CP 2016-05-24City Council
City of Coppell, Texas
Meeting Agenda
255 Parkway Boulevard
Coppell, Texas
75019-9478
Council Chambers5:30 PMTuesday, May 24, 2016
KAREN HUNT GARY RODEN
Mayor Mayor Pro Tem
CLIFF LONG NANCY YINGLING
Place 1 Place 5
BRIANNA HINOJOSA-FLORES MARVIN FRANKLIN
Place 2 Place 6
WES MAYS MARK HILL
Place 3 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 5:30 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 5/20/2016
May 24, 2016City Council Meeting Agenda
Section 551.087, Texas Government Code - Economic Development Negotiations.
B.Discussion regarding economic development prospects south of
Dividiend Drive and west of south Belt Line Road.
Section 551.071, Texas Government Code - Consultation with City Attorney.
C.To seek legal advice from the City Attorney regarding Sales Tax
Abatements and Economic Development Agreements.
3.Work Session (Open to the Public) 1st Floor Conference Room
A.Discussion regarding Mayor Pro Tem appointment.
B.Discussion regarding the Intent to Issue/Reimbursement Resolution.
C.Discussion regarding Citizen Survey.
D.Discussion related to the July 2017 fireworks event at Andrew Brown
Park.
E.Presentation regarding best practices for City Special Events.
F.Discussion of agenda items.
PIO 2016 Survey Results Presentation Cover Memo.pdf
Special Events Best Practices Memo.pdf
July 2017 Event Update Memo.pdf
Attachments:
Regular Session
4.Invocation 7:30 p.m.
5.Pledge of Allegiance
6.Consider approval of a proclamation naming May 24, 2016, as “Sharon
Logan Appreciation Day,” and authorizing the Mayor to sign.
Sharon Logan Appreciation Day Proclamation.pdfAttachments:
7.Presentation by Ray Turco regarding Citizen Survey.
8.Citizens’ Appearance
9.Consider approval of the minutes: May 10, 2016.
Minutes.pdfAttachments:
10.Consider adoption of a Resolution directing publication of notice of
intention to issue Certificates of Obligation in the amount of
$11,800,000, in order to construct and improve Freeport Parkway,
design Belt Line Road, construct and install water drainage
improvements on City-owned land, pay issuance costs and resolving
other matters relating to the subject; and authorizing the Mayor to sign.
Page 2 City of Coppell, Texas Printed on 5/20/2016
May 24, 2016City Council Meeting Agenda
Memo.pdf
Resolution notice.pdf
Attachments:
11.Consider approval of a Resolution expressing official intent to reimburse
expenses associated with constructing and improving streets and roads
including related drainage, signalization, landscaping, lighting, utility
relocation and replacement, bridges and signage, and acquisition of
land and interests in land for such projects; and for constructing and
installing storm water drainage improvements, and acquisition of land
and interests in land for such projects, prior to the issuance of bonds,
and authorizing the Mayor to sign.
Memo Reimbursement Resolution.pdf
Reimbursement Resolution.pdf
Attachments:
12.Consider approval of a contract with Online Business Systems (OBS) for
professional services related to the Enterprise Resource Planning (ERP)
Replacement Discovery project in an amount not to exceed $442,680;
and authorizing the City Manager to sign any necessary documents.
Memo OBS Discovery.pdf
City of Coppell ERP Management and Planning Services.pdf
Attachments:
13.Consider approval to award a bid to Metron-Farnier for the purchase of
water meters in the amount of $500,000.00; and issuing a purchase
order; as budgeted; and authorizing the City Manager to sign any
necessary documents.
Water Meter Memo.pdf
Water Meter Contract.pdf
Attachments:
14.Consider approval to enter into a design contract with JQ Infrastructure,
LLC., in the amount of $71,890.00; as budgeted in the ¼ cent sales tax
fund; for paving and utility reconstruction for a portion of Town Center
Boulevard (from the Town Center Shopping Center to north of the
intersection of Town Center Drive); and authorizing the City Manager to
sign all necessary documents.
Town Center Design Memo.pdf
Town Center Bid Tab.pdf
JQ Proposal for Town Center.pdf
Attachments:
15.Consider award of bid and of entering into a contract with RKM Utility
Services for the reconstruction of Burns Street; in the total amount of
$944,135.00; and an incentive of $45,000.00; for a total of $989,135.00;
as budgeted in the ¼ cent sales tax fund; and authorizing the City
Manager to sign any necessary documents.
Page 3 City of Coppell, Texas Printed on 5/20/2016
May 24, 2016City Council Meeting Agenda
Burns Street Memo.pdf
Burns Street Exhibit.pdf
RKM Bid.pdf
Burns Street Bid Tab.pdf
Bid Opening Document.pdf
Design Contractor Recommendation.pdf
Attachments:
16.Consider award of bid and entering into a contract with Advance
Contracting Group for the construction of various alleyways throughout
the City; in the total amount of $795,864.00; as budgeted in the ¼ cent
sales tax fund; and authorizing the City Manager to sign any necessary
documents.
Alley Reconstruction Memo.pdf
Alley Reconstruction Exhibit.pdf
Neighborhood Alley Bid Tab.pdf
Attachments:
17.Consider appointment of Mayor Pro Tem as required by Section 3.05 of
the Home Rule Charter.
18.City Manager Reports - Project Updates and Future Agendas
19.Council Committee Reports concerning items of community involvement with no
Council action or deliberation permitted.
A.Dallas Regional Mobility Coalition - Roden/Hunt
B.Metrocrest Community Clinic - Hill
C.Metrocrest Services - Hill/Franklin
20.Public Service Announcements concerning items of community interest with no
Council action or deliberation permitted.
21.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 20th day of May, 2016, at _____________.
______________________________
Christel Pettinos, City Secretary
Page 4 City of Coppell, Texas Printed on 5/20/2016
May 24, 2016City Council Meeting Agenda
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 5/20/2016
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2806
File ID: Type: Status: 2016-2806 Agenda Item Executive Session
1Version: Reference: In Control: City Secretary
05/16/2016File Created:
05/24/2016Final Action: Executive SessionFile 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: 05/24/2016
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 Discussed under
Executive Session
05/24/2016City Council
Discussed under Executive Session Action Text:
Text of Legislative File 2016-2806
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:
Page 1City of Coppell, Texas Printed on 12/21/2017
Master Continued (2016-2806)
Sustainable City Government
Business Prosperity
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 12/21/2017
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2815
File ID: Type: Status: 2016-2815 Agenda Item Executive Session
1Version: Reference: In Control: City Secretary
05/19/2016File Created:
05/24/2016Final Action: Executive SessionFile Name:
Title: Discussion regarding economic development prospects south of Dividiend
Drive and west of south Belt Line Road.
Notes:
Agenda Date: 05/24/2016
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 Discussed under
Executive Session
05/24/2016City Council
Discussed under Executive Session Action Text:
Text of Legislative File 2016-2815
Title
Discussion regarding economic development prospects south of Dividiend Drive and west of
south Belt Line Road.
Summary
Fiscal Impact:
Staff Recommendation:
Goal Icon:
Sustainable City Government
Page 1City of Coppell, Texas Printed on 12/21/2017
Master Continued (2016-2815)
Business Prosperity
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 12/21/2017
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2814
File ID: Type: Status: 2016-2814 Agenda Item Executive Session
1Version: Reference: In Control: City Secretary
05/16/2016File Created:
05/24/2016Final Action: Executive SessionFile Name:
Title: To seek legal advice from the City Attorney regarding Sales Tax Abatements
and Economic Development Agreements.
Notes:
Agenda Date: 05/24/2016
Agenda Number: C.
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 Discussed under
Executive Session
05/24/2016City Council
Discussed under Executive Session Action Text:
Text of Legislative File 2016-2814
Title
To seek legal advice from the City Attorney regarding Sales Tax Abatements and Economic
Development Agreements.
Summary
Fiscal Impact:
Staff Recommendation:
Goal Icon:
Sustainable City Government
Page 1City of Coppell, Texas Printed on 12/21/2017
Master Continued (2016-2814)
Business Prosperity
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 12/21/2017
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2807
File ID: Type: Status: 2016-2807 Agenda Item Work Session
1Version: Reference: In Control: Parks and
Recreation
05/16/2016File Created:
05/24/2016Final Action: Work SessionFile Name:
Title: A.Discussion regarding Mayor Pro Tem appointment.
B.Discussion regarding the Intent to Issue/Reimbursement Resolution.
C.Discussion regarding Citizen Survey.
D.Discussion related to the July 2017 fireworks event at Andrew Brown
Park.
E.Presentation regarding best practices for City Special Events.
F.Discussion of agenda items.
Notes:
Agenda Date: 05/24/2016
Agenda Number:
Sponsors: Enactment Date:
PIO 2016 Survey Results Presentation Cover
Memo.pdf, Special Events Best Practices Memo.pdf,
July 2017 Event Update Memo.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 Presented in Work
Session
05/24/2016City Council
Presented in Work Session Action Text:
Text of Legislative File 2016-2807
Title
A.Discussion regarding Mayor Pro Tem appointment.
B.Discussion regarding the Intent to Issue/Reimbursement Resolution.
C.Discussion regarding Citizen Survey.
D.Discussion related to the July 2017 fireworks event at Andrew Brown Park.
E.Presentation regarding best practices for City Special Events.
Page 1City of Coppell, Texas Printed on 12/21/2017
Master Continued (2016-2807)
F.Discussion of agenda items.
Summary
Fiscal Impact:
Staff Recommendation:
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 12/21/2017
1
MEMORANDUM
To: Mayor and City Council
From: April Reiling, Public Information Officer
Date: May 24, 2016
Reference: Presentation of 2016 City Wide Survey Results
2030: Sense of Community; Special Place to Live; Community Wellness and Enrichment;
Sustainable City Government
Introduction:
Presentation by Ray Turco, of Raymond Turco and Associates, regarding the results of the city wide
survey conducted this spring.
1
MEMORANDUM
To: Mayor and City Council
From: Brad Reid, Director of Parks and Recreation
Date: May 24, 2016
Reference: Presentation related to Best Practices for City Special Events
2030: Sense of Community: Successful Community Events and Festivals
Sustainable City Government: Excellent City Services with High Level of Customer
Satisfaction
Introduction:
The City Council adopted a goal for 2015-16 based on strategies and objectives outlined in the
Coppell 2030, A Family Community for a Lifetime planning document. This goal pertained to the
development of best practices and standards for City special events. These best practices build a
framework for the successful operation and execution of events within the community.
Analysis:
The Parks and Recreation department has created a Special Events – Best Practices manual that
details the following:
The scope of the responsibilities of the Special Events Coordinator
Special event ordinance
Special event application process
Information detailing the insurance and permit process
Park maps and special event locations
Event vendor and parade entry application process
Sponsorship opportunities
Volunteer and Eagle Scout project process
Legal Review:
Agenda item does not require legal review.
2
Fiscal Impact:
No fiscal impact will result from this item.
Recommendation:
No council action is required on this item at this time.
1
MEMORANDUM
To: Mayor and City Council
From: Brad Reid, Director of Parks and Recreation
Date: May 24, 2016
Reference: Discussion related to the July 2017 Fireworks Event at Andrew Brown Park
2030: Sense of Community: Successful Community Events and Festivals
Sustainable City Government: Excellent City Services with High Level of Customer
Satisfaction
Introduction:
With the redevelopment of the Andrew Brown park system, expected to be completed in July 2017,
the Parks and Recreation department has an exciting opportunity to combine the City’s annual
fireworks event with a “grand opening” of the new park at Andrew Brown East. This event is
anticipated to be the largest event that the City has ever held, which will serve to showcase the new
park and all of its features as well as celebrate Independence Day.
Analysis:
This event is planned to take place on Saturday, July 1, 2017 in the newly redeveloped space at
Andrew Brown East. A new name and a new logo will rebrand the fireworks event into a newer,
bigger and better event. Beginning with a “Fun Run” in the morning and ending with a “large
name” band music performance and fireworks show in the evening, this event is expected to last at
least 12 hours. While the department is still in the preliminary planning stage, staff expects the
event to include several musical performances, “pop-up” restaurants, food trucks, a special
children’s area, and an expanded fireworks show.
Legal Review:
Agenda item does not require legal review.
Fiscal Impact:
No fiscal impact will result from this item.
2
Recommendation:
No council action is required on this item at this time.
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2809
File ID: Type: Status: 2016-2809 Agenda Item Passed
1Version: Reference: In Control: City Secretary
05/16/2016File Created:
05/24/2016Final Action: ProclamationFile Name:
Title: Consider approval of a proclamation naming May 24, 2016, as “Sharon
Logan Appreciation Day,” and authorizing the Mayor to sign.
Notes:
Agenda Date: 05/24/2016
Agenda Number: 6.
Sponsors: Enactment Date:
Sharon Logan Appreciation Day 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 PassApproved05/24/2016City Council
Mayor Hunt read the proclamation into the record and presented the same to Sharon Logan, Public
Information Officer. A motion was made by Councilmember Brianna Hinojosa-Flores, seconded by
Mayor Pro Tem Gary Roden, that this Agenda Item be approved. The motion passed by an
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:
Text of Legislative File 2016-2809
Title
Consider approval of a proclamation naming May 24, 2016, as “Sharon Logan Appreciation
Day,” and authorizing the Mayor to sign.
Summary
Fiscal Impact:
Page 1City of Coppell, Texas Printed on 12/21/2017
Master Continued (2016-2809)
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 12/21/2017
PROCLAMATION
WHEREAS, Sharon Logan, Community Information Officer, was hired at
the City of Coppell in 1998, to provide enhanced information to our citizens; and
WHEREAS, Sharon has completed her tenure providing the highest level of
service to the City Manager’s Office, the Mayor, members of the City Council and
"the man in the house”; and
WHEREAS, Sharon has been an instrumental leader and mentor to many
throughout her years of service through the facilitation of Leadership Coppell and
the development of the City logo; and
WHEREAS, Sharon held numerous, leadership positions representing
Coppell and serving as a Texas Municipal League Board member with the Texas
Association of Municipal Information Officers; and
WHEREAS, many of her favorite memories will include: watching the City
Manager, Clay Phillips, evacuate 5,000 people in 20 minutes from Andy Brown
Park West on a stormy Pigfest evening; finding a den of baby copperheads in the
Council Chambers while taking a kindergarten class for a tour; and helping with the
rebuilding of Kid Country; and
WHEREAS, Sharon has consistently lived, and encouraged others to follow,
the organization’s mission of “Building Community through Public Service.”
NOW, THEREFORE, I, Karen Selbo Hunt, Mayor of the City of Coppell, do
hereby proclaim May 24, 2016 as
“SHARON LOGAN APPRECIATION DAY”
ATTEST: _____________________
Karen Selbo Hunt, Mayor
__________________________
Christel Pettinos, City Secretary
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2811
File ID: Type: Status: 2016-2811 Presentation Presented
1Version: Reference: In Control: City Secretary
05/16/2016File Created:
05/24/2016Final Action: Citizen SurveyFile Name:
Title: Presentation by Ray Turco regarding Citizen Survey.
Notes:
Agenda Date: 05/24/2016
Agenda Number: 7.
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 Presented05/24/2016City Council
Ray Turco, with Raymond Turco and Associates, made a presentation to the City Council and
reviewed the 2016 Citizen Attitude survey results.
Action Text:
Text of Legislative File 2016-2811
Title
Presentation by Ray Turco regarding Citizen Survey.
Summary
Fiscal Impact:
Staff Recommendation:
Goal Icon:
Sustainable City Government
Business Prosperity
Page 1City of Coppell, Texas Printed on 12/21/2017
Master Continued (2016-2811)
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 12/21/2017
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2808
File ID: Type: Status: 2016-2808 Agenda Item Passed
1Version: Reference: In Control: City Secretary
05/16/2016File Created:
05/24/2016Final Action: MinutesFile Name:
Title: Consider approval of the minutes: May 10, 2016.
Notes:
Agenda Date: 05/24/2016
Agenda Number: 9.
Sponsors: Enactment Date:
Minutes.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 PassApproved05/24/2016City Council
A motion was made by Councilmember Wes Mays, seconded by Councilmember Brianna
Hinojosa-Flores, that this Agenda Item be approved. The motion passed by an unanimous vote.
Action Text:
Text of Legislative File 2016-2808
Title
Consider approval of the minutes: May 10, 2016.
Summary
Fiscal Impact:
Staff Recommendation:
Approval recommended.
Goal Icon:
Sustainable City Government
Page 1City of Coppell, Texas Printed on 12/21/2017
Master Continued (2016-2808)
Business Prosperity
Community Wellness and Enrichment
Sense of Community
Special Place to Live
Page 2City of Coppell, Texas Printed on 12/21/2017
255 Parkway Boulevard
Coppell, Texas 75019-9478City of Coppell, Texas
Minutes
City Council
6:00 PM Council ChambersTuesday, May 10, 2016
KAREN HUNT GARY RODEN
Mayor Mayor Pro Tem
CLIFF LONG NANCY YINGLING
Place 1 Place 5
BRIANNA HINOJOSA-FLORES MARVIN FRANKLIN
Place 2 Place 6
WES MAYS MARK HILL
Place 3 Place 7
CLAY PHILLIPS
City Manager
Karen Hunt;Cliff Long;Brianna Hinojosa-Flores;Wes Mays;Gary
Roden;Marvin Franklin;Mark Hill and Nancy Yingling
Present 8 -
Also present were City Manager Clay Phillips, Deputy City Managers Mario Canizares
and Mike Land, City Secretary Christel Pettinos and City Attorney Alexis Allen.
The City Council of the City of Coppell met in Regular Called Session on Tuesday, May
10, 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 Work Session at 6:09 p.m.
Work Session (Open to the Public) 1st Floor Conference Room2.
A.Discussion related to proposed changes to the recreational fee
structure.
B.Discussion related to the City’s overall special event effort.
C.Discussion regarding the managed service desk services.
D.Discussion of agenda items.
Presented in Work Session
Mayor Pro Tem Gary Roden arrived during the Work Session.
Page 1City of Coppell, Texas
May 10, 2016City Council Minutes
Regular Session 7:30 p.m.
Mayor Hunt adjourned the Work Session and convened into the Regular
Session at 7:30 p.m.
Invocation3.
Adam West, Honor Pastor with GracePoint Church, gave the Invocation.
Pledge of Allegiance4.
Mayor Hunt and the City Council led those present in the Pledge of Allegiance.
5.Presentation from Coppell Band Boosters Club regarding the Coppell
High School Band Trip to London, England.
Karen Reed and Melissa Smith made a presentation to Council regarding the
CHS Band Student Ambassadors trip to London, England. 301 students,
chaperones and familly members attended the trip. A video was shown and a
picture was presented to the City Council. On behalf of the students, Ms. Reed
and Ms. Smith thanked the City Council for their funding efforts.
6.Consider approval of a proclamation naming Tuesday, May 10, 2016
as “Coppell High School Boys’ Soccer Appreciation Day;” and
authorizing the Mayor to sign.
Mayor Hunt read the proclamation for the record and presented the same to
Coach Chad Rakestraw and the CHS 2016 Boys State Championship Soccer
Team. A motion was made by Mayor Pro Tem Gary Roden, seconded by
Councilmember Marvin Franklin, that this Agenda Item be approved. The
motion passed by an unanimous vote.
7.Consider approval of proclamation naming the week of May 15-21,
2016 as “Emergency Medical Services Week,” and authorizing the
Mayor to sign.
Mayor Hunt read the proclamation for the record and presented the same to
Fire Chief Kevin Richardson and Division Chief Tim Russell. A motion was
made by Councilmember Nancy Yingling, seconded by Councilmember Wes
Mays, that this Agenda Item be approved. The motion passed by an unanimous
vote.
8.Consider approval of a proclamation naming the month of May as
“Motorcycle Safety and Awareness Month;” and authorizing the Mayor
to sign.
Mayor Hunt read the proclamation for the record and presented the same to
Connie Thompson. A motion was made by Councilmember Cliff Long,
seconded by Councilmember Mark Hill, that this Agenda Item be approved. The
motion passed by an unanimous vote.
9.Graduation ceremony for Leadership Coppell 2016.
Page 2City of Coppell, Texas
May 10, 2016City Council Minutes
Community Information Officer Sharon Logan announced the names of the
Leadership Coppell 2016 class while Mayor Hunt presented the graduates with
certificates.
10.Presentation of an award to The CORE from Jeff Ellis and Associates
as the recipient of the 2015 Platinum International Aquatic Safety
Award
Steve Miller, with Jeff Ellis and Associates, presented the 2015 Platinum
International Aquatic Safety Award to Nate Cox and Lauren Sutton from The
CORE.
Citizens’ Appearance11.
Mayor Hunt advised that no one signed up to speak.
Consent Agenda12.
A.Consider approval of the minutes: April 26, 2016.
A motion was made by Councilmember Marvin Franklin, seconded by Mayor
Pro Tem Gary Roden, that Consent Agenda Items A-D be approved. The motion
passed by an unaninous vote.
B.Consider approval of an Ordinance for CASE NO. PD-205R2R-HC,
Vista Ridge Addition, Lot 6, Block D (The Plaza), a zoning change
from PD-205R2-HC (Planned Development-205 Revision 2-Highway
Commercial) to PD-205R2R-HC (Planned Development-205 Revision
2 Revised-Highway Commercial), to amend the Planned Development
to attach a Detail Site Plan to allow a 6,484-square-foot medical
building on 1.56 acres of property located at the northwest corner of
S.H. 121 and Plaza Blvd. and authorizing the Mayor to sign.
A motion was made by Councilmember Marvin Franklin, seconded by Mayor
Pro Tem Gary Roden, that Consent Agenda Items A-D be approved. The motion
passed by an unaninous vote.
C.Consider approval of an Ordinance for CASE NO. PD-237R8-HC,
Springhill Suites, a zoning change from A (Agriculture) to
PD-237R8-HC (Planned Development-237 Revision 8-Highway
Commercial), for a five-story hotel with accessory uses including a
conference center on 4.0 acres of property located approximately 200
feet east of South Belt Line Road, north of Hackberry Drive and
authorizing the Mayor to sign.
A motion was made by Councilmember Marvin Franklin, seconded by Mayor
Pro Tem Gary Roden, that Consent Agenda Items A-D be approved. The motion
passed by an unaninous vote.
D.Consider approval of an Ordinance approving a negotiated settlement
with Atmos Energy Corp., Mid-Tex Division, regarding the 2016 Rate
Page 3City of Coppell, Texas
May 10, 2016City Council Minutes
Review Mechanism filings and finding the attached Tariffs and
supporting documents implementing the new rates within the
corporate city limits of the City of Coppell to be just and reasonable;
and authorizing the Mayor to sign.
A motion was made by Councilmember Marvin Franklin, seconded by Mayor
Pro Tem Gary Roden, that Consent Agenda Items A-D be approved. The motion
passed by an unaninous vote.
End of Consent Agenda
13.PUBLIC HEARING:
Consider approval of CASE NO. PD-260R-R, Trinity River Kayak
Company, a zoning change request 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.
Presentation: Marcie Diamond, Assistant Director of Planning, made a
presentation to Council.
Aaron Duncan, MESA Design Group, representing the applicant, made a
presentation to Council.
Mayor Hunt opened the Public Hearing and asked for those who signed up to
speak:
1) Harold Copher, Jr., 123 Trinity Court, spoke in support of the item.
2) Terry Saxon, 124 Trinity Court, spoke against the item.
3) Anna Saxon, 124 Trinity Court, spoke in opposition of the item.
4) Theodore Henderson, 1504 Grapevine Creek Dr., spoke in favor of the
convenience store and the signage.
A motion was made by Mayor Pro Tem Gary Roden, seconded by
Councilmember Cliff Long, to close the Public Hearing and approve this
Agenda Item. The motion passed 6-1 with Councilmember Mark Hill voting
against the item.
14.PUBLIC HEARING:
Consider approval of CASE NO. PD-242R-HC, ALOFT & Holiday Inn
Hotels, a zoning change request 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.
Presentation: Marcie Diamond, Assistant Director of Planning, made a
presentation to Council.
Page 4City of Coppell, Texas
May 10, 2016City Council Minutes
Suki Patel, 768 Lexington Ave., representing the applicant, was available for
questions.
Mayor Hunt opened the Public Hearing and asked for those who signed up to
speak:
1) Marcella Olson, 500 Main Street, Ft., Worth, attorneys for Fellowship Church,
was neither in favor, nor opposition of the item. They wanted to go on record
as having discussions with the applicant regarding the access easements.
A motion was made by Councilmember Marvin Franklin, seconded by
Councilmember Nancy Yingling, to close the Public Hearing and approve this
Agenda Item subject to the following condition: Submission of a draft shared
parking agreement for the property to the west in the City of Coppell prior to
filing the plat for this property. The motion passed by an unanimous vote.
15.PUBLIC HEARING:
Consider approval of CASE NO. PD-282-C, Sonic, a zoning change
request 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.
Presentation: Marcie Diamond, Assistant Director of Planning, made a
presentation to Council.
Wade Harden, 300 Johnny Bench Dr., Oklahoma City, OK, representing the
applicant, answered questions of Council.
Mayor Hunt opened the Public Hearing and advised that no one signed up to
speak.
A motion was made by Councilmember Wes Mays, seconded by
Councilmember Brianna Hinojosa-Flores, to close the Public Hearing and
approve the Agenda Item. The motion passed by an unanimous vote.
16.PUBLIC HEARING:
Consider approval of CASE NO. PD-208R3-LI, Coppell Trade Center,
Lot 1R3, Block 1, a zoning change request 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.
Presentation: Matt Steer, Planner, made a presentation to Council.
Mayor Hunt opened the Public Hearing and advised that no one signed up to
speak.
Page 5City of Coppell, Texas
May 10, 2016City Council Minutes
A motion was made by Councilmember Marvin Franklin, seconded by Mayor
Pro Tem Gary Roden, to close the Public Hearing and approve the Agenda Item
subject to the following conditions:
1) A tree removal permit is required prior to the start of construction; and
2) Include landscape calculations for the entire lot on the Landscape Plan, as
this will be the new Planned Development zoning district for the property.
The motion passed by an unanimous vote.
17.PUBLIC HEARING:
Consider a recommendation of the Planning & Zoning Commission to
amend the International Residential Building Code and Subdivision
Ordinance to establish noise attenuation standards for new residential
construction located within an area 2,000 feet east of the centerline of
Freeport Parkway.
Pulled
18.Consider approval of an amendment to an Ordinance of the City of
Coppell, Texas amending the International Residential Building Code,
Chapter 15, Article 15-8 “Residential Code”, Section 15-8-2 by adding
a new subsection 50, Appendix K, Sound Transmission and
Attenuation Standards, providing a noise attenuation zone; providing
an effective date; and authorizing the Mayor to sign.
Pulled
19.Consider approval of an amendment to an Ordinance of the City of
Coppell, Texas amending Chapter 13, Subdivision, Article 13-5; The
Development Procedures and Requirements for Application
Submittals by adding Section13-5-6 (C) (26) Noise Attenuation
requiring notation on the plat if property is within the noise attenuation
zone and renumbering the current subsection from (26) to (27);
providing an effective date; and authorizing the Mayor to sign.
Pulled
20.Consider approving a Professional Services agreement with
Connected Workplace Solutions for managed service desk services in
the total amount of $336,800; and authorizing the City Manager to
sign.
A motion was made by Councilmember Nancy Yingling, seconded by
Councilmember Mark Hill, that this Agenda Item be approved. The motion
passed by an unanimous vote.
City Manager Reports - Project Updates and Future Agendas21.
City Manager Clay Phillips updated Council on the following projects: Andy
Brown Park West has concrete poured, the Library and Life Safety Park are
Page 6City of Coppell, Texas
May 10, 2016City Council Minutes
both on schedule, and the Denton Tap project continues with median and
landscaping improvements. City Council will have a 5th Tuesday Meeting on
May 31st and only one meeting in June on the 14th.
Mayor and Council Reports22.
A.Report by Councilmember Yingling on the North Central Texas
Council of Government Emergency Preparedness Planning Council.
B.Report by Councilmember Mays on the Senate Special Committee
for Tax Reform.
A. Councilmember Yingling gave an update on the Public Works Emergency
Response Team (PWERT). This is a mutual aid agreement for responding to
tornadoes, floods and storms in the region. She also sat on the subcommittee
for Homeland Security and gave a recent update about requested funds from
the Office of the Governor. Finally, she gave a Mitigation Update on Mitigation
Action Plans and available funding.
B. Mayor Hunt and Councilmember Mays attended the Senate Select
Committee for Tax Reform on April 27th at the University of Texas. The basis of
the meeting was to discuss limiting the authority of local entities. The
committee supports a statewide consumption tax (i.e. sales tax) in hopes of
eliminating the property tax. This will then allow the state to finance cities
directly and control local expenditures.
Public Service Announcements concerning items of community interest with no
Council action or deliberation permitted.
23.
Mayor Hunt announced that Metrocrest Services is joining forces with the US
Postal Carriers for the annual Stamp Out Hunger Food Drive. On May 14th, the
postal carriers will pick up any donated food left near your mailbox. If you live
in Addison, Carrollton, Farmers Branch, or Coppell, they would love for you to
participate. The food will be sent to the food pantry at Metrocrest Services.
Just put out food in bags either Friday night, or Saturday morning, and your
postal carrier will pick it up. If you do not live in one of the communities listed
above you can still participate; the food you leave out will either go to the
North Texas Food Bank, or to a local pantry in your area.
Councilmember Long also reported that there will be a call for scraping at the
Infeldt House on May 7th and May 14th. The house is being prepared for
painting and improvements, so bring your own scraper and join in the fun.
Necessary Action from Executive Session24.
Nothing to report.
Adjournment
There being no further business before the City Council, the meeting was
adjourned.
________________________
Karen Selbo Hunt, Mayor
Page 7City of Coppell, Texas
May 10, 2016City Council Minutes
ATTEST:
______________________________
Christel Pettinos, City Secretary
Page 8City of Coppell, Texas
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2793
File ID: Type: Status: 2016-2793 Resolution Passed
2Version: Reference: In Control: Finance
05/11/2016File Created:
05/24/2016Final Action: Intent to Issue Certificates of ObligationFile Name:
Title: Consider adoption of a Resolution directing publication of notice of intention
to issue Certificates of Obligation in the amount of $11,800,000, in order to
construct and improve Freeport Parkway, design Belt Line Road, construct
and install water drainage improvements on City-owned land, pay issuance
costs and resolving other matters relating to the subject; and authorizing the
Mayor to sign.
Notes:
Agenda Date: 05/24/2016
Agenda Number: 10.
Sponsors: Enactment Date:
Memo.pdf, Resolution notice.pdfAttachments: Enactment Number: RE 2016-0524.1
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
2 PassApproved05/24/2016City Council
Presentation: Jennifer Miller, Director of Finance, made a presentation to Council and was available
for questions.
A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Nancy
Yingling, that this Agenda Item be approved. The motion passed by an 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:
Text of Legislative File 2016-2793
Title
Consider adoption of a Resolution directing publication of notice of intention to issue
Certificates of Obligation in the amount of $11,800,000, in order to construct and improve
Page 1City of Coppell, Texas Printed on 12/21/2017
Master Continued (2016-2793)
Freeport Parkway, design Belt Line Road, construct and install water drainage improvements
on City-owned land, pay issuance costs and resolving other matters relating to the subject; and
authorizing the Mayor to sign.
Summary
See attached memorandum
Fiscal Impact:
Over the life of the bonds, the debt service for these bonds will be incorporated into the debt
portion of the tax rate.
Staff Recommendation:
The Finance Department recommends approval.
Goal Icon:
Sustainable City Government
Excellent and Well-Maintained City Infrastructure
Financial Resources to Support City Services
Special Place to Live
Effective Mobility within Coppell
Page 2City of Coppell, Texas Printed on 12/21/2017
1
MEMORANDUM
To: Mayor and City Council
From: Jennifer Miller, Director of Finance
Date: May 24, 2016
Reference: Consider adoption of a resolution directing publication of notice of intention to issue
certificates of obligation; and resolving other matters relating to the subject
2030: Sustainable City Government
Excellent and Well Maintained City Infrastructure
Financial Resources to Support City Services
Special Place to Live
Effective Mobility within Coppell
Introduction:
Per section 271.049 of the Local Government Code – Notice of Intention to Issue Certificates:
Regardless of the sources of payment, certificates may not be issued unless the issuer publishes notice
of its intention to issue the certificates. The notice must be published once a week for two consecutive
weeks. The notice must state: 1) the time and place tentatively set for the passage of the ordinance
authorizing the issuance; 2) the maximum amount and purpose and; 3) the manner in which the
certificates will be paid by taxes, revenues, or a combination of the two.
Analysis:
These funds will be used to construct and improve Freeport Parkway, for design of Beltline Road, to
construct and install water drainage improvements on City owned land located at North Lake, and to
pay legal, fiscal, engineering, and architectural fees in connection with these projects. This agenda
item is being brought forward to provide notice of the City’s intention to issue Certificates of
Obligations, Series 2016 in an amount not to exceed $11,800,000. The publication dates are
scheduled for June 3, 2016 and June 10, 2016.
2
Legal Review:
Agenda item was reviewed by Leroy Grawunder, Jr. Bond Counsel on 5/11/16.
Fiscal Impact:
The fiscal impact of this Agenda item will be incorporated into the debt portion of the tax rate.
Recommendation:
The Finance Department recommends approval.
RESOLUTION NO. ________________
RESOLUTION DIRECTING PUBLICATION OF NOTICE OF INTENTION TO ISSUE CERTIFICATES
OF OBLIGATION; AND RESOLVING OTHER MATTERS RELATING TO THE SUBJECT
WHEREAS, this City Council deems it advisable to give notice of intention to issue certificates of
obligation of the City of Coppell, Texas, as hereinafter provided; and
WHEREAS, it is hereby officially found and determined that the meeting at which this Resolution
was passed, was open to the public and public notice of the time, place, and purpose of said meeting was
given, all as required by Chapter 551, Texas Government Code.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COPPELL,
TEXAS:
Section 1. Attached hereto is a form of the Notice of Intention to issue Combination Tax and
Revenue Certificates of Obligation, the form and substance of which is hereby adopted and approved.
Section 2. The City Secretary shall cause said notice to be published in substantially the form
attached hereto, in a newspaper, as defined by Subchapter C, Chapter 2051, Texas Government Code, of
general circulation in the area of said City, once a week for two consecutive weeks, the date of the first
publication thereof to be at least 30 days prior to the date tentatively set for the adoption of the ordinance
authorizing the issuance of such certificates of obligation as shown in said notice.
Section 3. That this Resolution shall be effective immediately upon adoption.
DULY PASSED by the City Council of the City of Coppell, Texas this the 24TH day of May, 2016.
APPROVED:
KAREN SELBO HUNT, MAYOR
ATTEST:
CHRISTEL PETTINOS, CITY SECRETARY
[CITY SEAL]
EXHIBIT A
NOTICE OF INTENTION TO ISSUE CERTIFICATES OF OBLIGATION
OF THE CITY OF COPPELL, TEXAS
NOTICE IS HEREBY GIVEN that it is the intention of the City Council of the City of Coppell, Texas, to
issue interest bearing certificates of obligation of the City, in one or more series, for the purpose of paying
all or a portion of the City's contractual obligations to be incurred in connection with:
(i) constructing and improving streets and roads including related drainage, signalization, landscaping,
lighting, utility relocation and replacement, bridges and signage, and acquisition of land and interests in land
for such projects;
(ii) constructing and installing storm water drainage improvements, and acquisition of land and interests in
land for such projects; and
(iii) paying legal, fiscal, engineering and architectural fees in connection with these projects.
The City Council tentatively proposes to adopt one or more ordinances authorizing the issuance of said
certificates of obligation at a meeting to commence at 7:30 p.m., on July 26, 2016, at the City Hall, 255 East
Parkway Boulevard, Coppell, Texas. The maximum amount of certificates of obligation indebtedness that
may be authorized to be sold on said date for such purposes described above is $11,800,000. The City
proposes to provide for the payment of such certificates of obligation from the levy and collection of ad
valorem taxes in the City as provided by law, and from a limited pledge of surplus revenues of the City's
waterworks and sewer system, remaining after payment of all operation and maintenance expenses thereof,
and all debt service, reserve, and other requirements in connection with all of the City's revenue bonds or
other obligations (now or hereafter outstanding), which are payable from all or any part of the net revenues
of the City's waterworks and sewer system. The certificates of obligation are to be issued, and this notice is
given, under and pursuant to the provisions of V.T.C.A., Local Government Code, Subchapter C of Chapter
271.
CITY OF COPPELL, TEXAS
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2816
File ID: Type: Status: 2016-2816 Resolution Passed
1Version: Reference: In Control: Finance
05/19/2016File Created:
05/24/2016Final Action: 2016 Reimbursement ResolutionFile Name:
Title: Consider approval of a Resolution expressing official intent to reimburse
expenses associated with constructing and improving streets and roads
including related drainage, signalization, landscaping, lighting, utility
relocation and replacement, bridges and signage, and acquisition of land and
interests in land for such projects; and for constructing and installing storm
water drainage improvements, and acquisition of land and interests in land for
such projects, prior to the issuance of bonds, and authorizing the Mayor to
sign.
Notes:
Agenda Date: 05/24/2016
Agenda Number: 11.
Sponsors: Enactment Date:
Memo Reimbursement Resolution.pdf,
Reimbursement Resolution.pdf
Attachments: Enactment Number: RE 2016-0524.2
Hearing Date: Contact:
Effective Date: Drafter:
History of Legislative File
Action: Result: Return
Date:
Due Date: Sent To: Date: Acting Body: Ver-
sion:
1 PassApproved05/24/2016City Council
Presentation: Jennifer Miller, Director of Finance, made a presentation to Council and was available
for questions.
A motion was made by Councilmember Wes Mays, seconded by Councilmember Mark Hill, that this
Agenda Item be approved. The motion passed by an 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:
Text of Legislative File 2016-2816
Title
Page 1City of Coppell, Texas Printed on 12/21/2017
Master Continued (2016-2816)
Consider approval of a Resolution expressing official intent to reimburse expenses associated
with constructing and improving streets and roads including related drainage, signalization,
landscaping, lighting, utility relocation and replacement, bridges and signage, and acquisition
of land and interests in land for such projects; and for constructing and installing storm water
drainage improvements, and acquisition of land and interests in land for such projects, prior to
the issuance of bonds, and authorizing the Mayor to sign.
Summary
See attached memorandum.
Fiscal Impact:
If necessary, the funds will be provided by the General Fund prior to the issuance of the bonds.
Staff Recommendation:
The Finance Department recommends approval of the Resolution.
Goal Icon:
Sustainable City Government
Page 2City of Coppell, Texas Printed on 12/21/2017
1
MEMORANDUM
To: Mayor and City Council
From: Jennifer Miller, Director of Finance
Date: May 24, 2016
Reference: Official intent to reimburse expenditures in connection with the projects prior to the
issuance of bonds.
2030: Sustainable City Government
Introduction:
Before approving a construction contract, the City must have total funds available at the time of
contract award.
Analysis:
Passage of this agenda item will provide the City with the flexibility to approve contracts for the street
and/or drainage projects prior to the issuance of the bonds by allowing temporary funding from the
General Fund.
Legal Review:
Agenda item was reviewed by legal as part of the agenda packet. The resolution was p repared by
Bond Counsel.
Fiscal Impact:
Funds will be provided by the General Fund prior to the issuance of the bonds.
Recommendation:
The Finance Department recommends approval of the Resolution.
RESOLUTION NO. _______________
RESOLUTION EXPRESSING OFFICIAL INTENT
TO REIMBURSE COSTS OF PROJECTS
WHEREAS, the City of Coppell, Texas (the "Issuer") is a home-rule municipality and political
subdivision of the State of Texas;
WHEREAS, the Issuer expects to pay, or have paid on its behalf, expenditures in connection with
the design, planning, acquisition and construction of the projects described on Exhibit A hereto (the
"Projects") prior to the issuance of tax-exempt obligations or other obligations for which a prior
expression of intent to finance or refinance is required by Federal or state law (collectively and
individually, the "Obligations") to finance the Projects;
WHEREAS, the Issuer finds, considers, and declares that the reimbursement for the payment of
such expenditures will be appropriate and consistent with the lawful objectives of the Issuer and, as such,
chooses to declare its intention to reimburse itself for such payments at such time as it issues Obligations
to finance the Projects;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
COPPELL, TEXAS:
Section 1. The Issuer reasonably expects to incur debt, or have debt incurred on its behalf,
in one or more series of Obligations with an aggregate maximum principal amount not to exceed
$11,800,000, for the purpose of paying the costs of the Projects.
Section 2. All costs to be reimbursed pursuant hereto will be capital expenditures. No tax-
exempt Obligations will be issued by the Issuer in furtherance of this resolution after a date which is later
than 18 months after the later of (1) the date the expenditures are paid or (2) the date on which the
property, with respect to which such expenditures were made, is placed in service.
Section 3. The foregoing notwithstanding, no tax-exempt Obligation will be issued pursuant
to this Statement more than three years after the date any expenditure which is to be reimbursed is paid.
Section 4. This Resolution shall be effective immediately upon adoption.
DULY PASSED by the City Council of the City of Coppell, Texas, this the 24th day of May,
2016.
APPROVED:
KAREN SELBO HUNT, MAYOR
[CITY SEAL]
ATTEST:
CHRISTEL PETTINOS, CITY SECRETARY
Exhibit A
Costs associated with (i) constructing and improving streets and roads including related drainage,
signalization, landscaping, lighting, utility relocation and replacement, bridges and signage, and
acquisition of land and interests in land for such projects; and (ii) constructing and installing storm water
drainage improvements, and acquisition of land and interests in land for such projects.
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2805
File ID: Type: Status: 2016-2805 Agenda Item Passed
1Version: Reference: In Control: Finance
05/13/2016File Created:
05/24/2016Final Action: ERP Discovery ContractFile Name:
Title: Consider approval of a contract with Online Business Systems (OBS) for
professional services related to the Enterprise Resource Planning (ERP)
Replacement Discovery project in an amount not to exceed $442,680; and
authorizing the City Manager to sign any necessary documents.
Notes:
Agenda Date: 05/24/2016
Agenda Number: 12.
Sponsors: Enactment Date:
Memo OBS Discovery.pdf, City of Coppell ERP
Management and Planning Services.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 PassApproved05/24/2016City Council
Presentation: Jennifer Miller, Director of Finance, 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 by an 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:
Text of Legislative File 2016-2805
Title
Consider approval of a contract with Online Business Systems (OBS) for professional services
related to the Enterprise Resource Planning (ERP) Replacement Discovery project in an
amount not to exceed $442,680; and authorizing the City Manager to sign any necessary
documents.
Page 1City of Coppell, Texas Printed on 12/21/2017
Master Continued (2016-2805)
Summary
See attached memorandum.
Fiscal Impact:
Funds have been designated in General Fund - Fund Balance for this project.
Staff Recommendation:
The Finance Department recommends approval.
Goal Icon:
Sustainable City Government
Page 2City of Coppell, Texas Printed on 12/21/2017
1
MEMORANDUM
To: Mayor and City Council
From: Jennifer Miller, Director of Finance
Date: May 24, 2016
Reference: Professional Services contract with Online Business Systems (OBS)
2030: Sustainable City Government
Introduction:
This agenda item is being presented to consider approval of a contract with Online Business Systems related
to the Enterprise Resource Planning (ERP) Replacement Discovery project.
Analysis:
On March 31, 2015, the Engineering Department presented to Council the 1st phase of the City-wide
software review and replacement program. In August 2015, Council awarded the project management
contract and authorized the purchase of the Tyler Technology software. Engineering has been working
on the conversion and is scheduled to go “live” in October 2016.
Phase 2 of the software review and replacement project is now ready to begin. This primarily includes
the Finance packages and the Human Resources packages.
A brief history of the New World system
o In 1995 converted from USTI to New World AS400 system (Green Screens)
o After 16 years, in 2011, converted to New World.net (Internet based). This conversion was
long overdue.
o Tyler Technologies purchased New World Systems in 2015. Within the next 2 to 3 years, the
New World product will be at end of life.
The discovery contract with OBS has three phases: Planning & Needs Analysis, Solution Definition
and Contracting & Planning.
This contract is a 12 month period for Discovery. There are also two months (months 11 & 12)
budgeted to bring in the Project Manager for Implementation Project and approximately 25% for Ad
Hoc items that might need to be addressed during the Discovery phase. Should the Ad Hoc funding
not be needed it will be release and used towards the Implementation project.
2
Key Goals of this project are:
o To retire the New World System
o To minimize change
o Implement and embrace a new technology solution
o Explore opportunities
Best practices
One solution vs. many different solutions
o Get the contract with the software vendor right the 1st time
Legal Review:
The agenda item was reviewed by legal as part of the agenda review process.
Fiscal Impact:
This contract is for a 12 month period and is not to exceed $442,680. It is part of the Enterprise-Wide software
project that has been designated in General Fund – Fund Balance.
Recommendation:
The Finance Department recommends approval.
- 1 - 15301
STATE OF TEXAS §
§ AGREEMENT FOR PROFESSIONAL SERVICES
COUNTY OF DALLAS §
This agreement (“Agreement”) is made by and between the City of Coppell, Texas (“City”)
and Online Enterprises dba Online Business Systems, (the “Professional”) acting by and through
their authorized representatives.
Recitals:
WHEREAS, the City desires to engage the services of Professional as an independent
contractor and not as an employee in accordance with the terms and conditions set forth in this
Agreement; and
WHEREAS, the Professional desires to render professional services for the City in
accordance with the terms and conditions set forth in this Agreement;
NOW THEREFORE, in exchange for the mutual covenants set forth herein and other
valuable consideration, the sufficiency and receipt of which are hereby acknowledged, the parties
agree as follows:
Article I
Term
1.1 This term of this Agreement shall begin on the last date of execution hereof (the
“Effective Date”) and continue for twelve months.
1.2 Either party may terminate this Agreement by giving thirty (30) days prior written
notice to the other party. In the event of such termination the Professional shall be entitled to
compensation for any services completed to the reasonable satisfaction of the City in accordance with
this Agreement prior to such termination.
Article II
Scope Of Services
2.1 The Professional shall provide the services specifically set out in Exhibit “A”.
2.2 The parties acknowledge and agree that any and all opinions provided by the
Professional represent the best judgment of the Professional.
2.3 All materials and reports prepared by the Professional in connection with this
Agreement are “works for hire” and shall be the property of the City. Professional shall upon
completion of the services, or earlier termination, provide the City with reproductions of all
materials reports, and exhibits prepared by Professional pursuant to this Agreement, and in
electronic format if requested by the City. The City grants the Professional a perpetual, non-
exclusive, irrevocable, royalty-free, world-wide license to use, copy, display, distribute, transmit
and prepare derivative works of Work Products produced under this contract.
- 2 - 15301
Article III
Schedule Of Work
The Professional agrees to commence services upon written direction from the City and to
complete the required services in accordance with a work schedule established by the City (the “Work
Schedule”).
Article IV
Compensation And Method Of Payment
4.1 The City shall compensate the Professional for the services by payment of a fee as set
out in the schedule attached in Exhibit “A”.
4.2 The Professional shall be responsible for all expenses related to the services provided
pursuant to this Agreement including, but not limited to, copying and facsimile charges, telephone,
internet and email charges.
Article V
Devotion Of Time; Personnel; And Equipment
5.1 The Professional shall devote such time as reasonably necessary for the satisfactory
performance of the work under this Agreement. Should the City require additional services not
included under this Agreement, the Professional shall make reasonable effort to provide such
additional services at mutually agreed charges or rates, and within the time schedule prescribed by
the City; and without decreasing the effectiveness of the performance of services required under this
Agreement.
5.2 To the extent reasonably necessary for the Professional to perform the services under
this Agreement, the Professional shall be authorized to engage the services of any agents, assistants,
persons, or corporations that the Professional may deem proper to aid or assist in the performance of
the services under this Agreement. The cost of such personnel and assistance shall be borne
exclusively by the Professional.
5.3 The Professional shall furnish the facilities, equipment, telephones, facsimile
machines, email facilities, and personnel necessary to perform the services required under this
Agreement unless otherwise provided herein.
Article VI
Miscellaneous
6.1 Entire Agreement. This Agreement constitutes the sole and only agreement between
the parties and supersedes any prior understandings written or oral agreements between the parties
with respect to this subject matter.
6.2 Assignment. The Professional may not assign this Agreement in whole or in part
without the prior written consent of City. In the event of an assignment by the Professional to which
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the City has consented, the assignee shall agree in writing with the City to personally assume,
perform, and be bound by all the covenants, and obligations contained in this Agreement.
6.3 Successors and Assigns. Subject to the provisions regarding assignment, this
Agreement shall be binding on and inure to the benefit of the parties to it and their respective heirs,
executors, administrators, legal representatives, successors and assigns.
6.4 Governing Law. The laws of the State of Texas shall govern this Agreement; and
venue for any action concerning this Agreement shall be in Dallas County, Texas.
6.5 Amendments. This Agreement may be amended by the mutual written agreement of
the parties.
6.6 Severability. In the event any one or more of the provisions contained in this
Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such
invalidity, illegality or unenforceability shall not effect any other provisions, and the Agreement shall
be construed as if such invalid, illegal, or unenforceable provision had never been contained in it.
6.7 Independent Contractor. It is understood and agreed by and between the parties that
the Professional in satisfying the conditions of this Agreement, is acting independently, and that the
City assumes no responsibility or liabilities to any third party in connection with these actions. All
services to be performed by Professional pursuant to this Agreement shall be in the capacity of an
independent contractor, and not as an agent or employee of the City. Professional shall supervise the
performance of its services and shall be entitled to control the manner and means by which its services
are to be performed, subject to the terms of this Agreement.
6.8 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 City, to:
City of Coppell, Texas
Attn: City Manager
255 Parkway Blvd.
Coppell, Texas 75019
Facsimile No. (972) 304-3673
If intended for Professional:
David Neufeld
Online Business Systems – Vice President
4000 Kruse Way Place, Bldg 1 Suite 360
Portland-Lake Oswego, Oregon 97035
(O) 503-221-4517
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6.9 Counterparts. This Agreement may be executed by the parties hereto in separate
counterparts, each of which when so executed and delivered shall be an original, but all such
counterparts shall together constitute one and the same instrument. Each counterpart may consist of
any number of copies hereof each signed by less than all, but together signed by all of the parties
hereto.
6.10 Exhibits. The exhibits attached hereto are incorporated herein and made a part hereof
for all purposes.
6.11 Indemnification. CITY SHALL NOT BE LIABLE FOR ANY LOSS, DAMAGE,
OR INJURY OF ANY KIND OR CHARACTER TO ANY PERSON OR PROPERTY ARISING
FROM THE SERVICES OF THE PROFESSIONAL PURSUANT TO THIS AGREEMENT.
PROFESSIONAL HEREBY WAIVES ALL CLAIMS AGAINST CITY, ITS OFFICERS, AGENTS
AND EMPLOYEES (COLLECTIVELY REFERRED TO IN THIS SECTION AS “CITY”) FOR
DAMAGE TO ANY PROPERTY OR INJURY TO, OR DEATH OF, ANY PERSON ARISING AT
ANY TIME AND FROM ANY CAUSE OTHER THAN THE NEGLIGENCE OR WILLFUL
MISCONDUCT OF CITY. PROFESSIONA L AGREES TO INDEMNIFY AND HOLD
HARMLESS CITY FROM AND AGAINST ANY AND ALL LIABILITIES, DAMAGES,
CLAIMS, SUITS, COSTS (INCLUDING COURT COSTS, ATTORNEYS’ FEES AND COSTS OF
INVESTIGATION) AND ACTIONS BY REASON OF INJURY TO OR DEATH OF ANY
PERSON OR DAMAGE TO OR LOSS OF PROPERTY TO THE EXTENT CAUSED BY THE
PROFESSIONAL’S NEGLIGENCE PERFORMANCE OF SERVICES UNDER THIS
AGREEMENT OR BY REASON OF ANY ACT OR OMISSION ON THE PART OF
PROFESSIONAL, ITS OFFICERS, DIRECTORS, SERVANTS, AGENTS, EMPLOYEES,
REPRESENTATIVES, CONTRACTORS, SUBCONTRACTORS, LICENSEES, SUCCESSORS
OR PERMITTED ASSIGNS (EXCEPT WHEN SUCH LIABILITY, CLAIMS, SUITS, COSTS,
INJURIES, DEATHS OR DAMAGES ARISE FROM OR ARE ATTRIBUTED TO SOLE
NEGILGENCE OF THE CITY). IF ANY ACTION OR PROCEEDING SHALL BE BR OUGHT
BY OR AGAINST CITY IN CONNECTION WITH ANY SUCH LIABILITY OR CLAIM, THE
PROFESSIONAL, ON NOTICE FROM CITY, SHALL DEFEND SUCH ACTION OR
PROCEEDINGS AT PROFESSIONAL’S EXPENSE, BY OR THROUGH ATTORNEYS
REASONABLY SATISFACTORY TO CITY. THE PROFESSIONAL’S OBLIGATIONS UNDER
THIS SECTION SHALL NOT BE LIMITED TO THE LIMITS OF COVERAGE OF INSURANCE
MAINTAINED OR REQUIRED TO BE MAINTAINED BY PROFESSIONAL UNDER THIS
AGREEMENT. THIS PROVISION SHALL SURVIVE THE TERMINATION OF THIS
AGREEMENT
6.12 Limitation of Liability
(a) Express Understanding Regarding Risk Allocation.
City acknowledges and agrees that the fees payable by it to Professional pursuant to
this Services Agreement and any Work Order have been or will be negotiated based
upon a specific risk allocation between Professional and the City, and that
Professional would not have entered into this services agreement and will not enter
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into any Work Order but for the specific understanding reached with the City as to
certain risks as set forth in this Section 11.
(b) No Liability for Indirect Damages
In no event shall Professional be liable, regardless of the form of action, whether in
contract under this Services Agreement or any Work Order or in tort (including
negligence), for any indirect, incidental, consequential, special or punitive losses or
damages of any nature or kind whatsoever including, but not limited to, losses or
damages arising out of or resulting from this Services Agreement or any Work Order,
any use of or inability to use the Services and/or any Deliverable, business
interruption, lost or corrupted data of City or any third party, lost revenue or lost
goodwill, failure to realize savings, or for any claim or demand against customer by
any third party, even if Online may have been advised of the possibility of such losses
or damages. City shall indemnify Professional and hold Professional harmless from
and against any and all liabilities, damages, losses, costs and expenses (including,
without limitation, legal fees and disbursements) suffered or incurred by Online and
arising out of or attributable in any manner whatsoever to any claim or demand by
any third party.
(c) Limited Liability for Direct Damages
Regardless of circumstances, the cumulative liability of Online for direct losses or
damages arising out of or resulting from this Services Agreement or any Work Order,
any use of or inability to use the Services and/or any Deliverable or otherwise, shall
in no event exceed the fees paid for any deficient Services or Deliverables under the
relevant Work Order.
6.13 Audits and Records. The Professional agrees that during the term hereof the City and
its representatives may, during normal business hours and as often as deemed necessary, inspect,
audit, examine and reproduce any and all of the Professional’s records relating to the services
provided pursuant to this Agreement for a period of one year following the date of completion of
services as determined by the City or date of termination if sooner.
6.14 Conflicts of Interests. The Professional represents that no official or employee of
the City has any direct or indirect pecuniary interest in this Agreement.
6.15 Insurance.
(a) Professional shall during the term hereof maintain in full force and effect the
following insurance: (1) a policy of insurance for bodily injury, death and property
damage insuring against all claims, demands or actions relating to the Professional’s
performance of services pursuant to this Agreement with a minimum combined single
limit of not less than $1,000,000 Dollars per occurrence for injury to persons
(including death), and for property damage; (2) policy of automobile liability
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insurance covering an y vehicles owned and/or operated by Professional, its officers,
agents, and employees, and used in the performance of this Agreement; and (3)
statutory Worker’s Compensation Insurance covering all of Professional’s employees
involved in the provision of services under this Agreement.
(b) All insurance and certificate(s) of insurance shall contain the following provisions:
(1) name the City, its officers, agents and employees as additional insureds as to all
applicable coverage with the exception of Workers Compensation Insurance; (2)
provide for at least thirty (30) days prior written notice to the City for cancellation,
non-renewal, or material change of the insurance; (3) provide for a waiver of
subrogation against the City for injuries, including death, property damage, or any
other loss to the extent the same is covered by the proceeds of insurance.
(c) All insurance companies providing the required insurance shall either be authorized
to transact business in Texas and rated at least “B” by AM Best or o ther equivalent
rating service, or approved by the City Risk Manager. (d) A certificate of insurance
evidencing the required insurance shall be submitted to the City prior to
commencement of services.
EXECUTED this _______ day of _____________________, 2016.
City of Coppell, Texas
By:
Clay Phillips, City Manager
EXECUTED this _______ day of _____________________, 2016.
Professional
By:
Name: David Neufeld
Title: Vice President
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EXHIBIT “A”
SCOPE OF SERVICES
CITY OF COPPELL
SERVICES AGREEMENT
1 GENERAL INFORMATION
1.1 Summary
The following statement of work describes the scope of services proposed by Online
Business Systems (The Professional). In summary, this statement of work provides for
professional services supporting the ERP (Enterprise Resource Planning) Replacement
Discovery Project. This project will be followed by the separately contracted ERP
Replacement Implementation Project. The services for this project include Discovery,
Project Management and Ad-Hoc Services.
1.2 Project Management
1.1.1 City’s Project Manager
Jerod Anderson
1.1.2 Professional’s Project Manager
The Professional’s Project Manager will be Rolando Martin. The Professional may
change Professional’s Project Manager from time to time upon written notice to
City.
Contact Information:
Rolando Martin
Online Business Systems
rjmartin@obsglobal.com
1.3 Deliverables
The individual tasks including a task description, the Deliverables associated with each
task, the task prerequisites, the responsibilities of each Party, and the task completion
criteria are described in more detail in below in Section 1.1 below.
1.4 Status Reports
Professional’s Project Manager will summarize activities completed under this Project in
written monthly status reports submitted to the City Project Manager. The status reports
are due on the last day of the month and will include summaries of all activities and
deliverables completed in the prior reporting period. The report shall include a list of any
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delayed items, a description of the problem, schedule impact, and a method of resolution.
The item shall be carried over onto subsequent reports until the problem is resolved.
1.5 Order of Precedence
In the event there is a conflict between the terms and conditions of one portion of this
Contract with another portion of this Contract, the conflict will be resolved by designating
which portion of the Contract documents takes precedence over the other fo r purposes of
interpretation, except where a clear statement of precedence other than that set forth in
this section is included in the document. In this Contract the order of precedence shall be:
1. Amendments to the Contract
2. The Contract’s terms and conditions
3. Change Orders
4. Task Orders
5. Exhibit A, Scope of Services
1.6 Task Orders and Change Orders
The City and Professional agree that if the City requires additional Services or Products, it
may submit a Task Order to Contractor. The scope of work, schedule, Deliverables, and
compensation for each project will be defined in the Task Order prior to commencement
of the work. Task Orders are subject to the terms of this Contract. Agreed -upon changes
shall not be retroactive and shall apply as of the effective date of the respective Task
Order. Any changes to the scope of work, schedule, Deliverables, or compensation in a
Task Order must be agreed upon by Professional and the City in writing via the Change
Order process, outlined below.
Change Orders to a Task Order. The City reserves the right to make changes, at any time to
a Task Order in the form of a Change Order agreed to in writing by the Parties.
Professional agrees to timely alter the delivery of Products or Services accordingly. If such
changes materially increase or decrease Contractor’s obligations, the Parties shall execute
an Amendment to the Contract as needed or adjust the fee accordingly, and if the amount
of such adjustment is not calculable as a function of hours or tasks, the Parties shall
negotiate in good faith a modified fee.
Survival of Orders. In the event that a Task Order/Change Order is not completed prior to
the expiration of this Contract, the Task Order/Change Order shall survive the expiration of
such until completion and all provisions of this Contract shall be considered active and in
full force until the Task Order/Change Order reaches co nclusion. In no case shall a new
Task Order/Change Order be placed by the City or be accepted by the Professional after
the expiration date of this Contract. The City reserves the right to make changes, at any
time to a Task Order in the form of an amendment agreed to by the Parties. The
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Professional agrees to timely alter the delivery of Products or Services accordingly. If such
changes materially increase or decrease Professional’s obligations, the City shall execute
an Amendment to the Contract, and if the amount of such adjustment is not calculable as
a function of hours or tasks, the Parties shall negotiate in good faith a modified fee.
In no case shall a new Task Order be placed by the City or be accepted by the Professional
after the expiration date of this Contract.
1.7 Place of Performance
Most work under this Project is expected to be completed at the Professional’s office, and
delivered remotely to the City’s facilities. The Professional will be onsite, and work at the
City’s facilities as required by the needs of the project.
2 SCOPE OF WORK
2.1 Discovery Services
The project is designed to help the City of Coppell develop a more detailed understanding
of their scope and requirements as well as areas of risk that will need to be addressed. The
ERP solution will be a superset of Munis that will affect Logos and other peripheral systems
as well; the form of the overall solution, boundaries and process impact will all be
considerations of Discovery.
The key outcome of Discovery is a contract for the ERP vendor that addresses the scope,
requirements and risks identified.
This approach will create a more accurate vendor contract that reduces the risk of scope
and/or budget increases and increases the overall quality of the final product delivered by
the ERP vendor.
Discovery Approach
• Divide Discovery into three relatively independent steps spread over an extended
timeline
• Planning & Needs Analysis -> Solution Definition -> Contracting & Project
Planning
• Approach / scope / scale of subsequent steps may well change based on
outcomes of earlier steps
• Allow for adequate duration for each step
• Proceed with broad, shallow engagement and analysis quickly
• Need to get our arms around breadth of needs and opportunities
• Can refine selection of project participant SMEs based on improved
understanding
• Functional analysis should be “Munis-oriented”
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• To support solution definition and contracting with Tyler
• Must be slightly more general as the solution will be broader than Munis
• Keep Discovery artifacts relatively lightweight
• Introduce the Implementation Project PM in the latter stages of Discovery
• To directly support project planning and ownership over the work they are to
manage
• Leverage Project Management Office templates
• Draft planning artifacts will be draft, to be completed during detailed planning
early in the project itself
• Aim for additional implementation plan clarification
• Better end-to-end clarity than we had with BEAM
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Work Break Down and Deliverables
Planning & Needs Analysis Solution Definition Contracting and Planning
Key Activities
• Meetings with Tyler –
initial engagement,
information requests
and clarification, client
contacts
• Internal meetings and
workshops – technical
and business context
and concerns,
functional analysis,
interfaces, data,
solution planning
• Engage with other
jurisdictions
• Analysis, formalization
• Structured discovery
sessions with Tyler –
determine modules,
solution boundaries,
interfaces,
infrastructure, data
conversion, project
scope, overall phasing
and planning strategy
• Internal meetings and
workshops – business
and technical solution
scoping and definition,
boundaries, interfaces,
data, planning and
contracting strategy
• Engage with other
jurisdictions
• Analysis, architecture,
formalization
• Structured discovery
sessions with Tyler to fill
gaps in solutioning and
planning, address
contracting topics and
reach agreement on
contract for council
• Internal meetings and
workshops – contract
review and discussion,
planning, transition
architecture definition,
plan project and pre-
work
• Engage with other
jurisdictions
• Project planning,
analysis, architecture,
road mapping,
formalization
Key Outcomes / Artifacts / Deliverables
• Discovery Planning
• Business Context /
scope
• Technical Context /
scope
• Functional Area
Analysis / scope
• Input to Solution
Planning
• High Level Scope
Statement
• Conceptual Business
Solution
• Conceptual Technical
Solution
• Input to Contracting
and Planning,
particularly clear
scope for Munis
procurement
• Draft Core Planning
Artifacts (Org chart,
Roles & Responsibilities,
RACI, Charter)
• Refined Solution and
Roadmap
• Budget Input
• Contract for Council
• Identified / Initiated Pre-
work
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Discovery Timeline
The following diagram describes the planned 12-month duration for the project. This will be
refined in collaboration with the City of Coppell as required.
Discovery Deliverables
The following provides additional detail related to some of the Key Outcomes / Artifacts /
Deliverables in the earlier table. The intent is for Discovery artifacts to be lightweight, favoring
understandable models, matrices and presentation material. These deliverables will be
continuously refined over the course of the project as information continues to be gathered. A
great deal of information will be collected and analyzed over the course of Discovery; that
information will be selectively organized and structured as needed in supporting artifacts.
Planning and Needs Analysis
Discovery Planning – project planning and management artifacts as required, as Discovery
will be agile and dynamic, driven by information uncovered and the need to explore areas
in differing degrees of depth as required (in contrast to the project proper, which will be
more structured, formal and heavier weight)
Business Context / Scope – business context model(s) of the domain initially and refined as
required with additional detail and concerns; clarification of scope through statements of
direction
Technical Context / Scope – technical models and documentation as required, capturing
details of concern around current systems, interfaces, data and concerns
Approximate ERP Discovery Timeline
Aug Sep Oct Nov Dec JanJunJul JunMay
Planning & Needs Analysis
Solution Planning
Contracting & Project Planning
Target Tyler
contract
approval by
Council
Initiated Prework
Project
Proper
Complete
Complete
Complete
Council
Contract
Approval
ERP project proper will start at some point following
execution of contract with Tyler; there may be many timing
considerations governing when project actually starts
Valuable Prework can be initiated and spun off by
project as early as it can be identified and resourced
2016
Assume rapid start
following May 24
approval by Council
PM joins Discovery in
latter stages to support
Project Planning
Overall:
•Start as quickly as possible to extend duration
•Limit resource overlap with BEAM project
Feb Mar Apr May
2017
Council
Contract
Approval
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Functional Area Analysis / Scope – Matrix model of functional areas of interest / context,
noting scope boundaries of current systems and summarizing key details of functional
areas, with additional notes, concerns and opportunities relevant to later solutioning
Solution Definition
High Level Scope Statement – visual model(s) and / or statement(s) of direction,
communicating explicit boundaries of envisioned solution scope to support contracting
and planning
Conceptual Business Solution – business view(s) of the solution, clarifying the solution and
relevant details of business usage; will include solution context model (s) and model(s)
indicating intended business usage of distinct business solution components
Conceptual Technical Solution – technical view(s) of the solution, clarifying technical
solution components and relevant details of the solution environment
Contracting & Project Planning
Draft Core Planning Artifacts – including Org chart, Roles & Responsibilities, RACI, Charter;
plus planning notes and considerations to support detailed planning and management
Refined Solution and Roadmap – refined models of the end solution and roadmap
communicating key interim / transition states to be planned and executed; roadmap may
extend beyond the end of the ERP implementation to show the project in the context of a
larger vision
Budget Input – if it makes sense based on Discovery findings and refined planning, the
project will refine estimation models to provide improved budgetary guidance
Contract for Council – a key deliverable of the project will be a draft contract for council
based on negotiations with Tyler
2.2 Project Management Services
During this ERP Replacement Discovery Project, the primary focus is on Discovery. PM
Services will be a part of Discovery (as described above), focused on planning for the
future ERP Replacement Implementation Project, so that it can be more formally managed
and controlled.
During the future ERP Replacement Implementation project, the PM will be responsible for
the planning, management, and control of the City of Coppell. This includes (i) the
successful management of the implementation solution, on time, within budget and to the
specified quality standards (ii) development and maintenance of a project plan (work
breakdown structure and schedule), (iii) status reporting, communications, resource
management, risk management, issues management, budget manage ment and change
management, (iv) the day-to-day management of project activities and (v) management of
the ERP Vendor Relationship.
The Project Manager will report to the Project Sponsor and Project Steering Committee.
The PM will tailor the current project management framework at the City and work to
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refine it and close any framework gaps to ensure a solid framework is in place that fully
supports the ERP project.
A detailed description of our approach and methodology can be found in Appendix A – Project
Management Fundamentals.
2.3 Ad Hoc Services
Ad Hoc Services represent services that the City of Coppell may or may not require at any
point during the ERP Replacement Discovery or Implementation projects. At this early
stage it is difficult to project what services will be required, however, based on the City’s
experience with the BEAM project for example, it is known that requirements are likely to
surface that have not and could not have been anticipated or planned for during the
discovery, contracting or implementation phases.
These requirements may require additional services, which will be provisioned by issuing
work orders against the Ad Hoc Services budget.
The work order process will define the scope, budget, and payment terms for the required
services as defined and approved by the City of Coppell.
3 Budget
The total contract value for this services agreement is $442,680. The budget and terms
associated with the scope of work items (as defined in section 2 of this services agreement)
are as follows:
Budget Terms
Discovery Services (which includes two
months PM Services supporting
implementation planning)
$364,560 Firm Fixed Price
Ad-Hoc Services $78,120 Variable / Not-to-Exceed
Total $442,680
3.1 Travel and Living Costs
Invoice Amounts for the PM and Discovery services are inclusive of travel and living expenses.
Terms for Travel and living expenses for the Ad Hoc services will be documented in the
individual work orders as those services are provisioned.
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4 PAYMENT SCHEDULE
All payments to Professional specified below will be due upon the successful completion of the
associated milestone/Deliverable as indicated by the issuance of a Certificate of Acceptance by
the City for that milestone/Deliverable.
4.1 Discovery Services
Discovery Services for the 12 month duration will be invoiced in two ways: a portion will be
invoiced over incremental monthly payments, and the remainder will be invoiced on approval
of the delivery of each of the three phases outlined in section 2.1 Discovery Services.
Additional Discovery or PM Services would be extended via a change order for the project.
ERP Discovery Services
Invoice Date Deliverable Payment
Amount
Sum of
Payments
Incremental payments
(invoiced monthly at
month end for 12 months)
Status Report or satisfaction with
incremental progress on Deliverables
outlined in Section 2.1 Discovery Services
$21,040 $252,480
On approved completion
of phase, at approximately
month 5 of Discovery
Substantial completion of Planning & Needs
Analysis Phase Deliverables, outlined in
Section 2.1 Discovery Services
$20,000 $20,000
On approved completion
of phase, at approximately
month 9 of Discovery
Substantial completion of Solution Planning
Phase Deliverables, outlined in Section 2.1
Discovery Services
$20,000 $20,000
On approved completion
of phase, at approximately
month 12 of Discovery
Completion of Contracting & Project
Planning Phase Deliverables, outlined in
Section 2.1 Discovery Services
$20,000 $20,000
PM Services (month one of
implementation planning,
at approximately month 11
of Discovery)
Substantial progress on Contracting &
Project Planning Phase Deliverables,
outlined in Section 2.1 Discovery Services
$26,040 $26,040
PM Services (month two of
implementation planning,
at approximately month 12
of Discovery)
Completion of Contracting & Project
Planning Phase Deliverables, outlined in
Section 2.1 Discovery Services
$26,040 $26,040
Total Payment $364,560
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4.2 Ad Hoc Services
Payment terms and deliverables for Ad-Hoc services will be defined in the change order or
work order requesting/authorization those services. Unused Ad Hoc Services budget will be
available to the ERP Replacement Implementation project.
4.3 Payment Terms
The Professional shall provide an invoice for the full amount of a milestone/Deliverable as
specified in the table above upon written/email acceptance for the milestone/Deliverable
by the City’s Project Manager.
The City shall issue payment for a submitted invoice within thirty (30) Calendar Days from
the date of the invoice from the Professional. The Professional’s invoices must contain
Professional’s name and address; invoice number; date of invoice; Contract number and
date; Task and Subtask Number(s) completed, amount invoiced; and the title and phone
number of the responsible official to whom payment is to be sent.
The City may stipulate how line items are entered on an invoice to ensure compatibility
with the City’s accounting and financial systems and to facilitate payment to the
Professional.
5 TERM
The term of this contract will reflect the project cycle. The project is planned to run for 12
months from the Award of Bid.
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6 Appendix A – Project Management Fundamentals
The Project Manager will follow standard principles for project management and while these fundamentals
may be well known to some project participants and stakeholders, the Project Manager will ensure that a
common understanding of the project management approach is understood by all project participants.
1. Project Definition: As with the standard definition of “Project”, the ERP Project will be defined as a
temporary endeavor undertaken to create a unique product or service. (Projects are different
from other ongoing operations in an organization, because unlike operations, projects have a
definite beginning and an end - they have a limited duration. (Helpdesk support is not a project)).
2. Business Focus: Our project manager will help to ensure that all components of the ERP project
are business-driven and business-focused. If any component of the project ceases to align with
and support the overall goals and mission of the City, the Project Manager will collaborate with the
Steering Committee and project participants to (re)assess project direction.
3. Triple Constraint: The Project Triple Constraint is defined by Scope (Quality), Cost
(Resources) and Time (Schedule). It is usually represented by a triangle as follows:
These three elements of a project are highly inter-dependent. When one of these elements is
reduced or increased, one or both of the other two elements will then also need to be reduced or
increased. (An effect similar to adjusting one side of the triangle). There is a balancing of the three
elements that only when fully managed, allows for the successful planning, resourcing and
execution of a project. At the end of the day, these are the three key elements of a successful
project and these are the things that our Project Manager will diligently manage through successful
project completion.
4. Baselining and project change management: Baselining refers to an activity at the end of project
planning where budgeted cost, time and scope/quality are recorded. It’s almost inevitable that the
project will encounter change throughout its life. Some changes will be undesirable and efforts will
be made to avoid them. Some changes will introduce benefits and should be accommodated if
possible. Therefore, a project’s success is not measured by how well it kept within the constraints
of the original (baselined) cost, time and scope/quality. Rather, a project’s success is measured by
Scope/Quality
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its ability to stay within the constraints of the sum of the original baseline plus all subsequently
approved change requests. Our Project Manager will implement and manage this framework.
Defining an Implementation Plan
The PM will have overall responsibility for the development of the implementation plan. The
implementation plan will be aligned with industry best practices for solution development. It will include
components for quality management, planning, analysis, design, testing, deployment and turnover to
support. Factors that will contribute to the overall structure of the implementation plan include the
following:
Vendor Approach: The Contracted System Integrator will likely have an implementation approach
that will need to be considered and accommodated.
Deployment Approach: Further project planning will provide insight on the preferred deployment
approach (e.g. incremental or phased deployment, parallel processing, ‘model office’, ‘mock
implementations (dry-runs)’, etc.).
The Project Manager will collaborate with the Project Sponsor, Project Steering Committee, contractors
and consultants, the independent Quality Assurance and other project participants to develop and manage
the ERP Project Implementation plan.
Defining, Refining and Managing an Integrated Project Plan
The integrated project plan will contain component plans that address key project management areas.
These include organizational change management, scope management, schedule management, cost
management, resource management (staffing), communications, Issues management, requirements
management, quality management, risk management and quality Assurance. Our Project Manager will be
responsible for ensuring that all the component plans are defined, continually revised so as to be
continually up-to-date and managed through the life of the project. Descriptions of how component
project planning will be performed for key areas is outlined in the sections below.
Project-Status/Project-Performance Reporting
We refer to the term ‘Status Report’ as a report that reports project status, project forecast and project
performance.
Project status reporting will be the responsibility of the Project Manager and reports will be produced at
least monthly.
The format of the status report will be that currently used by the BEAM project.
Key characteristics of good status/performance reporting
The reporting tool that the Project Manager develops for the ERP project will have the following
characteristics:
1. Information is Easy to understand
2. As much useful information as possible can be consumed quickly
3. Serves as wide an audience as possible (project manager types, non-project manager types,
technical, non-technical, etc.)
- 19 - 15301
4. Information is accurate.
5. Information is up-to-date.
6. Producing the communication is as non-onerous as possible
7. The method is flexible so that it can change as requirements change
Ideally the reviewers of the status report will want to receive the same types of measurements every
week. Switching from one metric to another will not show trends or provide week-to-week comparisons.
That said, the process that the Project Manager will follow will also be flexible enough to accommodate
changes to the project reporting requirements that will occur throughout the life of the project.
Graphical Reporting
Graphs and charts that report project progress, project performance and forecast will be used where
possible.
Stage-Gate or Key-Milestone Reporting
Most stakeholders with an interest in project status/performance will not have the time or interest in
assessing the planned v actual dates for all elements of a project plan (work breakdown structure). To
address this, the Project Manager will leverage stage-gating or milestone reporting.
Milestones represent events on the project where there is delivery of a key solution component or project
management artifact and where formal approval is required. Overall project progress will be measured by
comparing milestone actual completion dates against milestone baseline completion dates. The number of
milestones for the project will be kept at a ‘manageable’ level (perhaps one per month) and will be spread
across the project timeline (as opposed to being bunched into a shorter timeframe).
Example key sections of a status report
The following represents key information that the Project Manager will include in the status report.
Project picture (a graphical representation) of project status, project performance, forecast and
issues/risks.
Concise textual description (executive summary) of project status, project performance, forecast
and issues/risks.
Stage-gate or Key-Milestone progress table that reports actual days early/late for completed
milestones and forecast days early/late for future milestones.
High level summary of what was accomplished since the last report
High level summary of what was planned and not accomplished since the last report
High level summary of what is planned over the next couple of months
High level summary of project change requests
- 20 - 15301
High level summary of open project issues/risks
High level summary of upcoming approvals that will be required from the Project Steering
Committee and other approvers
As mentioned previously, Online Business Systems hosts a methodology library (which includes many best
practice processes, tools, templates, etc.). These processes, tools and templates will be available to the
project (eliminating any necessary cost and effort if required, for the City to develop them from scratch).
Also available to the project will be the experience and expertise of the consultants from Online’s project
management practice who will be available as needed to respond to any specific or unique queries.
The following sections outline how our firm through the services of our proposed Project Manager will
address the needs of the Project.
Issues and Risk Management
Issues and Risk Management
The Project Manager’s responsibility is to communicate a common understanding of the root cause of
project- related issues and the resulting project implications. By identifying the root cause, the project
team will be better equipped to identify options for resolution, which can be evaluated and analyzed so
that a recommendation can be put forward. Depending on the nature, scope, and magnitude of the issue,
the options and recommendation may be vetted via the Steering Committee for approval before moving
forward. In this scenario, the issue, options, and implications of the options and recommendation will be
clearly communicated to the Steering Committee so that they are enabled to make an informed
decision. Project issues are tracked in an Issues Log to facilitate transparency, and effective tracking and
reporting.
Risk Management
The Project Manager’s responsibility is to ensure that standard risk management process is being followed
to ensure that project risks have been identified, and properly defined, assessed, and mitigated. The
purpose of the Risk Management Plan is to document project risks and any associated response plans.
Response plans can include activities to mitigate, avoid, or transfer risk. The Risk Management plan is
revisited throughout all project phases in the event new risks are identified or response plans are changed.
Best-practices risk management includes but is not limited to the following activities:
· Risk Identification - Identification that the risk exists
· Risk Qualification - Assessment of the probability of the risk trigger
· Risk Quantification - Assessment of the project impact
· Risk Response Plan - Planning to accept, avoid, defer, or mitigate the risk (contingencies)
· Risk Control - Review identified risks on a regular basis (at least monthly) and update Risk
Management plans
Communications Management
The importance of project communications and reporting cannot be underestimated. It is not unusual to
find industry reports that indicate upwards of 90% of a project manager’s time is spent on
communications.
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The Project Manager will have overall responsibility for project communications as it relates to
communications within the project and communications to entities and stakeholders outside the project.
The City may appoint internal representatives for formal communications to the legislature, media, public
and external entities.
The project manager will be responsible for liaising with the communications lead (if one has been
appointed) and developing a communications plan that meets the requirements of the Project Sponsor and
Project Steering Committee.
One of the key formal communications mechanisms is the weekly project status report prepared and
distributed by the project manager.
With regard to project management reporting and project communications, experience shows:
Every project is different and every project requires a customized communications and reporting
approach that best meets the unique needs of project stakeholders and other participants. For
example, a one-page weekly project status summary might best serve the needs of one
stakeholder while another stakeholder might be best served with a daily, 5-minute phone-call.
To realize the best possible project communications and reporting, techniques used will need to
change (generally on an on-going basis) during the life of the project. Focus will change during the
life of the project and as stakeholders and participants become more project savvy (during the life
of the project) – their requirements will also change.
Communications Planning
During this activity, the following artifacts are used.
The Responsibilities, Accountabilities, Consult and Inform (RACI) Matrix
The RACI outlines Roles and Responsibilities, charting (i) what has to done; and (ii) who has to do it.
The output is a matrix showing the people involved, the functions to be performed and the degree
of participation each person has in each function.
The Approvals Schedule
The Approvals Schedule will be developed after the project schedule and project artifacts and
deliverables have been identified. It lists the actual deliverables, events and artifacts that will
surface in the project, refers to the RACI to determine who serves in the related roles and specifies
when the approval is expected (or has occurred). The Approvals Schedule gives approvers a
forward view to what is expected of them throughout the remainder of the project.
The Communications Plan
The Communication Plan will identify all project participants and stakeholders and documents the
level of content, frequency and medium agreed for on-going project communications.
Project Repository
A shared network drive or SharePoint site will be set up with (i) a folder hierarchy to store project
artifacts; and (ii) read/write access for all project participants and stakeholders.
Information Distribution
On an ad-hoc or as-needed basis, the Project Manager will conduct in-person or by-phone meetings with
Business Stakeholders to ensure project activities and direction are being communicated and that any
information on changes in business requirements or direction are collected.
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Scope Management
Project Scope Management relates to the management of changes that have a potential impact (positive
or negative) on project scope as it relates to (i) deliverables/effort/quality, (ii) timeline, or (iii) financial
cost.
A key to effective project management is to actually embrace change (shifting business priorities, new
customer needs, competitive pressure, etc.). Good change is often characterized by the potential to
increase the business value that will be delivered. While effective project management embraces change, it
doesn’t necessarily encourage it. Not all change is good – often it can be distracting and frustrating to the
team and the overall organization. The key is to know when change is “good” and when it is potentially
“bad”. An important project management function therefore is – Project Change Management. Our
proposed Project Manager will be responsible for effective project change management.
The objectives will be to:
minimize the negative effects of changes on projects
monitor and control all change requests
monitor and control all changes
Project changes take various forms. Changes to the project plan may creep in slowly (e.g. the planned
testing stage extends day by day until it completes 4 weeks later). Alternatively, changes to the project
plan may be identified in advance (e.g. a user inquires on the possibility of the development of seven more
reports). Some changes may have little or no effect on the original project plan and estimate while others
may have a significant effect.
Change requests can be initiated as follows:
• Proactive: Examples are requests that are made by the user or customer that compromise (i)
the end date of a project, (ii) the cost of a project or (iii) the final deliverables or quality of the
project. Examples of these types of change requests include a request for seven more reports
in the delivered system or a request to include an extra status code on an on-line system or a
request to have the new system provide a text file for down-loading to a spreadsheet.
• Reactive: These are requests (usually prepared by the Project Manager) that are in response to
a risk or issue.
When the ERP steering committee approves the project baseline, they will delegate responsibility to the
Project Sponsor, Project Manager and Project Team to complete the project according to plan. Any
potential changes to the baseline will follow the project change management process outlined below.
Change requests will be identified as early as possible. They will be documented by the Project Manager,
reviewed by the Project Coordination Group (if one has been established) and submit them to the Project
Steering Committee and Project Sponsor for approval. The Project Steering Committee will either approve
or reject the change request.
The Project Manager will be responsible for compiling change request forms and maintaining a summary of
change requests in the Project Change Log.
- 23 - 15301
Vendor Management
We understand that in addition to the core project management roles and responsibilities, a key role for
the project manager is to actively manage the vendor relationship to ensure the quality and fit of the
delivered system.
Vendor management also serves to maintain a positive and healthy working relationship between all
parties while helping to reduce/eliminate issues such as miscommunication, and feature gaps (perceived or
real) that create an adversarial relationship and can negatively affect the quality of the delivered solution.
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2800
File ID: Type: Status: 2016-2800 Agenda Item Passed
1Version: Reference: In Control: Engineering
05/13/2016File Created:
05/24/2016Final Action: Water Meter PurchaseFile Name:
Title: Consider approval to award a bid to Metron-Farnier for the purchase of water
meters in the amount of $500,000.00; and issuing a purchase order; as
budgeted; and authorizing the City Manager to sign any necessary
documents.
Notes:
Agenda Date: 05/24/2016
Agenda Number: 13.
Sponsors: Enactment Date:
Water Meter Memo.pdf, Water Meter Contract.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 PassApproved05/24/2016City Council
Presentation: Mike Garza, Assistant Director of Engineering, made a presentation to Council and
was available for questions.
A motion was made by Councilmember Marvin Franklin, seconded by Councilmember Wes Mays,
that this Agenda Item be approved. The motion passed by an unanimous vote.
Action Text:
Text of Legislative File 2016-2800
Title
Consider approval to award a bid to Metron-Farnier for the purchase of water meters in the
amount of $500,000.00; and issuing a purchase order; as budgeted; and authorizing the City
Manager to sign any necessary documents.
Summary
Fiscal Impact:
Page 1City of Coppell, Texas Printed on 12/21/2017
Master Continued (2016-2800)
Funds have been budgeted in Utility Operations, Water Meters (02-03-17-5230) and
Water/Sewer CIP for this purchase.
Staff Recommendation:
The Engineering Department recommends approval.
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 12/21/2017
1
MEMORANDUM
To: Mayor and City Council
From: Ken Griffin, P.E., Director of Engineering and Public Works
Date: May 24, 2016
Reference: Single Jet Water Meters Contract Award
2030: Sustainable City Government, Goal 3
Excellent and Well-maintained City Infrastructure and Facilities
General Information:
Bid opening for water meters (radio read and cellular read) on March 8, 2016.
We received 2 bids, 1 was an incomplete bid.
Metron-Farnier was the only bidder that met all our specifications.
Metron-Farnier is our current water meter supplier.
This is a 5-year contract, renewable annually.
This contract is for $500,000.00.
Introduction:
This agenda item is being presented for the award of a bid to enter into a contract with Metron-Farnier,
LLC to supply the City with water meters. On March 8, 2016 the City of Coppell opened two bids
for the purchase of Single Jet water Meters. RG3 Meter Company submitted an incomplete bid and
did not meet specifications. Metron-Farnier, LLC submitted a complete bid that met our
specifications.
Analysis:
The FY 15/16 budget includes money for purchase of water meters for replacement of old standard
manual read meters to electronic read meters capable to read either by drive by radio or cellular
communications.
The bid tabulation consist of nine (9) different sizes and types of meters capable to upgrade with
cellular communication. The RG3 Meter Company submitted no bids on three (3) sizes and types
and did not have cellular upgrades available for any size and type. Metron-Farnier submitted a
complete bid satisfying the specifications requested.
2
Legal Review:
The Purchasing Department has reviewed the documents and determined that this is an appropriate
method of contracting with this firm.
Fiscal Impact:
The fiscal impact of this Agenda Item is $500,000.00. The total price on the bid tab is not the award.
It is used as a comparison so we can determine who the overall low bidder is. The award of
$500,000.00 is based on our budget and prior year’s purchases.
Recommendation:
The Engineering Department recommends approval of this contract and award of a bid to Metron-
Farnier LLC.
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2802
File ID: Type: Status: 2016-2802 Agenda Item Passed
1Version: Reference: In Control: Engineering
05/13/2016File Created:
05/24/2016Final Action: Town Center Blvd DesignFile Name:
Title: Consider approval to enter into a design contract with JQ Infrastructure, LLC.,
in the amount of $71,890.00; as budgeted in the ¼ cent sales tax fund; for
paving and utility reconstruction for a portion of Town Center Boulevard (from
the Town Center Shopping Center to north of the intersection of Town Center
Drive); and authorizing the City Manager to sign all necessary documents.
Notes:
Agenda Date: 05/24/2016
Agenda Number: 14.
Sponsors: Enactment Date:
Town Center Design Memo.pdf, Town Center Bid
Tab.pdf, JQ Proposal for Town Center.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 PassApproved05/24/2016City Council
Presentation: Jamie Brierton, CIP Coordinator, made a presentation to Council and was available for
questions.
A motion was made by Councilmember Brianna Hinojosa-Flores, seconded by Councilmember
Nancy Yingling, that this Agenda Item be approved. The motion passed by an 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:
Text of Legislative File 2016-2802
Title
Consider approval to enter into a design contract with JQ Infrastructure, LLC., in the amount of
$71,890.00; as budgeted in the ¼ cent sales tax fund; for paving and utility reconstruction for a
portion of Town Center Boulevard (from the Town Center Shopping Center to north of the
Page 1City of Coppell, Texas Printed on 12/21/2017
Master Continued (2016-2802)
intersection of Town Center Drive); and authorizing the City Manager to sign all necessary
documents.
Summary
Fiscal Impact:
Funds are available in the ¼% Sales Tax Infrastructure Maintenance Fund for this contract.
Staff Recommendation:
The Engineering Department recommends approval.
Goal Icon:
Sustainable City Government
Page 2City of Coppell, Texas Printed on 12/21/2017
1
MEMORANDUM
To: Mayor and City Council
From: Ken Griffin, P.E., Director of Engineering and Public Works
Date: May 24, 2016
Reference: Design for Reconstruction of Town Center Boulevard
2030: Sustainable City Government, Goal 3
Excellent and Well-maintained City Infrastructure and Facilities
General Information:
Town Center Boulevard was originally constructed in the early 1990’s.
Engineering Services contract for design is $71,890.00
Estimated construction cost is $520,000.00
Introduction:
This agenda item is being presented for approval to enter into a design contract with JQ Infrastructure
LLC in the amount of $71,890.00 for paving reconstruction of a portion of Town Center Boulevard
from the Town Center Shopping Center to north of the intersection of Town Center Drive.
Analysis:
In order to provide excellent and well maintained city infrastructure, the citizens of Coppell
authorized the use of ¼ cent sales tax revenue to be allocated for the reconstruction of our streets.
Through an analysis of all streets within the City of Coppell, this portion of Town Center Boulevard
was identified as in need of reconstruction. The engineering design is budgeted in the 2015-2016
fiscal year.
The item before you this evening will involve engineering design for paving reconstruction. The
project improvements will include completing storm drainage improvements and full paving and
sidewalk replacement within the project limits.
Enhancement of the existing storm drainage collection system and new city sidewalks will also be
part of the full paving reconstruction portion.
Legal Review:
The City’s standard construction contract has been reviewed by legal periodically, with changes made
as requested.
Fiscal Impact:
The fiscal impact of this Agenda item is $71,890.00 for the street reconstruction design.
Recommendation:
The Engineering Department recommends approval of this contract with JQ Infrastructure LLC.
City of CoppellRoadway Reconstruction ProjectTown Center BoulevardJQ Infrastructure FEE BREAKDOWNPREPARED BY: C. RAAJAN MEHTA PELAST REVISED: 05/04/2016Task No. DescriptionPrincipal, hrsSenior Project Manager, hrs.Project Engineer hrs.Designer hrs.Admin hrs. Survey, LSDirect Costs (mileage, copies, etc)Sub-Total $ for Task1 Project Management1.1General Proj Mgmt 4960.00$ 1.2Kickoff Meeting (1) 2 2 650.00$ 1.3Project Meetings (Assume 3) 61,140.00$ 1.4QA/QC122,280.00$ 1.5Administration20 1,000.00$ 1.6Plans/Specs Repro1,500.00$ 1,500.00$ 7,530.00$ 2 2.1 Survey9,000.00$ 9,000.00$ 3 Design3.1Research/Review Existing Plans 4 540.00$ 3.2Survey Verification4 540.00$ 3.3Drainage Evaluation 4 16 2,920.00$ 3.4Prepare 60% Plans and Specifications 10 90 130 25,750.00$ 3.5Comment Review and Response 2 4 920.00$ 3.6Prepare 100% Plans and Specifications 10 40 60 12,700.00$ 43,370.00$ 4 Bid Phase4.1Pre-Bid Meeting2380.00$ 4.2Public Meeting2380.00$ 4.3Addenda/RFI Responses 1 4 6 1,270.00$ 4.4Bid Opening/Tabulation/Recommendation 4760.00$ 4.5Conformed Documents2 8 990.00$ 3,780.00$ 5 Construction Phase5.1Submittal Review 2 6 1,190.00$ 5.2Progress meetings/Site Visits (assume 4) 4760.00$ 5.3RFIs/COs/Fos1 4 8 1,450.00$ 5.4Pay App Review4760.00$ 5.5Substantial Review 2380.00$ 5.6Final Review2380.00$ 5.7As-Builts2 8 990.00$ 5,910.00$ 69,590.00$ SS Special ServicesSS1Easment Preparation2,300.00$ 2,300.00$ SS2SS34 70 178 220 20 11,300.00$ 1,500.00$ Princ. Proj. Man. Proj. Eng. Des.Admin.Hourly Rates =240.00$ 190.00$ 135.00$ 90.00$ 50.00$ Project Total = 71,890.00$ (Basic + SS)Basic Services Sub Total =
5.4.16
Mr. Mike Garza, P.E.
Assistant Director of Public Works
City of Coppell
816 Couth Coppell Road
Coppell, Texas 75019
RE: Engineering Services Proposal for
Town Center Boulevard Improvements
Dear Mr. Garza:
JQ Infrastructure LLC (ENGINEER) is pleased express our interest in providing professional engineering and
survey services for the City of Coppell (OWNER) for the above referenced project.
SCOPE OF PROJECT
We understand the scope of the project to be:
1. The topographic survey and detailed design of approximately 800 linear feet (LF) of roadway and
drainage design improvements for Town Center Boulevard starting south from the public right‐
of‐way at the Town Center Shopping Center, to north of the intersection with Town Center Drive.
2. Improvements will include replacement of the storm sewer system.
3. Point repairs to sidewalk located in the east and west parkways.
4. Topographic survey and design of approximately 300 LF of sidewalk located in the south parkway
parallel to Town Center Drive from the intersection of Town Center Boulevard, west to the
intersection of North Denton Tap Road.
5. Design of approximately 150 LF of Infill sidewalk to tie in Town Center Blvd and Town Center Drive
(located in west parkway) including easement work, prep work.
6. Point Repair to Paving on Town Center Drive (between Town Center Blvd. & Denton Tap) and
Town Center Blvd. ( from Parkway to Town Center Dr.).
7. Design the change out of all brick pavers at intersections (Town Center Dr./Town Center Blvd &
Town Center Dr./Denton Tap) to stamped, colored concrete pavement.
8. Design replacement of all sanitary sewer manholes.
Task 1 – General Requirements
ENGINEER shall perform all general administrative duties associate with the project, including progress
monitoring, scheduling, general correspondence, office administration and invoicing. These duties
include maintaining day to day contact and liaison with the OWNER, ensuring the needs of the OWNER
are met in a timely manner and ensuring that the work is executed in accordance with the work plan,
budget and schedule.
Professional Services Proposal
Town Center Blvd.
Coppell, Texas
05.04.16
ENGINEER will attend one (1) Project Kickoff Meeting and will attend up to three (3) Project Progress
Meetings during the design phase of the project.
ENGINEER will prepare notes, minutes, memorandums and reports and provide copies of these
documents as required by the OWNER as required for completion of tasks outlined this Scope of Work.
Task 2 – Survey
ENGINEER will provide services of a State of Texas Registered Professional Land Surveyor to provide
boundary, right‐of‐way, and topography survey of Town Center Boulevard, approximately 800 linear feet
from Town Center Shopping Center to south of Town Center Drive and 300 linear feet from the south
right‐of‐way to the road centerline along Town Center Drive from Town Center Boulevard to North Denton
Tap Road for the design of road pavement, sidewalk, and storm sewer reconstruction. Scope of Work
includes the following:
1. Coordination with the City of Coppell to provide survey notification and/or right‐of‐entry
letters to adjacent property owners.
2. Horizontal and vertical survey control will be based on the City of Coppell Geodetic Control
Network.
3. As a minimum, provide a temporary benchmark every 1,000 feet. Temporary benchmarks
will not be placed on curbs, sidewalks, or in pavements subject to reconstruction.
4. Research Dallas County Appraisal District records for property owner names and property
addresses.
5. Research Deed Records of Dallas County, Texas, for right‐of‐way lines, sidewalk easements
along Town Center Boulevard and Town Center Drive, and adjacent lot boundary or parcel
boundary information.
6. Locate and measure property boundary monuments to verify the right‐of‐way location.
7. The topography survey will include the entire street right‐of‐way width. Cross sections will
be measured every 50 feet from right‐of‐way line to right‐of‐way line, including all grade
breaks and visible improvements inside the right‐of‐way and a minimum of 10 feet outside of
the right‐of‐way.
8. The topography survey will extend 100 feet in all directions at every street intersection and
at every alley intersection.
9. Map the location of improvements including, but not limited to the following:
a. Curbs, curb gutters, sidewalks, driveways, driveway approaches, and pavements
b. Esplanades or medians
c. Curb inlets and/or storm drains with flowline elevations
d. Storm drain manholes with flowline elevations and pipe sizes
e. Water meters and water valves. Provide top of nut elevations of water valves.
f. Fire hydrants
g. Wastewater manholes with flowline elevations and pipe sizes
Professional Services Proposal
Town Center Blvd.
Coppell, Texas
05.04.16
h. Wastewater clean outs
i. Irrigation control valves
j. Gas meters and valves
k. Light poles, power poles, and down guy wires
l. Electric transformers and boxes
m. Telephone pedestals and boxes
n. Traffic signal control boxes
o. Traffic signs and utility signs
p. Mailboxes
q. Privacy walls and retaining walls with height and type of material identified
r. Fences with height and type of material identified
s. Trees with their sizes and types identified
t. Shrubs and landscape areas
10. Submit underground utility lines location request to Texas 811. Map the locations of paint
marks and/or pin flags left by utility locators.
EXCLUDED FROM BASIC SERVICES SURVEY SCOPE
1. Subsurface utility engineering level “A” and level “B” investigation.
2. Subdivision platting.
3. Preparation of parcel plat with metes and bounds description for new easement exhibits.
4. Construction staking.
5. As‐Built Survey
Task 3 – Detailed Design
ENGINEER will prepare detailed design drawings, specifications and bid documents for the reconstruction
of road pavement, sidewalk, and storm sewer, for the design. Scope of Work includes the following:
1. Preparation of detailed plans and specifications, incorporating the OWNERS most current
design standards and details. Design plans will be prepared using AutoCadd Version 2014.
Digital files of all design plans will be delivered to the OWNER at the completion of the project.
2. Plan reviews will be conducted at the 60%, 90% and 100% design stages. Comments from
OWNER will be addressed and incorporated into each subsequent review set and into the
final signed and sealed bid documents.
3. Each set for OWNER review will be submitted in hardcopy format. Review plans and
Professional Services Proposal
Town Center Blvd.
Coppell, Texas
05.04.16
specifications will be bound. Four (4) complete hardcopies of each review set comprised of
two (2) full size 22 x 34 drawings and two (2) half size 11 x 17 drawings and two (2) sets of
specifications including bid documents, will be delivered to the OWNER. One electronic copy
of the complete review submittal set including drawings and bid documents in a *.PDF format
shall be delivered to the OWNER. A single copy of electronic CADD drawing files formatted in
AutoCadd Version 2014 shall be delivered with each progress review submittal at OWNERS
request.
4. Design shall include the following:
a. Pavement removal and reconstruction within the limits of the project. Horizontal,
vertical profile and cross sections at 50 ft. intervals, and all driveway, intersections,
and alley crossings that do not fall at the 50 ft. interval location.
b. Grading plans shall include the design of retaining walls as necessary to achieve the
proposed grades within the limits of the project.
c. Removal and replacement of sidewalks and design of sidewalk repair as agreed upon
by the OWNER and ENGINEER, within the limits of the project.
d. Removal and replacement of drive approached and drives up to the right‐of‐way or
to a point as determined by the ENGINEER and approved by the OWNER.
e. On and off‐site drainage analysis and evaluation of existing storm water conveyance
capacity, both surface and storm sewer, for each roadway segment included in this
scope of work.
f. Removal and replacement of storm sewer system and extension/expansion of the
storm sewer system within the limits of the project, as agreed upon by OWNER and
ENGINEER.
g. Signage and striping plan.
h. Preparation of traffic control notes and specifications.
5. ENGINEER shall deliver four (4) sets of bidding documents to the OWNER that consist of two
(2) full size 22 x 34 drawings and two (2) half size 11 x 17 drawings and four ( 4) sets of
specifications that include standard bid tab, bid forms, etc., and technical specifications. A
single copy of electronic CADD drawing files formatted in AutoCadd Version 2014 shall be
delivered with the bid document submittal at OWNERS request.
Task 4 – Bidding Assistance
ENGINEER shall assist the OWNER during the construction phase and provide the following services:
1. Attend one (1) pre‐bid meeting for construction project.
2. Respond in writing to all Contractor submitted questions, requests for clarification, and
requests for information (RFIs).
3. Publish all bid addenda including revisions to bid documents, specifications and engineering
plans.
4. ENGINEER shall reproduce, and distribute bid documents to prospective bidders in either full
Professional Services Proposal
Town Center Blvd.
Coppell, Texas
05.04.16
size or half‐size hardcopy format as requested by the prospective bidder. ENGINEER shall
maintain a current list of plan holders during the bidding period.
5. Review all bid tabulations and assist the OWNER in recommendation of award to qualified
contractor.
6. Combine all written addenda into a conformed set. Deliver up to fifteen (15) sets of plans and
specifications to OWNER that consist of ten (10) full size 22 x 34 drawings and five (5) half size
11 x 17 drawings and fifteen (15) sets of specifications that include completed bid tab, bid
forms, etc., and technical specifications. A single copy of electronic CADD drawing files in
formatted in AutoCadd Version 2010 and a *.PDF file shall be delivered with conformed set
submittal at OWNERS request.
Task 5 ‐ Construction Phase Services
ENGINEER shall assist the OWNER during the construction phase and provide the following services:
1. Attend one (1) public review/informational meeting per street at OWNERS request.
2. Attend pre‐construction coordination meeting.
3. Attend a minimum of four (4) construction progress meetings to coordinate portions of the
work related to the ENGINEER’s design.
4. Attend up to four (4) site visits to observe construction of portions of the work related to the
ENGINEER’s design.
5. Perform review of submittals for work related to the ENGINEER’s design.
6. Provide written responses to RFI submittals for work related to the ENGINEER’s design.
7. Provide review and written responses for Contractor Change Order Requests and Requests
for Information.
8. Attend one (1) walk‐through to perform substantial completion review and generate a written
punch list of items for Contractor to complete.
9. Attend one (1) final walk‐through to review the completed punch list.
10. Provide full‐size original mylars, one (1) black line hardcopy, electronic PDF and CADD
formatted Record Documents that reflect the As‐Built conditions. A single copy of electronic
CADD drawing files formatted in AutoCadd Version 2014 shall be delivered with as‐built
submittal.
SERVICES EXCLUDED FROM BASIC SERVICES:
1. Any scope of work not specifically stated above.
2. Any upgrades, new design or construction inspection services of public or private off‐site facilities
required to support the proposed site improvements or performance of a traffic impact analysis,
except those specifically noted above.
Professional Services Proposal
Town Center Blvd.
Coppell, Texas
05.04.16
3. Preparation of a BIM model produced with Autodesk Civil 3D. This model is only for the purposes
of A/E coordination, generation of construction documents and clash detection with major
structural elements, and/or below grade utilities, with the exception that the model may not be
suitable for the creation of shop drawings.
4. Preparation of design and /or relocation, specifications and details of underground fuel storage
tanks, electrical, lighting, fiber optic, telephone, cable, natural gas, landscape irrigation systems
and structural engineered systems, such as structural equipment pads, light pole bases and MEP
systems. Except as shown on site plans for routing and clash detection from documents provided
by others.
5. Design of sanitary sewer and/or storm drainage lift stations or sumps, including pumps and
appurtenances.
6. Performance of fire flow or sanitary capacity testing or hydraulic analysis of water services.
7. Storm water detention design or analysis. Stream hydrologic and hydraulic studies with
computations for analyzing and determination of flood plains and channel improvements.
8. Preparation of design and details for site retaining walls.
9. Platting, topographic, boundary, ALTA, deed and utility research, easement documents, tree
survey or as‐built survey for the site including Subsurface Utility Engineering (SUE) to determine
the location of existing utilities. Update of survey of improvements after initial survey has been
performed. It is our understanding that this information will be provided to JQ by others.
10. Geotechnical investigations and material testing.
11. Fast track production of any portion of the Contract Documents released for pricing/bid/
fabrication, or submitted for building permit prior to such issuance of full design team documents.
12. Additional site visits beyond the number listed above.
13. LEED certification support.
14. Changes to the design documents required as a result of damage done to existing (utilities,
pavement, flatwork, storm water management BMPs, etc.) by the Contractor is not included.
15. Preparation of reports, permit applications and processing of permits for obtaining approvals.
This includes permitting through local City and/or County agencies, State agencies (TCEQ), and
federal agencies [i.e., FEMA‐Flood Plain Letter of Map Amendment (LOMA)].
Professional Services Proposal
Town Center Blvd.
Coppell, Texas
05.04.16
16. Payment of any and all platting and plan review fees imposed by the City of Coppell or County of
Dallas, Texas.
SPECIAL SERVICES
Special Services are defined as any service not expressly included in the Basic Services. Special Services
shall be authorized in writing by the OWNER prior execution by the ENGNEER. Special Services for this
project include:
1. Preparation of easement documents for expansion of parkway for 150 LF of sidewalk.
2. Other services currently undefined but authorized by OWNER and not included in the Basic
Services. Fee for these services will be based on ENGINEER’S hourly rates plus cost for
reimbursable expenses as defined below.
FEES
We propose to provide additional services for the following lump sum fees plus reimbursable expenses
with payment to be made in accordance with the current contract.
Task 1 ‐ General Requirements $7,530
Task 2 – Survey (Control) $9,000
Task 3 – Complete Design $43,370
Task 4 – Bid Phase Services $3780
Task 5 – Construction Phase Services $5,910
Total Lump Sum Fee $69,590
Special Services Fee (Time and Materials) $2,300
Total Fee = $71,890
Professional Services Proposal
Town Center Blvd.
Coppell, Texas
05.04.16
Authorized Special Services will be billed at the rates listed for basic services plus reimbursable expenses.
Partner $240.00 / hour
Principal $210.00 / hour
Engineering Technical Lead $190.00 / hour
Senior Project Manager $175.00 / hour
Project Manager $155.00 / hour
Senior Project Engineer $135.00 / hour
Project Engineer $120.00 / hour
Senior Technician $110.00 / hour
Technician $90.00 / hour
Administrative $75.00 / hour
Senior Registered Professional Land Surveyor $165.00 / hour
Registered Professional Land Surveyor $125.00 / hour
Survey Crew $160.00 / hour
Thank you for your consideration of JQ Infrastructure for this project. Should you have any questions or
comments regarding this proposal, please contact me at your convenience at 972‐392‐7340 (office) or
972‐603‐6653 (mobile). We look forward to working with the City of Coppell.
If this proposal is acceptable, please sign below and return one copy to our office. Signature of this
proposal also acknowledges and accepts the terms and conditions set forth in this proposal and in the
current Contract for Consulting Engineering Services. We appreciate your consideration and look forward
to working with you.
Sincerely,
JQ Infrastructure LLC
C. Raajan Mehta, PE
Partner
Accepted by:
City of Coppell Date
File copy
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2803
File ID: Type: Status: 2016-2803 Agenda Item Passed
1Version: Reference: In Control: Engineering
05/13/2016File Created:
05/24/2016Final Action: Burns Street ReconstructionFile Name:
Title: Consider award of bid and of entering into a contract with RKM Utility
Services for the reconstruction of Burns Street; in the total amount of
$944,135.00; and an incentive of $45,000.00; for a total of $989,135.00; as
budgeted in the ¼ cent sales tax fund; and authorizing the City Manager to
sign any necessary documents.
Notes:
Agenda Date: 05/24/2016
Agenda Number: 15.
Sponsors: Enactment Date:
Burns Street Memo.pdf, Burns Street Exhibit.pdf,
RKM Bid.pdf, Burns Street Bid Tab.pdf, Bid Opening
Document.pdf, Design Contractor
Recommendation.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 PassApproved05/24/2016City Council
Presentation: Jamie Brierton, CIP Coordinator, made a presentation to Council and was available for
questions.
A motion was made by Councilmember Cliff Long, seconded by Councilmember Marvin Franklin,
that this Agenda Item be approved. The motion passed by an 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:
Text of Legislative File 2016-2803
Title
Consider award of bid and of entering into a contract with RKM Utility Services for the
Page 1City of Coppell, Texas Printed on 12/21/2017
Master Continued (2016-2803)
reconstruction of Burns Street; in the total amount of $944,135.00; and an incentive of
$45,000.00; for a total of $989,135.00; as budgeted in the ¼ cent sales tax fund; and
authorizing the City Manager to sign any necessary documents.
Summary
Fiscal Impact:
Funds are available in the ¼% Sales Tax Infrastructure Maintenance Fund for this contract.
Staff Recommendation:
The Engineering Department recommends approval.
Goal Icon:
Sustainable City Government
Page 2City of Coppell, Texas Printed on 12/21/2017
1
MEMORANDUM
To: Mayor and City Council
From: Ken Griffin, P.E., Director of Engineering and Public Works
Date: May 24, 2016
Reference: Reconstruction of Burns Street
2030: Sustainable City Government, Goal 3
Excellent and Well-maintained City Infrastructure and Facilities
Introduction:
Burns Street was originally constructed in the early 1980’s and has reached the end of its
useful life.
RKM Utility Services has performed work successfully for the City of Coppell in the past
including projects at Clear Creek, Heartz, Willow Springs, Mockingbird, Sandy Knoll &
Shadowcrest.
The bid amount was $944,135.00 plus $45,000.00 incentive for a total award of $989,135.00
from the ¼ cent sales tax fund.
The contractor bid 180 calendar days for completion of construction.
Analysis:
In order to provide excellent and well maintained city infrastructure, the citizens of Coppell
authorized the use of ¼ cent sales tax revenue to be allocated for the reconstruction of our streets.
Through an analysis of all streets within the City of Coppell, Burns Street was identified as needing
reconstruction. On December 9, 2014 the City Council authorized a design contract with J.Volk
Consulting for the design of these improvements.
On April 12, 2016 the City received and opened four sealed bids ranging from a low of $944,135.00
to a high of $1,350,520.00 for these projects. The Engineers estimate for the project was $965,000.00.
The method of bidding used was the “A+B” method, where the number of days bid were weighted
and used in the evaluation of bids. The low bidder bid 180 calendar days which was also the lowest
time bid for the project. With the low price and low time bid, the lowest bid submitted is the most
advantageous bid for the City.
The low bid was submitted by RKM Utility Services, Inc. RKM Utility Services, Inc. is known to
the City of Coppell, and has performed work for the City of Coppell in the past in a similar capacity.
2
A recommendation from the design engineer indicates they are capable of completing the project
within the budget and the time allowed.
The contract before you this evening includes complete reconstruction on Burns Street for the limits
indicated. This work will include replacement of the water and sewer lines and services to each
property, repair and enhancement of the existing storm drainage collection system, new paving for
the entire length of the project, as well as some city sidewalk infill. In order to facilitate this work the
road will be restricted to one lane, and will be signed as one-way. This will prevent on-street parking
for the duration of the project.
Upon approval of this contract, city staff will send letters to all impacted businesses informing them
of the project and start date.
In an effort to reduce the impact to our residents by expediting the contract, we have included an
incentive of $1,000.00 per calendar day for each day prior to the 180 calendar days bid that the
contractor completes the entire project, with a maximum additional incentive of $45,000.00. There
is a corresponding penalty of $1,000.00 per calendar day for each day beyond 180 days that it takes
to complete the work. The city has been offering incentives for early completion for the past few
years, and we have found it to be successful in ensuring the contractor stays here working rather than
jumping from job to job. The incentive offered has typically been in the neighborhood of 5% of the
total project cost.
Legal Review:
The City’s standard construction contract has been reviewed by legal periodically, with changes made
as requested.
Fiscal Impact:
The fiscal impact of this Agenda item is $989,135.00.
Recommendation:
The Engineering Department recommends approval of this contract with RKM Utility Services, Inc.
Burns StreetReconstruction, 1/4 Cent SalesTax Fund, FY 2014BCreated in CIVIL3D1 INCH = 1 MILE0S:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS 2014.dwg\TAX 2014BCreated on: 1 April 2016 by Scott Latta1/21/21
1 INCH = FT.0200200100Burns StreetReconstruction, 1/4 Cent SalesTax Fund, FY 2014BCreated in CIVIL3DS:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS 2014.dwg\TAX 2014BCreated on: 1 April 2016 by Scott LattaAREA OF PROPOSEDSTREET RECONSTRUCTION2/2
BURNS STREET RECONSTRUCTIONCITY OF COPPELL, TEXASPROJECT NO. TAX2014BBURNS STREET RECONSTRUCTIONITEM No. ITEM DESCRIPTION BID QTY. UNIT UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT101 MOBILIZATION 1 LS $40,000.00 $40,000.00 $65,000.00 $65,000.00 $20,000.00 $20,000.00 $65,000.00 $65,000.00102 PROJECT SIGNS 2 EA $650.00 $1,300.00 $440.00 $880.00 $500.00 $1,000.00 $1,000.00 $2,000.00103 TRAFFIC CONTROL 1 LS $25,000.00 $25,000.00 $350.00 $350.00 $26,000.00 $26,000.00 $10,000.00 $10,000.00104 EROSION CONTROL 1 LS $3,000.00 $3,000.00 $15,300.00 $15,300.00 $7,000.00 $7,000.00 $5,000.00 $5,000.00105 ROW PREPARATION 1 LS $35,000.00 $35,000.00 $22,400.00 $22,400.00 $173,150.00 $173,150.00 $30,000.00 $30,000.00106 SAWCUT, REMOVE & DISPOSE EXISTING CONCRETE (ALL THICKNESS) 7850 SY $10.00 $78,500.00 $4.41 $34,618.50 $6.50 $51,025.00 $15.00 $117,750.00107 9" REINFORCED CONCRETE PAVING WITH 6" INTEGRAL CURB 6650 SY $55.00 $365,750.00 $71.34 $474,411.00 $69.95 $465,167.50 $80.00 $532,000.00108 6" REINFORCED DRIVEWAY PAVING 1500 SY $54.00 $81,000.00 $53.10 $79,650.00 $55.20 $82,800.00 $55.00 $82,500.00109 4" REINFORCED SIDEWALK PAVING 900 SY $36.00 $32,400.00 $57.75 $51,975.00 $48.50 $43,650.00 $35.00 $31,500.00110 ASPHALT PAVING 110 SY $45.00 $4,950.00 $90.64 $9,970.40 $60.00 $6,600.00 $35.00 $3,850.00111 BARRIER FREE RAMPS 16 EA $1,250.00 $20,000.00 $980.00 $15,680.00 $1,500.00 $24,000.00 $1,200.00 $19,200.00112 REPLACE INLET TOP 7 EA $1,000.00 $7,000.00 $2,200.00 $15,400.00 $3,400.00 $23,800.00 $2,500.00 $17,500.00113 ADJUST 5' STORM MANHOLE TOP 1 EA $4,000.00 $4,000.00 $5,000.00 $5,000.00 $2,300.00 $2,300.00 $5,000.00 $5,000.00114 INSTALL 8" SANITARY SEWER ‐ SDR 35 PVC 500 LF $36.00 $18,000.00 $51.70 $25,850.00 $55.65 $27,825.00 $77.00 $38,500.00115 INSTALL 4' DIA SANITARY SEWER MANHOLE 4 EA $3,600.00 $14,400.00 $2,950.00 $11,800.00 $4,400.00 $17,600.00 $6,050.00 $24,200.00116 INSTALL SANITARY SEWER CLEANOUT 1 EA $600.00 $600.00 $500.00 $500.00 $1,000.00 $1,000.00 $825.00 $825.00117 4" SANITARY SEWER SERVICES (VARIOUS LENGTHS) 4 EA $750.00 $3,000.00 $850.00 $3,400.00 $1,900.00 $7,600.00 $935.00 $3,740.00118 ABANDON EXISTING SANITARY SEWER LINES 1 LS $1,000.00 $1,000.00 $1,600.00 $1,600.00 $1,000.00 $1,000.00 $715.00 $715.00119 REMOVE EXISTING SANITARY SEWER CLEANOUT 2 EA $200.00 $400.00 $140.00 $280.00 $300.00 $600.00 $385.00 $770.00120 REMOVE EXISTING SANITARY SEWER MANHOLE 1 EA $750.00 $750.00 $1,600.00 $1,600.00 $1,000.00 $1,000.00 $1,045.00 $1,045.00121 INSTALL 8" WATERLINE ‐ C‐900 PVC 1850 LF $36.00 $66,600.00 $47.10 $87,135.00 $57.75 $106,837.50 $86.00 $159,100.00122 8" GATE VALVE 13 EA $1,500.00 $19,500.00 $1,400.00 $18,200.00 $1,500.00 $19,500.00 $1,430.00 $18,590.00123 REMOVE & REPLACE FIRE HYDRANT AND VALVE ASSEMBLY 5 EA $5,000.00 $25,000.00 $3,700.00 $18,500.00 $3,600.00 $18,000.00 $4,620.00 $23,100.00124 CONNECT TO EXISTING WATER SERVICE 5 EA $150.00 $750.00 $2,000.00 $10,000.00 $400.00 $2,000.00 $220.00 $1,100.00125 ABANDON EXISTING WATERLINES 1 LS $1,000.00 $1,000.00 $1,600.00 $1,600.00 $1,500.00 $1,500.00 $605.00 $605.00126 WET CONNECTION 3 EA $2,725.00 $8,175.00 $1,100.00 $3,300.00 $2,700.00 $8,100.00 $4,400.00 $13,200.00127 3/4" WATER SERVICE 2 EA $775.00 $1,550.00 $1,100.00 $2,200.00 $8,000.00 $16,000.00 $2,200.00 $4,400.00128 1" WATER SERVICE 2 EA $1,000.00 $2,000.00 $1,100.00 $2,200.00 $9,000.00 $18,000.00 $2,530.00 $5,060.00129 2" WATER SERVICE 6 EA $1,350.00 $8,100.00 $2,000.00 $12,000.00 $4,500.00 $27,000.00 $4,180.00 $25,080.00130 CONCRETE ENCASEMENT 50 LF $40.00 $2,000.00 $25.00 $1,250.00 $25.00 $1,250.00 $66.00 $3,300.00131 TRENCH SAFETY 2350 LF $0.60 $1,410.00 $2.20 $5,170.00 $1.10 $2,585.00 $4.00 $9,400.00132 INSTALL TREE 10 EA $550.00 $5,500.00 $900.00 $9,000.00 $700.00 $7,000.00 $400.00 $4,000.00133 TREE ROOT BARRIER 2000 LF $20.00 $40,000.00 $27.50 $55,000.00 $25.25 $50,500.00 $35.00 $70,000.00134 REMOVE & RESET LANDSCAPING 1 LS $10,000.00 $10,000.00 $32,000.00 $32,000.00 $45,500.00 $45,500.00 $10,000.00 $10,000.00135 REMOVE AND REPLACE STREET SIGNS 15EA$700.00 $10,500.00 $660.00 $9,900.00 $625.00 $9,375.00 $500.00 $7,500.00136 REPAIR, REPLACE, AND/OR MODIFIY EXISTING IRRIGATION SYSTEMS 1LS$6,000.00 $6,000.00 $35,000.00 $35,000.00 $30,500.00 $30,500.00 $5,000.00 $5,000.00SUBTOTAL AMOUNT BID (A) $944,135.00 $1,138,119.90 $1,346,765.00 $1,350,530.00SUBTOTAL AMOUNT BID (B)180$180,000.00180$180,000.00200$200,000.00200$200,000.00TOTAL AMOUNT BID (A + B) $1,124,135.00 $1,318,119.90 $1,546,765.00 $1,550,530.00PAVECONRKM TISEO 3D PAVING AND CONTRACTING
1233D PAVING$1,350,530.00 YES YES YES 200RKM Utilities$944,135.00 YES YES YES 180PAVECON$1,138,119.90 YES YES YES 180TISEO PAVING$1,346,765.00 YES YES YES 200Addendums AcknowledgedBid Opening forCITY OF COPPELLBURNS STREET RECONSTRUCTIONPROJECT NO. TAX 2014BTUESDAY APRIL 12, 20162:00 PMBidder Bid Amount Bid Bond InsuranceCalendar Days
April 12, 2016
Jamie Brierton
City of Coppell
255 Parkway Boulevard
Coppell, Texas 75019
RE: Burns Street Reconstruction – Project No. TAX2014B
Dear Jamie,
As you know, bids were opened on Tuesday, April 12, 2016 for the above referenced project.
Four bids were received ranging from $944,135.00 to $1,350,530 with RKM Utility Services, Inc.
being the apparent low bidder. Upon review of their bid documents, it appears that all four of
the bids are from responsive bidders and have met the requirements set forth in the bid
documents.
Based upon RKM Utility Services, Inc. prior experience working for the City of Coppell and other
experiences I have had with them, we recommend that the City of Coppell award the above
referenced project to RKM Utility Services, Inc. in the amount of $944,135.00. Additionally,
according to the contract, they may be eligible for incentives totaling $45,000.00 if all
conditions of the contract are met.
Sincerely,
J. VOLK CONSULTING, INC.
Matt Atkins, PE
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2804
File ID: Type: Status: 2016-2804 Agenda Item Passed
1Version: Reference: In Control: Engineering
05/13/2016File Created:
05/24/2016Final Action: Alley ContractFile Name:
Title: Consider award of bid and entering into a contract with Advance Contracting
Group for the construction of various alleyways throughout the City; in the total
amount of $795,864.00; as budgeted in the ¼ cent sales tax fund; and
authorizing the City Manager to sign any necessary documents.
Notes:
Agenda Date: 05/24/2016
Agenda Number: 16.
Sponsors: Enactment Date:
Alley Reconstruction Memo.pdf, Alley Reconstruction
Exhibit.pdf, Neighborhood Alley Bid Tab.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 PassApproved05/24/2016City Council
Presentation: Jamie Brierton, CIP Coordinator, made a presentation to Council and was available for
questions.
A motion was made by Councilmember Mark Hill, seconded by Councilmember Cliff Long, that this
Agenda Item be approved. The motion passed by an 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:
Text of Legislative File 2016-2804
Title
Consider award of bid and entering into a contract with Advance Contracting Group for the
construction of various alleyways throughout the City; in the total amount of $795,864.00; as
budgeted in the ¼ cent sales tax fund; and authorizing the City Manager to sign any necessary
documents.
Page 1City of Coppell, Texas Printed on 12/21/2017
Master Continued (2016-2804)
Summary
Fiscal Impact:
Funds are available in the ¼% Sales Tax Infrastructure Maintenance Fund for this contract.
Staff Recommendation:
The Engineering Department recommends approval.
Goal Icon:
Sustainable City Government
Page 2City of Coppell, Texas Printed on 12/21/2017
1
MEMORANDUM
To: Mayor and City Council
From: Ken Griffin, P.E., Director of Engineering and Public Works
Date: May 24, 2016
Reference: Neighborhood Alley Replacement TAX 2015A
2030: Sustainable City Government, Goal 3
Excellent and Well-maintained City Infrastructure and Facilities
Introduction:
The alleyways are in extreme disrepair and have reached the end of their useful life.
The key players for Advance Contracting Group have performed similar scopes of work as on
the past City alley replacement project.
The bid amount was $795,864.00 from the ¼ cent sales tax fund.
The contractor bid 200 calendar days for completion of construction.
Replacement of major segments of alleys along :
o Quiet Valley Drive
o Morning Mist
o Meadowood Lane
o Lea Meadow Drive
o Clear Haven Drive
o Parkview Place
o Lodge Road
o Shadowcrest Lane
o Havencrest Lane
Analysis:
In order to provide excellent and well maintained city infrastructure, the citizens of Coppell
authorized the use of ¼ percent sales tax revenue to be allocated for the reconstruction of our streets
and alleyways. Through an analysis of all alleyways within the City, the alleys listed above were all
identified as needing reconstruction. The City has internally designed these improvements.
On March 3, 2016 the City received and opened seven sealed bids ranging from a low of $795,864.00
to a high of $1,313,777.00 for these projects. The method of bidding used was the “A+B” method,
2
where the number of days bid were weighted and used in the evaluation of bids. Six of the seven
bidders, including the low bidder, bid 200 calendar days. Only one bidder bid 195 days. The
combination of low bid and this 200 day bid time qualified as the lowest overall bid. The lowest bid
submitted is the most advantageous bid for the City.
The low bid was submitted by Advance Contracting Group. Advance Contracting Group has relevant
experience on other municipal projects. The previous work history indicates they are capable of
completing the project within the budget and the time allowed.
The contract before you this evening includes complete reconstruction of the Neighborhood Alley
Replacement Project for the limits indicated. This work will include replacement of the existing
alleyway paving for the entire length of the project. In order to facilitate this work, the alley access
will be restricted during construction.
Upon approval of this contract, city staff will send letters to all impacted residents informing them of
the project and start date. The contractor and the city staff will be in communication with the affected
residents on a regular basis to ensure minimal disruption of their daily activities.
In an effort to reduce the impact to our residents by expediting the contract, we have asked that no
more than two alleyways be under construction at any time. In addition, the alley sections may only
be closed to traffic for a limit of 20 days. There is a penalty of $240.00 per calendar day for each day
beyond 200 days that it takes to complete the work.
Legal Review:
The City’s standard construction contract has been reviewed by legal periodically, with changes made
as requested.
Fiscal Impact:
The fiscal impact of this Agenda item is $795,864.00, as budgeted in ¼ cent sales tax fund.
Recommendation:
The Engineering Department recommends approval of this contract with Advance Contracting
Group.
Neighborhood AlleyReplacement,1/4 Cent SalesTax Fund, FY 2015ACreated in CIVIL3D1 INCH = 1 MILE0S:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS 2016.dwg\TAX 2015ACreated on: 30 March 2016 by Scott Latta1/21/21
1 INCH = FT.010001000500Neighborhood AlleyReplacement,1/4 Cent SalesTax Fund, FY 2015ACreated in CIVIL3DS:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS 2016.dwg\TAX 2015BCreated on: 30 March 2016 by Scott Latta2/2AREA OF PROPOSEDALLEY REPLACEMENT
ALLEY REPLACEMENT #2
CITY OF COPPELL, TEXAS
1 2 3 4 5 6 7
PROJECT NO. TAX2015A
ITEM No.ITEM DESCRIPTION BID QTY.UNIT UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT UNIT PRICE AMOUNT
I-1 MOBILIZATION 1 LS $10,000.00 $10,000.00 $40,000.00 $40,000.00 $42,000.00 $42,000.00 $19,500.00 $19,500.00 $46,500.00 $46,500.00 $50,000.00 $50,000.00 $50,000.00 $50,000.00
I-2 PROJECT SIGNS 6 EA $700.00 $4,200.00 $500.00 $3,000.00 $900.00 $5,400.00 $500.00 $3,000.00 $500.00 $3,000.00 $500.00 $3,000.00 $450.00 $2,700.00
I-3 TRAFFIC CONTROL 1 LS $3,000.00 $3,000.00 $10,000.00 $10,000.00 $15,000.00 $15,000.00 $26,500.00 $26,500.00 $8,000.00 $8,000.00 $81,300.00 $81,300.00 $20,000.00 $20,000.00
I-4 EROSION CONTROL 1 LS $2,500.00 $2,500.00 $2,500.00 $2,500.00 $11,000.00 $11,000.00 $4,500.00 $4,500.00 $1,500.00 $1,500.00 $30,100.00 $30,100.00 $8,500.00 $8,500.00
I-5 SAWCUT, REMOVE & DISPOSE EXISTING CONCRETE (ALL THICKNESS)11617 SY $10.00 $116,170.00 $11.00 $127,787.00 $13.50 $156,829.50 $9.75 $113,265.75 $20.00 $232,340.00 $12.00 $139,404.00 $16.00 $185,872.00
I-6 7" REINFORCED PAVING 11600 SY $50.00 $580,000.00 $50.00 $580,000.00 $50.00 $580,000.00 $62.10 $720,360.00 $54.35 $630,460.00 $70.50 $817,800.00 $69.00 $800,400.00
I-7 4" REINFORCED CONCRETE SIDEWALK 1162 SF $5.00 $5,810.00 $5.00 $5,810.00 $5.00 $5,810.00 $4.95 $5,751.90 $5.50 $6,391.00 $4.60 $5,345.20 $4.75 $5,519.50
I-8 6" REINFORCED CONCRETE SIDEWALK 3000 SF $7.00 $21,000.00 $6.00 $18,000.00 $5.50 $16,500.00 $5.95 $17,850.00 $6.00 $18,000.00 $5.50 $16,500.00 $5.25 $15,750.00
I-9 ADJUST EXISTING GROUND BOX 1 LF $200.00 $200.00 $200.00 $200.00 $300.00 $300.00 $200.00 $200.00 $200.00 $200.00 $3,300.00 $3,300.00 $1,000.00 $1,000.00
I-10 ADJUST EXISTING VALVE BOX 1 EA $300.00 $300.00 $250.00 $250.00 $200.00 $200.00 $200.00 $200.00 $300.00 $300.00 $850.00 $850.00 $150.00 $150.00
I-11 ADJUST EXISTING MANHOLE 1 EA $450.00 $450.00 $450.00 $450.00 $700.00 $700.00 $750.00 $750.00 $450.00 $450.00 $3,300.00 $3,300.00 $900.00 $900.00
I-12 ADJUST EXISTING GRATE INLET 1 EA $2,500.00 $2,500.00 $1,500.00 $1,500.00 $300.00 $300.00 $2,970.00 $2,970.00 $2,000.00 $2,000.00 $3,900.00 $3,900.00 $3,200.00 $3,200.00
I-13 REMOVE & REPLACE STORM DRAIN INLET TOP & THROAT 1 EA $4,000.00 $4,000.00 $2,500.00 $2,500.00 $3,000.00 $3,000.00 $3,700.00 $3,700.00 $2,500.00 $2,500.00 $5,500.00 $5,500.00 $4,400.00 $4,400.00
I-14 REMOVE & RECONSRUCT CURB INLET & 18" RCP 1 EA $5,000.00 $5,000.00 $5,500.00 $5,500.00 $4,500.00 $4,500.00 $5,500.00 $5,500.00 $5,500.00 $5,500.00 $10,500.00 $10,500.00 $5,100.00 $5,100.00
I-15 ADJUST EXISTING DRAINAGE TO GRADE 3 EA $2,000.00 $6,000.00 $500.00 $1,500.00 $500.00 $1,500.00 $500.00 $1,500.00 $500.00 $1,500.00 $5,000.00 $15,000.00 $2,500.00 $7,500.00
I-16 ADJUST EXISTING CLEANOUT TO GRADE 2 LF $2,000.00 $4,000.00 $300.00 $600.00 $200.00 $400.00 $250.00 $500.00 $250.00 $500.00 $1,700.00 $3,400.00 $450.00 $900.00
I-17 RESTORE DISTURBED AREAS 1 LS $3,000.00 $3,000.00 $10,000.00 $10,000.00 $55,000.00 $55,000.00 $12,500.00 $12,500.00 $5,000.00 $5,000.00 $67,500.00 $67,500.00 $21,000.00 $21,000.00
I-18 RESTORE EXISITNG IRRIGATION 1 LS $2,000.00 $2,000.00 $5,000.00 $5,000.00 $16,000.00 $16,000.00 $20,000.00 $20,000.00 $2,000.00 $2,000.00 $17,000.00 $17,000.00 $45,000.00 $45,000.00
I-19 RESET STREET SIGNS 5 EA $200.00 $1,000.00 $250.00 $1,250.00 $500.00 $2,500.00 $350.00 $1,750.00 $250.00 $1,250.00 $625.00 $3,125.00 $475.00 $2,375.00
I-20 PROJECT COMMUNICATION 1 LS $1,500.00 $1,500.00 $3,000.00 $3,000.00 $14,000.00 $14,000.00 $10,000.00 $10,000.00 $3,000.00 $3,000.00 $10,000.00 $10,000.00 $10,000.00 $10,000.00
I-21 SUBGRADE PREPARATION 11617 SY $2.00 $23,234.00 $3.00 $34,851.00 $3.50 $40,659.50 $2.00 $23,234.00 $2.54 $29,507.18 $7.55 $87,708.35 $6.50 $75,510.50
SUBTOTAL AMOUNT BID (A)$795,864.00 $853,698.00 $971,599.00 $993,531.65 $999,898.18 $1,374,532.55 $1,265,777.00
SUBTOTAL AMOUNT BID (B)200 $48,000.00 200 $48,000.00 200 $48,000.00 195 $46,800.00 200 $48,000.00 200 $48,000.00 200 $48,000.00
TOTAL AMOUNT BID (A + B)$843,864.00 $901,698.00 $1,019,599.00 $1,040,331.65 $1,047,898.18 $1,422,532.55 $1,313,777.00
Ken-Do Contracting, LPAdvance Contracting Group 3D Paving 2L Construction, LLC Jim Bowman Construction HQS Construction, LLC Tiseo Paving Co.
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2810
File ID: Type: Status: 2016-2810 Agenda Item Passed
1Version: Reference: In Control: City Secretary
05/16/2016File Created:
05/24/2016Final Action: Mayor Pro TemFile Name:
Title: Consider appointment of Mayor Pro Tem as required by Section 3.05 of the
Home Rule Charter.
Notes:
Agenda Date:
Agenda Number: 17.
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 PassApproved05/24/2016City Council
A motion was made by Mayor Pro Tem Gary Roden, seconded by Councilmember Cliff Long, to
nominate Councilmember Wes Mays as the next Mayor Pro Tem. The motion passed by an
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:
Text of Legislative File 2016-2810
Title
Consider appointment of Mayor Pro Tem as required by Section 3.05 of the Home Rule
Charter.
Summary
Fiscal Impact:
Staff Recommendation:
Page 1City of Coppell, Texas Printed on 12/21/2017
Master Continued (2016-2810)
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 12/21/2017
Master
City of Coppell, Texas 255 Parkway Boulevard
Coppell, Texas
75019-9478
File Number: 2016-2813
File ID: Type: Status: 2016-2813 Agenda Item Council Committee
Reports
1Version: Reference: In Control: City Secretary
05/16/2016File Created:
05/24/2016Final Action: Council Committee ReportsFile Name:
Title: A.North Texas Council of Governments - Mays
B.North Texas Commission - Franklin/Yingling
C.Historical Society - Long
Notes:
Agenda Date: 05/24/2016
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 05/24/2016City Council
A) Councilmember Gary Roden reported on the Dallas Regional Mobility Coalition. Mayor Hunt
stepped down as an Executive Committee Member and Treasurer. Guest speaker Glenn Hager,
Texas Comptroller, spoke about projected revenues and local taxation issues, and what to expect in
the next legislative session. Vick Vandergriff, Commissioner for TXDOT, also spoke about the need
for increased funding for transportation.
B) Councilmember Hill updated the Council on Metrocrest Community Clinic. A free eye clinic was
held in March and will be offered again in July. MCC has partnered with UT Southwestern Medical
Center to add a 24-hour nurse line. With Christian Community Action closing their clinic, MCC has
agreed to see 25% of its patients.
C) Councilmember Hill also reported on Metrocrest Services. Sack Summer Hunger for Kids has
begun and feeds 200 kids in Coppell. Just $54 will feed a child a kid-friendly meal for the entire
summer. If you are interested in volunteering or donating, please see their website. Also, Frost Bank
is partnering with Metrocrest Services to offer free checking accounts for the first $100 saved. The
North Texas Food Bank offered a grant to Metrocrest Services to stock and update the Food Pantry.
With a 37% increase in requests (186 families/446 individuals served), this will aid with overall food
distribution. Finally, SPAN reported a 16% increase in ridership in the 3rd quarter.
Action Text:
1 06/14/2016City Council
Page 1City of Coppell, Texas Printed on 12/21/2017
Master Continued (2016-2813)
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.
Action Text:
Text of Legislative File 2016-2813
Title
A.North Texas Council of Governments - Mays
B.North Texas Commission - Franklin/Yingling
C.Historical Society - Long
Summary
Fiscal Impact:
Staff Recommendation:
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 12/21/2017