construction of single family homes, and down payment and closing cost assistance for low/moderate income home buyers. Maps on pages 12-14 identify the areas of the city that have been targeted for revitalization and the projects accomplished in those neighborhoods. 14. Section 108 Loan Activities The City applied for and was approved for a Section 108 loan for the development of Producers’ Park and the renovation of Rio Vista Park. The City completed construction of both projects. To date, the City paid $301,209.40.94 in interest and principle on the debt. Section 108 Financials Grant #: B-07-MC-48-0025
Activity Title 3rd Party Borrower, if applicable
Loan Amount Payments Rec’d from Borrower Balance Owed Status (e.g., on-
time; late;
default) This Year Cumulative
B-07-MC-48-0025 $2,035,000 $151,172.60 $301,209.40 $1.821,000.00 On time
Sources of Payments to HUD Outstanding Balance - HUD CDBG Payments from Borrower Other Source (specify)
This Year Cumulative This Year Cumulative This Year Cumulative
ANITPOVERTY STRATEGY 1. Describe actions taken during the last year to reduce the number of persons living below the poverty
level. CAPER Antipoverty Strategy Response: Most activities undertaken by the City of San Angelo with CDBG and HOME funds are efforts to reduce persons in poverty and improve the quality of life for San Angelo residents, either directly or indirectly. Programs that directly influence the poverty level include: job enrichment, development, and placement through education and economic development. Projects that indirectly affect poverty include those that
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upgrade the community and provide affordable housing. CDBG and HOME funds are often used as matching funds for other grants that also reduce the number of poverty level families. Specific projects supported during the 2012 Program Year that helped lift some participants out of poverty include:
NON-HOMELESS SPECIAL NEEDS NON-HOMELESS SPECIAL NEEDS
*Please also refer to the Non-homeless Special Needs Table in the Needs workbook. 1. Identify actions taken to address special needs of persons that are not homeless but require supportive
housing, (including persons with HIV/AIDS and their families). CAPER Non-homeless Special Needs response: Through CDBG program allocations, San Angelo was able to assist the following non-homeless special needs:
• Elderly/disabled through the low-rent Forest Park Elderly Duplexes • Clients with mental health/mental retardation through the Tenant-based Rental Assistance
administered through the MHMR
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Priority Housing Needs/Investment Plan Table (Table 2A)
Priority Need 5-Yr. Goal Plan/Act
Yr. 1 Goal Plan/Act
Yr. 2 Goal Plan/Act
Yr. 3 Goal Plan/Act
Yr. 4 Goal Plan/Act
Yr. 5 Goal Plan/Act
Renters 135
27/31
27/25
27/33
0 - 30 of MFI 100 20/30 20/23 20/33 31 - 50% of MFI 25 5/1 5/2 5/0 51 - 80% of MFI 10 2/0 2/0 10/0
Owners 325
65/109
65/133
65/118
0 – 30% of MFI 150 30/41 30/62 30/77 31 – 50% of MFI 100 20/42 20/36 20/15 51 - 80% of MFI 75 15/26 15/35 15/26 Homeless* Individuals Families Non-Homeless Special Needs
Physical Disability Developmental Disability Alcohol or Drug Abuse HIV/AIDS Victims of Domestic Violence (Rental Asst)
25 5/0 5/0 5/0
Total (Sec. 215 and other)
Total Sec. 215
215 Renter 125
25/31
25/21
25/33
215 Owner 325
65/109
65/133
65/118
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Priority Housing Activities/Investment Plan Table (Table 2A)
Priority Need 5-Yr. Goal Plan/Act
Yr. 1 Goal Plan/Act
Yr. 2 Goal Plan/Act
Yr. 3 Goal Plan/Act
Yr. 4 Goal Plan/Act
Yr. 5 Goal Plan/Act
CDBG Acquisition of existing rental units Production of new rental units Rehabilitation of existing rental units Rental assistance Acquisition of existing owner units Production of new owner units Rehabilitation of existing owner units
250 50/90 50/105 50/97
Homeownership assistance
HOME
Acquisition of existing rental units 25 5/0 5/2 5/0 Production of new rental units Rehabilitation of existing rental units
Rental assistance 100 25/31 25/21 25/33 Acquisition of existing owner units Production of new owner units 15 3/3 3/2 3/3 Rehabilitation of existing owner units
Homeownership assistance 25 5/17 5/24 5/18
HOPWA NA
Rental assistance Short term rent/mortgage utility payments
Facility based housing development
Facility based housing operations Supportive services
Acquisition of existing units Production of new units Rehabilitation of existing units Rental Assistance 21 33 Total Affordable Rental 21 33
HOME OWNER GOALS (Sec. 215 Only)
Acquisition of existing units Production of new units 3 3 Rehabilitation of existing units 79 97 Homebuyer Assistance 15 18 Total Owner Goals 97 118
COMBINED RENTAL & OWNER GOALS (Sec. 215)
Acquisition of existing units Production of new units 3 3 Rehabilitation of existing units 79 97 Rental Assistance 21 33 Homebuyer Assistance 15 18 Combined Total Sec. 215 Goals* 118 151
OVERALL HOUSING GOALS (Sec. 215 + Other Affordable Housing)
Priority Community Development Activities (Table 2B)
Priority Need 5-Yr. Goal
Plan/Act
Yr. 1 Goal
Plan/Act
Yr. 2 Goal
Plan/Act
Yr. 3 Goal
Plan/Act
Yr. 4 Goal
Plan/Act
Yr. 5 Goal
Plan/Act Acquisition of Real Property 25 5/0 5/2 5/0 Disposition Clearance and Demolition 50 10/33 10/15 10/4 Clearance of Contaminated Sites Code Enforcement 9000 1800/5679 1800/4601 1800/3993
Public Facility (General) Senior Centers Handicapped Centers Homeless Facilities Youth Centers Neighborhood Facilities Child Care Centers Health Facilities Mental Health Facilities Parks and/or Recreation Facilities
Parking Facilities Tree Planting Fire Stations/Equipment Abused/Neglected Children Facilities
Other Public Facility Needs Infrastructure (General) Water/Sewer Improvements Street Improvements Sidewalks Solid Waste Disposal Improvements
Flood Drainage Improvements Other Infrastructure Public Services (General) Senior Services Handicapped Services Legal Services Youth Services Child Care Services Transportation Services Substance Abuse Services Employment/Training Services Health Services Lead Hazard Screening Crime Awareness Fair Housing Activities Tenant Landlord Counseling
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Other Services (counseling) 25 5/11 5/0 5/13 Economic Development (General) C/I Land Acquisition/Disposition C/I Infrastructure Development C/I Building Acq/Const/Rehab Other C/I ED Assistance to For-Profit ED Technical Assistance Micro-enterprise Assistance Other
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Performance Measurement System 2012 CAPER
Grantee: City of San Angelo, Texas Please select one of the following: The community is not using a local performance measurement system and does not intend to
develop such a system. ______The community is not using a local performance measurement system, but intends to develop and
implement such a system that includes some/all of the criteria listed below by (date).
__X___The community is currently using a local performance measurement system. If yes, please check
off the following items that are included in your performance measurement system and attach either a description of your system or a report from the system.
_X__ Long-term (multi-year) goals/objectives
_X__ Short-term (annual) goals/objectives
___ Expected units of accomplishment upon completion of project/activity
_X__ Actual units of accomplishment upon completion of project/activity
_X__ Expected units of accomplishment during each program year of the
project/activity
_X__ Actual units of accomplishment during each program year of the project/activity
___ Aggregation of actual units of program year accomplishments to short-term and long-term numeric goals/objectives
___ Outputs resulting from HUD funding are shown separately ___ One or more proposed outcome(s)
___ One or more actual outcome(s)
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Neighborhood & Family Services To secure Community Development Block Grant and HOME Investment Partnerships grant funding from HUD for the City in order to enhance the facilities in the low income areas of the community and the lives of low income residents and provide funds for safe, sanitary and decent housing to qualified low income residents. Budget Summary FY12 Actual FY13 Budget Revenue
Grant Revenue $966,262 $984,983 Other $62,000 $62,000
Total Revenue $1,028,262 $1,046,983 Expenditure
Personnel $280,308 $282,902 Operations and maintenance $810,404 $764,081 Capital $0 $0
Total Expenditure $1,090,712 $1,046,983 Personnel Summary* FY12 Actual FY13 Budget Full-time 5 4 Part-time 0 0
Total Personnel 5 4 Activity: Home Buyer Assistance Program Serves City Council’s Vision: Neighborhood Vision, Community Appearance Vision Goal: Secure grant funds to enhance the lives of low income residents and provide funds for safe, sanitary and decent housing to qualified low income residents Objectives: Provide a concise and fair application/allocation process open to all agencies eligible for funding; Encourage citizen participation through newspaper advertising, public service announcements, neighborhood meetings and public hearings Performance Measures FY12 Actual FY13 Budget Number of home buyers assisted 18 15 Number of applications 42 15 Average cost per household assisted $7,586 $7,666 Percent of home buyers assisted who earn less than 60% median family income
2 5
Activity: Tenant Based Rental Assistance Serves City Council’s Vision: Neighborhood Vision, Community Appearance Vision Goal: Secure grant funds to enhance the lives of low income residents and provide funds for safe, sanitary and decent housing to qualified low income residents Objectives: Provide a concise and fair application/allocation process open to all agencies eligible for funding; Encourage citizen participation through newspaper advertising, public service announcements, neighborhood meetings and public hearings Performance Measures FY12 Actual FY13 Budget Number of eligible households/persons served 33 21
Average cost per renter assisted (monthly) $153 $202
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Activity: Owner Occupied Services - Rehabilitation Serves City Council’s Vision: Neighborhood Vision, Community Appearance Vision Goal: Secure grant funds to enhance the lives of low income residents and provide funds for safe, sanitary and decent housing to qualified low income residents Objectives: Provide a concise and fair application/allocation process open to all agencies eligible for funding; Encourage citizen participation through newspaper advertising, public service announcements, neighborhood meetings and public hearings Performance Measures FY12 Actual FY13 Budget Number of households assisted 47 30 Cost per unit assisted $2,996 $5,932
Activity: Owner Occupied Services – Emergency Rehabilitation Serves City Council’s Vision: Neighborhood Vision, Community Appearance Vision Goal: Secure grant funds to enhance the lives of low income residents and provide funds for safe, sanitary and decent housing to qualified low income residents Objectives: Provide a concise and fair application/allocation process open to all agencies eligible for funding; Encourage citizen participation through newspaper advertising, public service announcements, neighborhood meetings and public hearings Performance Measures FY12 Actual FY13 Budget Number of households assisted 50 40 Cost per unit assisted $2,444 $2,750
Activity: Section 108 Debt Service Serves City Council’s Vision: Neighborhood Vision, Community Appearance Vision Goal: Secure grant funds to enhance the lives of low income residents and provide funds for safe, sanitary and decent housing to qualified low income residents Objectives: Provide a concise and fair application/allocation process open to all agencies eligible for funding; Encourage citizen participation through newspaper advertising, public service announcements, neighborhood meetings and public hearings Performance Measures FY12 Actual FY13 Budget Cost per project $151,172 $150,713
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Part I Participant Identification
4. Contact Phone No.
M-12-MC-48-0224 City of San Angelo Bob Salas 325-657-42745. Street Address of the PJ
52 W. College San Angelo, TX 76903Part II Fiscal Year Summary
1,989,245.91$ 66,898.34$
2,056,144.25$ 30,674.88$
2,025,469.37$ Part III Match Contribution for the Federal Fiscal Year
1. Project ID 2. Date of Contribution Match Amount YTD Match
1618 Austin Oct-12 832.09$ 832.09$ 3241 Grove St Oct-12 709.26$ 1,541.35$ 517 N. Bell #2 Oct-12 392.12$ 1,933.47$ 1701 Greenwood # 704 Oct-12 730.38$ 2,663.85$ 1320 S. Oaks Oct-12 4.63$ 2,668.48$ 3902 Sherwood Way #109 Oct-12 453.21$ 3,121.69$ 1709 Greenwood St. # 606 Oct-12 861.41$ 3,983.10$ 1222 S. Abe Street # 22 Oct-12 1,042.63$ 5,025.73$ 1222 S. Abe Street # 31 Oct-12 381.00$ 5,406.73$ 1222 S. Abe Street #26 Oct-12 381.00$ 5,787.73$ 316 E. Harris #15 Oct-12 788.86$ 6,576.59$ 1728 Pulliam Street #29 Oct-12 302.00$ 6,878.59$ 1909 1/2 Pulliam #8 Oct-12 195.69$ 7,074.28$ 1618 Austin Nov-12 37.05$ 7,111.33$ 3241 Grove St Nov-12 700.00$ 7,811.33$ 1222 S. Bryant #4 Nov-12 388.48$ 8,199.81$ 1701 Greenwood # 704 Nov-12 384.26$ 8,584.07$ 1709 Greenwood St. #603 Nov-12 419.24$ 9,003.31$ 1222 S. Abe Street # 31 Nov-12 375.00$ 9,378.31$ 1222 S. Abe Street #26 Nov-12 381.00$ 9,759.31$ 1222 S. Abe St #33 Nov-12 992.23$ 10,751.54$ 316 E. Harris #15 Nov-12 66.70$ 10,818.24$ 1728 Pulliam Street #29 Nov-12 292.00$ 11,110.24$ 1909 1/2 Pulliam #8 Nov-12 193.60$ 11,303.84$ 1618 Austin Dec-13 341.92$ 11,645.76$ 3241 Grove St Dec-13 722.23$ 12,367.99$ 517 N. Bell #2 Dec-13 393.97$ 12,761.96$ 1222 S. Bryant #4 Dec-13 442.06$ 13,204.02$ 1701 Greenwood # 704 Dec-13 210.12$ 13,414.14$ 1709 Greenwood St. #603 Dec-13 412.05$ 13,826.19$ 3902 Sherwood Way #109 Dec-13 419.24$ 14,245.43$ 1709 Greenwood St. # 606 Dec-13 443.24$ 14,688.67$ 1222 S. Abe Street # 22 Dec-13 579.21$ 15,267.88$ 1222 S. Abe Street #26 Dec-13 387.48$ 15,655.36$ 1222 S. Abe St #33 Dec-13 638.78$ 16,294.14$ 316 E. Harris #15 Dec-13 412.50$ 16,706.64$ 1909 1/2 Pulliam #8 Dec-13 213.45$ 16,920.09$ 1618 Austin Jan-13 265.97$ 17,186.06$ 3241 Grove St Jan-13 727.30$ 17,913.36$ 517 N. Bell #2 Jan-13 396.75$ 18,310.11$
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
2. Match contributed during current Federal Fiscal Year3. Total match available for current Federal fiscal year (line 1 + line 2)4. Match liability for current Federal fiscal year5. Excess match carried over to next Federal fiscal year (Line 3 minus line
3. Type of Contribution* (if cash, include source)
Cash-State share of medicaid and General Revenue for uninsured
Match Contributions for Federal Fiscal Year 2013
1. Participant No. (assigned by HUD) 2. Name of Participating Jurisdiction 3. Contact Name
City, State, Zip Code
1. Excess match from prior Federal fiscal year
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Part III Match Contribution for the Federal Fiscal Year
1. Project ID 2. Date of Contribution Match Amount YTD Match3. Type of Contribution* (if cash, include source)
1222 S. Bryant #4 Jan-13 388.48$ 18,698.59$ 1701 Greenwood # 704 Jan-13 199.00$ 18,897.59$ 1709 Greenwood St. #603 Jan-13 438.38$ 19,335.97$ 3902 Sherwood Way #109 Jan-13 436.84$ 19,772.81$ 1709 Greenwood St. # 606 Jan-13 438.75$ 20,211.56$ 1222 S. Abe Street # 22 Jan-13 475.00$ 20,686.56$ 1222 S. Abe Street #26 Jan-13 381.60$ 21,068.16$ 1222 S. Abe St #33 Jan-13 4,699.37$ 25,767.53$ 1909 1/2 Pulliam #8 Jan-13 192.21$ 25,959.74$ 1618 Austin Feb-13 335.44$ 26,295.18$ 225 E. 3rd Street # 1 Feb-13 748.69$ 27,043.87$ 3902 Sherwood Way # 213 Feb-13 572.00$ 27,615.87$ 1701 Greenwood # 704 Feb-13 203.63$ 27,819.50$ 1709 Greenwood St. #603 Feb-13 410.20$ 28,229.70$ 3902 Sherwood Way #109 Feb-13 519.24$ 28,748.94$ 1709 Greenwood St. # 606 Feb-13 1,005.40$ 29,754.34$ 1222 S. Abe Street # 22 Feb-13 71.79$ 29,826.13$ 1222 S. Abe St #33 Feb-13 477.60$ 30,303.73$ 1703 Greenwood # 806 Feb-13 720.00$ 31,023.73$ 1618 Austin Mar-13 19.45$ 31,043.18$ 225 E. 3rd Street # 1 Mar-13 431.10$ 31,474.28$ 3902 Sherwood Way #109 Mar-13 372.00$ 31,846.28$ 1701 Greenwood # 704 Mar-13 199.00$ 32,045.28$ 1709 Greenwood St. #603 Mar-13 407.42$ 32,452.70$ 1222 S. Abe # Mar-13 584.21$ 33,036.91$ 211 W. 1 st Street #5 Mar-13 435.58$ 33,472.49$ 1709 Greenwood St. # 606 Mar-13 409.76$ 33,882.25$ 1703 Greenwood # 806 Mar-13 379.63$ 34,261.88$ 225 E. 3rd Street # 1 Apr-13 422.95$ 34,684.83$ 3902 Sherwood Way # 213 Apr-13 383.12$ 35,067.95$ 3902 Sherwood Way # 116 Apr-13 396.53$ 35,464.48$ 1701 Greenwood # 704 Apr-13 216.60$ 35,681.08$ 1709 Greenwood St. #603 Apr-13 403.72$ 36,084.80$ 3310 N.Bryant # 207 Apr-13 683.48$ 36,768.28$ 1222 S. Abe # Apr-13 91.21$ 36,859.49$ 211 W. 1 st Street #5 Apr-13 299.58$ 37,159.07$ 1709 Greenwood St. # 606 Apr-13 753.24$ 37,912.31$ 2801 San Antonio St #53 Apr-13 483.00$ 38,395.31$ 1314 E 26th St Apr-13 659.26$ 39,054.57$ 1703 Greenwood # 806 Apr-13 381.48$ 39,436.05$ 225 E. 3rd Street # 1 May-13 350.00$ 39,786.05$ 3902 Sherwood Way # 213 May-13 372.00$ 40,158.05$ 3902 Sherwood Way # 116 May-13 398.38$ 40,556.43$ 1701 Greenwood # 704 May-13 205.48$ 40,761.91$ 1709 Greenwood St. #603 May-13 479.67$ 41,241.58$ 3310 N.Bryant # 207 May-13 450.00$ 41,691.58$ 1222 S. Abe # May-13 305.42$ 41,997.00$ 211 W. 1 st Street #5 May-13 288.00$ 42,285.00$ 1709 Greenwood St. # 606 May-13 806.96$ 43,091.96$ 2801 San Antonio St #53 May-13 249.21$ 43,341.17$ 1715 Greenwood #201 May-13 1,039.48$ 44,380.65$ 1314 E 26th St May-13 669.45$ 45,050.10$ 1703 Greenwood # 806 May-13 375.00$ 45,425.10$
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
40
Part III Match Contribution for the Federal Fiscal Year
1. Project ID 2. Date of Contribution Match Amount YTD Match3. Type of Contribution* (if cash, include source)
550 Paint Rock Rd #1 Jun-13 363.81$ 45,788.91$ 3902 Sherwood Way # 213 Jun-13 372.00$ 46,160.91$ 3902 Sherwood Way # 116 Jun-13 382.63$ 46,543.54$ 1701 Greenwood # 704 Jun-13 226.79$ 46,770.33$ 225 E 3rd Street #2 Jun-13 97.26$ 46,867.59$ 1709 Greenwood St. #603 Jun-13 459.29$ 47,326.88$ 3310 N.Bryant # 207 Jun-13 454.63$ 47,781.51$ 1222 S. Abe # Jun-13 305.42$ 48,086.93$ 211 W. 1 st Street #5 Jun-13 372.45$ 48,459.38$ 1709 Greenwood St. # 606 Jun-13 743.92$ 49,203.30$ 225 E 3rd Street #1 Jun-13 530.63$ 49,733.93$ 1314 E 26th St Jun-13 656.48$ 50,390.41$ 1703 Greenwood # 806 Jun-13 386.12$ 50,776.53$ 550 Paint Rock Rd #1 Jul-13 317.00$ 51,093.53$ 3902 Sherwood Way # 116 Jul-13 391.90$ 51,485.43$ 1701 Greenwood # 704 Jul-13 243.00$ 51,728.43$ 225 E 3rd Street #2 Jul-13 277.98$ 52,006.41$ 1709 Greenwood St. #603 Jul-13 413.90$ 52,420.31$ 3310 N.Bryant # 207 Jul-13 470.75$ 52,891.06$ 1222 S. Abe # Jul-13 386.63$ 53,277.69$ 211 W. 1 st Street #5 Jul-13 80.79$ 53,358.48$ 2409 Ave. N # 1 Jul-13 434.63$ 53,793.11$ 1314 E 26th St Jul-13 688.50$ 54,481.61$ 211 W. 1st Street # Jul-13 14.26$ 54,495.87$ 1703 Greenwood # 806 Jul-13 379.63$ 54,875.50$ 550 Paint Rock Rd #1 Aug-13 393.42$ 55,268.92$ 2409 Avenue N #4 Aug-13 462.48$ 55,731.40$ 211 Filmore # 8 Aug-13 470.00$ 56,201.40$ 3902 Sherwood Way # 116 Aug-13 393.75$ 56,595.15$ 1709 Greenwood St. #603 Aug-13 394.45$ 56,989.60$ 3310 N.Bryant # 207 Aug-13 454.63$ 57,444.23$ 1222 S. Abe # Aug-13 356.53$ 57,800.76$ 211 W. 1st Street # 3 Aug-13 2,332.57$ 60,133.33$ 211 W. 1 st Street #5 Aug-13 69.21$ 60,202.54$ 2409 Ave. N # 1 Aug-13 337.48$ 60,540.02$ 1314 E 26th St Aug-13 672.23$ 61,212.25$ 211 W. 1st Street # Aug-13 257.00$ 61,469.25$ 1703 Greenwood # 806 Aug-13 402.23$ 61,871.48$ 550 Paint Rock Rd #1 Sep-13 333.21$ 62,204.69$ 2409 Avenue N #4 Sep-13 334.00$ 62,538.69$ 211 Filmore # 8 Sep-13 314.41$ 62,853.10$ 3902 Sherwood Way # 116 Sep-13 382.63$ 63,235.73$ 225 E 3rd Street #2 Sep-13 299.79$ 63,535.52$ 1709 Greenwood St. #603 Sep-13 381.48$ 63,917.00$ 1222 S. Abe # Sep-13 410.42$ 64,327.42$ 211 W 1st St #3 Sep-13 375.00$ 64,702.42$ 211 W. 1 st Street #5 Sep-13 69.21$ 64,771.63$ 2409 Ave. N # 1 Sep-13 331.00$ 65,102.63$ 1901 Pulliam #6 Sep-13 521.00$ 65,623.63$ 1314 E 26th St Sep-13 656.48$ 66,280.11$ 211 W. 1st Street # Sep-13 277.75$ 66,557.86$ 1703 Greenwood # 806 Sep-13 340.48$ 66,898.34$
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
Cash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsuredCash-State share of medicaid and General Revenue for uninsured
41
Part III Match Contribution for the Federal Fiscal Year
1. Project ID 2. Date of Contribution Match Amount YTD Match3. Type of Contribution* (if cash, include source)
42
form HUD-40107 (11/92)page 1 of 2
Annual Performance ReportHOME Program
U.S. Department of Housingand Urban DevelopmentOffice of Community Planningand Development
OMB Approval No. 2506-0171(exp. 8/31/2009)
Public reporting burden for this collection of information is estimated to average 2.5 hours per response, including the time for reviewing instructions, searchingexisting data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not conductor sponsor, and a person is not required to respond to, a collection of information unless that collection displays a valid OMB control number.
The HOME statute imposes a significant number of data collection and reporting requirements. This includes information on assisted properties, on theowners or tenants of the properties, and on other programmatic areas. The information will be used: 1) to assist HOME participants in managing theirprograms; 2) to track performance of participants in meeting fund commitment and expenditure deadlines; 3) to permit HUD to determine whether eachparticipant meets the HOME statutory income targeting and affordability requirements; and 4) to permit HUD to determine compliance with other statutoryand regulatory program requirements. This data collection is authorized under Title II of the Cranston-Gonzalez National Affordable Housing Act or relatedauthorities. Access to Federal grant funds is contingent on the reporting of certain project-specific data elements. Records of information collected willbe maintained by the recipients of the assistance. Information on activities and expenditures of grant funds is public information and is generally availablefor disclosure. Recipients are responsible for ensuring confidentiality when public disclosure is not required.
This form is intended to collect numeric data to be aggregated nationally as a complement to data collected through the Cash and Management Information(C/MI) System. Participants should enter the reporting period in the first block. The reporting period is October 1 to September 30. Instructions are includedfor each section if further explanation is needed.
Submit this form on or before December 31.
Send one copy to the appropriate HUD Field Office and one copy to:
HOME Program, Rm 7176, 451 7th Street, S.W., Washington D.C. 20410
This report is for period (mm/dd/yyyy) Date Submitted (mm/dd/yyyy)
Starting Ending
Part I Participant Identification1. Participant Number 2. Participant Name
3. Name of Person completing this report 4. Phone Number (Include Area Code)
5. Address 6. City 7. State 8. Zip Code
Part II Program IncomeEnter the following program income amounts for the reporting period: in block 1, enter the balance on hand at the beginning; in block 2, enter the amountgenerated; in block 3, enter the amount expended; and in block 4, enter the amount for Tenant-Based rental Assistance.1. Balance on hand at Beginning 2. Amount received during 3. Total amount expended 4. Amount expended for Tenant- 5. Balance on hand at end of
of Reporting Period Reporting Period during Reporting Period Based Rental Assistance Reporting Period (1 + 2 - 3) = 5
Part III Minority Business Enterprises (MBE) and Women Business Enterprises (WBE)In the table below, indicate the number and dollar value of contracts for HOME projects completed during the reporting period.
Minority Business Enterprises (MBE)a. Total b. Alaskan Native or c. Asian or d. Black e. Hispanic f. White
American Indian Pacific Islander Non-Hispanic Non-Hispanic
A. Contracts1. Number
2. Dollar Amount
B. Sub-Contracts
1. Number
2. Dollar Amount
a. Total b. Women Business c. MaleEnterprises (WBE)
C. Contracts
1. Number
2. Dollar Amount
D. Sub-Contracts
1. Number
2. Dollar Amounts
43
form HUD-40107 (11/92)page 2 of 2
Minority Property Ownersa. Total b. Alaskan Native or c. Asian or d. Black e. Hispanic f. White
American Indian Pacific Islander Non-Hispanic Non-Hispanic
1. Number
2. Dollar Amount
Minority Business Enterprises (MBE)Households Displaced a. Total b. Alaskan Native or c. Asian or d. Black e. Hispanic f. White
American Indian Pacific Islander Non-Hispanic Non-Hispanic
5. Households Displaced - Number
6. Households Displaced - Cost
Part IV Minority Owners of Rental PropertyIn the table below, indicate the number of HOME assisted rental property owners and the total dollar amount of HOME funds in these rental properties assistedduring the reporting period.
Part V Relocation and Real Property AcquisitionIndicate the number of persons displaced, the cost of relocation payments, the number of parcels acquired, and the cost of acquisition. The dataprovided should reflect only displacements and acquisitions occurring during the reporting period.
a. Number b. Cost
1. Parcels Acquired
2. Businesses Displaced
3. Nonprofit Organizations Displaced
4. Households Temporarily Relocated, not Displaced
44
City of San Angelo
Memo Date: 10/24/2013
To: Mayor and Councilmembers
From: Assistant Chief Scott Farris, Fire Dept.
Subject: Agenda Item for 12/03/2013 Council Meeting
Contact: Scott Farris, Fire, 3005
Caption: REGULAR Item
Consideration for authorization of staff to negotiate the purchase of a Fire Engine via Buy-Board purchasing coop from Hall Motors a Ferrara dealer, and for additional equipment to be purchased from other vendors, in a total combined amount not to exceed $460,000.00, and authorizing the City Manager to execute said contract and any related documents.
Summary: Replacement of an existing 18 year old Fire Apparatus with continual mechanical failures.
History: The Fire Apparatus needing replacement is an 18 yr. old 1995 KME presently a first response pumper located at fire station #6 (4386 N. Chadbourne). Recommendations are to replace Fire apparatus after 15 yrs. of service. The apparatus has proven to be unreliable. Continued mechanical issues have plagued this vehicle over the past couple years. Starting in early 2012 we have documented brake failure more than 10 times. We do have one older apparatus in the fleet although we would like to replace this apparatus first due safety issues as well as ongoing maintenance cost.
Financial Impact: A funding source has been approved during the Council meeting dated Sept. 3, 2013 – Rollover of funds from ambulance revenues… (minutes Vol. 104 pg. 757). The fire apparatus price shall not exceed $411,877. Total cost of fire apparatus combined with additional needed equipment replacement (tools, fire hose, and radios) shall not exceed $460,000. The additional needed equipment will be obtained using best pricing quotes.
Related Vision Item
(if applicable):
Infrastructure Vision
San Angelo will have a quality infrastructure system when…
Dependable delivery of essential services
Financial Vision
Create a replacement fund or rate stabilization program for equipment. Core services come first
– Public safety, water, wastewater, landfill, and operations
Other Information/ Recommendation:
Staff recommends replacement of a 1995 KME fire apparatus by purchasing one new Ferrara fire apparatus using BuyBoard purchasing coop.
Attachments: Apparatus Quote (SAFD Pumper).pdf San Angelo Pumper Specifications.pdf Shop Order (Customer).pdf
18-B2-2220 Opticom Emitter - Lightbar Mounted, 3M 795 LED 1 FE
18-B4-1220 Lights - Inboard Lower Front Warning, Whelen M6 LED M6 (Red) 1 FE
18-B6-1020 Lights - Bumper Warning, Whelen M6 LED (Red) Pair 1 FE
18-B8-1020 Lights - Cab Wheel Well Warning, Whelen M6 LED (Blue) Pair 1
18-D2-0820 Lights - Cab Ground, LED (4 Door Cab) 1 FE
CAB INFORMATION PLATES 1 FE
18-P4-0220 Plate - Occupancy/Seat Belt 1 FE
18-P4-0420 Plate - "Do Not Wear Helmet While Seated" 1 FE
18-P4-1020 Plate - Apparatus Movement Warning 1 FE
WARRANTIES / MANUALS / DIAGNOSTIC SOFTWARE 1 FE
18-R2-0820 Warranty - Cab/Chassis Parts & Labor, 5-Year 1 FE
18-R2-1020 Warranty - Cab Structural, 10-Year/100,000 Miles 1 FE
18-R2-1220 Warranty - Cab Paint, 4-Year/100,000 Miles 1
18-R2-1420 Warranty - Frame Rails 1 FE
18-R2-1620 Warranty - Meritor Axle 1 FE
18-R2-2020 Warranty - Cummins Engine, 5-Year/100,000 Miles 1 FE
18-R2-4020 Warranty - Allision Automatic Transmission, 5-Year/Unlimited Miles 1 FE
18-R6-0220 Manuals - Chassis Operation (2) - CD's 1 FE
18-R6-4820 Wiring Diagrams - Cab/Chassis Standard (CD) 1 FE
71-04-0820 Light - 12-Volt Brow Mount, Whelen Pioneer LED PFP2-FFA 2 FE Locations: One (1) each side of the cab roof, above the side intake grilles
18-P2-0220 Plate - Carrying Capacity NFPA 1 FE
18-P2-2620 Plate - Seating Capacity 5 People 1 FE
18-P4-0620 Plate - Overall Height/Length/Weight 1 FE
18-P4-0820 Plate - Fluid Capacity 1 FE
18-P4-1220 Plate - "Do Not Ride" 1 FE
20-A2-4020 PUMP MODULE - TOP MOUNT EXTRUDED ALUMINUM 1 FE No pump house lights is required.
20-A4-2220 Separate Pump Module - Extruded 1 FE
10/23/2013 Page 5
PART NO DESCRIPTION QTY ID
20-A4-4020 Trim - Dunnage Area, Tread Plate 1 FE
20-C4-0420 Pump Panels - Black Anodized Aluminum 1 FE
20-C6-1220 Fully Hinged Pump Panels - Left/Right Side 1 FE
20-D2-0220 Extruded Light Shield - Top Console 1 FE
20-D2-0420 Extruded Light Shield - Left Side 1 FE
20-D2-0620 Extruded Light Shield - Right Side 1 FE
20-D4-0220 Light - Top Pump Panel, OnScene LED Access 1 FE
20-D6-0220 Light - Left Side Pump Panel, OnScene LED Access 1 FE
20-D6-1220 Light - Right Side Pump Panel, OnScene LED Access 1 FE
20-D6-6220 Pump Panel Light Activation 1 FE
20-F2-0620 Walkway - 24" Top Mount w/Tool Compartments 1 The tool compartments shall be used to store wheel chocks.
20-F2-1020 Steps - Top Mount, Between Walkway & Running Board (Pair) 1 FE The steps shall be 8" wide, located behind the tool compartment doors.
20-F4-0220 Running Board - Aluminum Tread Plate, Left Side 1 FE
20-F4-1420 Running Board - Aluminum TP w/Hose Tray (Rubber Flooring), Right Side 1 FE
20-G4-0220 Handrails - Top Mount Walkway 30" (Pair) 1 FE
20-H2-0220 Compartment - Handset, Pump Panel 1 FE
20-J2-0220 Gauges - 4-1/2" Master Suction/Pressure, Metal Face 1 FE
20-J4-1620 Pressure Governor - FRC Pump Boss PBA400-A00 1 FE
20-J6-0220 Gauges - 2-1/2" Pressure, Metal Face 1 FE The gauges shall be installed at each discharge control on the pump operator's panel. On side mount pump
applications each gauge shall incorporate a Thuemling Instrument Group 1-piece module assembly
consisting of the gauge, push-pull and trim bezel.
20-J6-6220 Gauge Bezels - Color Coded 1 FE
20-M4-0220 Tags - Pump Panel, Color Coded (Metal) 1 FE
22-A4-0820 Pump System - Waterous CSU (1500-2000 GPM) Single Stage 1 FE
22-F4-0220 Packing Glands - Waterous 1 FE
22-F4-1420 Flame Plated Impeller Hub - Waterous 1 FE
22-G2-0420 Pump Shift - w/Manual Override 1 FE
22-J4-0220 Primer - Pump, Waterous VPO (Oil Less) 1 FE
22-M2-0220 Anodes - Pump Corrosion (Each) 3 FE Locations: One (1) on the discharge side and two (2) on the suction side, one each side of the pump
22-M2-0225 Anode Pro Monitor 1
22-P2-0620 Valve - Master Pump Drain 1 FE
22-R2-0420 U.L. Test Points 1 FE
22-R2-1820 Certification - U.L. 1500 GPM Pump 1 FE
22-R4-0420 Plate - Pump Test Certification 1 FE
22-S4-0220 Warranty - Waterous Pumps 1 FE
22-S8-0220 Manuals - Pump 1 FE
24-A4-4020 Suction Header - 6" w/Long Handle Cap, Left Side 1 FE
24-B4-4020 Suction Header - 6" w/Long Handle Cap, Right Side 1 FE
24-R2-0620 Tank-To-Pump - 3" Valve w/Lever Control 1 FE
24-S6-2620 Tank Fill - 2-1/2" Valve w/Lever Control 1 FE
24-T2-0420 Cooler - Engine, 1/2" Line w/ 1/4 Turn Valve 1 FE
24-T2-0620 Cooler - Pump, 3/8" Line w/ 1/4 Turn Valve 1 FE
24-W2-0220 Plumbing - Galvanized Steel 1 FE
10/23/2013 Page 6
PART NO DESCRIPTION QTY ID
24-W4-0220 Paint - Pump and Plumbing, Black 1 FE
VALVE PACKAGE - AKRON - Controls Lever 1 FE
26-C2-0000 SUCTION INLETS 1 FE
26-D2-0620 Suction - LPF, 2-1/2" Valve w/Lever Control at Top Mount Panel 1 FE
28-00-0000 DISCHARGE OUTLETS 1 FE
28-00-0220 All 2-1/2" Side Discharge Outlets Terminate 30-Degree REMOVABLE Elbows 1 All 2-1/2" side discharge outlets shall terminate with chrome-plated REMOVABLE 30-Degree elbows,
2-1/2" MNST threads, chrome vented cap, and chain.
28-A6-0420 Discharge - Front Bumper w/ Swivel - thru Tread Plate (PS) 1 FE
28-A8-2820 Discharge - Front Bumper, 2-1/2" Valve w/Lever Control 1 FE
28-A8-6020 Discharge - Front Bumper - Tread Plate Stop 1 FE
28-F4-8020 Walkway Speedlay No. 1 - Double Lay, 2" Valve w/Lever Control 1 FE
28-F4-8620 Walkway Speedlay No. 2 - Double Lay, 2" Valve w/Lever Control 1 FE
28-F6-1020 Cover - Aluminum w/End Flaps (2) Speedlays 1 FE
28-F8-0220 Cover - End Flaps w/Snaps, Speedlays (2) 1 FE
28-F8-2020 Cover Color: Blue 1
28-H8-1220 Discharge - LPF, 2-1/2" Akron Valve w/Lever Control 1 FE
28-J8-1220 Discharge - LPR, 2-1/2" Akron Valve w/Lever Control 1 FE
28-M2-1220 Discharge - RPF, 2-1/2" Akron Valve w/Lever Control 1 FE
28-P6-1220 Discharge - RPR, 2-1/2" Akron Valve w/Lever Control 1 FE
28-Q6-1020 Discharge - Deck Gun, 3" Akron Valve w/Lever Control 1 FE
28-R4-0620 Monitor - Akron Apollo 3433 w/Pipes & Tips 1 FE
28-V6-1020 Discharge - Left Rear, 2-1/2" Akron Valve w/Lever Control 1 FE
92-C4-0220 Elbow - 2-1/2 FNST x 2-1/2" MNST Chrome 30 Degree, Trident 01.010.0 1 FE Location: 2-1/2" left rear discharge
32-E2-2020 Return Line - Fill Subsurface 1 FE
32-B2-1220 Water Tank - Polypropylene, 1000 Gallons (1/2-T) 1 FE
32-D8-0220 Warranty - Poly Water Tank, Lifetime 1 FE
32-D8-0420 Certification - NFPA Water Tank Size 1 FE
34-B2-0220 Gauge - Water Level, Tank Vision WLA200-A00 1 FE
34-B2-0620 Gauge - Water Level, Whelen PSTANK (FRC) 1 FE Includes FRC WL2900 driver.
60-00-5550 Body - Rescue Style Left/Right, Ladder Beside Tank (44/66/36) 1
60-04-4300 Vertical Load Test - Body 1 FE
60-05-0400 Body Modification - 102" Wide Body 1
60-05-0405 Body Modification - Compartment Height Raise (Per Inch) 9
60-12-0225 Compartment Door - Side Roll Up, ROM Satin Finish 6
60-12-0245 Compartment Door - Rear Roll Up, ROM Satin Finish 1
60-19-0500 Compartment - Rear Full Height, Extruded Body 1 FE
60-19-3400 Compartment - Rear Pike Pole/Ladder Storage (RS) 1 FE
65-00-0000 Body Trim Package (No Rear Stanchions) 1
65-00-4400 Tow Eyes - Rear, Below Body (Pair) 1 FE
65-00-7000 Handrail - Below Hose Bed 1 FE
65-01-4500 Cover - Hose Bed, Hypalon 1 FE
65-01-6020 Cover - End Flaps w/Snaps, Hose Bed 1 FE
65-01-6060 Cover Color: Blue 1
65-01-6600 Divider - Hose Bed, Pumper 1 FE
65-01-8000 Hose Bed Capacity 1
65-02-0900 Shelf - Adjustable, 29-36" x 24-28"D (Each) 1 FE Location: Compartment B1
10/23/2013 Page 7
PART NO DESCRIPTION QTY ID
65-02-1000 Shelf - Adjustable, 37-48"W x 24-28"D (Each) 1 FE Location: Compartment R1
65-02-1220 Shelf - Adjustable, 29-36"W x 12-15"D (Each) 1 FE Location: Compartment L3
65-02-1230 Shelf - Adjustable, 37-48"W x 12-15"D (Each) 1 FE Location: Compartment L1
65-02-1232 Shelf - Adjustable, 48-60"W x 12-15"D (Each 1 FE Location: Compartment L2
65-02-1250 Shelf - Additional Adjustable, 29-36"W x 12-15"D (Each) 1 FE Location: Compartment L3
65-02-1260 Shelf - Additional Adjustable, 37-48"W x 12-15"D (Each) 1 FE Location: Compartment L1
65-02-1500 Shelf - Additional Adjustable, 29-36"W x 24-28"D (Each) 1 FE Location: Compartment B1
65-02-3420 Divider - Compartment (Each) 2 FE Locations: Compartments L3 and R3 to separate from compartment B1
65-03-0700 Tray - 250 Pound Roll-Out, 37-48"W x 24-28"D (Each) 1 FE Location: Compartment L1 (adjustable, lower section)
65-02-3500 Step - Chrome Folding, Front of Body (Each) 6 FE Locations: Three (3) each side of the apparatus on the front compartment face
65-02-5000 Steps - LED Lighted, Rear (4) 1 FE Locations: Left rear of apparatus
70-00-0030 Electrical System - (Body Only!) 1 FE
70-00-0100 Electrical, 12-Volt Testing 1 FE
70-00-0600 EMI/RFI Protection 1 FE
70-01-5700 Lower LED Lights (Zone B/D) - Whelen M6 Super LED M6R (Pair) 1 Locations: One (1) each side on rear tailboard ends
70-01-5705 Lower LED Lights (Zone B/D) - Whelen M6 Super LED M6B (Pair) 1 Locations: One (1) each side in body wheel well area
70-01-5720 Lower LED Lights (Zone B/D) - Whelen LIN3 Super LED RSB02ZCR (Pair) 1 Locations: One (1) each side below compartments L1/R1, forward portion in the rub rails
70-01-5725 Lower LED Lights (Zone B/D) - Whelen LIN3 Super LED RSR02ZCR (Pair) 1 Locations: One (1) each side below compartments L3/R3, rearward portion in the rub rails
70-01-5800 Lower LED Lights (Zone C) - Whelen M6 Super LED M6R (Each) 1 Location: Left rear of the apparatus, above the tail light housing
70-01-5805 Lower LED Lights (Zone C) - Whelen M6 Super LED M6B (Each) 1 Location: Right rear of the apparatus, above the tail light housing
70-01-5900 Upper Front LED Lights (Zone B/D) - Whelen M6 Super LED M6R (Pair) 1
10/23/2013 Page 8
PART NO DESCRIPTION QTY ID
70-01-6000 Upper Rear LED Lights (Zone B/D) - Whelen M6 Super LED M6R (Pair) 1
70-01-6100 Upper Rear LED Lights (Zone C) - Whelen M6 Super LED M6B (Each) 1 Locations: Left upper rear of apparatus
70-01-6105 Upper Rear LED Lights (Zone C) - Whelen M6 Super LED M6R (Each) 1 Locations: Right upper rear of apparatus
70-05-3820 Lights - LED Clearance and Maker, Whelen OS Series 1 FE