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CP 2016-07-12City Council City of Coppell, Texas Meeting Agenda 255 Parkway Boulevard Coppell, Texas 75019-9478 Council Chambers5:30 PMTuesday, July 12, 2016 KAREN HUNT WES MAYS Mayor Mayor Pro Tem CLIFF LONG NANCY YINGLING Place 1 Place 5 BRIANNA HINOJOSA-FLORES MARVIN FRANKLIN Place 2 Place 6 GARY RODEN MARK HILL Place 4 Place 7 CLAY PHILLIPS City Manager Notice is hereby given that the City Council of the City of Coppell, Texas will meet in Regular Called Session at 6:00 p.m. for Executive Session, Work Session will follow immediately thereafter, and Regular Session will begin at 7:30 p.m., to be held at Town Center, 255 Parkway Boulevard, Coppell, Texas. As authorized by Section 551.071(2) of the Texas Government Code, this meeting may be convened into closed Executive Session for the purpose of seeking confidential legal advice from the City Attorney on any agenda item listed herein. The City of Coppell reserves the right to reconvene, recess or realign the Work Session or called Executive Session or order of business at any time prior to adjournment. The purpose of the meeting is to consider the following items: 1. Call to Order 2.Executive Session (Closed to the Public) 1st Floor Conference Room Section 551.072, Texas Government Code - Deliberation regarding Real Property. A.Discussion regarding the deliberation of purchase, sale and/or exchange of real property along portions south of east Belt Line Road and west of south Belt Line Road within the City of Coppell. Page 1 City of Coppell, Texas Printed on 7/8/2016 July 12, 2016City Council Meeting Agenda Section 551.087, Texas Government Code - Economic Development Negotiations. B.Discussion regarding economic development prospects west of S. Belt Line Road and south of Dividend Boulevard. Section 551.071, Texas Government Code - Consultation with City Attorney. C.Discussion regarding a contract and threatened legal action between the City of Coppell and CD Builders. 3. Work Session (Open to the Public) 1st Floor Conference Room A. Discussion regarding Old Town signage. B. Discussion regarding the purchase of furniture, fixtures and equipment for the Cozby Library and Community Commons. C. Discussion of Agenda Items. Old Town Signage MEMO.pdfAttachments: Regular Session 4. Invocation 7:30 p.m. 5. Presentations A.Consider approval of a proclamation naming the month of July as “Park and Recreation Month;” and authorizing the Mayor to sign. Proclamation.pdfAttachments: B.Coppell Chamber of Commerce update. 6. Citizens’ Appearance 7. Consent Agenda A.Consider approval of Minutes for June 14, 2016. Minutes - 2016-06-14.pdfAttachments: B.Consider approval of an Ordinance for CASE NO. PD-221R9-HC, TRU Hotel, a zoning change from PD-221R4-HC (Planned Development-221 Revision 4-Highway Commercial) to PD-221R9-HC (Planned Development-221 Revision 9-Highway Commercial), to amend the Concept Plan for hotel, office, retail and restaurant uses on 8.21 acres and attach a Detail Site Plan on approximately 2.7 acres to allow a five-story 127-guest-room hotel to be located on the east side of Point West Blvd, south of Dividend Drive and authorizing the Mayor to sign. Page 2 City of Coppell, Texas Printed on 7/8/2016 July 12, 2016City Council Meeting Agenda Cover Memo .pdf Ordinance.pdf Exhibit A - Legal Description.pdf Exhibit B - Concept Plan.pdf Exhibit C -Detail Site Plan.pdf Exhibit D - Landscape Plan.pdf Exhibit E -First Floor Plan.pdf Exhibit F- Typical 2nd - 5th Floor Plans.pdf Exhibit G - Elevations.pdf Exhibit H - Sign Package.pdf Attachments: C.Consider approval of an Ordinance for CASE NO. PD-240R4R-HC, North Gateway Center, a zoning change from PD-240R4-HC (Planned Development-240 Revision 4-Highway Commercial) to PD-240R4R-HC (Planned Development-240 Revision 4 Revised-Highway Commercial), to revise the Concept Plan for a four-lot commercial development on 6.13 acres of property located north of S.H. 121, approximately 270 feet west of N. Denton Tap Road and authorizing the Mayor to sign. Cover Memo.pdf Ordinance.pdf Exhibit A - Legal Description.pdf Exhibit B - Concept Site Plan .pdf Exhibit C - Concept Landscape Plan.pdf Exhibit D - Tree Survey.pdf Exhibit E - Conceptual Elevations.pdf Exhibit F- Sign Plan.pdf Attachments: D.Consider approval of an Ordinance revising Chapter 12A, of the Comprehensive Land Use Plan, providing for the adoption of an amendment to Coppell 2030 A Comprehensive Master Plan and the land use map thereof; by adding a new land use category, redefining the mixed-use land use categories and revising the Future Land Use Map and authorizing the Mayor to sign. Cover Memo.pdf Ordinance.pdf Exhibit A - Revised Pages 40-43.pdf Exhibit B - Revised Land Use Map Page 33.pdf Attachments: E.Consider approval of an Interlocal Agreement between the City of Coppell and the City of Fort Worth, to authorize the City of Coppell to use of the Fort Worth owned, operated and maintained Trunked Voice Radio System for the purpose of providing interoperable Public Safety voice radio communications; and authorizing the Mayor and/or City Manager to sign any necessary documents. Page 3 City of Coppell, Texas Printed on 7/8/2016 July 12, 2016City Council Meeting Agenda Memo.pdf FTW-Coppell Comm_Systems Agreement.pdf FWRRS Jurisdictions 032516.pdf Attachments: F.Consider approval of a Resolution approving a letter of support for the creation of a Foreign Trade Zone for Mazda North American Operations to be located at 4255 Patriot Drive in Grapevine, Texas, and authorizing the Mayor to sign. Mazda FTZ - Memo.pdf Mazda FTZ Resolution.pdf Mazda FTZ - Coppell Support Letter.pdf Attachments: G.Consider approval of entering into an agreement with Bibliotheca, LLC for the installation of Automated Materials Handling (AMH) and Radio Frequency Identification (RFID) for the Cozby Library and Community Commons, in the amount of $170,362 as budgeted for in the library expansion project; and authorizing the City Manager to sign any necessary documents. Staff Memo - Bibliotheca Contract.pdf Coppell_Final Agreement with Bibliotheca for Library RFID System77674.pdf Coppell Proposal-Bibliotheca.pdf Attachments: H.Consider approval of a Resolution amending Resolution No. 010996.3 as amended, amending the Master Fee Schedule for Recreational Fees and authorizing the Mayor to sign. Memo Fee Resolution July 2016.pdf Master Fee Resolution 07-12-16.pdf Recreational Fees - 01-12-16.pdf Attachments: I.Consider approval of an Interlocal Purchasing Agreement between the City of Coppell and the Harris County Department of Education, to enable the purchase from the other’s contracts to satisfy any bid requirements; authorizing the Mayor to sign. Memo Template for Interlocal Agreement.pdf Interlocal Contract - City.pdf Attachments: End of Consent Agenda 8.Consider approval for the purchase of furniture, fixtures and equipment for the Cozby Library and Community Commons, in the amount of $622,583.89 as requested; and authorizing the City Manager to sign any necessary documents. Staff Memo - Furniture.pdf Furniture Overview.xlsx FURNITURE PLAN.pdf Attachments: Page 4 City of Coppell, Texas Printed on 7/8/2016 July 12, 2016City Council Meeting Agenda 9. City Manager Reports - Project Updates and Future Agendas 10.Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. 11. Necessary Action from Executive Session Adjournment _____________________________ Karen Selbo Hunt, Mayor CERTIFICATE I certify that the above Notice of Meeting was posted on the bulletin board at the City Hall of the City of Coppell, Texas on this ______th day of _________, 20_____, at _____________. ___________________________________ Jean Dwinnell, Deputy City Secretary PUBLIC NOTICE - STATEMENT FOR ADA COMPLIANCE AND OPEN CARRY LEGISLATION The City of Coppell acknowledges its responsibility to comply with the Americans With Disabilities Act of 1990. Thus, in order to assist individuals with disabilities who require special services (i.e. sign interpretative services, alternative audio/visual devices, and amanuenses) for participation in or access to the City of Coppell sponsored public programs, services and/or meetings, the City requests that individuals makes requests for these services forty-eight (48) hours ahead of the scheduled program, service, and/or meeting. To make arrangements, contact Vivyon V. Bowman, ADA Coordinator or other designated official at (972) 462-0022, or (TDD 1-800-RELAY, TX 1-800-735-2989). Pursuant to Section 30.06, Penal Code (trespass by license holder with a concealed handgun), a person licensed under Subchapter H, Chapter 411, Government Code (handgun licensing law), may not enter this property with a concealed handgun. Pursuant to Section 30.07, Penal Code (trespass by license holder with an openly carried handgun), a person licensed under Subchapter H, Chapter 411, Government Code (handgun licensing law), may not enter this property with a handgun that is carried openly. Page 5 City of Coppell, Texas Printed on 7/8/2016 Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2016-2860 File ID: Type: Status: 2016-2860 Agenda Item Executive Session 1Version: Reference: In Control: City Council 07/05/2016File Created: 07/12/2016Final Action: EXEC SESSION - DARTFile Name: Title: Discussion regarding the deliberation of purchase, sale and/or exchange of real property along portions south of east Belt Line Road and west of south Belt Line Road within the City of Coppell. Notes: Agenda Date: 07/12/2016 Agenda Number: A. Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 07/12/2016City Council Discussed under Executive Session. Action Text: Text of Legislative File 2016-2860 Title Discussion regarding the deliberation of purchase, sale and/or exchange of real property along portions south of east Belt Line Road and west of south Belt Line Road within the City of Coppell. Summary Fiscal Impact: Staff Recommendation: Goal Icon: Sustainable City Government Page 1City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2860) Business Prosperity Community Wellness and Enrichment Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 6/26/2017 Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2016-2851 File ID: Type: Status: 2016-2851 Agenda Item Executive Session 1Version: Reference: In Control: Administration 06/28/2016File Created: 07/12/2016Final Action: exec session - 1525 S. Belt LineFile Name: Title: Discussion regarding economic development prospects west of S. Belt Line Road and south of Dividend Boulevard. Notes: Agenda Date: 07/12/2016 Agenda Number: B. Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 07/12/2016City Council Discussed under Executive Session. Action Text: Text of Legislative File 2016-2851 Title Discussion regarding economic development prospects west of S. Belt Line Road and south of Dividend Boulevard. Summary EXECUTIVE SESSION (economic development prospects): Discussion regarding economic development prospects west of S. Belt Line Road and south of Dividend Boulevard. Fiscal Impact: [Enter Fiscal Impact Statement Here] Staff Recommendation: [Enter Staff Recommendation Here] Page 1City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2851) Goal Icon: Business Prosperity Page 2City of Coppell, Texas Printed on 6/26/2017 Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2016-2876 File ID: Type: Status: 2016-2876 Agenda Item Agenda Ready 1Version: Reference: In Control: City Council 07/08/2016File Created: Final Action: Exec Session - Pending LitigationFile Name: Title: Discussion regarding a contract and threatened legal action between the City of Coppell and CD Builders. Notes: Agenda Date: 07/12/2016 Agenda Number: Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 07/12/2016City Council Discussed under Executive Session. Action Text: Text of Legislative File 2016-2876 Title Discussion regarding a contract and threatened legal action between the City of Coppell and CD Builders. Summary Fiscal Impact: [Enter Fiscal Impact Statement Here] Staff Recommendation: [Enter Staff Recommendation Here] Goal Icon: Sustainable City Government Page 1City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2876) Business Prosperity Community Wellness and Enrichment Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 6/26/2017 Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2016-2866 File ID: Type: Status: 2016-2866 Agenda Item Agenda Ready 1Version: Reference: In Control: City Council 07/05/2016File Created: Final Action: Work SessionFile Name: Title: A.Discussion regarding Old Town signage. B.Discussion regarding the purchase of furniture, fixtures and equipment for the Cozby Library and Community Commons. C.Discussion of Agenda Items. Notes: Agenda Date: 07/12/2016 Agenda Number: Sponsors: Enactment Date: Old Town Signage MEMO.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 07/12/2016City Council Presented in Work Session. Action Text: Text of Legislative File 2016-2866 Title A.Discussion regarding Old Town signage. B.Discussion regarding the purchase of furniture, fixtures and equipment for the Cozby Library and Community Commons. C.Discussion of Agenda Items. Summary Fiscal Impact: [Enter Fiscal Impact Statement Here] Staff Recommendation: Page 1City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2866) [Enter Staff Recommendation Here] Goal Icon: Sustainable City Government Business Prosperity Community Wellness and Enrichment Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 6/26/2017 1 MEMORANDUM To: Mayor and City Council From: Gary L. Sieb, Director of Planning Date: July 12, 2016 Reference: Consider a R.O.W. signage plan for Old Town Coppell 2030: Business Prosperity Introduction: A Council Goal was to develop and present a comprehensive signage plan within the Old Town R.O.W. Analysis: Staff researched the idea of providing a means to tastefully hang banners over the roadways leading to the Old Town District. By utilizing decorative arches with banner cables, the City could advertise special events in the district. The arches would incorporate the “Old Town Coppell” logo and a select number of special event temporary banners to be hung throughout the year. Within the Old Coppell Master Plan adopted in 2002, establishing “gateways” into Old Town Coppell was recommended. These gateways were defined as key entrances into Old Coppell which provide a “sense of arrival” to the district. Gateways are located on the west and east entries of West Bethel Road and on the north entry of South Coppell Road. Part of the gateway concept was implemented through the construction of bridges with intricate railings containing decorative street lights and banner poles. The arches could serve as a further distinction of the entry into Old Town Coppell. The project is in the conceptual phase of design. Staff is presenting the idea to Council to receive feedback before proceeding with detail design. It is thought that the inclusion of the arches in the bridge structures would be the most practical implementation strategy. The existing bridge rails are elevated and could serve as the base in the structure’s design. Also, incorporating a changeable banner for special events for the City and Chamber was considered, as temporary signage around the remainder of the city is limited. A conceptual sketch is attached for your reference. Legal Review: This item did not require City Attorney review. Fiscal Impact: To be determined based on future design. Recommendation: The Planning and Engineering Departments recommend hiring a consultant to further explore the feasibility and design of the arches. SUNDAY NOVEMBER 8TH SENIOR & COMMUNITY CENTER Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2016-2858 File ID: Type: Status: 2016-2858 Agenda Item Passed 1Version: Reference: In Control: Parks and Recreation 07/05/2016File Created: 07/12/2016Final Action: Park and Rec. Month ProclamationFile Name: Title: Consider approval of a proclamation naming the month of July as “Park and Recreation Month;” and authorizing the Mayor to sign. Notes: Agenda Date: 07/12/2016 Agenda Number: A. Sponsors: Enactment Date: Proclamation.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 PassApproved07/12/2016City Council Mayor Hunt read and presented a Proclamation naming the month of July as "Park and Recreation Month", to Tiffany Anderson, Recreation Marketing Coordinator, representing the Parks and Recreation Department. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Nancy Yingling, to approve the Proclamation and authorize the Mayor to sign. The motion passed by a unanimous vote. Action Text: Councilmember Cliff Long, Councilmember Brianna Hinojosa-Flores, Councilmember Wes Mays, Councilmember Marvin Franklin, Councilmember Mark Hill, and Mayor Pro Tem Nancy Yingling 6Aye: Text of Legislative File 2016-2858 Title Consider approval of a proclamation naming the month of July as “Park and Recreation Month;” and authorizing the Mayor to sign. Summary Page 1City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2858) Fiscal Impact: [Enter Fiscal Impact Statement Here] Staff Recommendation: [Enter Staff Recommendation Here] Goal Icon: Sustainable City Government Business Prosperity Community Wellness and Enrichment Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 6/26/2017 PROCLAMATION WHEREAS, parks and recreation programs are an integral part of communities throughout this country, including Coppell; and WHEREAS, our parks and recreation are vitally important to establishing and maintaining the quality of life in our communities, ensuring the health of all citizens, and contributing to the economic and environmental well-being of a community and region; and WHEREAS, parks and recreation programs increase a community’s economic prosperity through increased property values, expansion of the local tax base, the attraction and retention of businesses, and crime reduction; and WHEREAS, parks and recreation areas are fundamental to the environmental well-being of our community; and WHEREAS, our parks and natural recreation areas ensure the ecological beauty of our community and provide a place for children and adults to connect with nature and recreate outdoors; and WHEREAS, the U.S. House of Representatives has designated July as Park and Recreation Month; and NOW THEREFORE, I, Karen Selbo Hunt, Mayor of the City of Coppell, do hereby proclaim the month of July as "PARK AND RECREATION MONTH” in the City of Coppell, and I encourage all citizens to celebrate at one of the many events planned at Coppell’s Parks and Recreation facilities, and by getting active outdoors, connecting with nature, and creating memories with friends and family. IN WITNESS THEREOF, I have set my hand and caused the seal of the City of Coppell to be affixed this 12th day of July 2016. ________________________________ Karen Selbo Hunt, Mayor ATTEST: _______________________________ Christel Pettinos, City Secretary Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2016-2863 File ID: Type: Status: 2016-2863 Agenda Item Agenda Ready 1Version: Reference: In Control: City Council 07/05/2016File Created: Final Action: Presentation - Chamber updateFile Name: Title: Coppell Chamber of Commerce update. Notes: Agenda Date: 07/12/2016 Agenda Number: B. Sponsors: Enactment Date: Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 07/12/2016City Council Mr. Ricardo Roberto, Chamber Board Chair, introduced the group of representatives from the Chamber of Commerce and gave the annual update to the Mayor and City Council. He advised that the Chamber had purchased a building for their offices, that they have over 500 members and, of those, 100 have joined in the last year. Mayor Hunt thanked Mr. Roberto and the representatives from the Chamber for the work they do and for attending the meeting. Action Text: Text of Legislative File 2016-2863 Title Coppell Chamber of Commerce update. Summary Fiscal Impact: [Enter Fiscal Impact Statement Here] Staff Recommendation: [Enter Staff Recommendation Here] Page 1City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2863) Goal Icon: Sustainable City Government Business Prosperity Community Wellness and Enrichment Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 6/26/2017 Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2016-2867 File ID: Type: Status: 2016-2867 Agenda Item Passed 1Version: Reference: In Control: City Council 07/05/2016File Created: Final Action: MinutesFile Name: Title: Consider approval of Minutes for June 14, 2016. Notes: Agenda Date: 07/12/2016 Agenda Number: A. Sponsors: Enactment Date: Minutes - 2016-06-14.pdfAttachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 PassApproved on the Consent Agenda 07/12/2016City Council A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Nancy Yingling, that Items A - I on the Consent Agenda be approved. The motion passed by a unanimous vote. Action Text: Councilmember Cliff Long, Councilmember Brianna Hinojosa-Flores, Councilmember Wes Mays, Councilmember Marvin Franklin, Councilmember Mark Hill, and Mayor Pro Tem Nancy Yingling 6Aye: Text of Legislative File 2016-2867 Title Consider approval of Minutes for June 14, 2016. Summary Fiscal Impact: [Enter Fiscal Impact Statement Here] Staff Recommendation: [Enter Staff Recommendation Here] Goal Icon: Page 1City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2867) Sustainable City Government Business Prosperity Community Wellness and Enrichment Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 6/26/2017 255 Parkway Boulevard Coppell, Texas 75019-9478City of Coppell, Texas Minutes City Council 5:30 PM Council ChambersTuesday, June 14, 2016 KAREN HUNT GARY RODEN Mayor Place 4 CLIFF LONG NANCY YINGLING Place 1 Place 5 BRIANNA HINOJOSA-FLORES MARVIN FRANKLIN Place 2 Place 6 WES MAYS MARK HILL Mayor Pro Tem Place 7 CLAY PHILLIPS City Manager Also present were Deputy City Managers Mike Land and Mario Canizares, Deputy City Secretary Jean Dwinnell and City Attorney Robert Hager. The City Council of the City of Coppell met in Regular Called Session on Tuesday, June 14, 2016, at 5:30 p.m. in the City Council Chambers of Town Center, 255 Parkway Boulevard, Coppell, Texas. Call to Order1. Mayor Hunt called the meeting to order, determined that a quorum was present and convened into Executive Session at 5:45 p.m. Karen Hunt;Cliff Long;Brianna Hinojosa-Flores;Wes Mays;Gary Roden;Marvin Franklin;Mark Hill and Nancy Yingling Present 8 - Executive Session (Closed to the Public) 1st Floor Conference Room2. Section 551.072, Texas Government Code - Deliberation regarding Real Property. A.Discussion regarding real property west of S. Coppell Road and south of Bethel Road. Discussed under Executive Session. Section 551.087, Texas Government Code - Economic Development Negotiations. Page 1City of Coppell, Texas June 14, 2016City Council Minutes B.Discussion regarding economic development prospects north of Hackberry Road and east of S. Belt Line Road. Discussed under Executive Session. Work Session (Open to the Public) 1st Floor Conference Room3. Mayor Hunt adjourned the Executive Session at 6:15 p.m. and convened into Work Session. A.Discussion regarding Library technology. B.Presentation and discussion regarding the comprehensive Parks and Recreation Department Master Plan. C.Discussion of Agenda Items. Presented in Work Session. Regular Session Mayor Hunt adjourned the Work Session and convened into the Regular Session at 7:30 p.m. Invocation 7:30 p.m.4. Reverend Jeff Spangler, Senior Pastor with Generate Life Church, gave the Invocation. Pledge of Allegiance5. Mayor Hunt and the City Council led those present in the Pledge of Allegiance. Citizens’ Appearance6. There was no one signed up to speak. Consent Agenda7. Mayor Hunt announced that a request had been made to remove Item B from the Consent Agenda, to be considered separately. A.Consider approval of the minutes: May 24, 2016. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Gary Roden, that Items A and C-J on the Consent Agenda be approved. The motion passed by a unanimous vote. B.Consider approval of an amendment to the City of Coppell Code of Ordinances, Chapter 6, Article 6-17, by repealing Article 6-17, “Horse-drawn Carriages” in its entirety, and replacing with a new Article 6-17, “Horse-drawn Carriages” establishing definitions, regulations pertaining to the operation and application procedures; Page 2City of Coppell, Texas June 14, 2016City Council Minutes and authorizing the Mayor to sign. A motion was made by Councilmember Nancy Yingling, seconded by Councilmember Mark Hill, that this Agenda Item be approved with an amendment to Section 6-17-5, Paragraph L, Provision J, regarding the hours of operation on city streets Monday thorugh Friday being changed from 6:00 p.m. to 6:30 p.m. The motion passed by a unanimous vote. Enactment No: 2016-1439 C.Consider approval of an Ordinance for CASE NO. PD-242R-HC, ALOFT & Holiday Inn Hotels, a zoning change from PD-242-HC (Planned Development-242-Highway Commercial), to PD-242R-HC (Planned Development-242 Revised-Highway Commercial), to amend the Concept Plan for hotel, office, retail and restaurant uses on 9.08 acres of property and attach a Detail Site Plan on 4.86 acres to allow two hotels to be located south of Northpoint Drive, east of S.H. 121 and authorizing the Mayor to sign. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Gary Roden, that Items A and C-J on the Consent Agenda be approved. The motion passed by a unanimous vote. Aye:Councilmember Cliff Long;Councilmember Brianna Hinojosa-Flores;Councilmember Wes Mays;Mayor Pro Tem Gary Roden;Councilmember Marvin Franklin;Councilmember Mark Hill and Councilmember Nancy Yingling 7 - Enactment No: 91500-A-694 D.Consider approval of an Ordinance for CASE NO. PD-208R3-LI, Coppell Trade Center, Lot 1R3, Block 1, a zoning change from PD-208R2-LI (Planned Development-208 Revision 2-Light Industrial) to PD-208R3-LI (Planned Development-208 Revision 3-Light Industrial), to amend the Site and Landscaping Plans to adjust parking requirements, add striping within the truck court areas and extend a private drive (fire lane & access easement) to Freeport Parkway, on 40.32 acres of property located at the northwest corner of Sandy Lake Road and Freeport Parkway and authorizing the Mayor to sign. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Gary Roden, that Items A and C-J on the Consent Agenda be approved. The motion passed by a unanimous vote. Aye:Councilmember Cliff Long;Councilmember Brianna Hinojosa-Flores;Councilmember Wes Mays;Mayor Pro Tem Gary Roden;Councilmember Marvin Franklin;Councilmember Mark Hill and Councilmember Nancy Yingling 7 - Enactment No: 91500-A-695 E.Consider approval of entering into an agreement to purchase right of way and construct an additional lane along Town Center Drive not to exceed $75,000.00; and authorizing the City Manager to sign any necessary documents. Page 3City of Coppell, Texas June 14, 2016City Council Minutes A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Gary Roden, that Items A and C-J on the Consent Agenda be approved. The motion passed by a unanimous vote. Aye:Councilmember Cliff Long;Councilmember Brianna Hinojosa-Flores;Councilmember Wes Mays;Mayor Pro Tem Gary Roden;Councilmember Marvin Franklin;Councilmember Mark Hill and Councilmember Nancy Yingling 7 - F.Consider approval of an Ordinance for CASE NO. PD-282-C, Sonic, a zoning change from S-1077R2-C (Special Use Permit-1077 Revision 2-Commercial) to PD-282-C (Planned Development-282-Commercial), to allow demolition of the existing drive-up restaurant and construction of a new 1,600-square-foot a drive-up and drive-thru Sonic with an approximately 800-square-foot patio area on 0.85 acres of property located at 201 N. Denton Tap Road and authorizing the Mayor to sign. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Gary Roden, that Items A and C-J on the Consent Agenda be approved. The motion passed by a unanimous vote. Aye:Councilmember Cliff Long;Councilmember Brianna Hinojosa-Flores;Councilmember Wes Mays;Mayor Pro Tem Gary Roden;Councilmember Marvin Franklin;Councilmember Mark Hill and Councilmember Nancy Yingling 7 - Enactment No: 91500-A-696 G.Consider approval of change order #1 to Tree Systems Inc. in the amount of $7,120.00; provided by the Drainage Utility District funds; and authorizing the City Manager to sign any necessary documents. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Gary Roden, that Items A and C-J on the Consent Agenda be approved. The motion passed by a unanimous vote. Aye:Councilmember Cliff Long;Councilmember Brianna Hinojosa-Flores;Councilmember Wes Mays;Mayor Pro Tem Gary Roden;Councilmember Marvin Franklin;Councilmember Mark Hill and Councilmember Nancy Yingling 7 - H.Consider approval of a Resolution granting a 30-foot wastewater easement and a 50-foot temporary construction easement on the North Lake property to the City of Dallas; and authorizing the Mayor to sign any necessary documents. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Gary Roden, that Items A and C-J on the Consent Agenda be approved. The motion passed by a unanimous vote. Aye:Councilmember Cliff Long;Councilmember Brianna Hinojosa-Flores;Councilmember Wes Mays;Mayor Pro Tem Gary Roden;Councilmember Marvin Franklin;Councilmember Mark Hill and Councilmember Nancy Yingling 7 - Enactment No: 2016-0614.1 Page 4City of Coppell, Texas June 14, 2016City Council Minutes I.Consider approval of change order #2 for the Street & Alley Repair Contract to F&F Concrete in the amount of $225,579.29; provided by ¼ cent sales tax fund; and authorizing the City Manager to sign any necessary documents. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Gary Roden, that Items A and C-J on the Consent Agenda be approved. The motion passed by a unanimous vote. Aye:Councilmember Cliff Long;Councilmember Brianna Hinojosa-Flores;Councilmember Wes Mays;Mayor Pro Tem Gary Roden;Councilmember Marvin Franklin;Councilmember Mark Hill and Councilmember Nancy Yingling 7 - J.Consider approval of award of a bid and enter into a contract with Sports Fields Solutions, for the replacement of the storm damaged outfield fences on baseball fields #2 and #3 at Wagon Wheel Park, in the amount of $63,928.00, utilizing BuyBoard Contract #447-14; and authorizing the City Manager to sign the necessary documents. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Gary Roden, that Items A and C-J on the Consent Agenda be approved. The motion passed by a unanimous vote. Aye:Councilmember Cliff Long;Councilmember Brianna Hinojosa-Flores;Councilmember Wes Mays;Mayor Pro Tem Gary Roden;Councilmember Marvin Franklin;Councilmember Mark Hill and Councilmember Nancy Yingling 7 - End of Consent Agenda 8.Consider approval of CASE NO. PD-221R9-HC, TRU Hotel, a zoning change request from PD-221R4-HC (Planned Development-221 Revision 4-Highway Commercial) to PD-221R9-HC (Planned Development-221 Revision 9-Highway Commercial), to amend the Concept Plan for hotel, office, retail and restaurant uses on 8.21 acres and attach a Detail Site Plan on approximately 2.7 acres to allow a five-story 127-guest-room hotel to be located on the east side of Point West Blvd, south of Dividend Drive. Presentation: Marcie Diamond, Assistant Director of Planning, made a presentation. Mayor Hunt opened the Public Hearing and announced that no one had signed up to speak. A motion was made by Mayor Pro Tem Wes Mays, seconded by Councilmember Nancy Yingling, to close the Public Hearing and approve this Agenda Item, with the following conditions: 1. Approval of the minimum room size of 258 square feet with a minimum average of 295 square feet. 2. Redesign of the monument sign to be in compliance with the City's Sign Ordinance. Page 5City of Coppell, Texas June 14, 2016City Council Minutes 3. Inclusion of the proposed 3' wide decomposed granite path parallel to the east property line on the Landscape Plan. 4. Correct the square footage of the building in the table on Sheet CSP-1. The motion passed by a unanimous vote. Aye:Councilmember Cliff Long;Councilmember Brianna Hinojosa-Flores;Councilmember Wes Mays;Mayor Pro Tem Gary Roden;Councilmember Marvin Franklin;Councilmember Mark Hill and Councilmember Nancy Yingling 7 - 9.Consider approval of CASE NO. PD-240R4R-HC, North Gateway Center, a zoning change request from PD-240R4-HC (Planned Development-240 Revision 4-Highway Commercial) to PD-240R4R-HC (Planned Development-240 Revision 4 Revised-Highway Commercial), to revise the Concept Plan for a four-lot commercial development on 6.13 acres of property located north of S.H. 121, approximately 270 feet west of N. Denton Tap Road. Presentation: Matt Steer, City Planner, made a presentation. Mayor Hunt opened the Public Hearing and announced that no one had signed up to speak. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Gary Roden, to close the Public Hearing and approve this Agenda Item, with the following conditions: 1. There will be additional comments during detailed engineering plan review for each of the sites. 2. A Final Plat is required prior to obtaining a building permit. 3. A Detail Tree Survey is required with submittal of a Detail Site Plan for development of Lots 1-4. 4. A decelertion lane shall be installed along Denton Tap when deemed appropriate by the City Engineer. The motion passed by a unanimous vote. 10.Consider approval of the reanalysis of the areas designated as Mixed Use-Neighborhood Center and Mixed Use-Community Center on the Future Land Use Plan of the Coppell 2030 Comprehensive Master Plan. Presentation: Marcie Diamond, Assistant Director of Planning, made a presentation. Mayor Hunt opened the Public Hearing and called on those citizens signed up to speak. Messrs. David Bell, Ed White, Rex O'Quinn, Chris Claussen, Ms. Marla Williams and Ms. Sasha Reedy spoke in opposition to any Mixed-Use designations within the City. Lengthy discussion was held by the Mayor and Council regarding the need for Page 6City of Coppell, Texas June 14, 2016City Council Minutes smaller housing options for empty nesters and new couples, the meaning of "mixed-use", and what is appropriate for Coppell. A motion was made by Councilmember Mark Hill, seconded by Mayor Pro Tem Wes Mays, to close the Public Hearing and accept the new definition of Neighborhood Center Retail as recommended by the Planning and Zoning Commission. The motion failed with Mayor Pro Tem Wes Mays and Councilmembers Nancy Yingling and Mark Hill voting in favor of the motion and Councilmembers Cliff Long, Brianna Hinojosa-Flores and Marvin Franklin voting against the item. At 9:37 p.m. the Council recessed into Executive Session under Section 551.071 of the Texas Government Code, Consultation with City Attorney. Mayor Hunt adjourned the Executive Session at 9:44 p.m. and reconvened into regular session. Further discussion was held and a motion was made by Councilmember Gary Roden, seconded by Councilmember Marvin Franklin, to close the Public Hearing and accept the new definitions for Neighborhood Center Retail for areas 1, 3, 4, 5 and Freeway Special District listed as area 8. The motion passed by an unanimous vote. A motion was made by Councilmember Gary Roden, seconded by Councilmember Marvin Franklin, that area 6 be approved for Mixed Use Community Center, eliminating residential as suggested before. The motion passed by an unanimous vote. A motion was made by Councilmember Gary Roden, seconded by Councilmember Marvin Franklin, that areas 2 and 7 be approved for Mixed Use Community Center as recommended by the Planning and Zoning Commission. The motion failed with Councilmembers Cliff Long, Gary Roden and Marvin Franklin voting in favor of the motion and Mayor Pro Tem Wes Mays and Councilmembers Brianna Hinojosa-Flores, Nancy Yingling and Mark Hill voting against the item. A motion was made by Mayor Pro Tem Wes Mays, seconded by Councilmember Mark Hill, to approve area 2, with the revised definition of Mixed-Use Community Center and changing the word 'and' to 'or' within the definition of Mixed-Use Community Center. Councilmember Gary Roden moved to amend the motion, capping the single family residential dwelling maximum to 10 units per acre. Councilmember Mark Hill seconded the motion. The amendment to the original motion passed by an unanimous vote. The vote on the original, amended motion to approve area 2, now defined as: providing areas for mixed-use developments consisting of both neighborhood and community, serving commercial, retail and office uses OR medium density single family residential dwellings no greater than 10 units per acre, passed by an unanimous vote. A motion was made by Mayor Pro Tem Wes Mays, seconded by Page 7City of Coppell, Texas June 14, 2016City Council Minutes Councilmember Marvin Franklin, to approve area 7, with the definition of providing areas for mixed-use developments consisting of both neighborhood and community, serving commercial, retail and office uses OR medium density single family residential dwellings no greater than 10 units per acre. The motion passed by a unanimous vote. The request for hiring a consultant failed for lack of a motion. Aye:Councilmember Cliff Long;Councilmember Brianna Hinojosa-Flores;Councilmember Wes Mays;Mayor Pro Tem Gary Roden;Councilmember Marvin Franklin;Councilmember Mark Hill and Councilmember Nancy Yingling 7 - 11.Consider approval of an Ordinance for CASE NO. PD-260R-R, Trinity River Kayak Company, a zoning change from PD-260-R (Planned Development-260-Retail) to PD-260R-R (Planned Development-260 Revised-Retail), to amend the allowed uses and signage on 1.5 acres of property located at 1601 E. Sandy Lake Road and authorizing the Mayor to sign. Presentation: Marcie Diamond, Assistant Director of Planning, made a presentation to Council. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Cliff Long, to approve this Agenda Item, with the following conditions. 1. A double-sided monument sign, setback a minimum of ten feet from the ROW, on a raised foundation to allow east/west bound visibility in lieu of the existing 9.6 square-foot sign locatd on the wall on the east side of the driveway. 2. The existing 26.4 square-foot attached sign may be relocated to the hut located adjacent to the parking lot. 3. Roof signs shall not be permitted. Additional attached signs shall be permitted on the building in compliance with the Sign Ordinance. The motion passed 6-1 with Councilmember Mark Hill voting against the item. Aye:Councilmember Cliff Long;Councilmember Brianna Hinojosa-Flores;Councilmember Wes Mays;Mayor Pro Tem Gary Roden;Councilmember Marvin Franklin and Councilmember Nancy Yingling 6 - Nay:Councilmember Mark Hill1 - Enactment No: 91500-A-697 12.Consider approval of change order #5 to the Coppell Road and Bethel Road reconstruction project in the amount of $210,625.04 with Tiseo Paving, Inc.; and authorizing the City Manager to sign any necessary documents. Presentation: George Marshall, Traffic Engineer, made a presentation to Council. A motion was made by Mayor Pro Tem Wes Mays, seconded by Page 8City of Coppell, Texas June 14, 2016City Council Minutes Councilmember Cliff Long, that this Agenda Item be approved. The motion passed by a unanimous vote. Aye:Councilmember Cliff Long;Councilmember Brianna Hinojosa-Flores;Councilmember Wes Mays;Mayor Pro Tem Gary Roden;Councilmember Marvin Franklin;Councilmember Mark Hill and Councilmember Nancy Yingling 7 - 13.PUBLIC HEARING: Consider approval of an Ordinance designating Varidesk, LLC, Reinvestment Zone No. 104 pursuant to Section 312.201 of the Property Redevelopment and Tax Abatement Act, and authorizing the Mayor to sign. Presentation: Mindi Hurley, Economic Development Coordinator, made a presentation to Council. Mayor Hunt opened the Public Hearing and announced there was no one signed up to speak. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Nancy Yingling, to close the Public Hearing and approve this Agenda Item. The motion passed by a unanimous vote. Aye:Councilmember Cliff Long;Councilmember Brianna Hinojosa-Flores;Councilmember Wes Mays;Mayor Pro Tem Gary Roden;Councilmember Marvin Franklin;Councilmember Mark Hill and Councilmember Nancy Yingling 7 - Enactment No: 2016-1440 14.Consider approval of a Resolution approving a Tax Abatement Agreement between the City of Coppell and Varidesk, LLC, and authorizing the Mayor to sign. A motion was made by Councilmember Marvin Franklin, seconded by Mayor Pro Tem Wes Mays, that this Agenda Item be approved. The motion passed by a unanimous vote. Aye:Councilmember Cliff Long;Councilmember Brianna Hinojosa-Flores;Councilmember Wes Mays;Mayor Pro Tem Gary Roden;Councilmember Marvin Franklin;Councilmember Mark Hill and Councilmember Nancy Yingling 7 - Enactment No: 2016-0614.2 15.Consider approval of two Economic Development Agreements by and between the City of Coppell and Amazon.com.kydc LLC, and authorizing the Mayor to sign. Presentation: Mindi Hurley, Economic Development Coordinator, made a presentation to Council. A motion was made by Councilmember Nancy Yingling, seconded by Councilmember Cliff Long, that this Agenda Item be approved. The motion passed with a unanimous vote. Page 9City of Coppell, Texas June 14, 2016City Council Minutes Aye:Councilmember Cliff Long;Councilmember Brianna Hinojosa-Flores;Councilmember Wes Mays;Mayor Pro Tem Gary Roden;Councilmember Marvin Franklin;Councilmember Mark Hill and Councilmember Nancy Yingling 7 - City Manager Reports - Project Updates and Future Agendas16. Deputy City Manager Mike Land announced that the next regular City Council meeting will be held in July and that a Council Worksession will be held on June 28th. Council Committee Reports concerning items of community involvement with no Council action or deliberation permitted. 17. A.North Texas Council of Governments - Mays B.North Texas Commission - Franklin/Yingling C.Historical Society - Long A. Mayor Pro Tem Wes Mays announced he will be attending the North Texas Council of Governments General Assembly in Hurst on June 17th, along with several other members of the City Staff. The speaker will be from Rice University followed by the annual awards presentations. B. Councilmember Nancy Yingling announced that the deadline for the Leadership North Texas application is June 17th. She advised that the North Texas Commission is searching for a President and CEO with the help of the firm of Whitney Smith Company leading the search. The NTC is bringing the discussion of opiod addiction to the table at the Points Lunch on July 15th for a panel discussion with Dr. Paul Hane with BCBS, and Barkley Burdan of Texas Health Resources. The 45th Annual Member's Luncheon is September 15th with Dana Perinno, former White House Press Secretary for President George W. Bush. She will speak on the attributes needed by a leader and how communication is key in critical situations. C. Councilmember Cliff Long reported the Infeldt House is coming along and completion is expected by the end of the month. He advised a Historical Marker will be placed to show where the first water well and horse-watering trough were in downtown Coppell. Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. 18. Mayor Hunt announced that the Spirit of Coppell fireworks show will be held at Wagon Wheel Park on July 3rd, followed by the Parade on July 4th. Necessary Action from Executive Session19. There was no action necessary. Adjournment There being no further business before the City Council, Mayor Hunt adjourned the meeting at 10:45 p.m. Page 10City of Coppell, Texas June 14, 2016City Council Minutes __________________________________ Karen Selbo Hunt, Mayor ________________________________________ Christel Pettinos, City Secretary Page 11City of Coppell, Texas Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2016-2795 File ID: Type: Status: 2016-2795 Zoning Ordinance Passed 3Version: Reference: In Control: City Council 05/12/2016File Created: Final Action: PD-221R9-HC, ORD TRU HotelFile Name: Title: Consider approval of an Ordinance for CASE NO. PD-221R9-HC, TRU Hotel, a zoning change from PD -221R4-HC (Planned Development-221 Revision 4-Highway Commercial) to PD-221R9-HC (Planned Development-221 Revision 9-Highway Commercial), to amend the Concept Plan for hotel, office, retail and restaurant uses on 8.21 acres and attach a Detail Site Plan on approximately 2.7 acres to allow a five -story 127-guest-room hotel to be located on the east side of Point West Blvd, south of Dividend Drive and authorizing the Mayor to sign. Notes: Agenda Date: 07/12/2016 Agenda Number: B. Sponsors: Enactment Date: 07/12/2016 Cover Memo .pdf, Ordinance.pdf, Exhibit A - Legal Description.pdf, Exhibit B - Concept Plan.pdf, Exhibit C -Detail Site Plan.pdf, Exhibit D - Landscape Plan.pdf, Exhibit E -First Floor Plan.pdf, Exhibit F- Typical 2nd - 5th Floor Plans.pdf, Exhibit G - Elevations.pdf, Exhibit H - Sign Package.pdf Attachments: Enactment Number: 91500-A-0698 Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 PassApproved05/19/2016Planning & Zoning Commission Page 1City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2795) Marcie Diamond introduced this case with exhibits, elevations and a material/color board. She mentioned six notices were mailed to property owners within 200 feet of this request. There were no responses received in favor or in opposition. There were also two courtesy notices mailed to property owners within 800 feet of this request. She stated that staff is recommending approval subject to conditions which she read into the record. Travis Bousquet, The Bousquet Group, Inc., 501 S. Carroll Blvd., Suite 201, Denton Texas, was present to represent this case, to address questions and stated agreement with staff's recommendations Including the approval of the minimum room size. Hitesh Jariwala, 806 Linwood Lane, Irving Texas, addressed the following Commission's concerns: *The rational for the smaller room size 258 square feet vs 298 square feet *The purposed ratio of king and queen size rooms in this proposed request. *The number of this TRU brand by Hilton on the ground or proposed in other cities Chairman Haas opened the Public Hearing, asking for people who wanted to speak either in favor or opposition or wanted to comment on this request to come forward. No one spoke. Chairman Haas closed the Public Hearing. A motion was made by Vice Chairman Portman to recommend approval subject to the following conditions: 1. Approval of the minimum room size of 258 square feet. 2. Redesign of the monument sign to be in compliance with the Sign Ordinance. 3. Correct the square footage of the building in the table on Sheet CSP-1. Commissioner Williford seconded; motion carried (7-0). Action Text: Chair Edmund Haas, Vice Chair Glenn Portman, Commissioner Sue Blankenship, Commissioner Ed Darling, Commissioner Doug Robinson, Commissioner Vijay Sarma, and Commissioner George Williford 7Aye: 2 PassClose the Public Hearing and Approve 06/14/2016City Council Presentation: Marcie Diamond, Assistant Director of Planning, made a presentation. Mayor Hunt opened the Public Hearing and announced that no one had signed up to speak. A motion was made by Mayor Pro Tem Wes Mays, seconded by Councilmember Nancy Yingling, to close the Public Hearing and approve this Agenda Item, with the following conditions: 1. Approval of the minimum room size of 258 square feet with a minimum average of 295 square feet. 2. Redesign of the monument sign to be in compliance with the City's Sign Ordinance. 3. Inclusion of the proposed 3' wide decomposed granite path parallel to the east property line on the Landscape Plan. 4. Correct the square footage of the building in the table on Sheet CSP-1. The motion passed by a unanimous vote. Action Text: Councilmember Cliff Long, Councilmember Brianna Hinojosa-Flores, Councilmember Wes Mays, Councilmember Gary Roden, Councilmember Marvin Franklin, Councilmember Mark Hill, and Mayor Pro Tem Nancy Yingling 7Aye: 3 PassApproved on the Consent Agenda 07/12/2016City Council A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Nancy Yingling, that Items A - I on the Consent Agenda be approved. The motion passed by a unanimous vote. Action Text: Councilmember Cliff Long, Councilmember Brianna Hinojosa-Flores, Councilmember Wes Mays, Councilmember Marvin Franklin, Councilmember Mark Hill, and Mayor Pro Tem Nancy Yingling 6Aye: Text of Legislative File 2016-2795 Title Page 2City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2795) Consider approval of an Ordinance for CASE NO. PD-221R9-HC, TRU Hotel, a zoning change from PD-221R4-HC (Planned Development -221 Revision 4-Highway Commercial) to PD-221R9-HC (Planned Development-221 Revision 9-Highway Commercial), to amend the Concept Plan for hotel, office, retail and restaurant uses on 8.21 acres and attach a Detail Site Plan on approximately 2.7 acres to allow a five-story 127-guest-room hotel to be located on the east side of Point West Blvd, south of Dividend Drive and authorizing the Mayor to sign. Summary Staff Recommendation: On June 14, 2016, City Council unanimously approved this ZONING CHANGE (7-0). On May 19, 2016, the Planning Commission unanimously recommended approval of this ZONING CHANGE (7-0) subject to the above -stated conditions. Commissioners Williford, Sarma, Robinson, Haas, Portman, Darling and Blankenship voted in favor; none opposed. The Planning Department recommended APPROVAL. Goal Icon: Business Prosperity Page 3City of Coppell, Texas Printed on 6/26/2017 1 MEMORANDUM To: Mayor and City Council From: Gary L. Sieb, Director of Planning Date: July 12, 2016 Reference: Consider approval of an ordinance for PD-221R9-HC, TRU Hotel, to amend the Concept Plan for hotel, office, retail and restaurant uses on 8.21 acres and attach a Detail Site Plan on approximately 2.7 acres to allow a five-story 127-guest-room hotel to be located on the east side of Point West Blvd, south of Dividend Drive 2030: Business Prosperity Introduction: This request is to revise the Concept Plan for three lots, to allow a potential for two hotels as well as future office development along Dividend Drive. The detail plan being requested is for a five-story, 127-room hotel. The flag currently being proposed is a new concept by Hilton, called TRU. This hotel complies or exceeds all requirements of the newly adopted Hotel Regulations except for the minimum room size. The requested average room size is 295 square feet, with a minimum size of 258 square feet. The 258 square foot room represents 57% of the rooms. Analysis: On June 14, 2016, the City Council unanimously approved this PD request. All outstanding conditions have been addressed. On May 19, 2016, the Planning and Zoning Commission unanimously recommended approval of this PD, the following conditions remain outstanding: 1. Approval of the minimum room size of 258 square feet with a minimum average of 295 square feet. 2. Redesign of the monument sign to be in compliance with the Sign Ordinance. Legal Review: The City Attorney reviewed this ordinance. Fiscal Impact: None Recommendation: The Planning Department recommends approval. Attachments: 1. Ordinance 2 2. Exhibit A- Legal Description 3. Exhibit B - Concept Plan 4. Exhibit C - Detailed Site Plan 5. Exhibit D - Landscape Plan 6. Exhibit E - First Floor Plan 7. Exhibit F - Typical 2nd-5th Floor Plan 8. Exhibit G - Elevations 9. Exhibit H - Sign Package City of Coppell Ordinance Pg 1 77453 AN ORDINANCE OF THE CITY OF COPPELL, TEXAS ORDINANCE NO. ________ AN ORDINANCE OF THE CITY OF COPPELL, TEXAS, AMENDING THE COMPREHENSIVE ZONING ORDINANCE AND MAP OF THE CITY OF COPPELL, TEXAS, AS HERETOFORE AMENDED, BY GRANTING A CHANGE IN ZONING FROM PD-221R4-HC (PLANNED DEVELOPMENT-221 REVISION 4-HIGHWAY COMMERCIAL) TO PD- 221R9-HC (PLANNED DEVELOPMENT-221 REVISION 9-HIGHWAY COMMERCIAL), TO AMEND THE CONCEPT PLAN FOR HOTEL, OFFICE, RETAIL AND RESTAURANT USES ON 8.21 ACRES AND ATTACH A DETAIL SITE PLAN ON APPROXIMATELY 2.7 ACRES TO ALLOW A FIVE-STORY 127-GUEST-ROOM HOTEL TO BE LOCATED ON THE EAST SIDE OF POINT WEST BLVD, SOUTH OF DIVIDEND DRIVE, AND BEING MORE PARTICULARLY DESCRIBED IN EXHIBIT “A” ATTACHED HERETO AND INCORPORATED HEREIN; PROVIDING FOR APPROVAL OF THE CONCEPT PLAN, DETAIL SITE PLAN, LANDSCAPE PLAN, FIRST FLOOR PLAN, TYPICAL UPPER FLOOR PLANS, ELEVATIONS AND SIGNAGE, ATTACHED HERETO AS EXHIBITS “B” THOUGH “H; AND PROVIDING FOR SPECIAL CONDITIONS; PROVIDING A REPEALING CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE; PROVIDING A PENALTY OF FINE NOT TO EXCEED THE SUM OF TWO THOUSAND DOLLARS ($2,000.00) FOR EACH OFFENSE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Planning and Zoning Commission and the governing body of the City of Coppell, Texas, in compliance with the laws of the State of Texas and pursuant to the Comprehensive Zoning Ordinance of the City of Coppell, have given requisite notices by publication and otherwise, and after holding due hearings and affording a full and fair hearing to all property owners generally, and to all persons interested and situated in the affected area and in the vicinity thereof, the said governing body is of the opinion that Zoning Application No. PD-221R9-HC should be approved, and in the exercise of legislative discretion have concluded that the Comprehensive Zoning Ordinance and Map should be amended. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS: SECTION 1. That the Comprehensive Zoning Ordinance and Map of the City of Coppell, Texas, duly passed by the governing body of the City of Coppell, Texas, as heretofore amended, be and the same is hereby amended by granting a change in zoning from PD-221R4-HC (Planned Development-221 Revision 4-Highway Commercial) to PD-221R9-HC (Planned Development-221 Revision 9-Highway Commercial), to amend the Concept Plan for hotel, office, retail and restaurant City of Coppell Ordinance Pg 2 77453 uses on 8.21 acres and attach a Detail Site Plan on approximately 2.7 acres to allow a five-story 127- guest-room hotel to be located on the east side of Point West Blvd, south of Dividend Drive, for the property described in Exhibit “A” attached hereto and made a part hereof for all purposes. SECTION 2. That the Property will be used and developed in accordance Highway Commercial District regulations in the Code of Ordinances, as amended; is hereby approved subject to the following development regulations: A. This property shall be replatted to provide a building site, utilities, easements and fire lanes prior to the issuance of a Building Permit. B. Detail Site Plan approval shall be required prior to the developments on Lots 2 and 3 of this Planned Development. C. As indicated in Exhibit “E”, this hotel shall meet the following criteria: i. there shall be a minimum of 127 hotel rooms; ii. the minimum hotel room size shall be 258 square feet, with an average hotel room size shall be 295 square feet; iii. the lobby/waiting/atrium area shall be a minimum of 2,800 square feet; iv. minimum of 1,295 square feet common meeting or conference rooms; v. the pool shall have a minimum of 600 square feet of water surface area; vi. the weight room and/or workout center shall be a minimum of 625 square feet, and vii. the outdoor plaza areas shall be a minimum of 1,060 square feet. D. That the developer owner or operator shall substantially comply with the first floor plan and typical upper floor as set forth in Exhibits E and F, respectively; E. The Building Elevations, materials and color accent plan, are hereby approved as façade plan as depicted and noted on Exhibit G. City of Coppell Ordinance Pg 3 77453 F. All attached and monument signage shall comply with Sec. 12-29.- Sign Regulation of the Zoning Ordinance. SECTION 3. That the Concept Site Plan, Detail Site Plan, Landscape Plan, First Floor Plan, Typical Upper Floor Plans, Elevations and Signage, attached hereto as Exhibits “B” though “H”. SECTION 4. That the above property shall be used only in the manner and for the purpose provided for by the Comprehensive Zoning Ordinance of the City of Coppell, as heretofore amended, and as amended herein. SECTION 5. That the development of the property herein shall be in accordance with building regulations, zoning ordinances, and any applicable ordinances except as may be specifically altered or amended herein. SECTION 6. That all provisions of the Ordinances of the City of Coppell, Texas, in conflict with the provisions of this ordinance be, and the same are hereby, repealed, and all other provisions not in conflict with the provisions of this ordinance shall remain in full force and effect. SECTION 7. That should any sentence, paragraph, subdivision, clause, phrase or section of this ordinance be adjudged or held to be unconstitutional, illegal or invalid, the same shall not affect the validity of this ordinance as a whole, or any part or provision thereof other than the part so decided to be unconstitutional, illegal or invalid, and shall not affect the validity of the Comprehensive Zoning Ordinance as a whole. SECTION 8. An offense committed before the effective date of this ordinance is governed by prior law and the provisions of the Comprehensive Zoning Ordinance, as amended, in effect when the offense was committed and the former law is continued in effect for this purpose. SECTION 9. That any person, firm or corporation violating any of the provisions or terms of this ordinance shall be subject to the same penalty as provided for in the Comprehensive Zoning Ordinance of the City of Coppell, as heretofore amended, and upon conviction shall be punished by a City of Coppell Ordinance Pg 4 77453 fine not to exceed the sum of Two Thousand Dollars ($2,000.00) for each offense; and each and every day such violation shall continue shall be deemed to constitute a separate offense. SECTION 10. That this ordinance shall take effect immediately from and after its passage and the publication of its caption, as the law and charter in such cases provide. DULY PASSED by the City Council of the City of Coppell, Texas, this the _______ day of ___________________, 2016. APPROVED: _____________________________________ KAREN SELBO HUNT ATTEST: ___________________________________ CHRISTEL PETTINOS, CITY SECRETARY APPROVED AS TO FORM: ________________________________ CITY ATTORNEY LEGAL DESCRIPTION Being a 8.221 acre tract of land situated in the Cordelia Bowen Survey, Abstract No. 56, in the City of Coppell, Dallas County, Texas; being part of those tracts of land described in a Special Warranty Deed as "Tract 1" and "Tract 2" to Duke Realty Limited Partnership recorded in Instrument No. 200600301442 of the Deed Records of Dallas County, Texas; said 8.221 acre tract being more particularly described as follows: BEGINNING at a at a 1/2‐inch iron rod with "Pacheco Koch" cap set at the northeast end of a corner‐clip at the intersection of the east right‐of‐way line of Point West Boulevard (a 50‐foot wide right‐of‐way) according to the plat of Lot 1, Block C, Duke Lesley Addition Dividend Drive and Point West Boulevard, an addition to the City of Coppell, Dallas County, Texas, according to the plat recorded in Instrument No. 20070240528 of said Deed Records with the south right of‐way line of Dividend Drive (a 90‐foot right‐of‐ way); said point being the beginning of a curve to the left; THENCE, along the said south line of Dividend Drive, the following three (3) calls: In a easterly direction, along said curve, having a central angle of 31 degrees, 37 minutes, 32 seconds, a radius of 495.00 feet, a chord bearing and distance of North 73 degrees, 49 minutes, 52 seconds East, 269.77 feet, an arc distance of 273.22 feet to a 1/2‐inch iron rod with "Pacheco Koch" cap set at the beginning of a reverse curve to the right; In a easterly direction, along said curve, having a central angle of 32 degrees, 01 minutes, 21 seconds, a radius of 405.00 feet, a chord bearing and distance of North 74 degrees, 01 minutes, 46 seconds East, 223.42 feet, an arc distance of 226.35 feet to a 1/2‐inch iron rod with "Pacheco Koch" cap set at the end of said curve; South 89 degrees, 57 minutes, 33 seconds East, a distance of 94.88 feet to a 1/2‐inch iron rod with "Pacheco Koch" cap set for corner; said point being the northwest corner of Lot 3R, Block C, Duke Lesley Addition, an addition to the City of Coppell, according to the Replat recorded in Instrument No. 200900210489 of said Deed Records; THENCE, South 00 degrees, 02 minutes, 27 seconds West, departing the said south line of Dividend Drive and along the west line of said Lot 3R, a distance of 785.00 feet to a point for corner; said point being the southwest corner of said Lot 3R; said point also being in the north line of Lot 2R, Block C of Duke Lesley Addition, an addition to the City of Coppell, Dallas County, Texas, according to the plat recorded in Instrument No. 201400082516 of said Deed Records; THENCE, North 89 degrees, 57 minutes, 33 seconds West, along the said north line of Lot 2R, a distance of 241.37 feet to a 1/2‐inch iron rod with "JDJR" cap found for corner; THENCE, South 73 degrees, 49 minutes, 34 seconds West, continuing along the said north line of Lot 2R, a distance of 50.00 feet to a 1/2‐inch iron rod with "JDJR" cap found for corner in the said east line of Point West Boulevard; said point being the beginning of a non‐tangent curve to the left; Exhibit “A” 1 of 2 THENCE, along the said east line of Point West Boulevard, the following four (4) calls: In a northerly direction, along said curve, having a central angle of 28 degrees, 49 minutes, 34 seconds, a radius of 475.00 feet, a chord bearing and distance of North 30 degrees, 35 minutes, 13 seconds West, 236.47 feet, an arc distance of 238.98 feet to a 1/2‐inch iron rod with "Pacheco Koch" cap set at the end of said curve; North 45 degrees, 00 minutes, 00 seconds West, a distance of 69.44 feet to a 1/2‐inch iron rod with "Pacheco Koch" cap set for corner; said point being the beginning of a curve to the right; In a northerly direction, along said curve, having a central angle of 45 degrees, 02 minutes, 27 seconds, a radius of 425.00 feet, a chord bearing and distance of North 22 degrees, 28 minutes, 47 seconds West, 325.56 feet, an arc distance of 334.10 feet to a 1/2‐inch iron rod with "Pacheco Koch" cap set at the end of said curve; North 00 degrees, 02 minutes, 27 seconds East, a distance of 93.74 feet to a 1/2‐inch iron rod with "Pacheco Koch" cap set for corner at the southwest end of said corner‐clip at the intersection of the said east line of Point West Boulevard with the said south line of Dividend Drive; THENCE, North 45 degrees, 01 minutes, 05 seconds East, along said corner‐clip, a distance of 21.22 feet to the POINT of BEGINNING and containing 358,124 square feet or 8.221 acres of computed land. Exhibit “A” 2 of 2 Exhibit "B" Exhibit "C" 10' WATER EASEMENT (INST. NO. 20070240528) N89°57'33"W 241.37' S73°49'34"W 50.00' R=475.00' L=238.98' D=28°49'34" CB=N30°35'13"W CL=236.47'N45°00'00"W 69.44'V 15' UTILITY EASEMENT P O I N T W E S T B O U L E V A R D ( A 5 0 . 0 F O O T W I D T H R . O . W . )53153153253253353353353353353353353353453453453 4 5345345345345345345 3 4 5 3 4 5 3 4 5 3 4 5345345 3 4 53453453453 5 5 3 5 Y-INLET T/EL - 533.68' FL/EL - 528.88' CURB INLET T/EL - 533.58' FL/EL - 528.78' CURB INLET T/EL - 533.82' FL/EL - 530.42' SANITARY SEWER MAN HOLE T/EL - 533.96' CAN NOT OPEN SANITARY SEWER MAN HOLE T/EL - 534.37' CAN NOT OPEN 6" PIPE T/EL - 530.03' V 78 DBH 35 AB BERMUDA SOLID SOD, TYP. 1 LE 9 CP 3 SO 1 LE 10 BAR 1 LE 1 CE 8 WM 55 DBH 5 SO 5 BAR 13 AB 2 LE 4 CE 17 LOR 37 DBH 1 LE 35 BBL 190 WL 10 BAR 14 AB 15 DBH 60 WL 6 LOR 15 BBL 3 LE 1 LE 1 LE 62 SC 50 BBL 16 LOR 13 KO 53 DBH 5 SO 19 AB 1 LE 3 CP 1 LE 1 LE 24" MULCH BED AT BACK OF CURB TO ALLOW FOR CAR OVERHANG, TYP. 24" MULCH BED AT BACK OF CURB TO ALLOW FOR CAR OVERHANG, TYP. 1 LE 1 LE 1 LE 1 LE 1 LE 1 LE 8 CE 1 LE 1 LE 3 LE 3' DECOMPOSED GRANITE PATH 3' DECOMPOSED GRANITE PATH 8 SO 2 CE MONUMENT SIGN 10' LANDSCAPE ESMT 127 GUEST ROOMS TRU by HILTON PROP S IDEWALK 60' BLDG L INE15' LANDSCAPE ESMT 20' BLDG LINE SCREENED DUMPSTER LOT 1 10' LANDSCAPE ESMT 10' LANDSCAPE ESMT302.83'511.81' 20' BLDG LINE 1 5 ' U T I L I TY ESM T PROP SIDEWALK PROP S IDEWA LK PROP S IDEWA LK (612 SF WATER SURFACE AREA) FENCED OUTDOOR POOL 141 PARKING SPACES 2.725 ACRES P RO P S I D EW A L K 5 STORIES FFE=536.25±391.73 ' GENERAL LAWN NOTES EROSION CONTROL AND SOIL PREPARATION: THE CONTRACTOR IS RESPONSIBLE FOR MAINTAINING TOP SOIL AT THE CORRECT GRADES. CONTRACTOR TO FINE GRADE AREAS TO REACH FINAL CONTOURS AS SPECIFIED PER CIVIL PLANS. ALL CONTOURS SHOULD ACHIEVE POSITIVE DRAINAGE AWAY FROM BUILDINGS AND STRUCTURES. WATER SHOULD NOT BE ABLE TO POOL IN ANY AREAS UNLESS SPECIFIED OTHERWISE. EROSION FABRIC SUCH AS JUTE MATTING OR OPEN WEAVE TO BE USED WHERE NECESSARY TO PREVENT SOIL EROSION. ANY LOSS OF TOPSOIL OR GRASS DUE TO EROSION IS THE RESPONSIBILITY OF THE CONTRACTOR UNTIL IT IS 100% ESTABLISHED. CONTRACTOR TO REMOVE ANY ROCKS 3/4" AND LARGER, STICKS AND DEBRIS PRIOR TO INSTALLATION OF TOPSOIL AND SOD. FOUR (4") OF TOPSOIL SHALL BE APPLIED TO AREAS DISTURBED BY CONSTRUCTION RECEIVING SOD. IF TOPSOIL IS NOT AVAILABLE ON SITE, THE CONTRACTOR SHALL PROVIDE TOPSOIL AS APPROVED BY THE OWNER OR OWNERS REPRESENTATIVE. TOPSOIL SHALL BE FRIABLE, NATURAL LOAM, FREE OF ROCKS, WEEDS, BRUSH, CLAY LUMPS, ROOTS, TWIGS, LITTER AND ENVIRONMENTAL CONTAMINANTS. CONTRACTOR SHALL BE RESPONSIBLE FOR SOD UNTIL ACCEPTANCE. THIS SHALL INCLUDE, BUT NOT BE LIMITED TO: MOWING, WATERING, WEEDING, CULTIVATING, CLEANING AND REPLACING DEAD OR BARE AREAS TO KEEP PLANTS IN A VIGOROUS, HEALTHY CONDITION. SOD SHALL BE REPLACED IF NECESSARY. SOLID SOD: SOLID SOD SHALL BE PLACED ALONG ALL IMPERVIOUS EDGES, AT A MINIMUM. THIS SHALL INCLUDE CURBS, WALKS, INLETS, MANHOLES AND PLANTING BED AREAS. SOD SHALL COVER OTHER AREAS COMPLETELY AS INDICATED BY PLAN. SOD SHALL BE STRONGLY ROOTED DROUGHT RESISTANT SOD, NOT LESS THAN 2 YEARS OLD, FREE OF WEEDS AND UNDESIRABLE NATIVE GRASS AND MACHINE CUT TO PAD THICKNESS OF 3/4" (+1/4"), EXCLUDING TOP GROWTH AND THATCH. PROVIDE ONLY SOD CAPABLE OF VIGOROUS GROWTH AND DEVELOPMENT WHEN PLANTED. DO NOT INSTALL SOD IF IT IS DORMANT OR GROUND IS FROZEN. LAY SOD WITH TIGHTLY FITTING JOINTS, NO OVERLAPS WITH STAGGERED STRIPS TO OFFSET JOINTS. SOD SHALL BE ROLLED TO CREATE A SMOOTH EVEN SURFACE. SOD SHOULD BE WATERED THOROUGHLY DURING INSTALLATION PROCESS. SHOULD INSTALLATION OCCUR BETWEEN OCTOBER 1ST AND MARCH 1ST, SOD SHALL INCLUDE AN OVER-SEED OF ANNUAL RYE OR WINTER RYEGRASS AT A RATE OF FOUR POUNDS PER ONE THOUSAND SQUARE FEET FOR A GROWN-IN APPEARANCE. CONTRACTOR SHALL ENSURE CONFORMANCE TO §115.D OF TITLE 7, PART XXIX, HORTICULTURE COMMISSION CHAPTER 1. HYDROMULCH: SCARIFY SURFACE TO A MINIMUM OF 2" DEPTH PRIOR TO THE IMPORT TOPSOIL APPLICATION. TOP SOIL SHALL BE PLACED 2" IN DEPTH IN ALL AREAS TO BE SEEDED. CONTRACTOR TO SUPPLY HIGH QUALITY IMPORTED TOPSOIL HIGH IN HUMAS AND ORGANIC CONTENT FROM A LOCAL SUPPLY. IMPORTED TOPSOIL SHALL BE REASONABLY FREE OF CLAY LUMPS, COARSE SANDS, STONES, ROOTS AND OTHER FOREIGN DEBRIS. IF INADEQUATE MOISTURE IS PRESENT IN SOIL, APPLY WATER AS NECESSARY FOR OPTIMUM MOISTURE FOR SEED APPLICATION. ALL SEED SHALL BE HIGH QUALITY, TREATED LAWN TYPE SEED AND IS FREE OF NOXIOUS GRASS SEEDS. THE SEED APPLICATION SHALL BE UNIFORMLY DISTRIBUTED ON THE AREAS INDICATED ON PLANS. HYDROMULCH WITH BERMUDA GRASS SEED AT A RATE OF TWO POUNDS PER ONE THOUSAND SQUARE FEET. IF INSTALLATION OCCURS BETWEEN OCTOBER 1ST AND APRIL 1ST, ALL HYDORMULCH AREAS SHALL BE OVER-SEEDED WITH ANNUAL RYE GRASS AT A RATE OF FOUR POUNDS PER ONE THOUSAND SQUARE FEET. CONTRACTOR TO RE-HYDROMULCH WITH BERMUDA GRASS AT THE END OF THE ANNUAL RYE GROWING SEASON. AFTER APPLICATION, NO EQUIPMENT SHALL OPERATE OVER APPLIED AREAS. WATER SEEDED AREAS IMMEDIATELY AFTER INSTALLATION TO SATURATION. ALL LAWN AREAS TO BE HYDROMULCHED SHALL ACHIEVE 100% COVERAGE PRIOR TO FINAL ACCEPTANCE. LANDSCAPE NOTES REFERENCE SITEWORK AND SPECIFICATIONS FOR INFORMATION NEEDED FOR LANDSCAPE WORK. CONTRACTOR TO VERIFY AND LOCATE ALL PROPOSED AND EXISTING STRUCTURES. NOTIFY LANDSCAPE ARCHITECT OR DESIGNATED REPRESENTATIVE FOR ANY LAYOUT DISCREPANCIES OR ANY CONDITION THAT WOULD PROHIBIT THE INSTALLATION AS SHOWN. CONTRACTOR SHALL CALL 811 TO VERIFY AND LOCATE ANY AND ALL UTILITIES ON SITE PRIOR TO COMMENCING WORK. LANDSCAPE ARCHITECT SHOULD BE NOTIFIED OF ANY CONFLICTS. A MINIMUM OF 2% SLOPE SHALL BE PROVIDED AWAY FROM ALL STRUCTURES. LANDSCAPE ISLANDS SHALL BE CROWNED, AND UNIFORM THROUGHOUT THE SITE. ALL PLANTING AREAS SHALL BE GRADED SMOOTH TO ACHIEVE FINAL CONTOURS AS INDICATED ON PLAN WITH 3" OF TOPSOIL AND 3" OF COMPOST AND CONSISTENTLY BLENDED TO A DEPTH OF 9". ALL BEDS SHALL BE CROWNED TO ANTICIPATE SETTLEMENT AND ENSURE PROPER DRAINAGE. PLANTING AREAS AND SOD TO BE SEPARATED BY STEEL EDGING. EDGING TO BE GREEN IN COLOR AND A MINIMUM OF 3/16" THICK. EDGING SHALL BE STAKED FROM THE INSIDE OF BED. EDGING NOT TO BE MORE THAN 1/2" ABOVE FINISHED GRADE. MULCH SHALL BE INSTALLED AT 1/2" BELOW THE TOPS OF SIDEWALKS AND CURBING. QUANTITIES ON THESE PLANS ARE FOR REFERENCE ONLY. THE SPACING OF PLANTS SHOULD BE AS INDICATED ON PLANS OR OTHERWISE NOTED. ALL TREES AND SHRUBS SHALL BE PLANTED PER DETAILS. CONTAINER GROWN PLANT MATERIAL IS PREFERRED HOWEVER BALL AND BURLAP PLANT MATERIAL CAN BE SUBSTITUTED IF NEED BE AND IS APPROPRIATE TO THE SIZE AND QUALITY INDICATED ON THE PLANT MATERIAL LIST. TREES SHALL BE PLANTED AT A MINIMUM OF 5' FROM ANY UTILITY LINE, SIDEWALK OR CURB. TREES SHALL ALSO BE 10' CLEAR FROM FIRE HYDRANTS. 4" OF SHREDDED HARDWOOD MULCH (2" SETTLED THICKNESS) SHALL BE PLACED OVER 4.1 OZ WOVEN, WEED BARRIER FABRIC OR APPROVED EQUAL. WEED BARRIER FABRIC SHALL BE USED IN PLANT BEDS AND AROUND ALL TREES AND SHALL BE DE WITT 'WEED BARRIER' OR APPROVED EQUAL. MULCH SHALL BE SHREDDED BARK OR RUBBER LANDSCAPE MULCH, PINE STRAW MULCH IS PROHIBITED. CONTRACTOR TO PROVIDE UNIT PRICING OF LANDSCAPE MATERIALS AND BE RESPONSIBLE FOR OBTAINING ALL LANDSCAPE AND IRRIGATION PERMITS. IRRIGATION: IN THE ABSENCE OF AN IRRIGATION SYSTEM OR AREAS BEYOND THE COVERAGE LIMITS OF A PERMANENT IRRIGATION SYSTEM, CONTRACTOR SHALL WATER SOD TEMPORARILY, BY ANY MEANS AVAILABLE, TO DEVELOP ADEQUATE GROWTH. TURF SHALL BE IN 100% ESTABLISHMENT AT THE TIME OF ACCEPTANCE. ALL PLANTING BEDS SHALL HAVE AN AUTOMATIC IRRIGATION SYSTEM WITH A FREEZE/RAIN SENSOR. SYSTEM SHALL ALSO HAVE AN ET WEATHER BASED CONTROLLER AND BE DESIGNED AND INSTALLED BY A LICENSED IRRIGATOR. MAINTENANCE REQUIREMENTS: VEGETATION SHOULD BE INSPECTED REGULARLY TO ENSURE THAT PLANT MATERIAL IS ESTABLISHING PROPERLY AND REMAINS IN A HEALTHY GROWING CONDITION APPROPRIATE FOR THE SEASON. IF DAMAGED OR REMOVED, PLANTS MUST BE REPLACED BY A SIMILAR VARIETY AND SIZE. MOWING, TRIMMING, EDGING AND SUPERVISION OF WATER APPLICATIONS SHALL BE THE RESPONSIBILITY OF THE CONTRACTOR UNTIL THE OWNER OR OWNER'S REPRESENTATIVE ACCEPTS AND ASSUMES REGULAR MAINTENANCE. ALL LANDSCAPE AREAS SHOULD BE CLEANED AND KEPT FREE OF TRASH, DEBRIS, WEEDS AND OTHER MATERIAL. MISCELLANEOUS MATERIALS: STEEL EDGING SHALL BE 3/16" X 4 X 16' DARK GREEN DURAEDGE STEEL LANDSCAPE EDGING. Sheet Title: Date: Project Number: Sheet Number: Drawn By: 15014 Revisions: Date Issued: Description: JAN 2016 AWR Engineer Information: # Professional of Record: The Bousquet Group, Inc. 501 S. Carroll Blvd. Denton, TX. 76201 940.566.0088 940.566.0008 fax Ste. 201 Scale:TRU BY HILTON1560 POINT WEST BLVD.COPPELL, TEXASTexas Firm No. F-8942 STA TE O F T E X ASTCETHI R C A EPACSDNALDEE GEISRRT572 4AMANARICHDW.ARDSON2.21.16 a W R AWR Designs, LLC 10321 Bradshaw Drive Fort Worth, Texas 76108 awr.designs@mail.com c. 512.517.5589 LANDSCAPE L1.01 PLANGRAPHIC SCALE FEET04020 Scale 1"=20' - 0"Exhibit "D" PATIO AREA - 1060 SFSTAIR #1STAIR #2OFFICEFOOD PREPMECHANICALZONE BMECHANICALZONE ASTORAGEELEV. EQ.LINEN STORAGEELECTRICALMECHANICALGENERALMANAGERPBXGUEST ROOM CORRIDOR12345678910111213141718DCLAUNDRYEMPLOYEEBREAKROOMK-3427HIGHLINETOILETSVITREOUS CHINA K-3427HIGHLINETOILETSVITREOUS CHINALOUNGE RECEPTIONEAT / DRINKMARKETBREAKFASTCOFFEEGAME ROOMWORK ALCOVEFITNESS - 625 SFELEVATORLOBBYVESTIBULERESTROOM RESTROOMBAEFGLOBBY AREA -2,800 SFGAME ONFENCED OUTDOOR POOL(612 SF WATERSURFACE AREA)TOILET ROOMPOOL STORAGEPOOL DECK AREAPOOL DECK AREAAPPROXIMATE SQUARE FOOTAGES:FIRST FLOOR: 11,633 SFUPPER FLOORS: 11,271 SF (EACH)TOTAL BUILDING SQUARE FOOTAGE:APPROXIMATELY 56,717 SFLOUNGE542 SFWORK ALCOVE 240 SFRECEPTION 141 SFCOFFEE98 SFBREAKFAST 151 SFEAT / DRINK 541 SFMEETING ROOM 1295 SFFITNESS625 SFBREAKROOM 442 SFPUBLIC SPACES SQUARE FOOTAGES:1516KING101KING103QUEEN106QUEEN107KING105KING102KING104MEETING ROOMGUEST ROOMS1ST FLOOR: 7 ROOMS2ND FLOOR: 30 ROOMS3RD FLOOR: 30 ROOMS4TH FLOOR: 30 ROOMS5TH FLOOR: 30 ROOMSTOTAL: 127 ROOMSAVERAGE GUEST ROOM 295 SF(37,451 / 127 = 295)SMALLEST GUEST ROOM 258 SFGUEST ROOM SQUARE FOOTAGES:NOTE:HATCHED AREA INDICATESSQUARE FOOTAGE OF SMALLESTGUEST ROOM TYPE, TYPICAL.STORAGESMALLEST GUEST ROOMS ARE KINGROOMS - WHICH MAKE UPAPPROXIMATELY 72 OF THE 127TOTAL GUEST ROOMS.R S S A R C H I T E C T S L.L.C. ARLINGTON, TEXAS 76010 103 S. MESQUITE STREET, SUITE B TRU by HILTON PH: 817/538-9258 POINT WEST BOULEVARD - COPPELL, TXFIRST FLOOR PLANSCALE: 1/8" = 1'-0"1A-2Exhibit "E" STAIR #1STAIR #2ELECTRICAL/MECHANICALHOUSEKEEPINGELEVATORLOBBYGUEST ROOM CORRIDOR1234567891011121314DCBAEFG15161718QUEEN207KING205KING206KING201KING203KING202KING204QUEEN208QUEEN210QUEEN214QUEEN215KING216KING217KING218KING220KING222KING225KING226KING228QUEEN212QUEEN209QUEEN213KING219KING221KING223QUEEN225QUEEN227KING229KING230QUEEN211STORAGER S S A R C H I T E C T S L.L.C.ARLINGTON, TEXAS 76010103 S. MESQUITE STREET, SUITE BTRU by HILTONPH: 817/538-9258POINT WEST BOULEVARD - COPPELL, TX1A-3TYPICAL 2ND - 5TH FLOOR PLANSCALE: 1/8" = 1'-0"Exhibit "F" 8910111213161718765432133332221111111111415122222222555111112221133552ND FLOOR3RD FLOOR4TH FLOOR5TH FLOOR12'-1"6"9'-1"6"9'-1"6"9'-1"6"9'-1"2'-6"ROOF2222215555551222214448910111213161718765321333111141511111111111111111111122222222222222211111111111121112ND FLOOR3RD FLOOR4TH FLOOR5TH FLOOR12'-1"6"9'-1"6"9'-1"6"9'-1"6"9'-1"2'-6"ROOFNORTH ELEVATION CALCULATIONS:TOTAL GLAZING AREA:MISC CLADDING AND COPING:TOTAL BUILDING ELEVATION SF: 12,834 SF2,500 SF19.48%6,224 SF48.50%667 SF5.20%0 SF0.00%REMAININGEXTERIORMATERIALS:2,571 SF20.03%872 SF6.79%BRICK - ACME CRANBERRYBRICK - ACME RIDGMARSTUCCO - COLOR TO MATCH ACME RIDGMARSTUCCO - BLUE0 SF0.00%41253STONE - ARCHITECTURAL CAST STONE VENEERWITH "CHISELED" TEXTURETOTAL BUILDING ELEVATION SF: 12,743 SFSOUTH ELEVATION CALCULATIONS:2,717 SF21.32%4,172 SF32.74%4876 SF6.87%27 SF0.21%REMAININGEXTERIORMATERIALS:TOTAL GLAZING AREA:3,059 SF24.01%MISC CLADDING AND COPING:791 SF6.21%1251,101 SF8.64%BRICK - ACME CRANBERRYBRICK - ACME RIDGMARSTONE - ARCHITECTURAL CAST STONE VENEERWITH "CHISELED" TEXTURESTUCCO - COLOR TO MATCH ACME RIDGMARCLADDING PANELS - BLUE3R S S A R C H I T E C T S L.L.C. ARLINGTON, TEXAS 76010 103 S. MESQUITE STREET, SUITE B TRU by HILTON PH: 817/538-9258 POINT WEST BOULEVARD - COPPELL, TX FRONT (SOUTH) ELEVATIONSCALE: 3/32" = 1'-0"1 REAR (NORTH) ELEVATIONSCALE: 3/32" = 1'-0"2A-4Exhibit "G" 1 of 2 GFEDCBA311112222222221111114512123342ND FLOOR3RD FLOOR4TH FLOOR5TH FLOOR12'-1"6"9'-1"6"9'-1"6"9'-1"6"9'-1"2'-6"ROOFGFEDCBA33311122111222112221335442ND FLOOR3RD FLOOR4TH FLOOR5TH FLOOR12'-1"6"9'-1"6"9'-1"6"9'-1"6"9'-1"2'-6"ROOF70 SF1.96%TOTAL BUILDING ELEVATION SF: 3,574 SFEAST ELEVATION CALCULATIONS:467 SF13.07%1,481 SF41.44%1,436 SF40.18%22 SF0.62%REMAININGEXTERIORMATERIALS:TOTAL GLAZING AREA:MISC CLADDING AND COPING:69 SF1.92%29 SF0.81%BRICK - ACME CRANBERRYBRICK - ACME RIDGMARSTUCCO - COLOR TO MATCH ACME RIDGMARSTUCCO - BLUE41253STONE - ARCHITECTURAL CAST STONE VENEERWITH "CHISELED" TEXTURETOTAL BUILDING ELEVATION SF: 3,557 SFWEST ELEVATION CALCULATIONS:677 SF19.03%2,402 SF67.53%218 SF6.13%24 SF0.67%REMAININGEXTERIORMATERIALS:TOTAL GLAZING AREA:70 SF1.97%MISC CLADDING AND COPING:136 SF3.83%BRICK - ACME CRANBERRYBRICK - ACME RIDGMARSTUCCO - COLOR TO MATCH ACME RIDGMAR30 SF0.84%STUCCO - BLUE41235STONE - ARCHITECTURAL CAST STONE VENEERWITH "CHISELED" TEXTURER S S A R C H I T E C T S L.L.C. ARLINGTON, TEXAS 76010 103 S. MESQUITE STREET, SUITE B TRU by HILTON PH: 817/538-9258 POINT WEST BOULEVARD - COPPELL, TX RIGHT (WEST) ELEVATIONSCALE: 3/32" = 1'-0"1 LEFT (EAST) ELEVATIONSCALE: 3/32" = 1'-0"2A-5Exhibit "G" 2 of 2 LIGHTING SOLUTIONS LIGHTING SOLUTIONS SERVICE SOLUTIONS SERVICE SOLUTIONS www.mcsign.com 334 Industrial Park Road Bluefield, Virginia 24605 8959 Tyler Boulevard Mentor, Ohio 44060 Corporate Office: 800-627-4460 440-209-6200 877-779-9977 CNOTE: PRINTS ARE THE EXCLUSIVE PROPERTY OF ‘MC SIGN COMPANY’. ANY UNAUTHORIZED USE OR DUPLICATION WILL RESULT IN A 20% CHARGE PER OCCURRENCE PER THE VALUE OF THE DISPLAY.MC SIGN CO 1998 REVISION HISTORY:CLIENT: ADDRESS: 1560 POINT WEST BLVD COPPELL, TX 75019 TICKET NO.: PROJECT MANAGER: ELECTRONIC FILE NAME: HILTON\TRU\2016\TX\TRU - COPPELL 05/04/16 DN DATE: DESIGNER: PAGE NO.: 1 CLIENT SIGNATURE: APPROVAL DATE: N/A MARK HRUBY SITE PLAN FOR REFERENCE ONLY A.3 A.2 84 INCH BUILDING SIGN A.1 84 INCH BUILDING SIGN 84 INCH BUILDING SIGN CITY CODE: One monument sign is permitted on the premises as follows: i.On sites greater than two acres in area. Maximum size—60 square feet. Maximum height—Six feet. Minimum setbacks: a.15 feet from street right-of-way. Where parking perpendicular to the street exists in the front yard, then the monument sign may be located 10 feet from the right-of-way line to allow for additional visibility. b. 75 feet from property lines other than those property lines fronting the street right-of-way. In the event that the lot is less than 150 feet wide, then the sign must be located at the midpoint of the lot. If the director of planning determines that the sign may not be placed at the midpoint of the lot, the monument sign may be placed anywhere along the frontage but not closer than 20 feet from the side property lines. SalesPresentationOnly REQUI RED PRIOR TO FINAL P RODUCTION SITE SURVEY CUSTOM tru M-23 Exhibit "H" (1 of 6) 3 111 1 2 2 2 2 2 2 2 2 2 1 1 1 1 1 1 4 5 1 2 1 2 3 3 4 2ND FLOOR 3RD FLOOR 4TH FLOOR 5TH FLOOR 12'-1"6"9'-1"6"9'-1"6"9'-1"6"9'-1"2'-6"ROOF LIGHTING SOLUTIONS LIGHTING SOLUTIONS SERVICE SOLUTIONS SERVICE SOLUTIONS www.mcsign.com 334 Industrial Park Road Bluefield, Virginia 24605 8959 Tyler Boulevard Mentor, Ohio 44060 Corporate Office: 800-627-4460 440-209-6200 877-779-9977 CNOTE: PRINTS ARE THE EXCLUSIVE PROPERTY OF ‘MC SIGN COMPANY’. ANY UNAUTHORIZED USE OR DUPLICATION WILL RESULT IN A 20% CHARGE PER OCCURRENCE PER THE VALUE OF THE DISPLAY.MC SIGN CO 1998 REVISION HISTORY:CLIENT: ADDRESS: 1560 POINT WEST BLVD COPPELL, TX 75019 TICKET NO.: PROJECT MANAGER: ELECTRONIC FILE NAME: HILTON\TRU\2016\TX\TRU - COPPELL 05/04/16 DN DATE: DESIGNER: PAGE NO.: 2 CLIENT SIGNATURE: APPROVAL DATE: LEFT (WEST) ELEVATION SCALE: 3/32”=1’-0” N/A MARK HRUBY 53’-0” 21’-6”2’-0” SalesPresentationOnly REQUI RED PRIOR TO FINAL P RODUCTION SITE SURVEY A.1 84 INCH BUILDING SIGN 05/13/16 KW Revised to show updated elevation Exhibit "H" (2 of 6) LIGHTING SOLUTIONS LIGHTING SOLUTIONS SERVICE SOLUTIONS SERVICE SOLUTIONS www.mcsign.com 334 Industrial Park Road Bluefield, Virginia 24605 8959 Tyler Boulevard Mentor, Ohio 44060 Corporate Office: 800-627-4460 440-209-6200 877-779-9977 CNOTE: PRINTS ARE THE EXCLUSIVE PROPERTY OF ‘MC SIGN COMPANY’. ANY UNAUTHORIZED USE OR DUPLICATION WILL RESULT IN A 20% CHARGE PER OCCURRENCE PER THE VALUE OF THE DISPLAY.MC SIGN CO 1998 REVISION HISTORY:CLIENT: ADDRESS: 1560 POINT WEST BLVD COPPELL, TX 75019 TICKET NO.: PROJECT MANAGER: ELECTRONIC FILE NAME: HILTON\TRU\2016\TX\TRU - COPPELL 05/04/16 DN DATE: DESIGNER: PAGE NO.: 3 CLIENT SIGNATURE: APPROVAL DATE: FRONT (SOUTH) ELEVATION SCALE: 3/32”=1’-0” N/A MARK HRUBY 12’-1” 58’-6” 53’-0” 220’-6”FULL FRONT ELEVATION SCALE: 1/32”=1’-0”SalesPresentationOnly REQUI RED PRIOR TO FINAL P RODUCTION SITE SURVEY A.2 84 INCH BUILDING SIGN 16’-4”eq eq 05/13/16 KW Revised to show updated elevation Exhibit "H" (3 of 6) LIGHTING SOLUTIONS LIGHTING SOLUTIONS SERVICE SOLUTIONS SERVICE SOLUTIONS www.mcsign.com 334 Industrial Park Road Bluefield, Virginia 24605 8959 Tyler Boulevard Mentor, Ohio 44060 Corporate Office: 800-627-4460 440-209-6200 877-779-9977 CNOTE: PRINTS ARE THE EXCLUSIVE PROPERTY OF ‘MC SIGN COMPANY’. ANY UNAUTHORIZED USE OR DUPLICATION WILL RESULT IN A 20% CHARGE PER OCCURRENCE PER THE VALUE OF THE DISPLAY.MC SIGN CO 1998 REVISION HISTORY:CLIENT: ADDRESS: 1560 POINT WEST BLVD COPPELL, TX 75019 TICKET NO.: PROJECT MANAGER: ELECTRONIC FILE NAME: HILTON\TRU\2016\TX\TRU - COPPELL 05/04/16 DN DATE: DESIGNER: PAGE NO.: 4 CLIENT SIGNATURE: APPROVAL DATE: RIGHT (EAST) ELEVATION SCALE: 3/32”=1’-0” N/A MARK HRUBY 12’-2” 42’-6” 22’-0” SalesPresentationOnly REQUI RED PRIOR TO FINAL P RODUCTION SITE SURVEY A.3 84 INCH BUILDING SIGN 5’-3” +/-Exhibit "H" (4 of 6) BUILDING SIGN - tru 7 ft SCALE: 3/4”=1’-0” (3) Three sets required; West, South and East elevations A.1 A.2 A.3 60.1 SQUARE FEET 84 INCH BUILDING SIGN SalesPresentationOnly REQUI RED PRIOR TO FINAL P RODUCTION SITE SURVEY LIGHTING SOLUTIONS LIGHTING SOLUTIONS SERVICE SOLUTIONS SERVICE SOLUTIONS www.mcsign.com 334 Industrial Park Road Bluefield, Virginia 24605 8959 Tyler Boulevard Mentor, Ohio 44060 Corporate Office: 800-627-4460 440-209-6200 877-779-9977 CNOTE: PRINTS ARE THE EXCLUSIVE PROPERTY OF ‘MC SIGN COMPANY’. ANY UNAUTHORIZED USE OR DUPLICATION WILL RESULT IN A 20% CHARGE PER OCCURRENCE PER THE VALUE OF THE DISPLAY.MC SIGN CO 1998 REVISION HISTORY:CLIENT: ADDRESS: 1560 POINT WEST BLVD COPPELL, TX 75019 TICKET NO.: PROJECT MANAGER: ELECTRONIC FILE NAME: HILTON\TRU\2016\TX\TRU - COPPELL 05/04/16 DN DATE: DESIGNER: PAGE NO.: 5 CLIENT SIGNATURE: APPROVAL DATE: N/A MARK HRUBY 39-1/2”7’-0” cabinet 5’-9-3/8” 7-5/8” 8’-7” 8-7/8” (2133.6mm) (2133.6mm) (2616.2mm) (1003.3mm) (225.4mm) (193.7mm) (1762.1mm) 7’-0” cabinet FABRICATED CABINET 1.5” x 1.5” x .125 (50.8mm x 50.8mm) ALUMINUM SQUARE TUBE FRAME SIGN COMP BLEED RETRO FRAME 2104 & RETRO FRAME COVER 2121 (or approved equivalent) 063 ALUM. SKIN PAINTED PMS PROCESS CYAN SEMI-GLOSS FINISH INTERNALLY ILLUMINATED WHITE GE LED (or approved equivalent) 3M PANAGRAPHICS III FLEXIBLE FACE W/ 3M 3630-7445 TRU CYAN VINYL OVERLAY FIRST SURFACE 5” DEEP FACE LIT CHANNEL LETTERS .040 RETURNS PAINTED PMS PROCESS YELLOW 1” JEWELITE TRIMCAP - PMS PROCESS YELLOW WHITE ACRYLIC FACES W/ FIRST SURFACE 3M 3630-4495 TRU YELLOW VINYL OVERLAY WHITE GE LED (OR EQUIVALENT) 5” DEEP FACE LIT CHANNEL LETTERS .040 RETURNS PRE-FINISHED 313 DURANODIC BRONZE 1” JEWELITE TRIMCAP - 313 DURANODIC BRONZE WHITE ACRYLIC FACES WHITE GE LED (OR EQUIVALENT) ALL PAINT FINISHES TO BE SEMI-GLOSS ALL ILLUMINATED SIGNAGE REQUIRE THE CLIENT’S ELECTRICIAN TO FURNISH & INSTALL A COMPLETE PHOTOCELL AND/OR TIME CLOCK TO ALLOW SIGNS TO OPERATE AT DESIGNATED INTERVALS. HOWEVER, SIGNS SHALL NEVER OPERATE ON A 24/7 BASIS ELECTRICAL ACCESS TO BE CONFIRMED TO ENSURE REMOTE POWER SUPPLIES ARE POSSIBLE! ELECTRICAL .040 (1mm) ALUM. RETURN PRE-FINISHED 313 DURANODIC BRONZE 1” (25.4mm) JEWELITE RETAINER 313 DURANODIC BRONZE .063 (1.6mm) ALUM. CAD CUT BACKS WHITE L.E.D. ILLUMINATION (G.E. OR APPROVED EQUIV) INSTALL L.E.D. PER MANUFACTURER’S RECOMMENDATIONS SHEATHED LED JUMPER CABLE CONNECTED TO POWER SUPPLY IN TRANSFORMER BOX .177 (4.5mm) CYRO SG FACES SURFACE APPLIED VINYL OVERLAY 3M 3630-7445 TRU CYAN PAINT LETTER INTERIOR with STARBRITE L.E.P. WEEP HOLES IN LOW POINTS OF LETTERS (2) min. SHIELD REQUIRED AT EA HOLE SEALTITE TO TRANSORMER BOX LED POWER SUPPLY INSIDE TRANSFORMER BOX BEHIND WALL DETAIL B - BY HILTON CHANNEL LETTER SECTION NTS 3/8” DIA. NON- CORROSIVE FASTENERS AS REQ’D PER WALL CONSTRUCTION BLOCKING OR STRINGERS BEHIND WALL - SPACERS IF NEEDED TO AVOID CRUSHING EIFS .040 (1mm) ALUM. RETURN PAINTED PMS PROCESS YELLOW 1” (25.4mm) JEWELITE RETAINER PAINTED PANTONE PROCESS YELLOW .063 (1.6mm) ALUM. CAD CUT BACKS WHITE L.E.D. ILLUMINATION (G.E. OR APPROVED EQUIV) INSTALL L.E.D. PER MANUFACTURER’S RECOMMENDATIONS SHEATHED LED JUMPER CABLE CONNECTED TO POWER SUPPLY IN TRANSFORMER BOX .177 (4.5mm) CYRO SG FACES SURFACE APPLIED VINYL OVERLAY 3M 3630-4495 TRU YELLOW PAINT LETTER INTERIOR with STARBRITE L.E.P. WEEP HOLES IN LOW POINTS OF LETTERS (2) min. SHIELD REQUIRED AT EA HOLE SEALTITE TO TRANSORMER BOX LED POWER SUPPLY INSIDE TRANSFORMER BOX BEHIND WALL DETAIL B - TRU CHANNEL LETTER SECTION NTS TRU LETTERS SECURED WITH 1/4” ALL THREAD TO NUTSERTS AT BACK OF BACKER CABINET (GROMMETS AT ATTACHMENT POINTS THRU FLEX FACE) CABINET INSTALLED USING 3/8” DIA. NON- CORROSIVE FASTENERS AS REQ’D PER WALL CONSTRUCTION Exhibit "H" (5 of 6) PROPOSED MONUMENT - tru M-23 SCALE: 3/8”=1’-0”23.4 SQUARE FEET SalesPresentationOnly REQUI RED PRIOR TO FINAL P RODUCTION SITE SURVEY LIGHTING SOLUTIONS LIGHTING SOLUTIONS SERVICE SOLUTIONS SERVICE SOLUTIONS www.mcsign.com 334 Industrial Park Road Bluefield, Virginia 24605 8959 Tyler Boulevard Mentor, Ohio 44060 Corporate Office: 800-627-4460 440-209-6200 877-779-9977 CNOTE: PRINTS ARE THE EXCLUSIVE PROPERTY OF ‘MC SIGN COMPANY’. ANY UNAUTHORIZED USE OR DUPLICATION WILL RESULT IN A 20% CHARGE PER OCCURRENCE PER THE VALUE OF THE DISPLAY.MC SIGN CO 1998 REVISION HISTORY:CLIENT: ADDRESS: 1560 POINT WEST BLVD COPPELL, TX 75019 TICKET NO.: PROJECT MANAGER: ELECTRONIC FILE NAME: HILTON\TRU\2016\TX\TRU - COPPELL 05/04/16 DN DATE: DESIGNER: PAGE NO.: 6 CLIENT SIGNATURE: APPROVAL DATE: N/A MARK HRUBY ALL ILLUMINATED SIGNAGE REQUIRE THE CLIENT’S ELECTRICIAN TO FURNISH & INSTALL A COMPLETE PHOTOCELL AND/OR TIME CLOCK TO ALLOW SIGNS TO OPERATE AT DESIGNATED INTERVALS. HOWEVER, SIGNS SHALL NEVER OPERATE ON A 24/7 BASIS ALL PAINT FINISHES TO BE SEMI-GLOSS 16” (406.4mm) UNDERGROUND ELECTRICAL PRIMARY SERVICE PROVIDED TO SIGN BY CUSTOMER’S ELECTRICIAN. SIGN CONTRACTOR TO MAKE FINAL CONNECTION AS REQUIRED PER LOCAL SIGN ORDINANCES SIDE 2END VIEWBRICK BASE TO MATCH BUILDING DETAILS TO FOLLOW 2” HIGH SANDSTONE CAP TO MATCH BRICK BASE - 2” x 49 x 20” FABRICATED CABINET 1.5” x 1.5” x .187 (38mm x 38mm x 4.75mm) ALUMINUM ANGLE FRAME .063 ALUM. SKIN PAINTED 313 DURANODIC BRONZE SEMI-GLOSS FINISH INTERNALLY ILLUMINATED w/ WHITE GE LED (or approved equivalent) .090 ALUM PANEL PAINTED DURANDOC BRONZE WITH ROUTED OUT GRAPHICS; ROUTED OUT GRAPHICS WITH 1/2” THICK PUSH THRU WHITE ACRYLIC WITH VINYL OVERLAYS TO MATCH 3M 3630-7445 TRU CYAN & 3M 3630-4495 TRU YELLOW VINYL OVERLAY BY HILTON COPY ROUTED OUT GRAPHICS WITH 1/2” THICK PUSH THRU WHITE ACRYLIC 4” (101.6mm) DIA / 4.5 O.D. (114.3mm)/ .237 WALL (6mm) STEEL SUPPORT STEEL SIGN SUPPORT INSIDE BASE SET IN 24” (609.6mm) x 4’-0” (1219.2mm) DEEP CONCRETE PIER FOUNDATION SET 2” (50.8mm) BELOW GRADE 3’-9-1/2” (1155.7mm) 4’-10” (1473.2mm) (1155.7mm) 3’-9-1/2” 4’-10” (1473.2mm) 6’-0” (1828.8mm) 1’-2” STEEL SIGN SUPPORT MOUNTED IN CONCRETE PIER TYPE FOUNDATIONS - SIZE & DEPTH SHOWN TO BE CONFIRMED BY LOCAL CODE / CONDITIONS & ENGINEERING REQUIREMENTS SUPPORT STEEL & FOUNDATION DESIGNED FOR 100 MPH WIND LOAD (1) One monument required CUSTOM HEIGHT 5/9/16 Viv Revised base to brick to match building 6/28/16 CA REVISED TO ROUTED OUT GRAPHICS Exhibit "H" (6 of 6) Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2016-2798 File ID: Type: Status: 2016-2798 Zoning Ordinance Passed 3Version: Reference: In Control: City Council 05/12/2016File Created: Final Action: PD-240R4R-HC, ORD North Gateway CenterFile Name: Title: Consider approval of an Ordinance for CASE NO. PD-240R4R-HC, North Gateway Center, a zoning change from PD -240R4-HC (Planned Development-240 Revision 4-Highway Commercial) to PD-240R4R-HC (Planned Development -240 Revision 4 Revised-Highway Commercial), to revise the Concept Plan for a four -lot commercial development on 6.13 acres of property located north of S .H. 121, approximately 270 feet west of N. Denton Tap Road and authorizing the Mayor to sign. Notes: Agenda Date: 07/12/2016 Agenda Number: C. Sponsors: Enactment Date: 07/12/2016 Cover Memo.pdf, Ordinance.pdf, Exhibit A - Legal Description.pdf, Exhibit B - Concept Site Plan .pdf, Exhibit C - Concept Landscape Plan.pdf, Exhibit D - Tree Survey.pdf, Exhibit E - Conceptual Elevations.pdf, Exhibit F- Sign Plan.pdf Attachments: Enactment Number: 91500-A-0699 Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 PassApproved05/19/2016Planning & Zoning Commission Page 1City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2798) Matt Steer introduced this case with exhibits and conceptual elevations. He mentioned 21 notices were mailed to property owners within 200 feet of this request. There were no responses received in favor or in opposition. There were also 111 courtesy notices mailed to property owners within 800 feet of this request. He stated that staff is recommending approval subject to conditions which he read into the record. Don Harrelson, Baird Hampton & Brown, 4550 SH 360 Suite 180, Grapevine, Texas, was present to represent this case, to address questions and stated agreement with staff's recommendations. Chairman Haas opened the Public Hearing, asking for people who wanted to speak either in favor or opposition or wanted to comment on this request to come forward. The following people spoke: Phil Laberge, Coppell Greens HOA, 858 Dalmalley Lane, Coppell, Texas, spoke in favor but was requesting that the developer provide taller trees for buffers, hooded parking lot lights and installing electrostatic filters for odors from the proposed restaurants. Steven Saxon, Legacy Gateway, 2929 Carlisle Street Suite 365, Dallas, Texas spoke as the developer of the property and stated it would not be practical to add air filters for food odors to the proposed restaurants. Chairman Haas closed the Public Hearing. After additional discussion related to air filtration, a motion was made by Vice Chairman Portman to recommend approval subject to the following conditions: 1. There will be additional comments during detailed engineering plan review for each of the sites. 2. A Final Plat is required prior to obtaining a building permit. 3. A Detail Tree Survey is required with submittal of a Detail Site Plan for development of Lots 1-4. 4. A deceleration lane shall be installed along Denton Tap when deemed appropriate by the City Engineer. Commissioner Robinson seconded; motion carried (7-0). Action Text: Chair Edmund Haas, Vice Chair Glenn Portman, Commissioner Sue Blankenship, Commissioner Ed Darling, Commissioner Doug Robinson, Commissioner Vijay Sarma, and Commissioner George Williford 7Aye: 2 Close the Public Hearing and Approve 06/14/2016City Council Presentation: Matt Steer, City Planner, made a presentation. Mayor Hunt opened the Public Hearing and announced that no one had signed up to speak. A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Gary Roden, to close the Public Hearing and approve this Agenda Item, with the following conditions: 1. There will be additional comments during detailed engineering plan review for each of the sites. 2. A Final Plat is required prior to obtaining a building permit. 3. A Detail Tree Survey is required with submittal of a Detail Site Plan for development of Lots 1-4. 4. A decelertion lane shall be installed along Denton Tap when deemed appropriate by the City Engineer. The motion passed by a unanimous vote. Action Text: 3 PassApproved on the Consent Agenda 07/12/2016City Council A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Nancy Yingling, that Items A - I on the Consent Agenda be approved. The motion passed by a unanimous vote. Action Text: Councilmember Cliff Long, Councilmember Brianna Hinojosa-Flores, Councilmember Wes Mays, Councilmember Marvin Franklin, Councilmember Mark Hill, and Mayor Pro Tem Nancy Yingling 6Aye: Text of Legislative File 2016-2798 Title Page 2City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2798) Consider approval of an Ordinance for CASE NO. PD-240R4R-HC, North Gateway Center, a zoning change from PD-240R4-HC (Planned Development -240 Revision 4-Highway Commercial) to PD-240R4R-HC (Planned Development-240 Revision 4 Revised-Highway Commercial), to revise the Concept Plan for a four -lot commercial development on 6.13 acres of property located north of S .H. 121, approximately 270 feet west of N. Denton Tap Road and authorizing the Mayor to sign. Summary Staff Recommendation: On June 14, 2016, City Council unanimously approved this ZONING CHANGE (7-0). On May 19, 2016, the Planning Commission unanimously recommended approval of this ZONING CHANGE (7-0). Commissioners Williford, Sarma, Robinson, Haas, Portman, Darling and Blankenship voted in favor; none opposed. The Planning Department recommended APPROVAL. Goal Icon: Business Prosperity Sense of Community Page 3City of Coppell, Texas Printed on 6/26/2017 1 MEMORANDUM To: Mayor and City Council From: Gary L. Sieb, Director of Planning Date: July 12, 2016 Reference: Consider approval of an ordinance for PD-240R4R-HC to revise the Concept Plan for a four lot commercial development on 6.13 acres of property located north of S.H. 121, approximately 270 feet west of N. Denton Tap Road 2030: Business Prosperity, Sense of Community Introduction: This Conceptual Plan amendment is to allow a change in allowable uses from hospital/medical office to restaurant, professional office and medical office for a four lot (five building) commercial development on the remaining vacant land. The current overall conceptual plan addresses the building materials, circulation, landscaping and signage to assure a uniform development. The detail PD for each of the sites may be approved administratively provided they meet these requirements. Analysis: On June 14, 2016 City Council unanimously approved this PD request and all outstanding conditions have been incorporated into the Ordinance. On May 19, 2016, after an extended discussion regarding the “air filtration” issue, the Planning and Zoning Commission unanimously recommended approval of this PD subject to the following conditions: 1. There will be additional comments during detailed engineering plan review for each of the sites. 2. A Final Plat is required prior to obtaining a building permit. 3. A Detail Tree Survey is required with submittal of a Detail Site Plan for development of Lots 1-4. 4. A deceleration lane shall be installed along Denton Tap when deemed appropriate by the City Engineer. Legal Review: The City Attorney reviewed this Ordinance. Fiscal Impact: None Recommendation: The Planning Department recommends approval. Attachments: 1. Ordinance 2 2. Exhibit A – Legal Description 3. Exhibit B - Conceptual Site Plan 4. Exhibit C - Conceptual Landscape Plan 5. Exhibit D - Tree Survey 6. Exhibit E - Conceptual Elevations 7. Exhibit F - Sign Plan 1 TM 77457 AN ORDINANCE OF THE CITY OF COPPELL, TEXAS ORDINANCE NO. ________ AN ORDINANCE OF THE CITY OF COPPELL, TEXAS, AMENDING THE COMPREHENSIVE ZONING ORDINANCE AND MAP OF THE CITY OF COPPELL, TEXAS, AS HERETOFORE AMENDED, BY GRANTING A CHANGE IN ZONING FROM PD-240R4-HC (PLANNED DEVELOPMENT- 240 REVISION 4-HIGHWAY COMMERCIAL) TO PD-240R4R-HC (PLANNED DEVELOPMENT-240 REVISION 4 REVISED-HIGHWAY COMMERCIAL), TO REVISE THE CONCEPT PLAN FOR A FOUR-LOT COMMERCIAL DEVELOPMENT ON 6.13 ACRES OF PROPERTY LOCATED NORTH OF S.H. 121, APPROXIMATELY 270 FEET WEST OF N. DENTON TAP ROAD, AND BEING MORE PARTICULARLY DESCRIBED IN EXHIBIT “A” ATTACHED HERETO AND INCORPORATED HEREIN; PROVIDING FOR THE APPROVAL OF THE CONCEPTUAL SITE PLAN, CONCEPTUAL LANDSCAPE PLAN, TREE SURVEY, CONCEPTUAL ELEVATIONS AND SIGN PLAN, ATTACHED HERETO AS EXHIBITS “B”, “C”, “D”, “E”, AND “F”, RESPECTIVELY; PROVIDING DEVELOPMENT REGULATIONS; PROVIDING A REPEALING CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE; PROVIDING A PENALTY OF FINE NOT TO EXCEED THE SUM OF TWO THOUSAND DOLLARS ($2,000.00) FOR EACH OFFENSE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Planning and Zoning Commission and the governing body of the City of Coppell, Texas, in compliance with the laws of the State of Texas and pursuant to the Comprehensive Zoning Ordinance of the City of Coppell, have given requisite notices by publication and otherwise, and after holding due hearings and affording a full and fair hearing to all property owners generally, and to all persons interested and situated in the affected area and in the vicinity thereof, the said governing body is of the opinion that Zoning Application No. PD-240R4R-HC should be approved, and in the exercise of legislative discretion have concluded that the Comprehensive Zoning Ordinance and Map should be amended. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS: SECTION 1. That the Comprehensive Zoning Ordinance and Map of the City of Coppell, Texas, duly passed by the governing body of the City of Coppell, Texas, as heretofore amended, be and the same is hereby amended to grant a change in zoning from PD-240R4-HC (Planned Development-240 Revision 4-Highway Commercial) to PD-240R4R-HC (Planned Development- 2 TM 77457 240 Revision 4 Revised-Highway Commercial), to revise the Concept Plan for a four-lot commercial development on 6.13 acres of property located north of S.H. 121, approximately 270 feet west of N. Denton Tap Road and being more particularly described in Exhibit “A” attached hereto and made a part hereof for all purposes, subject to the development regulations. SECTION 2. That PD-240 Revision 4-Revised-HC is hereby approved subject to the following development regulations: A) Except as amended herein and as provided in this Ordinance, the property shall be developed in accordance with highway commercial zoned property as set forth in Ordinance 91500-A-524 which is incorporated herein as set forth in full and hereby republished. B) The property and development shall comply with the City subdivision regulation and other applicable development standards administered by engineering plan review for each of the lots and/or combination thereof. C) A Final Plats will be required prior to obtaining building permits for each lot or combination thereof. D) A Detail Tree Survey is required with submittal of a Detail Site Plan for development of Lots 1-4. A tree removal permit is required prior to the removal of any trees. E) A deceleration lane shall be installed along Denton Tap Road as required by the City Engineer based on acceptable engineering standards and traffic. F) That each of the buildings erected on the lots shall substantially conform to the Conceptual Elevations and materials as set forth in Exhibit E. 3 TM 77457 SECTION 3. That Conceptual Site Plan, Conceptual Landscape Plan, Tree Survey, Conceptual Elevations and Sign Plan attached hereto as Exhibits “B”, “C”, “D”, “E” and “F” made a part hereof for all purposes, are hereby approved. SECTION 4. That the above property shall be used only in the manner and for the purpose provided for by the Comprehensive Zoning Ordinance of the City of Coppell, as heretofore amended, and as amended herein. SECTION 5. That the development of the property herein shall be in accordance with building regulations, zoning ordinances, and any applicable ordinances except as may be specifically altered or amended herein. SECTION 6. That all provisions of the Ordinances of the City of Coppell, Texas, in conflict with the provisions of this ordinance be, and the same are hereby, repealed, and all other provisions not in conflict with the provisions of this ordinance shall remain in full force and effect. SECTION 7. That should any sentence, paragraph, subdivision, clause, phrase or section of this ordinance be adjudged or held to be unconstitutional, illegal or invalid, the same shall not affect the validity of this ordinance as a whole, or any part or provision thereof other than the part so decided to be unconstitutional, illegal or invalid, and shall not affect the validity of the Comprehensive Zoning Ordinance as a whole. SECTION 8. An offense committed before the effective date of this ordinance is governed by prior law and the provisions of the Comprehensive Zoning Ordinance, as amended, in effect when the offense was committed and the former law is continued in effect for this purpose. SECTION 9. That any person, firm or corporation violating any of the provisions or terms of this ordinance shall be subject to the same penalty as provided for in the Comprehensive Zoning Ordinance of the City of Coppell, as heretofore amended, and upon conviction shall be punished by 4 TM 77457 a fine not to exceed the sum of Two Thousand Dollars ($2,000.00) for each offense; and each and every day such violation shall continue shall be deemed to constitute a separate offense. SECTION 10. That this ordinance shall take effect immediately from and after its passage and the publication of its caption, as the law and charter in such cases provide. DULY PASSED by the City Council of the City of Coppell, Texas, this the _______ day of ___________________, 2016. APPROVED: _____________________________________ KAREN SELBO HUNT, MAYOR ATTEST: _____________________________________ CHRISTEL PETTINOS, CITY SECRETARY APPROVED AS TO FORM: ________________________________ CITY ATTORNEY EXHIBIT ‘A’ Page 1 of 2 LEGAL DESCRIPTION 6.127 ACRES BEING a tract of land situated in the CLARINDA SQUIRES SURVEY, ABSTRACT NO. 1327, City of Coppell, Dallas and Denton County, Texas and being part of that tract of land described in Deed to Jerald L. Saunders, Trustee, as recorded in Document No. 201200068694, Deed Records, Dallas County, Texas and being more particularly described as follows: BEGINNING at a 5/8 inch iron rod with a yellow plastic cap stamped “CROSSWAY” found in the north line of State Highway No. 121, a variable width right-of-way, for the southwest corner of Lot 5R, Block A of NORTH GATEWAY PLAZA, an Addition to the City of Coppell, Dallas County, Texas according to the Plat thereof recorded in Document No. 201100023079, Map Records, Dallas County, Texas; THENCE North 65 degrees 10 minutes 04 seconds West, with said north line, a distance of 538.14 feet to a point for corner; THENCE North 60 degrees 25 minutes 48 seconds West, continuing with said north line, a distance of 66.31 feet to a 5/8 inch iron rod with a yellow plastic cap found for the southeast corner of that tract of land described in Deed to John L. Holt, Jr., Trustee, as recorded in Document No. 201200160297, Deed Records, Dallas County, Texas; THENCE North 23 degrees 26 minutes 03 seconds East, leaving said north line and with the east line of said John L. Holt, Jr., Trustee tract, a distance of 328.60 feet to a 5/8 inch iron rod with a yellow plastic cap stamped “BHP INC” found in the south line of COPPELL GREENS PHASE 1, an Addition to the City of Coppell, Denton County, Texas according to the Plat thereof recorded in Cabinet P, Page 160, Plat Records, Denton County, Texas for the northeast corner of said John L. Holt, Jr., Trustee tract; THENCE North 89 degrees 56 minutes 51 seconds East, leaving said east line and with said south line, a distance of 426.70 feet to a point for the southeast corner of said COPPELL GREENS PHASE 1 Addition, from which point a 1/2 inch iron rod found bears North 49 degrees 22 minutes 31 seconds West, 0.36 feet; THENCE North 24 degrees 04 minutes 25 seconds East, with the east line of said COPPELL GREENS PHASE 1 Addition, a distance of 77.09 feet to a 1/2 inch iron rod found for the southwest corner of Lot 9, Block A of NORTH GATEWAY PLAZA, an Addition to the City of Coppell, Denton County, Texas according to the Plat thereof recorded in Document No. 2009 - 145, Plat Records, Denton County, Texas; EXHIBIT ‘A’ Page 2 of 2 THENCE North 89 degrees 44 minutes 17 seconds East, leaving said east line and with the south line of said Lot 9, a distance of 91.09 feet to an “X” set in concrete for corner; THENCE South 27 degrees 56 minutes 29 seconds West, leaving said south line, a distance of 84.60 feet to a 1/2 inch iron rod with a yellow plastic cap stamped “DAA” set for corner; THENCE South 00 degrees 17 minutes 47 seconds East, a distance of 337.70 feet to a 1/2 inch iron rod with a yellow plastic cap stamped “DAA” set for the most westerly southwest corner of Lot 6, Block A of NORTH GATEWAY PLAZA, an Addition to the City of Coppell, Dallas County, Texas according to the Plat thereof recorded in Document No. 201200055495, Map Records, Dallas County, Texas; THENCE South 64 degrees 46 minutes 05 seconds East, with the south line of said Lot 6, a distance of 4.84 feet to a 1/2 inch iron rod with a yellow plastic cap stamped “DAA” set for the common northwest corner of the above mentioned Lot 5R and most southerly southwest corner of said Lot 6; THENCE South 24 degrees 49 minutes 28 seconds West, leaving said south line and with the west line of said Lot 5R, a distance of 239.00 feet to the POINT OF BEGINNING and containing 6.127 acres of land, more or less. FUTURE/PROP IMPROVEMENTS EXIST IMPROVEMENTSEXISTIMPROVEMENTSFUTURE/PROPIMPROVEMENTSUL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL UL CONCRETE PAVEMENTEXIST CONCRETE PAVEMENTSOUTHBOUND LANESEXIST MEDIANEXIST MEDIANEXIST MEDIANState Highway 12110' ES M T. T O H O A 7.5' U. E.Volume 4933 , Page 2149 , D .R .Den ton ,C .T .Volume 2001 -192 , Page 2798 , D .R .Da l las ,C .T .Ci ty o f Coppe l l 10' ESMT . TO HOA7.5 ' U .E . 20' DRN G . E S M T . 7.5' U.E.TO HOA FOR DRAINAGE PURPOSES25' WIDE COMMON AREA20' DRNG. ESMT.7.5' U.E.20' DRNG. ESMT.5' U.E.10' U.E.20' Sanitary Sewer Esmt.PAD EASEMENT10' x 10' D.C. ELEC.7.5' U.E.5' U.E.7.5' U.E.WOOD FENCEEFHSIGNEX. AREA DRAINEFHVALVEWATEREFHSIGNWITH WARNING S IGNTELEPHONE MANHOLEEX. AREA DRAINRAMPHANDICAPEFHSIGN SIGN INLETCURBUTIL ITY CAB INETUTIL ITY VAULTMANHOLEUTILIT IES IN TH IS AREAABOVE AND BELOW GROUNDMISCELLANEOUSVAULT WALL SIDEWALKCONCRETEWARNING S IGNUNDERGROUND GAS PIPEL INEWOOD FENCEOUTFLOWSTORM DRAIN164.46'1 :133.93'1 :1 3 4 . 9 5 ' 6 :208.32 '1 (41.93 '1 (1 (66.38'328.54'1 (Dallas CountyDenton County Dal las Coun tyDenton Coun ty Denton Tap RoadWestbound Access RoadTurnberryCour t K i l b r i d g e L a n eLaneTurnberryLot 19Block CBlock CLot 30Lot 31Block CBlock CLot 32Lot 33Block CBlock CLot 34Lot 18XBlock CBlock CLot 18Block CLot 17Lot 16Block CBlock CLot 15Block CLot 14Lot 13Block CBlock CLot 12Block CLot 10Lot 11Block CBlock CLot 5Lot 4Block CBlock CLot 3XXXX20' Easement to Texas Utilities Electric Company & COSERV, L.L.C.Vol. 99036, Pg. 808, & Vol. 99054, Pg. 1401, D.R.Dallas,C.T.; Vol. 4333, Pg. 3337, & Vol. 4300, Pg. 329, D.R.Denton,C.T.Volume 2004-093, Page 28, D.R.Dallas,C.T.20' Utility EasementXXXXXXXXXX Sani ta ry Sewe r Easemen tVolume 98146 , Page 4736 , D .R .Da l las ,C .T .Volume 4155 , Page 21 , D .R .Den ton ,C .T .SIGN SIGN COPPELL GREENS PHASE 1ZONED PD-134R-SF-7RESIDENTIALCLARINDA SQUIRESABS 1324 PG 155TR 1.6 ACS 1.5465VOL 20032424143ZONED HC - VACANTHIGHLANDDRIVEEFHEFHEFHEFHEFHEFHEFH1 (332.85' 286.3 0' 6 ( 6 ( 670.6 2'1 :808.14'1 :426.71 'EX. AREA DRAINSanitary Sewer Easement Volume 98146,Page 4736, D.R.Dallas,C.T., Volume4155, Page 21, D.R.Denton,C.T.10' Easement to Denton County ElectricCooperative, Inc. d/b/a COSERVElectric Doc # 2004-138839,D.R.Denton,C.T. (Tract 2)CONCEPT SITE PLANNORTH GATEWAY PLAZA6.13 ACRESLOTS 1 THROUGH 4, BLOCK 1NORTH GATEWAY PLAZA ADDITIONCLARINDA SQUIRES SURVEYABSTRACT NO. 1327DALLAS COUNTYCITY OF COPPELL, TEXASOWNER/APPLICANT: LEGACY CAPITAL COMPANY2929 CARLISLE ST., SUITE 365DALLAS, TX 75204(214) 361-5000CONTACT: STEVEN SAXONSDS@LEGACYCAP.COMENGINEER / REPRESENTATIVE: BAIRD, HAMPTON, & BROWN, INC.4550 SH 360, Suite 180GRAPEVINE, TX 76051(817) 251-8550CONTACT: DON HARRELSON, P.E.DHARRELSON@BHBINC.COMMay 10, 2016Exhibit "B" Retail 1/200 Restaura nt 1/100 Office 1/300 Medical Office 1/175 Total Required Provided % 1 28'-11" 69,666 9,000 12.92%45 15 60 68 3 4 6% 2 28'-11" 47,532 4,800 10.10%48 48 48 2 2 4% 3 45'-1" 114,558 20,000 17.46%57 17 74 74 3 3 4% 4 30'-0" 35,142 2,656 7.56%26.56 27 28 2 2 7% 5 **27'-3" 90,051 6,468 7.18%65 65 107 5 5 5% 6 **28'-11" 27,633 4,550 16.47%26 26 26 2 2 8% 7R1 **33'-8" 81,893 10,006 12.22% 13 76 89 91 3 3 3% 9 **28'-11" 70,743 8,100 11.45%14 24 38 46 2 2 4% Total 537,218 65580 12.21% 13 260 85 67 427 488 22 23 5% Paving Area # % of parking spaces SF SF % of site Required SF Provided SF % Required SF Provided SF Req Prov %SF % 1 10 14.7% 30,641 30,025 43% 3,064 3,076 100% 9,924 8,295 9,100 18,654 205% 5,053 56% 2 10 20.8% 22,543 20,189 42% 2,254 2,298 102% 8,413 7,293 6,410 10,598 165% 3,467 54% 3 15 20.3% 34,552 60,006 52% 3,455 4,397 127% 16,454 13,650 15,684 41,959 268% 8,232 52% 4 6 21.4% 19,761 12,724 36% 1,976 2,062 104% 6,760 4,832 4,873 5,830 120% 2,413 50% 5 **19 17.8% 52,879 30,704 34% 4,799 4,799 100% 13,370 13,370 12,535 12,535 100% 6,268 50% 6 **7 18.4% 23,949 13,595 34% 2,395 2,448 102% 7,315 4,741 5,632 6,406 114% 2,835 50% 7R1 **11 12.0% 45,850 22,857 28% 4,585 4,605 100% 5,268 5,268 10,784 12,985 120% 5,710 53% 9 **9 19.6% 26,744 35,899 51% 2,594 2,700 104% 11,999 11,999 9,398 21,200 226% 6,850 73% Total 87 17.8% 256,919 226,000 42% 25,123 26,385 105% 79,503 69,448 74,415 130,167 175% 40,828 55% *Calculated including reductions for drives ** Lots 5, 6, 7R, and 9 have previously been developed and constructed. This amendment does not propose modifications to these lots. HC PD-240R2-HC Site Data Table Site Data Table…Continued PD-240-HC PD-240-HC PD-240-HC PD-240-HC PD-240R-HC PD-240R3-HC Building Height Landscape area Lot # Islands Provided Perimeter Landscaping *Interior Landscaping Front Yard non-vehicular open space Provided Non-Vehicular Open Space Existing zoning Accessible Parking Spaces Lot # Lot Area (SF) Building Area (SF)F.A.R. Parking Requirements Parking Provided Westbound Access Road State Highway 121 THIS IS A CONCEPTUAL PLAN ONLY AND EACH INDIVIDUAL SITE WILL BE EVALUATED UPON DETAIL PLAN REVIEW. EXISTING LOTS 5 THROUGH 9 ARE SHOWN FOR ILLUSTRATIVE PURPOSES ONLY. THIS PLAN DOES NOT MODIFY THE REQUIREMENTS FOR EXISTING DEVELOPMENTS ON LOTS 5 THROUGH 9. EXISTING TREES TO BE PRESERVED LOT 1 1 STORY 1 STORY LOT 2 1 STORY LOT 4 1 STORY LOT 5 1 STORY LOT 6 1 STORY LOT 7 1 STORY LOT 9 1 STORY LOT 3 2 STORIES Den ton T ap Ro ad Exhibit "C" Exhibit "D" Exhibit "E" Exhibit "F" Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2016-2799 File ID: Type: Status: 2016-2799 Zoning Ordinance Passed 3Version: Reference: In Control: City Council 05/12/2016File Created: Final Action: REANALYSIS - ORD Mixed Use DistrictsFile Name: Title: Consider approval of an Ordinance revising Chapter 12A, of the Comprehensive Land Use Plan, providing for the adoption of an amendment to Coppell 2030 A Comprehensive Master Plan and the land use map thereof; by adding a new land use category, redefining the mixed-use land use categories and revising the Future Land Use Map and authorizing the Mayor to sign. Notes: Agenda Date: 07/12/2016 Agenda Number: D. Sponsors: Enactment Date: 07/12/2016 Cover Memo.pdf, Ordinance.pdf, Exhibit A - Revised Pages 40-43.pdf, Exhibit B - Revised Land Use Map Page 33.pdf Attachments: Enactment Number: 91500-A-700 Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 PassApproved05/19/2016Planning & Zoning Commission Page 1City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2799) Gary Sieb and Marcie Diamond presented this item to the Commission with exhibits. Mr. Sieb, mentioned that mixed-use on the Land Use Map has two land use classifications, Mixed-Use Neighborhood Center and Mixed-Use Community Center. Staff is recommending to the Planning Commission that the Mixed-Use Neighborhood Center land use be modified so that only the existing residential uses that's within those districts remain. No residential uses are proposed in this land use category. With regards to the Mixed-Use Community Center district, there are three areas on the Land Use Map that show that particular classification. In the Mixed-Use Community Center district staff is recommending limiting density to a maximum of ten units per acre, if residential development is requested on those properties. Staff then presented the existing and proposed land use designations of the eight study areas. Chairman Haas opened the Public Hearing, asking for people who wanted to speak either in favor or opposition or wanted to comment on this request to come forward. The following people generally spoke in opposition to retaining the Mixed-Use Community Center district and spoke in favor of deleting residential uses from the Mixed-Use Neighborhood Center district: Rex O'Quinn, 116 Hollywood Drive, Coppell Texas Jennifer Holmes, 646 Andover Lane, Coppell Texas Raja Cherukuri, 557 Heritage Oak Court, Coppell Texas Amit Sangani, 739 Chateaus Drive, Coppell Texas David Bell, 913 Parker Drive, Coppell Texas Marla Williams, 137 Hollywood Drive, Coppell Texas Mahesh Guduru, 553 Heritage Oak Court, Coppell Texas Peter Mosley, 256 Enclaves Court, Coppell Texas Manoj Bidnurkar, 413 Chelsea Bay, Coppell Texas Ed White, 208 Spyglass Drive, Coppell Texas Patrick Brandt, 646 Andover Lane, Coppell Texas Stephan Curran, 601 Tower Court, Coppell Texas Vijay Boorla, 826 Mango Court, Coppell Texas, spoke in favor of mixed-use but with greater densities. There were two citizens that made comments and asked questions concerning mixed-use land uses in general, they did not sign in or mentioned their name and address for the record. Chairman Haas closed the Public Hearing. A motion was made by Commissioner Darling to recommend approval of the Neighborhood Center Retail including the definition for areas shown on the Future Land Use Map. The areas of the Mixed-Use Community Center along Denton Tap Road and the tract on Belt Line Road near LBJ Freeway on the Land Use Map be changed to Freeway Special District along with a consultant hired to assist with citizen input and better define those areas and come back for Planning Commission and City Council action. Commissioner Robinson requested that a maximum of ten units (with no minimum) to the acre be used by the consultant to guage residential use on the 2030 Comprehensive Master Plan added to the motion. Commission Darling did not agree to amend his motion. Commissioner Blankenship seconded; motion failed (3-4). Commissioners Blankenship, Darling and Williford voted in favor; Commissioners Portman, Haas, Robinson and Sarma were opposed. A new motion was made by Vice Chairman Portman to recommend that Mixed-Use Neighborhood Center on the Land Use Map be changed to Neighborhood Center Retail with definitions and maps defining those areas to effectively remove any residential uses from the Mixed-Use Neighborhood Retail zoning district. That two areas of Mixed-Use Community Center on the Land Use Map retain mixed-use classifications and one area that was Mixed-Use Neighborhood be changed to mixed-use commercial and Neighborhood Residential. (Belt Line Road and Southwestern Blvd.) The area at Belt Line Road and LBJ Freeway be changed to Freeway Special District. He also recommended that residential use be a maximum of ten units to the acre and act as a guide and that a consultant review these recommendations and have citizen input as well. Commissioner Robinson seconded; motion carried (6-1). Commissioners Williford, Sarma, Robinson, Haas, Portman and Darling voted in favor; Commissioner Blankenship was opposed. Action Text: Chair Edmund Haas, Vice Chair Glenn Portman, Commissioner Ed Darling, Commissioner Doug Robinson, Commissioner Vijay Sarma, and Commissioner George Williford 6Aye: Page 2City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2799) Commissioner Sue Blankenship1Nay: 2 PassApproved06/14/2016City Council Presentation: Marcie Diamond, Assistant Director of Planning, made a presentation. Mayor Hunt opened the Public Hearing and called on those citizens signed up to speak. Messrs. David Bell, Ed White, Rex O'Quinn, Chris Claussen, Ms. Marla Williams and Ms. Sasha Reedy spoke in opposition to any Mixed-Use designations within the City. Lengthy discussion was held by the Mayor and Council regarding the need for smaller housing options for empty nesters and new couples, the meaning of "mixed-use", and what is appropriate for Coppell. A motion was made by Councilmember Mark Hill, seconded by Mayor Pro Tem Wes Mays, to close the Public Hearing and accept the new definition of Neighborhood Center Retail as recommended by the Planning and Zoning Commission. The motion failed with Mayor Pro Tem Wes Mays and Councilmembers Nancy Yingling and Mark Hill voting in favor of the motion and Councilmembers Cliff Long, Brianna Hinojosa-Flores and Marvin Franklin voting against the item. At 9:37 p.m. the Council recessed into Executive Session under Section 551.071 of the Texas Government Code, Consultation with City Attorney. Mayor Hunt adjourned the Executive Session at 9:44 p.m. and reconvened into regular session. Further discussion was held and a motion was made by Councilmember Gary Roden, seconded by Councilmember Marvin Franklin, to close the Public Hearing and accept the new definitions for Neighborhood Center Retail for areas 1, 3, 4, 5 and Freeway Special District listed as area 8. The motion passed by an unanimous vote. A motion was made by Councilmember Gary Roden, seconded by Councilmember Marvin Franklin, that area 6 be approved for Mixed Use Community Center, eliminating residential as suggested before. The motion passed by an unanimous vote. A motion was made by Councilmember Gary Roden, seconded by Councilmember Marvin Franklin, that areas 2 and 7 be approved for Mixed Use Community Center as recommended by the Planning and Zoning Commission. The motion failed with Councilmembers Cliff Long, Gary Roden and Marvin Franklin voting in favor of the motion and Mayor Pro Tem Wes Mays and Councilmembers Brianna Hinojosa-Flores, Nancy Yingling and Mark Hill voting against the item. A motion was made by Mayor Pro Tem Wes Mays, seconded by Councilmember Mark Hill, to approve area 2, with the revised definition of Mixed-Use Community Center and changing the word 'and' to 'or' within the definition of Mixed-Use Community Center. Councilmember Gary Roden moved to amend the motion, capping the single family residential dwelling maximum to 10 units per acre. Councilmember Mark Hill seconded the motion. The amendment to the original motion passed by an unanimous vote. The vote on the original, amended motion to approve area 2, now defined as: providing areas for mixed-use developments consisting of both neighborhood and community, serving commercial, retail and office uses OR medium density single family residential dwellings no greater than 10 units per acre, passed by an unanimous vote. A motion was made by Mayor Pro Tem Wes Mays, seconded by Councilmember Marvin Franklin, to approve area 7, with the definition of providing areas for mixed-use developments consisting of both neighborhood and community, serving commercial, retail and office uses OR medium density single family residential dwellings no greater than 10 units per acre. The motion passed by a unanimous vote. The request for hiring a consultant failed for lack of a motion. Action Text: Page 3City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2799) Councilmember Cliff Long, Councilmember Brianna Hinojosa-Flores, Councilmember Wes Mays, Councilmember Gary Roden, Councilmember Marvin Franklin, Councilmember Mark Hill, and Mayor Pro Tem Nancy Yingling 7Aye: 3 PassApproved on the Consent Agenda 07/12/2016City Council A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Nancy Yingling, that Items A - I on the Consent Agenda be approved. The motion passed by a unanimous vote. Action Text: Councilmember Cliff Long, Councilmember Brianna Hinojosa-Flores, Councilmember Wes Mays, Councilmember Marvin Franklin, Councilmember Mark Hill, and Mayor Pro Tem Nancy Yingling 6Aye: Text of Legislative File 2016-2799 Title Consider approval of an Ordinance revising Chapter 12A, of the Comprehensive Land Use Plan, providing for the adoption of an amendment to Coppell 2030 A Comprehensive Master Plan and the land use map thereof; by adding a new land use category, redefining the mixed-use land use categories and revising the Future Land Use Map and authorizing the Mayor to sign. Summary Staff Recommendation: On June 14, 2016, City Council unanimously approved an amendment to areas designated as Mixed Use-Neighborhood Center and Mixed Use-Community Center depicted on the Future Land Use Plan of Coppell 2030 A Comprehensive Master Plan (7-0). SEE ATTACHED CC MEMO FOR JULY 12, 2016. On May 19, 2016, the Planning Commission recommended approval of the following revisions (6-1): ·Revised the purpose statement for the Mixed Use Community Center ·Established a new land use category, Neighborhood Center Retail to replace the Mixed Use Neighborhood Center, eliminating the residential component and retaining the retail, service and restaurant uses, and ·Revised the Future Land Use Map. Commissioners Williford, Sarma, Robinson, Haas, Portman, and Darling voted in favor; Commissioner Blankenship voted in opposition. The Planning Department recommended APPROVAL. Goal Icon: Business Prosperity Sense of Community Special Place to Live Page 4City of Coppell, Texas Printed on 6/26/2017 Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2016-2799 Page 1City of Coppell, Texas Printed on 6/26/2017 1 MEMORANDUM To: Mayor and City Council From: Gary L. Sieb, Director of Planning Date: July 12, 2016 Reference: Approval of an ordinance revising Chapter 12A, Comprehensive Land Use Plan, providing for the adoption of an amendment to Coppell 2030-A Comprehensive Master Plan and the land use map thereof; by adding a new land use category, redefining the mixed use land use categories and revising the Future Land Use Map. 2030: Business Prosperity, Sense of Community, Special Place to Live Introduction: Per the resolution adopted by City Council on April 14, 2015 the MXD-1 and 2 Zoning Districts were deleted from the Zoning Ordinance in July of 2015. The next step in this process, per the resolution was to analyze the eight areas on the Future Land Use Plan of the Comprehensive Plan which were designated as future mixed use areas to determine if these designations were appropriate. Analysis: On June 14, 2016 the City Council approved the following: o The establishment of a new land use category, Neighborhood Center Retail to replace the Mixed Use Neighborhood Center, which eliminates the residential component and retains the retail, service and restaurant uses. This new land use category was approved for:  Sandy Lake and Moore  Denton Tap and Braewood  Denton Tap and Bethel School, and  Sandy Lake and MacArthur, and Neighborhood Residential at the northeast corner of the study area – to recognize the Townhomes under construction (Kimbel Court) o A Freeway Special District on Study Area 8 – Belt Line, north of I-635 o Mixed Use Community Center – to allow a mixture of retail, commercial and office uses with no residential uses on Study Area 6 – Town Center. o Revision to the Mixed Use Community Center definition to allow a mixture of retail, commercial and office uses OR residential uses, limited to single family homes, with densities no greater than 10 dwelling units per acre on  Study Area 7 – MacArthur and Belt Line, and  Study Area 2 – Belt Line and Southwestern, and Neighborhood Residential on the residentially zoned and developed portions of Bullock and Howell Streets. Coppell 2030- A Comprehensive Master Plan has been amended to reflect these revisions, with revised pages attached to the ordinance. 2 On May 19, 2016, the Planning and Zoning Commission recommended approval of the following:  The revised purpose statement for the Mixed Use Community Center to read: o “To provide areas for high intensity mixed-use development consisting of both neighborhood and community serving commercial, retail, and office uses, and medium and high density urban residential dwellings (typically no greater than 8 10 dwelling units per acre). Such areas are typically located in close proximity to major transportation corridors and transit stops. These areas provide opportunities for regional destinations offering unique retail, restaurant and culture designation with more urban lifestyle than available in other areas of the community”.  The establishment of a new land use category, Neighborhood Center Retail to replace the Mixed Use Neighborhood Center, which eliminates the residential component and retains the retail, service and restaurant uses, and  The following revisions to the Future Land Use Map Study Area Location Existing Land Use Designation Proposed Land Uses Designation 1 Sandy Lake & Moore Mixed Use Neighborhood Neighborhood Center Retail 2 Belt Line & Southwestern Mixed Use Neighborhood Mixed Use Community Center and Neighborhood Residential . 3 Sandy Lake & MacArthur Mixed Use Neighborhood Neighborhood Center Retail and Neighborhood Residential 4 Denton Tap & Braewood Mixed Use Neighborhood Neighborhood Center Retail 5 Denton Tap & Bethel School Mixed Use Neighborhood Neighborhood Center Retail 6 Town Center Area Mixed Use Community Center Mixed Use Community Center 7 MacArthur & Belt Line Mixed Use Community Center Mixed Use Community Center 8 S. Belt Line & I-635 Mixed Use Community Center Freeway Special District Legal Review: The City Attorney reviewed this ordinance. Fiscal Impact: None Recommendation: The Planning Department recommends approval. Attachments: 1. Ordinance Page 1 TM 77621 AN ORDINANCE OF THE CITY OF COPPELL, TEXAS ORDINANCE NO. ________ AN ORDINANCE OF THE CITY OF COPPELL, TEXAS, AMENDING THE CODE OF ORDINANCES BY AMENDING CHAPTER 12A, COMPREHENSIVE LAND USE PLAN UPDATE, COPPELL 2030 - COMPREHENSIVE MASTER PLAN AND THE LAND USE MAP THEREOF; BY ADDING A NEW LAND USE CATEGORY, REDEFINING THE MIXED USE CATEGORIES AND REVISING THE FUTURE LAND USE MAP; PROVIDING A REPEALING CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City staff, commissions, committees and outside consultants have worked to establish the “Coppell 2030 – A Comprehensive Master Plan”, for the City of Coppell, Texas; and WHEREAS, said plan includes, but is not limited to, demographics, housing characteristics, strategic framework, 2030 Community Planning Goals and Objectives sustainability, land use, parks and open space, transportation and mobility, attractive and well maintained neighborhoods, safe and healthy neighborhoods, neighborhood planning, special area plans for districts such as Old Coppell Historic District, Transit Oriented Development, Denton Tap and Belt Line District, Belt Line and MacArthur District, approaches to support redevelopment, redevelopment area policies, and implementation of the such plan; and WHEREAS, on or about January 10, 2006, the City adopted Ordinance No. 2006-1119 which provided for the incorporation of a planning element entitled the Comprehensive Plan Update, Intergovernmental Cooperation Element, dated December 13, 2005; and WHEREAS, on March 22, 2011 the adopted Ordinance No. 91500-A-559 the Coppell 2030 - Comprehensive Master Plan and amended the code by adding Chapter 12A to provide for the adoption of said plan and the incorporation of the Comprehensive Plan Update, Intergovernmental Cooperation Element is in the best interest of the City; WHEREAS, on June 14, 2016 the City Council, after providing public notice, hearing and upon recommendation by the Planning and Zoning Commission approved amendments the said Comprehensive Plan. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS: Page 2 TM 77621 SECTION 1. That the Code of Ordinances be, and the same is, hereby amended by amending Chapter 12A, Comprehensive Land Use Plan, Section 12A-1-1 by amending the text Coppell 2030 - Comprehensive Master Plan, Chapter 2: Planning Framework and the land use map thereof, and by incorporating therein the Comprehensive Plan by revising references to Mixed Use Neighborhood Center to Old Coppell Mixed Use, in said Chapter Pages 40, 41 and to establish a new land use category, “Neighborhood Center Retail” to replace “Mixed Use Neighborhood Center”, on pages 40A and 41B; to revise “Mixed Use Community Center”; establishing two land use categories “Mixed Use Community Center (no residential)” and “Mixed Use Community Center (or residential)” and providing for residential uses to be medium density single family with a maximum density of 10 units per acre, on pages 42, 43, 42A and 43B, which are providing in Exhibit A, which are attached hereto and incorporated herein by reference as if set forth in full. SECTION 2. As illustrated in adopted herein, Chapter 2: Planning Framework, Page 33 (Revised July 2016), the Land Use Map is hereby amended attached hereto and incorporated herein as if set forth in full Exhibit B, to reflect the new and amended districts as herein defined, and a to reflect existing and anticipated future land uses as follows: Location Existing Land Use Designation Amended Land Uses Designation Sandy Lake & Moore Road Mixed Use Neighborhood Neighborhood Center Retail Belt Line & Southwestern Mixed Use Neighborhood Mixed Use Community Center (commercial or SF residential max. 10 du/ac) and Neighborhood Residential Sandy Lake & MacArthur Mixed Use Neighborhood Neighborhood Center Retail and Neighborhood Residential Denton Tap & Braewood Mixed Use Neighborhood Neighborhood Center Retail Denton Tap & Bethel School Mixed Use Neighborhood Neighborhood Center Retail Town Center Area Mixed Use Community Center Mixed Use Community Center (with no residential) Page 3 TM 77621 MacArthur & Belt Line Mixed Use Community Center Mixed Use Community Center (commercial or SF residential max. 10 du/ac) S. Belt Line & I-635 Mixed Use Community Center Freeway Special District SECTION 4. The text, graphics and illustrations on pages 33, 40-43 of the Comprehensive Plan shall be deleted in their entirety, and replaced with pages 40A, 41A, 40, 41, 42,43, 42A, 43A and page 33 attached here as Exhibits “A” and “B” are hereby adopted and hereby amend the Comprehensive Land Use Plan. SECTION 5. All references to “mixed use” in the “Coppell 2030 - A Comprehensive Plan” shall refer to the amended Purpose, Uses, and Development Guidelines as herein amended. SECTION 6. That all provisions of the Ordinances of the City of Coppell, Texas, in conflict with the provisions of this ordinance be, and the same are hereby, repealed, and all other provisions not in conflict with the provisions of this ordinance shall remain in full force and effect. SECTION 7. That should any sentence, paragraph, subdivision, clause, phrase or section of this ordinance be adjudged or held to be unconstitutional, illegal or invalid, the same shall not affect the validity of this ordinance as a whole, or any part or provision thereof other than the part so decided to be unconstitutional, illegal or invalid, and shall not affect the validity of the Comprehensive Zoning Ordinance as a whole. SECTION 8. That this ordinance shall take effect immediately from and after its passage and the publication of its caption, as the law and charter in such cases provide. [Signature page to follow] Page 4 TM 77621 DULY PASSED by the City Council of the City of Coppell, Texas, this the _______ day of ___________________, 2016. APPROVED: _____________________________________ KAREN SELBO HUNT, MAYOR ATTEST: _____________________________________ CHRISTEL PETTINOS, CITY SECRETARY APPROVED AS TO FORM: ___________________________________ CITY ATTORNEY Chapter 2: Planning FrameworkCOPPELL 2030 - A COMPREHENSIVE MASTER PLAN Purpose: To provide areas for neighborhood serving retail, restaurant, office and service uses, as well as upper story residential units above commercial uses and medium density attached and detached residential uses (typically 8-10 dwelling units per acre). Such areas are compatible with and serve the daily shopping, dining and service needs of nearby lower density residential neighborhoods. Uses: The Old Coppell Master Plan adopted in May 2002 identifies specific physical improvements and design guidelines that due to the historic nature of the area may differ somewhat from other mixed use centers in Coppell. The Old Coppell area may also integrate small-lot single-family detatched dwellings and have exterior building materials and architectural design intended to capture the rural style representative of North Texas in the first half of the twentieth century. The Master Plan serves as the guiding document for the district. Additional detail is also provided in Chapter 4. Compatible Zoning Districts: (H)*, PD *Modifications to these districts are required to incorporate appropriate site design standards as described in the guidelines section. Old Coppell Mixed-Use (T-5 Urban Center Zone) Key Commercial/Mixed-Use Infill Existing Buildings Single-Family Civic Infill Park/Open Space Greenway Intersection Improvements Gateways Senior Center Village Green CommunityCenter Grapevine Springs Park Old Coppell Inn City of Coppell Service Center Restaurant Future Infill Study Area Boundary Streetscape Improvements Townhouses 40 REVISED JULY 2016 Chapter 2: Planning FrameworkCOPPELL 2030 - A COMPREHENSIVE MASTER PLAN Outdoor gathering places may include a Green, Square, or Plaza. Dettached residential dwellings allow residents nearby access to retail and employment. Buildings are compatible with surrounding neighborhoods. Garages are accessed from a rear alley. Building setbacks define the street edge and allow for wide sidewalks with pedestrian amenities. Parking is provided both on-street and in shared parking facilities to the rear of buildings. The street facade and sidewalks are comfortable for pedestrians. Old Coppell Mixed-Use Guidelines Old Coppell has a unique character and “sense of place” with an identifiable center and defined “people places” for residents, shoppers, workers and visitors to gather and interact. These areas provide opportunities for medium density attached housing options. Connectivity Such areas have a system of interconnected streets with pedestrian (sidewalks) and bicycle facilities and streetscape amenities. Thoroughfares are typically boulevards, avenues, and residential streets with wide sidewalks and an urban character. Civic and Gathering Spaces Formal and informal areas for outdoor gatherings such as pocket parks and plazas. The sidewalk width is increased when adjacent to on-street parking to create a “transition zone” of pedestrian amenities including street trees, pedestrian lighting, and outdoor seating. Setbacks Continuous, defined street edge is maintained, with building frontages placed at or in close proximity to the sidewalk. Building Form Most buildings are attached, with their front facades aligned, and generally 1-3 stories in height. Buildings may be taller in close proximity to major street intersections, or when upper floors include a “stepback” from the ground plane of lower floors. Prominent intersections serve as focal points with buildings distinguished from others by enhanced architectural design features. Building heights, intensity of use and densities decrease as development moves closer to adjacent established residential neighborhoods. Compatibility with Surrounding Development Architectural character is compatible with the style, scale, proportions, materials, and colors of surrounding neighborhoods, but may vary to a greater degree when in proximity area of a different form or style. Street Edge Orientation Building walls and entries are oriented towards the primary street. The street level has a transparent quality, with passing pedestrians and vehicles able to see activity within the building. Parking Public parking is provided on-street. Off-street parking is provided in shared parking facilities to the rear of buildings in surface lots or in parking structures. Surface parking is typically enclosed on at least three sides. Residential garages are accessed from a rear alley. 41 REVISED JULY 2016 Chapter 2: Planning Framework7/16 41( 6/16 ) COPPELL 2030 - A COMPREHENSIVE MASTER PLAN Purpose: To provide opportunities for neighborhood serving retail, restaurant and service uses. Such areas are compatible with and serve the daily shopping, dining and service needs of nearby lower density residential neighborhoods. Uses: Retail, restaurants, office, civic and institutional primarily intended to serve nearby neighborhoods. While many of the areas are surrounded by low density single family residences and currently developed with conventional strip centers and free standing office and commercial uses, when these properties are redeveloped, key elements should include neighborhood integration in terms of architectural compatibility and pedestrian accessibility. The neighborhood center should have a unique character and “sense of place” with an identifiable center and defined “people places” for residents, shoppers, workers and visitors to gather and interact, such as common open space, street furniture, public art areas, etc. Compatible Zoning Districts: R, C, O, PD Neighborhood Center Retail (T-5 Urban Center Zone) 40A REVISED JULY 2016 Chapter 2: Planning FrameworkBuildings are compatible with surrounding neighborhoods. Building setbacks define the street edge and allow for wide sidewalks with pedestrian amenities. Parking is provided both on-street and in shared parking facilities to the rear of buildings. Neighborhood Center Guidelines Connectivity Neighborhood serving retail uses are accessible to residents within a short walking distance, typically ¼ mile but no more than ½ mile. Such areas have a system of interconnected streets with pedestrian and bicycle facilities and streetscape amenities. Thoroughfares are typically boulevards, avenues and residential streets with wide sidewalks and a suburban/ urban character. Civic and Gathering Spaces Formal and informal areas for outdoor gatherings such as pocket parks and plazas. The sidewalk width is increased when adjacent to on-street parking to create a “transition zone” of pedestrian amenities including street trees, pedestrian lighting, and outdoor seating. Setbacks It is intended that the buildings are in close proximity to the street, where no more than 50% of the parking are in front of the building, unless appropriate provisions are incorporated to provide a safe, landscaped pedestrian pathway from the sidewalk to the buildings. Building Form Most buildings are attached, with the front facades aligned, and generally 1-3 stories in height. Buildings may be taller in close proximity to a major street intersection or when upper floors include a “step back” from the ground plane of upper floors. Prominent intersections serve as focal points with buildings distinguished from one another by intensity of uses and densities decrease as development moves closer to adjacent established residential neighborhoods. Compatibility with Surrounding Development Architectural character is compatible with the style, scale, proportions, materials, and colors of surrounding neighborhoods, but may vary to a greater degree in proximity to major intersections. Street Edge Orientation Building walls and entries are oriented towards the primary street. The street level has a transparent quality, with passing pedestrians and vehicles able to see activity within the building. Parking Public parking is generally provided off-street. Off-street parking may be provided in shared parking facilities, generally no more than two rows of parkng shall be provided in the front of the building. The neighborhood center has a unique character and “sense of place” with an identifiable center and defined “people places” for residents, shoppers, workers and visitors to gather and interact. COPPELL 2030 - A COMPREHENSIVE MASTER PLAN Neighborhood serving retail uses are accessible to residents within a short walking distance, typically ¼ mile but no more than ½ mile. 41A REVISED JULY 2016 Chapter 2: Planning FrameworkCOPPELL 2030 - A COMPREHENSIVE MASTER PLAN Purpose: To provide areas for mixed-use non-residential development consisting of both neighborhood and community serving commercial, retail, and office uses. Such areas are typically located in close proximity to major transportation corridors and transit stops. These areas provide opportunities for regional destinations offering unique retail, restaurant and culture designation with more urban lifestyle than available in other areas of the community. Uses: Retail, restaurant, office, entertainment, civic and institutional uses, non-residential multi-story buildings may include large office and workplace components. Due to the nature of development within this category as a community or regional destination, high volumes of pedestrians, transit riders, and vehicles must be accommodated. This zone is not intended for single-story conventional commercial strip centers, freestanding pad sites, and intensive uses requiring outdoor display or sales yards. Compatible Zoning Districts: TC, C, R, O, PD Mixed-Use Community Center - Without Residential (T-6 Urban Core Zone) 33 REVISED JULY 2016 42 REVISED JULY 2016 Chapter 2: Planning FrameworkCOPPELL 2030 - A COMPREHENSIVE MASTER PLAN Institutional buildings are appropriate to be in close proximity to the citizens. Buildings at prominent intersections may be taller, and also are distinguished with enhance architectural design. The street level of buildings have a transparent quality for pedestrians and vehicles. Parking is provided both on- street and to the rear of buildings. Mixed-Use Community Center Without Residential Guidelines The development area is larger and denser than a Neighborhood Center and serves as a focal point of activity and energy, benefiting from substantial traffic – pedestrian, automobile, and transit. Connectivity Commercial uses are accessible to residents within a short walking distance, typically ¼-mile, but no more than ½- mile. Circulation is provided by a system of interconnected streets with pedestrian and bicycle facilities and streetscape amenities. Thoroughfares are typically boulevards, avenues, and residential streets with an urban character. Sidewalks are wide, generally 6 to 20 feet (the more urban the environment, the wider the sidewalk). Civic and Gathering Spaces Open space takes the form of Squares and Plazas, providing a variety of places for outdoor gatherings. Wide sidewalks provide for outdoor seating, lighting, trees and other pedestrian facilities. Setbacks A continuous, defined street edge is maintained with building frontages placed close to the sidewalk. Building Form Most buildings are attached, with their front facades aligned, and generally 1-3 stories in height but may be taller at major activity centers when compatible with surrounding neighborhoods. Buildings may be taller in close proximity to major street intersections, or when upper floors include a “stepback” from the ground plane of lower floors. Building heights, intensity of use and densities decrease as development moves closer to adjacent established residential neighborhoods. Compatibility with Surrounding Development Architectural character may be diverse, but when adjacent to established neighborhoods should be compatible with the style, scale, proportions, materials, and colors. Street edge orientation Building walls and entries are oriented towards the primary street. The street level has a transparent quality, with passing pedestrians and vehicles able to see activity within the building. Parking Off-street parking is provided in shared parking facilities a majortiy of which to the rear of buildings. Parking structures are also apprpritae. Surface parking areas are well landscaped with visual buffers from the street. Building setbacks define the street edge and allow for wide sidewalks with pedestrian amenities. 43 REVISED JULY 2016 Chapter 2: Planning FrameworkPurpose: To provide areas for mixed-use development consisting of both neighborhood and community serving commercial, retail, and office uses, or medium density single family urban residential dwellings (no greater than 10 dwelling units per acre). Such areas are typically located in close proximity to major transportation corridors and transit stops. These areas provide opportunities for regional destinations offering unique retail, restaurant and culture designation with more urban lifestyle than available in other areas of the community. Uses: Medium density, single family residential dwellings typically in multi-story structures, with a maximum density of 10 dwelling units per acre. OR Retail, restaurant, office, entertainment, civic and institutional uses. Non-residential multi-story buildings may include large office and workplace components. Due to the nature of development within this category as a community or regional destination, high volumes of pedestrians, transit riders, and vehicles must be accommodated. This zone is not intended for single-story conventional commercial strip centers, freestanding pad sites, and intensive uses requiring outdoor display or sales yards. Compatible Zoning Districts: C, R, O, TH, RBN, PD Mixed-Use Community Center or Residential (T-6 Urban Core Zone) 33 REVISED JULY 201633 REVISED JULY 2016 42A REVISED JULY 2016 COPPELL 2030 - A COMPREHENSIVE MASTER PLAN Chapter 2: Planning FrameworkCOPPELL 2030 - A COMPREHENSIVE MASTER PLAN Building setbacks define the street edge and allow for wide sidewalks with pedestrian amenities. Due to the urban character of this district, outdoor gathering places typically consist of Squares and Plazas. Buildings at prominent intersections may be taller, and also are distinguished with enhance architectural design. Medium density single family urban residential dwellings (no greater than 10 dwelling units per acre) Mixed-Use Community Center or Residential Guidelines The development area is larger and denser than a Neighborhood Center and serves as a focal point of activity and energy, benefiting from substantial traffic – pedestrian, automobile, and transit. Connectivity Commercial uses and transit services are accessible to residents within a short walking distance, typically ¼-mile, but no more than ½-mile. Circulation is provided by a system of interconnected streets with pedestrian and bicycle facilities and streetscape amenities. Thoroughfares are typically boulevards, avenues, and residential streets with an urban character. Sidewalks are wide, generally 6 to 20 feet (the more urban the environment, the wider the sidewalk). Civic and Gathering Spaces Open space takes the form of Squares and Plazas, providing a variety of places for outdoor gatherings. Wide sidewalks provide for outdoor seating, lighting, trees and other pedestrian facilities. Setbacks A continuous, defined street edge is maintained with building frontages placed close to the sidewalk. Building Form Most non-residential buildings are attached, with their front facades aligned, and generally 2-4 stories in height but may be taller at major activity centers when compatible with surrounding neighborhoods. Buildings may be taller in close proximity to major street intersections, or when upper floors include a “stepback” from the ground plane of lower floors. Building heights, intensity of use and densities decrease as development moves closer to adjacent established residential neighborhoods. Compatibility with Surrounding Development Architectural character may be diverse, but when adjacent to established neighborhoods should be compatible with the style, scale, proportions, materials, and colors. Street edge orientation Building walls and entries are oriented towards the primary street. The street level has a transparent quality, with passing pedestrians and vehicles able to see activity within the building. Parking Off-street parking is provided in shared parking facilities a majority of which is provided to the rear of buildings. Parking structures are appropriate in this area. Surface parking areas will be well screened with landscape buffers along streets. Residential parking is typically provided in garages. 43A REVISED JULY 2016 Chapter 2: Planning Framework33 REVISED JULY 2016 COPPELL 2030 - A COMPREHENSIVE MASTER PLAN Future Land Use Plan The Coppell 2030 Future Land Use Plan is based on the principles of the transect, with each land use category corresponding with a transect zone. The Future Land Use Plan serves as the framework for future development and redevelopment decisions in Coppell. It is intended to guide appropriate land use, character, scale and intensity of future development. The land use designations are for planning purposes and do not represent a change to existing zoning or development regulations. Efforts to implement the principles of the transect in Coppell must be accompanied by development code revisions. The following pages describe each transect zone and the corresponding land use categories. A comprehensive plan shall not constitute zoning regulations or establish zoning district boundaries. Future Land Use Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2016-2855 File ID: Type: Status: 2016-2855 Agenda Item Passed 1Version: Reference: In Control: City Secretary 07/01/2016File Created: Final Action: FTW Interlocal AgreementFile Name: Title: Consider approval of an Interlocal Agreement between the City of Coppell and the City of Fort Worth, to authorize the City of Coppell to use of the Fort Worth owned, operated and maintained Trunked Voice Radio System for the purpose of providing interoperable Public Safety voice radio communications; and authorizing the Mayor and/or City Manager to sign any necessary documents. Notes: Agenda Date: 07/12/2016 Agenda Number: E. Sponsors: Enactment Date: Memo.pdf, FTW-Coppell Comm_Systems Agreement.pdf, FWRRS Jurisdictions 032516.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 PassApproved on the Consent Agenda 07/12/2016City Council A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Nancy Yingling, that Items A - I on the Consent Agenda be approved. The motion passed by a unanimous vote. Action Text: Text of Legislative File 2016-2855 Title Consider approval of an Interlocal Agreement between the City of Coppell and the City of Fort Worth, to authorize the City of Coppell to use of the Fort Worth owned, operated and maintained Trunked Voice Radio System for the purpose of providing interoperable Public Safety voice radio communications; and authorizing the Mayor and/or City Manager to sign any necessary documents. Summary Page 1City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2855) Fiscal Impact: [Enter Fiscal Impact Statement Here] Staff Recommendation: Approval recommended. Goal Icon: Sustainable City Government Business Prosperity Community Wellness and Enrichment Sense of Community Special Place to Live Page 2City of Coppell, Texas Printed on 6/26/2017 1 MEMORANDUM To: Mayor and City Council From: Mac Tristan, Chief of Police Date: July 01, 2016 Reference: Consider approval of an Interlocal Agreement between the City of Coppell and the City of Fort Worth, to authorize the City of Coppell to use of the Fort Worth owned, operated and maintained Trunked Voice Radio System for the purpose of providing interoperable Public Safety voice radio communications; and authorizing the Mayor and/or City Manager to sign any necessary documents. 2030: Sustainable City Government Introduction: On June 11, 2013, Council approved an Interlocal Agreement (ILA) between the City of Coppell and the Metrocrest consortium cities of Farmers Branch, Addison and Carrollton for the purchase of a P25-compliant public safety radio system and equipment from Harris Corporation. The Coppell Police and Fire Departments both desire to expand the capability of the Harris radio system through inclusion of other P25 radio systems throughout the North Texas region. The City of Fort Worth maintains a P25 system that is in use by numerous public safety agencies in the Tarrant County area. It is the desire of both Police and Fire to have interoperable radio communications with the agencies using the Fort Worth radio system, including our neighboring cities of Irving and Grapevine. In order to do this, the City of Coppell will need to execute an agreement with the City of Fort Worth to utilize their Trunked voice radio communications system. Analysis: Authorization of this agreement with the City of Fort Worth will allow Coppell Police and Fire Departments access to forty-three primary system jurisdictions/organizations on the Fort Worth system. It will also allow access to fifty-nine mutual aid jurisdictions/organizations. Fiscal Impact: There is no fiscal impact to the City of Coppell in order to utilize the Fort Worth radio system. The only circumstances stipulated in the contract where fiscal impacts could arise would be due to damages or loss to the radio system caused by negligence, omission, or misconduct on the part of a Coppell employee or someone acting on our behalf. Legal Review: Agenda item was reviewed by Robert Hager on July 5, 2016. 2 Recommendation: The Police and Fire Departments found this action to be supportive of the Sustainable City Government piece of the Coppell 2030 Master Plan. There are no costs associated with this agreement. As such, staff recommends City Council approval for Coppell to enter into an agreement with the City of Fort Worth for utilization of Fort Worth’s voice radio communications system and authorizing the City Manager to sign. City of Fort Worth Communications System Agreement – Mutual Aid/Single Use City of Coppell Page 1 of 10 COMMUNICATIONS SYSTEM AGREEMENT MUTUAL AID ACCESS (SINGLE USE) – GOVERNMENT ENTITY This COMMUNICATIONS SYSTEM AGREEMENT (the “Agreement”) is made and entered into by and between the City of Fort Worth (“Fort Worth” or “CFW”) acting herein by and through its duly authorized Assistant City Manager, and the City of Coppell (“USER”), acting herein by and through its duly authorized _______________________, individually referred to as a “party,” collectively referred to herein as the “parties.” The CFW or Fort Worth shall include all employees, directors, officers, agents, and authorized representatives. USER shall include all employees, directors, officers, agents, and authorized representatives. RECITALS WHEREAS, this Agreement is made under the authority of Sections 791.001-791.029, Texas Government Code; and WHEREAS, each governing body, in performing governmental functions or in paying for the performance of governmental functions hereunder, shall make that performance or those payments from current revenues legally available to that party; and WHEREAS, each governing body finds that the subject of this Agreement is necessary for the benefit of the public and each has the legal authority to perform and to provide the governmental function or service which is the subject matter of this Agreement; and WHEREAS, each governing body finds that the performance of this Agreement is in the common interest of both parties and that the division of costs fairly compensates the performing party for the services or functions under this Agreement; and WHEREAS, Fort Worth owns, operates, and maintains Trunked Voice Radio Systems for the purpose of providing Public Safety voice radio communications and is the sole license holder of the CFW Trunked Voice Radio Systems with all privileges and responsibilities thereof; and WHEREAS, Fort Worth and USER may, in an emergency or under certain other circumstances, provide each other with public safety support or other mutual aid or emergency assistance; and WHEREAS, the parties wish to enter into this Agreement to establish the terms and conditions pursuant to which USER will be able access CFW’s radio systems in connection with the provision of mutual aid assistance between the parties. NOW THEREFORE, Fort Worth and USER agree as follows: City of Fort Worth Communications System Agreement – Mutual Aid/Single Use City of Coppell Page 2 of 10 1. GRANT OF LICENSE Fort Worth hereby grants the USER specific permission to operate USER’s owned or leased field radio equipment or equipment attached and/or interfaced to the CFW Trunked Voice Radio Systems (the “Radio System”) infrastructure in mutual aid or emergency situations, provided, however, that such use must comply with the specific details and requirements for use as set forth in “Exhibit A, Terms of Use,” which is attached hereto, incorporated herein, and made a part of this Agreement for all purposes. Failure to comply with these specific details and requirements may result in the immediate withdrawal of the specified permissions. 2. TERM This Agreement shall begin upon the last day executed by all authorized parties and shall continue in full force and effect unless terminated in accordance with the provisions set forth herein and in Exhibit A. 3. LIABILITY With respect to the use of the Radio System, each party agrees to be liable for any damages or loss that may be caused by its own negligence, omission or intentional misconduct. For purposes of this Section 3, the term party shall include employees, directors, officers, agents, authorized representatives, subcontractors, consultants, and volunteers of the respective party. Nothing in the performance of this Agreement shall impose any liability for claims against either party other than for claims for which the Texas Tort Claims Act may impose liability. Further, this Agreement is not intended to affect the allocation of liability between the parties in connection with the provision of mutual aid assistance; liability for such mutual aid assistance shall be governed by the separate mutual aid agreement or state law provisions under which the assistance is being provided. 4. INDEPENDENT CONTRACTOR It is expressly understood and agreed that USER shall operate as an independent contractor as to all rights and privileges granted herein, and not as agent, representative or employee of the CFW. Subject to and in accordance with the conditions and provisions of this Agreement, USER shall have the exclusive right to control the details of its operations and activities with respect to the use of the Radio System and shall be solely responsible for the acts and omissions of its employees, directors, officers, agents, authorized representatives, subcontractors, and consultants. USER acknowledges that the doctrine of respondeat superior shall not apply as between the CFW, its employees, directors, officers, agents, and authorized representatives, and USER and its employees, directors, officers, agents, authorized representatives, subcontractors, and consultants. USER further agrees that nothing herein shall be construed as the creation of a partnership or joint enterprise between CFW and USER. This Agreement is not intended to affect the roles of the parties in connection with providing mutual aid assistance; coordination of mutual aid activities and chain-of-command issues shall be governed by the separate mutual aid agreement or state law provisions under which assistance is being provided. City of Fort Worth Communications System Agreement – Mutual Aid/Single Use City of Coppell Page 3 of 10 5. NON-APPROPRIATION OF FUNDS Fort Worth and USER will use best efforts to appropriate sufficient funds to support obligations under this Agreement. However, in the event that sufficient funds are not appropriated by either party’s governing body, and as a result, that party is unable to fulfill its obligations under this Agreement, that party (i) shall promptly notify the other party in writing and (ii) may terminate this Agreement, effective as of the last day for which sufficient funds have been appropriated. 6. RIGHT TO AUDIT USER agrees that the CFW shall, at no additional cost to the CFW, during and until the expiration of three (3) years after termination of this Agreement, have access to and the right to examine at reasonable times any directly pertinent books, documents, papers, records, and communications of the USER involving transactions relating to this Agreement. USER agrees that the CFW shall have access during normal working hours to all necessary USER facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section. The CFW shall give USER reasonable advance notice of intended audits. 7. ASSIGNMENT USER shall not have the right to assign or subcontract any of its duties, obligations or rights under this Agreement without the prior written consent of the CFW. Which such right shall be granted solely at the discretion of the CFW. Any assignment in violation of this provision shall be void. 8. NO WAIVER The failure of either party to insist upon the performance of any provision or condition of this Agreement or to exercise any right granted herein shall not constitute a waiver of that party’s right to insist upon appropriate performance or to assert any such right on any future occasion. 9. GOVERNMENTAL POWERS/IMMUNITIES It is understood and agreed that by execution of this Agreement, neither CFW nor USER waives or surrender any of its governmental powers or immunities. 10. AMENDMENTS No amendment to this Agreement shall be binding upon either party hereto unless such amendment is set forth in writing, dated subsequent to the date of this Agreement, and signed by both parties. City of Fort Worth Communications System Agreement – Mutual Aid/Single Use City of Coppell Page 4 of 10 11. SEVERABILITY If any provision of this Agreement is held by a court of competent jurisdiction to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired. 12. CONFIDENTIAL INFORMATION To the extent permitted by law, USER for itself and its officers, agents and employees, agrees that it shall treat all information provided to it by the CFW as confidential (“City Information”) and shall not disclose any such information to a third party without the prior written approval of the CFW, unless such disclosure is required by law, rule, regulation, court order, in which event USER shall notify CFW in writing of such requirement in sufficient time to allow CFW to seek injunctive or other relief to prevent such disclosure. USER shall store and maintain City Information in a secure manner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City Information in any way. USER shall notify the CFW immediately if the security or integrity of any City Information has been compromised or is believed to have been compromised. 13. FORCE MAJEURE The parties shall exercise their best efforts to meet their respective duties and obligations hereunder, but shall not be held liable for any delay in or omission of performance due to force majeure or other causes beyond their reasonable control, including, but not limited to, compliance with any state or federal law or regulation, acts of God, acts of omission, fires, strikes, lockouts, national disasters, wars, riots, material or labor restrictions, transportation problems, existing contractual obligations directly related to the subject matter of this Agreement, or declaration of a state of disaster or emergency by the federal, state, county, or City government in accordance with applicable law. 14. NOTICES. Notices required pursuant to the provisions of this Agreement shall be conclusively determined to have been delivered when (1) hand-delivered to the other party, its agents, employees, servants or representatives, (2) delivered by facsimile with electronic confirmation of the transmission, or (3) received by the other party by United States Mail, registered, return receipt requested, addressed as follows: City of Fort Worth City of Coppell Attn: Susan Alanis, Assistant City Manager Attn: 1000 Throckmorton 255 E. Parkway Blvd. Fort Worth TX 76102-6311 Coppell, TX 75019 Facsimile: (817) 392-8654 Facsimile: (972) 304-3673 With Copy to the City Attorney At same address City of Fort Worth Communications System Agreement – Mutual Aid/Single Use City of Coppell Page 5 of 10 15. GOVERNING LAW / VENUE This Agreement shall be construed in accordance with the laws of the State of Texas. Venue for any action brought on the basis of this Agreement shall lie exclusively in state courts located in Tarrant County, Texas or the United States District Court for the Northern District of Texas – Fort Worth Division. In any such action, each party shall pay its own attorneys’ fees, court costs and other expenses incurred as a result of the action. 16. SIGNATURE AUTHORITY The person signing this Agreement hereby warrants that he/she has the legal authority to execute this Agreement on behalf of his or her respective party, and that such binding authority has been granted by proper order, resolution, ordinance or other authorization of the entity. The other party is fully entitled to rely on this warranty and representation in entering into this Agreement. 17. ENTIRETY OF AGREEMENT This written instrument, including all Exhibits attached hereto, contains the entire understanding and agreement between Fort Worth and USER as to the matters contained herein. Any prior or contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict with this Agreement. Any previously executed Communication System Agreement between the parties shall be terminated simultaneously with the final execution of this Agreement by both parties. 18. COUNTERPARTS. This Agreement may be executed in one or more counterparts and each counterpart shall, for all purposes, be deemed an original, but all such counterparts shall together constitute one and the same instrument. [SIGNATURES APPEAR ON FOLLOWING PAGE] City of Fort Worth Communications System Agreement – Mutual Aid/Single Use City of Coppell Page 6 of 10 EXECUTED IN MULTIPLE ORIGINALS on this the ___ day of ________, 20____. CITY OF FORT WORTH: CITY OF COPPELL: By: ____________________________ By: _________________________ Susan Alanis Name:_______________________ Assistant City Manager Title: ________________________ Date: ___________________________ Date: ________________________ ATTEST: ATTEST: By: _____________________________ By: __________________________ Mary J. Kayser Name: ________________________ City Secretary Title: _________________________ APPROVED TO FORM APPROVED TO LEGALITY: AND LEGALITY: By: _______________________________ By: __________________________ Assistant City Attorney Name: ________________________ Title: _________________________ Contract Authorization: M&C: ____________________________ Date Approved: ____________________ City of Fort Worth Communications System Agreement – Mutual Aid/Single Use City of Coppell Page 7 of 10 EXHIBIT A CATEGORY 1, TERMS OF USE The following definitions shall have the meanings set forth below and apply to this Agreement and the Terms of Use set forth herein: DEFINITIONS “Console System” shall mean all hardware and software associated with any dispatch console or set of consoles operated by the USER that are connected to the CFW Master Switch. “Interoperable Communications Governance Committee” (“Governance Committee”) shall mean that group of individuals tasked with maintaining and administering the Interoperable Communications Plan. The Governance Committee shall consist of ten to fifteen individuals with CFW selecting at least one representative and each classification of users selecting at least one representative. The Governance Committee shall determine and may periodically adjust the number of members and the method for selecting members for each classification of users with a goal of ensuring that the Governance Committee reflects the full range of user types. “Interoperable Communications Plan” (the “Plan”) means the plan developed and established by CFW and the Governance Committee to facilitate, enhance and simplify radio communications among all agencies utilizing the Radio System or connecting their Site Repeater Systems or Console Systems to the CFW Master Switch. The Plan is available upon request from CFW or can be found on the CFW website at http://fortworthtexas.gov/itsolutions/cfwradios/. “Master Switch” shall mean the primary processing and network infrastructure to which all Console Systems and Site Repeater Systems must connect in order to operate on the Radio System. The Master Switch is currently located at the CFW Eagle Mountain facility. “Over The Air Rekeying” (“OTAR”) shall mean the management and support of Subscriber Radio encryption keys via over-the-air, radio channel transmission. “Private Call” shall mean a feature that reserves channel resources specifically for conversations between two Subscriber Radios. “Site Repeater System” shall mean the base stations, shelter, tower and all site-specific hardware and software infrastructure associated with the provision of a radio site connected to the CFW Master Switch. “Subscriber Radio” shall mean a radio that has a unique identification number and is programmed to operate on the Radio System. The term shall include, but not be limited to, control stations (desk top radios), mobile radios, and portable radios. “Talk Group” shall mean a specific group of Subscriber Radios allowed to communicate privately within that group over shared infrastructure resources. City of Fort Worth Communications System Agreement – Mutual Aid/Single Use City of Coppell Page 8 of 10 TERMS OF USE 1. The installation and maintenance of the Radio System infrastructure equipment is the responsibility of CFW unless otherwise stated in this Agreement. 2. The CFW is the holder of the FCC (Federal Communications Commission) license(s) that the Radio System uses for its operation. This Agreement shall not be construed or interpreted to grant, convey, or otherwise provide USER with any rights whatsoever to the CFW FCC license(s) or to the Radio Frequency spectrum used by the Radio System. 3. The CFW makes no guarantee, either express or implied, as to radio signal strength or a specific level of radio coverage in a particular location. The USER is responsible for conducting appropriate and applicable in-building and geographical coverage testing to determine the expected radio coverage level for USER’s equipment. 4. USER will be responsible for the acquisition, programming, and maintenance of all equipment USER will be utilizing in connection with the Radio System infrastructure, including, but not limited to, Subscriber Radios, consoles, and special equipment. 5. In order to ensure hardware and software compatibility with the Radio System infrastructure, all Subscriber Radios and consoles intended for use by USER on the Radio System shall be compliant with Project 25 standards established by the Telecommunications Industry Association. The use of unauthorized radios on the Radio System may result in suspended operation of the radios and/or termination of the Agreement. 6. USER agrees to exclusively utilize antennas specifically approved by the radio manufacturer for use with the specific models of USER’s radios. The use of short, broad spectrum, or “stubby,” antennas is not recommended. USER shall be solely liable for coverage gaps in the event USER utilizes short broad spectrum or stubby antennas or other antennas not approved by the manufacturer for use with the specific models of USER’s radios. 7. No antenna gain greater than 3 DB will be allowed for mobiles and consolettes. 8. USER shall use due diligence in the maintenance and configuration of its Subscriber Radio equipment to ensure that no USER radio or console causes a degradation to the Radio System operation. The CFW shall have the right to remove from operation any field radio unit or equipment owned or leased by USER that is operating on, attached and/or interfaced to the CFW infrastructure, if CFW determines in its sole reasonable discretion that such equipment is causing interference or harm to the Radio System in any way. The CFW reserves the right to request that USER operated field radio units or equipment operating on, attached and/or interfaced to the infrastructure be tested for proper operation and/or repaired by an authorized radio repair facility approved by the CFW. The cost of such testing or repair will be the sole responsibility of USER. Furthermore, the CFW shall have the right to deactivate, without prior notification to or consent of USER, any field radio or other USER equipment suspected of causing interference, intentionally or unintentionally, to any other radios on the Radio System or to the Radio System’s overall operation. City of Fort Worth Communications System Agreement – Mutual Aid/Single Use City of Coppell Page 9 of 10 9. In instances in which the parties are engaged in providing mutual aid assistance, USER’s radios may be used for voice radio communications over the Radio System infrastructure in accordance with the terms and conditions of this Agreement for as long as this Agreement remains in effect. This Agreement does not authorize regular use of the Radio System in situations that do not involve mutual aid assistance between the parties. 10. The CFW will be responsible for managing infrastructure loading and demand. CFW reserves the right, without notice to incumbent users, to enter into a similar agreement with other entities or to deny the addition of new Subscriber Radio equipment to any user of the Radio System. The CFW shall have sole discretion in determining whether to allow additional users or radios based on CFW’s determination of whether such addition to the Radio System can be made without adversely impacting the Radio System. 11. USER is prohibited from utilizing telephone interconnect on the Radio System. This prohibition shall include, but is not limited to, connecting to either the PSTN (Public Switched Telephone Network) or USER’s internal phone system(s) through a console patch into the Radio System or to any Subscriber Radio on the Radio System. 12. Due to the radio infrastructure resource allocations required by “Private Call,” USER is not permitted to utilize “Private Call” on the Radio System. 13. USER is prohibited from utilizing data communications on the Radio System without CFW’s explicit written permission. 14. The use of OTAR in association with Subscriber Radio encryption is prohibited without prior approval of CFW. Administration of encryption keys will be performed exclusively by CFW. USER may utilize and administer other encryption methods as required. 15. The CFW will provide USER with an Advanced System Key (ASK) for use with the USER’s Subscriber Radios only. The ASK will expire annually, and USER shall be responsible for requesting a new ASK following expiration if one is required. USER will be responsible for safeguarding the security of the ASK to prevent theft and/or loss. USER agrees to notify CFW immediately upon the theft or loss of the ASK. 16. The CFW has established a coordinated Interoperable Communications Plan to apply to CFW and the users of its Radio System. USER agrees to comply with the Plan and include the Plan’s interoperable Talk Groups in the programming of its Subscriber Radios and Console Systems. 17. Roaming to other systems or the use of USER’s Talk Groups on other trunked systems that are interconnected to the Radio System is prohibited without prior approval by CFW. Roaming to other trunked systems will be limited to the Radio System’s interoperable Talk Groups, although this capability may be terminated by CFW if its use is determined to result in performance degradation to either the Radio System or the interconnected trunked system. City of Fort Worth Communications System Agreement – Mutual Aid/Single Use City of Coppell Page 10 of 10 18. Either USER or CFW may terminate this Agreement for any reason, with or without cause, upon ninety (90) days written notice to the other party. The CFW further reserves the right to terminate this Agreement immediately, or deny access to the USER, upon notice of USER misuse of the Radio System. Notwithstanding the foregoing, the CFW, in its sole discretion, reserves the right to immediately deny access to the USER if such action is required to prevent the spread of a security breach or threatened security breach or due to an emergency, operational issue, or other critical incident between the Master Switch and the USER’s environment. The CFW will use best efforts to restore access to the USER as soon as possible once the security breach, emergency, operational issue, or critical incident is resolved. COMPLIANCE WITH LAWS 19. The USER shall comply with all current and future Federal, State, and Local laws, Ordinances, and Mandates, including Federal Communications Commission rules and regulations regarding proper use of radio communications equipment. The USER will also comply with the guidelines, or procedures set out in this Agreement. Furthermore, the USER is responsible for enforcing such compliance by its employees, directors, officers, agents, authorized representatives, subcontractors, and consultants for USER Subscriber Radio equipment. Furthermore, the USER will be responsible for payment of any fines and penalties levied against the CFW (as the license holder) as a result of improper or unlawful use of Subscriber Radio equipment owned or leased by USER. 20. Modification, reconfiguration, or exchange of Subscriber Radio equipment may be required in order for CFW to comply with Federal, State, and Local Laws and/ or Mandates imposed on CFW as the license holder. Following reasonable notice from CFW, USER shall be responsible for undertaking such modifications, reconfiguration, or exchange. In the event USER fails to undertake any necessary action, such failure shall be considered “misuse” under Paragraph 19, and CFW may terminate this Agreement immediately or deny access to USER. [End of Document] Fort Worth Regional Radio System March 25, 2016 Primary System Jurisdictions & Organizations (43) BNSF Security City of Grapevine City of Westlake City of Alvarado City of Haltom City Fort Worth ISD City of Arlington City of Irving Fort Worth Transportation City of Bedford City of Joshua Johnson County ESD City of Burleson City of Keller Johnson County Sheriff City of Cleburne City of Keene MedStar City of Colleyville City of Kennedale Tarrant County Constable City of Crowley City of Mansfield Tarrant County Sheriff City of Dalworthington Grdns City of North Richland Hills Tarrant County College PD City of Euless City of Pantego TCU PD City of Forest Hill City of Richland Hills Town of Westover Hills City of Fort Worth City of Rio Vista UNT Health Science PD City of Godley City of Southlake UT – Arlington City of Grand Prairie City of Venus City of Grandview City of Watauga ISSI Connections (1) City of Dallas Mutual Aid Jurisdictions & Organizations (59) Airbus City of Lewisville North Hills Hospital-HCA Argyle Fire District City of Midlothian Palo Pinto County Baylor Scott & White City of River Oaks Parker County Blue Oaks Fire Dept. City of Roanoke PHI, Inc. Bono Fire Dept. City of Saginaw Rendon Fire Dept. Bono Fire Dept. City of Sansom Park SW Tx Reg Advisory Council Briaroaks Fire Dept. City of Trophy Club TABC CareFlite City of Westworth Village Texas DPS Cook Children’s Hospital City of White Settlement Texas State Dept Health Svcs City of Benbrook Dallas County Texas Health-Arlington Mem City of Cedar Hill Dallas-Fort Worth Intl Airport Texas Health Harris–Alliance City of Corinth Denton County Texas Health Harris-FTW City of Dallas Eagle Mountain Fire Dept. Texas Health Harris-S’lake City of Everman FBI Town of Addison City of Flower Mound HCA Healthcare-Arlington Town of Edgecliff Village City of Haslet John Peter Smith Hospital Town of Lakeside City of Highland Village Liberty Chapel Fire Dept. Town of Northlake City of Hurst Lockheed Martin Aeronautics Union Pacific Railroad PD City of Justin Medical Center-Alliance White Settlement ISD City of Lake Worth NAS Fort Worth JRB Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2016-2852 File ID: Type: Status: 2016-2852 Agenda Item Passed 1Version: Reference: In Control: Administration 06/28/2016File Created: Final Action: Mazda FTZFile Name: Title: Consider approval of a Resolution approving a letter of support for the creation of a Foreign Trade Zone for Mazda North American Operations to be located at 4255 Patriot Drive in Grapevine, Texas, and authorizing the Mayor to sign. Notes: Agenda Date: 07/12/2016 Agenda Number: F. Sponsors: Enactment Date: Mazda FTZ - Memo.pdf, Mazda FTZ Resolution.pdf, Mazda FTZ - Coppell Support Letter.pdf Attachments: Enactment Number: 2016-0712.1 Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 PassApproved on the Consent Agenda 07/12/2016City Council A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Nancy Yingling, that Items A - I on the Consent Agenda be approved. The motion passed by a unanimous vote. Action Text: Councilmember Cliff Long, Councilmember Brianna Hinojosa-Flores, Councilmember Wes Mays, Councilmember Marvin Franklin, Councilmember Mark Hill, and Mayor Pro Tem Nancy Yingling 6Aye: Text of Legislative File 2016-2852 Title Consider approval of a Resolution approving a letter of support for the creation of a Foreign Trade Zone for Mazda North American Operations to be located at 4255 Patriot Drive in Grapevine, Texas, and authorizing the Mayor to sign. Summary Mazda operates a parts distribution center at 4255 Patriot Drive, which is located partially in Coppell. Mazda is currently in the process of applying to the Department of Commerce for Page 1City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2852) a Foreign Trade Zone. As part of the application process, Mazda is required to provide a letter of support from all affected taxing jurisdictions. Fiscal Impact: Approximately $1.8 million of inventory would be exempted from taxation if a Foreign Trade Zone is granted. That exemption would equate to approximately $10,500 in business personal property taxes that would no longer be collected by the City of Coppell on an annual basis. Staff Recommendation: Economic Development recommends approval. Goal Icon: Business Prosperity Page 2City of Coppell, Texas Printed on 6/26/2017 1 MEMORANDUM To: Mayor and City Council From: Clay Phillips, City Manager Date: July 12, 2016 Reference: Consider approval of a Resolution approving a letter of support for the creation of a Foreign Trade Zone to be located at 4255 Patriot Drive in Grapevine, Texas, and authorizing the Mayor to sign. 2030: Business Prosperity Executive Summary: Mazda operates a parts distribution center at 4255 Patriot Drive, which is located partially in Coppell. Mazda is currently in the process of applying to the Department of Commerce for a Foreign Trade Zone. As part of the application process, Mazda is required to provide a letter of support from all affected taxing jurisdictions. Introduction: Mazda operates a parts distribution center at 4255 Patriot Drive, which is located partially in Grapevine and partially in Coppell. Mazda occupies approximately 180,000 square feet of space and uses the facility as a training center and a parts distribution center for automotive parts to dealers across the Southwestern United States and Mexico. Mazda is working with the DFW International Airport Board to apply to the Department of Commerce for a Foreign Trade Zone (FTZ). The application process requires a letter of support from all affected taxing jurisdictions, which includes the City of Coppell. The FTZ program is a federal program designed to assist US companies to compete more effectively with similar operations overseas. The FTZ will allow Mazda faster US Customs clearance, reduced US Customs processing fees, deferral of duty payments on domestic shipments and elimination of duties on shipments to Mexico. There is also an impact on local taxation. Any inventory imported to or exported from the site would be exempt from business personal property taxes. 2 Analysis: Due to the fact that Mazda is partially in Coppell and partially in Grapevine, the revenue collected is split between the two municipalities based on the percentage of the building in each municipality. Coppell collects 43% of the revenue from taxation. Mazda currently has an inventory value of approximately $12.5 million; therefore, approximately $5.4 million is sourced to Coppell. $3.3 million of that inventory value is currently exempted through Freeport exemption. Of the remaining $2.1 million of inventory, approximately $1.8 million is imported and would be exempted by FTZ status. That equates to approximately $10,500 in tax revenue on an annual basis. Mazda has other facilities that currently have FTZ status, and Mazda would like to receive the FTZ status at this location in order to stay and grow their operation s in Grapevine and Coppell. Legal Review: N/A Fiscal Impact: Approximately $1.8 million of inventory would be exempted from taxation if a Foreign Trade Zone is granted. That exemption would equate to approximately $10,500 in business personal property taxes that would no longer be collected by the City of Coppell on an annual basis. Recommendation: Economic Development recommends approval. RESOLUTION NO. ________________ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS, SUPPORTING THE ESTABLISHMENT OF A FOREIGN TRADE ZONE TO BE LOCATED AT 4255 PATRIOT DRIVE, GRAPEVINE, TEXAS; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Council has been presented with a request from Mazda North American Operations for the City to support the establishment of a foreign trade zone at 4255 Patriot Drive, Grapevine, Texas 76051; and WHEREAS, the City Council finds that the establishment of a foreign trade zone would generate employment and enhance economic development within the community. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS: SECTION 1. That the City Council of the City of Coppell, Texas, does hereby support the establishment of a foreign trade zone located at 4255 Patriot Drive, Grapevine, Texas 76051. SECTION 2. This Resolution shall become effective immediately from and after its passage, as the law and charter in such cases provide. DULY PASSED and approved by the City Council of the City of Coppell, Texas, on this the _______ day of _______________, 2016. APPROVED: ________________________________________ KAREN SELBO HUNT, MAYOR ATTEST: ________________________________________ CHRISTEL PETTINOS, CITY SECRETARY APPROVED AS TO FORM: _________________________________ ROBERT E. HAGER, CITY ATTORNEY July 12, 2016 Mr. Andrew McGilvray Executive Secretary Foreign-Trade Zones Board US Department of Commerce 1401 Constitution Ave., NW, Room 21013 Washington, DC 20230 Re: Foreign Trade Zone Application Dear Mr. McGilvray: We understand that Mazda North American Operations will be seeking foreign trade zone designation for its facility partially located within the City of Coppell. The City of Coppell recognizes the importance of the project to Mazda and is supportive of the FTZ. We understand that imported inventory and inventory held for export at the facility will be exempt from ad valorem tax. Sincerely, Karen Selbo Hunt Mayor, City of Coppell Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2016-2839 File ID: Type: Status: 2016-2839 Agenda Item Passed 1Version: Reference: In Control: Library 06/07/2016File Created: Final Action: Library RFID/AMH ContractFile Name: Title: Consider approval of entering into an agreement with Bibliotheca, LLC for the installation of Automated Materials Handling (AMH) and Radio Frequency Identification (RFID) for the Cozby Library and Community Commons, in the amount of $170,362 as budgeted for in the library expansion project; and authorizing the City Manager to sign any necessary documents. Notes: Agenda Date: 07/12/2016 Agenda Number: G. Sponsors: Enactment Date: Staff Memo - Bibliotheca Contract.pdf, Coppell_Final Agreement with Bibliotheca for Library RFID System77674.pdf, Coppell Proposal-Bibliotheca.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 PassApproved on the Consent Agenda 07/12/2016City Council A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Nancy Yingling, that Items A - I on the Consent Agenda be approved. The motion passed by a unanimous vote. Action Text: Councilmember Cliff Long, Councilmember Brianna Hinojosa-Flores, Councilmember Wes Mays, Councilmember Marvin Franklin, Councilmember Mark Hill, and Mayor Pro Tem Nancy Yingling 6Aye: Text of Legislative File 2016-2839 Title Consider approval of entering into an agreement with Bibliotheca, LLC for the installation of Automated Materials Handling (AMH) and Radio Frequency Identification (RFID) for the Cozby Library and Community Commons, in the amount of $170,362 as budgeted for in the library expansion project; and authorizing the City Manager to sign any necessary documents. Page 1City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2839) Summary An Automated Materials Handling (AMH) and Radio Frequency Identification (RFID) system has been part of the library’s Five Year Plan since FY12/13 and was included in the technology fund as part of the overall project budget for the expansion of the library. Fiscal Impact: The Radio Frequency Identification/Automated Materials Handling system is included in a technology fund of $225,000, which is part of the overall expansion project budget. Funds will be provided by the ½% CRDC Sales Tax and the General Fund designated Fund Balance. Beginning in 2018, ongoing annual maintenance costs will be approximately $18,990. Staff Recommendation: The Library Department recommends approval of this item. Approval of this item by the CRDC will be requested during their meeting scheduled for July 13, 2016. Goal Icon: Sustainable City Government Community Wellness and Enrichment Page 2City of Coppell, Texas Printed on 6/26/2017 1 MEMORANDUM To: Mayor and City Council From: Vicki Chiavetta, Director of Library Services Date: July 6, 2016 Reference: Consider approval of entering into an agreement with Bibliotheca, LLC for the installation of Automated Materials Handling (AMH) and Radio Frequency Identification (RFID) for the Cozby Library and Community Commons, in the amount of $170,362 as budgeted for in the library expansion project; and authorizing the City Manager to sign any necessary documents. 2030: Sustainable City Government: Excellent City Services with High Level of Customer Satisfaction Community Wellness and Enrichment: Community Gathering Places, Community Education Programs and Support of Top Quality Schools Introduction: An Automated Materials Handling (AMH) and Radio Frequency Identification (RFID) system has been part of the library’s Five Year Plan since FY12/13 and was included in the technology fund as part of the overall project budget for the expansion of the library. Following a Request for Proposal process, the library evaluated the respondents and recommends Bibliotheca, LLC as the vendor whose product will meet the needs of the library. Analysis: In 2010 the library began researching technology designed to increase efficiencies in collect ion management workflow as circulation continued to increase while staffing levels remained the same. RFID and AMH systems were beginning to be utilized by libraries to achieve improvements in reducing the time it takes to check materials in and out, increasing accuracy of check in, sorting items to speed their return to the shelves, and enhancing inventory management. At the time, this technology was still very expensive and was only gradually being adopted by libraries. A cost estimate at that time for the Coppell Library was over $450,000. In addition, the library facility did not have the optimal space requirements for the equipment necessary for AMH. 2 In 2012, the library conducted a strategic plan process that resulted in several goals related to technology, including RFID. These goals are:  Evaluate and implement emerging technologies for patrons and staff  Build and maintain technology infrastructure to provide quality library services including an RFID inventory management system  Flexibility throughout the facility In FY12/13, the library included RFID in the Five Year Plan in conjunction with an expansion of the library. By this time, more libraries were beginning in install RFID/AMH systems to improve workflows and the cost of the systems was gradually becoming more affordable with a higher return on investment. In 2014, when planning for the library expansion project began, staff surveyed area libraries to determine who was using RFID/AMH and learn about the pros and cons of this technology. Costs had come down significantly by then, making the inclusion of RFID in the project more economically viable. As a result, the library was designed to include the space needed to implement an RFID/AMH system. This technology provides the library and the community with the ability to check in materials from the drive up book return, activate security, and sort items, ultimately reducing the time it takes to return books to the shelves. RFID self-check machines benefit patrons by speeding up check out, reducing long lines during peak business hours, and protecting privacy during checkout. Staff workload reductions include processing more items in a shorter period of time with less handling, accurate multi-item self-check circulation in the patron's preferred language, book returns that automatically check-in items and remove them from patron accounts within seconds, and automatic sorting that distributes material to multiple bins in a fine sort for re-shelving and shorter “return to shelf" periods. Circulation staff can be re-deployed to the public floor to provide direct customer service to patrons. Utilizing this technology also builds capacity for future growth in circulation for years to come by stabilizing staffing needs. Legal Review: Agenda item was reviewed by Julie Dosher on June 29, 2016. Fiscal Impact: The Radio Frequency Identification/Automated Materials Handling system is included in a technology fund of $225,000, which is part of the overall expansion project budget. Funds will be provided by the ½% CRDC Sales Tax and the General Fund designated Fund Bal ance. Beginning in 2018, ongoing annual maintenance costs will be approximately $18,990. Recommendation: The Library Department recommends approval of this item. Approval of this item by the CRDC will be requested during their meeting scheduled for July 13, 2016. Bibliotheca & City of Coppell Sales Agreement Effective: July [ ], 2016 CONFIDENTIAL to the extent permitted by law, Coppell Public Library and Bibliotheca use only www.bibliotheca.com, page 2 Sales Agreement THIS AGREEMENT is made and entered into this ____ day of July, 2016, by Bibliotheca, LLC, a corporation in the State of Delaware, USA, with offices at 3169 Holcomb Bridge Rd., Ste. 200, Norcross, Georgia 30071 and 403 Hayward Ave. North, Oakdale, MN 55128 (hereinafter referred to as “Bibliotheca”) and The City of Coppell, Texas, a Texas home-rule municipality located at 255 E. Parkway Blvd., Coppell, TX 75019 (hereinafter referred to as “Customer”) (collectively, the “Parties”). RECITALS WHEREAS, Customer desires to implement Radio Frequency Identification (RFID) systems on the premises of Customer’s William T. Cozby Public Library, located at 500 Southwestern Blvd, Coppell, TX 75019, and; WHEREAS, Bibliotheca is willing to provide such products and services that together comprise the system(s) listed above and is willing to provide such products and services pursuant to all the terms and conditions in the Agreement; NOW THEREFORE, in consideration of the mutual covenants of the parties, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, Bibliotheca and Customer have agreed and do hereby enter into this Agreement according to the provisions set forth herein: I. AGREEMENT DOCUMENTS: 1. The Agreement Documents shall include the documents identified herein. Every provision of the Agreement Documents below is incorporated into this Agreement by reference. The Agreement Documents referenced below are in descending order of precedence. A. This Agreement; B. Customer’s RFP #0138 entitled “Cozby Library and Community Commons Radio Frequency Identification Conversion,” including all addendums and/or amendments issued by the Customer; and, C. Bibliotheca’s response to Customer’s RFP #0138, as amended by all Best and Final Quotes, Letters of Clarification, and Specifications (“Bibliotheca’s Response to RFP #0138”). 2. In the event there exists a conflict in interpretation, the documents shall control in the order listed above. These documents shall be referred to collectively as “Agreement Documents.” II. TERM AND TERMINATION 1. Term A. The Effective Date of commencement of this Agreement shall be the date indicated above. The Term of this Agreement shall begin on the Effective Date and shall extend for the length of the term outlined below, unless terminated earlier under one of the termination provisions contained in this Agreement. B. The Initial Term of this Agreement shall be for a period commencing on the date of execution of all of the Parties hereunder (the “Effective Date”) and shall continue for a period of five (5) years as measured from the Go Live Date, with the first year warranty www.bibliotheca.com, page 3 outlined in Exhibit 2 commencing on the Go Live Date. “Go Live Date” means, with respect to Bibliotheca Software license orders, the date on which the Software is available for operational use for normal daily business, including performing core functions for which it was intended. Support and Maintenance, which shall be provided under the terms and conditions set forth in Exhibit 3, shall be provided on an annual basis commencing on the Go Live Date. The Parties acknowledge that the fee for Support and Maintenance services are included in the first two (2) years after the Go Live Date and that payment of the annual Product Support and Maintenance Fee will commence in the third year following the Go Li ve Date at the following rates: Year 3: $19,559.00, Year 4: $20,146.49, and Year 5: $20,750.88. Said fees for Support and Maintenance shall be paid in 12-month installments as measured from the Go Live Date. C. Customer shall have the option to renew this Agreement for additional one (1) year terms after the Initial Term or any extended terms thereafter for the purpose of extending the Support and Maintenance services unless 60 days prior to termination notification is received in writing to accounts-us@bibliotheca.com. Following the Initial Term of this Agreement, Support and Maintenance, and subscription fees may be subject to annual increases. Bibliotheca shall provide written notice of the fee schedules to be charged to Customer no less than 90 days prior to the end of the Initial Term or the applicable extended term. 2. Termination A. This Agreement may be terminated by Customer upon ninety (90) days written notice to Bibliotheca should Bibliotheca fail to perform in accordance with all the terms of this Agreement. B. Notwithstanding Clause A herein, Bibliotheca shall have right to redress, with thirty (30) days to remedy the issue(s) from the date of notification from the Customer. C. Regardless of reason for termination, Customer is responsible for payment for all products and services delivered according to the terms and conditions of this Agreement up until the date of termination of this Agreement. III. DUTIES OF BIBLIOTHECA 1. Bibliotheca agrees to provide the products and services (hereinafter collectivel y referred to as the “Work”) as listed in its Bibliotheca’s Response to RFP #0138 (Exhibit 1). 2. Bibliotheca shall comply with all local laws, ordinances, and regulations bearing on the performance of the Work. 3. Bibliotheca shall enforce good order and discipline among its employees and subcontractors, if any, and shall keep work areas reasonably free from waste materials and rubbish resulting from its operations. 4. Bibliotheca shall deliver products and perform its services as expeditiously as is consistent with professional skill and care and the orderly progress of the Work. www.bibliotheca.com, page 4 5. Bibliotheca will have the authority to act on behalf of the Customer only to the extent provided in this Agreement unless otherwise agreed to by the Parties as modified by written amendment. 6. Bibliotheca will supply Customer with written invoices according to the payment schedule specified in the Agreement or, if not specified, following shipment of products to the Customer. Customer shall provide Bibliotheca with a sales tax exemption certificate. 7. Bibliotheca agrees that title to all Work covered by an invoice for payment will pass to the Customer upon receipt of such payment. 8. Bibliotheca warrants all products provided under this Agreement in accordance with the warranty attached hereto as Exhibit 2. 9. Bibliotheca agrees to support and maintain products during the first and second years of operation in accordance with document entitled Terms and Conditions of Support and Maintenance (Exhibit 3). 10. Following the second year, Bibliotheca agrees to continue to support and maintain products supplied under this Agreement for the period(s) specified in the Product Maintenance and Lifespan Policy (Exhibit 4), on a year by year basis, contingent upon the Customer’s payment in advance for such Support and Maintenance. 11. Bibliotheca represents that in the performance of the work, duties, and obligations assumed by it under this Agreement that it is acting and performing as an independent contractor and shall act in an independent capacity and not as an officer, agent, servant, employee, joint venturer, partner, or associate of the Customer. 12. CUSTOMER SHALL NOT BE LIABLE FOR ANY LOSS, DAMAGE, OR INJURY OF ANY KIND OR CHARACTER TO ANY PERSON OR PROPERTY ARISING FROM THE WORK PERFORMED BY BIBLIOTHECA PURSUANT TO THIS AGREEMENT. BIBLIOTHECA HEREBY WAIVES ALL CLAIMS AGAINST CUSTOMER, ITS OFFICERS, AGENTS AND EMPLOYEES (COLLECTIVELY REFERRED TO IN THIS SECTION AS “CUSTOMER”) FOR DAMAGE TO ANY PROPERTY OR INJURY TO, OR DEATH OF, ANY PERSON TO THE EXTENT ARISING AT ANY TIME AND FROM ANY CAUSE OTHER THAN THE NEGLIGENCE OR WILLFUL MISCONDUCT OF CUSTOMER OR BREACH OF CUSTOMER’S OBLIGATIONS HEREUNDER. BIBLIOTHECA AGREES TO INDEMNIFY AND SAVE HARMLESS CUSTOMER FROM AND AGAINST LIABILITIES, DAMAGES, CLAIMS, SUITS, COSTS (INCLUDING COURT COSTS, REASONABLE ATTORNEYS’ FEES AND COSTS OF INVESTIGATION) AND ACTIONS OF ANY KIND BY REASON OF INJURY TO OR DEATH OF ANY PERSON OR DAMAGE TO OR LOSS OF PROPERTY TO THE EXTENT CAUSED BY BIBLIOTHECA’S NEGLIGENT PERFORMANCE OF WORK UNDER THIS AGREEMENT OR BY REASON OF ANY NEGLIGENT ACT OR OMISSION ON THE PART OF BIBLIOTHECA, ITS OFFICERS, DIRECTORS, SERVANTS, EMPLOYEES, REPRESENTATIVES, CONSULTANTS, LICENSEES, SUCCESSORS OR PERMITTED ASSIGNS (EXCEPT WHEN SUCH LIABILITY, CLAIMS, SUITS, COSTS, INJURIES, DEATHS OR DAMAGES ARISE FROM OR ARE ATTRIBUTED TO NEGLIGENCE OF THE CUSTOMER, IN WHOLE OR IN PART, IN WHICH CASE BIBLIOTHECA SHALL INDEMNIFY CUSTOMER ONLY TO THE EXTENT OR PROPORTION OF NEGLIGENCE ATTRIBUTED TO BIBLIOTHECA AS DETERMINED BY A COURT OR OTHER FORUM OF COMPETENT JURISDICTION). BIBLIOTHECA’S OBLIGATIONS UNDER THIS SECTION SHALL NOT BE LIMITED TO THE LIMITS OF COVERAGE OF INSURANCE MAINTAINED OR REQUIRED TO BE MAINTAINED BY BIBLIOTHECA UNDER THIS AGREEMENT. THIS PROVISION SHALL SURVIVE THE TERMINATION OF THIS AGREEMENT. www.bibliotheca.com, page 5 13. Intellectual Property. BIBLIOTHECA SHALL HOLD HARMLESS, DEFEND AND INDEMNIFY CUSTOMER, ITS OFFICERS, AGENTS AND EMPLOYEES, FROM ANY LOSS OF ANY KIND BASED ON A CLAIM THAT THE SERVICES PERFORMED, OR PRODUCTS PROVIDED HEREUNDER, INCLUDING MATERIAL(S) OR ANY PART THEREOF, CONSTITUTES INFRINGEMENT OF ANY PATENT, TRADEMARK, TRADE-NAME, COPYRIGHT, TRADE SECRET, OR OTHER INTELLECTUAL PROPERTY INFRINGEMENT, INCLUDING BUT NOT LIMITED TO CLAIMS ARISING OUT OF THE MANUFACTURE, SALE OR USE OF SUCH WORK, PRODUCTS OR MATERIALS. SUCH INDEMNIFICATION SHALL INCLUDE ALL DAMAGES AND COSTS INCURRED BY CUSTOMER AS THE RESULT OF THE CLAIM, INCLUDING ATTORNEY FEES AND EXPERT WITNESS FEES. BIBLIOTHECA FURTHER AGREES TO DEFEND, INDEMNIFY, AND HOLD HARMLESS CUSTOMER, ITS OFFICERS, AGENTS AND EMPLOYEES, FROM AND AGAINST ANY DEMAND FOR PAYMENT FOR THE USE OF ANY PATENTED MATERIAL, PROCESS, DEVICE, ARTICLE, TRADEMARK, TRADE-NAME, COPYRIGHT, TRADE SECRET, OR OTHER INTELLECTUAL PROPERTY INFRINGEMENT THAT MAY RESULT FROM THE WORK OR MATERIALS COVERED BY THIS AGREEMENT. PROVIDED, THE FOREGOING INDEMNITY SHALL NOT APPLY IF THE CLAIM RESULTS FROM DELIVERABLES THAT AS FURNISHED BY BIBLIOTHECA TO CUSTOMER DO NOT INFRINGE UPON ANY U.S. LETTERS PATENT OR COPYRIGHT AND (1) CUSTOMER’S ALTERATION OF A DELIVERABLE, SUCH THAT SAID DELIVERABLE IN ITS ALTERED FORM INFRINGES UPON ANY PRESENTLY EXISTING U.S. LETTERS PATENT OR COPYRIGHT; OR (2) THE USE OF A DELIVERABLE IN COMBINATION WITH OTHER MATERIAL NOT PROVIDED BY BIBLIOTHECA WHEN SUCH USE IN COMBINATION INFRINGES UPON AN EXISTING U.S. LETTER PATENT OR COPYRIGHT; OR (3) THE USE OF A DELIVERABLE IN A MANNER MATERIALLY INCONSISTENT WITH THE SPECIFICATIONS PROVIDED BY BIBLIOTHECA. 14. Bibliotheca shall furnish and maintain during the life of the Agreement adequate Worker’s Compensation and Commercial General Liability (Public) Insurance in such amounts as follows: Type of Insurance Amount Worker’s Compensation As set forth in the Worker’s Compensation Act Commercial General $1,000,000 each Accident/Occurrence Liability (Public) $1,000,000 Aggregate $1,000,000 Products & Completed Operations Aggregate Owner’s Protective Liability Insurance $600,000 per occurrence $1,000,000 aggregate Excess/Umbrella Liability $1,000,000 per occurrence W/drop down coverage Endorsement CG 2503 Amendment Aggregate Limit of Insurance per Project or Owner’s and Contractor’s Protective Liability Insurance for the Project Automobile Liability $500,000 Combined single limit per occurrence IN ADDITION, PRIOR TO PERFORMING ANY WORK OR DELIVERING ANY PRODUCTS UNDER THIS AGREEMENT, BIBLIOTHECA SHALL OBTAIN AND FILE WITH CUSTOMER A STANDARD CERTIFICATE OF INSURANCE AND APPLICABLE POLICY ENDORSEMENT EVIDENCING THE REQUIRED COVERAGES AND NAMING CUSTOMER AS AN ADDITIONAL INSURED ON THE REQUIED COVERAGE. IV. DUTIES OF CUSTOMER www.bibliotheca.com, page 6 1. Customer will inspect all products immediately upon delivery, noting damage to external packaging and/or contents on the delivery receipt or bill of lading. Customer will immediately notify Bibliotheca of any apparent damage. Customer understands that failure to immediately report damage may result in the inability to file claims with the shipper or insurance companies. If claims with the shipper or insurance companies are denied as a result of Customer’s delayed reporting of damage to Bibliotheca, the customer agrees to repair the equipment at customer cost. 2. Customer will issue purchase orders to Bibliotheca in writing for the products and services listed in Exhibit 1, noting desired delivery dates that will not be earlier than sixty (60) days following receipt of the purchase order by Bibliotheca. 3. Customer will be prepared to receive products from the date of its purchase order. The specific date for delivery and commencement of installation shall be agreed upon in consultation between the Customer and Bibliotheca. Should Customer, due to delays in construction or for any other reason, not be prepared to accept delivery on or before the stated desired delivery date on the purchase order, Bibliotheca will delay without penalty the shipment of product for up to two weeks following that date, as long as no cost-incurring changes are required in the Bibliotheca technician’s installation schedule. If, after two weeks following the stated desired delivery date, Customer is still not ready to accept delivery, Bibliotheca will invoice Customer according to the percentages below and delay shipment of the products on condition that the Customer remit payments as if shipment and installation had taken place at the latest possible dates that fall within this two week period: 35% of the total contract seven days following the date of the delivery specified on the purchase order and 15% fourteen days following the date of delivery specified on the purchase order. In all cases, Customer will be fully responsible for all costs incurred by Bibliotheca as a result of a change in the Bibliotheca technician’s installation schedule. Furthermore, as Bibliotheca will be required to store the equipment until Customer accepts delivery, Customer will be charged 0.5% of the purchase price of the system and/or products each month until system and/or products are shipped and accepted by Customer. 4. Customer will accept delivery of products delivered to its truck high dock during normal business hours. If Customer does not have a truck high dock or can accept deliveries only during specified hours, it must note these and any other special delivery requirements on its purchase order. The absence of a truck high dock and the presence of special delivery requirements may result in increased delivery costs, for which the Customer will be fully responsible. 5. Customer shall compensate Bibliotheca pursuant to this Agreement in an amount not to exceed the total amount of $170,362.00 for the cost of the products and first two years of Support and Maintenance services following the Go Live Date as set forth in Exhibit 6. Starting in the Third Year after the Go Live Date, Customer shall pay Bibliotheca an annual Product Support and Maintenance Fee not to exceed the following: Year 3: not to exceed $19,559.00, Year 4: not to exceed $20,146.49, and Year 5: not to exceed $20,750.88. Payment of the annual Product Support and Maintenance Fee starting in the Third Year of the Initial Term in 12-month installments as measured from the Go Live Date. 6. Customer will remit payment in U.S. Dollars to Bibliotheca in no more than 30 days following the date of invoice. Interest will accrue on the amount due at the rate of two percent (2%) per month for each full calendar month or part thereof during which such amount shall be www.bibliotheca.com, page 7 outstanding, such interest to commence to accrue on the fifteenth (15 th) day after such amount is due and payable. If this interest rate exceeds the maximum interest rate permitted by law, then the interest payable shall be at such maximum permissible rate. 7. Payments for products/services are due within thirty days of invoice receipt. 8. Support and Maintenance is invoiced prior to the start of the contract period and is due within thirty days of invoice. 9. In the event that the Customer is exempt from such taxes or should Custome r elect to pay such taxes directly to the taxing authority, then Customer shall provide Bibliotheca with a valid tax exemption certificate or similar document in form satisfactory to Bibliotheca. 10. Customer is responsible for supplying materials, equipment, and services as described in Exhibit 1 and other documents that have been provided to the Customer relating to the work proposed. 11. Customer is responsible for security and paying for all licenses and permits required for the execution of the Work. Bibliotheca hereby grants Customer a license to use software related to the Work, as provided in Exhibit 5. 12. Customer will designate a primary and secondary contact person for the purpose of coordinating with Bibliotheca representatives all technical aspe cts and implementation of the system(s). 13. Individuals designated above will promptly provide to Bibliotheca all information needed by Bibliotheca for implementation of the system. 14. Customer warrants that the project is located on real property owned by the Customer and that access to such real property will be furnished to Bibliotheca at such times and on such dates as Bibliotheca may reasonably require in connection with the execution and completion of the Work. Customers will provide a clear path for acce ss to and from the installation site for personnel and equipment. Customer will ensure that not later than the scheduled start of installation date, the installation site is free and clear, that all civil work and necessary removal or modifications of existing equipment or buildings is concluded, and that all necessary Customer-provided infrastructure, including but not limited to electrical and network connections, is in place according to Bibliotheca specifications , which shall be provided to Customer in writing prior to delivery. Customer will be fully responsible for all costs associated with the failure of the Customer to meet these requirements. These costs include, but are not limited to, additional work performed by Bibliotheca to prepare the site, additional time required for installation and training, and the additional costs associated with required travel. 15. Customer understands that the proper performance of the system depends upon a thorough understanding and implementation of the installation an d operating instructions provided by Bibliotheca. Customer is responsible for ensuring that all staff, volunteers and others who perform services at the Customer’s behest are fully trained in the operation of the system components with which they are working. 16. Customer will report all system problems to Bibliotheca within a reasonable time. www.bibliotheca.com, page 8 17. At Bibliotheca’s request, Customer will generate system reports as may be needed by Bibliotheca and, if requested, maintain a log detailing all problems experienced with the system. 18. Customer will not modify Bibliotheca hardware or software without first consulting Bibliotheca. 19. Customer agrees to permit Bibliotheca reasonable remote access to support the System as demonstrated in Exhibit 1. 20. Customer will maintain the confidentiality of all information, be it in written, unwritten, or any other form, provided it by Bibliotheca, unless otherwise required to disclose said information pursuant to the Texas Public Information Act . 21. Customer represents that Bibliotheca software is the intellectual property of Bibliotheca and is protected by law, including copyright laws and international treaties. Copies of software may not be made without the expressed written consent of a Bibliotheca representative authorized to legally obligate the company. 22. Customer shall take all reasonable steps to protect Bibliotheca’s intellectual property rights. V. MISCELLANEOUS 1. Force Majeure. The Parties will not be liable for any delay or failure to perform their obligations if that failure or delay is due to any cause or condition beyond the control of that party and, in particular, without limitation, any failure, damage or loss due to fire, flood, exposure or any act of God, industrial disturbance, failure of electrical telecommunications networks, acts of vandalism, sabotage, civil services, war, changes in legislation or regulations of any government or governmental agency, refusal or revocation of a ny license or consent by the government of any authority. 2. Limitation of Liability. The liability of Bibliotheca, its agents, employees, subcontractors and supplies with respect to any claims arising out of the performance or non -performance of obligations under the Agreement, or the design, manufacture, sales, delivery, installation or use of the Work or materials or the condition of other services hereunder irrespective of the theory upon which any claim may be based, including, without limitation, breac h of the Agreement, breach of warranty or tort (including negligence), indemnity, strict liability or otherwise (i) shall in no event include consequential, indirect, special or similar damages including, but not limited to, loss of profits or revenue, or loss of business, and Customer hereby irrevocably waives any right it may have to any damages in excess of actual and incidental and (ii) except with respect to indemnity claims for personal injury (including death) or damage to property of third parties, shall in no event exceed in the aggregate 100% of the Purchase Price or the scope and limits of insurance required to be maintained under the terms of the Agreement, whichever is less. The limitation of liability shall prevail over any conflicting or inconsistent provisions contained in the Agreement except where such conflicting or inconsistent provisions provide a more restrictive remedy. 3. Change orders. Customer is fully responsible for any and all costs that are incurred as a result of changes initiated by Customer to this Agreement, to any other contract signed between Bibliotheca and the Customer related to the Work, to any Purchase Order issued to Bibliotheca by the Customer related to the Work, and to any instructions provided to Bibliotheca by the Customer related to the Work. www.bibliotheca.com, page 9 4. Assignment. The provisions of this Agreement shall inure to the benefit of and be binding upon the respective successors and assignees of the parties hereto. A party to this Agreement will not sell, transfer, assign, license, franchise or otherwise part with possession or mortgage, charge or encumber any right or obligation under this Agreement without the proposed assigned agreeing in writing with the non-assigning party to observe and perform the terms, conditions and restrictions on the part of the assigning party to this Agreement whether express or implied as if the proposed assignee was an original contracting party to this Agreement. 5. Severability. Should any court of competent jurisdiction declare any provision of this Agreement invalid, then such provision shall be severed and shall not affect the validity of the remaining provisions of this Agreement. 6. Choice of Law: Venue. The laws of the State of Texas shall control the validity, construction and effect of this Agreement and also any extensions and/or modifications of it. Any action, suit, or other proceeding concerning this Agreement must be brought and maintained only in a court of competent jurisdiction sitting in Dallas County, Texas. 7. Notice. Any notice required or permitted to be delivered hereunder may be sent by first class mail, overnight courier or by confirmed telefax or facsimile to the address specified below, or to such other party or address as either party may designate in writing, and shall be deemed received three (3) days after delivery set forth herein: If intended for Customer, to: With a copy to: Jane Darling, Assistant Library Director Robert Hager William T. Cozby Public Library Nichols, Jackson, Dillard, Hager & Smith, L.L.P. 500 Southwestern Blvd. 1800 Ross Tower Coppell, Texas 75019 500 North Akard (972) 304-3660 Dallas, Texas 75201 JDarling@coppelltx.gov (214) 965-9900 If intended for Bibliotheca: Al Coalla, Director Bibliotheca 3169 Holcomb Bridge Rd., Ste. 200 Norcross, GA 30071 877-207-3127 ext. 121 a.coalla@bibliotheca.com 8. Entire Agreement. The complete understanding between the parties is set out in this Agreement and this Agreement supersedes and voids all prior and contemporaneous understandings, proposals, letters, agreements or conditions expressed or implied, oral or written, except as herein contained. Any amendment, modification, waiver or discharge of any requirement of the Agreement will not be effective unless in writing signed by the parties hereto or by their authorized representatives. 9. Headings. The headings in this Agreement are for convenience and reference and are not intended to define or limit the scope of any provision of this Agreement. www.bibliotheca.com, page 10 10. Third Parties. Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against the parties to this Agreement. 11. Exhibits. The exhibits attached hereto are incorporated herein and made a part hereof for all purposes. 12. Inter-Local Purchase. To the full extent permitted by local, state and federal law, the prices, terms and conditions of this Agreement, in part or in whole, may be extended to other similar governmental and non-governmental bodies without restriction and without compensation. The aforementioned bodies may or may not be affiliated with the parties to this agreement through a purchasing cooperative, inter -local participation agreement, consortium or other cooperative agreement designed to extend contractual terms agreed to by any one member to all members of the cooperative group. IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first hereinabove written. Signature below indicates agreement to all written terms in this document and its exhibits: BIBLIOTHECA, LLC DBA BIBLIOTHECA Signature: ________________________________ Name: Al Coalla Title: Director Date: ____________________________________ CITY OF COPPELL, TEXAS Signature: ________________________________ Name: ___________________________________ Title: _____________________________________ Date: ____________________________________ www.bibliotheca.com, page 11 Exhibit 1: Bibliotheca’s Response to RFP #0138 Ctrl + Click to follow link, below: Coppell Proposal-Bibliotheca www.bibliotheca.com, page 12 Exhibit 2: One Year Limited Warranty Bibliotheca warrants that the equipment provided in conjunction with any Bibliotheca developed and supplied system(s) under the terms of this Agreement to be free from factory defects for a period of one year from the date of installation. This limited warranty does not extend to any Bibliotheca product which, in the sole judgment of Bibliotheca has been subjected to abuse, misuse, neglect, improper installation, or accident, or any damage due to use or misuse produced from integration of the products into any mechani cal, electrical, or computer system. Further, any abuse, misuse, neglect, improper installation, accident, enhancement, modification, alteration or change made without Bibliotheca’s written consent will invalidate Bibliotheca’s Limited Product Warranty. In the event that it is determined the equipment failure is covered under this warranty, Bibliotheca shall, at its sole option, repair or replace the piece of equipment with functionally equivalent or better equipment and return such repaired or replaced equipment without charge for service or return freight. This limited warranty, except as to title is in lieu of all other warranties or guarantees, either express or implied, and specifically excludes, without limitation, warranties of merchantability and fitness for a particular purpose under the uniform commercial code, or arising out of custom or conduct. The rights and remedies provided herein are exclusive and in lieu of any other rights or remedies. In no event shall Bibliotheca be liable for any indirect or consequential damages, incidental damages, damages to person or property, or other damages or expenses due directly or indirectly to the purchased equipment, except as stated in this warranty. In no event shall any liability of Bibliotheca exceed the actual amount paid to Bibliotheca for a specific pi ece of equipment involved in the incident. Unless specifically contracted otherwise, warranty service is provided under the terms and conditions of Bibliotheca’s standard yearly support and maintenance agreement with the exception of any reference to software updates. www.bibliotheca.com, page 13 Exhibit 3: Terms and Conditions of Support and Maintenance These Terms and Conditions of Support and Maintenance are evergreen in nature and do not expire. Billing cycle for Support and Maintenance will be on an annual basis beginning with the Go Live Date. The Parties acknowledge that the fee for Support and Maintenance services are included in the first two (2) years after the Go Live Date and that payment of the annual Product Support and Maintenance Fee will commence in the third year following the Go Live Date, and for any extended one (1) year terms thereafter. I. Coverage. During the Initial Term of this Agreement and any optional one year terms thereafter, Bibliotheca will provide Customer support and maintenance services on an annual basis subject to Bibliotheca’s Equipment Lifecycle Policy and payment of the annual Product Support and Maintenance Fee, as applicable. The following services will be provided as described below: i. With the exception of consumable supplies (e.g. print ribbons) and parts with specified limited usage life spans (e.g. printer heads), Bibliotheca will repair or replace hardware components unless such failure is caused by Customer, as determined by Bibliotheca in consultation with the Custo mer. ii. Replacement parts, whether new or refurbished, will be equal to or better than the parts being replaced. Replacement parts will be provided on an exchange basis. End of Support (EOS) for Hardware products is specified in the attached document entitled Bibliotheca Maintenance and Equipment Lifecycle Policy. iii. In the event that the Customer reports material bugs or defects in the Software, Bibliotheca shall use commercially reasonable efforts to correct or replace the Software or provide the services necessary to remedy any programming error attributable to Bibliotheca that significantly affects the functionality of the Software. iv. Bibliotheca shall provide points of contact for Customer to report Product problems, failures, and defects and to request Product changes and enhancements. Only those individuals specifically designated by the Customer shall contact Bibliotheca in regard to such matters and Bibliotheca is not obligated to respond to any other employees except those specifically designated. v. Bibliotheca shall provide the maintenance and support services during the service period by telephone, facsimile, email, on site visit or any other means which its deems appropriate, at its sole discretion, to adequately provide those services. vi. Bibliotheca shall be responsible for outbound shipping costs of products and components covered under this Agreement. The Customer is responsible for shipping costs of products and components that are returned to Bibliotheca for replacement or repair. vii. As a part of this Agreement, Bibliotheca shall supply Customer any and all updates, improvements, and modifications to the Licensed Programs that Bibliotheca makes available to its licensees generally without charge, provided that Bibliotheca reserves the right to charge separately for new options or new applications that, in the discretion of Bibliotheca, constitute a new software product. www.bibliotheca.com, page 14 viii. Such updates, improvements, and modifications shall be provided to the Customer within the framework of periodic official releases. Software support will be limited to the two most recently distributed releases. ix. Maintenance services to be provided by Bibliotheca under this Agreement do not include: i. Correction of errors arising from changes, alterations, additions, or modification by persons other than the employees or agents of Bibliotheca or caused by the operation of the Product other than in accordance with the operating specifications. ii. Correction of errors arising from the fault, neglect, misuse, or omission of the Customer or its servants, agents, contractors, invitees, or any other person whether or not that person is under the control or direction of the Customer. iii. Rectification of errors or defects caused by the incorrect or unauthorized use, modification, revision, variation or translation of the software by the Customer or its servants, agents, contractors, or invitees. iv. Repair of damage arising from the failure or surge of electrical power, fusion, fire, air conditioning malfunction, damage caused in transportation , or any other environmental factor or cause other than a cause arising from normal use of the Product. v. Correction of errors caused by the use of computer programs not licensed by Bibliotheca for use by the Customer. vi. Customer shall be responsible for ILS/LMS-related changes and will bear the responsibility and costs incurred when these changes result in changes to Bibliotheca system configurations. II. Assignment of Warranties on Hardware Products . In addition to Bibliotheca’s obligations under the Maintenance Agreement, Bibliotheca hereby assigns to the Customer all rights of Bibliotheca under any manufacturer's warranties applicable to Hardware Products purchased under this Agreement to the extent such assignment is permitted under such warranties. Such assignment will be effective upon payment of the Total Purchase Price and all other charges invoiced for the shipment of the Products. Except as provided hereunder or pursuant to an executed Maintenance Agreement, Bibliotheca shall have no obligation to provide maintenance support or other services for Hardware Products purchased under this Agreement. III. Limitation on Services. Notwithstanding the above, in the event that Customer or any third party enhances, modifies, alters, or otherwise makes any change to t he Products without the prior express written consent of Bibliotheca, Bibliotheca shall have no obligation whatsoever to provide maintenance or support of such Products at any time after such enhancement, modification, alteration, or change. Notwithstandin g anything herein to the contrary, Bibliotheca’s obligation to provide maintenance and support for the Licensed Programs shall extend only to the most recent version and the next most recent version of the Licensed Programs provided to Customer. www.bibliotheca.com, page 15 IV. Upgrades. The information technology industry is dynamic and marked by frequent product replacement and upgrades. With respect to hardware and third party software, Customer retains the responsibility for the costs of purchase and installation of said upgrades necessary to maintain the functionality of system. V. Customer Obligations. During the term of this Agreement: i. Customer shall provide Bibliotheca with sufficient documentation, information, assistance, support, and test time on Customer's computer system to duplicate any reported problems, certify that the problem is with the Products, and certify that the problem has been corrected. Bibliotheca will be provided with remote access to systems to aid the troubleshooting and repair process. ii. Customer shall designate specific employees who will be trained in all aspects of the products, including trouble shooting. These, and only these employees, may contact Bibliotheca for matters related to this Agreement. iii. Customer shall perform problem definition activities and any remedial or corrective actions as described in the Licensed Programs customer manuals and other system documentation provided to Customer by Bibliotheca prior to seeking assistance from Bibliotheca. iv. Customer is responsible for performing scheduled preventative maintenance as per product specifications. v. Customer shall provide Bibliotheca’s Maintenance personnel with proper and safe access to the equipment and software at all requisite times for the purpose of providing the maintenance services. vi. Customer will provide Bibliotheca with at least thirty days written notice of the Customer’s intention to move the equipment to a location other than the premises. www.bibliotheca.com, page 16 Exhibit 4: Product Maintenance and Lifespan Policy The supplied self-service solution will be maintainable throughout the life of the equipment while it has a valid support contract. We recommend investing in a support contract for five years with agreed service level agreement. By investing in a support and maintenance agreement, all parts are replaced and/or repaired free of charge should they become defective during the life of the equipment. This excludes any consumables. Our solutions are based upon industry leading design and the high quality materials we use in our manufacturing processes. We recommend a practice of powering and shutting down your systems on a daily basis to preserve the operating capabilities of the internal PCs and peripherals. Our systems have been designed with quality components that minimize the risk of failure. We suggest that the system is monitored to ensure that any staff actions, such as replacement of consumables or bin emptying, are carried out regularly as required. Our recommended remote management solution, smartadmin™, provides staff with extensive capabilities in monitoring and managing aspects of the solution both on the library floor and remotely, as well as collecting detailed transactional information. Quality Products: Our dedication to high quality in manufacture is a contributory factor in Bibliotheca self-service solutions regularly achieving 90% plus self-service statistics for all lending transactions. For All Products but Security Gates: Bibliotheca recommends that for planning purposes the expected lifespan of all hardware products (excluding security pedestals) is six years. After this period, Support will continue to be made available on a contractual year by year basis if this is considered economically viable (based on availability/cost of major components at that time). Bibliotheca’s intention is to meet the customer’s ongoing requirements and all efforts will be made to affect repairs on said equipment, but results may be limited by availability of parts or inventory. In all cases and to ensure that the customer uses the latest available technology, Bibliotheca allows customers to upgrade their equipment to the current levels at a 35% discount. Security Gates: Bibliotheca recommends that the expected lifespan for security pedestals is eight years. After this period, Support will continue to be made available on a contractual year by year basis if this is considered economically viable (based on availability/cost of major components a t that time). Bibliotheca’s intention is to meet the customer’s ongoing requirements and all efforts will be made to affect repairs on said equipment, but results may be limited by availability of parts or inventory. In all cases and to ensure that the customer uses the latest available technology, Bibliotheca allows customers to upgrade their equipment to the current levels at a 35% discount. RFID Tags: Bibliotheca guarantees its tags for the life of the items to which they are affixed. Should the Customer find a tag that is inoperable, Bibliotheca will replace it, free of charge. Automated Materials Handling: Bibliotheca recommends that the expected lifespan of the smartsort™ 100, smartsort™ 200, and smartsort™ 300 is ten years; the smartsort™ 400 is set at eight years. Bibliotheca’s trade-in program allows customers to trade smaller sorters toward the purchase of larger ones at any time, with a yearly straight line depreciation of just 15%, with a sorter up to five years old. For example, if the Library spends $20,000 on a sorter and in three years elects to trade up to a larger unit, it will receive $11,000 in credit toward that new purchase. www.bibliotheca.com, page 17 Exhibit 5: Software License Agreement Bibliotheca, LLC (“Bibliotheca”) hereby agrees to grant the City of Coppell, Texas (“Customer”), who agrees to accept, the following licensed rights and limitations (“License”) for Customer’s use of Bibliotheca -provided software. 1. Software: Software, under the terms and conditions of this License (referenced hereinafter as “Software”), means any of the following components provided to Customer by Bibliotheca: i. Any computer programs provided by Bibliotheca, either consisting of a set of instructions, calculations and/or statements loaded in a computer (or a device which incorporates a computer) or recorded on a computer readable medium for loading in a computer; ii. Supportive instructional/reference materials such as: training materials, manuals, on - screen tutorials, and other computer program relevant material s whether on paper or computer readable media (“Documentation”); and iii. Any new release, update, upgrade, enhancement, addition, supplement, modification of a program or additional Bibliotheca Software and/or its Documentation provided by Bibliotheca, subsequent to the initial delivery, that is not licensed by specific reference under a mutually agreed upon separate license agreement. 2. Grant of License: Bibliotheca hereby grants Customer and Customer hereby accepts a non-transferable, non-exclusive license, under applicable copyrights and/or trade secrets, to use Bibliotheca-provided Software only on the specific computer(s) for which it was registered and delivered to Customer. All Software (other than Documentation) will be provided by Bibliotheca to Customer in machine-readable object code only. Customer acknowledges that it does not acquire any rights of title or ownership in the Software (including Documentation) and agrees that all proprietary rig hts to the Software shall at all times remain with Bibliotheca or its relevant third-party provider. Customer may, for its internal use only, print or otherwise reproduce Vendor -developed Documentation if all included Bibliotheca markings, e.g. trademarks, copyrights and statements of confidentiality, are included on each copy. Customer acknowledges and agrees that any third party documentation supplied by Bibliotheca, which is marked as copyrighted and/or confidential, shall not be copied or reproduced in any manner. 3. Term of License: This License shall remain in force from the date of delivery and continue until Customer ceases all use of the Software or Customer’s licensed rights are terminated for cause. Customer acknowledges and agrees that if this Agreement terminates for any reason, all of Customer’s licensed rights to the Software (including Documentation) are relinquished and, within five business days thereafter, Customer (at Vendor’s option) will either deliver to Vendor or destroy the original an d all copies of the Software including its Documentation. Upon Bibliotheca’s request, Customer agrees to certify to Bibliotheca in writing its full compliance with this provision. 4. Assignment: This License and any rights granted herein shall not be transferred, sub-licensed or assigned to any third party without the prior written consent of Bibliotheca. www.bibliotheca.com, page 18 5. Termination: If Customer neglects or fails to pay the specified license fees, or fails to adhere to any of its obligations hereunder, this license may be immediately terminated by Bibliotheca for cause. 6. Security and Limitations of License: Customer acknowledges and agrees that: i. All Software and upgrades of Software (including its Documentation), which are provided to Customer by Bibliotheca, contain proprietary copyrighted, trade secret and/or confidential information of Bibliotheca or its relevant third-party provider; ii. Customer shall not decrypt, reverse engineer, reverse compile, modify, or create derivative works of the Software; iii. Customer and its employees shall take all reasonable precautions to safeguard and hold all Software, including upgrades, additions and enhancements, in confidence, at least to the same extent that it protects its own most valuable confidential information; iv. If Customer violates this License or does not pay the agreed upon licensing fees, Bibliotheca will have all of the rights provided herein and available under law, including the right to injunctive relief; v. If any other communication, agreement or purchase order conflicts with, or may affect interpretation of, the understandings set forth herein, this License shall control as the singular expression of licensed rights. www.bibliotheca.com, page 19 Exhibit 6: Payment amounts for First Two Years after Go Live Date Bibliotheca, LLC 403 Hayward Ave. N. Oakdale, MN 55128 United States 3169 Holcomb Bridge Rd., Ste. 200 Norcross, GA 30071 United States www.bibliotheca.com info-us@bibliotheca.com Proposal for Cozby Library and Community Commons RFID Conversion Submittal date: April 26, 2016 www.bibliotheca.com, page 2 Table of Contents Executive Summary ...................................................................................................................... 6 Strategic Vision. ................................................................................................................................. 6 Outstanding Service. ........................................................................................................................ 6 Easing the Transition ......................................................................................................................... 6 Maximize Digital Collection. ............................................................................................................ 6 6. Training and Service Requirements ..................................................................................... 50 7. Installation Requirements ...................................................................................................... 51 8. Warranty and Service Requirements ................................................................................... 51 Pricing Table ................................................................................................................................ 54 Maintenance Costs .................................................................................................................... 55 Appendix ..................................................................................................................................... 56 Company Background and Experience ................................................................................. 57 Financial ....................................................................................................................................... 57 Facilities ........................................................................................................................................ 57 Legal ............................................................................................................................................. 57 Technology Expertise ................................................................................................................. 57 Location of Manufacturer ......................................................................................................... 58 Company Leadership ................................................................................................................ 59 Bibliotheca Project Team .......................................................................................................... 60 References .................................................................................................................................. 61 Proposed Solutions ..................................................................................................................... 63 smartlabel™ RFID Tags ................................................................................................................... 63 PAD Staff Workstation Model 895/896 .......................................................................................... 68 Mobile Conversion Station Model 812 ......................................................................................... 70 USB-Conversion Station Kit Model 815 .......................................................................................... 71 Detection System Model 9100 Series ........................................................................................... 73 Command Center .......................................................................................................................... 74 SelfCheck R-Series........................................................................................................................... 75 Digital Library Assistant ................................................................................................................... 77 Command Center .......................................................................................................................... 82 Implementation .......................................................................................................................... 83 Management of System Implementations ............................................................................. 83 Considerations ................................................................................................................................ 83 Installation Responsibilities ............................................................................................................. 84 Acceptance Tests ........................................................................................................................... 84 Timeline & Approach ..................................................................................................................... 85 www.bibliotheca.com, page 3 Customer Account Management ........................................................................................... 89 Concerns and support issues ........................................................................................................ 89 Reporting on the quality of services ............................................................................................. 89 Project Management ................................................................................................................ 90 Roles and Responsibilities: .............................................................................................................. 90 General ............................................................................................................................................ 90 Solution Set-Up ................................................................................................................................ 90 Delivery and Installation ................................................................................................................. 90 Formulating the Project Plan ......................................................................................................... 90 Training ......................................................................................................................................... 93 Technical Training ........................................................................................................................... 94 Staff Training ................................................................................................................................ 95 Documentation .......................................................................................................................... 96 Service & Support ....................................................................................................................... 97 Web Support Portal .................................................................................................................... 97 Help Desk ..................................................................................................................................... 97 AMH Drawings ............................................................................................................................. 99 Sample SLA ................................................................................................................................ 100 Confidentiality and limited use The content of this proposal is strictly confidential and is not to be passed to, or transferred by any means, in whole or in part, to any third party without the express and prior written authority of Bibliotheca. Accuracy of RFP and warranties The information contained in this document represents Bibliotheca’s current view of the planned RFID deployment. The RFID industry is particularly dynamic, and Bibliotheca’s proposal must constantly be updated to reflect changing market conditions, technologies, and standards. This document must not be interpreted as a commitment on the part of Bibliotheca, and Bibliotheca cannot guarantee the accuracy of any information contained in this report after the date of its publication. This document is intended for informational purposes only, and Bibliotheca offers and makes no warranties, express or implied, in this document, unless clearly stated. Products, logos, and company names contained within this report may be the trademarks of their respective owners, and where this is the case, these are acknowledged. All rights reserved: Bibliotheca, LLC DBA Bibliotheca, 2016 www.bibliotheca.com, page 4 April 26, 2016 Victoria Chiavetta Director William T. Cozby (Coppell) Public Library 500 Southwestern Boulevard Coppell, Texas 75019 Re: RFP for Cozby Library and Community Commons RFID Conversion Dear Victoria, The Coppell Public Library wants to transition to RFID and reap its many benefits: self-checkout for your patrons and increased efficient workflows for your staff. Another great feature of transitioning to RFID and implementing our SelfCheck™ Kiosks is increasing visibility for your 3M Cloud Library directly to your patrons. Your patrons will be able to check-out digital books from the Cloud Library directly from our kiosks, increasing the Cloud Library usage rates. Bibliotheca has a thorough understanding of the Coppell Public Library challenges. Based on our understanding of your needs, we have designed an RFID and AMH solution that will maximize self-service usage rates and enhance patron service. With more than 45 years as a library-only vendor, we will provide the following: • Increased Patronage. Our revolutionary SelfCheck™ QuickConnect Interface allows you to better connect patrons with the Coppell Public Library and its community. With the help of the Patron Promo tool, your patrons are more likely to take advantage of library services and events. And, the Recommended Reads tool helps your patrons’ plan their next reads and visits to your library. Combined, these tools help drive circulation. Our user interface is also configurable to leverage your existing branding strategy for your community. • Maximized Self-checkout Usage. With the help of the SelfCheck™ System, you will achieve your strategic project goals. The intuitive user interface makes self- checkout quick and simple for your patrons. This leads to satisfied patrons and return visits. Maximizing patron self-service means your staff will have more time to assist patrons with the services they value most. • Quiet and Effective AMH. Our AMH system is noise level rated for library use – providing your staff a quiet and comfortable working environment. The highly accurate sorting of returned materials virtually eliminates the need for your staff to manually resort materials. • Guaranteed System. The Coppell Public Library can rest assured that our products will efficiently and smoothly interact with your existing 3M equipment. In October 2015, OEP purchased 3M Library Systems, but the same products and people are available to our patrons. If the Coppell Public Library is not completely satisfied with the performance of our proposed RFID and AMH Systems within one year of installation, you may return the systems for a complete refund. That is our guarantee to you. www.bibliotheca.com, page 5 Another great benefit of choosing Bibliotheca to be Coppell Public Library’s RFID partner is that we have worked on previous projects with the chosen Architect, Hidell Associates. Bibliotheca has worked with Hidell Associates on the Farmington Public Library, in New Mexico. We look forward to building on our partnership with the Coppell Public Library for all its current and future RFID and AMH needs. If you have any questions, please contact me. Sincerely, Shawn Brumley Business Development Manager 877-207-3127 ext. 375 s.brumley@bibliotheca.com Executive Summary www.bibliotheca.com, page 6 Executive Summary As libraries around the world know, our proposed RFID System is very easy to use and highly efficient. Such benefits give your staff more time to work on your library system’s new public service activities. Additional benefits to choosing Bibliotheca as your RFID partner include: Strategic Vision. Shawn Brumley, your Bibliotheca account representative, and our project team will provide your staff with expert advice regarding your current and future library technology needs. This includes a thorough assessment of your branch footprints and staff needs. The result is a detailed roadmap that includes the best location and configuration of your products – helping to increase product visibility to maximize usage by your patrons. Outstanding Service. You can trust our technicians to be onsite quickly to keep your RFID equipment running at peak performance. We have technicians in and around your area that are specifically trained on our RFID products. And, our technicians carry the most commonly used parts in their service vehicles. This ensures prompt onsite repairs. In addition, we have a 24/7 hotline to answer any of your questions. Unmatched Security. We offer high-performance, ISO-compliant RFID tags that reliably detect items throughout your collection. And, our Detection System gates greatly enhance materials security – minimizing unauthorized removal of print and multi-media items from your library. With the addition of our Command Center software, your staff is alerted when unauthorized materials are removed from your libraries. Easing the Transition. We specialize in change-management services. Our dedicated onsite team takes the time to ensure your staff is comfortable with its new RFID System. And, we help guide your team members as roles expand so they can help patrons with the services they value most. Our team’s job is not done until your staff is completely satisfied. Maximize Digital Collection. Now there is yet another way to drive circulation of the Cloud Library. The Recommend Reads tool on the QuickConnect Interface now lets patrons browse, check out or put eBook and eAudiobook titles on hold – directly at the SelfCheck™ System unit. And, your staff can easily promote any categories from the Cloud Library digital book shelves, such as local authors, monthly best sellers, children’s categories, etc. Please see the following pages to see how our RFID solution will revolutionize the Coppell Public Library, its patrons, and staff. www.bibliotheca.com, page 7 Model 895 Pad Staff Workstation  “Plug-and-play” technology  Staff use the same ILS screens they’ve always used, with added integration of RFID  Minimum 8 inch read range  No additional mouse clicks required by staff Digital Library Assistant For inventory management, we recommend our Digital Library Assistant  Lightweight, ergonomic design that packs a punch: can read books as thin as 1/8th thick at a rate of ten per second  Touchscreen with programmable keys  Powerful battery that lasts seven hours, with only 4 hours downtime to recharge at night  Powerful software comes pre-installed, which allows staff to upload multiple lists of desired items directly from your ILS www.bibliotheca.com, page 8 Security Gates To protect your collection, we recommend our Model 9100 Security Gates.  18 to 20 inches bi-directional read range-one of the most powerful in the market  Attractive clear corridor design  Several options for alarm lighting colors  ADA-compliant  Variety of flexible mounting options for your library’s needs: direct mount, buried cable, or base plate  All options are configured by staff, which include: lighting options (including color and intensity), alarm level noises, and alarm settings based on direction of travel (in/out) For self-checkout stations, we recommend our R-series. For Coppell Public Library, we specifically our Tabletop version to integrate into the library’s current design and furniture.  The complete solution: integrated barcode reader, RFID reader, 22” touchscreen monitor, and payment solution with a receipt printer  Easy-to-use interface, designed for library patrons  Frees up staff to complete other tasks  Integrated payment  Real-time integration with your ILS www.bibliotheca.com, page 9 RFID Tags For RFID Books tags, we recommend the smartlabel™ 100 RFID tags.  Fully ISO compliant  Guaranteed for the life of the item that it’s affixed to  Keeps every book or magazine in your collection safe and secured  Only 2 x 2”  Can be clear, or made with pH-neutral paper For multimedia items, we recommend our Stingray tags.  Fully ISO compliant  Guaranteed for the life of the item that it’s affixed to  Keeps every CD/DVD in your collection safe and secured Mobile Conversion Station For Conversion Stations, we recommend the Mobile Conversion Station. These carts are slim, mobile carts that are designed for wireless tagging in the stacks. Hundreds of libraries across the United States have used these carts and our conversion process to convert their entire collections: big and small.  Developed for fast mass conversions  Battery with 8 hours of power  Includes everything you need: tag dispensers, laptop, barcode scanner, and an RFID pad  No ILS connection required  Available for lease and purchase www.bibliotheca.com, page 10 All of these stellar products come backed with our support, professional project management, and transitional training. Our solution for Coppell Public Library has many facets that are not immediately obvious to patrons, or even to staff. But it’s these facets that set us apart from the competition: our support team, project management team and implementation, and software solutions that keep our products running at peak efficiency.  Real-time Interface to the ILS: When required, all of our products will integrate seamlessly with your ILS, Polaris, via a SIP2 connection. This protocol ensures that all of our products will connect with your ILS to ensure that all transactions are uploaded and automatically your patrons’ items, fines, holds, and more.  Transition Training: Training is provided for the initial implementation at no charge. Onsite installation and training will take place once Bibliotheca has delivered all hardware and software. Trainers will not leave the premises until the library agrees that staff is up and running. We aim to deliver a comprehensive training program to optimize staff refocus to customer service.  Professional Project Management: Bibliotheca will assign a project manager, who will consult with the library to ensure that the perfect product mix is decided upon, installation is seamless, training is effective, and ongoing support remains a priority. Our project manager will meet with your staff to develop a plan that enables you not only to have a smooth transition to RFID, but also to take advantage of the capabilities that RFID offers. Our team will review floor plans to better understand how to work within your space. This site plan help determine implementation recommendations.  Product Support: The solution will be maintainable throughout the life of the equipment while the Library has a support contract. Bibliotheca can offer a number of options, including annual maintenance with no signed contract, annual maintenance with a signed contract, and even prepaid maintenance, with discounts of up to 20%.  Support and Maintenance: Our products are backed with installation and training, project management, and support, provided through our help desk. With our telephone and web-based support, should a library ever experience a problem, technicians are able to provide knowledge and guidance.  Best Warranty in the Industry: Bibliotheca is offering a two year warranty at no additional cost, with the hope that this will eliminate any perceived risk the library might have in selecting Bibliotheca as its technology partner.  100% System Performance Guarantee: Should you decide that our solutions do not meet your expectations, we will refund the purchase price of the system. In addition, please note that the first year of maintenance and support is included in the purchase price of the system. Specifications www.bibliotheca.com, page 11 Section Requirement Vendor Code and Notes General Requirements (C, D, DV, P, N) 5.3.1 All system components must be UL, CE, and FCC Part 15- Certified; SIP2, RS- 232 TCP/IP Ethernet 10/100/1000 and 802.11b/n (wireless) compliant. C 5.3.2 The proposed system and all its components must be entirely compatible with, and in no manner interfere with, the integrated library system, its computer clients, reporting criteria, day end processes, back up process or other components. C Our products integrate with your ILS via a SIP2 connection. 5.3.3 Proposed system must provide application- specific software to incorporate all hardware (detection systems, staff station readers, cataloging stations, patron self-check stations, inventory wand and book return system), the C Our proposed products each have its own specific software, and can be monitored in our Command Center Software. www.bibliotheca.com, page 12 circulation RFID tags and any other RFID related hardware into the system. 5.3.4 Proposed system must interface with the Library’s existing automated library system using SIP2 protocol. C 5.3.5 Proposed system must not interfere with other equipment, automated library system clients or PCs that may be nearby. C Our products will not interfere with any other equipment. 5.3.6 Proposed system must be able to connect through Library’s Ethernet network via wired connector and/or secured wireless network. C 5.3.7 RFID system must be upgradeable for changes in technology, such as, but not limited to; tag size and function. C We are compliant with all of the current ISO standards. 5.3.8 Vendor must work with the integrated library system vendor to resolve any RFID- ILS functionality problems. C 5.3.9 Proposed system must be capable of working with C www.bibliotheca.com, page 13 the latest version of Polaris. 5.3.10 RFID system must be ISO 28560-1 and ISO 28560-2, 18000-3 Mode 1 complaint C 5.4 Vendor Information 5.4.1 Provide a brief description of your company including the name(s) of its owners and/or principal officers, date of origin and/or incorporation, length of time in the library automation field, and length of time supporting the System being bid in response to this RFP. Bibliotheca has two offices in the United States, and more throughout the world, originating in Switzerland. Our US operations were incorporated in Delaware in 2011. We have over 45 years of experience creating and perfecting RFID and AMH solutions for libraries. Our current proposed products have been in US libraries for approximately the last 10 years, with hundreds of satisfied customers in every state. 5.4.2 How many FTEs work for your company? In our two US offices, approximately 150 fulltime employees. 5.4.3 What is the percentage breakdown of staff among sales, R&D, support, and other vendor functions? Approximately 25% make up our sales team; 25% R&D; 25% support; and 25% in other various areas. 5.4.4 Identify the number and location of sales and support personnel accessible to The Library. We will have at least three people who will be a point of contact at all times for your various needs for project fulfillment. They will be located out of our Atlanta or Minneapolis office. www.bibliotheca.com, page 14 5.4.5 If your company is currently for sale or involved in any transactions to expand or to be acquired by another organization, explain. Bibliotheca is not currently for sale or involved in any transactions to be acquired by another company. However, bibliotheca has recently expanded to include the former company 3M Library Systems. For more information, please see our answer below. 5.4.6 If your company has been involved in a reorganization, acquisition, or merger in the last three (3) years, explain. In October 2015, 3M Library Systems was acquired by One Equity Partners, which heads up the Bibliotheca Group. The new Bibliotheca Group will combine the best assets of each company to help libraries captivate their communities, providing innovative library-focused products. Each company brings unique services to the market, which combined will provide libraries with an unparalleled portfolio of solutions to help them serve their community at home, at the library and on the go. Between the four companies, we share nearly a century of experience providing self-service solutions to libraries. 5.4.7 If your company has been involved in the last three (3) years in public litigation with a client or a third-party vendor related to the System that is being bid in response to this RFP, explain. Our company has not been involved in any litigation procedures within the last three years. 5.4.8 Describe your firm’s experience in providing automation services to mid- sized public libraries. Be specific. We have installed, maintained and supports hundreds of AMH products across the United States. We have found many solutions for our customers, whether it’s a 3-bin system or a 20 bin, multi-branch solution. 5.4.9 Describe your position in the RFID marketplace. With our two product line offerings, no other company can offer the full suite of RFID products for libraries that bibliotheca can. www.bibliotheca.com, page 15 5.4.10 How many years has your company worked within the library automation industry? For more than 45 years. 5.4.11 Describe your company’s commitment to product development in the last three years. Bibliotheca is constantly evaluating our current product offering, to determine what needs the library market currently possesses. Because we can offer more RFID, AMH, and digital products for libraries, more than any other company in the market, we have evaluated what we can offer to our potential and current customers. With our newest product line addition, we continued 3M Library Systems vision and goals with products like 3M Cloud Library. 5.4.12 How long has the System that you are bidding in response to this RFP been actively marketed? For more than 10 years. 5.4.13 How does your company actively participate in the development and use of industry standards? Bibliotheca actively participates in the development and use of industry standards in many ways. We utilize SIP to connect our RFID products with a library’s ILS; we are compliant with every ISO standard 5.4.14 Name the System that you will bid in response to this RFP and describe it in several succinct paragraphs. We are proposing several different products; please see the Executive Summary in our proposal for product descriptions and to see how bibliotheca will solve problems for Coppell Public Library. 5.4.15 State the dates and general content of the last three general releases or major upgrades of that System. C From the last major update to liber™ software, dated 29 May 2015: the main feature for that release was an added option to disable manual typing of patron barcode. Our revolutionary smartlocker™ received an overhaul with lots of product upgrades, such as having the RFID antenna directly in the aperture instead of using a separate smartserve™ 400; another huge update to our system is of course www.bibliotheca.com, page 16 the introduction of the 3M Cloud Library. Adding Cloud functionality to our products is an on-going project. 5.4.16 How many customers are currently running production versions (not experimental or test versions) of the System that is being We have hundreds of happy customers across the United States who are currently utilizing all or a mixture of our proposed system for Coppell Public Library. 5.4.17 List libraries of similar size and characteristics to Purchaser that are currently using the System. Identify a central contact person for each, including name, address, telephone number, and email address. C For references, please see the Reference section in our proposal. 5.4.18 If customized code is required, this source code must be included in future upgrades of the software and must be fully documented by the vendor. N/A No such customized code is required. 5.5 Self- Check Units 5.5.1 Proposed system’s RFID self-check units must be able to read item specific identification numbers, communicate to C www.bibliotheca.com, page 17 the host circulation system to update the Library’s inventory, and turn the security bit off. 5.5.2 Option must be available to notify a staff person whenever a patron is blocked in any part of the transaction. Notification should be done in the form of a pop-up window that appears on a designated staff computer. C 5.5.3 Proposed system must be dual function – capable of processing RFID tags or item bar codes in the same transaction. C 5.5.4 Proposed system must read the type of library cards currently in the library, and should be able to facilitate a migration to other technologies under consideration by the library. The library currently uses a MOD-10 barcode. C www.bibliotheca.com, page 18 5.5.5 Proposed system must have the ability to be built into circulation desks, with touchscreen monitors that display instructions for use. C For Coppell Public Library, we recommend our R- Series SelfCheck™ Kiosk, Tabletop version. This kiosk has all of the components of our full free- standing model, but can be installed on top of your counters. 5.5.6 Proposed system must be touch screen. C 5.5.7 Proposed system must have the ability to print out all information for a patron transaction on a single receipt. Such receipt should be customizable to incorporate library identity, hours etc. C Your staff can customize your receipts in Command Center, our reporting and monitoring software. 5.5.8 Proposed system must have the ability to perform check in and check out functions using RFID tags C 5.5.9 Proposed system must simultaneously process multiple RFID-tagged items up to 30cm (1 foot) from reader. C 5.5.10 Proposed system must be capable of reading item barcodes located in various C www.bibliotheca.com, page 19 positions, including inside or outside, top or bottom of the front or back cover, or inside on the top or bottom of the front or back fly page 5.5.11 Proposed system’s self-check units should have customizable messages based on patron and item status. C 5.5.12 Proposed system must display ILS system information relating to patron or item status. C 5.5.13 Proposed system must provide visual and audible feedback during the transaction. C 5.5.14 Proposed system must have the ability to display select information from patron record, such as number of items checked out, number of items on hold, outstanding fine/fee information without compromising patron privacy C 5.5.15 Proposed system must have C www.bibliotheca.com, page 20 customizable instructions. 5.5.16 Proposed system must currently display multiple language options on self-check unit banners, instructions and messages. They must be available in languages, including but not limited to English and Spanish. C We currently offer approximately 60 different languages. 5.5.17 Proposed system stations must deactivate the theft or security bits on the materials when checked out. C When a patron checks out an RFID-tagged item, the SelfCheck™ kiosk or staff workstation will turn the security setting in the RFID tag to ‘off’. 5.5.18 Proposed system must have the ability to perform off-line transactions and maintain records of all barcodes checked out when the ILS is offline, and then upload transactions when the ILS is back online C Both our SelfCheck™ Kiosks and staff workstations utilize the same Store and Forward™ function. If communication with your ILS is lost, these system components will store any transaction information on those local components, and then forward them to the ILS when communication is restored. 5.5.19 Proposed system must provide performance statistics that can be accessed through the web. Data must be broken down by day of the week C Reports showing this type of data is available through our Command Center software. It’s accessible through a web browser. Staff can view and save all performance statistics reports. www.bibliotheca.com, page 21 and hour of the day. Data to include: Number of transactions, type of transaction, and number of successful and unsuccessful transactions. 5.5.20 Proposed system must offer the patron the option of either email or paper receipt. C 5.5.21 Proposed system must offer web- based remote monitoring which must include instant email notification, monitoring of check-in and out rates, web-based troubleshooting, and the ability to obtain statistics for each machine from any location C All of these features are available through Command Center. 5.5.22 Proposed self- checkout system must provide at least 90% first time user success for the library customers. C 5.5.23 Proposed system must offer the option of a stand- alone kiosk or the ability to build into a RFID friendly counter. C For Coppell Public Library, we are recommending the Tabletop version of our R-Series SelfCheck™ Kiosk. This version sits on top of any surface that the library chooses. www.bibliotheca.com, page 22 5.5.24 Proposed system must allow remote access to self- check machines from staff stations. C Using Command Center, staff can change certain settings on different selfcheck kiosks remotely. 5.5.25 Self-checkout system must have the ability to pay fines/fees with a credit and debit card. C 5.6 Staff Workstations 5.6.1 Proposed system must have a thin (less than 1”) reader pad that provides easy installation. C Our proposed product, the Model 895 Staff Pad Workstation, is only .6 inches thin. 5.6.2 Proposed system shall be compatible with Library’s standard circulation desk computers, barcode scanners, and receipt printers. C Our solution is a “plug-and-play” product: your staff member plugs it into the staff computer via its USB cable, and it’s ready to go. 5.6.3 System hardware must be attractive and contemporary and be able to be integrated into Library’s own furniture. C 5.6.4 Proposed system must be able to mount in, on, or under the work surface of a circulation station C 5.6.5 Proposed system readers must C www.bibliotheca.com, page 23 function when positioned under existing Library slate, granite, wood or laminate-topped desks. 5.6.6 Proposed system must have an RFID read range of 8 inches minimum for book tags. C 5.6.7 Proposed system must provide dual function: capable of processing RFID tags or bar codes in the same circulation transaction C 5.6.8 Proposed system readers must be able to read tags and display the information thereon C 5.6.9 Proposed system must be able to be used for checkout and checkin of library materials C 5.6.10 Proposed system must simultaneously process multiple RFID-tagged items for check-in/out C 5.6.11 Proposed system must provide a displayed count of the number of items processed simultaneously to C www.bibliotheca.com, page 24 ensure complete check-in/out transaction processing. 5.6.12 Proposed system must have the ability to read, program, and reprogram RFID tags. C 5.6.13 Proposed system must allow configuration of item identifier parameters to automatically prevent programming of partially scanned or incorrectly scanned barcodes. C 5.6.14 Proposed system must be able to work with a weed list (a list of items to be removed from the Library), to automatically alert staff to weed an item upon scanning the barcode, before applying an RFID tag on conversion. C 5.6.15 Proposed system must have a “hot key” feature that can be set up to mimic the Integrated Library System (ILS) F – Key setup so there is only one key C www.bibliotheca.com, page 25 stroke to change the system from check-out to check-in module. 5.7 Security (Detection) System 5.7.1 Proposed system must have a read range of at least twenty-four inches (24”) in either direction of each gate. D Our proposed product, the Model 9100 Security Gate System, has a read range of 18-20” of read range of either side. Due to how RFID works and current standards in place, it is actually not possible for a security gate to have this wide of a read range. 5.7.2 Detection systems must be shielded from external interference from light fixtures, elevator motors, etc. C 5.7.3 Proposed detection system must include a patron counter which can be reset by library staff. C The patron counter for all of our security gates is integrated into the gate itself. 5.7.4 Proposed system must be able to issue visible and audible warnings C 5.7.5 Tags with theft or security bits that are “on” must immediately trigger an alarm. C 5.7.6 Proposed system must provide item security even when the Library’s integrated library system (ILS) host system or network C Our Security Gates do not require a connection to your library’s ILS to operate. www.bibliotheca.com, page 26 is off-line or not functioning 5.7.7 Self-diagnostics will insure that the system is operating correctly. C 5.7.8 Proposed system must offer multiple install options, including: a. Direct mount w/ADA compatible threshold plate b. Base plate, only minor floor modification e.g. drilling required for installation. c. Buried cables (recessed conduit under finished floor) d. Dual aisle exit detection systems must create an opening of at least 36 inches. C We offer all of these installation options. For requirement d.: our gates are ADA compliant. 5.7.9 Proposed system must provide tags that are 13.56 MHz to allow for wider security gates C 5.7.10 Proposed system shall be fully compliant with ISO 18000-3 Mode 2, and include both mandatory and optional commands specified in ISO 28560-1/58560-2. C www.bibliotheca.com, page 27 5.8 RFID Tags 5.8.1 Proposed system tag must be guaranteed for the life of the item on which it is originally affixed C 5.8.2 Proposed system must provide tags that are 13.56 MHz to allow for wider security gates C 5.8.3 Proposed system must provide tags with a range of memory options from 256 to 2048 bits that can be used simultaneously in the library C 5.8.4 All data on the RFID tag, including the item identifier field, must be fully rewriteable. C 5.8.5 Proposed system tags must enable the security status to be stored directly on the tag and must trigger an immediate alarm if an item not charged is read by the detection systems. C 5.8.6 Proposed system must offer tags in blank, generic library or library C www.bibliotheca.com, page 28 customized versions. 5.8.7 Proposed system tags must provide both security and inventory control functionality C 5.8.8 Proposed system tags must use an anti-collision algorithm that does not limit the number of tags which can be simultaneously identified and read. C 5.8.9 Proposed system tags must be adhesive-backed and one piece (tag and label integrated into one piece) to adhere to library materials without addition of an adhesive cover label. C 5.8.10 Proposed system tags must use a low acid, or neutral pH, adhesive C 5.8.11 Proposed system tags must be easily applied in one step, with no need for mouse clicks, keyboard input or touch screen entries for most item conversion C www.bibliotheca.com, page 29 5.8.12 Vendor must offer a portfolio of tag options that will give the choice of tag memory bit size. C 5.8.13 Proposed RFID tags must offer opaque black flood coat to hide antenna C 5.8.14 Proposed RFID system must offer punched tags feature to mark those that are inoperative C Instead of physically “punching” tags, we mark incorrectly working tags with a mark or sticker. 5.8.15 Proposed system must offer RFID tags that utilize the RTF (Reader Talks First) architecture. C 5.9 RFID Tag Standards 5.9.1 System must offer a clear migration path to ISO recommended standards when they are announced. C Bibliotheca stays involved in meetings that discuss currently-used ISO standards, so that we can anticipate any changes. 5.9.2 System must provide a product that can read multiple published tag data formats at the same time C 5.9.3 Vendor must publish their tag data format C 5.9.4 System must allow for reading of existing tag data standard as well C www.bibliotheca.com, page 30 as a new ISO tag data standard when it is announced. 5.9.5 Vendor must show participation on the U.S. NISO working group for library RFID standards. C 5.10 RFID Tag Quality 5.10.1 Vendor must test tags for long term reliability using accelerated aging testing and show the data. C 5.10.2 Vendor must show the test methods used. C To ensure longevity and serviceability, tags are quality checked at the production line. Defective tags are replaced with working tags. Each tag is provided with a performance guarantee and capability to provide over 100,000 read/write operations (or an approximately ten year lifespan). This assumes tags have been applied to items kept within conditions between 15-25° of 40- 60% humidity. 5.10.3 Vendor must show tag quality test data for a C Please see the above image. www.bibliotheca.com, page 31 period greater than 10 weeks for the tag being proposed. 5.10.4 Vendor must demonstrate the data in both graphical and numeric formats. C 5.10.5 Vendor should demonstrate that the read range on the RFID tag will not decrease more than 50% over 10+ years C We guarantee our RFID tags for over 100,000 read/write operation (or an approximately ten year lifespan). 5.11 Portable Handheld Reader 5.11.1 Portable handheld reader must be a cordless, one- piece design, to be held in one hand C 5.11.2 Portable handheld reader must feature a touch screen display and may use a removable memory card. C 5.11.3 Total weight of the portable handheld reader must weigh less than 10 ounces, including battery, RFID reader, antenna, display and computing unit, and any other components that D There is no portable handheld reader on the market today that weighs less than 10 ounces. Our proposed solution, the Digital Library Assistant, is the lightest product on the market, and only weighs 1.4 pounds, or 22.4 ounces. www.bibliotheca.com, page 32 must be carried by the user (except receipt printer) 5.11.4 Portable handheld reader must be easily set down on a library shelf or cart when necessary to free the user’s hands. C 5.11.5 Portable handheld reader must incorporate an ergonomic design, to aid user in reading shelves at all levels, be easy to use and be relatively non- stressful to wrist, arm, shoulder and elbow. C 5.11.6 Portable handheld reader battery life must allow the user to work for at least 4 hours before charging or changing batteries is required. C The batter on our DLA allows a staff member to work for 6-8 hours at a time. 5.11.7 Portable handheld reader must be able to perform basic circulation functions including checkout, check- in, access patron account information, accept payment D www.bibliotheca.com, page 33 for fines and fees, search item and bibliographic information, and remove/enable item security. 5.11.8 Must be compatible with RFID and the Polaris ILS system C 5.11.9 Must have a print receipt option either built in or as an additional portable unit NP 5.11.10 Portable handheld reader must have built-in diagnostics for troubleshooting. C 5.11.11 Portable handheld reader must use an anti- collision algorithm that does not limit the number of tags which can be simultaneously identified and read. C 5.11.12 Portable handheld reader must have the capacity to download at least 100,000 items from Library’s automation system onto the portable handheld reader memory medium C Our DLA can store up to three million items’ information from your library’s ILS. 5.11.13 Portable handheld reader system must have C www.bibliotheca.com, page 34 the capacity to read multi-line, fixed-length-field, or delimited-field records from an electronic file containing shelf or search lists and create a portable database for use in a portable handheld RFID reader 5.11.14 Proposed portable handheld reader must accommodate data collection simultaneously with other functions. These other functions must include shelf reading, inventory, claim returned and weeding. C Our DLA can accomplish the following functions: Shelf Order – Allows staff to scan shelves and easily identify items that are miss-shelved, on a search list, unsecured, not in the database, or spine label error, etc. Collect Data – Allows staff to save collected Item IDs to a memory card which can be import to a PC as formatted text files. You can use these text files to update the data in your circulation system (for example, inventory reporting, or in-house use). Sort and Shelf – Allows staff to pre-sort a group of library items, allowing easier re-shelving. Search for Items – Will alert staff when an item is found on any of the active search lists, such as lost, missing, claims return, weed, etc. Shelf Item – Designed to help staff shelf an item in its correct location. Pull Items – Designed to help staff locate and pull items from a list such as a holds, or paging lists. Find Items – Provides a quick way to use the DLA to find items without having to create a pull list or search list. This function uses a simple user-defined search function (Specify Find Criteria) to find any item on a shelf-order list that is on the DLA's memory card. 5.11.15 Handheld reader must direct the user to items on “pull” lists and provide a method to keep track of C www.bibliotheca.com, page 35 which items have been found and which have not been found 5.11.16 Portable handheld reader must be multi- functional to provide efficient collection management C 5.11.17 Proposed portable handheld reader must accommodate shelf order checking to locate items that are out of place on the shelves. For duplicate items, the barcode (or order entry into the system) should not be accounted for. This capability must be sensitive enough to locate items that are out of place by as much as 5 inches. C Shelf Order – Allows staff to scan shelves and easily identify items that are miss-shelved, on a search list, unsecured, not in the database, or spine label error, etc. 5.11.18 Proposed portable handheld reader must accommodate data collection to collect and store identifiers of items scanned, and store those items in user-defined categories for C www.bibliotheca.com, page 36 upload. This capability must allow storage of up to 100,000 items prior to upload. 5.11.19 Proposed system must accommodate Sorting: to assist a user with sorting items on a shelf or cart. C Sort and Shelf – Allows staff to pre-sort a group of library items, allowing easier re-shelving. 5.11.20 Proposed system must accommodate Shelving: to assist a user with shelving an item. C Please see our answer to the previous question. 5.11.21 Proposed system must accommodate Searching: to identify items on multiple, user defined search lists, (e.g. Missing, Claims Returned, Billed, Lost and Paid, inventory, shelf check) C 5.11.22 The Search capability must be active during order checking, data collection, sorting, pulling, and finding functions, with option to turn it off if desired. C 5.11.23 Proposed system must accommodate Pulling: to assist C www.bibliotheca.com, page 37 the user with finding items on hold (reserve) or weed lists, or other user- defined lists available from the circulation system 5.11.24 Proposed system must accommodate Finding: to allow a user to quickly enter search criteria directly into the device, then search for items that meet that criteria. Must allow display of the title of item on the device. C Find Items – Provides a quick way to use the DLA to find items without having to create a pull list or search list. This function uses a simple user-defined search function (Specify Find Criteria) to find any item on a shelf-order list that is on the DLA's memory card. 5.11.25 Proposed system must accommodate Secure Status Checking: to allow a user to identify individual items that have not been properly checked out and have caused an alarm of the detection system. D Our DLA can change the security status of an item, allowing a staff member to scan a patron’s items to see which item set off the alarm. 5.11.26 Secure Status checking capability must also allow the user to scan items on library carts or shelves to identify individual items that have not been properly C www.bibliotheca.com, page 38 checked in and sensitized, before re-shelving 5.11.27 Proposed system must validate item identifier (barcode) data from input lists and provide a log of errors found. C 5.11.28 Proposed system must process results of data collection sessions or pull sessions, reading these results from the memory card and creating PC files containing lists of collected data, lists of items pulled, and lists of items not pulled. C 5.11.29 Proposed portable handheld reader must have the ability to upload barcodes to the Library’s circulation system C 5.11.30 Proposed portable handheld reader must have an audible tone and visible indicators to verify item has been identified. The audible tones shall be adjustable by the user C www.bibliotheca.com, page 39 5.12 Conversion Station 5.12.1 Proposed system must include a touch-sensitive screen and an optical bar code reader. C 5.12.2 Proposed system must be integrally designed on a compact cart with wheels for easy conversion in the narrow library aisles. C 5.12.3 Proposed system must be able to automatically dispense tags as they are programmed. C 5.12.4 Proposed system must function in standalone mode, not requiring an interface with the integrated library system C 5.12.5 Proposed system must be easy to use and able to convert at a rate of at least 200 items per hour. C 5.12.6 Proposed system must have a visible scan line to facilitate correct placement of material on the conversion station. C www.bibliotheca.com, page 40 5.12.7 Proposed system must be able to handle varying bar code locations and orientations C 5.12.8 Proposed system must allow configuration of item identifier parameters to automatically prevent programming of partially scanned or incorrectly scanned barcodes. C 5.12.9 Proposed system must be able to convert items from a list (when an optical bar code is unavailable or unreliable). C 5.12.10 Proposed system must be able to work with a weed list (a list of items to be removed from the Library), to automatically alert staff to weed an item upon scanning the barcode, rather than applying an RFID tag. C RFID Book Drop and Automatic Material Handler www.bibliotheca.com, page 41 5.13.1 Proposed system must read an individual RFID tag on an item, identify location and destination codes, sort and distribute an item by home location, item type, transit location, hold to fill a request, offer automatic hold receipts and an audio tone when materials with holds are checked in or any combination of the above. As an option, read barcode labels and desensitize items from other libraries C To read barcoded items, an optional barcode scanner can be added to our RFID AMH solution. Re-sensitizing EM security from other libraries is available, by adding one optional EM Kit at each return point. 5.13.2 Proposed system must allow staff to manually add materials to the sorter and sort process without using the public kiosks and without negatively affecting the automatic conveyance operation. This staff insertion point must have a barcode scanner. C We have included an option for a Staff Return Induction, which would include its own barcode scanner. 5.13.3 Proposed system must include flash memory drive and software to Our AMH solution automatically uploads all data from processing returned items to your ILS. If staff need to download information to our Digital Library Assistant, this info can be uploaded to the memory card on the DLA. www.bibliotheca.com, page 42 transfer data to the RFID handheld wand. 5.13.4 Proposed system must provide remote monitoring and diagnostics to monitor the return rate, troubleshoot and obtain usage statistics from any location C Our monitoring and reporting software, Command Center, can be used to monitor your AMH solution. 5.13.5 Proposed system must have the ability to connect to a full size printer. C 5.13.6 Proposed system must have data to prove at least 96% accuracy when items are placed in the RFID book drop one at a time. C The 3M Intelligent Returns utilize two RFID readers and multiple sensors to identify and track each item throughout the system for optimal accuracy and speed. The Intelligent Return requires the patron to enter one item at a time so that it can validate the item, and return it to the patron if the item cannot be identified. The Intelligent Return can also be configured to accept all items and send those it cannot identify to the exceptions bin. Therefore accuracy is close to 100%. 5.13.7 Proposed system must offer a gravity fed RFID book drop that provides real-time check-in C 5.13.8 Proposed system must offer a red, yellow, green light at patron insertion point. C 5.13.9 Proposed system’s public material return kiosks must accept all materials, even C Our solution includes a touchscreen monitor, receipt printer, clear operating instructions, and www.bibliotheca.com, page 43 those that cannot be read or identified immediately. It should include a touch screen monitor, receipt printer, clear operating instructions as to when to insert materials, to wait to insert items, how many items to insert at one time, when to wait, and when to continue to insert items. The public should be able to insert an item every 2 seconds. As an option, a red, yellow and green light system as visual clues to assist the public in when to insert items, and a patron option to print a receipt or not. visual and audible cues to aid the patron with returning their items. 5.13.10 Proposed system must handle a minimum of 600 items per hour at the public kiosks, 1,000 items per hour at the staff insertion point and total capacity for the sorter and conveyer system should be 2,300 C Our Intelligent Return patron and staff units can handle 1200 items per hour, and our sorter unit can process 2700 items per hour. Our proposed bins have a maximum capacity of 250 items, with an average capacity of 215 items. www.bibliotheca.com, page 44 items per hour. The bins/material storage container should have a minimum capacity of 200 items 5.13.11 Proposed system should operate at a noise level of 65 decibels or less C Our proposed system operated at 55 dB or less. 5.13.12 Proposed system should use a standard 120 volt outlet C 5.13.13 Proposed system should give the library the ability to expand or reconfigure the system with minimum effort, with no vendor intervention required, and the ability to reuse pieces already purchased. C When reconfiguring any system components, we highly recommend involving our AMH team, in order for optimum efficiency and troubleshooting. 5.13.14 State whether your company manufactures materials sorting equipment. If not, who is the manufacturer of the equipment? Bibliotheca manufactures our own equipment, via reputable, industry-leading fabricators. We assemble, install, and service all of our products and service offerings. 5.13.15 Installation of materials sorting equipment must be included. If the installation is subcontracted or outsourced, the company doing C bibliotheca installs our own equipment. www.bibliotheca.com, page 45 the installation must be named. 5.13.16 Describe the maintenance and support plans and costs for the material sorting equipment. Include policies for replacement of part and equipment. If you are not the manufacturer of the materials sorting and handling equipment, identify the manufacturer. Describe the warranty and any phone or live support included. C For more information about the details of our support and maintenance plans, please see the Support section in the appendix of this proposal. Policies for replacing parts and equipment are included in all of our service offerings. Bibliotheca manufactures our own equipment, via reputable, industry-leading fabricators. We assemble, install, and service all of our products and service offerings. We offer a one year warranty on every part of our solution for Coppell Public Library. For information about our phone and live support, please see the Support section in the appendix of this proposal. 5.13.17 Describe how much staff (in FTE), the Cozby Library and Community Commons will need for system implementation, management, operation, routine maintenance and troubleshooting. Describe the level of experience staff will need to work directly with the system. If chosen, one staff member will be designated as the routine maintenance and troubleshooting point of contact. If this method is chosen as a part of our support offering, 5.13.18 Describe how the proposed system will be customizable. Our proposed AMH solution is a customized offering. Small details, such as receipts and screens that your patrons see can be customized as well in Command Center. www.bibliotheca.com, page 46 What parameters, values, codes or settings can be changed by library staff without vendor intervention? 5.13.19 Describe the training you will provide to Cozby Library and Community Commons staff in the use of the equipment and system components. Provide an outline or summary of the training; include a list of topics covered and a sample of training handouts. Include the costs for all training required for installation and implementation, travel expenses, the number of days of training provided, the number of trainers and how many library staff can be trained per session. All of these requirements are addressed in the Training section in the appendix of this proposal. 5.13.20 Describe your customer support operation; include days and hours of availability, method for For more information about our support offerings, please see the Support section in the appendix of our proposal. www.bibliotheca.com, page 47 handling problems reported by customers, onsite service, notification or contact of third party support organizations, guaranteed time for response to or resolution of problems and how many days of onsite support you will provide. 5.13.21 System must be integrated with our Polaris ILS C Our system integrated with your ILS via a SIP2 connection. 5.14 PC Time and Document Control 5.14.1 Staff must be able to customize the following parameters on individual or groups of PCs, as specified by the library: opening time, closing time, session length, number of sessions per day No bid. 5.14.2 Must minimize staff oversight while still allowing for staff management of exceptions No bid. 5.14.3 Must be able to print guest passes for computer No bid. www.bibliotheca.com, page 48 access by scanning DL or inputting ID information with a session length predetermined by staff which may be different than the default session length 5.14.4 Must have touch screen ability (GUI) No bid. 5.14.5 Must be able to provide the same service for both Windows and MAC based computers No bid. 5.14.6 Must provide flexible options for filtering No bid. 5.14.7 Must communicate with Polaris ILS via SIP2 to block computer access based on staff- defined parameters such as account balance, expired cards etc. No bid. 5.14.8 Must be able to allow for printing to various stations, and for various types of print options including paper size and type (black and white or color) No bid. 5.14.9 Must work with Wireless printing station to allow No bid. www.bibliotheca.com, page 49 multiple locations within the library to place a PC reservation or to release requested print job 5.14.10 Must work with 30 Public PCs and Laptops No bid. 5.15 Wireless Printing and Faxing 5.15.1 Must have touch screen ability (GUI) No bid. 5.15.2 Must be able to scan library card or type in card ID or other ID information including but not limited to driver license and email address(es). No bid. 5.15.3 Must be customizable with library name, color scheme and logo(s) No bid. 5.15.4 Must include the following functions: copying, printing (both from Library owned networked equipment and wirelessly), and document handling including emailing and faxing (sending only) No bid. 5.15.5 Must have additional No bid. www.bibliotheca.com, page 50 functionality (add-ons) including but not limited to scanning to email and USB. 5.15.6 Must be able to be used as an additional public PC time and document management station No bid. 5.15.7 Must be able to accept credit cards and work with a coin operated device (either proprietary or 3rd party – please specify which 3rd party) No bid. 6. Training and Service Requirements The Library seeks to train key circulation, technical services, system administrator and public services staff in the use of all equipment. Total number of staff to be trained is approximately 25. 1. All training will be performed by vendor and will take place at the Cozby Library and Community Commons. The training will be conducted on multiple dates to be determined. Complies. 2. The Library requires user manuals, plus any other materials that are typically distributed during training. Operation manuals must be provided with the equipment. Complies. Please see our Documentation section in the appendix of this proposal. 3. The Library requires that manuals also be available in electronic format with unlimited distribution within the Library, and shall be supplied free of charge. Complies. Please see our Documentation section in the appendix of this proposal. 4. The Library requires interaction with the vendor sales staff and technical support staff during installation planning, the installation phase and follow-up immediately after such installation. www.bibliotheca.com, page 51 Complies. Our designated Project Manager, Business Development Manager Shawn Brumley, and Customer Account Manager will always be available during installation and implementation to assist with issues and answer your questions. 5. Introductory operator/user/staff training shall be provided at no charge. Complies. 6. Indicate options and pricing for additional staff training periods and topics. For any additional options and pricing for extended training, please see the Training section in the appendix of this approval. 7. Installation Requirements 1. Vendor must provide re-installation media for all software. Complies. If any software needs to be reinstalled for whatever reason, our Support team can take care of this for Coppell Public Library. 2. The proposed system must be installed according to a schedule determined in coordination with the Library staff to minimize disruption. Complies. Our Project Manager will schedule all installations and other potential disruptors at a time that is most convenient for your library, staff, and most importantly: your patrons. 3. Vendors should recommend an installation plan. The Library anticipates starting the retrospective conversion-tagging project in 2016. Complies. We have included a generic installation plan in the Implementation section in the appendix of this proposal. 4. Vendor must also be available for consultation on design and placement of hardware to accommodate network infrastructure, power and ventilation requirement, building restrictions, etc., and to maximize the workflow, staffing and patron convenience issues. Complies. Our designated Project Manager will work with our Installation and AMH team to ensure that all potential issues are addressed and handled, before any products are installed. 8. Warranty and Service Requirements 1. The circulation RFID tags must be guaranteed to be effective for the life of the item to which they are originally affixed and, if found to be defective, they must be replaced at no cost to the Library. Complies. 2. The vendor must provide an all-inclusive 12-month warranty on equipment, software, and components and offer a maintenance/service contract thereafter. All proposed maintenance/service contracts are subject to negotiation by the Library. Complies. For more information about our warranties on hardware and software, please see the sample SLA that has been included in the appendix of this proposal. www.bibliotheca.com, page 52 3. The vendor must offer a 12-month 100% money-back satisfaction guarantee on all equipment purchased and covered by 12-month warranty or service agreement. Complies. If for any reason your library is not happy with our products or service within the first year of installation, we will refund the purchase price of the system. 4. Software warranty: Software patches and service pack releases must be supplied at no additional charge to the Library. Complies. 5. Service technicians must be fully trained, factory authorized and certified by the manufacturer to perform service. Complies. 6. Technicians shall be centrally dispatched. Complies. 7. The Library shall be able to request service on a 24-hour basis using a toll free 800 number or online portal. Complies. 8. Technical software phone support will be provided via an 800 number. Exceeds. Our software support is also provided through our in-house Support team. 9. Service technicians will be equipped with parts normally required to service the equipment and reduce downtime. Complies. 10. The response to a request for service should come within four working hours of the request. If a technician is required on-site, the service should come within 24 hours. Complies. 11. Service Agreements to extend the warranty period on parts and labor must be available for a period of 12, 24, 36, or 48 months. Complies. 12. Failure of vendor to meet specified standards may result in termination of service contract. Complies. 13. Vendor must provide upon request the results of an annual customer service satisfaction survey that demonstrates that the offered service meets satisfaction by a minimum of 90% of respondents Complies. 14. The Service Agreement must be renewable on an annual basis. Complies. www.bibliotheca.com, page 53 15. The Service Agreement must include remote maintenance for expert technical consultation and software support. Complies. 16. Warranty and Service requirements apply to both Standard and Optional system components. Complies. Pricing www.bibliotheca.com, page 54 Pricing Table Products Number Required Price Per Unit Total Price Regular RFID Tags (6,000 per case) 102,000 $780 $13,260 RFID Tags for CD & DVDs (1,000 per roll) 10,000 $590 $590 Conversion Station- Mobile Conversion Station – Model 815 RFID Conversion Kit 1 $795 $795 Conversion Station (Leased)-Mobile Conversion Station – 3 Month Rental 2 $495 per month per unit $2,970 Security (Detection) System- Model 9100 Security Gate System 1 (3 Gates) $9,385 $9,385 Self Check System- R- Series Tabletop 2 $7,199 $14,398 Self Check Fines & Fees – Heartland 2 $1,299 $2,598 Central Management Software – Command Center Enterprise 1 $1,995 $1,995 Handheld System- Digital Library Assistant (DLA) 1 $4,995 $4,995 Automatic Material Handler 1 See options below See options below Bins (Potential) 3 $95,747 $95,747 Bins (Potential) 5 $113,016 $113,016 Bins (Potential) 7 $132,606 $132,606 Staff Pads – Model 895 RFID Pad Workstation 4 $945 $3,780 Wireless/Faxing Kiosk/Workstation 1 No bid No bid RFID Book Drop System 1 $30,250 $30,250 RFID Book Drops System- Bins 2 $600 $1,200 Public PC System/Station 2, 1 if Wireless workstation can be used as an additional station No bid No bid www.bibliotheca.com, page 55 Shipping (for total RFID solution and 7- bin AMH option) 1 $5995.00 $5995.00 Installation 1 Included Included Total (with no AMH solution) $60,761.00 Maintenance Costs Year 1: Included Year 2: $18,990.00 Year 3: $19,559.00 Year 4: $20,146.49 Year 5: $20,750.88 Appendix www.bibliotheca.com, page 57 Company Background and Experience Bibliotheca has provided RFID technologies around the world for nearly seventeen years. The Bibliotheca Group formed in 2011, when Bibliotheca (founded in Rotkreuz, Switzerland in 2001), Intellident (founded in Manchester, England in 2002) and Integrated Technology Group (founded in Atlanta, Georgia in 1999) merged to create a global entity. The formation of this Group created the world’s largest company dedicated to the development, deployment, and support of RFID-based solutions, with focus on public, private, and academic libraries. In October 2015, 3M Library Systems was acquired by One Equity Partners, which heads up the Bibliotheca Group. The new Bibliotheca Group will combine the best assets of each company to help libraries captivate their communities, providing innovative library-focused products. Each company brings unique services to the market, which combined will provide libraries with an unparalleled portfolio of solutions to help them serve their community at home, at the library and on the go. Between the four companies, we share nearly a century of experience providing self-service solutions to libraries. Financial Bibliotheca is a large, stable company with a long history of serving the library community.  Bibliotheca’s operating performance is one of the strongest in the industry, and we have increased our operating margins and profitability for three consecutive years.  Bibliotheca’s financial results are audited annually, and we continue to receive clean audit opinions. Bibliotheca’s cash flow from operations in 2014 was eight-figures large.  Bibliotheca has a solid credit report, with on-time payables, no liens or judgments, and a low financial stress score.  To ensure you are protected, Bibliotheca is pleased to offer source code escrow through Iron Mountain for a nominal fee. Facilities Bibliotheca maintains numerous offices around the world, including two o ffices in the United States: one in Norcross, Georgia, and the second in Minneapolis, Minnesota; and Canadian headquarters in Ottawa, Ontario. With offices in 11 countries – such as the UK, France, Australia, and Brazil – and distribution partnerships in 28 others, we are proud to hold over 30,000 library customers here and abroad. Legal As of the date of this proposal, no company within the Bibliotheca Group has any pending litigation, which would impair our ability to provide the products and services as quoted in this response; nor has it ever filed for bankruptcy or insolvency proceedings. Our North American division is comprised of over 100 employees, and worldwide, we employ nearly 400 diverse employees. Technology Expertise The core expertise of our global operations remains seated in the delivery of our range of library-based RFID products, which include self-service, automated materials handling, security solutions, handheld devices, and a range of novel peripheral items. The Group employs Research and Development (R&D) professionals in each of its core offices, providing www.bibliotheca.com, page 58 distributed development capabilities. The benefit to our customers is that the Group maintains local skills and expertise in our entire product range, which helps us to design, specify, and support our solutions for our entire customer base. Location of Manufacturer Manufacturing occurs in all three of our major geographies; however, each product is designed and produced to adhere to the requirements for each territory in which the products are sold, including meeting all local electrical, radio, and health and safety regulations. In some cases, products may be produced in more than one location if savings can be made for the customer. Bibliotheca adheres to the Buy American standards (www.americanmanufacturing.org). “Made in USA” matters to us. For an increasing number of our customers, purchasing US manufactured goods is a key bid evaluation criterion. Bibliotheca utilizes metals and components (to the extent possible) which are manufactured/sourced in America. Design, manufacturing, integration, and factory support services come directly from our North American offices. US-sourcing is not only an important consideration in the purchasing cycle, but becomes a distinct logistical and cost advantage when units are deployed. When parts/field service management is needed, logistics are orchestrated in our Atlanta facility. Centralized manufacturing and support accelerates lead times, service response times, and contributes to lowest total cost of ownership. In the past year, Bibliotheca has increased new jobs by 20% in Engineering, Sales, and Support positions. Bibliotheca is proud to be leading a flourishing industry that contributes directly to the health of domestic manufacturing. www.bibliotheca.com, page 59 Company Leadership Matt Tempelis, President of Americas Having spent over 20 years within the 3M Corporation, Matthew comes with a wealth of experience in sales, product management, business development and management. He was the previous CEO of the 3M Library Systems division for 5 years, during which time he transformed them from a security business into one of the leading digital providers in the library industry. Coming from Seattle, Matthew grew up in the grunge era (think Pearl Jam, Soundgarden and Nirvana) and still loves that music today. He is fluent in Spanish and lives in St. Paul, with his wife Lori and 3 children; Alexia, Connor and Lianna. Al Coalla, President of Sales Al has worked in sales and technical support management as well as account & product development and library service companies for more than 22 years. Al has served as President, North America for Bibliotheca since October 2012. Since taking the reins, Al realigned the North American organization by growing the Support and Project Delivery teams, doubling the Sales team, and creating a Customer Account Management team. He is interested in the perpetual improvement of products and services for libraries. John Lehman, Operations Manager Before joining Bibliotheca in 2015, John served as the Service Manager at 3M Library Systems since 2002. He was responsible for leading technical services, field services, and software support activities and programs that were designed to meet and exceed customers’ expectations. John was also a valuable resource for providing input on technical responses to customer requests for proposals, and participated in product demonstrations and periodic onsite customer visits. John received his Bachelors in Organizational Management and Communications, with a focus in Information Technology Systems and Support from Concordia College in St. Paul, MN. John also holds a Six Sigma Green Belt Certification. Bryan Pasteryk, Director of Sales Bryan has been in technology sales for more than 20 years , where he has held many positions in companies large and small. Bryan has been dedicated to the library market since 2003, and has extensive experience with RFID, Automated Materials Handling, and time and print management. Throughout Bryan’s 10-year career in the industry, he has helped hundreds of libraries convert to RFID. Bryan graduated from Mercyhurst College with a degree in Education and Business Administration. www.bibliotheca.com, page 60 Bibliotheca Project Team Shawn Brumley, Business Development Manager 877-207-3127 ext. 375 | s.brumley@bibliotheca.com Shawn joined 3M Library Systems in January 2000. Throughout his 3M career, he has held various sales positions and covered 18 different states. Shawn’s experience allows him to utilize best practices from past library implementations to work with new accounts to ensure their installations are successful. This includes developing the proper product mix to align with the library’s goals to ensure success. Shawn is Six Sigma Green Belt certified, and is also a 13 -time recipient of the 3M 100% Club Award. Some of his most recent projects include Austin Public Library, Wichita Falls Public Library, Rio Rancho Public Library, San Antonio Public Library and Houston Public Library. Shawn received his bachelor’s in Business Administration in Marketing at the University of North Texas. He lives in Denton, Texas with his wife, son and daughter. Megan Franklin, Customer Account Manager 877-207-3127 ext. 314 | m.franklin@bibliotheca.com Megan joined Bibliotheca in 2015, after working at 3M Library Systems since 2012. While at 3M, Megan helped many libraries across the United States implement Tattle-Tape, SelfCheck and RF solutions. Some of her accounts included Purdue University and Boston Public Library. One particular project that Megan is especially proud of is the Tattle-Tape™ implementation at VR Eaton High School in Fort Worth, Texas. The district built a brand new high school for their community, and were able to upgrade their system from RF to a brand new Tattle-Tape™ system with five Select Series gates, Tattle-Tape™ strips and circulation hardware. The library staff were thrilled to be using the new technology, and students enjoyed the modern, updated look. Megan received her Bachelor’s of Arts degree in Business Management and Dance from Luther College in Decorah, Iowa. www.bibliotheca.com, page 61 References 1. Rio Rancho Public Library- Sierra 755 Loma Colorado Blvd NE Rio Rancho, NM 87124 Lynette Schurdevin, Library Director 505-896-8817 | lschurdevin@ci.rio-rancho.nm.us Circulation: 686,638 Collection: 184,427 Installation year: 2014 Products: Transitioned to RFID with the Mobile Conversion Station, Model 9102 Detection Systems, 6 R-Series Kiosk and Tabletop SelfCheck™ unit, Staff Pad Workstations, and several Intelligent Return and Sorting Systems 2. Colleyville Public Library- TLC 110 Main Street Colleyville, TX 76034 Mary Rodne, Library Director 817-503-1153 | mrodne@colleyville.com Collection: 69,736 Circulation: 250,737 Installation year: 2003 Products: In 2003, RFID implementation began with installation of SelfCheck™ unit, staff workstations and detection system gates, and staff utilized the DLA to manage its collection. In 2011, CPL took their RFID implementation up a notch by acquiring a 3-bin Intelligent Return and Sorting System SL for the drive-up book return. This installation was so successful that the library installed another 3-bin Intelligent Return and Sorting System SL in the library in 2012. In 2013, the kiosk software was upgraded to Windows 7 to prepare for the upcoming release of our QuickConnect Interface. They also received more Model 9100 Security Gates, Command Center, and Staff Pad Workstations. 3. Mesa Public Library-Polaris 64 East 1st Street Mesa AZ 85201 Brandon Williams, Library Director/ Library Technology Administrator 480-644-2472 | Brandon.williams@mesaaz.gov Collection: 3,500,000 Circulation: 816,314 items Installation year: 2011 Products: In April 2011, installed an Intelligent Return and Sorter System in Red Mountain and MEL branches; includes a five-bin external patron return unit at Red Mountain, as well as a 3- bin SL system, all of which complemented their existing R-Series SelfCheck™ System units, staff workstations, C-Series Book Drops, and DLA’s. In January 2012, we installed more Intelligent www.bibliotheca.com, page 62 Return and Sorter Systems at their other branches; an 11-bin, 2-patron returns with a staff return at the Main Library; a 3-bin SL system at the Dobson Ranch Library; a 7-bin, 2-patron return units with a staff return; and an additional two bins to their existing AMH system at their Red Mountain Branch. 4. High Plains Library District-Horizon 2650 West 29th Street Greeley, CO 80631 Dan Alcazar, District Materials Coordinator, RFID Project Manager 970-506-8583 Circulation: 5,230,000 Collection Size: 750,000 Installation year: 2006 Products: added SelfCheck™ kiosks, and converted the collection to RFID using the Mobile Conversion Station. In addition, installed in 2010 5-bin Intelligent Return and Sorter Systems FX that included three staff and three patron induction points. Two of these patron induction points are tied to external drive-up bookdrop, which were installed in November 2010 and January 2011. www.bibliotheca.com, page 63 Proposed Solutions smartlabel™ RFID Tags Bibliotheca tags are ISO 18000-3 and ISO 15693 air-interface protocol compliant; the SLI-X chips are capable of storing data in the industry-standard ISO 28560 format. In addition, we offer tags with a 50 year or 100,000 re-write data retention guarantee. Bibliotheca ensures that tags are tested to meet demanding performance and longevity requirements, and maintain optimal performance over the course of a hundred thousand read/write cycles. Tags are guaranteed for the life of the items to which they are affixed. Book Tags Square tags measure 1.97” x 2.09” and operate at the standard 13.56 MHz frequency; feature NXP ICode SLIX and an aluminum coil antenna; and have white, wood-free paper that is pH neutral and ISO 9706 compliant. Tag adhesive is permanent, pH neutral, and solvent and Phthalates free. The total tag memory is 1,024 bits, or 32 blocks. Credit card sized tags measure 1.89” x 3.15”, and are otherwise the same. Square, credit card sized, and media RFID tags adhere to the following standards: ISO 18000–3; ISO 15693; ISO 28560-1; and CE certified. In addition to square and rectangular tags, we also offer smartlabel™ 100 clear tags. Bibliotheca offers pre-printed tags as an option, with a three week lead time. If sel ected, the Library will be asked to provide an electronic proof of its graphic prior to production. Maximum usable area for graphic and text is 1.75” x 1.75” for square tags, and 1.75” x 2.75” for credit card sized tags. Standard colors are black, red, green, blue-thermal printed (custom colors are available) in one or up to four colors. www.bibliotheca.com, page 64 Media Tags smartlabel™ 300 hub tags have a 1.41” diameter inlay, while full coverage tags measure 4.25” in diameter. The tags are one cohesive piece and are easily applied to media. The label adhesive is of the same construction listed above and standard face material is white, wood - free, mid-gloss paper that is thermal transfer printable; and pH neutral (pH > 7). smartlabel™ 320 full coverage tags are transparent with an aluminum antenna, providing maximum security while not obscuring important disc information, like name, artwork, etc. The tags are NXP ICODE SLIX, with 32 bit password protection and a data retention rate of 50 years. They meet ISO 18000-3, ISO 15693, ISO 28560-1, ISO 28560-2 and CE standards. Bibliotheca’s smartlabel™ 500 is a high-performance tag designed to be permanently affixed to a range of high value assets, such as laptops, tablets, computers and other high-metallic content items that have been unable to be tagged in the past. The product makes use of standard NXP SLI-X silicon, with an antenna tuned to 13.56 MHz. This means that tags take advantage of existing security gates, handheld readers, and staff stations in the library. smartlabel™: RFID tags smartlabel™ 200 For books and magazines  White facestock paper  2,000 units per reel  100% minimum yield  NXP ICODE SLIX  Aluminium antenna  32 bit password protection  Standards: ISO 18000–3, ISO 15693, ISO 28560-2, CE  Operating Frequency: 13.56 MHz  Total memory: 1024 bit / 32 blocks  IC Write Endurance: 100,000 Operations Dimensions 2.13” x 3.39” smartlabel™ 500 high value asset tags www.bibliotheca.com, page 65  Data Retention: 50 Years 3M RFID Hub Tag For CD/DVD  White facestock paper  4,000 unites per case  100% minimum yield  Aluminium antenna  Specially designed adhesive and paper chose to avoid damage to library materials and corrosion of the inlay.  Standards: ISO 18000–3, ISO 15693, ISO 28560-2, CE  Operating Frequency: 13.56 MHz  Total memory: 1024 bit / 32 blocks  IC Write Endurance: 100,000 Operations Dimensions 0.5” OD x 0.7” ID x 0.02” smartlabel™ 310 For CD/DVD/Blu-ray  Transparent synthetic facestock  100% minimum yield  NXP ICODE SLIX  Aluminium antenna  32 bit password protection  Standards: ISO 18000–3, ISO 15693, ISO 28560-2, CE  Operating Frequency: 13.56 MHz  Total memory: 1024 bit / 32 blocks  IC Write Endurance: 100,000 Operations  Data Retention: 50 Years Dimensions 4.25” smartlabel™ 320 For CD/DVD  White facestock paper  2,000 units per reel  100% minimum yield  NXP ICODE SLIX  Aluminium antenna  32 bit password protection  Standards: ISO 18000–3, ISO 15693, ISO 28560-2, CE  Operating Frequency: 13.56 MHz  Total memory: 1024 bit / 32 blocks  IC Write Endurance: 100,000 Operations  Data Retention: 50 Years Dimensions 4.25” smartlabel™ 500 For high value assets  High visibility orange glossy acrylic  NXP ICODE SLIX  Ferrite core copper antenna  32 bit password protection  Standards: ISO 18000–3, ISO 15693, ISO 28560-2, CE  Operating Frequency: 13.56 MHz  Total memory: 1024 bit / 32 blocks  IC Write Endurance: 100,000 Operations  Data Retention: 50 Years Dimensions (w x d x h mm) 1” x 0.1” x 5.1 Environmental Considerations:  Non WEEE disposable, but recyclable where metal content can be removed sufficiently.  Long life and extensive read/write performance Product feature (technical description) Product benefit High Frequency 13.56 MHz Provides optimum performance working with self-service and security solutions even when placed on or near metallic objects. www.bibliotheca.com, page 66 100,000 read/write operations with 50 year data retention Long-life, value for money solution with lifetime guarantee Standalone product that works with existing equipment No other hardware or software required. Can be deployed by writing the tag and affixing to the item. Fully compliant to standards:  ISO 18000–3  ISO 15693  ISO 28560-1 Ensures peace-of-mind when working with non- Bibliotheca solutions. Testing & Quality Control Bibliotheca conducts a regular review of RFID tag suppliers to analyze quality, performance, price, and supplier innovation in silicon and antenna design. We ensure that every label is tested, resulting in 100% yield. As part of the QA testing, the manufacturer tests each tag as they are rolled on the spindle; any tags that do not work are marked with a black line or d ot, and an additional working tag is added to the roll. Each roll is further marked with an inspection sticker indicating roll yield. This testing method is found to be more effective as the end user does not need to verify that the tag is working correctly before applying it to an item. In addition, the customer can be assured that they are receiving 100% of the tags they order. Bibliotheca then sample-tests every delivery to ensure that the supplied labels do not deviate from the specification. This relates to performance testing for resonant frequency, yield, label quality and adhesive quality. Bibliotheca has a proactive relationship with our tag suppliers to articulate the requirements from our patrons. This includes future developments and performance improvements, such as enhanced security, data retention and frequency offsets for different library material types. We work with our suppliers to develop and test new products, such as the use of new silicon to improve read range. We are also involved in testing new manufacturing techniques to reduce complexity and cost and increase production consistency. Tags are tested at multiple production stages, and non-functioning labels are removed or marked and supplemented with additional tags to replace each marked tag. Antenna manufacturing, inlay assembly, and converting are integrated, assuring high quality end products. Environmental and mechanical characteristics for tags are as follows:  Operating temperature of -25°C to 70°C  Storage temperature of 22° (+ or - 5°) C  Shelf life time of one year  Maximum bending radius of 50 mm  Peeling strength (FTM2/90° stainless steel; dwell time of 20 min.) of 228 N/m  Peeling strength (FTM9, tack on glass) of 460 N/m Bibliotheca’s manufacturers operate state-of-the-art production facilities, which are certified for ISO 9001:2000 Quality and ISO 14001:2004 Environmental Management System standards. www.bibliotheca.com, page 67 Tags and inlays must pass performance and accelerated aging tests at 85° C with 85% relative humidity. An additional test is performed 15 weeks later, with criteria set at 65° C with 95% relative humidity. Tag Guarantee To ensure longevity and serviceability, tags are quality checked at the production line. Defective tags are replaced with working tags. Each tag is provided with a performance guarantee and capability to provide over 100,000 read/write operations (or an approximately ten year lifespan). This assumes tags have been applied to items kept within conditions between 15-25° of 40-60% humidity. www.bibliotheca.com, page 68 PAD Staff Workstation Model 895/896 The Pad Staff Workstation is an all-in- one circulation desk or tag programming station. Capable of processing both barcodes and RFID tagged materials in the same circulation transaction, our Pad Staff Workstation is designed to work with any ILS. Included with the Pad Staff Workstation 895/896 are a unique tapered and textured RFID reader pad designed for libraries, a reader and software. Features:  Only .6 inches thin, making installation seamless into current library furniture  Reader pad enables staff to simply slide materials on and off for processing, improving ergonomics by reducing the need to lift materials.  Antenna pad is shielded to the sides to reduce unintended reads.  Low-profile reader pad can be installed on counter or in counter.  Designed to install on your existing staff workstations with a standard USB connection and will work with your barcode scanners and receipt printers.  Pad Staff Workstation comes with conversion software so it will function as a programming station for converting items to RFID.  “Case set” feature prevents item substitution during checkout and return. It connects to the library’s circulation system client computers via an USB connection.  The Pad Staff Workstation comes with staff workstation software for check-in and check- out and conversion software for converting items to RFID. The 3M Pad Staff Workstation is compatible with Windows 2000 SP3, XP SP2, Vista, and Windows 7. Model 895 only: The workstation has synchronized keyboard hot key features that allow for simultaneous mode selection (check-in or out) for the ILS and workstation. It also has a unique software wedge that allows compatibility with most ILS. Model 895 Pad Staff Workstation is always on looking for RFID tags. Model 896 only: The software communicates seamlessly with your library’s ILS and uses two- way communication to ensure that there is a simple, accurate processing of materials. It allows library staff to operate in their familiar ILS circulation mode, without any additional steps, providing fast, accurate check-in and checkout of materials and the ability to quickly address holds and other special messages with confidence. Integrates with many ILS vendors including SirsiDynix and Polaris. Compatible with Innovative Interfaces Incorporated’s Millennium Item Status API. The 3M Model 896 Enhanced Pad Staff Workstation has the ability to turn off the reader transmitter when the ILS is not requesting RFID reads. Pad Staff Workstation Stats: www.bibliotheca.com, page 69  Read range: 8 – 12 inches (approx. 200 – 300mm). Simultaneously reads multiple tags in a stack of items.  Pad dimensions: 11.4” x 11.4” x 0.6” (28.9 cm x 28.9 cm x 1.5 cm)  Reader dimensions: 5.125” x 3.0” x 1” (13 cm x 7.62 cm x 2.54 cm)  Weight: Pad & Reader 2.2 lbs (1.0 Kg)  UL certified, and meets the EU WEEE and RoHS Directives. www.bibliotheca.com, page 70 Mobile Conversion Station Model 812 Our conversion station is a self-contained unit that fits easily in the stacks of your library. This cart features a touchscreen, optical barcode scanner, RFID reader and an automated tag dispenser. It doesn’t require an internet connection to work, so libraries don’t have to worry about weak Wi-Fi spots during the conversion process. The conversion process is easy and simple. Hundreds of libraries have used this station and our process to convert their collection to RFID in a matter of days or weeks, dependent on the size of the collection and the process that the library chose to accomplish it. After an item’s barcode is read, an RFID tag is automatically dispensed. The RFID reader reads the tag, and confirms that the data was written correctly to it through audio and visual prompts. This station also has a large level work surface that make it much easier for the tagging team to stage, scan, and program items. The Conversion station can also be used to identify any items on a list from your ILS, such as a weed list. This process saves your team time, so that they don’t have to convert items that are being pulled from the collection. Mobile Conversion Station stats: • Dimensions: 18” d x 56.7” h x 30” w (460 mm x 144 mm x 760 mm) • Weight: 160 lbs (72.6 Kg) • UL certified, and meets the EU WEEE and RoHS Directives. www.bibliotheca.com, page 71 USB-Conversion Station Kit Model 815 The 3M Mobile Conversion Kit is designed specifically for mobile conversion, so any member of your staff can perform RFID conversion in the library, regardless if they have an ILS connection or not. This kit features a barcode scanner, RFID pad antenna, RFID tag dispenser, and Conversion Software. This mobile solution is battery powered from your PC or notebook. Our USB-powered RFID reader integrates with our Conversion Software, which is installed on your library-supplied PC or netbook. In addition, our Conversion Kit leverages your bar code scanner. Conversion Software This Conversion Software is the same for the Model 812 and Model 815. The user interface is very easy to use and does not require mouse clicks or screen taps between items. A green status box appears when a tag has been programmed successfully, and it will play a unique beep sound indicating it is ready to do the next tag. No mouse clicks or screen taps are required. The operator simply scans the next item barcode, removes a new tag from the tag dispenser and applies it to the item for programming. A red status box appears if a tag has not been programmed successfully, and a unique buzz sound will play indicating the operator should try again. In addition, Conversion Software keeps two counters. One can be used by staff to show how many items they have converted during their session. The second can be used by the library to show how many items have been converted by the system overall. Our Conversion Software can use search lists, which will alert staff when an item is found on any search list. Such lists include lost items, missing items, or items to weed can be loaded as search lists. And, our Conversion Software uses Tag Manager, which will allow the library to read or program tags in a variety of tag data formats. • Staff log in using an admin card via the liber8™ welcome screen. • They will see the locker with the pending allocation indicated in orange – the same as the desk side software. • Staff member selects the locker, and it will show the items that have been allocated • Staff member confirms the allocation and then opens the locker to place the items inside, all using the buttons at the bottom of the screen. The patron will need to scan or enter a library card (and, optionally, enter a PIN) at which point, they will see a table showing reserved items and general account information. The patron can www.bibliotheca.com, page 72 select either all lockers or just one. Once the patron has selected their locker(s), it is confirmed via the ILS, the locker(s) are opened, and a receipt can optionally be printed. www.bibliotheca.com, page 73 Detection System Model 9100 Series The Model 9100 Security Gate system combines flexibility and style with state-of-the-art technology that provides excellent detection and reliability. Features: • 18 to 20 inches bi-directional read range-one of the most powerful in the market. • Attractive clear corridor design. • Choose between a clear and a custom finish option. • Several options for alarm lighting colors. • ADA-compliant. • Variety of flexible mounting options for your library’s needs: direct mount, buried cable, or base plate. • Available in one, two, or up to seven corridor set-ups, the Model 9100 Security Gate can suit almost any library’s security needs. • All options are configured by staff, which include: lighting options (including color and intensity), alarm level noises, and alarm settings based on direction of travel (in/out). www.bibliotheca.com, page 74 Command Center When used in conjunction with our Command Center Software, our security gates provide your library with superior protection and knowledge. This software is easy to use, and provides your staff with statistics and notifications. Staff can see real -time daily reports of foot traffic, by aggregate or by a single gate. Library staff can utilize this software from any PC on the Library network via web browser. Command Center provides staff with pop-up notifications when an unsecured item has passed through the gates, including the title of the unsecured item and the patron information. Your staff won’t have to call back any patrons to the circulation desk anymore; they can simply retrieve the unsecured item and quickly remedy the situation and have a happy, un-harassed patron. Features: • Intuitive real-time updated dashboards provide green / yellow / red status indicators to alert interruptions or changes in status • Separately monitors 3M-supplied hardware components so that the specific cause of a problem is flagged in real time, including the monitor, scanner, coil (if EM) and reader pad (if RFID) • Provides connection status of other networked devices • Provides pop-up detection system alarm notification www.bibliotheca.com, page 75 SelfCheck R-Series Our R-Series is our most contemporary, modern durable design with the latest version of our QuickConnect software. It also comes in four different designs, so it can fulfill your libraries unique needs: Tabletop Station: With its easy, portable placement, this model doesn’t skimp on durability or ease of patron use. This model can be incorporated into pre-existing library furniture if empty floor space is lacking. It has a barcode scanner, receipt printer, and has fines and fees payment functionality. Kiosk Station: The freestanding kiosk version can be placed close to the library exits for ease of patron use. It’s designed to be ADA compliant, with a height adjustability option. It’s meant to withstand heavy daily use, with a rugged thermoplastic cabinet with a large work surface where patrons can stack their books and other belongings. www.bibliotheca.com, page 76 Desktop Station: If your library doesn’t need to introduce self- check kiosks to your patrons yet, but still need a powerful platform to perform fast and easy check-ins and outs for your patrons, the Desktop station of the R-series fulfills this requirements. It’s the same platform at a great value, and fits on any surface. I t’s components are built at the same durability level as the other models too, meant to withstand heavy daily use for years to come. Custom Kiosk: If none of the above options work for your existing library surfaces, then Bibliotheca can create a custom kiosk for your library’s needs. We can edit the design to fit into your library deco, and utilize unique hardware and electronics that fit this solution. We have detailed architecture packages available for planning. www.bibliotheca.com, page 77 Digital Library Assistant The Digital Library Assistant greatly shortens the amount of time library staff would spend reading the shelves and ensuring that all items are in the correct order. Instead of spending weeks manually reading each label on every book, now staff can wave the Digital Library Assistant along the rows of books. The DLA takes a pre-loaded list from the library’s ILS, and reads the RFID tags and ensures that they’re in the correct order. The DLA can also be used to find lost or missing items, or assist in pulling holds. Its cordless, ergonomic design makes it any librarian’s job much easier. Our DLA has the capacity to store and work with up to 3 million items (dependent on memory card capacity selected). Using a flash card for memory frees staff from the need for a device with a cord. And because the DLA is not dependent on a wireless connection, librarians do not have to worry about losing data while in areas with weak wireless connections. Super lightweight and comfortable to use, the DLA’s swivel antenna maximizes the user’s comfort by minimizing stooping to reach the lower shelves. Powered by a 7.4 volt rechargeable battery, with 4 hours of read time between recharges. Typically 6-8 hours of use dependent on the application. The DLA comes standard with two batteries and a charger. DLA functions: • Shelf Order – Allows staff to scan shelves and easily identify items that are miss-shelved, on a search list, unsecured, not in the database, or spine label error, etc. • Collect Data – Allows staff to save collected Item IDs to a memory card which can be import to a PC as formatted text files. You can use these text files to update the data in your circulation system (for example, inventory reporting, or in-house use). • Sort and Shelf – Allows staff to pre-sort a group of library items, allowing easier re- shelving. • Search for Items – Will alert staff when an item is found on any of the active search lists, such as lost, missing, claims return, weed, etc. • Shelf Item – Designed to help staff shelf an item in its correct location. • Pull Items – Designed to help staff locate and pull items from a list such as a holds, or paging lists. • Find Items – Provides a quick way to use the DLA to find items without having to create a pull list or search list. This function uses a simple user-defined search function (Specify Find Criteria) to find any item on a shelf-order list that is on the DLA's memory card. DLA stats: • Weight: 1.4 pounds (623 g). It’s the lightest assistant on the market. • Handheld unit dimensions: 9.5” x 7” x 4” (240 mm x 180 mm x 100 mm) • Antenna dimensions: 9.5” x 4” x 0.5” (240 mm x 100 mm x 12.5 mm) • UL-Certified, and meets the EU WEEE and RoHS Directives. www.bibliotheca.com, page 78 QuickConnect Interface Our new software has everything your library needs to keep patrons coming back. This interface offers numerous on- screen features that encourage patron discovery and increases circulation. This software is a powerful last point of patron contact that shows your patrons what’s going on in their library and community, and encourages them to read more. With the new System manager, library staff can customize the user interface quicker and easier than ever before. Flexibility ranges from dozens of customizable templates and design choices to choosing what features and functions work best for your library. You can also manage functionality and reporting features from your PC or tablet. QuickConnect Features Patron Promos: The only tool of its kind available in the library industry, this feature creates awareness and captivates your community. The library can customize on-screen banners, raise awareness of library events that are happening soon, or community events. Your library will see increased attendance in workshops and children’s programs. Promote all your library events directly from your website event calendar or choose event calendar programs to highlight on the Patron Promos banner www.bibliotheca.com, page 79 Recommended Reads: Increase your library’s overall circulation by advertising other books directly on the self-checkout kiosk, based off of what that patron is checking out right then. This feature is powered by your library’s NoveList® Select account. www.bibliotheca.com, page 80 Intuitive interface design: Checking out materials out at our kiosks is now easier than ever. Our software walks the patron through the process step by step. These same features help make the process faster, and need less staff support. This means that the library staff can concentrate on increasing patron satisfaction and other important tasks for the library, instead of helping patrons check out patrons. Our software mimics a mobile device screen, something that we all use every single day, with easy-to-understand graphics, prompts and instructions. Real-time reporting: Powered by our new System Manager tool, your staff can easily create, customize and control the user experience – all with a few mouse clicks. From custom graphics and home screen features, to library branding and custom reporting, the System Manager allows your staff to manage its SelfCheck System anytime, anywhere. www.bibliotheca.com, page 81 www.bibliotheca.com, page 82 Command Center When used in conjunction with our Command Center Software, our security gates provide your library with superior protection and knowledge. This software is easy to use, and provides your staff with statistics and notifications. Staff can see real-time daily reports of foot traffic, by aggregate or by a single gate. Library staff can utilize this software from any PC on the Library network via web browser. Command Center provides staff with pop-up notifications when an unsecured item has passed through the gates, including the title of the unsecured item and the patron information. Your staff won’t have to call back any patrons to the circulation desk anymore; they can simply retrieve the unsecured item and quickly remedy the situation and have a happy, un-harassed patron. Above: How Detection System reports are generated. Features: • Intuitive real-time updated dashboards provide green / yellow / red status indicators to alert interruptions or changes in status • Separately monitors 3M-supplied hardware components so that the specific cause of a problem is flagged in real time, including the monitor, scanner, coil (if EM) and reader pad (if RFID) • Provides connection status of other networked devices • Provides pop-up detection system alarm notification www.bibliotheca.com, page 83 Implementation Bibliotheca provides engineers specifically trained in RFID technology for installation of the solution. Our experience shows that – by using RFID-trained engineers – installation time is reduced, and any problems can be solved on-site, ensuring that installation is kept on track. It is advised that each library have a site survey to assess security requirements and suggested methods of installation. The site survey will identify the best location and actual space required for product operation and servicing. Management of System Implementations Considerations The smartstation™ 200 antenna is compact and takes up little space. It is usually positioned on top of the staff work desk when used for check-in and checkout. Also, it provides an added security feature in that the antenna is hidden and cannot be easily accessed. Staff pads should be located away from metallic surfaces and around 20” from each other, where two or more staff stations are deployed. They should also be kept at least 40” away from other RFID devices and metallic surfaces or substances (where possible) to avoid interference, especially during the tag writing process. When installing security gates, engineers will ensure the correct levels of protection are provided, local factors have been accounted for, and access restrictions have been identified. The gates provide an outward coverage extending approximately 8” – 12” on either side of the aisle. It is recommended that a minimum of 40” separation is provided between the security gates and any electronic equipment or shelving with RFID-enabled material. Kiosks (especially concerning antennas/readers) should be at least 30” from each other to prevent interference. Data cables should not be coiled around the power cable. www.bibliotheca.com, page 84 Installation Responsibilities The responsibilities of Bibliotheca and the library in the installation process are detailed below: Activities Bibliotheca Library Joint General Project kick-off meeting √ Day-to-day operational responsibility and accountability √ Establish communication channels and agree on reporting procedures, including reporting frequency √ Produce and update project plan to include all steps √ Review and agree on installation plan, including change control √ Exception planning/risk identification and assessment √ Organize site surveys Manage item tagging √ Provide documentation (user guides and manuals) √ Solution Set-Up Arrange installation of power and network access points for solutions and conduits as defined by the site survey √ Gather information to establish configurations, including preparing smartstation™, kiosk configuration, gate set-up, tagging software, confirming data model and installation of smartstation™ manager circ software for back and front office operations √ Establish arrangements with the library, IT, and stakeholders to undertake system set-up and testing √ Confirm sign-off for installation of implemented solutions √ Supervise configuration of software solutions √ Delivery and Installation Arrange delivery of consumables and equipment √ Resource coordination/mobilization √ Establish installation/sign off acceptance procedures √ Deliver staff training to agreed schedules √ Acceptance Tests Bibliotheca will arrange for an engineer/technician to install the required solutions in order to check connectivity, define configuration and test functionality, particularly in relation to conducting testing with the ILS. After this, software can then be signed off. Where any software changes are identified, these are addressed as soon as possible and returned to the library for further testing and sign off. www.bibliotheca.com, page 85 By using this method, we are able to sign off on software early in the project, and delays a nd issues at installation are minimized. When hardware is installed, testing and training is performed on-site with staff. Some tests carried out on-site are as follows: • Connection to SIP2 server • User and item information lookup • User information lookup with PIN number • Borrowing item that works/fails • Renewing item that works/fails • Retrieving charge details and making payments • Retrieving reservation details • Returning item that can be re-shelved, needs attention, and cannot be returned Timeline & Approach The Coppell Public Library wishes to begin tagging on [Date here] and have implementation completed in 2016. From a process perspective, project management ownership is clearly defined at the kickoff meeting where Bibliotheca outlines roles and responsibili ties for project personnel; project monitoring and review; escalation; change management; and frequency and reporting method for status meetings. Phase 1 | Initial Project Activities In the initial phase, within five calendar days after contract award, the following steps occur: 1 Review product mix to determine products and quantities to be ordered and implemented. 2 Draft and sign agreements between Library and Bibliotheca. 3 Set up billing/accounting between Library and Bibliotheca. 4 Bibliotheca briefs on-site Project Manager and rest of project team. 5 Bibliotheca send new customer welcome packet to Coppell Public Library. This packet includes:  A Welcome Letter  Sales Order Confirmation  All required questionnaires  Support and Maintenance Agreement  Service Level Agreement  Lifecycle Policy document 6 Library assigns a Project Lead. 7 Hold initial project management meeting between Bibliotheca and Library to review, refine, and update project plan. Project plan includes initial rollout schedule. 8 Hold kick off meeting:  Review, refine, and approve overall project plan, including rollout schedule;  Introduce all players/provide contact information;  Provide samples of all communications and tracking documents. In Phase 1, the processes required to monitor and guide project progress are designed and put into place, including status reporting, issue tracking/resolution, scope, and quality assurance. www.bibliotheca.com, page 86 Phase 2 | Collection Conversion & Equipment Configuration Within Phase 2, activities fall into three sub-phases: Library Project Set Up; Tagging; and RFID/self-checkout configuration. Phase 2 will be complete when all items have been converted to RFID. Bibliotheca will create a document that indicates the required configuration for all equipment, software, and tags as well as testing criteria for each. This document will be deemed acceptable once the Library reviews and agrees all steps for set up and configuration have been identified, and testing plans and criteria are acceptable. Sub-Phase 1: Library Project Set Up Bibliotheca Library 1 Receive purchase order (PO) for Library. Final products set and agreed upon. 2 Set up Library in Bibliotheca system. Bibliotheca will validate PO and accept order into system. Sub-Phase 2: Tagging Bibliotheca Library 1 Send tag programming questionnaire and planning/installation materials to Library. 2 Complete/return tag questionnaire. 3 Provide item samples indicating bar code locations. 4 Create/finalize artwork for tags, if required. 5 Review tag programming questionnaire and verify that everything has been obtained. 6 Review tag programming questionnaire with Bibliotheca technical staff. 7 Submit artwork for tags or overlays to Bibliotheca, if required. 8 Receive tag artwork from Library, submit to production, and create proof, if required. 9 Configure tag programming model and produce pre-printed tags, if required. 10 Review technology issues and training requirements. 11 Verify software and tag readiness. 12 Verify shipping information. 13 Ship training materials and tags to Library. 14 Receive equipment. 15 Review tagging training materials. 16 Provide remote tagging training for staff. 17 Tagging teams convert all items on the shelves to RFID. www.bibliotheca.com, page 87 Sub-Phase 3: Hardware Configuration & Confirmation Phase 3 | Install & Train Library Staff Phase 3 includes the installation of the RFID and self-checkout systems and all staff training. Within Phase 3, activities fall into two sub-phases: Installation/Training and Go Live/System Acceptance. Sub-Phase 1: Installation and Training Bibliotheca Library 1 Refine and complete installation schedule. 2 Provide installation and training schedule to Library. 3 Schedule staff training and availability. 4 Ship remaining equipment to Library. 5 Schedule installer/trainer and make travel arrangements. 6 Receive and verify equipment. 7 Install security gates with contractor. 8 Verify security gate installation complete. 9 Install remainder of equipment. 10 Hold training sessions. Bibliotheca Library 1 Finalize configuration preferences. 2 Review outstanding planning and installation questions with staff. 3 Request list of patron & item numbers (and test materials if required) from Library. 4 Compile list of sample patron and items numbers for use during testing. 5 Return completed questionnaire. 6 Review questionnaire and verify that all materials and information have been obtained. 7 Review questionnaire with Bibliotheca. 8 Begin software configuration. 9 Address final outstanding tech issues. 10 Receive sample items from Library. 11 Follow up on technical issues and provide progress report. 12 Verify software configuration and customization is complete. 13 Test functionality and connectivity. 14 Review test results, verify configuration. 15 Make final corrections based on review. 16 Provide progress report, and develop preliminary installation schedule. 17 Schedule installation of security gates. www.bibliotheca.com, page 88 Sub-Phase 2: Go Live/System Acceptance This phase concludes installation and allows the Library to validate that all steps and processes are working as desired. Bibliotheca Library 1 Operate as instructed by Bibliotheca. 2 Monitor library; make adjustments. 3 Verify system is operational; complete acceptance test plan. Acceptance plan will be delivered and executed by Bibliotheca and library. All items on the acceptance plan will be signed off on by the Library and Bibliotheca. www.bibliotheca.com, page 89 Customer Account Management Your Customer Account Manager assumes responsibility for all contractual and commercial concerns surrounding implementation and forms the principle point-of-contact between the library and Bibliotheca for general queries, including meeting requests to address any customer service issues and also to discuss any aspects of the solution. This includes monitoring, reviewing, and discussing performance; addressing inquiries and support issues; presenting technical updates including software updates; and discussing any opportunities to add value/improvement. A crucial element of a successful implementation is ensuring that our library customers are happy with the ‘end product.’ More than that, after the actual installation itself, libraries need to know that they will have a point of contact in regards to how they feel about the support they are receiving. The Library’s Account Manager ensures that your experience with Bibliotheca meets your highest expectations. The value is the assurance of a successful and mutually beneficial relation ship between our two organizations. Your Account Manager has a singular focus – to ensure that every interaction between your library and our company demonstrates Bibliotheca’s commitment to customer satisfaction. Concerns and support issues Your Account Manager will assist in dealing with any concerns and issues resulting from the service and your product solution. From the point of any concern or issue arising, she will work with the library and proactively manage the call, ensuring that the relevant departments are involved and are acting to ensure any issues are resolved in a timely manner. Reporting on the quality of services Your Account Manager ensures you receive high quality service and will monitor and report back on the quality of the services we provide. This will be achieved by a combination of approaches, including face-to-face meetings, email, and telephone calls. Regular contact enables us to gain valuable feedback, which ensures any Bibliotheca internal issues are addressed and that overall performance targets and objectives set out by the Library are met. All feedback will be reported, discussed, and overseen by the VP, Sales for that region in the first instance and, ultimately, the Director of Sales. Both your Account and Project Managers work together and hold regular meetings to ensure that responsibility overlap does not occur and no gaps appear in the day-to-day account management. www.bibliotheca.com, page 90 Project Management Bibliotheca offers a consultative approach, providing input from Account and Project Management, Software, Engineering, and Support, with each contributing to deliver your project on time and within budget. Our philosophy is to provide integrated end-to-end service, which is why we have qualified staff assisting at every step, from pre-sales advice to project management and after-sales support, as well as an Account Manager, committed to meeting the project objectives. Roles and Responsibilities: The roles and responsibilities of the Project Manager are shown below, with further information provided under each heading. General • Day-to-day operational responsibility and accountability • Establishment of communications channels • Production and update of a project plan • Agreement of reporting procedures • Exception planning and risk identification and assessment • Site survey organization • Tagging/conversion management • Provision of documentation Solution Set-Up • Gather library specific information to establish system configurations • Establish arrangements to undertake system set-up and testing • Confirm sign-off of all implemented solutions • Supervise configuration of software • Establish change control mechanisms Delivery and Installation • Arrange delivery • Resource coordination and mobilization • Installation, commissioning and sign off acceptance • Staff training Formulating the Project Plan: Our Project Managers undertake discussions to form detailed plans to deliver the project. The process begins early, and considers all solutions, configuration requirements, and any other needs. All hardware requirements will be confirmed, including non-standard finishes or other customizations. The Project Manager coordinates technical planning, including site survey confirmation, software configuration and testing, and equipment installation. Managing Personnel: The responsibility of the Project Manager is to oversee Bibliotheca involvement. The Project Manager sets out a plan and lines of communication to ensure all roles and responsibilities are defined, understood, and managed. Relationship Building: Another role of the Project Manager is to foster a strong relationship with staff. This contributes to the overall understanding and staff buy-in, and planning and implementation of the roll-out, including where third party contractors are deployed. www.bibliotheca.com, page 91 Risk and Contingency Arrangements: The Project Manager manages risk and contingency according to preferred methodology; a detailed risk log is maintained and reviewed by the project team. A formal escalation route is defined so that if and when a risk element comes into scope, contingency arrangements can be put into action. Responding to Change: The attention our Project Managers provide includes resource allocation time and investment at all levels, from attending board meetings to liaising with staff. The Project Manager provides a range of means for communications to offer flexibility and to report back on project progress – via face-to-face meetings, video or telephone conferences, and email. This approach ensures that we pass on our knowledge of your project to individuals who may join later in the process. Bibliotheca addresses and determines customer support and involvement at the kick-off meeting, when a thorough, detailed schedule of requirements is determined. The level of internal resource depends upon implementation size and complexity. The Project Manager works with staff, including those responsible for software configuration as well as field engineers who carry out installations. To promote a successful installation, Bibliotheca requires staff communication and IT and management availability. This includes confirming activities such as considering network issues, testing Bibliotheca software, ILS integration, and organizing training. Optionally, we offer on-site support during ‘go-live’ dates, particularly during deployments in the early phase. This, we hope, provides reassurance that any problems are handled quickly and without impact. A table of our typical lead times can be found below; please note these are standard details: The steps in delivery require a response from staff to ensure we remain on track. We appreciate that decisions on the type and deployment of the solution are made leading up to or at the Aspect Typical Lead Time Scoped Project Lead RFID tags and EM strips 1-2 weeks Bibliotheca confirms tag delivery upon receipt of purchase order. Note: lead times may differ for other tag consumables, e.g. square tags and alternative if required. Staff work stations 2-4 weeks Unit availability in line with tag conversion project. Any staff station used during tagging may be redeployed to any destination library. Self-checkout kiosks 4-6 weeks Confirmed through choice of self-service unit. Lead times may differ with opportunity of reduced time to delivery. Lead time expectations for the units required have been considered. Security gates 4-6 weeks May be installed with security gate manager software. This is an optional module. Automated Materials Handling Systems 16-18 weeks Bibliotheca recommends that decisions are made as early as possible following award. We are taking necessary steps to prepare suppliers and installation engineers. www.bibliotheca.com, page 92 initial kick-off meeting and anticipate that decisions may need to be made following the introductory phase. However, we highlight the necessity for commitment on the main aspects that affect lead times and ultimately installation of the system as specified by the library. The project team’s experience ensures that any adjustment to planning may be made without disruption to implementation. www.bibliotheca.com, page 93 Training Bibliotheca provides training for the initial implementation free of charge. On -site installation and training will take place once the Library has tagged its collection. Tagging training is conducted via the web and takes about 30-60 minutes. Bibliotheca provides customized staff and technical training, scheduled in consultation with the library; training is broken down according to audience, related to library function. Training plans and documentation are developed in detail with the customer project teams. The level of training usually varies on the role of the staff member. It is important to note that the Bibliotheca system has been designed to be intuitive in all aspects. Training is provided during installation and is typically delivered on-site to groups of 6-8 people; sessions last between 30 minutes to 2 hours depending on the level of training. As a brief overview, training is provided on each aspect of the solution and includes: RFID tags  Tag apply: the process of conversion: function, monitoring, reporting Self-checkout kiosks  Patron facing usability  Staff monitoring  System management and reporting  Software functionality Staff stations  Circulation: checking-in and checking-out items  Reporting  Tag programming and other software functionality Digital Library Assistant:  Staff use: data capture, data transfer, reporting  Software functionality Security gates  Staff use: Alarming, RFID security functions, resetting the gates, etc.  Software functionality Automated Materials Handling Systems  Sorting  Reporting  Patron Interface and use, staff interface and use, etc.  Software functionality System monitoring and administration software  Local administration & configuration  Reporting www.bibliotheca.com, page 94 Training is provided by a combination of Bibliotheca staff, including SIP2 and RFID specialists, who are conversant in the solution. Bibliotheca staff are responsible for providing training to all levels of staff from those with a technical background and responsibility through to general staff using the system. It is important that staff are comfortable and confident in using and managing the system. We are experienced in helping customers prepare for ‘go live’ and introducing the new services to patrons. Staff are trained to be able to show patrons how to use the system confidently. Bibliotheca advises the use of staff as ‘greeters,’ helping patrons approach and use the solution. Patrons typically see how simple the solution is to use and gain trust in using self-service. Bibliotheca provides Train-the-Trainer and/or end-user product training as part of the system implementation. When training is completed, the Library should be able to: • Perform all system operator functions and supervisory override functions; • Know common causes of system failure and the remedy for each; • Follow oral instructions given by telephone for the correction of system problems; • Identify and perform preventive maintenance not routinely performed by Bibliotheca; • Provide additional internal training without vendor assistance. Technical Training It is recommended that technical training be performed prior to staff training. This will allow all systems to be configured to suit specific needs and address workflow related questions prior to working with staff. Training sessions may or may not follow the outline shown below, or may be revised to meet the staff needs more closely. This can be determined during the kick-off meeting. Staff Station Technical Training Topics • Software installation and usage • Determining best item-processing method (RFID singles or multi-item stacks) • Configuration changes, and backing up settings files Self-Checkout Technical Training Topics The library technical services staff will be instructed on the following topics. • Systems overview and customer usage (mirrors much of the staff training, below) • Using the self-checkout configuration application • Setting or changing the communication settings (SIP settings, remote-messaging, etc.) • Customizing the screen layout (editing text, changing images, sounds, colors, etc.) • Changing hardware settings (printer settings, adding RFID modules, etc.) • Setting up and using smartadmin™ and Command Center • Other preferences (patron information, usage statistics, diagnostics files, etc.) • System administration (security settings, performing system updates, file sharing, backing up system files, remote administration, etc.) • Technical support (system maintenance and repair, remote support, etc.) • Extensive training on liber8™ and Quick Connect software RFID Security Technical Training Topics • Installation of security gate item identification software • Changing pedestal settings within security gate software • Changing the pedestal settings using the security gate software www.bibliotheca.com, page 95 • Changing the pedestal settings using a direct serial connection (using HyperTerminal) Security Gate Technical Training Topics • Software installation and usage • How to read/interpret security items shown Digital Library Assistant Technical Training Topics • Software installation and usage • Proper wand-handling procedure for RFID detection • Data importing/exporting requirements (setting up search files, etc.) Staff Training Staff Station Staff Training Topics • How to start up and use the reporting software • How to check items in or out – “How do I do this?” • How to process “alerts,” and security-only functions • System capabilities and limitation (what it can and can’t do) • Best practices (what to do, and what NOT to do) • Questions and answers Self-Checkout Staff Training Topics Circulation staff (or others, as needed) will be instructed on day-to-day usage of the system, including how to: • How to use liber8™ or Quick Connect • Assisting/instructing library patrons • Starting up, shutting down and rebooting the system • Transaction-level questions: How the system allows or blocks items and patron account • How to address patrons when security alerts occur (if security is used) • How best to increase user traffic at a self-checkout station • Using smartadmin™ • Day-to-day maintenance (cleaning the touch screen, changing printer paper, etc.) • Questions and answers RFID Security Overview Staff Training Topics • How does RFID security work? • System capabilities and limitation (what it can and cannot do) • How to turn on/off or reset the security pedestals • What to do when the alarm sound (how to address with patrons) • Questions and answers Automated Materials Handling • Daily, monthly and yearly maintenance on the sorter • Troubleshooting • Changing receipt paper • Customizing and configuring software • Bin alerts • Sort criteria • Questions and answers www.bibliotheca.com, page 96 Standard or custom courses are available (on-site ($1,500) or web ($750)). The training schedule for all other items will be decided after system installation. Documentation Documentation is provided free of charge in electronic and print formats for all products an d for each release of software and/or hardware. This includes, as applicable: • Staff stations • Tagging cart (Conversion station) • Handheld inventory device (Digital Library Assistant) • Self-checkout kiosks • Fines and Fees Payment, plus payment gateway provider • Security gates (smartgate™ 400) • Sorting systems • Software, including tagging and circulation, inventory, self -checkout (liber8™ and Quick Connect), sorting, and item tracking for security gates. Documentation consists of user guides, configuration and set up guides, and, in some cases, installation guides. Staff can request additional copies or have the documentation sent via email. Staff will be able to configure (as necessary), operate, and, if needed, diagnose products. All manuals feature clear, instructional images and step-by-step guidelines. Ongoing Training These manuals are also available for quick download by library staff on our liber8:portal™ Self- Help section, as shown on the left of the image below. In addition, staff can also view self-help videos – quick, informational clips – on pertinent topics related to your implementation. www.bibliotheca.com, page 97 Service & Support Bibliotheca provides support for its products through email, web, and phone, which is available 24/7-365. Our in-house Support team is always on call from 7 am- 7 pm, Monday through Friday. Web Support Portal In addition to phone and email support, the library is also able to use our web-based support portal. Staff are able to view current assets and their locations across the system as well as the date they were installed, see open and closed support cases, log new support cases, view help desk notes relating to cases, and more. Help Desk Bibliotheca’s systems are designed so that almost all problems can be diagnosed remotely. Plus, most products have plug-and-play components that are easily removed and replaced by library staff using replacement parts shipped to arrive within twenty-four hours. If a software issue is identified, Bibliotheca will address it using a remote connection to the application. Should a hardware issue be identified and the component(s) can be fixed or replaced with limited effort and technical expertise by staff, the required component(s), if readily available, is dispatched for delivery the next business day. Where technical expertise working with remote guidance from Bibliotheca is not sufficient to address the problem, Bibliotheca will initiate a responding contact within two business hours from receipt of such report, either by phone, web, or email. If, during the response contact, the malfunctioning equipment is determined to be a ‘Depot Maintenance Repair’ component, return/replacement arrangements can be made. If the malfunctioning equipment is determined to be an ‘On-Site Repair’ component, Bibliotheca will contact the Library again within one business day to arrange a site visit. Bibliotheca commits to the following objectives: • Log all calls and emails into the support tracking system. • Provide a reference number for the logged problem. • Respond to logged calls within two hours during the working day. • Prioritize all logged Severity 1 problems. • Resolve all level 1 logged problems as soon as possible. This may result in a “patch and release” strategy. A customer may be offered a quick fix that has been tested, but not subjected to full beta testing. Customers will be made aware of this; it will be their decision if they wish to progress the fix or wait for the enhancement to be part of an upgrade release procedure. • Ensure that the customer agrees to close a ticket. It should be noted that problem type and complexity may impact service levels, which are described as an indication rather than a guarantee. In many cases, resolution time is reduced; while in other cases, times may be extended where resolution is required, from a third party supplier, for instance. Major problems are allocated the highest priority to support staff for identification and resolution. www.bibliotheca.com, page 98 Tasks • Submission: Customer submits an issue via email, the portal, or our toll -free number. If Bibliotheca support staff does not assume responsibility for an issue within two hours, the issue is escalated to Bibliotheca support management, ensuring that calls are answered promptly. • Review: Bibliotheca support is notified when an issue has been submi tted. After researching the issue, a representative responds by phone, portal, or email. • Work with the Customer (Responses/Updates): Further updates to the issue, provided by the customer or the support representative, are captured in Bibliotheca’s support system with information sent to the customer. • Resolved/Public Issue: Once the question is resolved to the satisfaction of the customer, the issue is closed. Benefits – Why Buy Support? Bibliotheca uses multiple notification methods (email, text messaging to support cell phones, etc.). If the issue needs to reassigned based on providing the right expertise to solve the problem, or needs to be escalated to a senior representative, the technician can re-assign the issue to the right person, who is notified by email. This methodology ensures that the most appropriate representative is assigned to the issue. When purchased, support and maintenance is inclusive of service level agreements (SLA), field engineering response, parts and labor, and software upgrades. Case Management Customers are able to report faults with the help desk. Where not possible to handle via telephone, support portal, or email, the fault is escalated to hardware or software engineers. Bibliotheca may request secure access to undertake remote support. A remote connection to the library’s system may be established, e.g. using a VNC connection to allow Bibliotheca support to carry out fixes. When a fault is received, the help desk opens a case in the tracking system. The help desk staff member, who logs the case, will manage the case while it is open. Cases are reviewed to ensure efficient allocation, whether escalated to engineering, software, hardware, or research and development. Your Account Manager will liaise internally with the Help Desk team, ensuring that the relevant departments are involved to ensure issues are resolved timely. www.bibliotheca.com, page 99 AMH Drawings Signature: Print Name : Title: Date: Craig Chandler 4/22/16 1 :58 PM 02.16 w/Data Author: Last Modified Drawing Template Coppell FX-1 Bin .vsdxConceptual Drawing Only Not for Construction Customer Final Approval 2820PLUS5'-10 3 /16 " (1783 mm.)2'-2"(660 mm.)110VAC 20 Amp Duplex Outlet Dedicated Circuit CAT5 or higher Data Outlet *Unless otherwise specified , installed according to local electrical/building code specifications. Should be installed and activated by qualified presonnel prior to AMH system installation . 289928992850289912'-7 7/16 " (3847 mm .) 5-Bin 15 '-7/8" (4594 mm .) 7-Bin 6'-11 13/16 " (2129 mm .) Signature: Print Name : Title: Date: Craig Chandler 4/22/16 1 :46 PM 02.16 w/Data Author: Last Modified Drawing Template Coppell FX-5 and 7 Bin Staff.vsdxConceptual Drawing Only Not for Construction Customer Final Approval Additional Details All prices including Service and Maintenance do not include any applicable sales tax. If tax exempt, please provide Tax Exempt Certificate. Terms are NET 30 Days from Date of Invoice. Invoice is generated at the time of Shipment. A copy of Tax Exemption Certificate is required with purchase order for all tax exempt customers. Quotations are good for 60 days. All dates are based on ship dates. Order must ship within the 60 day window. After 60 days, quotation expires. Contact Bibliotheca for a New Quotation. Manager Approval: ______________________________________ Quote To Quote Details: Coppell Public Library Coppell RFP AMH Interior Drop 1-Bin Jane Darling Includes IR Plus Indoor, Surround, Sensor Kit and One Bin. No Exceptions Printer. 255 Parkway Blvd, Coppell, TX 75019 United States of America jdarling@coppelltx.gov +1 972 304 3660 Quote expires sixty (60) days from Quote Date above. If applicable, the hardware includes 12-month warranty, set-up and configuration Quote Number:QUO-32381-Y2W1, Rev: 0 Quote Date:April 25, 2016 Name:Shawn Brumley Email:S.Brumley@bibliotheca.com Telephone: 877-207-3127 ext. 375 Item ID Item Type Quantity Sale Price Sub Total AMH404029-000-US 3M IR Model 2820 Intelligent Return Plus Indoor (w/o Surround)1 $33,955.000 $33,955.00 AMH404034-000-US 3M Surround 2820/2822 IR Plus Unit 1 $1,000.000 $1,000.00 AMH404027-000-US 3M Optional IR Sensor Kit for One-Bin IR Return Systems 1 $800.000 $800.00 AMH901297-000-US 3M FX Bin - Standard 1 $600.000 $600.00 AAA901342-000-US 3M AMH Pre-Site Visit 1 $840.000 $840.00 SHP000001-000-US Shipping, Handling, and Administration 1 $910.000 $910.00 Total (Less Sales Tax): $38,105.00 Discount:$7,855.000 Grand Total:$30,250.000 Page 1 of 3 Bibliotheca, LLC 3169 Holcomb Bridge Road, NW, Suite 200, Norcross, GA 30071, USA Phone No - 1-800 328 0067 Fax No - 1-877 689 2269 www.bibliotheca.com Customer Official System Quote Submit Purchase Order by fax to 1-877-689-2269 or by email to orders-us@bibliotheca.com. Accepted By: ____________________________________________________________ Accepted Date: __________________________________________________________ Customer Purchase Order Number: _________________________________________ Page 3 of 3 Bibliotheca, LLC 3169 Holcomb Bridge Road, NW, Suite 200, Norcross, GA 30071, USA Phone No - 1-800 328 0067 Fax No - 1-877 689 2269 www.bibliotheca.com Customer Official System Quote Additional Details All prices including Service and Maintenance do not include any applicable sales tax. If tax exempt, please provide Tax Exempt Certificate. Terms are NET 30 Days from Date of Invoice. Invoice is generated at the time of Shipment. A copy of Tax Exemption Certificate is required with purchase order for all tax exempt customers. Quotations are good for 60 days. All dates are based on ship dates. Order must ship within the 60 day window. After 60 days, quotation expires. Contact Bibliotheca for a New Quotation. Manager Approval: ______________________________________ Quote To Quote Details: Coppell Public Library Coppell RFP - 3 Bin FX Kevin Carrothers 255 Parkway Blvd, Coppell, TX 75019 United States of America kcarrothers@coppelltx.gov +1 972 304 7048 Quote expires sixty (60) days from Quote Date above. If applicable, the hardware includes 12-month warranty, set-up and configuration Quote Number:QUO-32936-W0M3, Rev: 0 Quote Date:April 25, 2016 Name:Shawn Brumley Email:S.Brumley@bibliotheca.com Telephone: 877-207-3127 ext. 375 Item ID Item Type Quantity Sale Price Sub Total SHP000001-000-US Shipping, Handling, and Administration 1 $2,235.000 $2,235.00 AAA901342-000-US 3M AMH Pre-Site Visit 2 $840.000 $1,680.00 AMH901297-000-US 3M FX Bin - Standard 3 $600.000 $1,800.00 AMH404031-000-US 3M IR Model 2830 Intelligent Return Staff Induction Station 1 $31,046.000 $31,046.00 AMH901447-000-US 3M FX 2860 - 2' Directional (Right) - Domestic 1 $10,986.000 $10,986.00 AMH901398-000-US 3M FX 3 Bin Sorter System 1 $33,845.000 $33,845.00 AMH404026-000-US 3M Optional Staff Return Holds Slip Printer 1 $585.000 $585.00 AMH404034-000-US 3M Surround 2820/2822 IR Plus Unit 1 $1,000.000 $1,000.00 AMH404030-000-US 3M IR Model 2822 Intelligent Return Plus Outdoor (w/o Surround)1 $40,290.000 $40,290.00 Total (Less Sales Tax): $123,467.00 Discount:$27,720.000 Grand Total:$95,747.000 Page 1 of 3 Bibliotheca, LLC 3169 Holcomb Bridge Road, NW, Suite 200, Norcross, GA 30071, USA Phone No - 1-800 328 0067 Fax No - 1-877 689 2269 www.bibliotheca.com Customer Official System Quote Submit Purchase Order by fax to 1-877-689-2269 or by email to orders-us@bibliotheca.com. Accepted By: ____________________________________________________________ Accepted Date: __________________________________________________________ Customer Purchase Order Number: _________________________________________ Page 3 of 3 Bibliotheca, LLC 3169 Holcomb Bridge Road, NW, Suite 200, Norcross, GA 30071, USA Phone No - 1-800 328 0067 Fax No - 1-877 689 2269 www.bibliotheca.com Customer Official System Quote Additional Details All prices including Service and Maintenance do not include any applicable sales tax. If tax exempt, please provide Tax Exempt Certificate. Terms are NET 30 Days from Date of Invoice. Invoice is generated at the time of Shipment. A copy of Tax Exemption Certificate is required with purchase order for all tax exempt customers. Quotations are good for 60 days. All dates are based on ship dates. Order must ship within the 60 day window. After 60 days, quotation expires. Contact Bibliotheca for a New Quotation. Manager Approval: ______________________________________ Quote To Quote Details: Coppell Public Library Coppell RFP AMH 5-Bin Jane Darling Includes IR Plus Outdoor, Surround, Staff Return, Exceptions Holds Printer, 5 -Bin Sorter and 5 Bins 255 Parkway Blvd, Coppell, TX 75019 United States of America jdarling@coppelltx.gov +1 972 304 3660 Quote expires sixty (60) days from Quote Date above. If applicable, the hardware includes 12-month warranty, set-up and configuration Quote Number:QUO-32378-N3G9, Rev: 0 Quote Date:April 25, 2016 Name:Shawn Brumley Email:S.Brumley@bibliotheca.com Telephone: 877-207-3127 ext. 375 Item ID Item Type Quantity Sale Price Sub Total AMH404030-000-US 3M IR Model 2822 Intelligent Return Plus Outdoor (w/o Surround)1 $40,290.000 $40,290.00 AMH404034-000-US 3M Surround 2820/2822 IR Plus Unit 1 $1,000.000 $1,000.00 AMH404031-000-US 3M IR Model 2830 Intelligent Return Staff Induction Station 1 $31,046.000 $31,046.00 AMH404026-000-US 3M Optional Staff Return Holds Slip Printer 1 $585.000 $585.00 AMH901440-000-US 3M FX 5 Bin Sorter System - Domestic 1 $49,712.000 $49,712.00 AMH901447-000-US 3M FX 2860 - 2' Directional (Right) - Domestic 1 $10,986.000 $10,986.00 AMH901297-000-US 3M FX Bin - Standard 5 $600.000 $3,000.00 AAA901342-000-US 3M AMH Pre-Site Visit 2 $840.000 $1,680.00 SHP000001-000-US Shipping, Handling, and Administration 1 $4,125.000 $4,125.00 Total (Less Sales Tax): $142,424.00 Discount:$29,408.000 Grand Total:$113,016.000 Page 1 of 3 Bibliotheca, LLC 3169 Holcomb Bridge Road, NW, Suite 200, Norcross, GA 30071, USA Phone No - 1-800 328 0067 Fax No - 1-877 689 2269 www.bibliotheca.com Customer Official System Quote Submit Purchase Order by fax to 1-877-689-2269 or by email to orders-us@bibliotheca.com. Accepted By: ____________________________________________________________ Accepted Date: __________________________________________________________ Customer Purchase Order Number: _________________________________________ Page 3 of 3 Bibliotheca, LLC 3169 Holcomb Bridge Road, NW, Suite 200, Norcross, GA 30071, USA Phone No - 1-800 328 0067 Fax No - 1-877 689 2269 www.bibliotheca.com Customer Official System Quote Additional Details All prices including Service and Maintenance do not include any applicable sales tax. If tax exempt, please provide Tax Exempt Certificate. Terms are NET 30 Days from Date of Invoice. Invoice is generated at the time of Shipment. A copy of Tax Exemption Certificate is required with purchase order for all tax exempt customers. Quotations are good for 60 days. All dates are based on ship dates. Order must ship within the 60 day window. After 60 days, quotation expires. Contact Bibliotheca for a New Quotation. Manager Approval: ______________________________________ Quote To Quote Details: Coppell Public Library Coppell RFP AMH 7-Bin Jane Darling Includes IR Plus Outdoor, Surround, Staff Return, Exceptions Holds Printer, 7 -Bin Sorter and 7 Bins 255 Parkway Blvd, Coppell, TX 75019 United States of America jdarling@coppelltx.gov +1 972 304 3660 Quote expires sixty (60) days from Quote Date above. If applicable, the hardware includes 12-month warranty, set-up and configuration Quote Number:QUO-32376-N3G0, Rev: 0 Quote Date:April 25, 2016 Name:Shawn Brumley Email:S.Brumley@bibliotheca.com Telephone: 877-207-3127 ext. 375 Item ID Item Type Quantity Sale Price Sub Total AMH404030-000-US 3M IR Model 2822 Intelligent Return Plus Outdoor (w/o Surround)1 $40,290.000 $40,290.00 AMH404034-000-US 3M Surround 2820/2822 IR Plus Unit 1 $1,000.000 $1,000.00 AMH404031-000-US 3M IR Model 2830 Intelligent Return Staff Induction Station 1 $31,046.000 $31,046.00 AMH404026-000-US 3M Optional Staff Return Holds Slip Printer 1 $585.000 $585.00 AMH901442-000-US 3M FX 7 Bin Sorter System - Domestic 1 $73,228.000 $73,228.00 AMH901447-000-US 3M FX 2860 - 2' Directional (Right) - Domestic 1 $10,986.000 $10,986.00 AMH901297-000-US 3M FX Bin - Standard 7 $600.000 $4,200.00 AAA901342-000-US 3M AMH Pre-Site Visit 2 $840.000 $1,680.00 SHP000001-000-US Shipping, Handling, and Administration 1 $4,725.000 $4,725.00 Total (Less Sales Tax): $167,740.00 Discount:$35,134.000 Grand Total:$132,606.000 Page 1 of 3 Bibliotheca, LLC 3169 Holcomb Bridge Road, NW, Suite 200, Norcross, GA 30071, USA Phone No - 1-800 328 0067 Fax No - 1-877 689 2269 www.bibliotheca.com Customer Official System Quote Submit Purchase Order by fax to 1-877-689-2269 or by email to orders-us@bibliotheca.com. Accepted By: ____________________________________________________________ Accepted Date: __________________________________________________________ Customer Purchase Order Number: _________________________________________ Page 3 of 3 Bibliotheca, LLC 3169 Holcomb Bridge Road, NW, Suite 200, Norcross, GA 30071, USA Phone No - 1-800 328 0067 Fax No - 1-877 689 2269 www.bibliotheca.com Customer Official System Quote www.bibliotheca.com, page 100 Sample SLA Bibliotheca & [Library] Sales Agreement Effective: [Date], 2016 CONFIDENTIAL, [Library] and Bibliotheca use only US ONLY USE www.bibliotheca.com, page 2 Sales Agreement THIS AGREEMENT is made and entered into this ____ day of ___________, 2016, by Bibliotheca, LLC, a corporation in the State of Delaware, USA, with offices at 3169 Holcomb Bridge Rd., Ste. 200, Norcross, Georgia 30071 and 403 Hayward Ave. North, Oakdale, MN 55128 (hereinafter referred to as “Bibliotheca”) and [Library], located at __________________ (hereinafter referred to as “Customer”). RECITALS WHEREAS, Customer desires to implement Automated Materials Handling (AMH) and Radio Frequency Identification (RFID) systems on its premises, and; WHEREAS, Bibliotheca is willing to provide such products and services that together comprise the system(s) listed above and is willing to provide such products and services pursuant to all the terms and conditions in the Agreement; NOW THEREFORE, in consideration of the mutual covenants of the parties, and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, Bibliotheca and Customer have agreed and do hereby enter into this Agreement according to the provisions set forth herein: WITNESSETH: In the event of conflicting provisions, all documents shall be construed according to the following priorities: 1. Any properly executed amendment or change order to this contract (most recent with first priority), and 2. This contract, and 3. Any attachments included with this contract. SCOPE OF WORK [Here] TERM AND TERMINATION Term The Effective Date of commencement of this Agreement shall be the date indicated above. The Term of this Agreement shall begin on the Effective Date and shall extend for the length of the term outlined below, unless terminated earlier under one of the termination provisions contained in this Agreement. The initial term of this agreement shall be not less than fi ve (5) years commencing on the Effective Date, with the first year warranty commencing on the Go Live date. Go Live Date means, with respect to Bibliotheca Software license orders, the date on which the Software is available for operational use for normal daily business, including performing core functions for which it was intended. Maintenance and support shall be paid in 12-month installments in advance and shall auto-renew on an annual basis of the Go Live date. Subsequent years of maintenance and support and subscriptions fees are to be paid annually in advance on the anniversary of the Go Live date. Service and Maintenance auto-renew annually after the initial five (5) year term on the Go Live date unless 60 days prior to termination notification is received in writing to accounts-us@bibliotheca.com. Following the first year of System operation, Maintenance and Support, and subscription fees will be subject to annual increases. Any discounts that may be listed on the quote will be applied to the final invoice. www.bibliotheca.com, page 3 Termination a. This Agreement may be terminated by Customer upon ninety (90) days written no tice to Bibliotheca should Bibliotheca fail to perform in accordance with all the terms of this Agreement. b. Notwithstanding Clause A., Bibliotheca shall have right to redress, with thirty (30) days to remedy the issue(s) from the date of notification from the Customer. c. Regardless of reason for termination, Customer is responsible for payment for all products and services delivered according to the terms and conditions of this Agreement up until the date of termination of this Agreement. DUTIES OF BIBLIOTHECA 1. Bibliotheca agrees to provide the products and services (hereinafter collectively referred to as the “Work”) as listed in its quotation (Exhibit 1). 2. Except where explicitly noted and agreed to by the Customer upon receipt of proper waivers, Bibliotheca will comply with all local laws, ordinances, and regulations bearing on the performance of the Work. 3. Bibliotheca shall enforce good order and discipline among its employees and subcontractors, if any, and shall keep work areas reasonably free from waste materials and rubbish resulting from its operations. 4. Bibliotheca shall deliver products and perform its services as expeditiously as is consistent with professional skill and care and the orderly progress of the Work. 5. Bibliotheca will compensate all com pany employees and subcontractors, if used, for all work performed in the execution of the project. 6. Bibliotheca will have the authority to act on behalf of the Customer only to the extent provided in this Agreement unless otherwise modified by written instrument. 7. Bibliotheca will supply Customer with written invoices according to the payment schedule specified in the Agreement or, if not specified, following shipment of products to the Customer. Unless otherwise stated and agreed to in writing, Bibliotheca is not responsible for the collection or payment of any duties, excise, sales, use property, retailers, occupation, business, or similar tax. The amount of any such taxes which are payable in accordance with the provisions of any statute or rul es, regulations or decision of any taxing authority, will be paid by the Customer. 8. Bibliotheca agrees that title to all Work covered by an invoice for payment will pass to the Customer upon receipt of such payment. 9. Bibliotheca warrants products in accordance with the warranty attached to this Agreement (Exhibit 2). 10. Bibliotheca agrees to support and maintain products during the first year of operation in accordance with document entitled Annual Maintenance and Support for Bibliotheca Products (Exhibit 3). www.bibliotheca.com, page 4 11. Following the first year, Bibliotheca agrees to continue to support and maintain products supplied under this Agreement for the period(s) specified in the Product Maintenance and Lifespan Policy (Exhibit 4), on a year by year basis, contingent upon the Customer’s payment in advance for such support and maintenance. 12. Bibliotheca represents that in the performance of the work, duties, and obligations assumed by it under this Agreement that it is acting and performing as an independent contractor and shall act in an independent capacity and not as an officer, agent, servant, employee, joint venturer, partner, or associate of the Customer. 13. Bibliotheca agrees to indemnify and hold harmless Customer from all claims and suits for loss of or damage to property, including loss of the use thereof, or injuries including death to persons, and from all judgments recovered therefore, and from all expense in defending said claims or suits, including court costs, attorney fees and other expenses, caused by an act or omission of Bibliotheca and/or its subcontractors, their respective agents, servants and employees working on the project and not caused by the fault or negligence of the Customer. 14. Without limiting its liability under this Agreement, Bibliotheca will mai ntain at its expense during the life of this Agreement Workman’s Compensation insurance as mandated by law and comprehensive General Liability insurance in amounts no less than: Bodily Injury Each Person - $1,000,000 Bodily Injury Each Occurrence - $2,000,000 Property Damage Each Occurrence - $1,000,000 Customer will be named as an additional insured and noted as such on each policy. DUTIES OF CUSTOMER 1. Customer will inspect all products immediately upon delivery, noting damage to external packaging and/or contents on the delivery receipt or bill of lading. Customer will immediately notify Bibliotheca of such damage. Customer understands that failure to immediately report damage may result in the inability to file claims with the shipper or insurance companies. Damages not covered as a result of the Customer’s failure to examine or report are the full responsibility of the Customer. 2. Customer will issue purchase orders to Bibliotheca in writing for the products and services listed in Exhibit 1, noting desired delivery dates that will not be earlier than sixty days following receipt of the purchase order by Bibliotheca. 3. Unless noted otherwise on the purchase order, Customer will be prepared to receive products from the date of its purchase order. The specific date for delivery and commencement of installation shall be agreed upon in consultation between the Customer and Bibliotheca. Should Customer, due to delays in construction or for any other reason, not be prepared to accept delivery on or before the stated desired delivery date on the purchase order, Bibliotheca will delay without penalty the shipment of product for up to two weeks following that date as long as no cost-incurring changes are required in the Bibliotheca technician’s installation schedule. If, after two weeks following the stated desired delivery date, Customer is still not ready to accept delivery, Bibliotheca will invoice Customer according to the percentages below and delay shipment of the products on condition that the Customer remi t payments as if shipment and installation had taken place www.bibliotheca.com, page 5 at the latest possible dates that fall within this two week period: 35% of the total contract seven days following the date of the delivery specified on the purchase order and 15% fourteen days following the date of delivery specified on the purchase order. In all cases, Customer will be fully responsible for all costs incurred by Bibliotheca as a result of a change in the Bibliotheca technician’s installation schedule. Furthermore, as Bibliotheca will be required to store the equipment until Customer accepts delivery, Customer will be charged 0.5% of the purchase price of the system and/or products each month until system and/or products are shipped and accepted by Customer. 4. Customer will accept delivery of products delivered to its truck high dock during normal business hours. If Customer does not have a truck high dock or can accept deliveries only during specified hours, it must note these and any other special delivery requirements on its purchase order. The absence of a truck high dock and the presence of special delivery requirements may result in increased delivery costs, for which the Customer will be fully responsible. 5. Customer will remit payment in U.S. Dollars to Bibliotheca in no more than 30 days following the date of invoice. Interest will accrue on the amount due at the rate of two percent (2%) per month for each full calendar month or part thereof during which such amount shall be outstanding, such interest to commence to accrue on the fifteenth (15th) day after such amount is due and payable. If this interest rate exceeds the maximum interest rate permitted by law, then the interest payable shall be at such maximum permissible rate. 6. Payments for products/services are due within thirty days of invoice receipt. 7. Support and maintenance is invoiced prior to the start of the contract period and is due within thirty days of invoice. 8. If Customer claims exemption from any taxes imposed by any taxing authority, Customer will save Bibliotheca harmless from any such tax, together with any interest, fines, or penalties thereon, which may at any time be assessed against it by reason of the fact that such Work or portion thereof is held to be taxable by the taxing authority. In the event that the Customer is exempt from such taxes or should Customer elect to pay such taxes directly to the taxing authority, then Customer shall provide Bibliotheca with a valid tax exemption certificate or similar document in form satisfactory to Bibliotheca. 9. Customer is responsible for supplying materials, equipment, and services as described in Exhibit 1 and other documents that have been provided to the Customer relating to the work proposed. 10. Customer is responsible for security and paying for all licenses and permits required for the execution of the work. 11. Customer will designate a primary and secondary contact person for the purpose of coordinating with Bibliotheca representatives all technical aspects and implementation of the system(s). 12. Individuals designated above will promptly provide to Bibliotheca all information needed by Bibliotheca for implementation of the system. www.bibliotheca.com, page 6 13. Customer warrants that the project is located on real property owned by the Customer and that access to such real property will be furnished to Bibliotheca at such times and on such dates as Bibliotheca may reasonably require in connection with the execution and completion of the Work. Customers will provide a clear path for access to and from the installation site for personnel and equipment. Customer will ensure that not later than the scheduled start of installation date, the installation site is free and clear, that all civil work and necessary removal or modifications of existing equipment or buildings is concluded, and that all necessary Customer provided infrastructure, including but not limited to electrical and network connections, is in place according to Bibliotheca specifications. Customer will be fully responsible for all costs associated with the failure of the Customer to meet these requirements. These costs include, but are not limited to, additional work performed by Bibliotheca to prepare the site, additional time required for installation and training, and the additional costs associated with required travel. 14. Customer understands that the proper performance of the system depends upon a thorough understanding and implementation of the installation and operating instructions provided by Bibliotheca. Customer is responsible for ensuring that all staff, volunteers and others who perform services at the Customer’s behest are fully trained in the operation of the system components with which they are working. 15. Customer will immediately report all system problems to Bibliotheca. 16. At Bibliotheca’s request, Customer will generate system reports as may be needed by Bibliotheca and, if requested, maintain a log detailing all problems experienced with the system. 17. Customer will not modify Bibliotheca hardware or software without first consulting Bibliotheca. 18. Customer agrees to permit Bibliotheca reasonable remote access to support the System as demonstrated in Exhibit 1. 19. Customer will maintain the confidentiality of all information, be it in written, unwritten, or any other form, provided it by Bibliotheca. Only such information as may be necessary for Customer’s agents to perform their duties shall be shared with such agents. 20. Customer represents that Bibliotheca software is the intellectual property of Bibliotheca and is protected by law, including copyright laws and international treaties. Copies of software may not be made without the expressed written consent of a Bibliotheca representative authorized to legally obligate the company. 21. Customer shall take all reasonable steps to protect Bibliotheca’s intellectual property rights. MISCELLANEOUS 1. Force Majeure. The parties to this Agreement will not be liable for any delay or failure to perform their obligations if that failure or delay is due to any cause or condition beyond the control of that party and, in particular, without limitation, any failure, damage or loss due to fire, flood, exposure or any act of God, industrial disturbance, failure of electrical telecommunications networks, acts of vandalism, sabotage, civil services, war, changes in legislation or regulations of any government or governmental agency, refusal or revocation of any license or consent by the government of any authority. www.bibliotheca.com, page 7 2. Limitation of Liability. The liability of Bibliotheca, its agents, employees, subcontractors and supplies with respect to any claims arising out of the performance or non-performance of obligations under the Agreement, or the design, manufacture, sales, delivery, installation or use of the Work or materials or the condition of other services hereunder irrespective of the theory upon whi ch any claim may be based, including, without limitation, breach of the Agreement, breach of warranty or tort (including negligence), indemnity, strict liability or otherwise (i) shall in no event include consequential, indirect, special or similar damages including, but not limited to, loss of profits or revenue, or loss of business, and Customer hereby irrevocably waives any right it may have to any damages in excess of actual and incidental and (ii) except with respect to indemnity claims for personal injury (including death) or damage to property of third parties, shall in no event exceed in the aggregate 100% of the Purchase Price or the scope and limits of insurance required to be maintained under the terms of the Agreement, whichever is less. The limi tation of liability shall prevail over any conflicting or inconsistent provisions contained in the Agreement except where such conflicting or inconsistent provisions provide a more restrictive remedy. 3. Indemnification by Customer. Customer agrees to indem nify, defend (at its own expense with counsel satisfactory to Bibliotheca) and hold Bibliotheca harmless from any and all claims demand, liabilities, causes of action, suits, costs and expenses of any kind or nature (including attorney’s fees) for loss or damage which suffered by Bibliotheca as a result of injury to persons (including death) and property arising from: (i) removal or modification to Bibliotheca-furnished safety features, (ii) the disregard of Bibliotheca-furnished user safety instructions, (iii) any portion of the Work which includes Customer’s existing Work or Work furnished by Customer, (iv) improper use of the Work, (v) any information, representation, reports or data furnished or prepared by Customer or (vi) Customer’s failure to properly instruct employees regarding the proper use and maintenance of the Work. 4. Change orders. Customer is fully responsible for any and all costs that are incurred as a result of changes initiated by Customer to this Agreement, to any other contract signed between Bibliotheca and the Customer related to the Work, to any Purchase Order issued to Bibliotheca by the Customer related to the Work, and to any instructions provided to Bibliotheca by the Customer related to the Work. 5. Assignment. The provisions of this Agreement shall inure to the benefit of and be binding upon the respective successors and assignees of the parties hereto. A party to this Agreement will not sell, transfer, assign, license, franchise or otherwise part with possession or mortgage, charge or encumber any right or obligation under this Agreement without the proposed assigned agreeing in writing with the non-assigning party to observe and perform the terms, conditions and restrictions on the part of the assigning party to this Agreement whether express or implied as if the proposed assignee was an original contracting party to this Agreement. 6. Severability. Should any court of competent jurisdiction declare any provision of this Agreement invalid, then such provision shall be severed and shall not affect the validity of the remaining provisions of this Agreement. www.bibliotheca.com, page 8 7. Choice of Law: Venue. The laws of the State of Georgia shall control the validity, construction and effect of this Agreement and also any extensions and/or modifications of it. Any action, suit, or other proceeding concerning this Agreement must be brought and maintained only in a court of competent jurisdiction sitting in Gwinnett County, Georgia. 8. Costs and Expenses. Each party will pay its own costs and expenses in relation to the negotiations leading up to and in relation to the preparation, execution and carrying into effect of this Agreement and all other documents referred to in it. In the event that either party deems it necessary to take legal action to enforce any provisions of this Agreemen t, in the event that Bibliotheca prevails, the Customer shall pay all expenses of such action including attorney fees and court costs at all stages of litigation. 9. Entire Agreement. The complete understanding between the parties is set out in this Agreement and this Agreement supersedes and voids all prior and contemporaneous understandings, proposals, letters, agreements or conditions expressed or implied, oral or written, except as herein contained. Any amendment, modification, waiver or discharge of any requirement of the Agreement will not be effective unless in writing signed by the parties hereto or by their authorized representatives. 10. Headings. The headings in this Agreement are for convenience and reference and are not intended to define or limit the scope of any provision of this Agreement. 11. Third Parties. Nothing contained in this Agreement shall create a contractual relationship with or a cause of action in favor of a third party against the parties to this Agreement. 12. Inter-Local Purchase. To the full extent permitted by local, state and federal law, the prices, terms and conditions of this agreement, in part or in whole, may be extended to other similar governmental and non-governmental bodies without restriction and without compensation. The aforementioned bodies may or may not be affiliated with the parties to this agreement through a purchasing cooperative, inter-local participation agreement, consortium or other cooperative agreement designed to extend contractual terms agreed to by any one m ember to all members of the cooperative group. 13. Access to all Bibliotheca products. As part of this Agreement, Customer may purchase any and all products that are listed in the adjoining Price List (Exhibit 7). Prices shown in the Price List are subject to change and may be based on quantities. IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first hereinabove written. Signature below indicates agreement to all written terms in this document and its exhibits: BIBLIOTHECA, LLC DBA BIBLIOTHECA Signature: ________________________________ Name: Al Coalla Title: Chief Executive Officer Date: ____________________________________ [LIBRARY] Signature: ________________________________ Name: ___________________________________ Title: _____________________________________ Date: ____________________________________ www.bibliotheca.com, page 9 Exhibit 1: Quotation of Work & Products to Be Provided Following this page and forming a part of the Sales Agreement is Bibliotheca’s quotation for work to be performed and products to be provided to the Library. [A note will be written here if maintenance is purchased up front.] www.bibliotheca.com, page 10 Exhibit 2: One Year Limited Warranty Bibliotheca warrants that the equipment provided in conjunction with any Bibliotheca developed and supplied system(s) to be free from factory defects for a period of one year from the date of installation. This limited warranty does not extend to any Bibliotheca prod uct which, in the sole judgment of Bibliotheca has been subjected to abuse, misuse, neglect, improper installation, or accident, or any damage due to use or misuse produced from integration of the products into any mechanical, electrical, or computer system. Further, any abuse, misuse, neglect, improper installation, accident, enhancement, modification, alteration or change made without Bibliotheca’s written consent will invalidate Bibliotheca’s Limited Product Warranty. In the event that it is determined the equipment failure is covered under this warranty, Bibliotheca shall, at its sole option, repair or replace the piece of equipment with functionally equivalent or better equipment and return such repaired or replaced equipment without charge for service or return freight. This limited warranty, except as to title is in lieu of all other warranties or guarantees, either express or implied, and specifically excludes, without limitation, warranties of merchantability and fitness for a particular purpose under the uniform commercial code, or arising out of custom or conduct. The rights and remedies provided herein are exclusive and in lieu of any other rights or remedies. In no event shall Bibliotheca be liable for any indirect or consequential damages, i ncidental damages, damages to person or property, or other damages or expenses due directly or indirectly to the purchased equipment, except as stated in this warranty. In no event shall any liability of Bibliotheca exceed the actual amount paid to Bibliotheca for a specific piece of equipment involved in the incident. Unless specifically contracted otherwise, warranty service is provided under the terms and conditions of Bibliotheca’s standard yearly support and maintenance agreement with the exception of any reference to software updates. www.bibliotheca.com, page 11 Exhibit 3: Terms and Conditions of Support and Maintenance These Terms and Conditions of Support and Maintenance are evergreen in nature and do not expire. Billing cycle for Support and Maintenance will be on an annual basis beginning with the Go Live Date. I. Coverage. Bibliotheca will provide Customer support and maintenance services on an annual basis subject to Bibliotheca’s Equipment Lifecycle Policy and payment of the annual Product Support and Mai ntenance Fee. The following services will be provided during the period covered as described below: i. With the exception of consumable supplies (e.g. print ribbons) and parts with specified limited usage life spans (e.g. printer heads), Bibliotheca will repair or replace hardware components unless such failure is caused by Customer, as determined by Bibliotheca in consultation with the Customer. ii. Replacement parts, whether new or refurbished, will be equal to or better than the parts being replaced. Replacement parts will be provided on an exchange basis. End of Support (EOS) for Hardware products is specified in the attached document entitled Bibliotheca Maintenance and Equipment Lifecycle Policy. iii. In the event that the Customer reports material bugs or defects in the Software, Bibliotheca shall use commercially reasonable efforts to correct or replace the Software or provide the services necessary to remedy any programming error attributable to Bibliotheca that significantly affects the functionality of the Software. iv. Bibliotheca shall provide points of contact for Customer to report Product problems, failures, and defects and to request Product changes and enhancements. Only those individuals specifically designated by the Customer shall contact Bibliotheca in regard to such matters and Bibliotheca is not obligated to respond to any other employees except those specifically designated. v. Bibliotheca shall provide the maintenance and support services during the service period by telephone, facsimile, email, on site visit or any other means which its deems appropriate, at its sole discretion, to adequately provide those services. vi. Bibliotheca shall be responsible for outbound shipping costs of products and components covered under this agreement. The Customer is responsible for shipping costs of products and components that are returned to Bibliotheca for replacement or repair. vii. As a part of this agreement, Bibliotheca shall supply Customer any and all updates, improvements, and modifications to the Licensed Programs that Bibliotheca makes available to its licensees generally without charge, provided that Bibliotheca reserves the right to charge separately for new options or new applications that, in the discretion of Bibliotheca, constitute a new software product. viii. Such updates, improvements, and modifications shall be provided to the Customer within the framework of periodic official releases. Software support will be limited to the two most recently distributed releases. www.bibliotheca.com, page 12 ix. Maintenance services to be provided by Bibliotheca under this Agreement do not include: i. Correction of errors arising from changes, alterations, additions, or modification by persons other than the employees or agents of Bibliotheca or caused by the operation of the Product other than in accordance with the operating specifications. ii. Correction of errors arising from the fault, neglect, misuse, or omission of the Customer or its servants, agents, contractors, invitees, or any other person whether or not that person is under the control or direction of the Customer. iii. Rectification of errors or defects caused by the incorrect or unauthorized use, modification, revision, variation or translation of the software by the Customer or its servants, agents, contractors, or invitees. iv. Repair of damage arising from the failure or surge of electrical power, fusion, fire, air conditioning malfunction, damage caused in transportation, or any other environmental factor or cause other than a cause arising from normal use of the Product. v. Correction of errors caused by the use of computer programs not licensed by Bibliotheca for use by the Customer. vi. Customer shall be responsible for ILS/LMS-related changes and will bear the responsibility and costs incurred when these changes result in changes to Bibliotheca system configurations. II. Assignment of Warranties on Hardware Products. In addition to Bibliotheca’s obligations under the Maintenance Agreement, Bibliotheca hereby assigns to the Customer all rights of Bibliotheca under any manufacturer's warranties applicable to Hardware Products purchased under this Agreement to the extent such assignment is permitted under such warranties. Such assignment will be effective upon payment of the Total Purchase Price and all other charges invoiced for the shipment of the Products. Except as provided hereunder or pursuant to an executed Maintenance Agreement, Bibliotheca shal l have no obligation to provide maintenance support or other services for Hardware Products purchased under this Agreement. III. Limitation on Services. Notwithstanding the above, in the event that Customer or any third party enhances, modifies, alters, or otherwise makes any change to the Products without the prior express written consent of Bibliotheca, Bibliotheca shall have no obligation whatsoever to provide maintenance or support of such Products at any time after such enhancement, modification, alterati on, or change. Notwithstanding anything herein to the contrary, Bibliotheca’s obligation to provide maintenance and support for the Licensed Programs shall extend only to the most recent version and the next most recent version of the Licensed Programs provided to Customer. IV. Upgrades. The information technology industry is dynamic and marked by frequent product replacement and upgrades. With respect to hardware and third party software, Customer retains the responsibility for the costs of purchase and inst allation of said upgrades necessary to maintain the functionality of system. www.bibliotheca.com, page 13 V. Customer Obligations. During the term of this Agreement: i. Customer shall provide Bibliotheca with sufficient documentation, information, assistance, support, and test time on Customer's computer system to duplicate any reported problems, certify that the problem is with the Products, and certify that the problem has been corrected. Bibliotheca will be provided with remote access to systems to aid the troubleshooting and repair process. ii. Customer shall designate specific employees who will be trained in all aspects of the products, including trouble shooting. These, and only these employees, may contact Bibliotheca for matters related to this Agreement. iii. Customer shall perform problem definition activities and any remedial or corrective actions as described in the Licensed Programs customer manuals and other system documentation provided to Customer by Bibliotheca prior to seeking assistance from Bibliotheca. iv. Customer is responsible for performing scheduled preventative maintenance as per product specifications. v. Customer shall provide Bibliotheca’s Maintenance personnel with proper and safe access to the equipment and software at all requisite times for the purpose of providing the maintenance services. vi. Customer will provide Bibliotheca with at least thirty days written notice of the Customer’s intention to move the equipment to a location other than the premises. www.bibliotheca.com, page 14 Exhibit 4: Product Maintenance and Lifespan Policy The supplied self-service solution will be maintainable throughout the life of the equipment while it has a valid support contract. We recommend investing in a support contract for five years with agreed service level agreement. By investing in a support and maintenance agreement, all parts are replaced and/or repaired free of charge should they become defective during the life of the equipment. This excludes any consumables. Our solutions are based upon industry leading design and the high quality materials we use in our manufacturing processes. We recommend a practice of powering and shutting down your systems on a daily basis to preserve the operating capabilities of the internal PCs and peripherals. Our systems have been designed with quality components that minimize the risk of failure. We suggest that the system is monitored to ensure that any staff actions, such as replacement of consumables or bin emptying, are carried out regularly as required. Our recommended remote management solution, smartadmin™, provides staff with extensive capabilities in monitoring and managing aspects of the solution both on the library floor and remotely, as well as collecting detailed transactional information. Quality Products: Our dedication to high quality in manufacture is a contributory factor in Bibliotheca self-service solutions regularly achieving 90% plus self-service statistics for all lending transactions. For All Products but Security Gates: Bibliotheca recommends that for planning purposes the expected lifespan of all hardware products (excluding security pedestals) is six years. After this period, Support will continue to be made available on a contractual year by year basis if this is considered economically viable (based on availability/cost of major components at that time). Bibliotheca’s intention is to meet the customer’s ongoing requirements and all efforts will be made to affect repairs on said equipment, but results may be limited by availability of parts or inventory. In all cases and to ensure that the customer uses the latest available technology, Bibliotheca allows customers to upgrade their equipment to the current levels at a 35% discount. Security Gates: Bibliotheca recommends that the expected lifespan for security pedestals is eight years. After this period, Support will continue to be made available on a contractual year by year basis if this is considered economically viable (based on availability/cost of major components at that time). Bibliotheca’s intention is to meet the customer’s ongoing requirements and all efforts will be made to affect repairs on said equipment, but results may be limited by availability of parts or inventory. In all cases and to ensure that the customer uses the latest available technology, Bibliotheca allows customers to upgrade their equipment to the current levels at a 35% discount. RFID Tags: Bibliotheca guarantees its tags for the life of the items to which they are affixed. Should the Library find a tag that is inoperable, Bibliotheca will replace it, free of charge. Automated Materials Handling: Bibliotheca recommends that the expected lifespan of the smartsort™ 100, smartsort™ 200, and smartsort™ 300 is ten years; the smartsort™ 400 is set at eight years. Bibliotheca’s trade-in program allows customers to trade smaller sorters toward the purchase of larger ones at any time, with a yearly straight line depreciation of just 15%, with a sorter up to five years old. For example, if the Library spends $20,000 on a sorter and in three years elects to trade up to a larger unit, it will receive $11,000 in credit toward that new purchase. www.bibliotheca.com, page 15 Exhibit 5: Software License Agreement Bibliotheca, LLC hereby agrees to grant [Library], who agrees to accept the following licensed rights and limitations (“License”) for Library’s use of Vendor-provided software. 1. Software: Software, under the terms and conditions of this License (referenced hereinafter as “Software”), means any of the following components provided to Library by Vendor: i. Any computer programs provided by Vendor, either consisting of a set of instructions, calculations and/or statements loaded in a computer (or a device which incorporates a computer) or recorded on a computer readable medium for loading in a computer; ii. Supportive instructional/reference materials such as: training materials, manuals, on- screen tutorials, and other computer program relevant materials whether on paper or computer readable media (“Documentation”); and iii. Any new release, update, upgrade, enhancement, addition, supplement, modification of a program or additional Vendor Software and/or its Documentation provided by Vendor, subsequent to the initial delivery, that is not licensed by specific reference under a mutually agreed upon separate license agreement. 2. Grant of License: Vendor hereby grants Library and Library hereby accepts a non- transferable, non-exclusive license, under applicable copyrights and/or trade secrets, to use Vendor-provided Software only on the specific computer(s) for which it was registered and delivered to Library. All Software (other than Documentation) will be provided by Vendor to Library in machine-readable object code only. Library acknowledges that it does not acquire any rights of title or ownership in the Software (including Documentation) and agrees that all proprietary rights to the Software shall at all times remain with Vendor or its relevant third-party provider. Library may, for its internal use only, print or otherwise reproduce Vendor-developed Documentation if all included Vendor markings, e.g. trademarks, copyrights and statements of confidentiality, are included on each copy. Library acknowledges and agrees that any third party documentation supplied by Vendor, which is marked as copyrighted and/or confidential, shall not be copied or reproduced in any manner. 3. Term of License: This License shall remain in force from the date of delivery and continue until Library ceases all use of the Software or Library’s licensed rights are terminated for cause. Library acknowledges and agrees that if this Agreement terminates for any reason, all of Library’s licensed rights to the Software (including Documentation) are relinquished and, within five business days thereafter, Library (at Vendor’s option) will either deliver to Vendor or destroy the original and all copies of the Software including its Documentation. Upon Vendor’s request, Library agrees to certify to Vendor in writing its full compliance with this provision. 4. Assignment: This License and any rights granted herein shall not be transferred, sub -licensed or assigned to any third party without the prior written consent of Vendor. 5. Termination: If Library neglects or fails to pay the specified license fees, or fails to adhere to any of its obligations hereunder, this license may be immediately terminated by Vendor for cause. 6. Security and Limitations of License: Library acknowledges and agrees that: www.bibliotheca.com, page 16 i. All Software and upgrades of Software (including its Documentation), which are provided to Library by Vendor, contain proprietary copyrighted, trade secret and/or confidential information of Vendor or its relevant third-party provider; ii. Library shall not decrypt, reverse engineer, reverse compile, modify, or create derivative works of the Software; iii. Library and its employees shall take all reasonable precautions to safeguard and hold all Software, including upgrades, additions and enhancements, in confidence, at least to the same extent that it protects its own most valuable confidential information; iv. If Library violates this License or does not pay the agreed upon licensing fees, Vendor will have all of the rights provided herein and available under law, including the right to injunctive relief; v. If any other communication, agreement or purchase order conflicts with, or may affect interpretation of, the understandings set forth herein, this License shall control as the singular expression of licensed rights. www.bibliotheca.com, page 17 Exhibit 6: Notices If to Bibliotheca: Al Coalla, Director Bibliotheca 3169 Holcomb Bridge Rd., Ste. 200 Norcross, GA 30071 877-207-3127 ext. 121 a.coalla@bibliotheca.com If to Customer: [Name, Title] [Place] [Street] [City, ST Zip] [Phone] [Email] www.bibliotheca.com, page 18 Exhibit 7: Access to All Bibliotheca Products Price list of all Bibliotheca products will follow this page and forms a part of this Agreement. www.bibliotheca.com, page 19 Exhibit 8: liber8:Payment™ Service Provision This addendum covers the provision of services to the customer for acceptance of Mag stripe credit and debit cards at payment terminals; once signed, it is binding on both parties. The service is provided by Creditcall and managed by Unattended Card Payments Inc. (hereafter referred to as UCP) as its official distributor.  Period: minimum of 12 months, thereafter the customer may cancel with one full calendar month notice; after this period, no further charges are liable.  Cards accepted: Visa, MasterCard, American Express, Visa Debit, Discover, Solo, and Maestro (subject to Codes of Practi ce). Processing Charges: PSP Charges including refunds made via WebMIS.  Refund charges: $2 per refund (manual refunds made by Creditcall).  Set-up charges: $285 per merchant ID, this includes unlimited terminals added at set up and one WebMIS log-in. The customer should allow one week for the Merchant Account to be set- up and 48 hours for terminals to be added to an existing Merchant Account.  Subsequent terminal set-up charges: $15 per terminal where added to an existing Merchant ID capped at $150 per request.  Additional WebMIS Log-ins: $70 per log-in.  Payment terms: Net 30, delay in receipt of due payments may mean UCP will terminate the service. 1. Changes to this Agreement 1.1 UCP must provide 60 days’ notice to the customer of any change in pricing. The customer may cancel the agreement with 30 days written notice due to an increase in pricing. 2. Rights 2.1 The Intellectual property in the service provided shall remain exclusively owned by Creditcall. 2.2 Neither party may use each other’s name, logo, trademark or Intellectual property without written approval of the other. 2.3 Both parties will use their best endeavors to ensure that they do nothing that will bring disrepute to the other party’s name or reputation, 3. Data Protection 3.1 Both parties shall observe and comply with the requirements of Data Protection laws. 4. Force Majeure www.bibliotheca.com, page 20 4.1 Neither party shall be liable of any breach of this agreement due to any cause beyond its reasonable control. 5. Liabilities/Obligations Customer obligations – the customer shall: 5.1 At all times throughout the duration of this agreement ensure that all publicity, signage and/or promotional material issued by the customer in respect of or in connection with the PSP service complies in all respects with the codes of practice. The customer shall not in any publicity or other prom otional activity state or imply any approval by UCP or Creditcall of any offering in any way without the prior written approval of a duly authorized officer of UCP or Creditcall, which shall not be unreasonably withheld. 5.2 Ensure that all rights, authorizations, licenses, exemptions, consents and permissions have been obtained or granted and all such requirements of law or of any other competent authority or public body have been complied with as are necessary or prudent in connection with the provisi on of the PSP service and shall at all times throughout the duration of this agreement maintain in full force and effect all such rights, authorizations, licenses, exemptions, consents and permissions and comply with all such requirements. 5.3 Undertake not to disconnect or interfere with the operation of the PSP service except where explicitly agreed in writing between the parties and to use its best endeavors to prevent such disconnection or interference by a third party. 5.4 Ensure that only the sale of those services and/or products as agreed with UCP and as documented in the customer account information will take place. UCP reserves the right to treat any breach of this clause as a material breach for the purpose of this agreement. 5.5 Not use the PSP service in any manner whatsoever which constitutes a violation of any law or regulation or which may cause UCP or Creditcall to be subject to any investigation, prosecution or legal action. UCP reserves the right to terminate this agreement with immediate effect in the event that this clause is subject to a breach by the customer. 5.6 Acknowledge that UCP/Creditcall does not have access to the customer’s merchant account and that it is therefore the customer’s responsibility to reconcile the payments being made into the customer merchant account with the transactions processed by the PSP service. In the event that the customer identifies a discrepancy, they must notify UCP as soon as reasonably practical. UCP will treat any such notifi cation as a high priority problem. UCP/Creditcall shall have no liability for discrepancies, which have occurred more than 14 days prior to the date any such problem is notified to them. 6. Payment Card Industry Data Security Standards (PCI DSS) 6.1 The customer shall not: 6.1.1 Store any element of the card transaction, other than temporarily to process the transaction with the PSP service: this explicitly includes (but is not limited to) any card numbers, CVV, CVV2, CVV3, or PW information and any track 2 information derived from the chip or magnetic strip; or www.bibliotheca.com, page 21 6.1.2 Log any element of the card transaction for any purpose at all including debugging or auditing and nor will any other record of the card transaction be held electronically or on paper. 6.2 The customer will encrypt or obscure the card numbers either by masking all digits except the first 6 and the last 4 numbers; using the last 4 digits only or by applying a secure one -way hashing algorithm such as SHA-1. 7. Financial Provisions The customer is responsible for: 7.1 The set-up of the merchant account with the merchant acquiring bank. 7.2 Any and all set up and bank charges associated with the merchant account. 8. Limitation of Liability 8.1 All risks in respect of authorization and/or settlement of transactions and refunds by the bank system lie with the customer and/or the relevant financial institution and UCP/Creditcall shall have no liability in respect thereof to the customer except where a transaction or refund fails due to UCP/Creditcall’s negligent act or omission in which case UCP/Creditcall’s sole liability will be to reprocess the transaction of refund. 8.2 The customer acknowledges and agrees that UCP/Creditcall will have no liability in contract or in tort for: 8.2.1 The timeliness, standard, quality and /or suitability of the offering. 8.2.2 In respect of any charge, cancellation or dispute relating to the offering. 8.3 The customer will fully indemnify UCP/Creditcall against any and all expenses, losses or damages resulting from claims or demands brought against UCP/Creditcall in respect of the offering. UCP shall as soon as reasonably possible give notice to the customer of any such action proceeding, claim or demand and shall not settle or compromise any claim against UCP/Creditcall without the prior written consent of the customer, which shall not be unreasonably withheld or delayed. 9. Service Availability 9.1 UCP will use all reasonable endeavors to provide and maintain the Services 24 hours in every day on every day of the year, but UCP shall not be liable for any failure to provide or maintain the Services in such manner where this arises from a technical or other failure of the Public System, the Bank System or any product or service supplied by the Customer or by a third party. UCP does not warrant that the Services, the Bank System or the Public System will be fault free or free of interruptions. 9.2 UCP have the right from time to time to improve or alter the services as it deems appropriate provided such changes do not materially change the nature of the Services. 9.3 Service obligation for each year is 99.5%. Planned outages previously notified to the customer shall not be deemed occurrences of unavailability for the purposes of the service www.bibliotheca.com, page 22 availability obligation. UCP will work with the customer to ensure any planned outages are scheduled at low traffic periods. 10. Law 10.1 This agreement shall be governed by and construed in accordance with Nevada State law. Accepted by Creditcall: _____________________________________ Rob Chilcoat, President, N. American Operations _____________________________________ Date Bibliotheca, LLC 403 Hayward Ave. N. Oakdale, MN 55128 United States 3169 Holcomb Bridge Rd., Ste. 200 Norcross, GA 30071 United States www.bibliotheca.com info-us@bibliotheca.com Bibliotheca LLC 403 Hayward Ave N Oakdale MN 55128 3169 Holcomb Bridge Road Suite 200 Norcross GA 30071 www.bibliotheca.com info-us@bibliotheca.com RFP #0138 COZBY LIBRARY AND COMMUNITY COMMONS RADIO FREQUENCY AND IDENTIFICATION CONVERSION Page | 37 CONFLICT OF INTEREST QUESTIONNAIRE - FORM CIQ For vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session. This questionnaire is being filed in accordance with chapter 176 of the Local Government Code by a person who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the person meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local government entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person knowingly violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. 1 Name of person who has a business relationship with local governmental entity. 2 Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3 Name of local government officer with whom filer has an employment or business relationship. Name of Officer This section, (item 3 including subparts A, B, C & D), must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the filer of the questionnaire? Yes No B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? Yes No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? Yes No D. Describe each affiliation or business relationship. 4 I have no Conflict of Interest to disclose. 5 Signature of person doing business with the governmental entity Date CITY OF COPPELL • PURCHASING DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 Bibliotheca, LLC Submitting a proposal in response to RFP #0138. April 26, 2016 RFP #0139 COZBY LIBRARY AND COMMUNITY COMMONS RADIO FREQUENCY IDENTIFICATION CONVERSION TRANSMITTAL OF ADDENDUM 1 INSTRUCTIONS: 1. ACKNOWLEDGE RECEIPT OF ADDENDUM IN PROPOSAL, ON OUTER ENVELOPE OF BID. I acknowledge the receipt of Addendum No. 1 City of Coppell PROJECT NAME: COZBY LIBRARY AND COMMUNITY COMMONS RADIO FREQUENCY IDENTIFICATION CONVERSION APRIL 8, 2016 Contractor's Signature Company Name CHRISTA CHRISTIAN PURCHASING DEPARTMENT (972) 304-3643 CITY OF COPPELL • 255 PARKWAY BOULEVARD • COPPELL,TEXAS 75019 Bibliotheca, LLC RFP #0139 COZBY LIBRARY AND COMMUNITY COMMONS RADIO FREQUENCY IDENTIFICATION CONVERSION COZBY LIBRARY AND COMMUNITY COMMONS RADIO FREQUENCY IDENTIFICATION CONVERSION Corrections have been made to 5.3 General Requirements. The changed are as follows: 5.7.9 Proposed system must provide tags that are 915MHz to allow for wider security gates Becomes 5.7.9 Proposed system must provide tags that are 13.56 MHz to allow for wider security gates 5.8.2 Proposed system must provide tags that are 915MHz to allow for wider security gates Becomes 5.8.2 Proposed system must provide tags that are 13.56 MHz to allow for wider security gates Add: 5.14.10 Must work with 30 Public PCs and Laptops. A new proposal packet has been uploaded to reflect the changes. CITY OF COPPELL • 255 PARKWAY BOULEVARD • COPPELL,TEXAS 75019 RFP #0138 COZBY LIBRARY AND COMMUNITY COMMONS RADIO FREQUENCY IDENTIFICATION CONVERSION CITY OF COPPELL  255 PARKWAY BOULEVARD  COPPELL,TEXAS 75019 TRANSMITTAL OF ADDENDUM 2 INSTRUCTIONS: 1. ACKNOWLEDGE RECEIPT OF ADDENDUM IN PROPOSAL, ON OUTER ENVELOPE OF BID. I acknowledge the receipt of Addendum No. 2 City of Coppell PROJECT NAME: COZBY LIBRARY AND COMMUNITY COMMONS RADIO FREQUENCY IDENTIFICATION CONVERSION APRIL 21, 2016 Contractor's Signature Company Name CHRISTA CHRISTIAN PURCHASING DEPARTMENT (972) 304-3643 Bibliotheca, LLC RFP #0138 COZBY LIBRARY AND COMMUNITY COMMONS RADIO FREQUENCY IDENTIFICATION CONVERSION CITY OF COPPELL  255 PARKWAY BOULEVARD  COPPELL,TEXAS 75019 COZBY LIBRARY AND COMMUNITY COMMONS RADIO FREQUENCY IDENTIFICATION CONVERSION A correction has been made to Section 5.7.10. The change is as follows: 5.7.10 Proposed system shall be fully compliant with ISO 18000-3 Mode 2, and include both mandatory and optional commands specified in ISO 28560-1/58560-2. The following files have been uploaded to Bidsync.com: Floor Plan in jpg format and dwg file Additional Details All prices including Service and Maintenance do not include any applicable sales tax. If tax exempt, please provide Tax Exempt Certificate. Terms are NET 30 Days from Date of Invoice. Invoice is generated at the time of Shipment. A copy of Tax Exemption Certificate is required with purchase order for all tax exempt customers. Quotations are good for 60 days. All dates are based on ship dates. Order must ship within the 60 day window. After 60 days, quotation expires. Contact Bibliotheca for a New Quotation. Manager Approval: ______________________________________ Quote To Quote Details: Coppell Public Library RFID - AMH RFP Jane Darling 255 Parkway Blvd, Coppell, TX 75019 United States of America jdarling@coppelltx.gov +1 972 304 3660 Quote expires sixty (60) days from Quote Date above. If applicable, the hardware includes 12-month warranty, set-up and configuration Quote Number:QUO-32373-R8R1, Rev: 0 Quote Date:April 25, 2016 Name:Shawn Brumley Email:S.Brumley@bibliotheca.com Telephone: 877-207-3127 ext. 375 Item ID Item Type Quantity Sale Price Sub Total SHP000001-000-US Shipping, Handling, and Administration 1 $1,680.000 $1,680.00 TAG300010-000-US smartlabel50x50 HF Tag (6,000 tags/Box)17 $780.000 $13,260.00 TAG000112-000-US smartlabelStingRay Full Coverage CD/DVD Tag (1000/Roll)10 $590.000 $5,900.00 SCK331008-000-US 3MSelfCheckSystem Model 8422 (R-Series) Tabletop (Black)2 $9,681.000 $19,362.00 SER901177-000-US 3M Con. Station M811/812 One Month Rental Fee*4 $495.000 $1,980.00 SCK904000-000-US Heartland Terminal S300 2 $1,467.870 $2,935.74 STF316004-000-US 3MStaff Workstation Model 895 with USB Reader 4 $1,697.000 $6,788.00 GAT313017-000-US RFID Detection System Model 9102 36" Direct Mount (Wired Network Card) 1 $11,911.000 $11,911.00 HND303009-000-US 3MDigital Library Assistant Model 804 (DLA)1 $5,943.000 $5,943.00 SER325004-000-US 3MCommand Center Enterprise (25 Networked Devices) (SC, 9100, IR) 1 $1,995.000 $1,995.00 STF313001-000-US 3MUSB Powered Conversion Station Kit Model 815 1 $1,533.000 $1,533.00 Total (Less Sales Tax): $73,287.74 Grand Total:$73,287.740 Page 1 of 3 Bibliotheca, LLC 3169 Holcomb Bridge Road, NW, Suite 200, Norcross, GA 30071, USA Phone No - 1-800 328 0067 Fax No - 1-877 689 2269 www.bibliotheca.com Customer Official System Quote Submit Purchase Order by fax to 1-877-689-2269 or by email to orders-us@bibliotheca.com. Accepted By: ____________________________________________________________ Accepted Date: __________________________________________________________ Customer Purchase Order Number: _________________________________________ Page 3 of 3 Bibliotheca, LLC 3169 Holcomb Bridge Road, NW, Suite 200, Norcross, GA 30071, USA Phone No - 1-800 328 0067 Fax No - 1-877 689 2269 www.bibliotheca.com Customer Official System Quote Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2016-2850 File ID: Type: Status: 2016-2850 Agenda Item Passed 1Version: Reference: In Control: Finance 06/28/2016File Created: Final Action: Fee Resolution July 2016File Name: Title: Consider approval of a Resolution amending Resolution No. 010996.3 as amended, amending the Master Fee Schedule for Recreational Fees and authorizing the Mayor to sign. Notes: Agenda Date: 07/12/2016 Agenda Number: H. Sponsors: Enactment Date: Memo Fee Resolution July 2016.pdf, Master Fee Resolution 07-12-16.pdf, Recreational Fees - 01-12-16.pdf Attachments: Enactment Number: 2016-0712.2 Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 PassApproved on the Consent Agenda 07/12/2016City Council A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Nancy Yingling, that Items A - I on the Consent Agenda be approved. The motion passed by a unanimous vote. Action Text: Councilmember Cliff Long, Councilmember Brianna Hinojosa-Flores, Councilmember Wes Mays, Councilmember Marvin Franklin, Councilmember Mark Hill, and Mayor Pro Tem Nancy Yingling 6Aye: Text of Legislative File 2016-2850 Title Consider approval of a Resolution amending Resolution No. 010996.3 as amended, amending the Master Fee Schedule for Recreational Fees and authorizing the Mayor to sign. Summary See attached memorandum. Page 1City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2850) Fiscal Impact: Staff Recommendation: The Finance Department recommends approval. Goal Icon: Sustainable City Government Page 2City of Coppell, Texas Printed on 6/26/2017 1 MEMORANDUM To: Mayor and City Council From: Jennifer Miller, Director of Finance Date: July 12, 2016 Reference: Amending Fee Resolution 2030: Sustainable City Government – Financial Resources to Support City Services Introduction: The fees charged by the City have been reviewed and the proposed changes are being brought forward for Council’s approval. Analysis:  The Parks and Recreation Department is seeking flexibility in establishing facility entry and rental fees. The current Master Fee Schedule does not allow t he ability to offer sales, promotions, or other differential pricing options for customers and the community.  This topic was presented to City Council in Work Session on May 10, 2016.  All fees associated with the Aquatic/Recreation Center, the Tennis Center, and the Senior/Community Center would be replaced with the statement, “Fee for facility admission or rental are to be determined based upon market rate and/or customer demand with approval by the Department Director.” Legal Review: This agenda item was reviewed by legal during the normal review of the agenda packet. Fiscal Impact: Recommendation: The Finance Department recommends approval. 1 RESOLUTION NO. __________________ A RESOLUTION OF THE CITY OF COPPELL, TEXAS, AMENDING RESOLUTION NO. 010996.3, THE MASTER FEE SCHEDULE, AS AMENDED, BY AMENDING THE RECREATIONAL FEES, IN PART; AND PROVIDING A REPEALING CLAUSE AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Council of the City of Coppell, Texas, previously adopted Resolution No. 010996.3 to provide for general and special fees and charges to be assessed and collected by the City, as authorized by the Code of Ordinances and other applicable codes, ordinances, resolutions, and laws; and WHEREAS, the City Council of the City of Coppell desires to amend certain fees as set forth therein and delete others as authorized by law; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS: SECTION 1. That the Master Fee Schedule section entitled “Recreational Fees” be amended, in part to read as follows: “… 5) b. Aquatic/Recreation Center Fees for facility admission or rental are to be determined based upon market rate and/or customer demand with approval by the Department Director. 5) c. Tennis Center Fees for facility admission or rental are to be determined based upon market rate and/or customer demand with approval by the Department Director. …” “… 9) Senior/Community Center Fees for facility admission or rental are to be determined based upon market rate and/or customer demand with approval by the Department Director. …” SECTION 2. That all provisions of the resolutions of the City of Coppell, Texas, in conflict with the provisions of this Resolution, except as noted herein, be, and the same are hereby, repealed, and all other provisions not in conflict with the provisions of this Resolution shall remain in full force and effect. 2 SECTION 3. That should any word, phrase, paragraph, or section of this Resolution be held to be unconstitutional, illegal or invalid, the same shall not affect the validity of this Resolution as a whole, or any part or provision thereof other than the part so decided to be unconstitutional, illegal or invalid, and shall not affect the validity of the Resolution as a whole. SECTION 4. That this Resolution shall become effective immediately from and after its passage as the law and charter in such cases provide. DULY PASSED by the City Council of the City of Coppell, Texas, this the 12th day of July, 2016. APPROVED: __________________________________ KAREN SELBO HUNT, MAYOR ATTEST: __________________________________ CHRISTEL PETTINOS, CITY SECRETARY APPROVED AS TO FORM: __________________________________ CITY ATTORNEY Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2016-2849 File ID: Type: Status: 2016-2849 Agenda Item Passed 1Version: Reference: In Control: Finance 06/27/2016File Created: Final Action: Interlocal AgreementFile Name: Title: Consider approval of an Interlocal Purchasing Agreement between the City of Coppell and the Harris County Department of Education, to enable the purchase from the other’s contracts to satisfy any bid requirements; authorizing the Mayor to sign. Notes: Agenda Date: 07/12/2016 Agenda Number: I. Sponsors: Enactment Date: Memo Template for Interlocal Agreement.pdf, Interlocal Contract - City.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 PassApproved on the Consent Agenda 07/12/2016City Council A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Nancy Yingling, that Items A - I on the Consent Agenda be approved. The motion passed by a unanimous vote. Action Text: Councilmember Cliff Long, Councilmember Brianna Hinojosa-Flores, Councilmember Wes Mays, Councilmember Marvin Franklin, Councilmember Mark Hill, and Mayor Pro Tem Nancy Yingling 6Aye: Text of Legislative File 2016-2849 Title Consider approval of an Interlocal Purchasing Agreement between the City of Coppell and the Harris County Department of Education, to enable the purchase from the other’s contracts to satisfy any bid requirements; authorizing the Mayor to sign. Summary Fiscal Impact: Page 1City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2849) Staff Recommendation: The Finance Department recommends approval of the Interlocal Purchasing Agreement. Goal Icon: Sustainable City Government Page 2City of Coppell, Texas Printed on 6/26/2017 1 MEMORANDUM To: Mayor and City Council From: Jennifer Miller, Director of Finance Date: July 12, 2016 Reference: Interlocal Agreement between City of Coppell and Harris County Department of Education 2030: Sustainable City Government Introduction: The City of Coppell would like to enter into a formal Interlocal Purchasing Agreement with Harris County Department of Education (HCDE) to allow the utilization of HCDE’s contracts to satisfy any bid requirements of the City. Analysis: The legal authority to enter into such agreement is provided under Chapter 271 V.T.C.A., Local Government code as well as the Cooperative Purchasing Program and Sections 791.001-791.029 of the Texas Government Code. Initially, this agreement will be used by the City of Coppell to purchase furniture and fixtures for the newly renovated Library. The agreement will also allow the City of Coppell to utilize Harris County Department of Education’s contracts for goods and services as it deems to be in the best interest of the City. Legal Review: This agenda item was reviewed by legal during the agenda review process.. Fiscal Impact: Recommendation: The Finance Department recommends approval of the Interlocal Purchasing Agreement. Interlocal Contract – City Page 1 of 3 Updated 11/12/14 Interlocal Contract - Between Harris County Department of Education & City of Coppell, Texas Pursuant to the Interlocal Cooperation Act, Chapter 791 of the Texas Government Code and Chapter 271, Subchapter F of the Texas Local Government Code, this Interlocal and Cooperative Purchasing Program Contract (“Contract”) is made and entered into by and between the Harris County Department of Education (“HCDE”), located in Houston, Texas, and City of Coppell, Texas (“CITY”), located in Dallas County, for the purpose of providing services. Preamble HCDE is a local governmental entity established to promote education in Harris County, Texas and is also duly authorized to provide programs and services in the State of Texas. Both HCDE and CITY desire to set forth, in writing, the terms and conditions of their agreement. General Terms and Conditions In consideration of the mutual covenants and conditions contained in this Contract and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties intending to be legally bound agree as follows: 1. Term. This Contract is effective from the date of the first signature and shall automatically renew unless either party gives thirty (30) days prior written notice of non-renewal. This Contract may be terminated by either party with or without cause with thirty (30) days written notice. See other means of terminating the contract in Article 11, below. Any such notice shall be sent according to Article 8. 2. Agreement. The terms of this Contract shall apply and will be considered a part of any Addendum for programs and services delivered by HCDE. This Contract and the attached and incorporated Addendum, purchase orders, or exhibits, if any, contain the entire agreement of the parties and there are no representations, agreements, arrangements, or undertakings, oral or written, between the parties to this Contract other than those set forth in this Contract and duly executed in writing. 3. Purpose and Scope of Work. A. HCDE agrees to:  Provide CITY with subsequent independent contracts and/or descriptive offerings of each of the programs and services that HCDE provides through its respective divisions.  Provide services upon the submission of independent contracts or purchase orders within the HCDE divisions.  Conduct, as a minimum, an annual audit or survey, as appropriate, for each of the programs. B. CITY agrees to:  Participate in any or all of the services that HCDE has to offer.  Submit purchase order(s) or independent contract(s) for each of the programs it wishes to purchase and/or collaborate.  Agree to follow the terms and conditions of each independent contract or purchase orders for each of the programs.  Assign the appropriate person to act as representative to each respective program delivered. Interlocal Contract – City Page 2 of 3 Updated 11/12/14 4. As is. HCDE makes this Contract available to HCDE participating entities “as is” and are under no obligation to revise the terms, conditions, scope, prices, and/or any requirements of the Contract for the benefit of CITY. 5. Assignment. Neither this Contract nor any duties or obligations entered in subsequent contracts because of this agreement shall be assignable by either party without the prior written acknowledgment and authorization of both parties. 6. Conflict of Interest. During the Term of HCDE’s service to CITY, CITY, its personnel and agents, shall not, directly or indirectly, whether for CITY’s own account or with any other person or entity whatsoever, employ, solicit or endeavor to entice away any person who is employed by HCDE. 7. Contract Amendment. This Contract may be amended only by the mutual agreement of all parties in writing to be attached to and incorporated into this Contract. 8. Notice. Any notice provided under the terms of this Contract by either party to the other shall be in writing and shall be sent by certified mail, return receipt requested. Notice to shall be sufficient if made or addressed as follows: Harris County Department of Education City of Coppell,Texas Attn: James Colbert, Jr. Attn: Clay Phillips County School Superintendent Title: City Manager 6300 Irvington Blvd. Address: 255 Parkway Blvd Houston, Texas 77022 City, State, Zip: Coppell, TX 75019 713-694-6300 Phone: 972-304-3662 Email: cphillips@coppelltx.gov 9. Relation of Parties. It is the intention of the parties that CITY is independent of HCDE and not an employee, agent, joint venturer, or partner of HCDE and nothing in this Contract shall be interpreted or construed as creating or establishing the relationship of employer and employee, agent, joint venturer or partner, between HCDE and CITY or HCDE and any of CITY’s agents. 10. Non-Exclusivity of Services. Nothing in this Contract may be construed to imply that HCDE has exclusive right to provide CITY these services. During the Term of Contract, CITY reserves the right to use all available resources to procure other professional services as needed and, in doing so, will not violate any rights of HCDE. 11. Termination. This Contract may be terminated prior to the expiration of the Term hereof as follows:  By CITY upon 30 days notice if the work/service is not provided in a satisfactory and proper manner after a remedy has been reported and discussed;  By mutual written agreement of the parties, upon thirty (30) days prior notice; or  By either party immediately if the other party commits a material breach any of the terms of this Contract and no remedial action can be agreed upon by the parties. 12. Master Contract. This Contract can be utilized as the Master Contract. The general terms and conditions in this Contract will serve to outline the working relationship between Interlocal Contract – City Page 3 of 3 Updated 11/12/14 HCDE and the CITY. Both parties agree to allow the CITY to use any or all of the services with no charge from HCDE, including Choice Partners. The CITY agrees to adhere to the terms and conditions set forth for the programs and/or services as contracted under these programs. All other programs and/or services provided by HCDE requiring a fee will need an addendum to the approved Master Interlocal Contract. The specific terms and conditions of the addendum will govern that individual contract. In the case of a conflict between the Master Contract and any addendum, the provisions of the addendum will govern. 13. Severability. In the event that any one or more of the provisions contained in this Contract shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provisions, and the Contract shall be construed as if such invalid, illegality, or unenforceable provision had never been contained in it. 14. Governing Law and Venue. This Contract shall be governed by and construed in accordance with the laws of the State of Texas. The mandatory and exclusive venue for the adjudication or resolution of any dispute arising out of this Contract shall be in Harris County, Texas. 15. Authorization. Each party acknowledges that the governing body of each party to the Contract has authorized this Contract. 16. Benefit for Signatory Parties Only. Neither this Contract, nor any term or provisions hereof, not any inclusion by reference, shall be construed as being for the benefit of any party not in signatory hereto. In witness whereof, HCDE and CITY have executed this Contract to be effective on the date specified in Article 1. Term above: City of Coppell, Texas Harris County Department of Education Name of City ____________________________________ ________________________________ Authorized Signature Clay Phillips James Colbert, Jr. Printed Name City Manager_________________________ County School Superintendent Title ____________________________________ ________________________________ Date Date Master City of Coppell, Texas 255 Parkway Boulevard Coppell, Texas 75019-9478 File Number: 2016-2865 File ID: Type: Status: 2016-2865 Agenda Item Passed 1Version: Reference: In Control: Library 07/05/2016File Created: 07/12/2016Final Action: Library FurnitureFile Name: Title: Consider approval for the purchase of furniture, fixtures and equipment for the Cozby Library and Community Commons, in the amount of $622,583.89 as requested; and authorizing the City Manager to sign any necessary documents. Notes: Agenda Date: 07/12/2016 Agenda Number: 8. Sponsors: Enactment Date: Staff Memo - Furniture.pdf, Furniture Overview.xlsx, FURNITURE PLAN.pdf Attachments: Enactment Number: Hearing Date: Contact: Effective Date: Drafter: History of Legislative File Action: Result: Return Date: Due Date: Sent To: Date: Acting Body: Ver- sion: 1 PassApproved07/12/2016City Council Presentation: Vicki Chiavetta, Library Director, made a presentation. A motion was made by Councilmember Brianna Hinojosa-Flores, seconded by Councilmember Cliff Long, to approve this item as presented, in the amount of $622,583.89. The motion passed by a unanimous vote. Action Text: Councilmember Cliff Long, Councilmember Brianna Hinojosa-Flores, Councilmember Wes Mays, Councilmember Marvin Franklin, Councilmember Mark Hill, and Mayor Pro Tem Nancy Yingling 6Aye: Text of Legislative File 2016-2865 Title Consider approval for the purchase of furniture, fixtures and equipment for the Cozby Library and Community Commons, in the amount of $622,583.89 as requested; and authorizing the City Manager to sign any necessary documents. Summary The library expansion project included the purchase of furnishings and fixtures for the new Page 1City of Coppell, Texas Printed on 6/26/2017 Master Continued (2016-2865) facility. This request is for furnishing the public spaces with new furniture, fixtures and equipment along with task chairs for staff and for public use. Fiscal Impact: On September 22, 2015, Council approved an overall project budget for the library expansion in the amount of $8,234,046. An allowance of $402,185 for furniture, fixtures and equipment was included in the overall project budget. Approximately $56,000 is available in the Friends of the Coppell Library Alana Fund. Budgeted contingency funds in the amount of $308,760 have not been used for the project. The proposed request for furnishings is over the allotted amount by $164,398.89. Funds will be provided by the ½% CRDC Sales Tax, the General Fund designated Fund Balance, and The Friends of the Coppell Library’s Alana Fund. Staff Recommendation: The Library Department recommends approval of this item. Approval of this item by the CRDC will be requested during their meeting scheduled for July 13, 2016. Goal Icon: Sustainable City Government Community Wellness and Enrichment Page 2City of Coppell, Texas Printed on 6/26/2017 1 MEMORANDUM To: Mayor and City Council From: Vicki Chiavetta, Director of Library Services Date: June 30, 2016 Reference: Consider approval for the purchase of furniture, fixtures and equipment for the Cozby Library and Community Commons, in the amount of $622,583.89 as requested; and authorizing the City Manager to sign any necessary documents. 2030: Community Wellness and Enrichment: Community Gathering Places, Community Education Programs and Support of Top Quality Schools Sustainable City Government Strategy: Excellent and Well-Maintained City Infrastructure and Facilities Introduction: The library expansion project included the purchase of furnishings and fixtures for the new facility. This request is for furnishing the public spaces with new furniture, fixtures and equipment along with task chairs for staff and for public use. Analysis: Library furniture must be designed to hold up to years of heavy use by the public. The criteria used by staff and the architect in selecting furniture focused on durability, mobility and reasonable pricing. Library staff worked closely with the architect to select furnishings that met these criteria while also reflecting the design and feel of the building. In order to ensure that the furnishings were appropriate for each space in the facility, the staff and architect reviewed many options. Efforts were made to use the same vendor where possible, to help reduce costs by buying in bulk. Even so, multiple vendors were selected to provide suitable furnishings and fixtures for each space. The vendors are listed in the attached spreadsheet. Most of the vendors are part of the City’s Master Cooperative Purchasing List. Several of them are sole source vendors and have been vetted by Purchasing. In some cases the cost of the items to be purchased from specific vendors will require a signature by the City Manager if approved by City Council. The budgeted allotment for FF&E of $402,185 will be supplemented by approximately $56,000 from the Friends of the Coppell Library’s Alana Fund for a total of $458,185. The total cost of the FF&E 2 is $622,583.89 resulting in a difference of $164,398.89. Also budgeted in the total expansion project cost are contingency funds in the amount of $308,760 that could cover the overage should Council decide to approve the full request for FF&E. However, staff is providing options for reducing the overall cost of the FF&E. One of the primary causes for the overage has to do with shelving. Originally, the plan was to repaint all existing shelving so that it would all match and ultimately last longer (all of the shelving in the children’s area is an aqua color). However, the cost of painting plus the logistics of moving half of the collection in order to coordinate the job began to approach the cost of buying all new shelving. The quote for all new shelving was $111,987, so staff looked at replacing only the aqua shelving for the cost of $41,430.32. This price is included in the total; an option would be to keep the current aqua shelving and simply replace the end caps. Staff also decided to reduce the number of furnishings originally recommended for the children’s area for two reasons; costs were high and needed to be reduced, and more open space was needed for children and parents to interact. A focus on interactive materials such as a discovery table and an activity kiosk became more important than small tables. The staff believes that children are more likely to be engaged with active features than with sitting down. Other solutions to high costs included looking for different vendors that had similar items. In some cases, preferred items were too expensive so alternates were found that provide equal durability and function at a lower cost. In each case, the criteria was evaluated to ensure that funds are spent wisely for furnishings and fixtures that will last for many years. This request does not include staff workstations but does include new task chairs. Legal Review: None required. Fiscal Impact: On September 22, 2015, Council approved an overall project budget for the library expansion in the amount of $8,234,046. An allowance of $402,185 for furniture, fixtures and equipment was included in the overall project budget. Approximately $56,000 is available in the Friends of the Coppell Library Alana Fund. Budgeted contingency funds in the amount of $308,760 have not been used for the project. The proposed request for furnishings is over the allotted amount by $164,398.89. Funds will be provided by the ½% CRDC Sales Tax, the General Fund designated Fund Balance, and The Friends of the Coppell Library’s Alana Fund. Recommendation: The Library Department recommends approval of this item. ABB.5CDEFGHJ11.32.2345689101111.812136.57.5J.4JHGFE.3EDCB.5BA123456789101112132.6A.511.4A.5MMELEC.116FIRERISER115MEETING112SUPPORTROOM110CASUALSEATING106PASSAGE111STORAGE109TEEN118BUSINESSCENTER119MEN105WOMEN104LOBBY102PASSAGE107CONFERENCEROOM108QUIETREADING121ADULTCOLLECTION122LOUNGESEATING123STUDY129STUDY130STUDY132STUDY133CHILDRENCOLLECTION125INFORMATIONDESK124PUBLIC COPYCENTER120STAFF150BOOKDROP151TEL./HUB101RECEPTION149DIRECTOR'SOFFICE148OFFICE147OFFICE146OFFICE145SHIPPINGRECV.144PASSAGE143ELEC.ROOM138BOOK SORTINGROOM139STAFFLOUNGE142WORKROOM140TOILET135PASSAGE137TOILET134STORAGE136STORYTIME126140.50.51411.7STUDY131DATA113STUDY114TODDLERZONE127JAN.103VESTIBULE100E.2E.8NN12.4J.2NURSINGROOM1520.8AA42"TRANSACTION LEDGE66"66"42"42"AA42"TRANSACTION LEDGE66"66"42"B66"66"B66"66"42"BB66"66"66"66"66"CC42"TRANSACTION LEDGE - (ONE LEDGE AND BACK WALL IS REMOVED TO CREATE THIS PANEL )66"66"42"42"66"66"66"66"66"D66"D66" H CHILDREN FICTION 66" H CHILDREN GRAPHIC NOVEL 66" H CHILDREN FICTION 66" 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Chairs)T-2ECH-17CH-17CH-17CH-17T-2DT-2D(4)CH-18(4)CH-18CH-19CH-19CH-19KO-1KO-1DS-1LCH-2ALCH-2ASMART TABLEE-SH-27E-SH-28E-SH-28E-SH-28FURNITURE PLANCozby Library and Community CommonsHidell and Associates ArchitectsReclinerbyOwner