10/18/2021-CC-Agenda Packet-RegularAGENDA
CITY COUNCIL REGULAR MEETING
MONDAY, OCTOBER 18, 2021
7:00 PM
HISTORIC CHURCH BUILDING
403 N 7TH STREET SANGER, TEXAS
1.CALL THE REGULAR MEETING TO ORDER, ESTABLISH A QUORUM,
INVOCATION, AND PLEDGE
2.CITIZEN INPUT:
Citizens are allowed 3 minutes to speak. The City Council is unable to respond or discuss any issues
brought up during this section.
3.CONSENT AGENDA:
All items on the Consent Agenda will be acted upon by one vote without being discussed separately unless
requested by a Councilmember to remove the item(s) for additional discussion. Any items removed from the
Consent Agenda will be taken up for individual consideration.
A.MINUTES REGULAR SESSION
Consider the minutes from the October 4, 2021, Council Meeting.
B.PARKS AND RECREATION / KEEP SANGER BEAUTIFUL BOARD
APPOINTMENT
Consider appointing David Zipper to Place 3 on the Parks and Recreation / Keep Sanger
Beautiful board. (Edwards)
C.LIBRARY BOARD APPOINTMENTS
Consider reappointing Judith Rodgers, Place 3 and Erica Kaufman, Place 5 to the Library
Board. (Edwards)
4.REGULAR AGENDA
A.PRIMORISFIRST AMENDMENT TO CONTRACT (FM455)
Consider authorizing the Mayor to execute an amendment to the Primoris Distribution
Services Contract for the FM 455 Project. (Prater)
B.FM 455 PROJECT CHANGE ORDER #1PRIMORIS DISTRIBUTION
SERVICES
Consider Change Order #1 in the amount of $7,000.00 between the City of Sanger and
Primoris Distribution Services for the FM 455 Project; and authorize the City Manager to
execute said Change Order. (Prater)
C.FM 455 PROJECT CHANGE ORDER #2PRIMORIS DISTRIBUTION
SERVICES
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AGENDACITY COUNCIL REGULAR MEETINGMONDAY, OCTOBER 18, 20217:00 PMHISTORIC CHURCH BUILDING403 N 7TH STREET SANGER, TEXAS1.CALL THE REGULAR MEETING TO ORDER, ESTABLISH A QUORUM,INVOCATION, AND PLEDGE2.CITIZEN INPUT:Citizens are allowed 3 minutes to speak. The City Council is unable to respond or discuss any issuesbrought up during this section.3.CONSENT AGENDA:All items on the Consent Agenda will be acted upon by one vote without being discussed separately unlessrequested by a Councilmember to remove the item(s) for additional discussion. Any items removed from theConsent Agenda will be taken up for individual consideration.A.MINUTES REGULAR SESSIONConsider the minutes from the October 4, 2021, Council Meeting.B.PARKS AND RECREATION / KEEP SANGER BEAUTIFUL BOARDAPPOINTMENTConsider appointing David Zipper to Place 3 on the Parks and Recreation / Keep SangerBeautiful board. (Edwards)C.LIBRARY BOARD APPOINTMENTSConsider reappointing Judith Rodgers, Place 3 and Erica Kaufman, Place 5 to the LibraryBoard. (Edwards)4.REGULAR AGENDAA.PRIMORISFIRST AMENDMENT TO CONTRACT (FM455)Consider authorizing the Mayor to execute an amendment to the Primoris DistributionServices Contract for the FM 455 Project. (Prater)B.FM 455 PROJECT CHANGE ORDER #1PRIMORIS DISTRIBUTIONSERVICESConsider Change Order #1 in the amount of $7,000.00 between the City of Sanger andPrimoris Distribution Services for the FM 455 Project; and authorize the City Manager toexecute said Change Order. (Prater)
C.FM 455 PROJECT CHANGE ORDER #2PRIMORIS DISTRIBUTION
SERVICES
Consider Change Order #2 in the amount of $4,460.00 between the City of Sanger and
Primoris Distribution Services for the FM 455 Project; and authorize the City Manager to
execute said Change Order. (Prater)
D.LIBRARY FY20202021 BUDGET AMENDMENT FOR REPLACEMENT OF
ITEMS LOST IN WINTER STORM
Consider Ordinance 102321, Amending the budget for the Fiscal Year 20212022, and
authorizing amended expenditures as provided in Exhibit A. (Tolle)
E.AGREEMENT WITH DOCUNAV SOLUTIONS FOR LASERFICHE
Consider an agreement with V.P. IMAGING, INC DBA DocuNav
Solutions for $105,203.35 to purchase an Enterprise Content Management System,
Laserfiche and authorize the Mayor or City Manager to execute said agreement. (Edwards)
F.POWER ENGINEERS TASK ORDER NUMBER 1
Consider Task Order Number 1 with Power Engineers in an amount not to exceed $25,000,
and authorize the Mayor or City Manager to execute said Task Order. (Ciocan)
5.INFORMATION ITEMS:
A.ECONOMIC DEVELOPMENT UPDATE
Presentation and discussion on Economic Development. (Bradshaw)
B.DANNENBAUM CONSTRUCTION UPDATE
Construction update regarding IH35 / FM 455 Expansion Project.
C.ATMOS ENERGY
Atmos Energy Rider GCR Docket No 10170 September
D.ALL AMERICAN DOGS
Provide an overview and update of services provided to the City of Sanger. (Perkins)
6.FUTURE AGENDA ITEMS:
The purpose of this item is to allow the Mayor and members of Council to bring forward items they wish
to discuss at a future meeting, A Council Member may inquire about a subject for which notice has not
been given. A statement of specific factual information or the recitation of existing policy may be given.
Any deliberation shall be limited to a proposal to place the subject on an agenda for a subsequent
meeting. Items may be placed on a future meeting agenda with a consensus of the Council or at the call of
the Mayor.
7.ADJOURN.
I, the undersigned authority, do hereby certify that this Notice of Meeting was posted on the City
Website, and on the bulletin board, at the City Hall of the City of Sanger, Texas, a place convenient and
readily accessible to the general public at all times. Said notice was posted on the following date and
time, and remained posted continuously for at least 72 hours prior to the scheduled time of said meeting
and shall remain posted until meeting is adjourned.
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AGENDACITY COUNCIL REGULAR MEETINGMONDAY, OCTOBER 18, 20217:00 PMHISTORIC CHURCH BUILDING403 N 7TH STREET SANGER, TEXAS1.CALL THE REGULAR MEETING TO ORDER, ESTABLISH A QUORUM,INVOCATION, AND PLEDGE2.CITIZEN INPUT:Citizens are allowed 3 minutes to speak. The City Council is unable to respond or discuss any issuesbrought up during this section.3.CONSENT AGENDA:All items on the Consent Agenda will be acted upon by one vote without being discussed separately unlessrequested by a Councilmember to remove the item(s) for additional discussion. Any items removed from theConsent Agenda will be taken up for individual consideration.A.MINUTES REGULAR SESSIONConsider the minutes from the October 4, 2021, Council Meeting.B.PARKS AND RECREATION / KEEP SANGER BEAUTIFUL BOARDAPPOINTMENTConsider appointing David Zipper to Place 3 on the Parks and Recreation / Keep SangerBeautiful board. (Edwards)C.LIBRARY BOARD APPOINTMENTSConsider reappointing Judith Rodgers, Place 3 and Erica Kaufman, Place 5 to the LibraryBoard. (Edwards)4.REGULAR AGENDAA.PRIMORISFIRST AMENDMENT TO CONTRACT (FM455)Consider authorizing the Mayor to execute an amendment to the Primoris DistributionServices Contract for the FM 455 Project. (Prater)B.FM 455 PROJECT CHANGE ORDER #1PRIMORIS DISTRIBUTIONSERVICESConsider Change Order #1 in the amount of $7,000.00 between the City of Sanger andPrimoris Distribution Services for the FM 455 Project; and authorize the City Manager toexecute said Change Order. (Prater)C.FM 455 PROJECT CHANGE ORDER #2PRIMORIS DISTRIBUTIONSERVICESConsider Change Order #2 in the amount of $4,460.00 between the City of Sanger andPrimoris Distribution Services for the FM 455 Project; and authorize the City Manager toexecute said Change Order. (Prater)D.LIBRARY FY20202021 BUDGET AMENDMENT FOR REPLACEMENT OFITEMS LOST IN WINTER STORMConsider Ordinance 102321, Amending the budget for the Fiscal Year 20212022, andauthorizing amended expenditures as provided in Exhibit A. (Tolle)E.AGREEMENT WITH DOCUNAV SOLUTIONS FOR LASERFICHEConsider an agreement with V.P. IMAGING, INC DBA DocuNavSolutionsfor $105,203.35 to purchase an Enterprise Content Management System,Laserfiche and authorize the Mayor or City Manager to execute said agreement. (Edwards)F.POWER ENGINEERS TASK ORDER NUMBER 1Consider Task Order Number 1 with Power Engineers in an amount not to exceed $25,000,and authorize the Mayor or City Manager to execute said Task Order. (Ciocan)5.INFORMATION ITEMS:A.ECONOMIC DEVELOPMENT UPDATEPresentation and discussion on Economic Development. (Bradshaw)B.DANNENBAUM CONSTRUCTION UPDATEConstruction update regarding IH35 / FM 455 Expansion Project.C.ATMOS ENERGYAtmos Energy Rider GCR Docket No 10170 SeptemberD.ALL AMERICAN DOGSProvide an overview and update of services provided to the City of Sanger. (Perkins)6.FUTURE AGENDA ITEMS:The purpose of this item is to allow the Mayor and members of Council to bring forward items they wishto discuss at a future meeting, A Council Member may inquire about a subject for which notice has notbeen given. A statement of specific factual information or the recitation of existing policy may be given.Any deliberation shall be limited to a proposal to place the subject on an agenda for a subsequentmeeting. Items may be placed on a future meeting agenda with a consensus of the Council or at the call ofthe Mayor.7.ADJOURN.I, the undersigned authority, do hereby certify that this Notice of Meeting was posted on the CityWebsite, and on the bulletin board, at the City Hall of the City of Sanger, Texas, a place convenient andreadily accessible to the general public at all times. Said notice was posted on the following date and
time, and remained posted continuously for at least 72 hours prior to the scheduled time of said meeting
and shall remain posted until meeting is adjourned.
October 15, 2021, 11:00 AM
Kelly Edwards, City Secretary
City of Sanger, Texas
Date/Time Posted
This facility is wheelchair accessible and accessible parking spaces are available. Requests for additional
accommodations or interpretive services must be made 48 hours prior to this meeting. Please contact the City
Secretary's office at (940) 4587930 for further information.
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CITY COUNCIL AGENDA MEMO
AGENDA ITEM NO. A.
AGENDA MEETING DATE: October 18, 2021
TO: John Noblitt, City Manager
FROM: Kelly Edwards, City Secretary
ITEM/CAPTION:
MINUTES REGULAR SESSION
Consider the minutes from the October 4, 2021, Council Meeting.
AGENDA TYPE: Consent Agenda
ACTION REQUESTED: Approval
BACKGROUND:
N/A
LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:
N/A
FINANCIAL SUMMARY FUNDING/FISCAL IMPACT:
N/A
FUNDS:
N/A
STAFF RECOMMENDATION/ACTION DESIRED:
Approve the minutes as presented.
ATTACHMENTS:
Description Upload Date Type
10042021 CC Mins 10/13/2021 Cover Memo
Page 4
Page 1 of 4
MINUTES
CITY COUNCIL REGULAR MEETING
MONDAY, OCTOBER 4, 2021
7:00 PM
HISTORIC CHURCH BUILDING
403 N 7TH STREET SANGER, TEXAS
COUNCIL MEMBERS PRESENT:
Mayor Thomas Muir, Councilmembers: Marissa Barrett, Allen Chick, Dennis Dillon, and
Victor Gann.
COUNCIL MEMBERS ABSENT:
Mayor Pro Tem Gary Bilyeu
STAFF MEMBERS PRESENT:
City Manager John Noblitt, Assistant City Manager Alina Ciocan, City Secretary Kelly
Edwards, Director of Development Services Ramie Hammonds, City Engineer Tracy
LaPiene, Interim Police Chief Jonathan Perkins, and Social Media Manager Laura Klenke.
1. CALL THE REGULAR MEETING TO ORDER, ESTABLISH A
QUORUM, INVOCATION, AND PLEDGE
Mayor Muir called the Regular Session to order at 7:00 p.m.
The invocation given by Councilmember Chick the Pledge of Allegiance was led by
Councilmember Gann.
2. CITIZEN INPUT:
No one addressed the Council.
Mayor Muir moved to the Consent Agenda.
3. INFORMATION ITEMS:
A. MONTHLY FINANCIAL REPORT - AUGUST 31, 2021
B. CAPITAL PROJECTS RECAP - SEPTEMBER 23, 20021
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Page 2 of 4
C. DISBURSEMENTS REPORT - SEPTEMBER 2021
Discussion ensued regarding financial challenges that may affect municipal owned utilities
and the proposed load shedding requirements.
Mayor Muir moved back to Item 6, Future Agenda Items.
4. CONSENT AGENDA:
A. MINUTES REGULAR SESSION
Consider the minutes from the September 20, 2021, Council Meeting.
B. DESIGNATING CITY'S OFFICIAL NEWSPAPER
Consider Resolution 10-11-21 Designating a Newspaper of General Circulation as
the City's Official Newspaper. (Edwards)
C. BOARD AND COMMISSION APPOINTMENTS
Consider reappointing Bret Bumpus, Place 1 and Brad Shumate Place 5 to the
Parks and Recreation / Keep Sanger Beautiful board. (Edwards)
Motion made by Councilmember Chick to approve the consent agenda as
presented. Councilmember Barrett seconded the motion. Motion passed unanimously.
5. REGULAR AGENDA
A. AGREEMENT FOR PROFESSIONAL SERVICES - PLUMMER
ASSOCIATES, INC
Consider an agreement for Professional Services with Plummer Associates, Inc. in an
amount not to exceed $48,500, and authorizing the Mayor or City Manager
to execute the agreement. (Ciocan)
City Manager Noblitt provided an overview of the agreement. Discussion ensued regarding
the amount spent and budgeted.
Motion made by Councilmember Chick to approve an agreement for Professional
Services with Plummer Associates, Inc. in an amount not to exceed $48,500, and
authorizing the Mayor to execute the agreement. Councilmember Dillon seconded the
motion. Motion passed unanimously.
B. MARION POINT ACRES - REPLAT
Consider a Replat of Block A Lot 1, Lot 2, Lot 3, Lot 4 of the Marion Point Acres,
within the City of Sanger’s Extraterritorial Jurisdiction, being approximately 26.444
acres, reclaiming unused right of way and increasing acreage to 27.36. (Hammonds)
Director Hammonds provided an overview of the replat stating that the County approved
the replat with the variances as requested.
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Page 3 of 4
Mr. Allison, applicant, provided an overview of the request to reclaim the
right-of-way.
Motion made by Councilmember Barrett to approve the Replat of Block A, Lot 1, Lot 2,
Lot 3, and Lot 4 of the Marion Point Acres, within the City of Sanger’s Extraterritorial
Jurisdiction, being approximately 26.444 acres, reclaiming the unused right of way and
increasing acreage to 27.36 with the following variances: 1. DCSRR Sect. VIII III.B.2
and City Code 10.106(b)(2)(C)(i) to allow existing Huling Rd pavement width and
material to remain; and 2. City Code 10.106.g.7.7 the use of underground electrical
services and transmission lines is required for all subdivisions. Councilmember Dillon
seconded the motion. Motion passed unanimously.
C. RIDGECREST NORTH, PHASE III - REPLAT
Conduct a public hearing and consider a Replat of Block A, Lot 14 of Ridgecrest
North, Phase III, within the City of Sanger's Extraterritorial Jurisdiction, being
approximately 22.15 acres. (Hammonds)
Mayor Muir opened the public hearing at 7:21 p.m.
Director Hammonds provided an overview of the replat stating that the applicant had
requested a 30-day extension to address the City’s comments.
▪ Kyle Reynolds, 450 Ridgecrest Pl., spoke in opposition.
▪ Kim Gobble, 741 Ridgecrest Pl., spoke in opposition and asked questions
about the deed restrictions.
▪ Mike Gobble, 471 Ridgecrest Pl., spoke in opposition and asked questions
about subdivisions regulations dividing property.
▪ Tim Cornwell, 420 Ridgecrest Pl., asked questions regarding platting.
▪ David Zipper, 212 Diane Drive, spoke in opposition and asked who would be
responsible for the improvements.
Mayor Muir closed the public hearing at 7:41 p.m.
Director Hammonds stated that the replat would be placed on the November 1, 2021,
meeting agenda for consideration.
Motion made by Councilmember Chick to accept the applicant’s 30-day extension
request on the Replat of Block A, Lot 14 of Ridgecrest North, Phase III, within the City of
Sanger's Extraterritorial Jurisdiction, being approximately 22.15 acres. Councilmember
Barrett seconded the motion. Motion passed unanimously.
Mayor Muir moved back to Item 3, Information Items.
6. FUTURE AGENDA ITEMS:
▪ Councilmember Dillon requested an update regarding the recycling program.
▪ Councilmember Dillon asked Staff to provide the scope of services for the All
American Dogs agreement.
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Page 4 of 4
7. ADJOURN.
There being no further business, Mayor Muir adjourned the meeting at 7:57 p.m.
_______________________________
Thomas E. Muir, Mayor
______________________________
Kelly Edwards, City Secretary
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CITY COUNCIL AGENDA MEMO
AGENDA ITEM NO. B.
AGENDA MEETING DATE: October 18, 2021
TO: John Noblitt, City Manager
FROM: Kelly Edwards, City Secretary
ITEM/CAPTION:
PARKS AND RECREATION / KEEP SANGER BEAUTIFUL BOARD APPOINTMENT
Consider appointing David Zipper to Place 3 on the Parks and Recreation / Keep Sanger Beautiful board. (Edwards)
AGENDA TYPE: Regular
ACTION REQUESTED: Approval
BACKGROUND:
The City Secretary's Office received an application from Mr. Zipper. Mr. Zipper would like to be involved in the
community.
City of Sanger Charter, Article X, Board Commission and Committees, Section 10.01, Authority The Council
shall create, establish, or appoint, as may be required by the laws of the State of Texas or this Charter, such
boards, commissions and committees as it deems necessary to carry out the functions and obligations of the City.
The Council shall prescribe the purpose, composition, functions, duties, accountability, and tenure of each board,
commission and committee, where such are not prescribed by law or this Charter.
The Council shall annually publish, during the months of April or May, the opportunity for the citizens of Sanger to
serve on boards or commissions.
Board:Place 1 Brett Bumpus 20212023; Place 2 Tyler Sievent 20202022; Place 3 (David Zipper) 20212023;
Place 4 David Cale Trail 20202022; and Place 5 Brad Shumate 20212023.
LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:
N/A
FINANCIAL SUMMARY FUNDING/FISCAL IMPACT:
N/A
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CITY COUNCIL AGENDA MEMOAGENDA ITEM NO. B.AGENDA MEETING DATE: October 18, 2021TO: John Noblitt, City ManagerFROM: Kelly Edwards, City SecretaryITEM/CAPTION:PARKS AND RECREATION / KEEP SANGER BEAUTIFUL BOARD APPOINTMENTConsider appointing David Zipper to Place 3 on the Parks and Recreation / Keep Sanger Beautiful board. (Edwards)AGENDA TYPE: RegularACTION REQUESTED: Approval BACKGROUND:The City Secretary's Office received an application from Mr. Zipper. Mr. Zipper would like to be involved in thecommunity.City of Sanger Charter, Article X, Board Commission and Committees, Section 10.01, Authority The Councilshall create, establish, or appoint, as may be required by the laws of the State of Texas or this Charter, suchboards, commissions and committees as it deems necessary to carry out the functions and obligations of the City.The Council shall prescribe the purpose, composition, functions, duties, accountability, and tenure of each board,commission and committee, where such are not prescribed by law or this Charter.The Council shall annually publish, during the months of April or May, the opportunity for the citizens of Sanger toserve on boards or commissions.Board:Place 1 Brett Bumpus 20212023; Place 2 Tyler Sievent 20202022; Place 3 (David Zipper) 20212023;Place 4 David Cale Trail 20202022; and Place 5 Brad Shumate 20212023.LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:N/AFINANCIAL SUMMARY FUNDING/FISCAL IMPACT:
N/A
FUNDS:
N/A
STAFF RECOMMENDATION/ACTION DESIRED:
Appoint Mr. Zipper to the Parks and Recreation / Keep Sanger Beautiful board filling the Place 3 vacancy.
ATTACHMENTS:
Description Upload Date Type
DZipper Application 10/5/2021 Cover Memo
Page 10
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CITY COUNCIL AGENDA MEMO
AGENDA ITEM NO. C.
AGENDA MEETING DATE: October 18, 2021
TO: John Noblitt, City Manager
FROM: Kelly Edwards, City Secretary
ITEM/CAPTION:
LIBRARY BOARD APPOINTMENTS
Consider reappointing Judith Rodgers, Place 3 and Erica Kaufman, Place 5 to the Library Board. (Edwards)
AGENDA TYPE: Consent Agenda
ACTION REQUESTED: Approval
BACKGROUND:
City of Sanger Charter, Article X, Board Commission and Committees, Section 10.01, Authority The Council shall
create, establish, or appoint, as may be required by the laws of the State of Texas or this Charter, such boards,
commissions and committees as it deems necessary to carry out the functions and obligations of the City.
The Council shall prescribe the purpose, composition, functions, duties, accountability, and tenure of each
board, commission and committee, where such are not prescribed by law or this Charter.
The Council shall annually publish, during the months of April or May, the opportunity for the citizens of Sanger to serve
on boards or commissions.
Ms. Rodgers and Ms. Kaufman both would like to be reappointed to serve another 2 year term on the board.
Board:Place 1 Vacant 20212023; Place 2 Suzanne Sellers 20202022; Place 3 Judith Rodgers 20212023;
Place 4 Amanda Ford 20202022; and Place 5 Erica Kaufman 20212023.
LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:
N/A
FINANCIAL SUMMARY FUNDING/FISCAL IMPACT:
N/A
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CITY COUNCIL AGENDA MEMOAGENDA ITEM NO. C.AGENDA MEETING DATE: October 18, 2021TO: John Noblitt, City ManagerFROM: Kelly Edwards, City SecretaryITEM/CAPTION:LIBRARY BOARD APPOINTMENTSConsider reappointing Judith Rodgers, Place 3 and Erica Kaufman, Place 5 to the Library Board. (Edwards)AGENDA TYPE: Consent AgendaACTION REQUESTED: Approval BACKGROUND:City of Sanger Charter, Article X, Board Commission and Committees, Section 10.01, Authority The Council shallcreate, establish, or appoint, as may be required by the laws of the State of Texas or this Charter, such boards,commissions and committees as it deems necessary to carry out the functions and obligations of the City.The Council shall prescribe the purpose, composition, functions, duties, accountability, and tenure of eachboard, commission and committee, where such are not prescribed by law or this Charter.The Council shall annually publish, during the months of April or May, the opportunity for the citizens of Sanger to serveon boards or commissions.Ms. Rodgers and Ms. Kaufman both would like to be reappointed to serve another 2 year term on the board.Board:Place 1 Vacant 20212023; Place 2 Suzanne Sellers 20202022; Place 3 Judith Rodgers 20212023;Place 4 Amanda Ford 20202022; and Place 5 Erica Kaufman 20212023.LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:N/AFINANCIAL SUMMARY FUNDING/FISCAL IMPACT:
N/A
FUNDS:
N/A
STAFF RECOMMENDATION/ACTION DESIRED:
Reappoint Ms. Rodgers and Ms. Kaufman to serve another 2 year term on the board.
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CITY COUNCIL AGENDA MEMO
AGENDA ITEM NO. 4.A.
AGENDA MEETING DATE: October 18, 2021
TO: John Noblitt, City Manager
FROM: Mike Prater, Director of Electric Utilities
ITEM/CAPTION:
PRIMORISFIRST AMENDMENT TO CONTRACT (FM455)
Consider authorizing the Mayor to execute an amendment to the Primoris Distribution Services Contract for the FM
455 Project. (Prater)
AGENDA TYPE: Regular
ACTION REQUESTED: Approval
BACKGROUND:
On June 7, 2021 the City entered into an agreement with Primoris Distribution Services for the FM 455 Electric
Utilities Facilities Relocation Project. This contract only allows for payment upon completion of the contract. Primoris is
requesting to amend the contract to allow for monthly draws.
LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:
Approved by City Attorney, Hugh Coleman.
FINANCIAL SUMMARY FUNDING/FISCAL IMPACT:
N/A
FUNDS:
N/A
STAFF RECOMMENDATION/ACTION DESIRED:
Staff Recommends Approval.
ATTACHMENTS:
Description Upload Date Type
Page 14
CITY COUNCIL AGENDA MEMOAGENDA ITEM NO. 4.A.AGENDA MEETING DATE: October 18, 2021TO: John Noblitt, City ManagerFROM: Mike Prater, Director of Electric UtilitiesITEM/CAPTION:PRIMORISFIRST AMENDMENT TO CONTRACT (FM455)Consider authorizing the Mayor to execute an amendment to the Primoris Distribution Services Contract for the FM455 Project. (Prater)AGENDA TYPE: RegularACTION REQUESTED: Approval BACKGROUND:On June 7, 2021 the City entered into an agreement with Primoris Distribution Services for the FM 455 ElectricUtilities Facilities Relocation Project. This contract only allows for payment upon completion of the contract. Primoris isrequesting to amend the contract to allow for monthly draws.LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:Approved by City Attorney, Hugh Coleman.FINANCIAL SUMMARY FUNDING/FISCAL IMPACT:N/AFUNDS:N/ASTAFF RECOMMENDATION/ACTION DESIRED:Staff Recommends Approval.
ATTACHMENTS:
Description Upload Date Type
Primoris First Contract Amendment 10/7/2021 Cover Memo
Page 15
Page 16
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CITY COUNCIL AGENDA MEMO
AGENDA ITEM NO. 4.B.
AGENDA MEETING DATE: October 18, 2021
TO: John Noblitt, City Manager
FROM: Mike Prater, Director of Electric Utilities
ITEM/CAPTION:
FM 455 PROJECT CHANGE ORDER #1PRIMORIS DISTRIBUTION SERVICES
Consider Change Order #1 in the amount of $7,000.00 between the City of Sanger and Primoris Distribution Services
for the FM 455 Project; and authorize the City Manager to execute said Change Order. (Prater)
AGENDA TYPE: Regular
ACTION REQUESTED: Change Order
BACKGROUND:
The original bore location was moved two spans East of the engineer’s design. This bore required the additional
installation of one 40' wood pole and 3 Phase Junction Cabinet. Additional work included the Install Cabinet, Terminate
6 Elbows, dig and ninety the bore into cabinet and at pole, along with change steel pole out to wood pole. This job was
completed the first week of September.
LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:
N/A
FINANCIAL SUMMARY FUNDING/FISCAL IMPACT:
$7,000.00 Increase
FUNDS:
N/A
STAFF RECOMMENDATION/ACTION DESIRED:
Staff Recommends Approval.
ATTACHMENTS:
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CITY COUNCIL AGENDA MEMOAGENDA ITEM NO. 4.B.AGENDA MEETING DATE: October 18, 2021TO: John Noblitt, City ManagerFROM: Mike Prater, Director of Electric UtilitiesITEM/CAPTION:FM 455 PROJECT CHANGE ORDER #1PRIMORIS DISTRIBUTION SERVICESConsider Change Order #1 in the amount of $7,000.00 between the City of Sanger and Primoris Distribution Servicesfor the FM 455 Project; and authorize the City Manager to execute said Change Order. (Prater)AGENDA TYPE: RegularACTION REQUESTED: Change Order BACKGROUND:The original bore location was moved two spans East of the engineer’s design. This bore required the additionalinstallation of one 40' wood pole and 3 Phase Junction Cabinet. Additional work included the Install Cabinet, Terminate6 Elbows, dig and ninety the bore into cabinet and at pole, along with change steel pole out to wood pole. This job wascompleted the first week of September.LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:N/AFINANCIAL SUMMARY FUNDING/FISCAL IMPACT:$7,000.00 IncreaseFUNDS:N/ASTAFF RECOMMENDATION/ACTION DESIRED:Staff Recommends Approval.
ATTACHMENTS:
Description Upload Date Type
Primoris CO #1 FM 455 Project 10/5/2021 Cover Memo
Page 19
807 N Frontage Rd. West.
Valley View, Tx 76272
(940) 458-2886 OFFICE
“No business objective is so important that it will be pursued at the sacrifice of safety”
September 13, 2021
Change Order 1
City of Sanger Electric
502 Elm St.
Sanger, Tx 76266
Attn: Mike Prater
Email: mprater@sangertexas.org
Cell: (940)391-9423
Re: FM 455 Road Widening
Primoris Distribution Services is pleased to provide services as stated below:
Additional work related to Wagon Master, install cabinet, terminate 6 elbows, dig and ninety the bore
into cabinet and at pole, along with change steel pole out to wood pole.
Total Labor for this Scope of Work: $ 7,000.00
Total Material for this Change Order: $
Total Tax for this Change Order: $
Total Price for this Change Order: $ 7,000.00
Total Price for Contract including Change Order(s) and taxes: $ 1,067,274.44
Payment for this change order will be due 30 days from invoice date. We appreciate the opportunity to
provide this pricing. Please feel free to contact us with any questions or concerns.
ACCEPTANCE OF PROPOSAL:
The above prices, specifications and conditions are hereby accepted. Signature below authorizes
Primoris Distribution Services to proceed with this scope of work.
Primoris Distribution Services City of Sanger Electric
Signed____________________________ Signed________________________________
By By ___________________________________
Title Title __________________________________
Date Date__________________________________
Page 20
CITY COUNCIL AGENDA MEMO
AGENDA ITEM NO. 4.C.
AGENDA MEETING DATE: October 18, 2021
TO: John Noblitt, City Manager
FROM: Mike Prater, Director of Electric Utilities
ITEM/CAPTION:
FM 455 PROJECT CHANGE ORDER #2PRIMORIS DISTRIBUTION SERVICES
Consider Change Order #2 in the amount of $4,460.00 between the City of Sanger and Primoris Distribution Services
for the FM 455 Project; and authorize the City Manager to execute said Change Order. (Prater)
AGENDA TYPE: Regular
ACTION REQUESTED: Change Order
BACKGROUND:
Upon inspection of 203 West Chapman Drive, it was noted that the Primary Service is currently running under the
building and that there is no utility easement in place.
Additional work will be necessary related to the removal of 380' of #2 Primary wire from an existing pole, then dig a
trench from the new pole 400' to the new Single Phase Cabinet to an existing Transformer. Installing 2" Pipe, 490
Degree Elbows, 430' of #2 Wire, 1 Pothead, 3 Terminator Elbows, 13 Position Feed Through, 1 Fiberglass Bracket,
1 Lighting Arrester and 1 Cutout. Staff is currently acquiring the easement for the relocation of the line.
LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:
N/A
FINANCIAL SUMMARY FUNDING/FISCAL IMPACT:
$4,460.00
FUNDS:
N/A
STAFF RECOMMENDATION/ACTION DESIRED:
Staff Recommends Approval.
Page 21
CITY COUNCIL AGENDA MEMOAGENDA ITEM NO. 4.C.AGENDA MEETING DATE: October 18, 2021TO: John Noblitt, City ManagerFROM: Mike Prater, Director of Electric UtilitiesITEM/CAPTION:FM 455 PROJECT CHANGE ORDER #2PRIMORIS DISTRIBUTION SERVICESConsider Change Order #2 in the amount of $4,460.00 between the City of Sanger and Primoris Distribution Servicesfor the FM 455 Project; and authorize the City Manager to execute said Change Order. (Prater)AGENDA TYPE: RegularACTION REQUESTED: Change Order BACKGROUND:Upon inspection of 203 West Chapman Drive, it was noted that the Primary Service is currently running under thebuilding and that there is no utility easement in place.Additional work will be necessary related to the removal of 380' of #2 Primary wire from an existing pole, then dig atrench from the new pole 400' to the new Single Phase Cabinet to an existing Transformer. Installing 2" Pipe, 490Degree Elbows, 430' of #2 Wire, 1 Pothead, 3 Terminator Elbows, 13 Position Feed Through, 1 Fiberglass Bracket,1 Lighting Arrester and 1 Cutout. Staff is currently acquiring the easement for the relocation of the line.LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:N/AFINANCIAL SUMMARY FUNDING/FISCAL IMPACT:$4,460.00FUNDS:N/ASTAFF RECOMMENDATION/ACTION DESIRED:
Staff Recommends Approval.
ATTACHMENTS:
Description Upload Date Type
Primoris CO #2 FM 455 Project 10/5/2021 Cover Memo
Page 22
807 N Frontage Rd. West.
Valley View, Tx 76272
(940) 458-2886 OFFICE
“No business objective is so important that it will be pursued at the sacrifice of safety”
September 23, 2021
Change Order 2
City of Sanger Electric
502 Elm St.
Sanger, Tx 76266
Attn: Mike Prater
Email: mprater@sangertexas.org
Cell: (940)391-9423
Re: FM 455 Road Widening
Primoris Distribution Services is pleased to provide services as stated below:
Additional work related removing 380 ft of #2 primary from old existing pole and dig from new pole 400
ft new trench to new signal phase cab to existing transformer we well be installing 2” pipe 4 -90o elbows
430ft of #2 wire 1 pothead 3 terminator elbows and 1 – 3 position feed through and 1 fiber glass bracket
and I lighting arrester 1 cutout
Total Labor for this Scope of Work: $ 4,460.00
Total Material for this Change Order: $
Total Tax for this Change Order: $
Total Price for this Change Order: $ 4,460.00
Total Price for Contract including Change Order(s) and taxes: $ 1,073,734.44
Payment for this change order will be due 30 days from invoice date. We appreciate the opportunity to
provide this pricing. Please feel free to contact us with any questions or concerns.
ACCEPTANCE OF PROPOSAL:
The above prices, specifications and conditions are hereby accepted. Signature below authorizes
Primoris Distribution Services to proceed with this scope of work.
Primoris Distribution Services City of Sanger Electric
Signed____________________________ Signed________________________________
By By ___________________________________
Title Title __________________________________
Date Date__________________________________
Page 23
CITY COUNCIL AGENDA MEMO
AGENDA ITEM NO. 4.D.
AGENDA MEETING DATE: October 18, 2021
TO: John Noblitt, City Manager
FROM: Audrey Tolle
ITEM/CAPTION:
LIBRARY FY20202021 BUDGET AMENDMENT FOR REPLACEMENT OF ITEMS LOST IN
WINTER STORM
Consider Ordinance 102321, Amending the budget for the Fiscal Year 20212022, and authorizing amended
expenditures as provided in Exhibit A. (Tolle)
AGENDA TYPE: Regular
ACTION REQUESTED: Approval
BACKGROUND:
In May 2021, the City of Sanger received a payment from TMLIRP in the amount of $111,197.55 for the claim for the
damage to the library on February 16, 2021. To date, $82,373.71 has been charged to the account created to track
insurance related expenses.
The additional amount will allow the library to replace books and other resources lost during the winter storm.
LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:
N/A
FINANCIAL SUMMARY FUNDING/FISCAL IMPACT:
Increasing expenditures in the General Fund by $25,473.84.
FUNDS:
N/A
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends approval of the amendment.
Page 24
CITY COUNCIL AGENDA MEMOAGENDA ITEM NO. 4.D.AGENDA MEETING DATE: October 18, 2021TO: John Noblitt, City ManagerFROM: Audrey TolleITEM/CAPTION:LIBRARY FY20202021 BUDGET AMENDMENT FOR REPLACEMENT OF ITEMS LOST INWINTER STORMConsider Ordinance 102321, Amending the budget for the Fiscal Year 20212022, and authorizing amendedexpenditures as provided in Exhibit A. (Tolle)AGENDA TYPE: RegularACTION REQUESTED: Approval BACKGROUND:In May 2021, the City of Sanger received a payment from TMLIRP in the amount of $111,197.55 for the claim for thedamage to the library on February 16, 2021. To date, $82,373.71 has been charged to the account created to trackinsurance related expenses. The additional amount will allow the library to replace books and other resources lost during the winter storm.LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:N/AFINANCIAL SUMMARY FUNDING/FISCAL IMPACT:Increasing expenditures in the General Fund by $25,473.84.FUNDS:N/ASTAFF RECOMMENDATION/ACTION DESIRED:Staff recommends approval of the amendment.
ATTACHMENTS:
Description Upload Date Type
Ordinance 102321 Budget Adjustment Library 10/13/2021 Cover Memo
Page 25
Ordinance – Amending the FY 2021-2022 Budget - No. 1 Library
Page 1 of 3
CITY OF SANGER, TEXAS
ORDINANCE 10-23-21
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SANGER, DENTON
COUNTY, TEXAS, (BUDGET AMENDMENT 1) AMENDING ORDINANCE 09-19-21,
WHICH WILL AMEND THE BUDGET FOR THE 2021-2022 FISCAL YEAR AND
AUTHORIZING AMENDED EXPENDITURES AS PROVIDED IN EXHIBIT A;
PROVIDING FOR THE REPEAL OF ALL ORDINANCES IN CONFLICT; PROVIDING A
CUMULATIVE CLAUSE; PROVIDING FOR A SEVERABILITY CLAUSE; AND
PROVIDING A SAVINGS CLAUSE; AND ESTABLISHING AN EFFECTIVE DATE.
WHEREAS, the City of Sanger (the “City”) is a home rule municipality regulated by state
law and Charter; and
WHEREAS, the City Council approved Ordinance 09-19-21 adopting the budget for the
2021-2022 Fiscal Year on September 7, 2021; and
WHEREAS, this amendment was prepared and presented to the City Council and after
consideration, it is the consensus of the City Council to amend the approved budget ordinance;
and
WHEREAS, the City Council finds that the passage of this Resolution is in the best interest
of the citizens of Sanger.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
SANGER, TEXAS:
SECTION 1. That the annual budget for the 2021-2022 Fiscal Year is hereby amended to increase
expenditures in the General Fund by $25,473.84 as shown in Exhibit “A”.
SECTION 2. Expenditures during the 2021-2022 Fiscal Year shall be made in accordance with
the amended budget approved herein, unless otherwise authorized by a duly enacted ordinance of
the City and said budget document shall be on file for public inspection in the office of the City
Secretary.
SECTION 3. That all matters stated in the preamble are found to be true and correct
and are incorporated herein as if copied in their entirety.
SECTION 4. It is hereby declared to be the intention of the City Council that the sections,
paragraphs, sentences, clauses, phrases and words of this Ordinance are severable and, if any
word, phrase, clause, sentence, paragraph, or section of this Ordinance shall be declared
unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such
unconstitutionality shall not affect any of the remaining portions of this Ordinance, since the same
would have been enacted by the City Council without the incorporation in this Ordinance of any
such unconstitutional word, phrase, clause, sentence, paragraph, or section.
Page 26
Ordinance – Amending the FY 2021-2022 Budget - No. 1 Library
Page 2 of 3
SECTION 5. That this Ordinance shall be cumulative of all other City Ordinances and all other
provisions of other Ordinances adopted by the City which are inconsistent with the terms or
provisions of this Ordinance are hereby repealed.
SECTION 6. This ordinance will take effect immediately from and after its passage and the
publication of the caption, as the law and Charter in such case provides.
PASSED AND APPROVED by the City Council of the City of Sanger, Texas, on this
18th day of October, 2021.
APPROVED:
________________________________
ATTEST: Thomas E. Muir, Mayor
________________________________ APPROVED TO FORM:
Kelly Edwards, City Secretary
________________________________
Hugh Coleman, City Attorney
Page 27
Ordinance – Amending the FY 2021-2022 Budget - No. 1 Library
Page 3 of 3
EXHIBIT A
Ordinance 10-23-21
G/L Account Account Type Account Name Amount
001-42-5216 Expenditure 2021 Storm Replacement Items $ 25,473.84
To provide for the expenditure of insurance proceeds from prior year in the current year
Page 28
CITY COUNCIL AGENDA MEMO
AGENDA ITEM NO. 4.E.
AGENDA MEETING DATE: October 18, 2021
TO: John Noblitt, City Manager
FROM: Kelly Edwards, City Secretary
ITEM/CAPTION:
AGREEMENT WITH DOCUNAV SOLUTIONS FOR LASERFICHE
Consider an agreement with V.P. IMAGING, INC DBA DocuNav Solutions for $105,203.35 to purchase
an Enterprise Content Management System, Laserfiche and authorize the Mayor or City Manager to execute said
agreement. (Edwards)
AGENDA TYPE: Regular
ACTION REQUESTED: Approval
BACKGROUND:
DocuNav is a North Texasbased provider of Laserfiche. Laserfiche is an Enterprise Content Management System the
City will utilize for Records Management and public portal access to minutes (all boards), ordinances, and resolutions.
Laserfiche will improve the municipality's efficiency and meets the Texas State Library and Archive Commission’s
requirements for Electronic Record storage.
The scope for the agreement includes records management and automation for the City Secretary’s office records
including contracts, minutes, ordinances, and resolutions; Finance records including automating the filing for accounts
payable; Human Resource records for employees; and providing a public portal.
VP Imaging Inc. dba DocuNav Solutions is on the State of Texas Department of Information Resources (DIR) contract
for Products and Related Services. The City of Sanger is using the State’s DIR contact utilizing the buying power of
the State of Texas. As a DIR customer, the city receives discounted pricing with negotiated terms and conditions in
compliance with state procurement rules.
Vendors on the State of Texas’s purchasing contract have been through the procurement process allowing the city to
forgo the competitive solicitations or evaluate submissions from vendors. Every DIRapproved vendor must comply
with the contract in full, meaning they’re knowledgeable and will meet (and often exceed) your expectations.
LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:
Legal has reviewed and approved the agreement.
Page 29
CITY COUNCIL AGENDA MEMOAGENDA ITEM NO. 4.E.AGENDA MEETING DATE: October 18, 2021TO: John Noblitt, City ManagerFROM: Kelly Edwards, City SecretaryITEM/CAPTION:AGREEMENT WITH DOCUNAV SOLUTIONS FOR LASERFICHEConsider an agreement with V.P. IMAGING, INC DBA DocuNav Solutions for $105,203.35 to purchasean Enterprise Content Management System, Laserfiche and authorize the Mayor or City Manager to execute saidagreement. (Edwards)AGENDA TYPE: RegularACTION REQUESTED: Approval BACKGROUND:DocuNav is a North Texasbased provider of Laserfiche. Laserfiche is an Enterprise Content Management System theCity will utilize for Records Management and public portal access to minutes (all boards), ordinances, and resolutions. Laserfiche will improve the municipality's efficiency and meets the Texas State Library and Archive Commission’srequirements for Electronic Record storage.The scope for the agreement includes records management and automation for the City Secretary’s office recordsincluding contracts, minutes, ordinances, and resolutions; Finance records including automating the filing for accountspayable; Human Resource records for employees; and providing a public portal. VP Imaging Inc. dba DocuNav Solutions is on the State of Texas Department of Information Resources (DIR) contractfor Products and Related Services. The City of Sanger is using the State’s DIR contact utilizing the buying power ofthe State of Texas. As a DIR customer, the city receives discounted pricing with negotiated terms and conditions incompliance with state procurement rules.Vendors on the State of Texas’s purchasing contract have been through the procurement process allowing the city toforgo the competitive solicitations or evaluate submissions from vendors. Every DIRapproved vendor must complywith the contract in full, meaning they’re knowledgeable and will meet (and often exceed) your expectations.LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:
Legal has reviewed and approved the agreement.
FINANCIAL SUMMARY FUNDING/FISCAL IMPACT:
City Council approved the Fiscal Year budget with funds appropriated toward the purchase of new Technology
including Laserfiche.
Total Cost with Cost Breakdown:
Total Year 1 Cost $105,203.35
Annual Recurring Cost $12,642.00
Cost Breakdown:
Software Licensing $42,135.00
Support $12,642.00
Professional Services $54,640.00
DIR & DocuNav Discounts $4,213.65
Payment terms of 50/40/10:
50% Due on approval
40% Due after Laserfiche has been installed and the team is given access
10% Due after the project is due and the team has been trained
FUNDS:
The cost of implementation of Laserfiche and the scope as outlined in Exhibit A is $105,203.35.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends approval of the agreement with DocuNav Solutions.
ATTACHMENTS:
Description Upload Date Type
Purchase Agreement 10/13/2021 Cover Memo
Exhibit A City of Sanger Avante Quote Proposal 25697 10/11/2021 Cover Memo
Page 30
1.Agreement to Sell and Purchase: Seller hereby agrees to sell to Buyer, and Buyer agrees to purchase from
Seller those software products, services, maintenance agreements, and upgrades, as more particularly described
in: DocuNav Quote #25697 attached hereto as Exhibit "A" and incorporated by reference.
2.Purchase Price and Payment: The purchase price for the subscription software products being purchased by
Buyer from Seller are set forth in Quotes 25697 (Exhibit "A"). Software purchased through Laserfiche Subscription
is a software license that lowers initial licensing costs based on subscribing to the rights to use Laserfiche products
and services instead of owning them and shall be due and payable from Buyer to Seller as follows:
2.a. Buyer agrees to pay Seller an amount not to exceed; $105,203.35 for all software, services, 1st year
maintenance fees, and applicable sales tax included in (Exhibit “A”).
2.b. Buyer shall pay 100% of all subscription software licensing, 1st year maintenance fees, and Professional
Services Time as set forth in Exhibit “A” upon acceptance of the purchase agreement.
2.c. It is agreed that the estimates for those items set forth in Exhibit "A" will not be exceeded by Seller without prior
written approval by Buyer. The estimated items may include the number of hours/days required for installation,
configurations, business process review and training. If the service hours/days exceed the quoted amounts, seller
will bill after completion and buyer agrees to pay said charges.
2.d Payment terms of 50/40/10 are as follows:
-50% Due on approval
-40% Due after Laserfiche has been installed and your team is given access
-10% Due after the project is due and your team has been trained
PURCHASE AGREEMENT
This agreement is made and entered into this day of , 2021 by and between:
V. P. Imaging, Inc. dba DocuNav Solutions, A Texas Corporation
8501 Wade Blvd
Suite 1440
Frisco, Texas 75034
Herein referred to as "Seller";
And
City of Sanger, Texas
PO Box 1729
502 Elm Street
Sanger, Texas 76266
Herein referred to as "Buyer."
W I T N E S S E T H
WHEREFORE, in consideration of the mutual covenants herein contained, and other valuable consideration, the
receipt of which is acknowledged, the parties agree as follows:
Page 31
3.Maintenance and Upgrade Fees: It is acknowledged that Exhibit "A" includes initial fees for subscription
licensing, annual maintenance, and upgrades for the software products sold to Buyer as more f ully described
hereinabove. With respect to such subscription licensing, maintenance, and upgrade fees, it is agreed as follows:
3.a.The sums payable by Buyer for subscription licensing, maintenance, and upgrades for additional
years after the included 1st Year Support & Maintenance are payable annually 60 days prior to the anniversary
date of the purchase agreement.
DocuNav Priority Support Level Agreement is included in the maintenance and upgrade fees and includes Priority
technical support, installation and operations support services, information services, and troubleshooting services: off-
site; Monday – Friday, 8:00AM -5:00PM CST; excluding holidays.
4.Limitation: It is specifically acknowledged and agreed that all techniques, procedures and methodologies used
and implemented by Seller in the performance of its work under this agreement are not included in the sale, and all
intellectual property rights to such techniques, procedures and methodologies shall be retained by Seller, or by such
third parties with whom Seller may contract with or have licenses through.
5.Independent Contractor: It is specifically acknowledged that Seller is an independent contractor, and that no
agent, employee, or subcontractor of Seller shall be deemed an employee of Buyer, or be entitled to any
compensation from Buyer except as specifically set forth in this agreement.
6.Confidentiality: Seller shall keep confidential all aspects of the work performed under this contract, including but
not limited to all communications regarding that work and all Buyer data and information to which Seller obtains
access in the course of performing services under this agreement. Seller shall limit internal access to information
regarding work under this contract to those members of Seller’s own staff or subcontractors of Seller who are
directly involved in the work or otherwise have a need for access to the information. Unless otherwise required by
open records law, Seller shall not disclose the information to anyone other than the Buyer’s project manager and
Seller’s own staff and subcontractors without the Buyer’s prior written consent. Seller shall ensure that all individuals
and subcontractors engaged directly or indirectly by Seller to provide services under this agreement are advised of
and required to comply with the forgoing confidentiality obligation.
7.Sharing Information: Upon the Buyer’s request, Seller shall share any project information designated by the
Buyer and shall fully cooperate with all corporations, firms, contractors, governmental entities, and persons involved
in or associated with the project and designated by the Buyer in the request.
8.Commitment and Completion: It is agreed that Seller shall commence work upon receipt of authorization to
proceed from Buyer. Work shall be completed pursuant to Exhibit "A", and any additional Statements of Work
agreed upon by both parties. Notwithstanding such schedules, it is acknowledged that delays resulting from any
acts or omissions of Buyer, or circumstances beyond the control of Seller, including, but not limited to acts of war or
terror, natural disasters, material shortages, and acts of God, shall not be deemed a breach of this agreement.
9.Warranty and Limitations: Except as otherwise set forth herein, Seller warranties software to perform to stated
specifications. Buyer should notify Seller of any defects, upon notification Seller’s technical support team will
provide issue resolution.
In no event shall Seller be responsible to Buyer for incidental, special, or consequential damages arising from
business interruption or lost profits suffered by Buyer or any third party arising out of the breach of any warranty
provided herein.
10. Attorney’s Fees: In case suit, action, or arbitration is instituted to enforce or rescind any of the rights or
provisions expressed in this agreement, the party not pre vailing agrees to pay the prevailing party’s costs and
disbursements related to said proceedings and such sums as the court or arbitrator, may adjudge reasonable for
the attorney’s fees at trial or appeal of said suit or action.
11.Governing Law/Venue: This agreement shall be governed and construed under the laws of the State of Texas.
Venue for any ligitation or Dispute shall be Denton County, Texas.
Page 32
12. Severability: If any provision of this agreement shall be prohibited or invalid under applicable law, such
provision shall be ineffective to the extent of such prohibition or invalidity, without invalidating the remainder of such
provision or the remaining provisions of this agreement.
Complete Agreement: This represents the complete and final agreement of the parties regarding the purchase and
sale of software products and other services to be rendered by Seller on behalf of Buyer and supersedes and
replaces any oral or written agreements heretofore made. Any modification to this agreement shall only be valid i f
in writing and signed by the parties hereto.
13. Laserfiche VAR Strategy: The Laserfiche strategy includes the use of Value Added Resellers (VARS). The
relationship between the VARs and Laserfiche is one in which end user clients are permitted to engage with a single
VAR of record for software support and maintenance and additional product purchases. DocuNav Solutions is the
VAR of record for the Buyer. If the Buyer desires to purchase Laserfiche products or services from a VAR other
than DocuNav Solutions, the Buyer can do so by changing its VAR of record by completing and submitting a
Change of VAR Request and submitting it to Laserfiche. The change of VAR can be completed within 30 days in
most instances. The purpose of the Laserfiche policy is to promote and maintain as much as possible, the history
and experience of the Buyer’s technology and vision drivers with the company responsible for the installation and
maintenance of the solution, to promote an effective document and records management system.
14. Insurance. The parties shall maintain insurance as follows:
Seller shall obtain and maintain, for the duration of this Agreement, the minimum insurance coverage set forth
below. All coverage shall be written on an occurrence basis. Required insurance shall c ontain a provision whereby
the insurers will provide thirty (30) days’ prior written notice of cancellation.
Coverage Limit
Worker’s Compensation $1,000,000
Commercial General Liability $2,000,000
E&O / Technology / Cyber $1,000,000
Umbrella Coverage $2,000,000
15. Pre-paid professional service time guarantee: DocuNav will guarantee buyer’s satisfaction with the work
completed. If at any point the buyer feels the work completed does not meet the previously agreed upon scope of
work, the buyer will submit a list of deficiencies and DocuNav will have 30 days to complete the items. If
DocuNav is not able to fulfill the list by the end of 30 days, DocuNav will reimburse a portion of the pre -paid
service time up to 25% of the total pre-purchased.
16. Pre-paid professional service time expiration: Pre-purchased hours and onsite units will expire after 3 years from
invoice date unless an extension is requested by customer.
SELLER: BUYER:
V.P. IMAGING, INC DBA DocuNav Solutions,
A Texas Corporation
By: By:
Cody Bettis Duly Authorized Officer
President
VP Imaging, Inc. Print:
Title:______________________________
City of Sanger, Texas
Thomas E. Muir
Mayor
Page 33
DOCUNAV SOLUTIONS PROPOSAL FOR
DocuNav Contacts:
Ashley Schooner
Business Development Manager
(469) 983-8686
aschooner@docunav.com
Michelle Williams
Sales Engineer
(800) 353-2320 x109
mwilliams@docunav.com
8501 Wade Blvd, Ste 1440
Frisco, TX 75034
Now Offering:
Enterprise Level Backup
& Recovery Page 34
^Customer's choice, #1 rated provider
^Laserfiche is flexible and scalable
^22 years of experience, we'll make it work for you!
^Who needs to sign off? Within Budget?
^Confirm procurement process
^Confirm IT specifications
^Introduce Project Manager our team
^Formalize full Scope of Work with timelines
^Identify key contacts on your team
^Work with team with at least weekly check-in calls
^Collect change requests as you go to be evaluated
^Confirm Scope of Work is met
^Evaluate change requests w/ decision makers
^Survey / evaulate
Close Out
Next Project or Department
Project Overview
Next Steps
Guarantee
Quote Approval
Kick-Off Call
Project
Phone: 800-353-2320 www.docunav.com Fax: 469-327-4264
Page 35
Project Scope
PUR Contracts, CSO & Cust Svc
^See Attached Custom Scope
Human Resources
^Repository Design
Accounts Payable
^Repository Design
^Automated Invoice Processing
Training (On-Site)
^End-User Training
^Admin Training
Licensing Model: Subscription
Full Users:15
Cost Overview
Total Year 1 Cost $105,203.35
Annual Recurring Cost $12,642.00
Cost Breakdown
Software Licensing $42,135.00
Support $12,642.00
Professional Services $54,640.00
DIR & DocuNav Discounts $4,213.65
***Assumptions: Self-Hosted
DocuNav Solutions Laserfiche Proposal
Avante License Model
Our proposed DocuNav solution enables clients to automate business processes and cut costs, while providing the
foundation for a scalable enterprise-wide document and record management system. Additionally, DocuNav’s
unrivaled experience and exertise will ensure a seamless transition to the new, easy-to-use, automated Laserfiche
document management system.
Phone: 800-353-2320 www.docunav.com Fax: 469-327-4264
Page 36
Hours Cost
^Install Laserfiche software on customer's servers (per recommended specifications) and assign user licenses
FIXED $15,000.00
^Establish security permissions and access rights
^Build/Configure initial folder trees and index templates + Create Workflow rules for automated indexing, naming, and filing of documents
^Establish database connection to 3rd party application for data-lookup capabilities
^Configure Laserfiche Connector integration tool to allow users to search/import documents from within line-of-business applications
FIXED $15,000.00
^Establish security permissions and access rights
^Build/Configure initial folder trees and index templates + Create Workflow rules for automated indexing, naming, and filing of documents
^Establish database connection to 3rd party application for data-lookup capabilities
^Configure Laserfiche Connector integration tool to allow users to search/import documents from within line-of-business applications
88 $15,840.00
^See Attached Custom Scope
Units Cost
5 $8,800.00
^End-User Training - basic Laserfiche functionality (scanning, importing, indexing, filing, searching, annotations, etc.)
^Admin Training - LF adminstrator functions (assigning user licenses, managing security, creating index templates, editing filing rules, etc.)
^Includes detailed Training Documentation, stakeholder meetings, best practice coaching, process modifications, and consulting - as needed & defined by SoW
Total Professional Services Time Proposed:
General Set-Up & Configuration For Accounts Payable:
PUR Contracts, CSO & Cust Svc:
General Set-Up & Configuration For Human Resources:
Project Notes & Professional Services Estimate
Proposed Laserfiche Implementation
Please Note:
1) Professional Service items listed below are to be used as a guide/summary of how the time quoted is to be allocated
2) Project Kick-Off Call to be held prior to start of project to determine detailed project scope, requirements, & goals/deliverables
3) DocuNav's Project Team will create detailed Scope of Work to be approved by project stakeholders prior to starting work
Installation & Configuration
Initial Software Installation:
On-Site Training, Consulting, & Project Management
Laserfiche Admin & End-User Training + Project Management/Consulting:
*Please Note : On-Site Training may consists of a team (Professional Trainer + Software Engineer) on-site at the same time - providing the highest level of expertise,
while ensuring efficient & effective knowledge transfer
$54,640.00
Phone: 800-353-2320 www.docunav.com Fax: 469-327-4264
Page 37
PROPOSAL
VP Imaging, Inc. dba DocuNav Solutions
8501 Wade Blvd., Suite 1440
Frisco, TX 75034
800-353-2320
City of Sanger
DocuNav Contact:Date : 8/10/2021
Ashley Schooner Quote : 25697
SOFTWARE LICENSING (One-Time Cost)
1 MSE30 Laserfiche Avante Server for MS SQL with Workflow.$5,000.00 $5,000.00
15 MNF16 Laserfiche Avante Named Full User with Snapshot, Email, WebAccess, and Mobile $600.00 $9,000.00
15 MFRM Laserfiche Forms (Per Each Named-Full User)$50.00 $750.00
15 MCNC Laserfiche Connector (Per Each Named-Full User)$25.00 $375.00
15 MATM Laserfiche Avante Standard AuditTrail (Per Each Named-Full User)$75.00 $1,125.00
1 MSM60 Laserfiche Avante Records Management Module $6,000.00 $6,000.00
1 MCA01 Laserfiche Avante Import Agent $1,495.00 $1,495.00
1 MPP1 Laserfiche Avante Starter Public Portal (Includes Laserfiche WebLink and 10 WebLink-only retrieval
connections)
$15,000.00 $15,000.00
1 MCQ01 Laserfiche Avante Quick Fields $595.00 $595.00
1 MCQC3 Laserfiche Avante Zone OCR and Validation Package $2,795.00 $2,795.00
ANNUAL SUPPORT AGREEMENT (Recurring Cost)
1 DSA
PR
Priority Annual (DSA) DocuNav Solutions Priority Support Agreement: See attached agreement for details.$12,642.00 $12,642.00
PROFESSIONAL SERVICES
1 DN FIN
PKG
DocuNav Finance Records Package $15,000.00 $15,000.00
1 DN HR
PKG
DocuNav Employee Records Package $15,000.00 $15,000.00
88 DN-
PST-PP
(Hourly) Pre-Purchased Professional Services Time: DocuNav Solutions Installation, Configuration, Project
Management, Stakeholder Meetings or Training Time. *Professional Services time estimate is based upon
Appendix A: Project Notes *Pre-purchased block of hours billed at time of order and can be used as needed
at any time during the project.
$180.00 $15,840.00
5 DN CS (Daily Units) DocuNav Solutions On-Site Consulting/Project Management/Training Services. Training typically
includes a team: a professional trainer and a software engineer onsite, enterprise class hands-on guidance
in your environment, training documentation and coaching on best practices. Consulting and key stakeholder
meetings are often helpful to develop the scope of work and key milestones. On-site units will be billed per
person per day. Travel expenses will be quoted and approved before travel is booked.
$1,760.00 $8,800.00
DISCOUNTS
1 DIR
DSC
2019
DocuNav Solutions Discount (7%-off software) *Please See DIR Contract # DIR-CPO-4449 $(2,949.45)$(2,949.45)
1 DSA
PR3
DSC
DocuNav Solutions Three-Year Priority Maintenance/Support (DSA) Agreement Discount Customers who
enter a three-year DSA contract with DocuNav Solutions, VP Imaging, Inc., receive a 10% discount with the
following terms: * 10% discounted rate each year; * Three-year contract payable by the year; * Locked in
support rates for term of contract; and * Price based on existing system, so prices will change if licenses are
increased.
$(1,264.20)$(1,264.20)
Subtotal $105,203.35
Tax $.00
Total $105,203.35
*Note: All quotes expire 30 days from above date. Please call your DocuNav contact for any changes.
Page 38
Sign Here Date
Payment Terms: All payments are Net 30 from date of invoice issued. Preferred payment method: check or ACH payment. Subscription terms will
renew on the anniversary of the date of your DocuNav Annual Support Agreement unless you provide cancellation notice 45 days before the end of the
agreement. On-site Professional Services Time: billing rate quoted does not include travel expenses for out of market professional services time. Pre-
purchased hours or daily units expire after 3 years from invoice date.
Page 39
Project Milestone 1
Laserfiche Installation & Standard Configuration
1)Install Laserfiche Components on Servers
✓Laserfiche, Workflow, WebAdmin Console, WebClient,
DCC
✓Optional: Forms, WebLink, QuickFields/Agent,
ImportAgent, LFDS
2)Configure Installed Components
3)Remote Administration Training
✓Train on licensing, basic administration, & basic server
design
Milestone 1 Timeline:
Weeks 1 – 2
Project Milestone 2
Configure Accounts Payable Document Storage
1)User Setup & Configuration
✓Configure Security Permissions & Access Rights for up to (20) Named Full Users
2)Repository Design
✓"Accounts-Payable " Template containing the following fields:
▪Document Type
▪Document Description
▪Document Date
▪Vendor Name
▪Vendor ID
▪Invoice Number
▪PO Number
▪Invoice Date
▪PO Date
▪Contract #
▪Fiscal Year
▪Status
✓Configure "Accounts-Payable" volume for document storage
✓Records Management Available – Based On:
▪Calendar Year, Fiscal Year, & School Year
▪Document Date, Termination Date, etc.
▪Specific # of Years or Permanent
Milestone 2 Timeline:
Weeks 3 – 4
Accounts Payable Implementation Package
Customer Requirements
❖(2-4) Server Standard Design
*If hosted, VPN tunnel to servers so they are seen as
internal to the customer's network
❖VPN Access to Servers
❖SQL on own server or own instance on shared SQL cluster
❖Active Directory
❖Wildcard SSL Certificate
❖Create & manage requested AD groups/accounts
❖Setup maintenance & backups for all servers, drives, and
databases
❖Install/configure local scanners
❖Install Laserfiche Client and/or WebClient components
Page 40
Project Milestone 3
Workflow Design & ERP Integration
1)Workflow Configuration
✓Filing Workflow to verify data entry, apply Transparent Records
Management (if applicable), & lookup AP information
✓View of AP Information used for filing (linked server to ERP system
provided by customer)
2)Laserfiche Connector
✓Setup Connector to search Laserfiche on 1 screen of ERP system
3)On-Site Training
✓Train users how to scan, import, SnapShot, index, search, export, email, print, etc. within Laserfiche
*End User Training varies by project – On-Site Training Units/Days are sold separately from package (see quote for details)
Milestone 3 Timeline:
Weeks 5 – 6
Customer Requirements
❖Provide access to ERP system and any
queries/views/stored procedures to access
Vendor data
Page 41
Project Milestone 1
Laserfiche Installation & Standard Configuration
1)Install Laserfiche Components on Servers
✓Laserfiche, Workflow, WebAdmin Console, WebClient,
DCC
✓Optional: Forms, WebLink, QuickFields/Agent,
ImportAgent, LFDS
2)Configure Installed Components
3)Remote Administration Training
✓Train on licensing, basic administration, & basic server
design
Milestone 1 Timeline:
Weeks 1 – 2
Project Milestone 2
Configure Employee Records Document Storage
1)User Setup & Configuration
✓Configure Security Permissions & Access Rights for up to (20) Named Full Users
2)Repository Design
✓Create "Employee Records" Template containing the following fields:
▪Document Type
(EX: Payroll, New-Hire,
Confidential, etc.)
▪Document Description
(EX: I-9, W-4, Direct
Deposit, Disciplinary,
etc.)
▪Document Date
▪First Name
▪Last Name
▪Employee ID
▪Social Security #
▪Date of Birth
▪Hire Date
▪Term Date
▪Location ID
▪Location Name
▪Department ID
▪Department Name
▪Position ID
▪Position Name
▪Status
▪Fiscal Year
✓Configure "Employee-Records" volume for document storage
✓Document/Shortcut Level Security based on Active Directory Groups for:
▪HR
▪HR Confidential
▪Payroll
▪Payroll Confidential
▪Benefits
▪Benefits Confidential
▪FMLA
✓Records Management Available – Based On:
▪Calendar Year, Fiscal Year, & School Year
▪Document Date, Term Date, & Permanent
▪1-10 Years, 15 Years, 20-21 Years, 25 Years, 30 Years, 50 Years, 75 Years, 99 Years, & Permanent
Milestone 2 Timeline:
Weeks 3 – 4
HR Implementation Package: Employee Record Storage
Customer Technical Requirements
❖(2-4) Server Standard Design
*If hosted, VPN tunnel to servers so they are seen as
internal to the customer's network
❖VPN Access to Servers
❖SQL on own server or own instance on shared SQL cluster
❖Active Directory
❖Wildcard SSL Certificate
❖Create & manage requested AD groups/accounts
❖Setup maintenance & backups for all servers, drives, and
databases
❖Install/configure local scanners
❖Install Laserfiche Client and/or WebClient components
Page 42
Project Milestone 3
Workflow Design & HRIS Integration
1)Workflow Configuration
✓Build filing Workflow to verify data entry, apply Transparent Records
Management, & lookup employee information from HRIS to
automatically populate index fields
✓View of Employee Information used for filing (linked server to HRIS
system provided by customer)
✓Scheduled Workflow to look for changes in filed documents for the following fields (if used):
▪First Name
▪Last Name
▪Date of Birth
▪Hire Date
▪Term Date
▪Status
▪Location ID
▪Location Name
▪Department ID
▪Department Name
▪Position ID
▪Position Name
2)Laserfiche Connector
✓Setup Connector to search Laserfiche on 1 screen of HRIS system
3)On-Site Training
✓Train users how to scan, import, SnapShot, index, search, export, email, print, etc. within Laserfiche
*End User Training varies by project – On-Site Training Units/Days are sold separately from package (see quote for details)
Milestone 3 Timeline:
Weeks 5 – 6
Customer Requirements
❖Provide access to HRIS system and any
queries/views/stored procedures to access
Employee data
Page 43
DocuNav Project Scope
PUR Contracts, CSO, & Cust Svc
Client *Project *
Project Scope Statement
Project ID Project Objectives
Deliverables
Below are the project deliverables and brief description of the proposed solution.
Description *Estimation *Type *
1
2
3
4
5
6
7
8
Milestones
Below are the proposed project milestones and their respective dates, which are subject to change.
Name *Description *
1
2
3
4
5
6
Out of Scope
This project will NOT accomplish or include the following unless it is explicitly defined in the above deliverables:
Assumptions
This project assumes the following unless it is explicitly defined in the above deliverables:
City of Sanger PUR Contracts, CSO, & Cust Svc
TBD Setup template and filing to store final Vendor Purchasing Contracts. Setup templates and filing to store City Secretary documents.
Setup template & folder structure to store Customer Service documents.
Project Administration (project plan, meetings, communication, ...)16.00 Hours
Laserfiche Administration training 2.00 Units
To store final Purchasing Contracts, build 1 standard template, filing by vendor, records management,
security at the Purchasing folder level, 1 lookup to 3rd party system, and filing Workflow.
20.00 Hours
Standard end-user training Purchasing 1.00 Units
To store initial City Secretary documents, build 1 template for Agendas & Minutes, 1 template for Ordinances
& Resolutions, and one for CSO Documents. Each will share a Workflow for filing, records management, 1
volume, and security will be setup at the "City Secretary's Office" folder level.
36.00 Hours
Standard end-user training for CSO 1.00 Units
To store Customer Service documents by Account #, build 1 standard template, filing by vendor, records
management, security at the "Customer Service" folder level, no 3rd party lookup, and filing Workflow.
16.00 Hours
Standard end-user training for Customer Service 1.00 Units
Kick-Off Project kick-off call scheduled & completed
Discovery Customer provides all pertinent information required for implementation
Implementation DocuNav Configures and Completes all Deliverables
Testing/QC DocuNav and Customer complete end-to-end Solution Testing
Training DocuNav completes solution training
Project Completion DocuNav and Customer agree that all deliverables have been accomplished and tested. Project
Creation, Update, and/or Removal of any Laserfiche application/process/workflow/training/documentation/... other than those explicitly
listed in the deliverables
Access (e.g. VPN, System, Database, ...) will be provided to DocuNav personnel with appropriate access level
Page 44
Change Control Board
Any updates or changes to the baseline scope mentioned in section 1 will need to be approved by customer before DocuNav commences any new requested work. Email
confirmation will be used as consent to the CR. The simplified process is described below.
Organization *Role Name Alternate
Depending on the project, time listed may include but is not limited to development, project management, meetings, communication,
demo's, training, documentation, testing/validation, and anything else related to this project prior to its kickoff, during the project,
through post go-live.
Scoped By
Date *Name *
Estimated Totals
Hours Units
Reasonable delivery of required information from Customer & access to SME’s on pre-scheduled meetings to clarify project direction and
needs
Change request (CR) will be used to include any design/architecture changes or updates after the baseline design is complete
Project to be accomplished Monday-Friday (excluding holidays) during business hours (8 AM to 5 PM Central) unless listed in above
deliverables. If project requires after hours time, it will be billed at 1.5 times.
Customer is responsible for coordinating schedules/outages for their employees/vendors and/or locations/facilities/equipment for any
meetings, trainings, demos, ...
Customer will create/provide connection to all 3rd party data sources. Additionally, customer will provide view, stored procedure, and/or
query to access data necessary for the project.
Any training listed will be provided remotely unless purchased via "Units", part of a package, or otherwise noted in this scope
Scopes are an estimate based on information given at discovery. Additional requirements discovered and/or changes requested during
project implementation, may result in a Change Request and a need to purchase additional hours.
Customer is responsible for providing all hardware (e.g. servers, cpu's, RAM, drive space, ...), software (e.g. OS, SQL, IIS, SSIS, ...),
networking (SSL certificates, open ports, Active Directory users/groups, DNS entries, ...), and anything else needed by DocuNav to
provide the scoped functionality
08/10/2021 Beau Lollar
88.00 5.00
Page 45
Optional Add-Ons
Software Licensing Shopping List
& Additional Project Estimates
Phone: 800-353-2320 www.docunav.com Fax: 469-327-4264
Page 46
Server Licensing Pr/Unit Discount Support Total
MSM60 Laserfiche Avante Records Management Module $6,000.00 -$420.00 $1,800.00 $7,380.00
Additional Named Full-User Licenses Pr/Unit Discount Support Total
MNF16 Laserfiche Avante Named Full User with Snapshot, Email, WebAccess, and Mobile $600.00 -$42.00 $180.00 $738.00
MNF16
MCNC
Laserfiche Avante Named Full User with Snapshot, Email, WebAccess, Mobile, and Connector $625.00 -$43.75 $187.50 $768.75
MNF16
MFRM
Laserfiche Avante Named Full User with Snapshot, Email, WebAccess, Mobile, and Forms $650.00 -$45.50 $195.00 $799.50
MNF16
MFRM
MCNC
Laserfiche Avante Named Full User with Snapshot, Email, WebAccess, Mobile, Forms, and
Connector
$675.00 -$47.25 $202.50 $830.25
Participant User Licensing Pr/Unit Discount Support Total
MPAR Laserfiche Avante Participant User
*User Capabilities: read-only repository access and the ability to submit & approve forms
$350.00 -$24.50 $105.00 $430.50
Forms Licensing Pr/Unit Discount Support Total
MFRM Laserfiche Forms (Per Each Named-Full User)$50.00 -$3.50 $15.00 $61.50
MPFRM Laserfiche Forms Portal Add-on
*Allows Form submissions from any number of unlicensed users
$7,995.00 -$559.65 $2,400.00 $9,835.35
QuickFields Licensing Pr/Unit Discount Support Total
MCQ01 Laserfiche Avante Quick Fields $595.00 -$41.65 $179.00 $732.35
MCQC3 Laserfiche Avante Zone OCR and Validation Package $2,795.00 -$195.65 $839.00 $3,438.35
MCQC1 Laserfiche Avante Forms Combo (includes Zone OCR, Document Classification, Forms
Registration, Optical Mark Recognition, Forms Identification, and Forms Extractor)
$9,995.00 -$699.65 $2,999.00 $12,294.35
MCQ14 Laserfiche Avante Quick Fields Agent $9,995.00 -$699.65 $3,000.00 $12,295.35
Shopping List
Optional Laserfiche Avante Software Add-Ons
Phone: 800-353-2320 www.docunav.com Fax: 469-327-4264
Page 47
Hours Cost
56 $10,080.00
^Build up to (8) different web-forms to be included in Employee on-boarding packet
^Configure process modeler & Workflow to automatically route forms for approval, send email notifications, file to employee folder, etc.
^Create process summary report to be generated and emailed to HR Staff - showing overview of new-hire statuses
40 $7,200.00
^Build Expense Report Form for filling out expenses, reporting dollar amounts, attaching receipts, etc.
^Configure Form to perform calculations to determine subtotals, check amounts, approval routes, etc.
^Utilize process modeler & Workflow to automatically route form for approval, send email notifications, file to repository, etc.
Hours Cost
24 $4,320.00
^Forms Designer - build/configure Laserfiche web-forms, set field rules, establish database look ups for auto-populating fields, etc.
^Forms Process Modeler - automatically routing forms for approval, sending email notifications, filing forms to repository, etc.
^Forms Reporting - create reports, monitor operational dashboards, monitor performance dashboards, manage instances, etc.
8 $1,440.00
^QuickFields Session Designer - create sessions, establish classification rules, set zone-OCR data extraction, etc.
24 $4,320.00
^Build advanced workflows, establish database look-ups, auto-created folder structures, time-based events, automated emails, etc.
Laserfiche Admin Training - Workflow Designer:
Advanced Web-Training
Laserfiche Admin And/Or "Power User" Training - Laserfiche Forms Process Automation:
Laserfiche Admin And/Or "Power User" Training - QuickFields Session Design:
Additional Project Estimates
Process Automation & Advanced Training Options
Process Automation Projects
Streamlined HR On-Boarding:
Paperless Expense Reports:
Phone: 800-353-2320 www.docunav.com Fax: 469-327-4264
Page 48
Product Descriptions
Laserfiche Avante Software
Laserfiche Avante Server for SQL Express with Workflow
Laserfiche Avante Server for SQL Express with Workflow software for archive, search engine, retrieval, display, mark-up, all text OCR, indexing, and workflow. The
Laserfiche SQL Express Server software offers state-of-the-art n-tier architecture, along with an open architecture that promotes integrations with existing and future
technologies. The Laserfiche database resides within the Microsoft MSDE Server. In addition to industry-leading document management to help you store and
retrieve your information, Avante includes sophisticated workflow tools to automate business processes.
Laserfiche Workflow (Included in Laserfiche Avante Server for MS SQL/SQL Express with Workflow)
Laserfiche Workflow is included in Laserfiche Avante Server for MS SQL with Workflow. Workflow increases productivity by automating document-centered work
processes. An intuitive graphical interface provides easy work process modeling and streamlining. Routing and notification services guarantee smooth workflow
despite user error or absence. The Workflow Suite provides the efficiency and security of rules-based routing and monitoring while also supporting ad hoc
participation in the workflow environment.
Laserfiche Avante Named Full User with Snapshot and Email
Laserfiche Avante Named Full User with document management, Workflow, Snapshot and E-mail functionality. Each Full User is a named license and has the ability
to perform all features within Laserfiche depending on security rights. Some features are: scan, make folders, move documents, index template fields, OCR, apply
annotations, search, view, print, fax, etc. Full users have the Snapshot and E-mail add-ons. Snapshot allows a user to import electronic documents without printing
and scanning, it converts application files to standard TIFF Group IV images, preserves the cleanest images by creating documents directly from electronic files, and
manually/automatically imports documents for storage. Email sends documents directly from Laserfiche via email in preferred formats: PDF, JPEG, BMP, TIFF, PCX,
and CALS. Specify pages and/or ranges. Preserve redactions in emailed documents. Send documents with any 32-bit MAPI compliant email client. Send
documents to anyone with email, recipient email client does not need to be MAPI complaint.
Laserfiche Avante WebAccess
Laserfiche Avante Web Access is a browser-based document management thin client that provides rapid deployment and simplified administration enterprise-wide.
It is a secure gateway between your digital archives and your intranet or the Internet at large. You decide which documents to post, and Web Access automatically
creates exact Web page copies of those documents without HTML programming. Comprehensive security measures guarantee the safety of your archives while
making appropriate documents accessible via quick search to authorized users. Web Access offers virtually all of the document management capabilities of the
standard Laserfiche interface. Staff can search, retrieve, create, move, rename and annotate documents as they would with the standard Laserfiche thick client.
Laserfiche Forms
Create custom forms from library of field or selection elements. Apply preset or custom themes, including page logo, colors, buttons, fonts, and more. Configure
form elements to dynamically be displayed or hidden depending on user inputs or to be populated with data from external data sources. Automate form-based
business processes with decision-making, e-mailing, approvals, and more. Custom form layout and dynamic behavior with CSS and JavaScript. Role-Based Security.
Roles allow and restrict access to necessary functions for form submitters, or approvers, form creators, and system administrators. User view of details about all
submitted form data. Tasks page allows users to view all of their pending and completed tasks. Administrator views of all submitted forms, process data, and
approval history. Publication and Distribution. Distribute forms to audience via login to Forms system, public or secured URL, or embedding into other Web page.
Export collected submission data to Microsoft Excel for further analysis or distribution.
Laserfiche Connector
Laserfiche Connector provides a streamlined experience for integrating Laserfiche with line of business applications such as CRM and ERP systems. Laserfiche
Connector integrates easily through user-defined hotkeys and embedded icons. Laserfiche Connector allows searching the Laserfiche repository based on fields
from third-party applications. Both basic and advanced searching is supported. If only one result is found, the document will automatically open in the Laserfiche
Client, Laserfiche Web Access or Laserfiche WebLink. Connector is also capable of launching Laserfiche Scanning and automatically populating metadata for the
scanned documents with information from a third-party application.
Laserfiche Avante Import Agent
Laserfiche Avante Import Agent automates document importing and document management within Laserfiche, particularly well-suited to work with multi-function
peripherals.
Phone: 800-353-2320 www.docunav.com Fax: 469-327-4264
Page 49
Optional Software Add-Ons
Laserfiche Avante Server for MS SQL with Workflow
Laserfiche Avante Server for MS SQL with Workflow software for archive, search engine, retrieval, display, mark-up, all text OCR, indexing, and workflow. The
Laserfiche SQL Server software offers state-of-the-art n-tier architecture, along with an open architecture that promotes integrations with existing and future
technologies. The Laserfiche database resides within the Microsoft SQL Server, Microsoft SQL licensing not provided. In addition to industry-leading document
management to help you store and retrieve your information, Avante includes sophisticated workflow tools to automate business processes.
Laserfiche Avante Records Management Module
Laserfiche Avante Records Management Module unites document management and DoD-5015.2-certified records management in a standard-setting,
comprehensive solution. Laserfiche Records Management enables organization-wide implementation of standardized records filing and disposition. With the
Records Management module you can easily track records transferred among multiple locations, effortlessly implement your file plan with a customized folder
structure, simplify fulfillment of legal obligations with enforced records freezing, and streamline retention and disposition configuration, including support for time,
event and time-event dispositions. Physical records alongside scanned, e-mail and electronic records, including digital and video can be managed and then quickly
screened for eligibility for destruction and other actions.
Laserfiche Avante Participant Users
A Participant User is for employees that need user authentication to Laserfiche Forms and read-only repository access. Deployment is handled by Laserfiche
Directory Server (LFDS).
Participant Users Have The Following Capabiities In Laserfiche Forms:
- Authenticated Form Submission & Access To Forms Inbox
- Ability to participate in Forms processes & track submitted/approved Forms
Laserfiche Avante Quick Fields
Allows you to streamline batch processing, automate document sorting and indexing, and eliminate manual data entry costs.
Laserfiche Avante Zone OCR and Validation Package
Extracts text from specific zones for automatic indexing of forms. This plug-in application minimizes repetitive key field entry, and streamlines the process of bringing
forms into Laserfiche by allowing you to automate sorting and indexing based on form information.
Laserfiche Avante Forms Combo
Includes Zone OCR, Document Classification, Forms Registration, Optical Mark Recognition, Forms Identification, and Forms Extractor.The Laserfiche Avante Forms
Combo has the ability to automatically identify document types based on the overall structure of the form. Forms Alignment: Repositions an image so it is aligned with
a master form, which can increase Zone OCR and data extraction accuracy. With Forms Alignment, Quick Fields can re-align skewed forms coming in from a low
quality scanner and make it easier for the OCR engine to generate accurate text from them. Optical Mark Recognition: Analyzes complex Optical Mark Recognition
regions by recognizing markable features and reporting whether they are marked. With Optical Mark Recognition, Quick Fields can process multiple-choice answer
sheets with “bubble fields” and translate them to metadata fields. Forms Identification: Identifies an image being imported via a master form.
Laserfiche Avante Quick Fields Agent
Enables scheduled processing sessions to run without operator intervention, reducing labor costs and optimizing business processes.
Laserfiche Subscription Licensing: Participant Users
A Participant User is for employees that need user authentication to Laserfiche Forms and read-only repository access. Deployment is handled by Laserfiche
Directory Server (LFDS).
Participant Users Have The Following Capabiities In Laserfiche Forms:
- Authenticated Form Submission & Access To Forms Inbox
- Ability to participate in Forms processes & track submitted/approved Forms
Phone: 800-353-2320 www.docunav.com Fax: 469-327-4264
Page 50
DOCUNAV SOLUTIONS PRIORITY SUPPORT AGREEMENT 2021
The cornerstone of the DocuNav Customer Support program is Priority Support Service. Priority Support
Service provides expert troubleshooting. Priority Support Service additionally provides you with answers to
ensure smooth, productive operation of your system. DocuNav Solutions technical support team consists of
expert problem-solvers trained to support customers across their complete Laserfiche / DocuNav solution. They
troubleshoot, identify problems, and provide issue resolution—even when the issue is beyond Laserfiche.
Support extends to troubleshooting with scanners, security, firewalls, networks, databases, operating systems,
virtual machines and interfaces with 3rd party applications. With a Priority Annual DocuNav Support Agreement
(PR DSA), you’re entitled to the services listed below.
Priority Support Services
You can expect a response from our support team within 4 hours of reporting any issue to start the resolution
process. Our PR DSA customers also receive expedited escalation of any issues that are mission critical to
minimize system downtime.
All support services start with an e-mail or phone call to the DocuNav support team. Customers should identify
valid technical support contacts for their organization and inform DocuNav of their authorized contacts.
Authorized contacts should first e-mail or call to report service issues/questions. Emails should be directed to
support@docunav.com. The e-mail should include information regarding the issues and/or questions. To speak
with the support team, call 800-353-2320, option 3. As our support staff works on your cases, they may bring in
additional staff expertise as needed to resolve your issues or answer your questions. We will prioritize incoming
email support issues and phone calls for our PR DSA customers (within the 4-hour response time); for example,
a system failure will receive a response before a scanning issue.
Priority Support includes:
•4 Hour Response Time
•Remote Log-in Capabilities
•Support issues are logged into our system and tracked through completion
•Issue escalation to software developers when appropriate
•Annual 4 hour System Review with experienced DocuNav technical staff
•Free enrollment to Laserfiche Certified Professional Program
•Access to certain DocuNav specialized products at no additional charge—to enhance solution
•Access to the Laserfiche Software Assurance Plan (LSAP)
Priority Support Services offers assistance with:
•Installation and operation support services— to verify the software is operational
•Information services— to interpret error messages and suggest corrective actions
•Troubleshooting services across complete solution— to verify issues being addressed (even when
issue extends beyond Laserfiche), to suggest problem-solving techniques, to determine work around
solutions, to identify and resolve issues with supported peripherals and hardware
•Advice on proper system configuration and general best practices suggestions for Laserfiche
Administration
Page 51
Scheduled After Hours Support:
• After Hours: After 5pm CST/ Before 8am CST Monday-Friday, and Weekend Hours:
Saturday- Sunday
• Multiplier is x1.5 regular professional services rate
• Tasks must be scheduled, minimum ½ day when scheduling on-site services
Optional 24/7 365 Days Support:
• DocuNav Priority Support Customers will be provided with support contact information to use
for emergency support issues that may arise after normal support hours.
• Emergency Technical Support Access Fee is 10% of Priority DSA
• Multiplier is x3 regular professional services rate
• Support applies 24 Hours/Day, 7 Days/Week, and 365 Days/Year – No Exclusion
Support hours are Monday - Friday 7:00 a.m. - 5:00 p.m., Central Standard Time, excluding holidays.
DocuNav Service Level Agreement with Respect to 4 Hour Response Time Commitment
In the event DocuNav does not meet the guaranteed four-hour response time commitment for troubleshooting
technical support issues, then DocuNav will owe customer a credit back based upon the following:
• Credit owed will be calculated as follows:
o One full day of support cost per instance (Customer’s Annual DSA Cost / 365 days)
o Credit is limited to one day per instance
o Credit to be applied to professional services hours on the next billing period
• Customer’s responsibilities in order for credit to be received include:
o Customer must notify DocuNav through the above notification channels
Email support@docunav.com or call the 800 number and leave a detailed message
with direct contact information
Customer may not call or email individuals directly for credit to apply
Laserfiche Software Assurance Plan
Your DocuNav PR DSA also includes the Laserfiche Software Assurance Plan (LSAP).
LSAP entitles you to receive access to the Laserfiche Support Site where you'll find detailed technical
information to help you optimize system performance and maximize uptime.
Online Resources Available:
• Knowledge Base articles
• Training Resources
• Forums
• Downloads
• Laserfiche Code Library
Technical Support Team
DocuNav’s technical support team is comprised of implementation experts, technicians, trainers, and software
developers. DocuNav’s technical support team is recognized by Laserfiche, as Platinum-Level Certified for
their support services. Every one of DocuNav’s multiple support staff members is tested and mandated to
retain current certifications across the Laserfiche product suite.
DocuNav Integration Support
DocuNav PR DSA also includes support across all DocuNav integration tools. Your current support contract
will allow you direct access to the developers of the integration tools ensuring a knowledgeable response.
Page 52
Software Updates and Feature Enhancements
Your PR DSA includes comprehensive software assurance plans to help preserve your investment by
delivering periodic updates that extend the benefits of the original purchase. These plans include crucial point
updates, patches and service packs as released by Laserfiche throughout the year. Another advantage is
Laserfiche full version releases are also offered at no additional cost as part of your PR DSA.
All DocuNav software will also follow along the same update schedule. As Laserfiche updates become
available, DocuNav will release any necessary updates to DocuNav software ensuring customers maintain
seamless compatibility across their solutions.
DocuNav tests all manufacturers’ updates and consults with customers on an individual basis. After
consultation, DocuNav will make recommendations for each customer’s unique system on the optimal timing
in the release cycle to consider updating. DocuNav’s knowledgeable staff protects and guides customers to the
most successful deployment of future updates and enhancements of their solutions.
Internet services and remote access
This service provides our PR DSA clients with remote access to the same quality assistance and advice that they
would receive from an on-site visit by one of our technicians. Using remote connectivity, a DocuNav technical
staff member can connect to your system and control your screen as you watch and speak with us over the
phone. This powerful, interactive technique allows us to assist you in various tasks.
Annual System Review
Annually, a 4-hour remote system review with an experienced DocuNav technical team member has been
included with your DocuNav PR DSA. This event can be scheduled by contacting your DocuNav Account
Manager and can occur anytime throughout the year of your DocuNav PR DSA. During the annual system
review, DocuNav technical staff will analyze the configuration of the existing Laserfiche application server,
database, and backup procedures. Additionally, the Laserfiche configuration will be reviewed to include
volume structures, folder trees, security and template field creation. Upon completion of the review, DocuNav
will provide the customer with documentation detailing the findings as well as best practice recommendations
for adjustments that would enhance the solution.
Page 53
Extended User Education
Using hands-on teaching methods, end-user education courses are held throughout the year to help you design,
develop, and maintain your DocuNav solution. Led by experienced teachers, you gain knowledge and expertise
of your DocuNav Solution. Optional free webinars covering a variety of topics are also available throughout the
year. Whether on-site or remote, the sessions provide improved employee understanding of your system and
increased utilization.
DocuNav is now offering access to our growing resource of self-paced courses and labs via our Training Portal.
The Portal contains all levels of trainings and tips from entry to expert level. New customers will receive
complimentary all-access passes for the key employees based on the number of users purchased (see chart
below). Priority Support customers may also access individual courses for other employees that use Laserfiche
for a nominal fee. We are also excited to offer special Labs through the portal (coming very soon). These Labs
are designed for key employees that will help you implement Laserfiche internally. The Labs will come with
Use Cases, demo server access and feedback from our experienced engineers.
Please contact sales@docunav.com for details and the link to the portal.
DocuNav Training Portal Chart
Laserfiche Named Full User Count Number of All-Access Passes
20 users or less 1 person
21 – 100 users 2 people
101 – 500 users 4 people
501 + users 8 people
Laserfiche Empower Conference
Laserfiche Empower Conference is an annual educational and networking event with over 3, 000 Laserfiche
customers, partners, and IT professionals. As part of your PR DSA, DocuNav will pay conference registration
fees for your employees to attend. We encourage you to sign-up for Empower Registration as early as you
can because the number of total registrations we pay for is limited per year. Please see the chart included
below for a breakdown of how many employees per organization are eligible for free conference registration.
Laserfiche Empower Registration Chart
Laserfiche Named Full User Count Number of Registrants
21 – 100 users 1 person
101 – 500 users 2 people
501 + users 4 people
How to Register for CPP & Laserfiche Empower Conference
To register employees for the CPP courses and/or the Laserfiche Empower Conference, please email
sales@docunav.com.
Page 54
CITY COUNCIL AGENDA MEMO
AGENDA ITEM NO. 4.F.
AGENDA MEETING DATE: October 18, 2021
TO: John Noblitt, City Manager
FROM: Alina Ciocan, Assistant City Manager
ITEM/CAPTION:
POWER ENGINEERS TASK ORDER NUMBER 1
Consider Task Order Number 1 with Power Engineers in an amount not to exceed $25,000, and authorize the Mayor
or City Manager to execute said Task Order. (Ciocan)
AGENDA TYPE: Regular
ACTION REQUESTED: Approval
BACKGROUND:
The scope of the proposed task order includes the following:
provide support and assistance in reviewing and evaluating substation alternatives and transmission interconnection
requirements for a new industrial load;
reviewing and evaluating ERCOT TO/DO requirements and 3rd party services; and
general support in reviewing a power supply offer.
LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:
This task order has been reviewed by the City Attorney.
FINANCIAL SUMMARY FUNDING/FISCAL IMPACT:
$25,000
FUNDS:
Enterprise Fund
Budgeted Expenditure Electric Department (Professional Services)
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends approval.
Page 55
CITY COUNCIL AGENDA MEMOAGENDA ITEM NO. 4.F.AGENDA MEETING DATE: October 18, 2021TO: John Noblitt, City ManagerFROM: Alina Ciocan, Assistant City ManagerITEM/CAPTION:POWER ENGINEERS TASK ORDER NUMBER 1Consider Task Order Number 1 with Power Engineers in an amount not to exceed $25,000, and authorize the Mayoror City Manager to execute said Task Order. (Ciocan)AGENDA TYPE: RegularACTION REQUESTED: Approval BACKGROUND:The scope of the proposed task order includes the following: provide support and assistance in reviewing and evaluating substation alternatives and transmission interconnectionrequirements for a new industrial load; reviewing and evaluating ERCOT TO/DO requirements and 3rd party services; and general support in reviewing a power supply offer. LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:This task order has been reviewed by the City Attorney. FINANCIAL SUMMARY FUNDING/FISCAL IMPACT:$25,000FUNDS:Enterprise FundBudgeted Expenditure Electric Department (Professional Services)STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends approval.
ATTACHMENTS:
Description Upload Date Type
Power Engineers Task Order No. 1 10/11/2021 Cover Memo
Page 56
Page 57
CITY COUNCIL AGENDA MEMO
AGENDA ITEM NO. 5.A.
AGENDA MEETING DATE: October 18, 2021
TO: John Noblitt, City Manager
FROM: Shani Bradshaw, Director of Economic Development
ITEM/CAPTION:
ECONOMIC DEVELOPMENT UPDATE
Presentation and discussion on Economic Development. (Bradshaw)
AGENDA TYPE: Regular
ACTION REQUESTED: Presentation
BACKGROUND:
Staff will provide an update to City Council on economic development activity.
LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:
NA
FINANCIAL SUMMARY FUNDING/FISCAL IMPACT:
NA
FUNDS:
NA
STAFF RECOMMENDATION/ACTION DESIRED:
NA
Page 58
CITY COUNCIL AGENDA MEMO
AGENDA ITEM NO. 5.C.
AGENDA MEETING DATE: October 18, 2021
TO: John Noblitt, City Manager
FROM: Kelly Edwards, City Secretary
ITEM/CAPTION:
ATMOS ENERGY
Atmos Energy Rider GCR Docket No 10170 September
AGENDA TYPE:
ACTION REQUESTED:
BACKGROUND:
N/A
LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:
N/A
FINANCIAL SUMMARY FUNDING/FISCAL IMPACT:
N/A
FUNDS:
N/A
STAFF RECOMMENDATION/ACTION DESIRED:
N/A
ATTACHMENTS:
Description Upload Date Type
Atmos September 10/5/2021 Cover Memo
Page 59
Page 60
Page 61
CITY COUNCIL AGENDA MEMO
AGENDA ITEM NO. 5.D.
AGENDA MEETING DATE: October 18, 2021
TO: John Noblitt, City Manager
FROM: Jonathan Perkins, Interim Chief of Police
ITEM/CAPTION:
ALL AMERICAN DOGS
Provide an overview and update of services provided to the City of Sanger. (Perkins)
AGENDA TYPE:
ACTION REQUESTED: Presentation
BACKGROUND:
The City of Sanger entered into an agreement with All American Dogs commencing on October 1, 2017, ending on
September 30, 2022.
LEGAL/BOARD COMMISSION RECOMMENDATIONS/CITIZEN NOTICE FEEDBACK:
N/A
FINANCIAL SUMMARY FUNDING/FISCAL IMPACT:
N/A
FUNDS:
N/A
STAFF RECOMMENDATION/ACTION DESIRED:
N/A
ATTACHMENTS:
Description Upload Date Type
All American Dogs Agreement 10/12/2021 Cover Memo
Page 62
All American Dogs
Animal Control :Code Enforcement
12860 Tischler Rd .‘A*Pilot Point 'A*TX *A*76258 ’A*(972 )382 -DOGS
THIS AGREEMENT (hereinafter referred to as the “Agreement”)is made and entered into by
Robert Matthews,a private contractor,d/b/a /All American Animal Control,a division of All
American Dogs (hereinafter referred to as “AAAC”)and the City of Sanger,Texas,a
municipal corporation (hereinafter referred to as “Sanger”or the “City”).
RECITALS
WHEREAS,Sanger is desirous of providing for residents and businesses a state certified,
quarantine level,sheltering facility and
WHEREAS,AAAC is desirous of furnishing full-time sheltering services to Sanger,and
WHEREAS,the parties hereto desire to enter into this Agreement to provide animal
sheltering services at the highest level possible to Sanger in accordance with the terms and
conditions set forth herein,and
WHEREAS,all payments to be made hereunder shall be made from current revenues
available to the paying party,and
WHEREAS,the parties have concluded that this Agreement fairly compensates the
performing party for the services being provided hereunder,and is in the best interest of each
party.
NOW THEREFORE,IN CONSIDERATION OF THE MUTUAL PROMISES AND
CONSIDERATION PROVIDED FOR HEREIN,THE RECEIPT AND SUFFICIENCY
OF WHICH ARE HEREBY CONFIRMED,THE PARTIES HERETO AGREE TO
THE FOLLOWING:
Section 1:All matters stated above in the preamble are found to be true and correct and
are incorporated herein by references as if copies in their entirety.
Section 2:Term:This Agreement shall commence on October 1,2017 and end September
30,2022.Any extension of the term of this Agreement,including any changes
in the terms and conditions,shall require the approval of the governing body of
Sanger.
Section 3:Scope of Services
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AAAC hereby agrees to provide Sanger the following services,personnel,and
facilities:
Impoundment and Boarding:a .
All domestic impounded animals shall be kept for not less than five (5)days by
AAAC with exception below.Cats impounded in humane live traps will be
kept for three (3)days.Cats that,in the opinion of AAAC,are feral (non-
domestic)will be,per state law,spayed or neutered,provided a rabies
vaccination,and returned to the Sanger Animal Control Officer.After this
period of time,domestic animals shall be released to a humane organization,
placed for adoption,or humanely destroyed at the discretion of AAAC.No
record shall be kept by the City as to the disposition of an animal after release
is made to the facility.
Except as described in Section 4 of this agreement,all costs for care and
treatment of animals surrendered to AAAC by Sanger will be the responsibility
of AAAC.
Impounded animals in which the owner has contacted AAAC,fees have been
paid or arrangements made for payment,and the deficiency that allowed the
animal to escape have been resolved,AAAC will be available to facilitate the
return of the animal during normal business hours .The owner can also make
arrangements for pick up at AAAC Sheltering Facilities during non-normal
business hours at the discretion of AAAC .
Any animal,whether licensed or unlicensed ,which in the professional
judgment of AAAC and its employees,is in great pain and suffering due to
injuiy from which the animal probably will not recover,and/or is posing an
imminent danger to human beings or to other animals,may be destroyed by an
AAAC representative in a humane manner .
Any animal which,in the professional opinion of AAAC,appears to be rabid,
or is showing the clinical signs of rabies AAAC will provide humane
euthanasia so that the animal may be submitted to the Texas Department of
Health for proper rabies testing.Impounded feral cats that show signs of
illness or contagious disease will be humanely euthanized .
Proof of residency (state issued I.D.)within the city limits of Sanger will be
required for any animals “dropped off ’at the City of Sanger .Exceptions will
be authorization by the Chief of Police or multiple non-related witnesses
seeing the animal within the city limits .A fee will be collected for non-
residents wishing to drop off animals.
Reporting:AAAC will supply a monthly report to the City of Sanger .The
report shall summarize all animal impounds received during the previous
month and in the event of Service Calls shall summarize those events.AAAC
will make a presentation to the Council summarizing their operations for the
previous six months.
b.
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Information Line:AAAC currently operates on a 24 hour basis and maintains
that after hours calls are returned immediately or the next business morning
based on our professional opinion of priority.We shall provide callers with
helpful information as to their pet related needs .Any resident from the City of
Sanger may take advantage of this 24 hour service so that AAAC may better
assist their individual needs.
c.
d .Schedule of Fees :These fees shall be charged to the residents of Sanger.The
City is not responsible for these fees :
Animal Impoundment Fee:$75.00 each impoundment
Boarding Fee:$10.00 per day or portion thereof
Non-resident “Drop Off ’:$250.00 per animal
Section 4:City of Sanger’s Obligations:Sanger agrees to perform the following:
Sanger will attempt to contact the Owner of any stray animal picked up prior to
transporting animal to AAAC.
Pay an all-inclusive monthly fee of $4,080 for sheltering services of animals
captured or picked up by Sanger’s ACO and delivered to AAAC.This fee for
the duration of the contract (60 months).In addition and due upon execution
of contract,Sanger will provide $21,500 to AAAC for modification of existing
kennels to accommodate Sanger’s animal population.
This contract includes the impoundment/sheltering of 260 domestic animals
per contract year (prorated in year one).Animals in excess of that will incur a
$160 charge per animal payable within 30 days of receipt of invoice.Feral
(non-domestic)cats will not be considered part of the impoundment/sheltering
number.Feral cats returned to the city will incur a $100 charge per cat .Feral
cats euthanized due to illness upon entry will incur no additional charge.
All inclusive fees do not include the following situations:
Quarantine fees as required by Texas Department of Heath when an owner is
not known or available;
Specimen shipment fees on applicable animals;
Medical &Veterinaiy fees as needed other than euthanasia or procedures and
treatments necessary for adoption.
Business Hour Service Call:$75.00 per call
After Hours Service Call :$125.00 per call
Page 65
Any fees not covered under the all inclusive contract must have prior approval
by the Chief of Police.
Revenues Retained:City shall retain all fines,forfeitures,etc .that may be
generated by performing ordinance enforcement duties within the City’s
boundary .
Section 5 :
Section 6 :Termination:
This Agreement may be terminated at any time,by either party,giving ninety
(90)days written notice to the other party to the addresses proved herein.In
the event of such termination by either party,AAAC will be compensated for
all services performed to termination date,which will be the date one (1)
month after the date of the notice of termination,together with any payments
then due and as authorized by this Agreement.
a .
In the event AAAC executes the termination of thisl.
agreement within the first 12 months,AAAC will
reimburse the City the monies used for modification
pro-rata .
In addition,throughout the entire duration of this
agreement,the two (2)“cat condos”that are being
provided to AAAC by the City will be returned in
the condition in which they were provided,normal
wear &tear taken into account .
n .
If the City fails to make payment to AAAC within fifteen (15)days after the
date of billing for any invoiced amounts,AAAC will suspend services to
Sanger and identify a date on which the services will be suspended and will
notify the City Manager by telephone and in writing of the date services will
be suspended.
b.
Failure of AAAC to furnish any services under this Agreement,the City shall
have the right to make appropriate reduction in any fee paid (as determined by
mutual agreement of the parties)or terminate this Agreement by giving proper
notice .
c .
Notice and Payments:All written notices,payments,or refunds shall be sent
to the following addresses:
Section 7 :
City of Sanger
Attn:City Manager
P .O.Box 1729
Sanger,TX 76266
All American Dogs
12860 Tischler Rd .
Pilot Point,TX 76258
Dispute Resolution :In order to ensure an effective relationship between the
parties and to provide the best possible services,it is mutually agreed that all
questions arising under this Agreement shall be handled and resolved between
Section 8 :
Page 66
the cities representative and the Owner of AAAC.The parties reserve their
respective rights to legal remedies allowed by law.
Venue :Venue for any legal dispute arising pursuant to this Agreement shall
be in Denton County,Texas.Section 9 :
Both parties mutually agree that AAAC is an independentSection10:Performance :
contractor,and shall have exclusive control of performance hereunder,and that
employees of AAAC in no way are to be considered employees of the City .N
:
Indemnification:AAAC agrees to hold harmless,save and indemnify the City
and its Officers for any an all claims for damages,personal injury and/or death
that may be asserted against Sanger arising from AAAC negligence or its
performance hereunder,save and except intentional acts of gross negligence by
Sanger.The foregoing notwithstanding,the parties hereto reserve the right to
all available legal defenses and all protections and limitations of liability
provided by the Texas Tort Claims Act and the Texas Constitution relative to
these parties.The provisions of this indemnification are solely for the benefit
of the parties hereto and not intended to create or grant any rights,contractual
or otherwise,to any other person or entity.
Section 11::
!
'i
Insurance:AAAC agrees to procure and maintain,at a minimum,$1,000,000
liability insurance policy providing coverage against any and all claims for
personal injury or property damage arising out of acts,errors,or omissions of
AAAC,its officers,employees,or agents under or pursuant to this Agreement.
The City shall be named as a certificate holder and shall be notified if this
policy is cancelled for any reason.
Section 12:;
:
I
Employment Verification:All AAAC Owners,employees,and volunteers
have undergone a comprehensive criminal background check provided by a
legitimate company (Lexis-Nexis)and records will be made available to the
governing body at their request.In addition,a driving background will be
performed for employees whose responsibilities reasonably require them to use
company vehicles in the performance of Animal Control Services.
Section 13 :
IN WITNESS WHEREOF,we have hereunto set out hands this the 75ay of fji
2017 in the duplicate originals.
o F 'aq?'%cityof Sanserv"All Ameri imal Control sri .j "r*\
'x !\^,.Vs -'yV*’;By:7MayorBy:Robert M.Matthews,Jr.=v /\\*5 *>.-/mM
«1
v'Attest:Sv•AAttest:Vv «»«.«AS :
,vkV
/a
/S'<-j
'A4/C
I
By:Cirv^ecretaryy:Witness
Page 67