CP 2020-08-25o I'll""'
COFFELL
Tuesday, August 25, 2020
City of Coppell, Texas
Meeting Agenda
City Council
5:30 PM
KAREN HUNT MARK HILL
Mayor Mayor Pro Tem
CLIFF LONG GARY RODEN
Place 1 Place 4
BRIANNA HINOJOSA-SMITH NANCY YINGLING
Place 2 Place 5
WES MAYS BIJU MATHEW
Place 3 Place 6
MIKE LAND
City Manager
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
As authorized by Section 418.016(e) of the Texas Government Code, on March 16, 2020,
Governor Greg Abbott suspended various provisions that require government officials and
members of the public to be physically present at a specified meeting location.
The following requirements have been suspended by the governor:
Council Chambers
1. A quorum of the city council need not be present at one physical location. Id. § 551.127(b).
2. In light of (1), above, the meeting notice need not specify where the quorum of the city
council will be physically present and the intent to have a quorum present. Id. § 551.127(e).
3. In light of (1) above, the meeting held by videoconference call is not required to be open to
the public at a location where council is present. Id. § 551.127(f).
4. The audio and video are not required to meet minimum standards established by Texas
Department of Information Resources (DIR) rules, the video doesn't have to be sufficient that
a member of the public can observe the demeanor of the participants, the members faces
don't have to be clearly visible at all times, and the meeting can continue even if a connection
is lost, so long as a quorum is still present. Id. § 551.127(a-3); (h); (i); Q).
City of Coppell, Texas Page 1 Printed on 8/21/2020
City Council Meeting Agenda August 25, 2020
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 E.
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 551.071, Texas Government Code - Consultation with City Attorney.
A. Seek Legal Advice from City Attorney regarding Texas Administrative
Code Rule 3.334, concerning local sales and use taxes.
Section 551.072, Texas Government Code - Deliberation regarding Real Property.
B. Discussion regarding real property located south of East Belt Line Road
and east of South Belt Line Road.
Section 551.074, Texas Government Code - Personnel Matters.
C. Discussion regarding the evaluation for the City Manager.
3. Work Session (Open to the Public) Council Chambers
A. Discussion regarding agenda items.
B. Presentation regarding the implementation of the Emergency Trail
Marker System.
Attachments: Emergency Trail Marker Memo. df
Regular Session
4. Invocation 7:30 p.m.
5. Pledge of Allegiance
6. Citizens' Appearance
City of Coppell, Texas
Page 2
Printed on 8/21/2020
City Council Meeting Agenda August 25, 2020
7. Consent Agenda
A. Consider approval of the minutes: August 11, 2020.
Attachments: CM 2020-08-11. df
B. Consider approval and adoption of the City of Coppell Investment Policy.
Attachments: Memo - Investment Policy.pdf
2020 Investment Policv to Council.
Ceriificate.pdf
C. Consider approval to award a bid and to enter into a construction contract
with NPL Construction; in the amount of $98,520.88; as budgeted in
Infrastructure Maintenance Fund; and authorizing the City Manager to sign
any necessary documents.
Attachments: Council FS 3 Memo.pdf
Fire Training Building -ADA Affected Area.pdf
FS #3 Parking lot repairs.pcif
D. Consider approval of Change Order #1 for Belt Line Design Road
contract; in the amount of $95,000.00; and authorizing the City Manager to
sign any necessary documents.
Attachments: Memo - Belt Line Design Contract Amendment #1.pdf
Exhibit A Belt Line Design Contract Amendment#1.pdf
E. Consider approval of a Change Order with Irri-Tech, LLC in the amount of
$40,300.00 as provided for in the CRDC fund balance; for additional
irrigation re-routing and repairs on the MacArthur Boulevard Trail project;
and authorizing the City Manager to sign any necessary documents.
Attachments: Memo.pdf
F. Consider approval of a Change Order with Terracon, for materials testing
on the Rolling Oaks Memorial Center expansion project, in the amount of
$15,826, which will be funded by the General Fund and reimbursed by
future Cemetery revenues; and authorizing the City Manager to sign any
necessary documents.
Attachments: Memo.pdf
G. Consider approval of a bid and issue a purchase order to acquire a 2021
Freightliner M2-106 SRA 2,000 -gallon water tank truck for Parks
Operations in the amount of $116,717.26 from Houston Freightliner
contract pricing through HGAC Contract No. HT06-18, as budgeted, and
authorizing the City Manager to sign any necessary documents.
Attachments: Memo.pdf
HGAC Worksheet.pdf
City of Coppell, Texas Page 3 Printed on 8/21/2020
City Council Meeting Agenda August 25, 2020
H. Consider approval to enter into a License Agreement with Dallas Fort
Worth International Airport to allow the placement of one Outdoor Warning
Siren on DFW property located within the City limits of Coppell; authorizing
the City Manager to sign any necessary documents.
Attachments: Staff Memo-DFW License Agreement for OWS.pdf
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I. Consider acceptance of resignations from Jason Crawford and Tushar
Jaiswal, Smart City Board members.
Attachments: Memo - Smart City Board Resignations. pdf
J. Consider approval of a Franchise Ordinance between the City of Coppell
and Oncor Electric Delivery Company, repealing all previous franchise
ordinances with Oncor; and authorizing the Mayor to sign.
Attachments: Oncor Franchise Ordinance Memo.pdf
Oncor Franchise Ordinance.pdf
K. Consider approval to purchase network switchgear and configuration from
Red River (Texas DI CISCO) contract # DI TSO -4167 in the amount of
$103,926.30 as budgeted; and authorizing the City Manager to sign any
necessary documents.
Attachments: Memo - Network Refresh 2020.pdf
OP-00394$3-1.pdf
Cisco Network Upgrade SOW CoC.pdf
End of Consent Agenda
8. Consider approval of a Resolution amending Resolution No. 010996.3 as
amended, amending the Master Fee Schedule for Restoration of Service
Fee, Animal Services Fees, Drainage Fees, Subdivision Regulation Fees,
Building Fees, General Fees, Public Information Fees, Police Fees, Other
Fees and Impact Fees; and authorizing the Mayor to sign.
Attachments: Memo Fee Resolution August 2020.pdf
Master Fee Resolution 08-2020.pdf
9. Consider approval of a proposed tax rate of $0.5800 for the 2020 tax year
and to set the Public Hearings on the budget and proposed tax rate for the
next regularly scheduled City Council Meeting on September 8, 2020 at
7:30 p.m.
Attachments: Memo Proposed Rate 2020.pdf
City of Coppell Notice of Meeting to Vote 2020.pdf
City of Coppell, Texas Page 4 Printed on 8/21/2020
City Council Meeting Agenda August 25, 2020
10. Consider approval of the First Amended and Restated Interlocal
Cooperation Agreement by and between the City of Coppell and Denton
County Transportation Authority to provide transportation services for
Coppell businesses; and authorizing the Mayor to sign.
Attachments: Workforce Transit - Council Memo.pdf
First Amended & Restated Interlocal Cooperation Agreement.pdf
11. City Manager Reports - Project Updates and Future Agendas
12. Mayor and Council Reports
Report by the City Council on recent and upcoming events.
13. Council Committee Reports concerning items of community involvement with no
Council action or deliberation permitted.
A. Report on Dallas Regional Mobility Coalition - Councilmember Gary
Roden
B. Report on Woven Health Clinic - Mayor Pro Tem Mark Hill
C. Report on Metrocrest Services - Councilmembers Biju Mathew and
Wes Mays
14. Public Service Announcements concerning items of community interest with no
Council action or deliberation permitted.
15. Necessary Action from Executive Session
16. 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 21st day of August, 2020, at
Ashley Owens, Deputy City Secretary
City of Coppell, Texas Page 5 Printed on 8/21/2020
City Council Meeting Agenda August 25, 2020
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 make requests for these services
seventy-two (72) hours — three (3) business days ahead of the scheduled program, service,
and/or meeting. To make arrangements, contact Kori Allen, 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.
City of Coppell, Texas Page 6 Printed on 8/21/2020
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File ID: 2020-5259
Version: 1
File Name: Exec 8/25/20 CA
City of Coppell, Texas
Master
File Number: 2020-5259
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Executive Session
In Control: City Council
File Created: 08/18/2020
Final Action:
Title: Seek Legal Advice from City Attorney regarding Texas Administrative Code
Rule 3.334, concerning local sales and use taxes.
Notes:
Sponsors:
Attachments:
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5259
Title
Seek Legal Advice from City Attorney regarding Texas Administrative Code Rule 3.334,
concerning local sales and use taxes.
Summary
City of Coppell, Texas Page 1 Printed on 8/21/2020
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File ID: 2020-5261
Version: 1
File Name: Northlake 8/25/20
City of Coppell, Texas
Master
File Number: 2020-5261
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Executive Session
In Control: City Council
File Created: 08/19/2020
Final Action:
Title: Discussion regarding real property located south of East Belt Line Road and
east of South Belt Line Road.
Notes:
Sponsors:
Attachments:
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5261
Title
Discussion regarding real property located south of East Belt Line Road and east of South Belt
Line Road.
Summary
City of Coppell, Texas Page 1 Printed on 8/21/2020
C',P FE L
File ID: 2020-5260
Version: 1
File Name: Exec CM 8/25/20
City of Coppell, Texas
Master
File Number: 2020-5260
Type: Agenda Item
Reference:
Title: Discussion regarding the evaluation for the City Manager.
Notes:
Sponsors:
Attachments:
Contact:
Drafter:
Related Files:
History of Legislative File
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Executive Session
In Control: City Council
File Created: 08/18/2020
Final Action:
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5260
Title
Discussion regarding the evaluation for the City Manager.
Summary
City of Coppell, Texas Page 1 Printed on 8/21/2020
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File ID: 2020-5249
Version: 1
File Name: WKS 8/25/20
City of Coppell, Texas
Master
File Number: 2020-5249
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status:
Work Session
In Control:
City Council
File Created:
08/17/2020
Final Action:
Title: A. Discussion regarding agenda items.
B. Presentation regarding the implementation of the Emergency Trail
Marker System.
Notes:
Sponsors:
Attachments: Emergency Trail Marker Memo.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5249
Title
A. Discussion regarding agenda items.
B. Presentation regarding the implementation of the Emergency Trail Marker System.
Summary
City of Coppell, Texas Page 1 Printed on 8/21/2020
MEMORANDUM
To: Mayor and City Council
From: John Elias, Park Projects Manager
Via: Brad Reid, Director of Parks and Recreation
Date: August 25, 2020
Reference: Update and discussion related to the implementation of the Emergency Trail Marker
System.
2030: Sustainable City Government Strategy: Excellent and Well -Maintained City
Infrastructure and Facilities.
General Information:
• Installation of (36) Emergency Trail Markers were installed along the Andrew Brown
trail system and the Campion trail in June 2020.
• Installation of (10) Emergency Trail Markers were installed at the Coppell Nature Park
in the fall of 2019.
• July 2020 City staff sent out a News Release regarding the new Emergency Trail Marker
System.
• July 2020 Parks & Recreation staff updated the community on the new Emergency Trail
Marker System through social media outlets and the City webpage.
• This project was a 2020 City Council Goal.
Introduction:
A total of 46 new emergency trail markers have been placed in parks and along trails in Coppell that
feature a color, a letter, and a number code for each park or trail, along with a code for each specific
marker. In the event of an emergency this system provides an easy way for people of all ages to
give dispatch their exact location in a park or along a trail for emergency responders.
Legal Review: Agenda item does not require legal review.
Fiscal Impact: There is no fiscal impact related to this item.
Recommendation: No Council action is required on this item at this time.
1
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File ID: 2020-5247
Version: 1
File Name: Minutes 8/11/20
City of Coppell, Texas
Master
File Number: 2020-5247
Type: Agenda Item
Reference:
Title: Consider approval of the minutes: August 11, 2020.
Notes:
Sponsors:
Attachments: CM 2020-08-11.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Consent Agenda
In Control: City Council
File Created: 08/17/2020
Final Action:
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5247
Title
Consider approval of the minutes: August 11, 2020.
Summary
City of Coppell, Texas Page 1 Printed on 8/21/2020
CFFELL
Tuesday, August 11, 2020
KAREN HUNT
Mayor
CLIFF LONG
Place 1
BRIANNA HINOJOSA-SMITH
Place 2
WES MAYS
Place 3
MIKE LAND
City Manager
City of Coppell, Texas
Minutes
City Council
5:30 PM
MARK HILL
Mayor Pro Tem
GARY RODEN
Place 4
NANCY YINGLING
Place 5
BIJU MATHEW
Place 6
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Council Chambers
Present 7 - Karen Hunt -,Cliff Long;Brianna Hinojosa-Smith;Wes Mays;Gary Roden;Biju
Mathew and Mark Hill
Absent 1 - Nancy Yingling
Also present were City Manager Mike Land, City Secretary Christel Pettinos, and City
Attorney Robert Hager. Deputy City Managers Vicki Chiavetta and Traci Leach were in
attendance virtually.
The City Council of the City of Coppell met in Regular Session on Tuesday, August 11,
2020 at 5:31 p.m. in the City Council Chambers of Town Center, 255 Parkway
Boulevard, Coppell, Texas.
1. Call to Order
As a result of recent Declarations of Emergency made by Dallas County and the
City of Coppell in regards to the current pandemic, Governor Abbott has
permitted for governing bodies to meet remotely and to conduct open
meetings virtually.
Mayor Karen Hunt called the meeting to order, determined that a quorum was
present and convened into the Executive Session at 5:38 p.m.
2. Executive Session (Closed to the Public) 1st Floor Conference Room
City of Coppell, Texas Page 1
City Council Minutes August 11, 2020
Section 551.072, Texas Government Code - Deliberation regarding Real Property.
Discussion regarding real property located south of East Belt Line Road
and east of South Belt Line Road.
Discussed under Executive Session
3. Work Session (Open to the Public) Council Chambers
Mayor Karen Hunt adjourned the Executive Session at 6:46 p.m. and convened
into the Work Session at 6:58 p.m.
A. Discussion regarding agenda items.
B. Discussion regarding Boards and Commissions process.
C. Discussion and update regarding South Belt Line Road
reconstruction.
D. Review the proposed Agreement for Automatic Assistance between
the Dallas Fire -Rescue Department and City of Coppell Fire Department
to provide Emergency Medical Services to the Cypress Waters
Development.
Presented in Work Session
Regular Session
Mayor Hunt adjourned the Work Session at 7:27 p.m. and reconvened into the
Regular Session at 7:31 p.m.
4. Invocation 7:30 p.m.
Councilmember Wes Mays gave the invocation.
5. Pledge of Allegiance
Mayor Hunt and the City Council led those present in the Pledge of Allegiance.
6. Citizens' Appearance
Mayor Hunt advised that no one signed up to speak.
Presentations
7. Update on Coppell Arts Center.
Alex Hargis, Managing Director of the Arts Center, gave a presentation to the
City Council on the construction progress and programming of the Coppell Arts
Center. Greg Goyne and Todd Storch, Coppell Arts, Cultural & Heritage
Foundation Board Members, gave a presentation on what the Foundation is
doing to support the Arts Center.
City of Coppell, Texas Page 2
City Council Minutes August 11, 2020
8. Annual report by SPAN Transit Services.
Laura Joy, SPAN Mobility Manager, and Diane Beck incoming manager, gave
an annual report to the City Council on SPAN's transportation services. They
reported that Coppell will not be invoiced for services this upcoming fiscal year
due to funding from the CARES Act. They also announced a veterans pick up
location is being considered for all Coppell residents. More information will
published once it is available.
9. Consent Agenda
A. Consider approval of the minutes: July 28, 2020.
A motion was made by Councilmember Wes Mays, seconded by
Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The
motion passed by an unanimous vote.
B. Consider approval of an Ordinance for PD -303-H, RVIS Office
Expansion, to approve a Detail Site Plan to allow for an approximate
1,782 square foot expansion and additional parking to an existing 1,548
square foot professional office on 0.65 acres of land located at 412 W
Bethel Road; and authorizing the Mayor to sign.
A motion was made by Councilmember Wes Mays, seconded by
Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The
motion passed by an unanimous vote.
Enactment No: OR 91500-A-755
C. Consider approval to enter into a contract with BGE, Inc.; for the design
of improvements to the Village Parkway Pump Station; in the amount of
$244,300.00; as provided for in the 2020 Bond Funds; and authorizing
the City Manager to sign any necessary documents.
A motion was made by Councilmember Wes Mays, seconded by
Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The
motion passed by an unanimous vote.
D. Consider approval of the procurement of two replacement vehicles; the
first vehicle for Public Works; in the amount of $33,962.96 plus a single
$600 HGAC fee for a total of $34,562.96; as budgeted; from Caldwell
Country Ford utilizing HGAC contract no. VE11-18; the second vehicle
for Code Compliance; in the amount of $30,235.28 plus a single $400
BuyBoard fee for a total of $30,635.28; as budgeted; from Caldwell
Country Ford utilizing BuyBoard contract no. 601-19; for a grand total of
$65,198.24; and authorizing the City Manager to sign any necessary
documents.
A motion was made by Councilmember Wes Mays, seconded by
Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The
motion passed by an unanimous vote.
City of Coppell, Texas Page 3
City Council Minutes August 11, 2020
E. Consider approval to enter into a License Agreement with Haas Rose at
Lost Creek LLC; to allow the use of 0.9 -feet of the City's 20 -feet water
easement for the proposed building at Lot 6, Block 1 of Kyra Court; and
authorizing the City Manager to sign any necessary documents.
A motion was made by Councilmember Wes Mays, seconded by
Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The
motion passed by an unanimous vote.
F. Consider approval for the purchase of the Fire Station Alerting System at
Fire Station #4 by U.S. Digital Designs, NPPGov Contract #VH11614, in
the amount of $72,306.89 as budgeted, and authorizing the City
Manager to sign any necessary documents.
A motion was made by Councilmember Wes Mays, seconded by
Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The
motion passed by an unanimous vote.
G. Consider approval for the purchase of access control and video
management system equipment at Fire Station #4 by Knight Security
Systems for $76,525.08, as budgeted, and authorizing the City Manager
to sign any necessary documents.
A motion was made by Councilmember Wes Mays, seconded by
Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The
motion passed by an unanimous vote.
H. Consider approval to purchase laptops and accessories from Dell
Marketing LP, DI contract # DI TSO -3763 in the amount of
$81,773.43 as budgeted; and authorizing the City Manager to sign any
necessary documents.
A motion was made by Councilmember Wes Mays, seconded by
Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The
motion passed by an unanimous vote.
Consider approval to award Bid #Q-0720-01 Emergency Vehicle
Equipment and Installation to Defender Supply for an amount
not -to -exceed $340,000.00; as budgeted; and authorizing the City
Manager to sign any necessary documents.
A motion was made by Councilmember Wes Mays, seconded by
Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The
motion passed by an unanimous vote.
J. Consider a Resolution of the City of Coppell authorizing an Interlocal
Agreement with the Coppell Independent School District (CISD) for
School Resource Officer (SRO) protection services for the school year
2020-2021; and authorizing the Mayor to sign.
A motion was made by Councilmember Wes Mays, seconded by
Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The
City of Coppell, Texas Page 4
City Council Minutes August 11, 2020
motion passed by an unanimous vote.
Enactment No: RE 2020-0811.1
End of Consent Agenda
10. PUBLIC HEARING:
Consider approval of PD -295R -HC (Sheraton Four Points Hotel), a
zoning change request from PD -295 -HC to PD -295R -HC, to approve a
Detail Site Plan to allow for an approximate 73,190 square foot four-story
hotel on 2.675 acres of property located on the northeast corner of SH
121 and Northwestern Drive, as requested by Mike Clark on behalf of
Archway 121 Coppell, Ltd.
Presentation: Mary Paron-Boswell, Senior Planner, announced the applicant
has requested that this Public Hearing be continued until the September 8th
City Council meeting.
Mayor Karen Hunt opened the Public Hearing.
A motion was made by Councilmember Gary Roden, seconded by
Councilmember Cliff Long, to continue the Public Hearing until the September
8th City Council meeting. The motion passed by an unanimous vote.
11. PUBLIC HEARING:
Consider approval of PD-133R4R-HC (Deliman's Grill), a zoning change
request from PD -133R4 -HC to PD-133R4R-HC, to approve a Detail Site
Plan to allow for a digital drive-thru menu board with speaker to an
existing restaurant drive-thru on 0.88 acres of land located on the west
side of Denton Tap Road approximately 640 feet south of SH 121, as
requested by Tyler Washburn on behalf of Deliman's Grill.
Presentation: Mary Paron-Boswell, Senior Planner, made a presentation to the
City Council.
Jay Khorrami, applicant, was available for questions of the City Council.
Mayor Karen Hunt opened the Public Hearing and advised that no one signed
up to speak.
A motion was made by Mayor Pro Tem Mark Hill, seconded by Councilmember
Wes Mays, to close the Public Hearing and approve this Agenda Item subject to
the following conditions:
1. There may be additional comments at the time of Building Permit.
2. Hours of operation remain from 6:00 a.m. to 10:00 p.m., Sunday through
Saturday.
3. The volume of the speaker shall not exceed 70 dB at 3 -ft.
4. The speaker and microphone to face south, away from the adjacent homes.
The motion passed by an unanimous vote.
City of Coppell, Texas Page 5
City Council Minutes August 11, 2020
12. Consider approval of an Ordinance authorizing the issuance and sale of
Combination Tax and Limited Surplus Revenue Certificates of
Obligations, Series 2020 in the maximum amount of $28,565,000 for
street projects, drainage projects, construction, renovation, equipment,
and purchase of land for public safety facilities for the fire department,
and water and sewer projects; approving various documents related to
such certificates of obligation; and authorizing the Mayor to sign.
Presentation: Kim Tiehen, Assistant Director of Finance, introduced Boyd
London, Financial Advisor with Hilltop Securities, and Chris Settle, Bond
Counsel, who made a presentation to the City Council.
A motion was made by Councilmember Cliff Long, seconded by
Councilmember Brianna Hinojosa-Smith, to adopt an Ordinance authorizing
the issuance and sale of the City of Coppell Combination Tax and Limited
Surplus Revenue Certificates of Obligation, Series 2020 in the amount of
$26,390,000 and approving all matters related thereto. The motion passed by
an unanimous vote.
13. Consider approval of an Agreement for Automatic Assistance between
the City of Dallas and the City of Coppell Fire Department to provide first
responder Emergency Medical Services for the Cypress Waters
Development; and authorizing the City Manager to sign.
Presentation: Fire Chief Kevin Richardson made a presentation to the City
Council.
A motion was made by Councilmember Wes Mays, seconded by
Councilmember Cliff Long, that this Agenda Item be approved. The motion
passed by an unanimous vote.
14. Consider approval for award to enter into a construction contract with
McMahon Contractors, L.P.; in the amount of $4,754,084.65; as
budgeted in the'/4 cent Infrastructure Maintenance Fund; for the
reconstruction of Airline Drive from Freeport Parkway to South Beltline
Road; and authorizing the City Manager to sign any necessary
documents.
Council Agenda Items 14 and 15 were considered simultaneously.
Presentation: Jamie Brierton, CIP Administrator, made a presentation to the
City Council.
A motion was made by Councilmember Biju Mathew, seconded by Mayor Pro
Tem Mark Hill, that these Agenda Items be approved. The motions passed by
an unanimous vote.
15. Consider approval for award to enter into a contract with Kleinfelder, Inc.;
in the amount of $91,105.00; as budgeted in the'/4 cent Infrastructure
Maintenance Fund; for the geotechnical materials testing during the
reconstruction of Airline Drive from Freeport Parkway to South Beltline
Road; and authorizing the City Manager to sign any necessary
City of Coppell, Texas Page 6
City Council Minutes August 11, 2020
documents.
Council Agenda Items 14 and 15 were considered simultaneously.
Presentation: Jamie Brierton, CIP Administrator, made a presentation to the
City Council.
A motion was made by Councilmember Biju Mathew, seconded by Mayor Pro
Tem Mark Hill, that these Agenda Items be approved. The motions passed by
an unanimous vote.
16. Consider approval amending Resolution No. 2020-0324.1 postponing
the General Municipal Election from May 2, 2020 to November 3, 2020;
to authorize the execution of amended contracts between the City of
Coppell and Dallas and Denton County Election Departments; to amend
the Notice of Election to provide for extended early voting dates and
runoff period as provided by state law; to provide for the Coppell Arts
Center as an additional polling location for Dallas County; and
authorizing the Mayor to sign.
Considerar la aprobacion enmidenda la Resolucion 2020-0324.1
posponiendo las elecciones generals al 3 de noviembre de 2020;
autorizar la ejecuion de cualquier enmienda para el contrato de eleccion
conjunta para la eleccion del 3 de noviembre del 2020 con los condados
de dallas y denton; estipular horas extendidas durante la votacion
adicional; proporcionar el Coppell Arts Center lugar adicionales de
votacion para votacion anticipada y votacion del dia de eleccion
designado en el condado de dallas; y autorizando al alcalde a firmar
Presentation: Christel Pettinos, City Secretary, made a presentation to the City
Council.
A motion was made by Councilmember Wes Mays, seconded by Mayor Pro
Tem Mark Hill, that this Agenda Item be approved. The motion passed by an
unanimous vote.
Enactment No: RE 2020-0811.2
17. City Manager Reports - Project Updates and Future Agendas
City Manager Mike Land reported the HVAC replacement at Town Center is
underway and should be completed by the end of September. Regarding
project updates, there will be a partial closure of the bridge at Freeport
Parkway with one lane of traffic in each direction.
18. Mayor and Council Reports
Report by the City Council on recent and upcoming events.
Mayor Karen Hunt reported on the following:
We received 35 applications for business assistance grants during the first
City of Coppell, Texas Page 7
City Council Minutes August 11, 2020
application period. We encourage all eligible businesses to apply during the
second round, which opens on August 19th and closes on August 26th.
The City is currently seeking passionate individuals to be a part of eight Boards
and Commissions that help guide development, future needs, regulations, and
more for Coppell. Applications will be accepted online at coppelltx.gov/boards
now through September 25, 2020.
A community meeting to review the progress of the DART Silver Line Regional
Rail Project will be held August 12, 13 and 20, 2020, 6:30-8:30 pm. Due to the
current pandemic, all public meetings will take place via video conference
(Microsoft Teams). DART and the Design -Build Contractor will be on hand to
outline the latest developments and answer questions. The project will provide
regional rail service along the 26 -mile long Silver Line Corridor from DFW
International Airport to Plano. Please check the City's Calendar of Events for
more information.
Finally, the City of Coppell will hold its final Budget Workshop on Thursday,
August 20. During the workshop, City Council will discuss certified property
values, the proposed General Fund and Debt Service budgets, and the
proposed tax rate. Council members and City Staff will be following social
distancing protocols and conferencing in remotely to the meeting. Therefore,
residents and interested parties can watch the livestream or view the recording
at your leisure at coppelItx.gov/news-media/live-meetings-archives! Those
wishing to speak in the Citizen's Appearance portion of the meeting should
email citysec@coppelltx.gov by 2 pm on Thursday, August 20.
19. Public Service Announcements concerning items of community interest with no
Council action or deliberation permitted.
Mayor Karen Hunt took a moment to thank the Audio/Visual team, Julian
Coleman and Kevin Slayter, for all the hard work they've done making the
meetings and Zoom calls possible during the pandemic.
20. Necessary Action from Executive Session
21. Adjournment
Nothing to report.
There being no further business before the City Council, the meeting was
adjourned at 9:08 p.m.
Karen Selbo Hunt, Mayor
ATTEST:
Christel Pettinos, City Secretary
City of Coppell, Texas Page 8
City of Coppell, Texas
C',P FE L
File ID: 2020-5254
Version: 1
File Name: Investment Policy 2020
Master
File Number: 2020-5254
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Consent Agenda
In Control: Finance
File Created: 08/17/2020
Final Action:
Title: Consider approval and adoption of the City of Coppell Investment Policy.
Notes:
Sponsors:
Attachments: Memo - Investment Policy.pdf, 2020 Investment Policy
to Council.pdf, Certificate.pdf
Contact:
Drafter:
Related Files:
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
History of Legislative File
ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5254
Title
Consider approval and adoption of the City of Coppell Investment Policy.
Summary
See attached memo.
Fiscal Impact:
There is no fiscal impact resulting from approval of this agenda item.
Staff Recommendation:
The Finance Department recommends approval.
Goal Icon:
S ust niiiinu nllblle City t veirunuurn einnt
City of Coppell, Texas Page 1 Printed on 8/21/2020
T H K -• C I T Y 0 F
COFFELL
r r it
in
MEMORANDUM
To: Mayor and City Council
From: Kimberly Tiehen, Assistant Director of Finance
Via: Jennifer Miller, Director of Finance
Date: August 25, 2020
Reference: Consider approval and adoption of the City of Coppell Investment Policy
2030: Sustainable City Government
Introduction:
As required by the Texas Public Funds Investment Act, the written Investment Policy must be reviewed and
adopted on an annual basis by the governing body.
Analysis:
The Finance Department updated the policy to include the amendment passed by Council on April 14, 2020. The
amendment was in response to the impact of COVID-19 on the financial market. The policy limited total investment
in the local government investment pools to 50%. The amendment changed the limit to 75%.
Changes to the Public Funds Investment Act made during the 2019 Legislative Session did not affect the City of
Coppell's Investment Policy.
Furthermore, the investment policy has been reviewed by the Government Treasurers' Organization of Texas (GTOT)
Review Committee to ensure it meets the requirements of the Texas Public Funds Investment Act. The investment
policy originally received the Certificate of Distinction Award on July 10, 2001 and has subsequently been recertified
on a biannual basis. The current Certification of Investment Policy is effective for a two-year period ending August
31, 2022. The GTOT has indicated our policy meets the criteria set forth in the investment policy review checklist
and is an excellent example of a comprehensive written investment policy.
Legal Review:
This agenda item was reviewed by legal counsel during the Council packet review process.
Fiscal Impact:
There is no fiscal impact resulting from approval of this agenda item.
Recommendation:
The Finance Department recommends approval.
INTRODUCTION
The purpose of this document is to set forth specific investment policy and strategy guidelines
for the City of Coppell in order to achieve the goals of safety, liquidity, yield, and public trust for
all investment activity. The City Council of the City of Coppell shall review its investment
strategies and policy not less than annually. This policy serves to satisfy the statutory
requirement of Chapter 2256, Texas Government Code as amended, to define, adopt and review
a formal investment strategy and policy.
INVESTMENT STRATEGY
The City of Coppell maintains portfolios utilizing four specific investment strategy considerations
designed to address the unique characteristics of the fund groups represented in the portfolios:
A. Investment strategies for operating funds and commingled pools containing operating
funds have as their primary objective to assure that anticipated cash flows are matched with
adequate investment liquidity. The secondary objective is to create a portfolio structure
which will experience minimal volatility during economic cycles. This may be
accomplished by purchasing high quality, short -to -medium-term securities which will
complement each other in a laddered or barbell maturity structure. The dollar weighted
average maturity of 365 days or less will be calculated using the stated final maturity date
of each security.
B. Investment strategies for debt service funds shall have as the primary objective the
assurance of investment liquidity adequate to cover the debt service obligation on the
required payment date. Securities purchased shall not have a stated final maturity date that
exceeds the debt service payment date, or funds shall be maintained in an investment pool
to be available for debt service payments.
C. Investment strategies for debt service reserve funds shall have as the primary objective the
ability to generate a dependable revenue stream to the appropriate debt service fund from
securities with a low degree of volatility. Securities should be of high quality and, except
as may be required by the bond ordinance specific to an individual issue, of short to
intermediate-term maturities. Volatility shall be further controlled through maturity and
quality range, without paying premium, if at all possible. Such securities will tend to hold
their value during economic cycles.
D. Investment strategies for special projects or special purpose fund portfolios will have as
their primary objective to assure that anticipated cash flows are matched with adequate
investment liquidity. These portfolios should include at least 10% in highly liquid
securities to allow for flexibility and unanticipated project outlays. The stated final maturity
dates of securities held should not exceed the estimated project completion date.
1
INVESTMENT POLICY
I. SCOPE
This investment policy applies to all financial assets of the City of Coppell. This policy includes
all funds listed and accounted for in the City's Comprehensive Annual Financial Report (CAFR)
and include:
* General Fund
* Special Revenue Funds
* Debt Service Funds
* Capital Projects Funds
* Proprietary Funds
* Trust and Agency Funds
* Component Units
IL OBJECTIVES
The City of Coppell shall manage and invest its cash with four objectives, listed in order of priority:
Safety, Liquidity, Yield, and Public Trust. The safety of the principal invested always remains the
primary objective. All investments shall be designed and managed in a manner responsive to the
public trust and consistent with State and Local law.
The City shall maintain a comprehensive cash management program that includes collection of
accounts receivable, vendor payment in accordance with invoice terms, and prudent investment of
available cash. Cash management is defined as the process of managing monies in order to insure
maximum cash availability and maximum yield on short-term investment of pooled idle cash.
Safe
The primary objective of the City's investment activity is the preservation of capital in the overall
portfolio. Each investment transaction shall be conducted in a manner to avoid capital losses,
whether they are from securities default or erosion of market value.
Li uidi
The City's investment portfolio shall be structured such that the City is able to meet all obligations
in a timely manner. This shall be achieved by matching investment maturities with forecasted cash
flow requirements and by investing in securities with active secondary markets.
Yield
The City's cash management portfolio shall be designed with the objective of regularly exceeding
the average rate of return on three-month U.S. Treasury Bills. The investment program shall seek
to augment returns above this threshold consistent with risk limitations identified herein and
prudent investment policies.
Puhlir Tri -,t
All participants in the City's investment process shall seek to act responsibly as custodians of the
public trust. Investment officials shall avoid any transaction that might impair public confidence
in the City's ability to govern effectively.
III. RESPONSIBILITY AND CONTROL
Investment Committee
An Investment Committee, consisting of the City Manager, Deputy City Manager, the Director of
Finance, and Assistant Director of Finance, shall meet at least quarterly to determine operational
strategies and to monitor results. The Investment Committee shall include in its deliberation such
topics as: performance reports, economic outlook, portfolio diversification, maturity structure,
potential risk to the City's funds, authorized brokers and dealers, annually adopt the qualified
bidders list, and the target rate of return on the investment portfolio.
Delegation of Authority and Training
Authority to manage the City's investment program is derived from a resolution of the City
Council. The Director of Finance, the Assistant Finance Director and the Chief Accountant are
designated as the investment officers of the City and are responsible for investment decisions and
activities. The Director of Finance shall establish written procedures for the operation of the
investment program, consistent with this investment policy. The investment officers shall attend a
training session not less than once in a two-year period that begins on the first day of the City's
fiscal year and consists of the two consecutive fiscal years after that date, and receive not less than
8 hours of training approved by the governing body relating to the officer's responsibility under
the Act. The investment officers must also receive 10 hours of training within 12 months after
taking office or assuming duties. This training must include education in investment controls,
security risks, strategy risks, market risks, diversification of investment portfolio and compliance
with the Texas Public Funds Investment Act.
Sources of authorized independent training are those sponsored by:
• Government Finance Officers Association (G.F.O.A.)
• Government Finance Officers Association of Texas (G.F.O.A.T.)
3
• Government Treasurers Organization of Texas (G.T.O.T.)
• University of North Texas - Center for Public Management
• Texas Tech - Center for Professional Development
• TEXPO — Alliance of Texas Treasury Associations
• Texas Municipal League
• Any online training (affiliated with Texas Municipal League)_
Internal Controls
The Director of Finance is responsible for establishing and maintaining an internal control structure
designed to ensure that the assets of the entity are protected from loss, theft or misuse. The internal
control structure shall be designed to provide reasonable assurance that these objectives are met.
The concept of reasonable assurance recognizes that (1) the cost of a control should not exceed the
benefits likely to be derived; and (2) the valuation costs and benefits require estimates and
judgements by management.
Accordingly, the Director of Finance shall establish a process in conjunction with the annual
financial audit to assure compliance with policies and procedures. The internal controls shall
address the following points:
A. Control of collusion.
B. Separation of transaction authority from accounting and record keeping.
C. Custodial safekeeping.
D. Avoidance of physical delivery securities.
E. Clear delegation of authority to subordinate staff members.
F. Written confirmation for telephone (voice) transactions for investments and wire transfers.
G. Development of a wire transfer agreement with the depository bank or third party
custodian.
Prudence
The standard of prudence to be applied by the investment officer shall be the "prudent investor"
rule, which states: "Investments shall be made with judgment and care, under circumstances then
prevailing, which persons of prudence, discretion and intelligence exercise in the management of
their own affairs, not for speculation, but for investment, considering the probable safety of their
capital as well as the probable income to be derived." In determining whether an investment officer
has exercised prudence with respect to an investment decision, the determination shall be made
taking into consideration:
A. The investment of all funds, or funds under the City's control, over which the officer had
responsibility rather than a consideration as to the prudence of a single investment.
B. Whether the investment decision was consistent with the written investment policy of the
City.
4
The investment officer, acting in accordance with written procedures and exercising due diligence,
shall not be held personally responsible for a specific security's credit risk or market price changes,
providing that these deviations are reported immediately and that appropriate action is taken to
control adverse developments.
Ethics and Conflicts of Interest
City staff involved in the investment process shall refrain from personal business activity that could
conflict with the proper execution of the investment program, or which could impair the ability to
make impartial investment decisions. City staff shall disclose to the City Manager any material
financial interests in financial institutions that conduct business with the City and they shall further
disclose positions that could be related to the performance of the City's portfolio. City staff shall
subordinate their personal financial transactions to those of the City, particularly with regard to
timing of purchases and sales.
An investment officer of the City who has a personal business relationship with an organization
seeking to sell an investment to the City shall file a statement disclosing that personal business
interest. An investment officer who is related within the second degree by affinity or consanguinity
to an individual seeking to sell an investment to the City shall file a statement disclosing that
relationship. A statement required under this subsection must be filed with the Texas Ethics
Commission and the governing body of the entity.
IV. REPORTING
Quarterly Reporting
The Director of Finance shall submit a signed quarterly investment report that is in compliance
with this policy and the Texas Public Funds Investment Act and summarizes current market
conditions, economic developments and anticipated investment conditions. The report shall
summarize investment strategies employed in the most recent quarter, and describe the portfolio
in terms of investment securities, maturities, risk characteristics, and shall explain the total
investment return for the quarter.
Annual Report
Within 90 days of the end of the fiscal year, the Director of Finance shall present an annual report
on the investment program and investment activity. This report may be presented along with the
Comprehensive Annual Financial Report to the City Manager and City Council.
Methods
The quarterly investment report shall include a succinct management summary that provides a
clear picture of the status of the current investment portfolio and transactions made over the last
quarter. This management summary will be prepared in a manner that will allow the City to
ascertain whether investment activities during the reporting period have conformed to the
investment policy. The reports shall be formally reviewed at least annually by an independent
auditor, if investments are other than those offered by the City's depository. The portfolio shall be
marked to market monthly. The market value of the securities is to be provided by the City's
depository or by a third -parry valuation service.
The report will be provided to the City Manager and City Council. The report will include the
following:
A. A listing of individual securities (investment position) held at the end of the reporting
period.
B. Unrealized gains or losses resulting from appreciation or depreciation by listing the
beginning and ending book and market value of securities for the period.
C. Additions and changes to the market value during the period.
D. Average weighted yield to maturity of portfolio on entity investments as compared to
applicable benchmark.
E. Listing of investment by maturity date.
F. The percentage of the total portfolio each type of investment represents.
G. Statement of compliance of the City's investment portfolio with State Law and the
investment strategy and policy approved by the City Council. H. Prepared and signed by
the investment officers.
L Fully accrued interest for the period.
J. States account or fund for each investment.
V. INVESTMENT PORTFOLIO
The City shall pursue an active versus a passive portfolio management philosophy. That is,
securities may be sold before they mature if market conditions present an opportunity for the City
to benefit from the trade. The investment officer will routinely monitor the contents of the
portfolio, the available markets, and the relative value of competing instruments, and will adjust
the portfolio accordingly.
Investments
Assets of the City of Coppell may be invested in the following instruments; provided, however,
that at no time shall assets of the City be invested in any instrument or security not authorized for
investment under the Act, as the Act may from time to time be amended.
L Authorized
A. Obligations, including letters of credit, of the United States of America, its agencies and
instrumentalities (including Government Sponsored Enterprises).
B. Direct obligations of the State of Texas or its agencies and instrumentalities.
C. Other obligations, the principal of and interest on which are unconditionally guaranteed by
the State of Texas or United States of America.
I
D. Obligations of the State, agencies thereof, Counties, Cities, and other political subdivisions
of any state having been rated as investment quality by a nationally recognized investment
rating firm and having received a rating of not less than "A" or its equivalent.
E. Interest-bearing banking deposits that are guaranteed or insured by the Federal Deposit
Insurance Corporation or the National Credit Union Share Insurance Fund or its successor
F. Interest-bearing banking deposits other than those described by (E) above if:
(1) the funds invested in the banking deposits are invested through:
(i) a broker with a main office or branch office in Texas that has been
approved by the investment committee or
(n) a depository institution with a main office or branch office in Texas that
the investment committee approves;
(2) the broker or depository institution selected as described by (1) above arranges
for the deposit of the funds in the banking deposits in one or more federally insured
depository institutions, regardless of where located, for the City of Coppell's
account;
(3) the full amount of the principal and accrued interest of the banking deposits is
insured by the United States or an instrumentality of the United States; and
(4) the City of Coppell appoints as it's custodian of the banking deposits issued for
the City's account:
(i) the depository institution selected as described by (1) above;
(n) A custodian must be approved by the City and be:
(a) a state or national bank that:
- is designated by the comptroller as a state depository;
- has its main office or a branch office in this state; and
- has a capital stock and permanent surplus of $5 million or
more
(b) the Texas Treasury Safekeeping Trust Company;
(c) a Federal Reserve Bank or a branch of a Federal Reserve Bank;
(d) a federal home loan bank; or
(e) a financial institution authorized to exercise fiduciary powers that
is designated by the comptroller as a custodian; or
('iii) a clearing broker dealer registered with the Securities and Exchange
Commission and operating under Securities and Exchange Commission
Rule 15c3-3.
G. Certificates of Deposit of state and national banks with a branch in Texas, guaranteed or
insured by the Federal Deposit Insurance Corporation, collateralized or secured by
obligations described in A through D above or in accordance with Chapter 2257 or in any
other manner provided by law, which are intended to include all direct agency or
instrumentality issued mortgage backed securities rated AAA by at least one nationally
recognized rating agency and that have a market value of not less than the principal amount
of the certificates.
H. Fully collateralized direct repurchase agreements with a defined termination date secured
by obligations of the United States or its agencies and instrumentalities. These shall be
pledged to the City of Coppell, held in the City's name, and deposited at the time the
investment is made with the City or with a third parry selected and approved by the City.
Repurchase agreements must be purchased through a primary government securities dealer,
as defined by the Federal Reserve, or a bank domiciled in Texas. A Master Repurchase
Agreement must be signed by the bank\dealer prior to investment in a repurchase
agreement. All repurchase agreement transactions will be on a delivery versus payment
basis. Securities received for repurchase agreements must have a market value greater than
or equal to 105 percent at the time funds are disbursed.
L Local government investment pools in accordance with the conditions prescribed in
Section 2256.016 and that have been authorized by the governing body by rule, ordinance
or resolution. The investment pool must maintain a rating no lower than AAA or AAA -M
by at least one nationally recognized rating service. Investment in such pools shall be
limited to 75% of the City's entire portfolio, with no more than 25% of the entire portfolio
invested in any one authorized pool.
Ratings shall be monitored using nationally recognized financial information sources, including
actions published on rating agency websites. Any investment currently held that does not meet
the guidelines of this policy, but was authorized at the time of purchase, shall be exempted from
the requirements of this policy and investment officers shall not be required to liquidate the
investment. At maturity or liquidation, such monies shall be reinvested only as provided by this
policy.
H. Not Authorized
The City's authorized investments options are more restrictive than those allowed by State
law. State law specifically prohibits investment in the following investment securities.
A. Obligations whose payment represents the coupon payments on the
outstanding principal balance of the underlying mortgage backed security
collateral and pays no principal.
B. Obligations whose payment represents the principal stream of cash flow from the
underlying mortgage-backed security collateral and bears no interest.
C. Collateralized mortgage obligations that have a stated final maturity date of greater than 10
years.
D. Collateralized mortgage obligations the interest rate of which is determined by an index
that adjusts opposite to the changes in a market index.
8
HoldingPeriod
The City of Coppell intends to match the holding periods of investment funds with liquidity needs
of the City. In no case will the average maturity of investments of the City's operating funds exceed
one year. The maximum final stated maturity of any investment shall not exceed five years.
Investments in all funds shall be managed in such a way that the market price losses resulting from
interest rate volatility would be offset by coupon income and current income received from the
volume of the portfolio during a twelve-month period.
Risk and Diversification
The City of Coppell recognizes that investment risks can result from issuer defaults, market price
changes or various technical complications leading to temporary illiquidity. Risk is controlled
through portfolio diversification which shall be achieved by the following general guidelines;
A. Risk of issuer default is controlled by limiting investments to those
instruments allowed by the Act, which are described herein.
B. Risk of market price changes shall be controlled by avoiding overconcentration of assets
in a specific maturity sector, limitation of average maturity of operating funds
investments to one year, and avoidance of overconcentration of assets in specific
instruments other than U.S. Treasury Securities and insured or Collateralized Certificates
of Deposits.
C. Risk of illiquidity due to technical complications shall be controlled by the selection of
securities dealers as described herein.
D. All prudent measures will be taken to liquidate an investment that is
downgraded to less than our minimum stated required rating.
VI. SELECTION OF BANKS AND DEALERS
Depository
At least every five (5) years a Depository shall be selected through the City's banking services
procurement process, which shall include a formal request for proposal (RFP). In selecting a
depository, the credit worthiness of institutions shall be considered, and the Director of Finance
shall conduct a comprehensive review of prospective depository bank's credit characteristics and
financial history.
Certificates of Deposit
Banks seeking to establish eligibility for the City's competitive certificate of deposit purchase
program shall submit for review annual financial statements, evidence of federal insurance and
other information as required by the Director of Finance.
.01
Qualified Representatives
Investment officials shall not knowingly conduct business with any firm with whom public entities
have sustained losses on investments. All qualified representatives shall provide the City with
references from Public entities they are currently serving.
All financial institutions and qualified representatives who desire to become qualified bidders for
investment transactions must supply the following as appropriate:
- audited financial statements
- proof of Financial Industry Regulatory Authority (FINRA) certification
- proof of state registration
- completed broker/dealer questionnaire
- Certification of having read the City's investment policy signed by a
qualified representative of the organization .
- Acknowledgement that the organization has implemented reasonable procedures and
controls in an effort to preclude imprudent investment transactions conducted between
the entity and the organization that are not authorized by the entity's investment policy.
The investment officers are precluded from purchasing an investment from a representative who
has not delivered the written certification
An annual review of the financial condition and registration of qualified bidders will be conducted
by the Director of Finance.
Competitive Bids
Competitive quotes must be taken from at least three (3) qualifying financial institutions or
broker/dealers for any investment transaction involving an individual security. Investment
transactions should include written confirmation of offers on the Investment Bid Tabulation form.
VII. SAFEKEEPING AND CUSTODY
Insurance or Collateral
All deposits and investments of City funds other than direct purchases of U.S. Treasuries or
Agencies shall be secured by pledged collateral. In order to anticipate market changes and provide
a level of security for all funds, the collateralization level will be 105% of market value of principal
and accrued interest on the deposits or investments less an amount insured by the FDIC or FSLIC.
Evidence of the pledged collateral shall be maintained by the Director of Finance or a third parry
financial institution. The City's Depository Agreement shall specify the acceptable investment
securities for collateral, the substitution or release of investment securities, ownership of securities,
and the method of valuation of securities. Repurchase agreements shall be documented by a
10
specific agreement noting the collateral pledge in each agreement. Collateral shall be reviewed
monthly to assure that the market value of the pledged securities is adequate.
Safekeeping Agreement
Collateral pledged to secure deposits and investments, and investment securities purchased by the
City shall be held by a safekeeping institution in accordance with the Safekeeping Agreement. The
Safekeeping Agreement clearly defines the procedural steps for gaining access to the collateral
should the City of Coppell determine that the City's funds are in jeopardy. The safekeeping
institution, or Trustee, shall be the Federal Reserve Bank or an institution not affiliated with the
firm pledging the collateral. The safekeeping agreement shall include the signatures of authorized
representatives of the City of Coppell, the firm pledging the collateral, and the Trustee.
Collateral Defined
The City of Coppell shall accept only the following securities as collateral:
A. FDIC and FSLIC insurance coverage.
B. A bond, certificate of indebtedness, or Treasury Note of the United States, or other evidence
of indebtedness of the United States that is guaranteed as to principal and interest by the
United States.
C. Obligations, the principal and interest on which, are unconditionally guaranteed or insured
by the State of Texas.
D. A bond of the State of Texas or of a county, city or other political subdivision of the State
of Texas having been rated as investment grade (investment rating no less than "A" or its
equivalent) by a nationally recognized rating agency with a remaining maturity of five (5)
years or less.
Subject to Audit
All collateral shall be subject to inspection and audit by the Director of Finance or the City's
independent auditors.
Delivery vs. Payment
Treasury Bills, Notes, Bonds and Government Agencies' securities shall be purchased using the
delivery vs. payment method. That is, funds shall not be wired or paid until verification has been
made that the correct security was received by the Trustee. The security shall be held in the name
of the City or held on behalf of the City. The Trustee's records shall assure the notation of the City's
ownership of or explicit claim on the securities. The original copy of all safekeeping receipts shall
be delivered to the City.
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VIII. INVESTMENT POLICY ADOPTION
The City of Coppell's investment policy shall be adopted annually by the City Council. The policy
shall be reviewed for effectiveness on an annual basis by the Investment Committee and any
modifications will be recommended for approval to the City Council.
12
GLOSSARY
of
COMMON TREASURY TERMINOLOGY
Agencies: Federal agency securities.
Ask: The price at which securities are offered.
Bid: The price offered for securities.
Broker: A broker brings buyers and sellers together for a commission paid by the initiator of the
transaction or by both sides. In the money market, brokers are active in markets, in which banks
buy and sell money, and in interdealer markets.
Certificate of Deposit (CD): A time deposit with a specific maturity evidenced by a certificate.
Large -denomination CD's are typically negotiable.
Collateral: Securities, evidence of deposit or other property that a borrower pledges to secure
repayment of loan. Also refers to securities pledged by a bank to secure deposits of public monies.
Comprehensive Annual Financial Report (CAFR): The official annual report for the City of
Coppell. It includes combined statements and basic financial statements for each individual fund
and account group prepared in conformity with GAAP. It also includes supporting schedules
necessary to demonstrate compliance with finance -related legal and contractual provisions,
extensive introductory material, and a detailed Statistical Section.
Coupon: The annual rate of interest that a bond's issuer promises to pay the bondholder on the
bond's face value
Dealer: A dealer, as opposed to a broker, acts as a principal in all transactions, buying and selling
for his own account.
Debenture: A bond secured only by the general credit of the issuer.
Delivery versus Payment: There are two methods of delivery of securities: delivery versus
payment and delivery versus receipt Delivery versus payment is delivery of securities with an
exchange of money for the securities. Delivery versus receipt is delivery of securities with an
exchange of a signed receipt for the securities.
Discount Securities: Non-interest bearing money market instruments that are issued at a discount
and redeemed at maturity for full face value, such as U.S. Treasury bills.
Diversification: Dividing investment funds among a variety of securities offering independent
returns.
13
Federal Credit Agencies: Agencies of the Federal government set up to supply credit to various
classes of institutions and individuals, such as Savings and Loans, small business firms, students,
farmers, farm cooperatives, and exporters.
Federal Deposit Insurance Corporation (FDIC): A federal agency that insures bank deposits,
currently up to $100,000 per deposit.
Federal Funds Rate: The rate of interest at which Fed funds are traded. This rate is currently set
by the Federal Reserve through open -market operations.
Federal Home Loan Banks (FHLB): The institutions that regulate and lend to savings and loan
associations. The Federal Home Loan Banks play a role analogous to that played by the Federal
Reserve Banks vis-a-vis member commercial banks.
Federal National Mortgage Association (FNMA): FNMA, like GNMA, was chartered under
the Federal National Mortgage Association Act in 1938. FNMA is a federal corporation working
under the auspices of the Department of Housing and Urban Development, H.U.D. It is the largest
single provider of residential mortgage funds in the United States. Fannie Mae, as the corporation
is called, is a private stockholder -owned corporation. The corporation's purchases include a variety
of adjustable mortgages and second loans in addition to fixed-rate mortgages. FNMA's securities
are also highly liquid and are widely accepted. FNMA assumes and guarantees that all security
holders will receive timely payment of principal and interest.
Federal Open Market Committee (FOMC): Consists of seven members of the Federal Reserve
Board and five of the twelve Federal Reserve Bank Presidents. The President of the New York
Federal Reserve Bank is a permanent member while the other Presidents serve on a rotating basis.
The Committee periodically meets to set Federal Reserve guidelines regarding purchases and sales
of Government Securities in the open -market as a means of influencing the volume of bank credit
and money.
Federal Reserve System: The central bank of the United States created by Congress and
consisting of a seven -member Board of Governors in Washington, D.C., 12 regional banks and
commercial banks that are members of the system.
Government National Mortgage Association (GNMA or Ginnie Mae): Securities guaranteed
by GNMA and issued by mortgage bankers, commercial banks, savings and loan associations, and
other institutions. Security holder is protected by full faith and credit of the U.S. Government.
Ginnie Mae securities are backed by FHA, VA or FMHM mortgages. The term pass-throughs is
often used to describe Ginnie Maes.
Government Sponsored Enterprises: a financial services corporation created by the United
States Congress. Examples include the following: Federal Home Loan Banks (FHLB), Federal
National Mortgage Association (Fannie Mae), Federal Home Loan Mortgage
Corporation (Freddie Mac), Federal Farm Credit Banks (FCB), and Federal Agricultural
Mortgage Corporation (Farmer Mac)
14
Liquidity: A liquid asset is one that can be converted easily and rapidly into cash without a
substantial loss of value. In the money market, a security is said to be liquid if the spread
between bid and asked prices is narrow and reasonable size can be done at those quotes.
Market Value: The price at which a security is trading and could presumably be purchased or
sold.
Master Repurchase Agreement: To protect investors, many public investors will request that
repurchase agreements be preceded by a master repurchase agreement between the investor and
the financial institution or dealer. The master agreement should define the nature of the
transaction, identify the relationship between the parties, establish normal practices regarding
ownership and custody of the collateral securities during the term of the investment, provide
remedies in the case of default by either parry and clarify issues of ownership. The master
repurchase agreement protects the investor by eliminating the uncertainty of ownership and
hence, allowing investors to liquidate collateral if a bank or dealer defaults during the term of the
agreement.
Maturity: The date upon which the principal or stated value of an investment becomes due and
payable.
Money Market: The market in which short-term debt instruments (bills, commercial paper,
bankers' acceptances) are issued and traded.
Open Market Operations: Purchases and sales of government and certain other securities in the
open market by the New York Federal Reserve Bank as directed by the FOMC in order to influence
the volume of money and credit in the economy. Purchases inject reserves into the bank system
and stimulate growth of money and credit; sales have the opposite effect. Open market operations
are the Federal Reserve's most important and most flexible monetary policy tool.
Portfolio: Collection of securities held by an investor.
Primary Dealer: A group of government securities dealers that submit daily reports of market
activity and positions and monthly financial statements to the Federal Reserve Bank of New York
and are subject to its informal oversight. Primary dealers include Securities and Exchange
Commission (SEC) registered securities broker-dealers banks and a few unregulated firms.
Prudent Person Rule: An investment standard. Investments shall be made with judgment and
care, under circumstances then prevailing, which persons of prudence, discretion and intelligence
exercise in the management of their own affairs, not for speculation, but for investment,
considering the probable safety of their capital as well as the probable income to be derived.
Rate of Return: The yield obtainable on a security based on its purchase price or its current
market price. This may be the amortized yield to maturity on a bond or the current income return.
Repurchase Agreement (RP of REPO): A holder of securities sells these securities to an investor
with an agreement to repurchase them at a fixed price on a fixed date. The security "buyer" in
effect lends the "seller" money for the period of the agreement, and their terms of the agreement
are structured to compensate him for this.
15
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C',P FE L
File ID: 2020-5252
Version: 1
File Name: Parking Lot - NPL
City of Coppell, Texas
Master
File Number: 2020-5252
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Consent Agenda
In Control: Engineering
File Created: 08/17/2020
Final Action:
Title: Consider approval to award a bid and to enter into a construction contract
with NPL Construction; in the amount of $98,520.88; as budgeted in
Infrastructure Maintenance Fund; and authorizing the City Manager to sign any
necessary documents.
Notes:
Sponsors:
Attachments: Council FS 3 Memo.pdf, Fire Training Building -ADA
Affected Area.pdf, FS #3 Parking lot repairs.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5252
Title
Consider approval to award a bid and to enter into a construction contract with NPL
Construction; in the amount of $98,520.88; as budgeted in Infrastructure Maintenance Fund;
and authorizing the City Manager to sign any necessary documents.
Summary
Fiscal Impact:
Funds have been budgeted in the Infrastructure Maintenance Fund for this project.
Staff Recommendation:
The Public Works Department recommends approval.
City of Coppell, Texas Page 1 Printed on 8/21/2020
Master Continued (2020-5252)
Goal Icon:
City of Coppell, Texas Page 2 Printed on 8/21/2020
COPPELL
�' ;� Sim ps•^ �
MEMORANDUM
To: Mayor and City Council
From: Kent Collins, P.E., Director of Public Works
Steve Shore, Facilities Manager
Date: August 25, 2020
Reference: Fire Training Parking and Drive ADA Compliance Upgrade
General Information:
• Town Center Facility was constructed in 1985 and the majority of the area to be
upgraded is original to that date.
• Grade of accessible parking space is non-compliant with ADA accessibility standards.
• Current ramps direct pedestrians into traffic at a dangerous curve in the parking area.
• Parking crossing area has deteriorated creating a trip hazard.
• Project total is $98,520.88 to repair these compliance issues and provide a safe
accessible route between Town Center and Fire Training & Fire Station 3.
Introduction:
This agenda item is being presented to consider approval of a contract with NPL, approved city
contractor 20300037, quote 595 for Fire Training Parking and Drive ADA Compliance and Upgrade
services, located at 255 Parkway Boulevard, in the amount of $98,520.88; as budgeted in IMF and
authorizing the City Manager to sign any necessary documents.
Analysis:
Town Center was constructed in 1985. The parking area, accessible parking space to the south of the
parking area were constructed at that time. The ramp from the Fire Training Center on the north of
the parking area and the ramp on the south of the road were installed in 2006 during construction of
the Fire Training Center. This area is currently not ADA compliant. The primary issues with the
area are as follows:
The ramp from the Fire Training Center does not direct foot traffic to the crosswalk or
accessible parking. It is angled to match the ramp leading from Town Center. This results in
pedestrian traffic crossing the roadway diagonally through a curve in the parking area putting
pedestrians at risk due to visibility to vehicles. In addition, pedestrians cannot travel a straight
path from accessible parking to the entrance of the Training Center due to this.
• The ramps need to have a 5 x 5 landing at the top allowing persons in wheelchairs to turn their
chairs. In addition, these ramps need to have truncated domes (textural warning) at the bottom
of the ramp to warn pedestrians they are about to enter a vehicular zone. The existing ramp at
the Training Center is also non-compliant as the slope cannot exceed 8.33% and is currently
11.1%.
• Accessible parking spaces cannot have a slope of more than 2 degrees. The space designated
for the Fire Training Center exceeds this as it is 4.1 degrees.
• The roadway in the area of the crosswalk has areas that have broken and sunk creating a trip
hazard.
Work to be Performed:
• Approved city contractor NPL will remove and replace damaged roadway, remove and
replace ramp on south side of parking area, make corrections to ramp on the north side of
parking area and remove and replace accessible parking space at proper slope as specified in
bid Q-1217-01 job 595.
The work will be performed upon approval over a three-week period beginning in September. The
Fire Department has been consulted and has stated this will not have a negative impact on their
operations.
Legal Review:
Legal review was not required for this item.
Fiscal Impact:
The fiscal impact of the agenda item is $98,520.88, as budgeted in IMF.
Recommendation:
The Public Works Department recommends approval of this item.
CONTRACTOR:
Coppell Signature
City of Coppell Streets / Alleys / Sidewalks
NPL CONSTRUCTION CO. - TEXAS DIVISION - 2638 OAKLAND AVE - GARLAND, TX 7`.
NPL Construction
Work Location: Fire Department Station #3
COPPELL
a Y`� �"� T�'� L�$ ✓ ��4 "' � Lf� ��
Contract No.
DPR #:
Sign Date:
Bid Q-1217-01
Sent Date: 8/12/2020
Job/Phase: 595
Remove and Relocate 2 BFR's -5'x 8' of Sidewalk - 430' of 6" Curb - 15'x 30', 15' x 62', &
29' x 200' of 8" Concrete
Item #
Unit
Qty
NPL$
NPL
1
REMOVE 6" TO 8" THICK REINFORCED CONCRET
$Y
775
$
13.30
$ 10,309.92
7A
REMOVE 4" TO 5" CONCRETE SIDEWALK 0-50S
$Y
5.00
$
10.64
$ 53.21
10
4" CONCRETE SIDEWALK (3000 P.S.I. NO FLY)
$Y
5.00
$
69.18
$ 345.88
25
8" (4200 P.S.I. NO FLY ASH AIR) CONCRETE
$Y
775
$
86.32
$ 66,899.94
59
BARRIER FREE RAMPS (5' SIDEWALK)
EA
2
$
2,660.63
$ 5,321.25
64
6" INTEGRAL CURB CONCRETE
LF
430
$
14.19
$ 6,101.70
77
SDHPT (GRADE 2) TYPE A FLEX BASE PROVIDE
TON
30
$
118.25
$ 3,547.50
86
SAW CUT FULL DEPTH CONCRETE
LF
320
$
2.96
$ 946.00
87
SAW CUT FULL DEPTH CONCRETE SIDEWALK
LF
25
$
2.96
$ 73.91
89
PARTIAL (T/4) DEPTH SAW CUT CONCRETE
LF
180
$
2.96
$ 532.13
90
SOD ALL DISTURBING SIDES CONSTRUCTION
$Y
59.00
$
9.46
$ 558.14
91
JUNCLASSIFIED EXCAVATION 0 - 50 C.Y.
CY
12.8
$
118.25
$ 1,513.60
94
PLACE AND COMPACT FILL SUPPLIED BY CONTR
CY
8
$
70.95
$ 567.60
104
ADJUST WATER METER CANS AND IRRIGATION V
EA
8
$
53.21
$ 425.70
121
CRACK AND JOINT SEALING
LF
320
$
4.14
$ 1,324.40
Totals:
Profit:
$ 98,520.88
#DIV/0!
City of Coppell, Texas
C',P FE L
File ID: 2020-5253
Version: 1
File Name: Belt Line Design CO
Master
File Number: 2020-5253
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Consent Agenda
In Control: Engineering
File Created: 08/17/2020
Final Action:
Title: Consider approval of Change Order #1 for Belt Line Design Road contract; in
the amount of $95,000.00; and authorizing the City Manager to sign any
necessary documents.
Notes:
Sponsors: Enactment Date:
Attachments: Memo - Belt Line Design Contract Amendment #1.pdf, Enactment Number:
Exhibit A Belt Line Design Contract Amendment#1.pdf
Contact: Hearing Date:
Drafter: Effective Date:
Related Files:
History of Legislative File
ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5253
Title
Consider approval of Change Order #1 for Belt Line Design Road contract; in the amount of
$95,000.00; and authorizing the City Manager to sign any necessary documents.
Summary
Fiscal Impact:
Funds are available in the 2016 Street CIP Fund for this change order.
Staff Recommendation:
The Public Works Department recommends approval.
; 3%11 C4",
City of Coppell, Texas Page 1 Printed on 8/21/2020
Master Continued (2020-5253)
City of Coppell, Texas Page 2 Printed on 8/21/2020
T H E - C I T Y 6 F
CO, PPELL
�:, w
MEMORANDUM
To: Mayor and City Council
From: Kent Collins, P.E., Director of Public Works
Kumar Gali, P.E., Assistant Director of Public Works - Engineering
Date: August 25, 2020
Reference: Design Contract Services Amendment 41 for Belt Line Road Reconstruction Project
General Information:
• Original design contract services approved by council to Halff Associates, Inc in 2017
for $1.226 million
• Original scope included full pavement replacement, utility replacement and
rehabilitation, landscaping, sidewalk construction, signal work, and significant traffic
control and temporary paving to maintain mobility during construction.
• Currently the project is at 70% design
• Due to current lower traffic volumes, value engineering savings and changes to
construction schedule lead to additional design services needed for completion of the
design
• To incorporate the additional design services Halff Associates is requesting a contract
amendment in the amount of $95,000
Introduction:
This agenda item is being presented to consider approval of contract amendment 41 with Halff
Associates, Inc. for additional design services related to the reconstruction of Belt Line Road project
in the amount of $95,000; and authorizing the City Manager to sign and execute any necessary
documents.
Analysis:
Belt Line road between Southwestern and IH -635 was originally constructed in 1985 and has
outlasted the original design life. The roadway has been maintained over the years to extend the life,
and one additional overlay project was implemented in partnership with Dallas County to span the
time to the start of the reconstruction project. Design of the project is currently in process with Halff
Associates and the construction plans are currently at 70% completion.
The original scope of the Belt Line reconstruction project included the following elements:
• Replacement of all existing pavement with an updated pavement section,
Continuously Reinforced Pavement Section (CROP)
• Intersection enhancements to improve mobility and safety
• Sidewalks, streetlights and landscaping
• Replacement of the water and wastewater infrastructure to renew the lines to match
the expected life of the new pavement
• Strategic replacement/rehabilitation of the existing storm sewer system
• Signal work as needed to accommodate intersection changes and/or traffic control
• Provide a minimum of 5 -lanes to accommodate the traffic volume during all phases of
the project
Major revisions to the original scope of services
Traffic Control Plan - When design work commenced on Belt Line, the traffic volume on South Belt
Line ranged between 40,000 and 50,000 vehicles per day. As a result, the design included removing
the center median and using that space to add two temporary lanes to handle traffic during
construction. Currently, those traffic volumes are around 25,000 vehicles per day. The original scope
included traffic control plan for providing 5 -lanes to accommodate the higher volume. With the
current lower traffic volume the revised scope will provide traffic control plan for 3 -lanes of traffic
for all phases of the project.
Paving Section - The original scope included a Continuously Reinforced Concrete Paving section that
was designed to attract contractors that typically bid on TxDOT projects and is similar to the section
that was originally designed for Freeport Parkway. A value engineering effort has led to a change in
pavement design that eliminated significant effort and paving quantities (primarily the 4" of asphalt
base). The revised scope will include City's standard pavement section, with thicknesses, design
strength, subgrade modification, and steel spacing as designed by the geotechnical egineer.
Exhibit A lists the additional services and fee included in the Contract Amendment 41.
Legal Review:
The original contract was reviewed by the City Attorney.
Fiscal Impact:
The fiscal impact of this Agenda item is $95,000.00 as provided for in bond proceeds.
Recommendation:
The Public Works Department recommends approval of this item.
ADDITIONAL SERVICES CONFIRMATION
TO: Kent Collins, P.E., CFM DATE: August 17, 2020
City Engineer/Director of Public Works
255 E. Parkway Boulevard
Coppell, Texas 75019 AVO: 32664
FROM: Halff Associates, Inc.
Jeff Roberts, P.E., CFM
Email:jfroberts@halff.com
VIA: Email
1201 N. Bowser
Richardson, Texas 75081
(214)346-6200
Fax(214)739-0095
PROJECT: Beltline Road Reconstruction
Based on our recent correspondence on restarting the design efforts for the referenced project,
Halff Associates is providing an amendment to the Professional Services Agreement dated May
23, 2017 for the Beltline Road Reconstruction project as described in Attachment `A'.
We are requesting $ 95,000 in additional compensation and will perform these additional services
according to the schedule shown in Attachment `A'.
Please sign below to confirm the scope and fee; however, as requested verbally, we are
proceeding with the work as described in the additional services scope. If the scope and/or fee is
not acceptable, please notify us immediately.
Y
(Print name)
Title:
Signature:
Date:
® Attachments:
SIGNED:
COPIES:
❑ File
❑ Owner ❑ Contractor ❑ Other:
Additional Services Confirmation HalffAssociates, Inc. (200611a)
EXHIBIT "A"
SCOPE OF SERVICES
AMENDING THE
PROFESSIONAL ENGINEERING SERVICES AGREEMENT
BETWEEN CITY OF COPPELL, TEXAS, AND HALFF ASSOCIATES, INC.
BELTLINE ROAD RECONSTRUCTION
(I11-635 TO SOUTHWESTERN)
L PROJECT DESCRIPTIONS
Beltline Road — IH -635 to Southwestern
The project involves improvements for the reconstruction of approximately 8,450 linear feet of Beltline
Road as described in the original Professional Service Agreement, dated May 23, 2017.
The scope of services will be amended as follows; revise the traffic control requirements and proposed
pavement section. The original traffic control requirements called for providing a minimum of 5 -lanes of
traffic for all phases of construction. The requirements will be revised to providing a minimum of 3 -lanes
of traffic for all phases of traffic. The new traffic control will be achieved with two main construction
phases. The removal and reconstruction of the northbound lanes followed by the removal and
reconstruction of the southbound lanes. Traffic will be maintained on the traffic lanes not under
construction and with one lane in each direction and a center shared left -turn lane. The proposed pavement
design will be revised from utilizing a continuously reinforced pavement section (CROP) to a City
Standard Pavement Section.
IL TASK SUMMARY
Task 1 —30% Construction Plans (Concept).
• Survey for design: including the re -surveying of recent improvements near Dividend and Olympus
Boulevards that were not constructed at the time of the original contract. Update existing digital
terrain models, CAD base files.
Task 2 — 70% Construction Plans (Preliminary).
• Revise removal and traffic control plans to incorporate the new traffic control requirements.
Revise typical sections, paving details, and 50 -foot earthwork cross-sections to use a City Standard
Pavement Section.
Task 3 — 90% Construction Plans (Final),
• No revisions
Task 4 — 100% Construction Plans (Bid Set).
• No revisions
Task 5 — Construction Administration.
• No revisions
City of Coppell Page 1 of 5 Halff Associates, Inc
Beltline Road (IH -635 to Southwestern) August 16, 2020
Task 6 — Right of Way Documents
• Prepare Easement Documents and Legal Descriptions for nine (9) additional easement parcels.
The original contract included 10 documents, bringing the total documents delivered to 19.
Task 7 — Traffic Engineering
• Collect AM and PM peak hour turning movement counts at Wrangler/Olympus.
• Conduct level of service (LOS) analysis for revised temporary traffic control plan.
Task 8 —Subsurface Utility Engineering (SUE) and Franchise Utility Conflict Analysis
• No revisions
Task 9 — Landscape and Irrigation Design
• Revise 70% plan layout to include preservation, modification and enhancement of existing median
features.
III. ADDITIONAL SERVICES
Any items requested that are not outlined in the above scope will be considered additional services and
will be provided as requested and authorized by City of Coppell. Halff Associates Inc. can provide the
following services; however, these services are excluded from the scope of this agreement:
• Changes to plans due to City design criteria changes after the 70% plan review and notice to
proceed on the 90% plans.
• Submittal, Review, Platting, and Permitting Fees or other Fees associated with adjacent
commercial and/or residential development.
• Franchise utility infrastructure design.
• Legal Descriptions for vacation of utility easements and/or ROW.
• Right -of -Way appraisal and acquisition services.
• Construction Inspection and Resident Engineering services.
• Construction Material Testing services.
• CLOMR/LOMR studies and/or applications and field survey for as -built verification.
• Individual Section 404 Permitting and site specific mitigation plans.
• Preparation of Construction related SWPPP, NOI, NOT, etc.
• Construction layout staking.
• Hazardous material site assessment.
• Conduct traffic counts or LOS analyses at any intersection/driveway beyond those specified in the
scope.
• Development of signal timing plans for the intersections.
• Items not specifically included in the Scope of Services.
City of Coppell Page 2 of 5 Halff Associates, Inc
Beltline Road (IH -635 to Southwestern) August 16, 2020
IV. DELIVERABLES
Refer to Original Contract for deliverables, below is a summary of revisions.
Task
Deliverables
Task 6 — Right of Way Documents
• Strip Maps — one review, one final
• Parcel Exhibits —
➢ up to 19 for ROW and/or Easements
• PDF copies of all deliverables
Task 7 — Traffic Engineering
• LOS analysis for Temporary Traffic Control
• PDF copies of all deliverables
City of Coppell Page 3 of 5 Halff Associates, Inc
Beltline Road (I1-1-635 to Southwestern) August 16, 2020
COMPENSATION SCHEDULE
AMENDING THE
PROFESSIONAL ENGINEERING SERVICES AGREEMENT
BETWEEN CITY OF COPPELL, TEXAS, AND HALFF ASSOCIATES, INC.
BELTLINE ROAD RECONSTRUCTION
(I11-635 TO SOUTHWESTERN)
L REVISED COMPENSATION SCHEDULE — BELTLINE ROAD
City of Coppell Page 4 of 5 Halff Associates, Inc
Beltline Road (IH -635 to Southwestern) August 16, 2020
Task
Completion
Schedule
Additional
Compensation
Amended Total
Compensation
Notice -to -Proceed
Task 1 — 30% Construction Plans
May 2017
October 2017
$15,000
$371,000
Task 2
— 70% Construction Plans
October 2020
$48,500
$299,500
Task 3
— 90% Construction Plans
January 2021
$0,000
$183,000
Task 4
— 100% Construction Plans
March 2021
$0,000
$54,000
Task 5
— Construction Administration
Approx. 18 months
$0,000
$101,000
Task 5
— Record Drawings
Completion of
Construction
Task 6
— Right of Way Documents
October 2018
$13,500
$64,500
Task 7
— Traffic Engineering
See Tasks 1-4
$8,000
$118,000
Task 8
— SUE and Franchise Utility
Conflict Analysis
See Tasks 1-2
$0,000
$71,000
Task 9
— Landscape and Irrigation
See Tasks 1-4
$10,000
$59,000
Total Compensation
$95,000
$1,321,000
City of Coppell Page 4 of 5 Halff Associates, Inc
Beltline Road (IH -635 to Southwestern) August 16, 2020
IL COMPENSATION SUMMARY — BELTLINE ROAD
Basic Services (Lump Sum)
Amount
Task 1 — 30% Construction Plans
$371,000
Task 2 — 70% Construction Plans
$299,500
Task 3 — 90% Construction Plans
$183,000
Task 4 — 100% Construction Plans
$54,000
Task 7 — Traffic Engineering
$118,000
Task 9 — Landscape and Irrigation
$59,000
Total Basic Services:
$1,084,500
Special Services (Hourly Not -to -Exceed)
Amount
Task 5 — Construction Administration & Record
Drawings
$101,000
Task 6 — Right of Way Documents
$64,500
Task 8 — SUE and Franchise Utility Conflict Analysis
$71,000
Total Special Services:
$236,500
City of Coppell Page 5 of 5 Halff Associates, Inc
Beltline Road (I1-1-635 to Southwestern) August 16, 2020
C',P FE L
File ID: 2020-5255
Version: 1
City of Coppell, Texas
Master
File Number: 2020-5255
Type: Agenda Item
Reference:
File Name: MacArthur Blvd. Trail Change Order
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status:
Consent Agenda
In Control:
Parks and
Recreation
File Created:
08/18/2020
Final Action:
Title: Consider approval of a Change Order with Irri-Tech, LLC in the amount of
$40,300.00 as provided for in the CRDC fund balance; for additional
irrigation re-routing and repairs on the MacArthur Boulevard Trail project; and
authorizing the City Manager to sign any necessary documents.
Notes:
Sponsors:
Attachments: Memo.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5255
Title
Consider approval of a Change Order with Irri-Tech, LLC in the amount of $40,300.00 as
provided for in the CRDC fund balance; for additional irrigation re-routing and repairs on the
MacArthur Boulevard Trail project; and authorizing the City Manager to sign any necessary
documents.
Summary
See attached memo.
Fiscal Impact:
Funds will be provided by the CRDC Fund Balance for this change order.
Staff Recommendation:
City of Coppell, Texas Page 1 Printed on 8/21/2020
Master Continued (2020-5255)
The Parks and Recreation Department recommends approval.
Goal Icon:
S ust iiiinu llt:llle City G veirunuurneinut
City of Coppell, Texas Page 2 Printed on 8/21/2020
MEMORANDUM
To: Mayor and City Council
From: John Elias, Park Projects Manager
Via: Brad Reid, Director of Parks and Recreation
Date: August 25, 2020
Reference: Consider approval of a Change Order with Irri-Tech, LLC in the amount of $40,300 for
additional irrigation re-routing and repairs on the MacArthur Blvd. Trail project; and
authorizing the City Manager to sign and execute any necessary documents
2030: Sustainable City Government Strategy: Excellent and Well -Maintained City
Infrastructure and Facilities.
General Information:
• Irri-Tech was contracted in April 2020 to make irrigation repairs and main -line re-routing on a
2.1 mile trail project.
• The original contract was for $25,520.
• This change order is for an additional $40,300.
• This contract will go over $50,000, which requires Council approval.
• Funds are provided through the CRDC fund balance.
Introduction:
At the March 24, 2020 City Council meeting, staff presented a project plan for the MacArthur Blvd.
Trail Project that would utilize interlocal agreements to contract tree planting services and irrigation
repairs separate from the Ed Bell Construction amount of $1,198,488. We estimated $25,000 for
tree planting and $40,000 for irrigation re-routes and repairs. We anticipated damaging the Lakes
of Coppell HOA irrigation system while widening the sidewalk from 4' to 8'. The damage to the
irrigation system was extensive near the intersections of Waterside and Laguna, requiring $24,600
for repairs. We anticipate $15,700 for irrigation main line re-routes and repairs to cover the balance
of the project. The project is approximately 65% completed to date. The original funding allocation
for this project was $2,100,000.
Legal Review:
Agenda item does not require legal review.
Fiscal Impact:
The fiscal impact of this agenda item is $40,300, as provided for in the CRDC fund balance.
Recommendation:
The Parks and Recreation Department recommends approval of this item.
City of Coppell, Texas
C',P FE L
File ID: 2020-5256
Version: 1
File Name: ROMC Change Order
Master
File Number: 2020-5256
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Consent Agenda
In Control: Parks and
Recreation
File Created: 08/18/2020
Final Action:
Title: Consider approval of a Change Order with Terracon, for materials testing on
the Rolling Oaks Memorial Center expansion project, in the amount of
$15,826, which will be funded by the General Fund and reimbursed by future
Cemetery revenues; and authorizing the City Manager to sign any necessary
documents.
Notes:
Sponsors:
Attachments: Memo.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5256
Title
Consider approval of a Change Order with Terracon, for materials testing on the Rolling Oaks
Memorial Center expansion project, in the amount of $15,826, which will be funded by the
General Fund and reimbursed by future Cemetery revenues; and authorizing the City Manager
to sign any necessary documents.
Summary
See attached memo.
Fiscal Impact:
Funds will be provided by the General Fund, to be repaid by the Cemetery Fund, for this change
order.
City of Coppell, Texas Page 1 Printed on 8/21/2020
Master Continued (2020-5256)
Staff Recommendation:
The Parks and Recreation Department recommends approval.
Goal Icon:
S ust iiiinu llt:llle City G veirunuurneinut
City of Coppell, Texas Page 2 Printed on 8/21/2020
MEMORANDUM
To: Mayor and City Council
From: John Elias, Park Projects Manager
Via: Brad Reid, Director of Parks and Recreation
Date: August 25, 2020
Reference: Consider approval of a Change Order with Terracon, for materials testing on the
Rolling Oaks Memorial Center expansion project, in the amount of $15,826, which
will be funded by the General Fund and reimbursed by future Cemetery revenues; and
authorizing the City Manager to sign and execute any necessary documents.
2030: Sustainable City Government Strategy: Excellent and Well -Maintained City
Infrastructure and Facilities.
General Information:
• Terracon was contracted in February 2020 to perform materials testing on the ROMC expansion
project.
• The original contract was for $43,599.
• This change order is for an additional $15,826.
• The increase will cause the contract to exceed $50,000, which requires Council approval.
Introduction:
At the December 10, 2019 City Council meeting, staff presented a project budget that included an
estimate of $50,000 for materials testing for the Rolling Oaks Memorial Center expansion project.
A contract was signed with Terracon for $43,599 to perform the materials testing in January 2020.
The contract with Terracon is a professional services contract based on hourly rates and trip
charges. The general contractor for the project has had to pour more smaller concrete pours than
expected and Terracon has had to make more testing trips than anticipated. The ROMC expansion
project is approximately 65% completed at this time, the additional $15,826 will be enough to
complete the materials testing for the balance of the project. The additional $9,425 needed over and
above the $50,000 project budget for materials testing will be made up through savings in FF&E or
the General Fund will loan the Cemetery the money to cover the overage. Future Phase II cemetery
property sales will provide the funding to reimburse the General Fund.
Legal Review:
Agenda item does not require legal review.
Fiscal Impact:
The fiscal impact of this agenda item is $15,826.00, as provided for in the General Fund.
Recommendation:
The Parks and Recreation Department recommends approval of this change order.
C',P FE L
File ID: 2020-5257
Version: 1
File Name: Water Truck
City of Coppell, Texas
Master
File Number: 2020-5257
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Consent Agenda
In Control: Parks and
Recreation
File Created: 08/18/2020
Final Action:
Title: Consider approval of a bid and issue a purchase order to acquire a 2021
Freightliner M2-106 SRA 2,000 -gallon water tank truck for Parks Operations
in the amount of $116,717.26 from Houston Freightliner contract pricing
through HGAC Contract No. HT06-18, as budgeted, and authorizing the City
Manager to sign any necessary documents.
Notes:
Sponsors:
Attachments: Memo.pdf, HGAC Worksheet.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5257
Title
Consider approval of a bid and issue a purchase order to acquire a 2021 Freightliner M2-106
SRA 2,000 -gallon water tank truck for Parks Operations in the amount of $116,717.26 from
Houston Freightliner contract pricing through HGAC Contract No. HT06-18, as budgeted, and
authorizing the City Manager to sign any necessary documents.
Summary
See attached memo.
Fiscal Impact:
Funds have been budgeted in the General Fund, Park Operations for this purchase.
City of Coppell, Texas Page 1 Printed on 8/21/2020
Master Continued (2020-5257)
Staff Recommendation:
The Parks and Recreation Department recommends approval.
Goal Icon:
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City of Coppell, Texas Page 2 Printed on 8/21/2020
C,OPPELL
. ....... . . . ....
MEMORANDUM
To: Mayor and City Council
From: Lloyd Mauch, Park Operations Manager
Via: Brad Reid, Director of Parks and Recreation
Date: August 25, 2020
Reference: Consider approval of a bid and issue a purchase order to acquire a 2021 Freightliner
M2-106 SRA 2,000 -gallon water tank truck for Parks Operations in the amount of
$116,717.26 from Houston Freightliner contract pricing through HGAC Contract No.
HT06-18, as budgeted, and authorizing the City Manager to sign any necessary
documents.
2030: Sustainable City Government: Excellent and Well -Maintained City Infrastructure and
Facilities
General Information:
• Specialized equipment to safely water roadside and non -irrigated plant material.
• Funding is included in the FY 2019-20 budget.
• Contract pricing obtained through HGAC cooperative purchasing program.
• HGAC Contract No. HT06-18.
Introduction:
Parks Operations and Fleet Services worked closely together to select a water delivery unit that could
reduce downtime, improve efficiency and provide a safe system for watering roadside and other park,
median and building landscapes. Currently, staff utilizes a 300 -gallon water tank mounted on a pull
behind trailer to apply supplemental water to plants based on the individual plant watering needs. This
unit must be attached to a transport vehicle and requires frequent trips to refill due to low capacity and
it cannot be used for high-volume high-pressure turf grass spray watering. This request is for the
purchase of a 2000 -gallon self-contained water truck with multiple spray nozzle options, cameras,
safety lights and attached safety directional arrow -board. This water truck will provide a safe, efficient
and effective way to sustain the various City landscapes that require supplemental watering practices,
helping to get them through periods of drought.
Analysis:
The City has invested a great deal in the creation of beautiful and diverse landscapes throughout our
system. Not all trees have bubbler systems nor are they sufficiently watered with pop up irrigation
heads during drought conditions. The ability to supplemental water based on individual plant needs is
key to sustaining our beautiful landscapes. Having a 2000 -gallon water tank versus a 300-galllon
trailer mounted water tank will allow us to be extremely efficient. Multiple spray nozzles give us the
flexibility we need to establish new sod in locations such as the new High School connector trail_ In
addition, it is the intent to work with the Public Works Department when required fire hydrant
flushings are necessary around town to capture some of that water in the 2000 -gallon tank
and re -purpose it on our landscapes. Consequences of not funding this purchase include the
inability to be more efficient and effective in our supplemental watering practices, increased
operating costs and reduced service levels to our community. Additionally, Fleet Services and
the department's safety representative recommend a safer traffic control system for employees to
deliver supplemental water while on roadways.
Legal Review:
Agenda item did not require legal review
Fiscal Impact:
The fiscal impact is $116,717.26
Recommendation:
The Parks and Recreation Department recommends approval of this item.
2
HGACBuyCONTRACT PRICING WORKSHEET
For MOTOR VEHICLES Only
Contract 1 HT06-20
No.:
Date 8/18/2020
Prepared:
This Worksheet is prepared by Contractor and given to End User. If a PO is issued, both documents
MUST be faxed to H -GAC @ 713-993-4548. Therefore please type or print legibly.
Baying :City of Coppell
Agency:
Contractor: :Houston Freightliner
Contact :Mark Brochtrup
Person:
Prepared :Adam Neuse
By:
Phone: :972-462-5175
Phone: :713-580-8148
Fax:
Fax: :713-676-1603
Email:
Email: : adam.neuse@strhouston.com
Product D5
Code:
Description: :2021 Freightliner M2-106 SRA
A. Product Item Base Unit Price Per Contractor's H -GAC Contract: 62072
B. Published Options - Itemize below - Attach additional sheet(s) if necessary - Include Option Code in description if applicable.
(Note: Published Options are options which were submitted and priced in Contractor's bid.)
Description Cost Description Cost
B6.7 220 HP 600 LB FT TQ ENGINE 1152 2 1/2 lb. Fire Extinguisher 28
10,000 LB FRONT SUSPENSION. ;16 LHRH Electric poor Locks 74
11/32x3 -1/2x10-3/16" Frame 120KSI 398 Basic High Back 'Air Driver Seat , 159
3 Piece Painted Steel Front Bumper 49 2 Man Passenger; Seat 144
Front Tow Hooks Sb Adjustable Steering Column 359
LH 80 Gallon Fuel Tank 218 AM/FM/WB Radio with Bluetooth 368
Air Cab Mounts : 91, Two Aux Rocker Switch on Dash : 114
LED Marker Lights 26 Battery Disconnect MTD LH of Driver Seat 150
Daytime Running Lights 14 252" Wheelbase 1034
Dual West Coast Mirrors w/LH-RH Remote 215 Curry Supply 2,000 Gallon Water Truck Tank 39486.26
LHRH Electric Windows 164 Subtotal From Additional Sheet(s):
Smart Switch Expansion Module 1491 Subtotal B: i 44464.26
C. Unpublished Options - Itemize below / attach additional sheet(s) if necessary.
(Note: Unpublished options are items which were not submitted and priced in Contractor's bid.)
Description Cost Description Cost
Allison 2500 RDS Auto Trans 1463 Manual Dump for Air suspension 240
MXL 17T MERITOR Extended Lube Main Driveline 488 Subtotal From Additional Sheet(s):
IF Subtotal C: 1 2191
Check: Total cost of Unpublished Options (C) cannot exceed 25% of the total of the Base Unit:
Price plus Published Options (A+B). For this transaction the percentage is: 2%
D. Total Cost Before Any Applicable Trade -In / Other Allowances / Discounts (A+B+C)
Quantity Ordered: -1 X Subtotal of A + B + C: 108727.26 = Subtotal D: i 108727.26
E. H -GAC Order Processing Charge (Amount Per Current Policy) Subtotal E:: 1000
F. Trade -Ins / Special Discounts / Other Allowances / Freight / Installation / Miscellaneous Charges
Description Cost
Description Cost
Freight to Coppell 924
Vulcan Scale Install 3441
1 Year Towing Coverage 200
Wheelbase Change 2425
Subtotal F:6990
Delivery Date::
G. Total Purchase Price (+F): 116717.26
D+E
City of Coppell, Texas
C',P FE L
File ID: 2020-5242
Version: 1
File Name: DFW License Agreement
Master
File Number: 2020-5242
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Consent Agenda
In Control: Fire
File Created: 08/17/2020
Final Action:
Title: Consider approval to enter into a License Agreement with Dallas Fort Worth
International Airport to allow the placement of one Outdoor Warning Siren on
DFW property located within the City limits of Coppell; authorizing the City
Manager to sign any necessary documents.
Notes:
Sponsors:
Attachments: Staff Memo-DFW License Agreement for OWS.pdf,
Coppell Siren Installation DFW License.pdf, Coppell
Siren Installation - License Exhibit A.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5242
Title
Consider approval to enter into a License Agreement with Dallas Fort Worth International
Airport to allow the placement of one Outdoor Warning Siren on DFW property located within
the City limits of Coppell; authorizing the City Manager to sign any necessary documents.
Summary
See attached staff memo.
Fiscal Impact:
There is no fiscal impact of this agenda item.
Staff Recommendation:
The Fire Department recommends this agenda item.
City of Coppell, Texas Page 1 Printed on 8/21/2020
Master Continued (2020-5242)
Goal Icon:
S ust iiiinu llbllle City Goveirinirneirit
City of Coppell, Texas Page 2 Printed on 8/21/2020
C�QPPELL ��,,I��
Yfl
MEMORANDUM
To: Mayor and City Council
From: Kevin Richardson, Fire Department
Date: August 25, 2020
Re: Consider approval to enter into a License Agreement with Dallas Fort Worth
International Airport to allow the placement of one Outdoor Warning Siren on DFW
property located within the City limits of Coppell; authorizing the City Manager to sign
and execute any necessary documents.
2030: Sustainable City Government
Introduction:
This agenda item is being presented for approval to enter into a License Agreement with the Dallas
Fort Worth International Airport Board to allow placement of an outdoor warning siren on property
owned by DFW Airport but located within the city of Coppell near Royal Lane and Technology
Boulevard; and authorizing the City Manager to sign and execute any necessary documents.
Analysis:
The goal coverage for the Outdoor Warning System is an estimated 15 dBA above the average
ambient sound level. An Outdoor Warning System Sound Study Report was prepared for the Coppell
Fire Department by Behrens and Associates, Inc. dated March 1, 2018. One of the sampling sites was
located near the intersection of Royal Lane and Technology Boulevard. Results from the study
indicated that additional infrastructure was required to provide adequate warning capability in that
area. The DFW Airport property was identified as the most suitable location for the installation of
outdoor warning infrastructure. If not approved, the City will not be able to provide adequate outdoor
warning coverage for the workers and public in the adjacent mixed-use area which includes the Postal
Service's bulk -mail distribution center, Amazon distribution, and several other business with highly
mobile and potentially exposed workers.
Legal Review:
The license agreement has been reviewed by legal staff.
Fiscal Impact:
There is no fiscal impact of this agenda item.
Recommendation:
The fire department recommends the approval of and execution of the license agreement allowing
installation of already purchased outdoor warning infrastructure in the immediate future.
DALLAS FORT WORTH INTERNATIONAL AIRPORT BOARD
LICENSE
The Dallas Fort Worth International Airport Board (hereinafter called "Licensor" or "Board")
hereby grants to the City of Coppell, Texas (hereinafter called "Licensee") the hereinafter described
privilege, in accordance with the terms and conditions set forth in this agreement ("License") below:
(1) LICENSEE:
(2) LICENSEE'S ADDRESS:
(3) PRIVILEGE (including property
description):
(4) RENTS AND FEES:
(5) EFFECTIVE DATE:
(6) EXPIRATION DATE:
(7) SPECIAL TERMS AND
CONDITIONS:
City of Coppell, Texas
255 E. Parkway Blvd.
Coppell, TX 75019
To occupy and use that portion of property located
on Dallas Fort Worth International Airport ("Airport")
designated by Licensor and more particularly
described in Exhibit "A" attached hereto (the
"Designated Operating Area") for the purpose of
installing and maintenance of an outdoor warning
siren and apparatus.
N/A
September 1, 2020
August 31, 2060, or as earlier terminated herein.
N/A
GENERAL TERMS AND CONDITIONS
USE OF AIRPORT
License. For and in consideration of the payment of the rents and fees as set forth herein,
Licensee shall have the NON-EXCLUSIVE right to use the Designated Operating Area described
herein for the limited privileges set forth herein, and none other.
No Leasehold Interest. Licensee acknowledges that this License is not a lease, that there
are no leased premises, and that this License does not create a leasehold interest in any part of
the Airport.
No Warranties of Suitability. Licensee acknowledges that Licensor has made no
representations whatsoever concerning the suitability of any Airport property or facilities for the
exercise of the above -stated privileges.
Ingress and Egress. Licensee, its employees, invitees and those doing business with it
shall have the right of ingress and egress to the Designated Operating Area, subject to applicable
parking fees, traffic regulations, and other operational rules prescribed by the Board.
Nuisances and Board Rules. Licensee, its employees, invitees, and those doing business
with it shall conduct its operations in such a manner so as not to annoy, disturb or be offensive to
others at the Airport, and shall maintain the Designated Operating Area in a clean and orderly
manner as prescribed by Licensor. Licensee shall obey all rules and regulations of the Board as
same may be amended from time to time.
Repairs and Improvements. Licensee shall promptly repair or replace any property of the
Licensor damaged by Licensee's operations hereunder, and shall be responsible for maintenance
of the Designated Operating Area. Licensee shall make no improvements or alterations to
Licensor's property without prior approval, in writing, by the Vice President of Commercial
Development and without going through all of Licensor's required plan review and
permitting processes and obtaining all necessary approvals and permits. Furthermore,
Licensee shall be solely responsible at its sole cost and expense for canceling and discharging any
mechanics' or materialmens' liens that may be filed or attempted to be filed against the Designated
Operating Area and shall release and indemnify Licensor and Cities against any cost or claims
associated with canceling or discharging such liens. Licensor or its agents shall have the right at
any reasonable time to inspect Licensee's activities pursuant to this License. Licensee shall be
solely responsible, at its expense, for properly determining and verifying the location of any utilities
or infrastructure in or around the Designated Operating Area, and for properly protecting and/or
relocating utilities and infrastructure, including without limitation, those owned or controlled by
Board or any other third parties. Any information provided by Licensor regarding the location of
any utilities or infrastructure, whether within the Designated Operating Area or elsewhere, is for
general information only and shall not relieve the Licensee of the above -stated obligation to
independently determine and verify the location of such utilities or infrastructure.
COMPLIANCE WITH APPLICABLE LAWS
General. Licensee shall pay all taxes, fees and excises which may be assessed, levied,
exacted or imposed on its property or operations hereunder, and shall make all applications,
reports, and returns required in connection therewith. Licensee shall procure all licenses,
City of Coppell — Outdoor Warning Siren Page 2 of 18
certificates, permits or other authorization from all governmental authorities, if any, having
jurisdiction over the operations of Licensee at the Airport which may be necessary for Licensee's
installations and operations. Upon request by the Board, Licensee shall verify amounts of taxes
paid, and all licenses, permits or other authorizations procured. Licensee shall promptly comply
with the provisions of any and all present and future governmental laws, rules, regulations,
requirements, orders and directions and specifically including all rules and regulations of the Board
which may pertain or apply to Licensee's installations and operations at the Airport, including the
requirements of the Americans with Disabilities Act. Licensee's obligations to comply with
governmental requirements are provided herein for the purpose of assuring proper safeguards for
the protection of persons and property and are not to be construed as a submission by Licensor to
such requirements or any of them.
Non -Discrimination. It is the policy of the Board that Minority-owned and Women -owned
Business Enterprises (M/WBEs) shall have the maximum practicable opportunity to participate in
the awarding of Board contracts. Licensee agrees to make a good faith effort to provide maximum
opportunity for the consideration and use of M/WBEs in the contracting, subcontracting and
purchasing activities associated with this License and to abide by all applicable provisions of the
Board's M/WBE Program. Licensee further agrees that no person shall be excluded from
participation in, denied the benefits of, or otherwise discriminated against in connection with
Licensee's activities pursuant to any Board contract because of race, color, religion, national origin,
sex, age, handicap or political belief or affiliation. Licensee shall conduct all of its activities in
compliance with and pursuant to Title 49, Part 21 of the Code of Federal Regulations
(Nondiscrimination in Federally -Assisted Programs of the Department of Transportation -
Effectuation of Title VI of the Civil Rights Act of 1964), as said regulations may be amended.
Licensee shall maintain and, upon demand, make available to an authorized representative of
Licensor copies of any and all agreements it has made with suppliers, employees or customers, or
any other agreements concerning Licensee's operations at the Airport.
ENVIRONMENTAL MATTERS
As used in this License, the term
(a) "Environmental Impact Claim" means any claim, suit, judgment, penalty, fine,
loss, administrative proceeding, order, agreed order or citation by any governmental agency, or
expense (including but not limited to any necessary and documented costs of investigation, study,
cleanup, removal, response, remediation, transportation, disposal, restoration, monitoring,
consultant's fees, contractor's fees, and attorney's fees) which arises in whole or in part out of,
alleges, or is based on the presence, transportation, handling, treatment, storage, or actual or
threatened Release of any Hazardous Materials, Process Water, or Solid Waste, in, on, or into the
environment, including but not limited to surface and subsurface soils, air, waters, or groundwater
by Licensee, or by third parties under Licensee's direction and control, on, at or from the Designated
Operating Area or the Airport, during or arising from Licensee's occupancy or use of the Designated
Operating Area or the Airport under this License. For purposes of this License, Environmental
Impact Claim shall exclude any and all personal injury, wrongful death, product liability and
environmental justice claims.
(b) "Environmental Indemnitees" means the Board, the Cities of Dallas and Fort
Worth, Texas (the "Cities") and their respective officers, directors, employees, agents and councils.
(c) "Environmental Laws" shall mean all applicable existing and future laws
relating to the management, disposal or Release of Hazardous Materials, Process Water, or Solid
City of Coppell — Outdoor Warning Siren Page 3 of 18
Waste, including, without limitation, all applicable federal, state and local statutes, regulations,
ordinances,
permits, codes, orders, memoranda of agreement, federal or state approved Conformity Plans,
Conformity Determinations, or Conformity Analyses, and any other governmental requirements,
including but not limited to those related to discharge of Process Water or other pollutants into the
waters of the United States, and/or waters of the State of Texas, and any applicable environmental
duties or requirements arising out of common law.
(d) "Hazardous Materials" means any "hazardous substance," "pollutant or
contaminant," "regulated substance," "petroleum substance," and "waste" as those terms are
defined now or in the future in the Comprehensive Environmental Response Compensation and
Liability Act ("CERCLA"), the Clean Water Act, the Texas Water Code, and the Texas Health &
Safety Code, amendments thereto, and regulations promulgated pursuant thereto, including but
not limited to (i) asbestos or asbestos -containing materials; (ii) "PCB items" or "PCB -Contaminated
Electrical Equipment," used oil filters, batteries or tires, and underground or aboveground storage
tanks and associated equipment; and (iii) "hazardous waste" as now or in the future defined by the
Resource Conservation and Recovery Act ("RCRA"), Texas Solid Waste Disposal Act, or the Texas
Health & Safety Code, amendments thereto, and regulations promulgated pursuant thereto.
(e) "Process Water" means water which contains pollutants from any point
source subject to permit requirements or subject to the Texas Pollutant Discharge Elimination
System, the National Pollutant Discharge Elimination System, the Clean Water Act, or the Texas
Water Code, amendments thereto, and regulations promulgated pursuant thereto.
(f) "Release" means any depositing, spilling, leaking, pumping, pouring,
emitting, emptying, discharging, injecting, escaping, leaching, dumping, or disposing into the
environment or threat of release such that a release may enter the environment. For purposes of
this License, Release shall not include the mere migration of contamination which may exist or may
have existed but which is proved by Licensee to be unrelated to Licensee's (or third parties under
Licensee's direction and control) use of or operations at the Designated Operating Area or the
Airport.
(g) "Solid Waste" shall have the same meaning as in the Resource Conservation
and Recovery Act, the Texas Health and Safety Code, and the Texas Solid Waste Disposal Act.
Licensee Representations and Warranties. Licensee represents, warrants, and covenants
the following:
(a) Licensee has obtained and throughout the term of this License shall obtain
and maintain all licenses, permits, exemptions, registrations and other authorizations required
under Environmental Laws and shall provide any notices required under Environmental Laws for
conducting its operations or related activities (e.g., waste generation) at the Designated Operating
Area or the Airport. Licensee shall require its sublicensees and contractors to obtain and maintain
all licenses, permits, exemptions, registrations and other authorizations required under
Environmental Laws for conducting operations at the Designated Operating Area or the Airport.
(b) Licensee shall comply and shall cause all its employees to comply, and shall
exercise its best efforts to cause its agents, contractors, sublicensees or other third parties under
Licensee's direction and control to comply, and shall include in all sublicenses a provision requiring
the sublicensee to comply and all employees, contractors, sublicensees or other third parties under
sublicensee's control to comply with all Environmental Laws pertaining to Licensee's (and including
City of Coppell — Outdoor Warning Siren Page 4 of 18
third parties under Licensee's direction and control) use of and operations at the Designated
Operating Area or the Airport.
(c) Licensee shall comply and shall require its employees to comply, and shall
exercise its best efforts to cause its agents, contractors, sublicensees or other third parties under
Licensee's direction and control to comply with all applicable Board policies, rules, regulations,
permits, and applicable Board plans, e.g., Deicing and Snow and Ice Plans, pertaining to Licensee's
(and including third parties under Licensee's direction and control) use of and operations at the
Designated Operating Area or the Airport.
(d) Licensee shall not cause, contribute to, or permit (i) any Release of any
Hazardous Materials, Solid Waste, or Process Water by Licensee or its employees, agents,
contractors, sublicensees or other third parties under Licensee's direction and control, on, at, or
from the Designated Operating Area or the Airport if (as is reasonably determined by the Board or
any governmental agency) that Release is or may be unlawful; or (ii) any violation of any
Environmental Law(s) as a result, in whole or in part, of Licensee's (and including third parties
under Licensee's direction and control) use of or operations at the Designated Operating Area or
the Airport.
(e) Licensee shall handle, use, store, discharge, or otherwise manage (and shall
require its employees, and shall exercise its best efforts to require its agents, contractors,
sublicensees, or other third parties under Licensee's direction and control to handle, use, store,
discharge, or otherwise manage) any Hazardous Materials, Process Water, or Solid Waste on, at
or from the Designated Operating Area or the Airport in a lawful and prudent manner and so as to
prevent (i) the unlawful Release of any Hazardous Materials, Process Water, or Solid Waste, or (ii)
any Release (as is reasonably determined by the Board or any appropriate governmental agency)
that does or may pollute or contaminate the environment or that may adversely affect the health,
welfare, or safety of persons, whether located on the Designated Operating Area or the Airport.
Without limiting the foregoing, Licensee shall not conduct, or allow any employee, agent, contractor,
sublicensee or other third party under Licensee's direction and control to conduct, any operations
or activities involving the use or application of ethylene glycol, propylene glycol, or any other
substance in the de-icing or anti -icing of aircraft at any location on the Designated Operating Area
or the Airport except with the prior written consent of the Board and in accordance with all applicable
Board policies, rules, regulations, permits and Board plans, e.g., Deicing or Snow and Ice Plans.
(f) Licensee shall remove and dispose of, and shall require its employees, and
shall exercise its best efforts to require its agents, contractors, sublicensees, or any other third
party under Licensee's direction and control to remove and dispose of, any Solid Waste or
Hazardous Materials located at the Designated Operating Area at the termination of this License,
or as sooner required by Environmental Laws or this License, at no cost to Board and in a lawful,
prudent, and timely manner, subject to the limitations of the Rebuttable Presumption paragraph of
this section.
Right of Entry and Inspection. The Board shall have the full right at all reasonable times,
and in Board's sole discretion, to enter the Designated Operating Area for the purpose of
conducting an inspection, assessment, investigation, and/or regulatory compliance audit of the
Designated Operating Area and/or Licensee's operations at or use of the Designated Operating
Area, including operations of Licensee's employees, agents, contractors, sublicensees, or any
other third party under Licensee's control. The Board or its authorized agents may perform testing
of the Designated Operating Area as needed, including test borings of the ground and chemical
analyses of air, soil, water, Process Water, and waste discharges. The Board will provide advance
City of Coppell — Outdoor Warning Siren Page 5 of 18
written notice, including at least twenty-four (24) hours notice of planned intrusive testing, to
Licensee to the extent practical under the circumstances, except in case of emergencies, when
notice shall not be required. Licensee shall have the right to accompany the Board when any such
testing is performed, and Licensee shall have the right to obtain, at Licensee's expense, split
samples and copies of all non -privileged results of such testing, including any non -privileged
reports. Licensee shall cooperate (and shall require its employees and shall exercise its best efforts
to require its agents, contractors, sublicensees, or any other third party under Licensee's direction
and control to cooperate) in allowing prompt reasonable access to the Board to conduct such
inspection, assessment, audit or testing. In the exercise of its rights under this section, the Board
shall not unreasonably interfere with Licensee's use and occupancy of the Designated Operating
Area pursuant to the provisions of this License. Licensee remains solely responsible for its
environmental compliance, notwithstanding any Board inspection, audit, or assessment.
Right to Notify Authorities. The Board reserves the right to notify and/or consult any
appropriate governmental authority or agencies regarding conditions of or on the Designated
Operating Area and/or concerns relating to Licensee's operations at or use of the Designated
Operating Area, including operations of Licensee's employees, agents, contractors, sublicensees,
or any other third party under Licensee's control, if the Board reasonably believes those conditions
or operations do or may violate applicable Environmental Laws, may pollute or contaminate the
environment, or may adversely affect the health, welfare, or safety of persons, whether located on
the Designated Operating Area or elsewhere. If the Board so notifies and/or consults such
governmental authority or agencies, the Board shall notify Licensee, via its designated
representative for environmental matters at the Airport, of such action within twenty-four (24) hours
by verbal report in person or by telephone, electronic mail, or facsimile transmittal, to be confirmed,
to the fullest extent practicable, within seventy-two (72) hours by written notice to Licensee of such
notification and/or consultation, along with copies of all documents related to such notification
and/or consultation, excluding legally privileged documents. The Board shall also provide
Licensee's designated representative, as soon as practicable, with written notice of all subsequent
substantive communications with the government authority or agencies with regard to the matter,
including copies of all related correspondence or other documents sent to or received by the Board,
excluding legally privileged documents.
Information to be Provided to Board. If Licensee receives any notice, correspondence,
citation, order, warning, complaint, inquiry, claim or demand that is not legally privileged, made
confidential by applicable law, or protected as trade secrets (i) concerning any alleged Release of
Hazardous Materials, Solid Waste, or Process Water at, on, or from the Designated Operating Area
or the Airport, or into the environment from the Designated Operating Area or the Airport, or (ii)
alleging that Licensee or any employee, agent, contractor, sublicensee, or any other third party
under Licensee's direction and control has violated or is about to violate any Environmental Law(s)
pertaining to Licensee's (and including third parties under Licensee's direction and control)
operations at or use of the Designated Operating Area or the Airport, or (iii) asserting that Licensee
is liable for the cost of remediation or investigation of a Release of Hazardous Materials, Solid
Waste and/or Process Water on, at, or from the Designated Operating Area or the Airport, Licensee
shall immediately, but not later than five (5) days after Licensee's receipt, provide written notice to
the Board's Chief Executive Officer or designee of the same, including a copy of any related
documents.
Licensee shall provide to the Board's Chief Executive Officer or designee, simultaneously
with its submittal to any governmental agency, a complete copy (including exhibits and
attachments) of any reports or notices required by Environmental Laws, and which are not legally
privileged, made confidential by applicable law, or protected as trade secrets, regarding (i) alleged
failure to comply with any Environmental Laws arising out of Licensee's past or present operations
City of Coppell — Outdoor Warning Siren Page 6 of 18
at or use of the Designated Operating Area or the Airport, and/or (ii) the Release of any Hazardous
Materials, Process Water, and/or Solid Waste, in, on, or into the environment arising out of
Licensee's past or present operations at or use of the Designated Operating Area or the Airport.
In addition, Licensee, at the request of the Board, shall make available for inspection and
copying at Licensee's expense, within five (5) business days of Licensee's receipt of written request
or upon other reasonable notice and at reasonable times, any or all of the substantive documents
and materials (excepting those documents or materials that are legally privileged, made confidential
by applicable law, or otherwise protected as trade secrets) that Licensee has prepared or caused
to be prepared pursuant to any Environmental Laws or submitted to any governmental agency
pertaining to the environmental compliance status of Licensee's operations at or its use of the
Designated Operating Area or the Airport, including without limitation any and all records, test
results, studies and/or other documentation regarding environmental conditions relating to the use,
storage, or treatment of any Hazardous Materials and/or Solid Waste by Licensee on or under the
Designated Operating Area or the Airport.
Licensee shall also provide the Board with reasonable advance notice of any scheduled
meeting between Licensee and any governmental agency regarding, in whole or in part,
compliance or alleged non-compliance with Environmental Laws of the Designated Operating Area
or Licensee's (including its employees and third parties under its direction and control) use of or
operations at the Designated Operating Area or the Airport.
The requirements of this section shall apply throughout the term of this License and until
Licensee's obligations with respect to the Designated Operating Area are extinguished.
Response and Compliance Actions. Without limiting the indemnity obligations of the
Environmental Indemnification paragraph of this License, if (i) the Designated Operating Area or
other property is or becomes contaminated or otherwise damaged or injured (as is reasonably
determined by the Board or any governmental agency) as a result of a Release of Solid Waste or
Hazardous Materials on, at, or from the Designated Operating Area or the Airport by Licensee or
by its employees, agents, contractors, sublicensees, or any other third party under Licensee's
direction and control, or (ii) at any time during the term of this License, or as determined by any
regulatory compliance audit, environmental testing, investigation, or Concluding Environmental
Assessment conducted pursuant to the Concluding Environmental Assessment paragraph of this
section, any environmental contaminants or pollutants are discovered in, on, under or from the
Designated Operating Area (a) in excess of allowable levels established by applicable federal, state
and local laws and regulations, or (b) that create or threaten to create an immediate or substantial
threat to human health or the environment (as is reasonably determined by the Board or any
governmental agency), or (c) that are required to be moved, cleaned up, or remediated by any
applicable federal, state, or local law, regulation, code, standard or order, then Licensee at its sole
cost and expense shall promptly control any such Release or contamination and shall immediately
take all actions necessary or required to mitigate any immediate threat to human health or the
environment. Licensee shall then undertake any further repairs or corrective actions, in a timely
manner and in full compliance with Environmental Laws, as necessary to remove or remediate
contamination, to protect the public health and safety and the environment from actual or potential
harm, and to bring the Designated Operating Area or other affected property into compliance with
all applicable Environmental Laws and other applicable regulatory requirements in effect as of the
date thereof.
If, as is reasonably determined by the Board, Licensee (1) does not take immediate or other
timely action as necessary to mitigate or prevent any imminent actual or potential threat to human
health or the environment, (2) does not perform or complete all necessary repairs, corrective
City of Coppell — Outdoor Warning Siren Page 7 of 18
actions or remediation required pursuant to this section or by applicable Environmental Laws, all
within a reasonable time as determined by the Board or any government regulatory agency with
jurisdiction over the work required herein, or (3) fails to comply with any applicable Environmental
Laws that subject the Board, the Cities, or their respective officers, directors, councils, agents, or
employees to on-going potential fines or other liability, then the Board, in addition to its rights and
remedies described elsewhere in this License, at its election, may enter the Designated Operating
Area and take whatever reasonable action the Board deems necessary and/or appropriate to
protect the public health and safety, to protect the environment from actual or potential harm, and/or
to protect the Designated Operating Area and the Airport from any material impairment to their
value. In the exercise of its rights under this section, the Board shall not unreasonably interfere
with Licensee's use and occupancy of the Designated Operating Area.
Correction of Environmental Non -Compliance. In the event that Licensee is in alleged non-
compliance with any applicable Environmental Laws (as is reasonably determined by the Board or
any governmental agency with enforcement authority regarding such alleged non-compliance) and
provided that the situation or condition in question does not, as determined by the Board in its
reasonable discretion, either (1) require immediate action to prevent or mitigate contamination,
harm to human health or the environment, or material impact to property value, or (2) subject the
Board, the Cities, or their respective officers, directors, councils, agents, or employees to on-going
potential fines or other liability, then the Board agrees to notify Licensee in writing of the alleged
non-compliance and shall require Licensee to address such non-compliance within thirty (30) days
of Licensee's receipt of that notice. Within that thirty (30) day period, Licensee shall have the
opportunity to take whatever reasonable action is necessary, subject to approval by the Board, to
correct such non-compliance, or provide the Board a binding commitment to do so within a
reasonable time. Licensee shall also have the right during that thirty (30) day period to challenge,
in accordance with the dispute resolution provisions of the Dispute Resolution paragraph of this
section, any such determination of alleged non-compliance. Licensee's obligations under this
section may be deferred, upon mutual consent of the parties, until a final ruling on such challenge
has been issued. Should Licensee prevail in such a challenge, Licensee shall have no further
obligation under this section.
If Licensee does not take such corrective action, undertake a challenge to the non-
compliance determination, or provide a binding commitment within the thirty (30) day period, the
Board may, at its election, enter the Designated Operating Area and take such measures as the
Board may deem necessary to correct the alleged non-compliance and/or to remediate any related
contamination, all at Licensee's expense. All reasonable and documented costs associated with any
action by the Board in connection with this section, including but not limited to reasonable attorneys'
fees, shall be subject to the reimbursement and indemnification requirements of this section. In
the exercise of its rights under this section, the Board shall not unreasonably interfere with
Licensee's use and occupancy of the Designated Operating Area.
Nothing in this section is intended or shall be construed so as to prevent the Board from
exercising, in its reasonable discretion, any rights granted or available elsewhere in this section or
License.
Corrective Action Process. Before commencing any remedial or corrective action under this
section, Licensee shall obtain approval from the Board. The work shall be performed at Licensee's
expense, and the Board shall have the right to review and inspect all such work at any time using
consultants and representatives of the Board's choice. All Board approvals required under this
paragraph shall not be unreasonably withheld. Specific cleanup levels for any environmental
remediation work shall be designed to comply with applicable Environmental Laws and other
applicable requirements of local, state and federal statutes, and regulations. Licensee shall, at
City of Coppell — Outdoor Warning Siren Page 8 of 18
Licensee's own cost and expense, make all tests, reports, and studies and shall provide all
information to any appropriate governmental agency as may be required pursuant to the
Environmental Laws pertaining to Licensee's response actions. This obligation includes but is not
limited to any requirements for a site characterization, site assessment and/or remediation plan
that may be necessary. In the event deed recordation by the Board and/or Cities is necessary,
Licensee shall reimburse the Board and/or Cities for all deed recordation fees and attorneys' fees
incurred in connection with such action.
In the event the Board undertakes any action or incurs any costs in the exercise of its rights
under this section, Licensee shall reimburse the Board, in the manner determined by the Board in
its reasonable discretion at the time such reimbursement is sought, for all reasonable and
documented costs associated with such response, repairs, corrective action and/or remediation,
including but not limited to consultants' fees, contractors' fees, attorneys' fees, penalties, costs of
investigation or other costs incurred hereunder by the Board or its agents.
Any remedial or other activity undertaken by Licensee under this section shall not be
construed to impair Licensee's rights, if any, to seek contribution or indemnity from another person.
ENVIRONMENTAL INDEMNIFICATION. NOTWITHSTANDING ANY OTHER PROVISION TO THE
CONTRARY, LICENSEE AGREES TO INDEMNIFY, DEFEND, AND HOLD HARMLESS THE ENVIRONMENTAL
INDEMNITEES FROM AND AGAINST ANY AND ALL CLAIMS, DEMANDS, PENALTIES, FINES, SUITS, ACTIONS,
ADMINISTRATIVE PROCEEDINGS (INCLUDING INFORMAL PROCEEDINGS), SETTLEMENT REACHED,
GOVERNMENT ORDERS, JUDGMENTS, LOSS, DAMAGES, LIABILITIES, COSTS, AND EXPENSES (INCLUDING
BUT NOT LIMITED TO REASONABLE AND DOCUMENTED ATTORNEYS' AND CONSULTANTS' FEES,
LITIGATION COSTS, EXPERT WITNESS FEES, AND EXPENSES OF INVESTIGATION, REMOVAL, REMEDIATION,
OR OTHER REQUIRED PLAN OR RESPONSE ACTION) INCURRED BY OR ASSERTED AGAINST ANY
ENVIRONMENTAL INDEMNITEE AT ANY TIME BY REASON OF, IN CONNECTION WITH, OR ARISING IN WHOLE
OR IN PART OUT OF (1) THE BREACH OF ANY REPRESENTATION OR WARRANTY SET FORTH IN THIS
SECTION BY LICENSEE OR ANY EMPLOYEES, AGENTS, CONTRACTORS, SUBLICENSEES, OR ANY OTHER
THIRD PARTY UNDER LICENSEE'S DIRECTION AND CONTROL, (11) THE FAILURE OF LICENSEE TO MEET ITS
OBLIGATIONS UNDER THIS SECTION IN A FULL AND TIMELY MANNER, OR (III) DOCUMENTED LOSS TO A
THIRD PARTY OR GOVERNMENTAL ENTITY FROM ANY ENVIRONMENTAL IMPACT CLAIM, AS DEFINED
HEREIN, TO THE EXTENT CAUSED BY OR ARISING FROM THE OPERATIONS, ACTIVITIES, ACTIONS OR
INACTION OF LICENSEE OR ITS EMPLOYEES, AGENTS, CONTRACTORS, SUBLICENSEES, OR ANY OTHER
THIRD PARTY UNDER LICENSEE'S DIRECTION AND CONTROL AT OR IN ANY WAY RELATED TO THE
DESIGNATED OPERATING AREA OR THE AIRPORT.
Regardless of the date of termination of this License, Licensee's obligations and
liabilities under this section shall continue so long as the Board bears any liability or
responsibility under the Environmental Laws arising from Licensee's occupancy of the
Designated Operating Area or use of the Airport during the term of this License.
Licensee's obligation under this section to indemnify, defend and hold harmless
shall not apply to claims related to or arising out of (i) contamination proved by Licensee to
have existed at the Designated Operating Area prior to the Licensee's date of beneficial
occupancy ("DBO") under this License or Licensee's occupancy of any portion of the
Designated Operating Area pursuant to any prior ground lease, permit, license, letter
agreement, or similar agreement between Licensee and the Board, but only to the extent
Licensee proves that such contamination was not caused by Licensee or by its employees,
agents, contractors, sublicensees, or any other third party under Licensee's direction and
control; (ii) Releases proved by Licensee to have migrated onto or from the Designated
Operating Area and not caused in whole or in part by Licensee or third parties under
City of Coppell — Outdoor Warning Siren Page 9 of 18
Licensee's direction and control; (iii) Releases on, at, orfrom the Designated Operating Area
or the Airport proved by Licensee not to have been caused in whole or in part by Licensee
or by its employees, agents, contractors, sublicensees, or any other third party under
Licensee's direction and control; (iv) the gross negligence or willful misconduct on the part
of any of the Environmental Indemnitees.
Licensee shall pay the resulting costs of such defense and settlement and any costs
(including expert fees and attorney's fees) or damages finally awarded with respect thereto,
provided that: (a) the Board promptly notifies Licensee in writing of the claim or lawsuit and
Licensee is given a timely opportunity to defend (with counsel of Licensee's choosing) same on
behalf of said entities or persons; (b) Licensee has control of the defense and all related settlement
negotiations, so long as no such settlement adversely affects Board's ability to exercise its rights
under this section without Board's prior consent, and further provided that Board shall have the
right to participate in the defense of any suit or similar proceeding at Board expense and through
counsel of its choosing; and (c) all legal appeals felt to be necessary by Licensee have been
exhausted.
Licensee shall keep the Board's Legal Counsel, Vice President of Environmental Affairs,
and Vice President of Commercial Development informed about any defense actions or settlement
negotiations that are subject to the indemnification provisions of this section.
In the event that Licensee fails or refuses to defend the Board and/or those indemnified as
provided in this section, the Board and/or those indemnified shall have full right to undertake their
own defense and to settle any such claims and/or lawsuits. In such event, Licensee shall be liable
to the Board and/or those indemnified, and shall promptly pay, any resulting judgment against, or
settlement by them, and shall reimburse them for all reasonable attorney's fees and costs in
undertaking such defense and/or settlements.
Rebuttable Presumption. Licensee's obligations under this License (unless otherwise
agreed in writing by the Board) shall not apply to (i) contamination proved by Licensee to have
existed at the Designated Operating Area prior to the Licensee's DBO under this License or
Licensee's occupancy of any portion of the Designated Operating Area pursuant to any prior ground
lease, permit, license, letter agreement, or similar agreement between Licensee and the Board, but
only to the extent Licensee proves that such contamination was not caused by Licensee or by its
employees, agents, contractors, sublicensees, or any other third party under Licensee's direction
and control; (ii) Releases proved by Licensee to have migrated onto or from the Designated
Operating Area and not caused in whole or in part by Licensee or third parties under Licensee's
direction and control; (iii) Releases on, at, or from the Designated Operating Area or the Airport
proved by Licensee not to have been caused in whole or in part by Licensee or by its employees,
agents, contractors, sublicensees, or any other third party under Licensee's direction and control.
For purposes of this section, any Release or other condition requiring remedial action under
applicable Environmental Laws and any contamination on, at, or from the Designated Operating
Area discovered after Licensee's DBO under this License or occurring during Licensee's occupancy
of any portion of the Designated Operating Area pursuant to any prior ground lease, permit, license,
letter agreement, or similar agreement between Licensee and the Board shall be presumed to have
been caused by Licensee and/or its employees, agents, contractors, sublicensees, or any other
third party under Licensee's direction and control and/or by their activities, operations, actions or
inaction related to the Designated Operating Area. Licensee may rebut this presumption by
demonstrating to the reasonable satisfaction of the Board or in a court of competent jurisdiction
that Licensee, its employees, agents, contractors, sublicensees, or any other third party under
Licensee's direction and control did not cause the alleged contamination or Release.
City of Coppell — Outdoor Warning Siren Page 10 of 18
Baseline Environmental Assessment. The parties acknowledge that no Baseline
Environmental Assessment (the "BEA") was performed for the Designated Operating Area prior to
Licensee's use or occupancy of the area.
Concluding Environmental Assessment. Prior to the expiration or earlier termination of this
License and before it vacates the Designated Operating Area (unless otherwise agreed in advance
in writing by the Board), Licensee shall conduct a Concluding Environmental Assessment ("CEA") to
determine the environmental condition and state of compliance with Environmental Laws of the
Designated Operating Area and all improvements thereon. The scope of the CEA will be determined
in advance and must meet or exceed the requirements established by the Board at the time the CEA
is to be performed. The CEA shall be conducted at Licensee's expense according to procedures and
by a qualified person or entity approved by the Board, whose approvals shall not be withheld
unreasonably. The Board, at its option, may elect to conduct or participate in the CEA, either directly
or through designated representatives or consultants. Unless otherwise agreed by the parties in
writing at the time the scope of the CEA is decided, if the Board instead of Licensee conducts the
CEA, the audit will be at Licensee's expense, but if the Board conducts a shadow or separate CEA
in addition to Licensee's CEA the Board will bear the cost of its own audit.
If a BEA or any environmental or regulatory compliance audit or testing was performed for
any portion of the Designated Operating Area prior to Licensee's occupancy or during the term of
this License, the scope of the Concluding Environmental Assessment ("CEA") shall include, at a
minimum, testing for all substances tested for during any such BEA, audit(s), and prior testing,
unless a different scope is mutually agreed to by the parties at the time the CEA protocol for the
Designated Operating Area is determined. The final results of the CEA (including any reports,
documents, or test results) shall be simultaneously provided to the Board and the Licensee. In
addition, the Board shall have access, upon reasonable notice and at reasonable times, to all
information, raw data, opinions, and test results generated by the CEA, excluding legally privileged
information or opinions.
As part of the CEA, Licensee shall provide to the Board documentation, prepared by the
Board -approved person or entity, that (1) the Designated Operating Area is (a) free of Hazardous
Materials, Solid Waste, and other contamination or, alternatively, that any such remaining materials
or substances do not exceed allowable levels established by Environmental Laws and meet
applicable standards approved or recommended by regulatory agencies with authority over any
material aspect of the work or the substances in question, and (b) in compliance with applicable
Environmental Laws, and (2) the removal or remediation of any Hazardous Materials, Solid Waste
and/or contamination has been done in accordance with all applicable Environmental Laws and
regulatory requirements. Documentation regarding remaining Hazardous Materials, Solid Waste,
and other contamination shall specify, at a minimum, the name, level/amount, and extent of all such
materials or substances located at, on, or under the Designated Operating Area at the time the
CEA is conducted and shall explain why such substances have not been removed. If (as is
reasonably determined by the Board or any governmental agency) any such substances or
materials do or may pollute or contaminate the environment, and/or may adversely affect the health,
welfare, or safety of persons, whether located on the Designated Operating Area or elsewhere, or
may materially impair or interfere with the condition, use or enjoyment of the Designated Operating
Area or the Airport, then the Board at its discretion may require that such documentation include
an immediate remediation plan and/or long-term care and surveillance plan for any contamination
identified and an acknowledgement of responsibility and indemnification for any and all losses
associated with such contamination. Any such plan or response action shall meet or exceed the
compliance action requirements of this section and shall be submitted for Board review and
approval prior to implementation.
City of Coppell — Outdoor Warning Siren Page 11 of 18
If the CEA confirms the presence (surface or subsurface) of test substances in excess of the
baseline quantities or levels established by any applicable BEA and in excess of allowable levels
established by Environmental Laws, or if other environmental compliance audits, studies, or
investigations reveal contamination by Hazardous Materials, Solid Waste, or other substances, or
demonstrates that remedial action is necessary or required (as reasonably determined by the Board
or any governmental agency) to protect the public health and safety and/or the environment from
actual or potential harm or to bring any portion of the Designated Operating Area into compliance
with then applicable Environmental Laws or any applicable federal, state, or local law, regulation,
code, standard or order or to restore any material impairment of the value of any portion of the
Designated Operating Area or other affected property, then Licensee agrees to immediately
undertake and to promptly complete to the satisfaction of the Board, in accordance with all applicable
laws and with the provisions of this section, and at Licensee's expense, any necessary or required
clean-up, removal, or remedial action. For purposes of this section, it shall be presumed that any
condition requiring remedial action resulted from the operations of Licensee, its agents, employees,
sublicensees, tenants, or other third parties acting under Licensee's direction or control, but this
presumption may be rebutted in the manner provided in the Rebuttable Presumption paragraph of
this section.
For purposes of this section, Licensee shall give written notice to the Board of the effective date of
any intended early termination of this License not less than ninety (90) calendar days prior to the
anticipated date of such event.
Reimbursement. Licensee shall reimburse the Board, in the manner determined by the
Board in its reasonable discretion at the time such reimbursement is sought, for any fines, penalties,
or actual remediation costs and related reasonable and documented expenses that may be levied
against the Board by the Environmental Protection Agency, the Texas Commission on
Environmental Quality, or any other governmental agency, or that otherwise may be incurred by
the Board as a result, in whole or in part, of Licensee's failure to comply fully and in a timely manner
with its obligations under this License.
Compliance with Stormwater Regulations, Permits, and Other Requirements. Licensee
acknowledges that the Board is or may be subject to the Texas Pollution Discharge Elimination
System Program ("TPDES"), the National Pollution Discharge Elimination System Program
("NPDES"), and state and federal regulations relating to stormwater discharges, including without
limitation 40 CFR Part 122, for operations that occur at the Airport. Licensee further acknowledges
that it will conduct operations and activities (and shall require its employees to conduct operations
and activities, and shall exercise its best efforts to cause its agents, contractors, sublicensees or
other third parties under Licensee's direction and control to conduct operations and activities) on
or related to the Designated Operating Area or the Airport in compliance with applicable regulations,
including 40 CFR Part 122, and any applicable TPDES and/or NPDES permit(s), as these may be
amended from time to time. Licensee acknowledges that its cooperation is necessary to ensure
compliance with any TPDES or NPDES stormwater discharge permit(s), as well as to ensure safety
and to minimize costs. Licensee acknowledges that it may be necessary to undertake to minimize
the exposure of stormwater to materials generated, stored, handled or otherwise used by Licensee
(including third parties under its direction and control), as defined in state and federal stormwater
regulations, by implementing and maintaining effective "Best Management Practices" as defined in
40 CFR Part 122.2, depending upon the applicability to Licensee's operations or any activities
conducted by Licensee at the Designated Operating Area or the Airport and as implemented in any
applicable TPDES and/or NPDES permit, as these may be amended from time to time. Licensee
further acknowledges that any existing TPDES and/or NPDES stormwater discharge permit issued
to the Airport or the Board, and any subsequent permit(s), amendments, extensions or renewals
City of Coppell — Outdoor Warning Siren Page 12 of 18
thereto, to the extent affecting Licensee's operations at or related to its use of the Designated
Operating Area or the Airport, is incorporated by reference into this License. Licensee agrees to
be bound by all applicable portions of said permit(s). The Board agrees to notify Licensee promptly
of any changes to any portions of said permit(s) applicable to, or that affect Licensee's operations
at or use of the Designated Operating Area or the Airport. The Board also agrees to provide
Licensee with written notice of those TPDES and/or NPDES stormwater discharge permit
requirements (including any modifications thereto) that Licensee shall be obligated to perform from
time to time at or related to its use of the Designated Operating Area or the Airport, including, but
not limited to: certification of non-stormwater discharges, collection of stormwater samples;
preparation of stormwater pollution prevention or similar plans; implementation of "good
housekeeping" measures or Best Management Practices; and maintenance of necessary records.
Such written notice shall include applicable deadlines. Licensee, within fifteen (15) days of receipt
of the written notice, shall notify the Board in writing if it disputes any of the stormwater discharge
permit requirements it is being directed to undertake. If Licensee does not provide such timely
notice, it is deemed to assent to undertake such requirements. If Licensee provides the Board with
written notice that it disputes such stormwater discharge permit requirements, the Board and
Licensee agree to negotiate a prompt resolution of their differences and to handle any such dispute
in accordance with the dispute resolution provisions of the Dispute Resolution paragraph of this
section. Licensee warrants that it will not object to Board notices required pursuant to this
paragraph unless Licensee has a good faith basis to do so.
Licensee understands and acknowledges that certain of Licensor's future capital projects may
require review and/or approval prior to construction or installation by the Federal Aviation
Administration (the "FAA") and/or the Environmental Protection Agency (the "EPA") and/or the
Texas Commission on Environmental Quality (the "TCEQ") pursuant to requirements imposed on
the Airport and/or Board, including but not limited to the State Implementation Plan and other
requirements related to the status of the Dallas -Fort Worth, Texas region as non -attainment for
ozone. If requested by Board, Licensee agrees to assist the Board in preparing such submittals as
are required of Board by FAA and/or EPA and/or TCEQ. Licensee releases Board from and waives
any claim against Board based in whole or in part on any delay, failure to approve a Board submittal,
or request for change in a proposed capital project on the part of those agencies.
"As Is" Status. Licensee acknowledges that except as otherwise expressly set forth in this
License, Licensee is taking the Designated Operating Area AS IS without any express or implied
warranty whatsoever.
Licensee Equipment. Any fuel tanks, fuel pumps, waste oil tanks, and related lines and
equipment installed by or on behalf of Licensee in furtherance of this License shall at all times
remain the property of Licensee, and ownership of such equipment shall not pass to the Board by
virtue of such equipment being installed at the Airport. No such equipment shall be installed without
the written consent of the Board, which shall not be unreasonably withheld.
Waiver. Any waiver of any provision of this section, or a delay by the Board in the
enforcement of any right hereunder, shall neither be construed as a continuing waiver, nor create
an expectation of non -enforcement of that or any other provision or right. In order to be effective,
any waiver of any right, benefit, or power hereunder must be in writing and signed by an authorized
representative of the Board, it being intended that no waiver shall be implied by the Board's conduct
or failure to act. Any specific written waiver shall be applicable only to the particular facts and
circumstances thereby addressed and shall not be of any effect with respect to future events, even
if any of said future events involve substantially similar circumstances. Any remedies provided for
in this section shall be cumulative and in addition to, and not in lieu of, any other remedies available
to the Board at law, in equity, or otherwise.
City of Coppell — Outdoor Warning Siren Page 13 of 18
Term of Environmental Provisions. The provisions of this section, including the
representations, warranties, covenants and indemnities of Licensee, shall relate back to Licensee's
DBO, and shall expressly survive termination of this License.
Dispute Resolution. The Board and Licensee agree that any dispute between them relating
to this section will first be submitted, by written notice, to a designated senior executive of both
Licensee and the Board who will meet at the Board's place of business or other mutually agreeable
location, or by teleconference, and confer in an effort to resolve such dispute. Any decisions of the
executives will be final and binding on the parties. In the event the executives are unable to resolve
any dispute within ten (10) days after submission to them, or within any other mutually agreed time
frame, either party may refer the dispute to mediation, or institute any other available legal or
equitable proceeding in order to resolve the dispute.
Notices. Notices provided for under this section must be made in writing and either
delivered by hand or mailed by certified mail, return receipt requested, addressed as follows:
If to the Board
and to:
Dallas Fort Worth International Airport Board
P.O. Box 619428 (if by mail)
2400 Aviation Drive (if by hand)
DFW Airport, Texas 75261-9428
Attn: Vice President, Commercial Development Department
Phone: 972-973-4655
Dallas Fort Worth International Airport Board
P.O. Box 619428 (if by mail)
3003A South Service Road (if by hand)
DFW Airport, Texas 75261-9428
Attn: Vice President, Environmental Affairs Department
Phone: 972-973-5577
If to the Licensee:
City of Coppell
c/o City Manager
255 E. Parkway Blvd.
Coppell, Texas 75019
Phone: 972-304-3662
Fax: 972-304-7063
INDEMNITIES
Licensee agrees to indemnify, hold harmless, defend and insure the Board, the Cities of
Dallas and Fort Worth, Texas, their directors, officers, agents, councils and employees from and
against any and all claims and causes of action, administrative proceedings, judgments, penalties,
fines, damages, losses, demands, liabilities, or expenses whatsoever (including reasonable
City of Coppell — Outdoor Warning Siren Page 14 of 18
attorney's fees and costs of litigation, mediation and/or administrative proceedings) which may be
brought, alleged, or imposed against the Board, the Cities of Dallas and Fort Worth, Texas, their
directors, officers, agents, councils, or employees arising directly or indirectly from or in any way
connected with (1) any property damage or loss, personal injury, including death, or adverse effect
on the environment, arising out of Licensee's action or inaction with regard to the operations of
Licensee hereunder; (2) the failure of the Licensee, its agents or employees, to comply with the
terms and conditions of this License, or to comply with any applicable federal, state, or local laws,
rules, regulations, ordinances, or orders including, but not limited to, any and all applicable
environmental laws, rules, regulations, or orders; and/or (3) release of any hazardous or regulated
substances or waste onto, into, or from the Airport, connected in any way with Licensee's
operations or action or inaction of Licensee, its agents or employees, regardless of whether the
act, omission, event, or circumstance constituted a violation of applicable law at the time of the
occurrence to the extent permitted by law. The rights and obligations set forth in this paragraph
shall survive the termination of this License.
INSURANCE
Licensee shall procure, and continuously maintain during the term of this License,
Commercial General Liability Insurance with minimum limits of $1,000,000 combined single limits
per occurrence for bodily injury and property damage, with a company or companies licensed to
do business in the State of Texas and reasonably acceptable to Licensor. The Board and the Cities
of Dallas and Fort Worth, Texas, and their respective officers, agents, councils and employees,
shall be named as additional insureds in such policies, which shall contain standard cross liability
clauses. Such policies shall be primary without any right of contribution from the Board or the Cities
of Dallas or Fort Worth, Texas, and such policies shall specifically insure the liability assumed by
Licensee. Licensee shall furnish the Commercial Development Department with certificates of
insurance evidencing all required coverages and special provisions, including a provision requiring
thirty (30) days prior written notice to the Board in the event of cancellation or material change in
such policies. Licensee shall furnish such other insurance as the Board may from time to time
reasonably require to cover Licensee's activities under this License. This paragraph shall not be
interpreted to limit or affect the obligations of Licensee as set forth in any other paragraph of this
License. Licensee shall not do or suffer anything to be done on the Airport, which will increase the
rates of fire, liability, or any other type of insurance on the Airport.
MONETARY OBLIGATIONS
Rents and Fees. Licensee shall pay all rents and fees set forth above in advance on the
first day of each month. Said rents and fees shall be late if not received by the 10th day of each
such month.
Schedule of Charges. In addition to rents and fees set forth above, it is the responsibility of
Licensee to review the Board's Schedule of Charges and timely pay all applicable charges incurred
by Licensee thereunder as the same come due. All charges based upon square footage shall be
calculated using the square footage allocable to the Designated Operating Area. Upon expiration
of this License, Licensee shall pay to the Licensor accrued and unpaid fees and charges to the
date of vacancy, with final payment to be received within ten (10) days following the date of vacancy
or receipt of a final statement, whichever occurs first.
Late Fees. In the event payments due hereunder are not made when required, a charge
shall be assessed in accordance with the Schedule of Charges. The late fee shall continue to
City of Coppell — Outdoor Warning Siren Page 15 of 18
accrue until all amounts owed, including late fees, are paid in full. The charge for late payment is
due and payable upon presentation of an invoice. In the event of a dispute as to the amount to be
paid, Licensor shall accept the sum rendered without prejudice and, if a deficiency is determined,
the penalty shall apply only to the deficiency. Licensee acknowledges that the formula for late fees
in the Schedule of Charges is fair and reasonable. In the event any late fee is determined to be
usurious, the late fee shall be adjusted downward to the extent necessary to bring said late fee into
compliance with the law.
DEFAULT, REMEDIES, AND TERMINATION
Default. If Licensor is required or reasonably elects to pay any sum or sums, or incurs any
obligations or expenses due to the failure, neglect or refusal of Licensee to perform or fulfill any
one or more of the conditions, covenants, or agreements set forth in this License, or as a result of
an act or omission of Licensee contrary to said conditions, covenants and agreements, Licensee
agrees to pay within ten (10) days the sum or sums so paid or the expenses so incurred, including
all interest, costs, damages and penalties, and the same may be added to fees due hereunder.
Termination. The Chief Executive Officer of the Board may terminate this License at any
time or require Licensee to immediately cease any operations hereunder, with or without cause,
upon ninety (90) days written notice to Licensee. If this License is terminated with or without cause,
Licensor shall refund to Licensee the unearned rents and fees paid in advance for that year, pro
rata to date of termination, but shall have no further obligation to pay damages or reimbursement
of expenses to Licensee.
Restoration of Property. Upon expiration or termination of this License, Licensee shall at
its sole expense restore the Designated Operating Area to its original condition as required by
Licensor, exclusive of normal wear and tear, to Licensor's satisfaction. Any property of Licensee
placed on or kept at the Airport by virtue of this License shall be removed on or before the expiration
or earlier termination of the License.
Holdover by Licensee. In the event Licensee shall hold over and continue its activities under
this License after the expiration or termination of the term of this License, such holding over shall
not be construed to operate as a renewal or extension of this License, but shall operate and be
construed as a tenancy at sufferance.
MISCELLANEOUS
No Assignment. This License is personal to Licensee. It shall not be assigned, sold,
conveyed, mortgaged, or pledged (other than to an affiliated or related company) without the prior
written approval of Licensor, which may be withheld in Licensor's sole discretion.
Entire Agreement. This License constitutes the entire agreement of the parties as to the
subject matter contained herein and may not be changed, modified, discharged, or extended except
by written instrument duly executed on behalf of the parties.
Notices. Except as provided in the environmental Notice section hereinabove, all notices
hereunder may be delivered or mailed to Licensor at the following address, or such other address
as designated in writing by Licensor:
Dallas Fort Worth International Airport Board
City of Coppell — Outdoor Warning Siren Page 16 of 18
P.O. Box 619428 (if by mail)
2400 Aviation Drive (if by hand)
DFW Airport, Texas 75261-9428
Attn: Vice President, Commercial Development Department
Phone: 972-973-4655
All notices hereunder may be delivered or mailed to Licensee at the following address, or such
other address as designated in writing by Licensee:
City of Coppell
c/o City Manager
255 E. Parkway Blvd.
Coppell, Texas 75019
Phone: 972-304-3662
Fax: 972-304-7063
City of Coppell — Outdoor Warning Siren Page 17 of 18
APPROVED AS TO FORM:
Legal Counsel for the Airport Board
DALLAS FORT WORTH
INTERNATIONAL AIRPORT BOARD
By:
Name:
Title:
Date:
CITY OF COPPELL, TEXAS:
By:
Name:
Title:
Date:
City of Coppell — Outdoor Warning Siren Page 18 of 18
City of Coppell, Texas
C',P FE L
File ID: 2020-5258
Version: 1
File Name: SC Board Resignations
Master
File Number: 2020-5258
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Consent Agenda
In Control: City Council
File Created: 08/18/2020
Final Action:
Title: Consider acceptance of resignations from Jason Crawford and Tushar
Jaiswal, Smart City Board members.
Notes:
Sponsors:
Attachments: Memo - Smart City Board Resignations.pdf, Board
Resignation Letter.pdf, Board Resignation Memo.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5258
Title
Consider acceptance of resignations from Jason Crawford and Tushar Jaiswal, Smart City
Board members.
Summary
City of Coppell, Texas Page 1 Printed on 8/21/2020
COPPELL
q
� a
MEMORANDUM
To: Mayor and City Council
From: Jerod Anderson, Director of Enterprise Solutions
Date: August 25, 2020
Reference: Consider acceptance of resignations from Jason Crawford and Tushar Jaiswal, Smart
City Board members.
Introduction:
We have received notice that Jason Crawford and Tushar Jaiswal are no longer able to serve on the
Smart Board.
Analysis:
We recommend that their resignation be accepted. We were not able to fill the position with an
appointed alternate. Therefore, we recommend opening the application process to fill the regular
member position and an alternate member position for the remainder of the unexpired terms.
1
&E.=IIWLIMJ
MZMRTOI�».
Mayor
City of Coppell
P.#.$+x947$
Coppell, TX 75019
r-"j-ritIST6tj-dL 4r<a; L r F i , 1-1
had a shift in my commitments that does not allow me to effectively serve this board, « the City.
:_» grateful for having the opportunity to serve in w!>=2< months of this board's formation, The
M&,A,,k=f tkis board are outstandi-feand committed to helpingadvise the Citv i1an for a LL
Sincerely,
#0n A. Crawford
'1" K E, c
r Y F.k F.
C OPPEL,L .
MEMORANDUM
From: TUSHAR JAISWAL <tushariaiswalyahoo.com>
Sent: Tuesday, August 18, 2020 1:33 PM
To: Jerod Anderson <ianderson cgaLetxegov>
Subject: Re: Smart Board
Hello Jerod, Sorry for late reply, but would like to let you know that due to my frequent travel plans I won't
be able to serve on board anymore. hope you excuse me,
Thanks, and Best regards
Tushar Jaiswal
USA: +1 682 444 9400
IILI III MR14
City of Coppell, Texas
C',P FE L
File ID: 2020-5262
Version: 1
File Name: Franchise Ord 8/25/20
Master
File Number: 2020-5262
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Consent Agenda
In Control: City Council
File Created: 08/19/2020
Final Action:
Title: Consider approval of a Franchise Ordinance between the City of Coppell and
Oncor Electric Delivery Company, repealing all previous franchise ordinances
with Oncor; and authorizing the Mayor to sign.
Notes:
Sponsors:
Attachments: Oncor Franchise Ordinance Memo.pdf, Oncor
Franchise Ordinance.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5262
Title
Consider approval of a Franchise Ordinance between the City of Coppell and Oncor Electric
Delivery Company, repealing all previous franchise ordinances with Oncor; and authorizing the
Mayor to sign.
Summary
Fiscal Impact:
[Enter Fiscal Impact Statement Here]
Staff Recommendation:
[Enter Staff Recommendation Here]
Goal Icon:
City of Coppell, Texas Page 1 Printed on 8/21/2020
Master Continued (2020-5262)
S ust iiiunu llblle Gly Goveirunuimmmunl
City of Coppell, Texas Page 2 Printed on 8/21/2020
MEMORANDUM
To: Mayor and City Council
From: Vicki Chiavetta, Deputy City Manager
Date: August 25, 2020
Reference: Consider approval of a new Franchise Ordinance between the City of Coppell and
Oncor Electric Delivery Company, repealing all previous ordinances with Oncor, and
authorizing the Mayor to sign.
Introduction: The City of Coppell's current Franchise Ordinance with Oncor Electric Delivery
Company is scheduled to expire on August 31, 2020. During the past several months, the City has
negotiated a new, long term electric Franchise Ordinance with Oncor. This ordinance grants to Oncor
the use the present and future streets, alleys, highways, public utility easements, public ways and
public property of the City of Coppell for the purpose of delivering electricity to the City.
Analysis: It has been thirty years since the Franchise Ordinance between the City of Coppell and our
Electric Delivery Company has been revised. In 1990, Ordinance 90493 was adopted by Council
granting a franchise to Texas Utilities Electric Company for a term of 20 years, until October 1, 2010.
In January 2002, as a result of electric industry restructuring, the franchise formally held by Texas
Electric Company was assigned to Oncor Electric Delivery Company. In 2007, Council amended the
term of that franchise to expire August 31, 2015. In 2015, the term was extended an additional five
years to August 31, 2020.
Due to the length of time this ordinance has been in effect, the City determined it was time for a
review of the original ordinance. Subsequently, the City worked with Chris Brewster, our utility legal
representative from Lloyd, Gosselink, Rochelle & Townsend, PC, to work with Oncor Electric
Delivery Company and draft a new ordinance that would bring it up to current legal standards.
In addition to standard franchise language, the new ordinance provides clarity around how Public
Rights -of -Way issues are handled, including delineation of responsibilities of all involved parties and
the management of abandoned Public Rights -of -Way. It also requires Oncor to have a Vegetation
Management Program in place and available upon request, and includes language from previous
separate ordinances that amended the original 1990 agreement, such as outlining the franchise fee
factor, the current payment schedule and Discretionary Service Charges.
Legal: The proposed new ordinance has been reviewed by Chris Brewster, our utility legal
representation from Lloyd, Gosselink, Rochelle & Townsend, PC.
Fiscal Impact: There is no change in franchise fees received or costs to operations related to the
Oncor Franchise Ordinance from our current status.
Recommendation: Staff recommends approval of this ordinance.
ORDINANCE NO.
AN ORDINANCE GRANTING TO ONCOR ELECTRIC DELIVERY COMPANY LLC, ITS
SUCCESSORS AND ASSIGNS, AN ELECTRIC POWER FRANCHISE TO USE THE PRESENT
AND FUTURE STREETS, ALLEYS, HIGHWAYS, PUBLIC UTILITY EASEMENTS, PUBLIC
WAYS AND PUBLIC PROPERTY OF THE CITY OF COPPELL, TEXAS, PROVIDING FOR
COMPENSATION THEREFOR, PROVIDING FOR AN EFFECTIVE DATE AND A TERM OF
SAID FRANCHISE, PROVIDING FOR WRITTEN ACCEPTANCE OF THIS FRANCHISE,
PROVIDING FOR THE REPEAL OF ALL EXISTING FRANCHISE ORDINANCES TO ONCOR
ELECTRIC DELIVERY COMPANY LLC, ITS PREDECESSORS AND ASSIGNS, AND FINDING
THAT THE MEETING AT WHICH THIS ORDINANCE IS PASSED IS OPEN TO THE PUBLIC.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS
SECTION 1. GRANT OF AUTHORITY: That there is hereby granted to Oncor Electric
Delivery Company LLC, its successors and assigns (herein called "Company"), the right, privilege
and franchise to construct, extend, maintain and operate in, along, under and across the present
and future streets, alleys, highways, public utility easements, public ways and other public
property ("Public Rights -of -Way" or "Rights -of -Way") of the City of Coppell, Texas (herein called
"City") electric power lines, with all necessary or desirable appurtenances (including underground
conduits, poles, towers, wires, transmission lines, telephone and communication lines, and other
structures for Company's own use), (herein called "Facilities") for the purpose of delivering
electricity to the City, the inhabitants thereof, and persons, firms and corporations beyond the
corporate limits thereof, for the term set out in Section 7.
Company will not install, construct or extend any Facilities in parks or other City -owned property
other than public utility easements, streets, alleys or highways (as permitted in the previous
paragraph) without first obtaining written approval from the City. The rights and obligations of the
parties under this franchise are subject to all applicable local, state and federal laws, rules, and
regulations.
SECTION 2. Poles, towers and other structures shall be so erected as not to
unreasonably interfere with traffic over streets, alleys and highways.
SECTION 3. The City reserves the right to lay, and permit to be laid, storm, sewer, gas,
water, wastewater and other pipe lines, cables, and conduits, or other improvements and to do
and permit to be done any underground or overhead work that may be necessary or proper in,
Oncor Electric Delivery Company LLC/City of Coppell Electric Franchise
Page 1
across, along, over, or under Public Rights -of -Way occupied by Company. The City also reserves
the right to change in any manner any curb, sidewalk, highway, alley, public way, street, utility
lines not owed by Company, storm sewers, drainage basins, drainage ditches, and the like. City
shall provide Company with at least thirty (30) days' notice when requesting Company to relocate
facilities and shall specify a new location for such facilities along the Public Rights -of -Way.
Company shall, except in cases of emergency conditions or work incidental in nature, obtain a
permit, if required by City ordinance, prior to performing work in the Public Rights -of -Way, except
in no instance shall Company be required to pay fees or bonds related to its use of the Public
Rights -of -Way, despite the City's enactment of any ordinance providing the contrary. Company
shall construct its facilities in conformance with the applicable provisions of the National Electrical
Safety Code. City -requested relocations of Company facilities in the Public Rights -of -Way shall
be at the Company's expense; provided however, if the City is the end use Retail Customer
(customer who purchases electric power or energy and ultimately consumes it) requesting the
removal or relocation of Company Facilities for its own benefit, or the project requiring the
relocation is solely aesthetic/beautification in nature, it will be at the total expense of the City.
Provided further, if the relocation request includes, or is for, the Company to relocate above-
ground facilities to an underground location, City shall be fully responsible for the additional cost
of placing the facilities underground.
If any other corporation or person (other than City) requests Company to relocate Company
facilities located in City Rights -of -Ways, the Company shall not be bound to make such changes
until such other corporation or person shall have undertaken, with good and sufficient bond, to
reimburse the Company for any costs, loss, or expense which will be caused by, or arises out of
such change, alteration, or relocation of Company's Facilities. City may not request the Company
to pay for any relocation which has already been requested, and paid for, by any entity other than
City.
If City abandons any Public Rights -of -Way in which Company has facilities such abandonment
shall be subject to the provisions of the Code of the City of Coppell and applicability policies. If
the City elects to abandon Public Rights -of -Way, City shall determine whether it is appropriate to
retain a public utility easement in the Public Right -of -Way for use by the Company. If City
determines, in its sole discretion, that the continued use of the Public Right -of -Way by Company
is compatible with the abandonment of the Public Right -of -Way, then in consideration of the
Oncor Electric Delivery Company LLC/City of Coppell Electric Franchise
Page 2
compensation set forth in Section 6, and to the maximum extent of its rights to do so, City shall
grant Company an easement for such use, and the abandonment of the Public Right -of -Way shall
be subject to the right and continued use of Company.
Company shall have in place a Vegetation Management Program, and shall provide City with a
current copy of same, upon request. If the City requests a current copy of Company's Vegetation
Management Program, release of such shall be pursuant to Oncor's confidential protection
process provided in Section 8 of this franchise. Company will endeavor to conduct its tree
trimming activities in accordance with its Vegetation Management Guidelines and will address
concerns or complaints with regard to its tree trimming activities upon request by City. Except in
emergency situations or in response to outages, and in accordance with the Company's
Vegetation Management Guidelines, Company shall notify affected property owners and the City
prior to beginning planned distribution system tree -trimming activities.
SECTION 4.
A. In consideration of the granting of this Franchise, Company shall, at its sole cost and
expense, indemnify and hold the City, and its past and present officers, agents and employees
harmless against any and all liability arising from suits, actions or claims regarding injury or death
to any person or persons, or damages to any property arising out of or occasioned by the
intentional and/or negligent acts or omissions of Company or any of its officers, agents, or
employees in connection with Company's construction, maintenance and operation of
Company's system in the City Public Rights -of -Way, including any court costs, reasonable
expenses and reasonable defenses thereof.
B. This indemnity shall only apply to the extent that the loss, damage or injury is attributable
to the negligence or wrongful act or omission of the Company or its officers, agents or employees,
and does not apply to the extent such loss, damage or injury is attributable to the negligence or
wrongful act or omission of the City or the City's officers, agents, or employees or any other person
or entity. This provision is not intended to create a cause of action or liability for the benefit of
third parties but is solely for the benefit of Company and the City.
C. In the event of joint and concurrent negligence or fault of both Company and the City,
responsibility and indemnity, if any, shall be apportioned comparatively between the City and
Company in accordance with the laws of the state of Texas without, however, waiving any
governmental immunity available to the City under Texas law and without waiving any of the
Oncor Electric Delivery Company LLC/City of Coppell Electric Franchise
Page 3
defenses of the parties under Texas law. Further, in the event of joint and concurrent negligence
or fault of both Company and the City, responsibility for all costs of defense shall be apportioned
between the City and Company based upon the comparative fault of each.
D. In fulfilling its obligation to defend and indemnify City, Company shall have the right to
select defense counsel, subject to City's approval, which will not be unreasonably withheld.
Company shall retain defense counsel within seven (7) business days of City's written notice that
City is invoking its right to indemnification under this franchise. If Company fails to retain counsel
within such time period, City shall have the right to retain defense counsel on its own behalf, and
Company shall be liable for all reasonable defense costs incurred by City, except as otherwise
provided in section 4.13 and 4.C.
SECTION 5. This franchise is not exclusive, and nothing herein contained shall be
construed so as to prevent the City from granting other like or similar rights, privileges and
franchises to any other person, firm, or corporation. Any Franchise granted by the City to any
other person, firm, or corporation shall not unreasonably interfere with this Franchise.
SECTION & Inconsideration of the grant of said right, privilege and franchise by the City
and as full payment for the right, privilege and franchise of using and occupying the said Public
Rights -of -Way, and in lieu of any and all occupation taxes, assessments, municipal charges, fees,
easement taxes, franchise taxes, license, permit and inspection fees or charges, street taxes,
bonds, street or alley rentals, and all other taxes, charges, levies, fees and rentals of whatsoever
kind and character which the City may impose or hereafter be authorized or empowered to levy
and collect, excepting only the usual general or special ad valorem taxes which the City is
authorized to levy and impose upon real and personal property, sales and use taxes, and special
assessments for public improvements, Company shall pay to the City the following:
A. A final quarterly payment was made on or before May 15, 2020 for the basis period of
January 1, 2020 through March 31, 2020 and the privilege period of March 1, 2021 through
May 31, 2021 in accordance with the provisions in the previous franchise.
B. As authorized by Section 33.008(b) of PURA, the original franchise fee factor calculated
for the City in 2002 was 0.002910 (the "Base Factor"), multiplied by each kilowatt hour of
electricity delivered by Company to each retail customer whose consuming facility's point
Oncor Electric Delivery Company LLC/City of Coppell Electric Franchise
Page 4
of delivery is located within the City's municipal boundaries for determining franchise
payments going forward.
Due to a 2006 agreement between Company and City the franchise fee factor was
increased to a franchise fee factor of 0.003056 (the "Current Factor"), multiplied by each
kilowatt hour of electricity delivered by Company to each retail customer whose consuming
facility's point of delivery is located within the City's municipal boundaries on an quarterly
basis.
However, consistent with the 2006 agreement, should the Public Utility Commission of
Texas at any time disallow Company's recovery through rates of the higher franchise
payments made under the Current Factor as compared to the Base Factor, then the
franchise fee factor shall immediately revert to the Base Factor of 0.002910 and all future
payments, irrespective of the time period that is covered by the payment, will be made
using the Base Factor.
Company shall make quarterly payments as follows:
Payment Due Date
August 15
November 15
February 15
May 15
Basis Period
Apr. 1 - Jun. 30
Jul.1 -Sept. 30
Oct. 1 - Dec. 31
Jan. 1 - Mar. 31
Privilege Period
(Following Year)
Jun. 1 -Aug. 31
Sept.1 - Nov. 30
Dec. 1 — Feb. 28 (29)
Mar. 1 - May. 31
1. The first quarterly payment hereunder shall be due and payable on or before August
15, 2020 and will cover the basis period of April 1, 2020 through June 30, 2020 and
the privilege period of June 1, 2021 through August 31, 2021. If this franchise is not
effective prior to the first quarterly payment date, Company will pay any payments due
within 30 days of the effective date of this agreement. The final payment under this
franchise is due on or before May 15, 2040 and covers the basis period of January 1,
2040 through March 31, 2040 and the privilege period of March 1, 2041 through May
31, 2041; and
2. After the final payment date of May 15, 2040, Company may continue to make
Oncor Electric Delivery Company LLC/City of Coppell Electric Franchise
Page 5
additional quarterly payments in accordance with the above schedule. City
acknowledges that such continued payments will correspond to privilege periods that
extend beyond the term of this Franchise and that such continued payments will be
recognized in any subsequent franchise as full payment for the relevant quarterly
periods.
C. A sum equal to four percent (4%) of gross revenues received by Company from services
identified as DD1 through DD24 in Section 6.1.2 "Discretionary Service Charges," in
Oncor's Tariff for Retail Delivery Service (Tariff), effective 1/1/2002, that are for the
account and benefit of an end-use retail electric consumer. Company will, upon request
by City, provide a cross reference to Discretionary Service Charge numbering changes
that are contained in Company's current approved Tariff.
1. The franchise fee amounts based on "Discretionary Service Charges" shall be
calculated on an annual calendar year basis, i.e. from January 1 through December
31 of each calendar year.
2. The franchise fee amounts that are due based on "Discretionary Service Charges"
shall be paid at least once annually on or before April 30 each year based on the total
"Discretionary Service Charges", as set out in Section 6C, received during the
preceding calendar year. The initial Discretionary Service Charge franchise fee
amount will be paid on or before April 30, 2021 and will be based on the calendar year
January 1, 2020 through December 31, 2020. The final Discretionary Service Charge
franchise fee amount will be paid on or before April 30, 2042 and will be based on the
calendar months of January 1, 2041 through May 31, 2041.
3. Company may file a tariff or tariff amendment(s) to provide for the recovery of the
franchise fee on Discretionary Service Charges.
4. City agrees (i) to the extent the City acts as regulatory authority, to adopt and approve
that portion of any tariff which provides for 100% recovery of the franchise fee on
Discretionary Service Charges; (ii) in the event the City intervenes in any regulatory
proceeding before a federal or state agency in which the recovery of the franchise fees
on such Discretionary Service Charges is an issue, the City will take an affirmative
position supporting the 100% recovery of such franchise fees by Company and; (iii) in
the event of an appeal of any such regulatory proceeding in which the City has
intervened, the City will take an affirmative position in any such appeals in support of
Oncor Electric Delivery Company LLC/City of Coppell Electric Franchise
Page 6
the 100% recovery of such franchise fees by Company.
5. City agrees that it will take no action, nor cause any other person or entity to take any
action, to prohibit the recovery of such franchise fees by Company.
6. In the event of a regulatory disallowance of the recovery of the franchise fees on the
Discretionary Service Charges, Company will not be required to continue payment of
such franchise fees.
SECTION 7. This Ordinance shall become effective upon Company's written acceptance
hereof, said written acceptance to be filed by Company with the City within sixty (60) days after
final passage and approval hereof by City. The right, privilege and franchise granted hereby shall
expire on May 31, 2041; provided that, unless written notice of cancelation is given by either party
hereto to the other not less than sixty (60) days before the expiration of this franchise agreement,
it shall be automatically renewed for an additional period of six (6) months from such expiration
date and shall be automatically renewed thereafter for like periods until canceled by written notice
given not less than sixty (60) days before the expiration of any such renewal period, but in no
event shall such automatic renewals extend this Ordinance later than five (5) years after May 31,
2041.
SECTION 8. If the Company provides confidential or proprietary information to the City,
the Company shall be solely responsible for identifying such information with markings calculated
to bring the City's attention to the proprietary or confidential nature of the information. The City
agrees to maintain the confidentiality of any non-public information obtained from Company so
designated to the extent allowed by law. City shall not be liable to Company for the release of
any information the City is required to release by law. City shall provide notice to Company of
any request for release of information marked by Company as proprietary or confidential prior to
releasing the information so as to allow Company adequate time to pursue available remedies for
protection. If the City receives a request under the Texas Public Information Act that includes
Company's proprietary or confidential information, City will notify the Texas Attorney General of
the proprietary or confidential nature of the document(s). The City also will provide Company with
a copy of this notification, and thereafter Company is responsible for establishing that an
exception under the Texas Public Information Act allows the City to withhold the information.
Oncor Electric Delivery Company LLC/City of Coppell Electric Franchise
Page 7
SECTION 9
A. Should either Company or the City have cause to believe that a change in circumstances
relating to the terms of this Franchise may exist, it may request that the other party provide it with
a reasonable amount of information to assist in determining whether a change in circumstances
has taken place.
B. Should either party hereto determine that based on a change in circumstances, it is in the
best interest to renegotiate all or some of the provisions of this Franchise, then the other party
agrees to enter into good faith negotiations. Said negotiations shall involve reasonable, diligent,
and timely discussions about the pertinent issues and a resolute attempt to settle those issues.
The obligation to engage in such negotiations does not obligate either party to agree to an
amendment of the Franchise as a result of such negotiations. A failure to agree does not show a
lack of good faith. If, as a result of renegotiation, the City and Company agree to a change in a
provision of this Ordinance, the change shall become effective upon passage of an ordinance by
the City in accordance with the City Charter and written acceptance of the amendment by
Company.
SECTION 10. This Ordinance shall supersede any and all other franchises granted by
the City to Company, its predecessors and assigns.
SECTION 11. The sections, paragraphs, sentences, clauses and phrases of this
Ordinance are severable. If any portion of this Ordinance is declared illegal or unconstitutional
by the valid final non -appealable judgment or decree of any court of competent jurisdiction, such
illegality or unconstitutionality shall not affect the legality and enforceability of any of the remaining
portions of this Ordinance.
SECTION 12. In order to accept this franchise, Company must file with the City Secretary
its written acceptance of this franchise ordinance within sixty (60) days after its final passage and
approval by City.
SECTION 13. It is hereby officially found that the meeting at which this Ordinance is
passed is open to the public and that due notice of this meeting was posted by City, all as required
by law.
Oncor Electric Delivery Company LLC/City of Coppell Electric Franchise
Page 8
PASSED AND APPROVED at a regular meeting of the City Council of Coppell, Texas, on
this the day of 12020.
ATTEST:
CHRISTEL PETTINOS, CITY SECRETARY
STATE OF TEXAS §
COUNTY OF DALLAS, DENTON §
CITY OF COPPELL §
KAREN SELBO HUNT, MAYOR
Oncor Electric Delivery Company LLC/City of Coppell Electric Franchise
Page 9
C',P FE L
File ID: 2020-5263
Version: 1
File Name: ES Cisco Item
City of Coppell, Texas
Master
File Number: 2020-5263
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Consent Agenda
In Control: City Council
File Created: 08/19/2020
Final Action:
Title: Consider approval to purchase network switchgear and configuration from
Red River (Texas DI CISCO) contract # DI TSO -4167 in the amount of
$103,926.30 as budgeted; and authorizing the City Manager to sign any
necessary documents.
Notes:
Sponsors:
Attachments: Memo - Network Refresh 2020.pdf, OP-0039483-1.pdf,
Cisco Network Upgrade SOW_CoC.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5263
Title
Consider approval to purchase network switchgear and configuration from Red River (Texas
DI CISCO) contract # DI TSO -4167 in the amount of $103,926.30 as budgeted; and
authorizing the City Manager to sign any necessary documents.
Summary
Fiscal Impact:
Funds have been budgeted in the General Fund, Enterprise Solutions, for this purchase.
Staff Recommendation:
The Enterprise Solutions Department recommends approval.
Goal Icon:
City of Coppell, Texas Page 1 Printed on 8/21/2020
Master Continued (2020-5263)
S ust iiiunu llblle Gly Goveirunuimmmunl
City of Coppell, Texas Page 2 Printed on 8/21/2020
COPPELL
q
� a
MEMORANDUM
To: Mayor and City Council
From: Jerod Anderson, Director of Enterprise Solutions
Date: August 25, 2020
Reference: Consider approval to purchase network switchgear and configuration from Red River
(Texas DIR CISCO) contract 4 DIR TSO -4167 in the amount of $103,926.30 as
budgeted; and authorizing the City Manager to sign any necessary documents.
Introduction:
The City of Coppell does a refresh of network switch gear on a rotational basis to keep the
technology current and accommodate future City needs. With the current inventory of switch gear
coming up on the end of life, end of support we must refresh to maintain reliability and security.
This item is to replace our current switch gear that is coming up on its end of life and end of support
from the product vendor to be purchased from Red River from contract number DIR-TSO-4167.
Red River (formerly CWPS) manages our network infrastructure and has handled configuration of
it for a few years now.
Analysis:
The City of Coppell refreshes our network switches and hardware when they are determined to be
out of support from the vendor. This keeps our current infrastructure under a current support
structure to receive the latest patches and security updates to ensure our network reliability and
security. This agenda item contains two quotes: one for $78,926.30 for the switch gear and
hardware, and a statement of work for $25,000 for professional services to configure and install the
switch gear.
Legal Review:
Agenda item was reviewed by Hager on 8/20/2020
Fiscal Impact:
The purchase is $103,926.30
Recommendation:
The Enterprise Solutions Department recommends approval.
QUOTE NUMBER
OP -0039483-1
Quote Date:
RFQ:
8/12/2020
Contract: TEXAS DIR - CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
Quote Name: OP -0039483
Red River is monitoring the current health and economic environment
as it relates to our supply chain. The lead times on this quote are based
on the most current information available and are subject to change as
the situation evolves.
THANK YOU FOR YOUR INTEREST. YOUR ACCOUNT TEAM
We are pleased to provide you with the following quote per Curtis Joachim
your request. If you need additional services for ongoing curtis.joachim@redriver.com
product support, please contact us. 703-674-3213
muom000m�nm000000mmioimmnmoommmmmmmmmmmmnm�moimmmiommmmm�mmomm�i0000000000000000000000000000mm�m�0000mimmnmmmm�mmnmm�mmm�m�miioino
30 DAYS ARO GRD SHIP FOB Destination NET 30
Michael Stone
michael.stone@redriver.com
703-674-1595
TEXAS DIR - CISCO TEXAS DIR CISCO Contract #DIR-TSO-4167
1 C9200L-24P-4X-E CISCO 5 $2,030.28
CATALYST 9200L 24 -PORT POE+, 4 X 10G,
NETWORK ESSE NTIALS
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
$10,151.40
2 CON-SNTP-C920024X CISCO 5 $373.45 $1,867.25
SNTC-24X7X4 CATALYST 9200L 24 -PORT
POE+, 4 X 10G, NE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
3 C9200L-NW-E-24 CISCO 5 $0.00 $0.00
C9200L NETWORK ESSENTIALS, 24 -PORT
LICENSE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
4 CAB -TA -NA CISCO 5 $0.00
NORTH AMERICA AC TYPE A POWER CABLE
TEXAS DIR- CISCO
RED RIVER 121 WATER STREET, SUITE 500, CLAREMONT, NH 03743 1 P: 603-448-8880 1 F: 603-448-8844 1 REDRIVER.COM
$0.00
TEXAS DIR CISCO Contract #DIR-TSO-4167
5
PWR-05-BLANK
CISCO
5
$0.00
$0.00
CONFIG 5 POWER SUPPLY BLANK
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
6
C9200 -STACK -BLANK
CISCO
10
$0.00
$0.00
CATALYST 9200 BLANK STACK MODULE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
7
C9200L-DNA-E-24
CISCO
5
$0.00
$0.00
C9200L CISCO DNA ESSENTIALS, 24 -PORT
TERM LICENSE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
8
C9200L-DNA-E-24-3Y
CISCO
5
$293.82
$1,469.10
C9200L CISCO DNA ESSENTIALS, 24 -PORT, 3
YEAR TERM LICENSE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
9
NETWORK -PNP -NONE
CISCO
5
$0.00
$0.00
NETWORK PLUG -N -PLAY OPT OUT SKU
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
10
C9200L-48P-4X-E
CISCO
4
$3,504.22
$14,016.88
CATALYST 9200L 48 -PORT POE+, 4 X 10G,
NETWORK ESSE NTIALS
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
11
CON-SNTP-C9200L4X
CISCO
4
$645.26
$2,S81.04
SNTC-24X7X4 CATALYST 9200L 48 -PORT
POE+, 4 X 10G, NE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
12
C9200L-NW-E-48
CISCO
4
$0.00
$0.00
C9200L NETWORK ESSENTIALS, 48 -PORT
LICENSE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
13
CAB -TA -NA
CISCO
4
$0.00
$0.00
NORTH AMERICA AC TYPE A POWER CABLE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
14
PWR-05-BLANK
CISCO
4
$0.00
$0.00
CONFIG 5 POWER SUPPLY BLANK
RED RIVER
21 WATER STREET, SUITE 500, CLAREMONT, NH 03743 1 P: 603-448-8880 F: 603-448-8844
1 REDRIVER.COM
24 C9200 -STACK -BLANK CISCO 10 $0.00 $0.00
RED RIVER 121 WATER STREET, SUITE 500, CLAREMONT, NH 03743 1 P: 603-448-8880 1 F: 603-448-8844 1 REDRIVER.COM
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
15
C9200 -STACK -BLANK
CISCO
8
$0.00
$0.00
CATALYST 9200 BLANK STACK MODULE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
16
C9200L-DNA-E-48
CISCO
4
$0.00
$0.00
C9200L CISCO DNA ESSENTIALS, 48 -PORT
TERM LICENSE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
17
C9200L-DNA-E-48-3Y
CISCO
4
$539.48
$2,1S7.92
C9200L CISCO DNA ESSENTIALS, 48 -PORT, 3
YEAR TERM LICENSE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
18
NETWORK -PNP -NONE
CISCO
4
$0.00
$0.00
NETWORK PLUG -N -PLAY OPT OUT SKU
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
19
C9200L-48P-4X-A
CISCO
5
$3,504.22
$17,S21.10
CATALYST 9200L 48 -PORT POE+, 4 X 10G,
NETWORK ADVA NTAGE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
20
CON-SNTP-C9201-48P
CISCO
5
$645.26
$3,226.30
SNTC-24X7X4 CATALYST 9200L 48 -PORT
POE+, 4 X 10G, NE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
21
C9200L-NW-A-48
CISCO
5
$0.00
$0.00
C9200L NETWORK ADVANTAGE, 48 -PORT
LICENSE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
22
CAB -TA -NA
CISCO
5
$0.00
$0.00
NORTH AMERICA AC TYPE A POWER CABLE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
23
PWR-05-BLANK
CISCO
5
$0.00
$0.00
CONFIG 5 POWER SUPPLY BLANK
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
24 C9200 -STACK -BLANK CISCO 10 $0.00 $0.00
RED RIVER 121 WATER STREET, SUITE 500, CLAREMONT, NH 03743 1 P: 603-448-8880 1 F: 603-448-8844 1 REDRIVER.COM
30
WS-C2960X-24PD-L
CATALYST 9200 BLANK STACK MODULE
1
$2,429.83
$2,429.83
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
25
PI-LFAS-T
CISCO
5
$0.00
$0.00
PRIME INFRASTRUCTURE LIFECYCLE &
31
CON-SNTP-WSC604DL
ASSURANCE TERM - SMART LIC
1
$391.73
$391.73
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
26
PI-LFAS-AP-T-3Y
CISCO
5
$0.00
$0.00
PI DEV LIC FOR LIFECYCLE & ASSURANCE
32
CAB-16AWG-AC
TERM 3Y
1
$0.00
$0.00
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
27
C9200L-DNA-A-48
CISCO
5
$0.00
$0.00
33
C2960X-STACK
C9200L CISCO DNA ADVANTAGE, 48 -PORT
1
$602.10
$602.10
TERM LICENSE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
28
C9200L-DNA-A-48-3Y
CISCO
5
$1,815.94
$9,079.70
C9200L CISCO DNA ADVANTAGE, 48 -PORT,
3 YEAR TERM L ICENSE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
29
NETWORK -PNP -NONE
CISCO
5
$0.00
$0.00
NETWORK PLUG -N -PLAY OPT OUT SKU
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
30
WS-C2960X-24PD-L
CISCO
1
$2,429.83
$2,429.83
CATALYST 2960-X 24 GIGE POE 370W, 2 X
10G SFP+, LA N BASE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
31
CON-SNTP-WSC604DL
CISCO
1
$391.73
$391.73
SNTC-24X7X4 CATALYST 2960-X 24 GIG
POE 370W, 2 X 10
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
32
CAB-16AWG-AC
CISCO
1
$0.00
$0.00
AC POWER CORD, 16AWG
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
33
C2960X-STACK
CISCO
1
$602.10
$602.10
CATALYST 2960-X FLEXSTACK PLUS
STACKING MODULE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
RED RIVER 121 WATER STREET, SUITE 500, CLAREMONT, NH 03743 1 P: 603-448-8880 1 F: 603-448-8844 1 REDRIVER.COM
34
CAB -STK -E -0.5M
CISCO
1
$0.00
$0.00
CISCO FLEXSTACK 50CM STACKING CABLE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
35
WS-C3560CX-8PC-S
CISCO
3
$978.29
$2,934.87
CISCO CATALYST 3560 -CX 8 PORT POE IP
BASE
TEXAS DIR- CISCO
TEXAS D I R CISCO Contract #DIR-TSO-4167
36
CON-SNTP-WSC38PCS
CISCO
3
$140.35
$421.OS
SNTC-24X7X4 CISCO CATALYST 3560 -CX 8
PORT POE IP B AS
TEXAS DIR- CISCO
TEXAS DI CISCO Contract #DIR-TSO-4167
37
CAB -TA -NA
CISCO
3
$0.00
$0.00
NORTH AMERICA AC TYPE A POWER CABLE
TEXAS DIR- CISCO
TEXAS DI CISCO Contract #DIR-TSO-4167
38
WS-C3560CX-12PC-S
CISCO
2
$1,170.96
$2,341.92
CISCO CATALYST 3560 -CX 12 PORT POE IP
BASE
TEXAS DIR- CISCO
TEXAS D I R CISCO Contract #DIR-TSO-4167
39
CON-SNTP-WSC312PC
CISCO
2
$171.18
$342.36
SNTC-24X7X4 CISCO CATALYST 3560 -CX 12
PORT POE IP BA
TEXAS DIR- CISCO
TEXAS DI CISCO Contract #DIR-TSO-4167
40
CAB -TA -NA
CISCO
2
$0.00
$0.00
NORTH AMERICA AC TYPE A POWER CABLE
TEXAS DIR- CISCO
TEXAS DI CISCO Contract #DIR-TSO-4167
41
ISR4431/K9
CISCO
1
$5,937.36
$5,937.36
CISCO ISR 4431 (4GE,3NIM,8G FLASH,4G
DRAM,IPB)
TEXAS DIR- CISCO
TEXAS DI CISCO Contract #DIR-TSO-4167
42
CON-SNTP-ISR4431K
CISCO
1
$1,454.39
$1,454.39
SNTC-24X7X4 CISCO ISR 4431 (4GE,
TEXAS DIR- CISCO
TEXAS DI CISCO Contract #DIR-TSO-4167
43
SL-44-IPB-K9
CISCO
1
$0.00
$0.00
RED RIVER 121 WATER STREET, SUITE 500, CLAREMONT, NH 03743 1 P: 603-448-8880 1 F: 603-448-8844 1 REDRIVER.COM
$78,926.30
RED RIVER 121 WATER STREET, SUITE 500, CLAREMONT, NH 03743 1 P: 603-448-8880 1 F: 603-448-8844 1 REDRIVER.COM
IP BASE LICENSE FOR CISCO ISR 4400 SERIES
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
44
PWR-4430-AC
CISCO
1
$0.00
$0.00
AC POWER SUPPLY FOR CISCO ISR 4430
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
45
CAB -AC
CISCO
1
$0.00
$0.00
AC POWER CORD (NORTH AMERICA), C13,
NEMA 5-15P, 2. 1M
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
46
MEM -44-4G
CISCO
1
$0.00
$0.00
4G DRAM (1 X 4G) FOR CISCO ISR 4400
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
47
MEM-FLSH-8G
CISCO
1
$0.00
$0.00
8G EUSB FLASH MEMORY FOR CISCO ISR
4430
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
48
PWR-COVER-4430
CISCO
1
$0.00
$0.00
COVER FOR EMPTY 2ND POWER SUPPLY
SLOT ON CISCO ISR 4430
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
49
MEM -4400 -DP -2G
CISCO
1
$0.00
$0.00
2G DRAM (1 DIMM) FOR CISCO ISR 4400
DATA PLANE
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
50
NIM -BLANK
CISCO
3
$0.00
$0.00
BLANK FACEPLATE FOR NIM SLOT ON CISCO
ISR 4400
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
51
SISR44000K9-166
CISCO
1
$0.00
$0.00
CISCO ISR 4400 SERIES IOS XE UNIVERSAL
TEXAS DIR- CISCO
TEXAS DIR CISCO Contract #DIR-TSO-4167
$78,926.30
RED RIVER 121 WATER STREET, SUITE 500, CLAREMONT, NH 03743 1 P: 603-448-8880 1 F: 603-448-8844 1 REDRIVER.COM
WE WELCOME YOUR FEEDBACK.
Please complete our customer survey at irediriveir.corn/custorneir survey.
*Attention Contracting* Domestic Orders placed against this quote may be subject to state sales tax
(if applicable) unless your organization's tax exemption certificate for the appropriate state(s) is included
in your order. This quote is provided IAE FAR Part 13, 14, or 15. This quote is valid for 30 days unless
otherwise noted within this quote. For terms and conditions please visit: Terms and Conditions
REMIT TO:
Red River Technology LLC
PO Box 780924
Philadelphia, PA 19178-0924
RED RIVER 121 WATER STREET, SUITE 500, CLAREMONT, NH 03743 1 P: 603-448-8880 1 F: 603-448-8844 1 REDRIVER.COM
Red Riverl
City of Coppell
Jerod Anderson
240 E Parkway Blvd
Coppell, TX 75019-2601
cspaw@coppelltx.gov
QUOTE NUMBER
OP -0039026-1
Quote Date:
8/13/2020
RFQ:
Contract: OPEN MARKET
Quote Name: OP -0039026
Red River is monitoring the current health and economic environment
as it relates to our supply chain. The lead times on this quote are based
on the most current information available and are subject to change as
the situation evolves.
THANK YOU FOR YOUR INTEREST.
We are pleased to provide you with the following quote per
your request. If you need additional services for ongoing
product support, please contact us.
30 DAYS ARO GRD SHIP FOB Destination UPON RECPT
1 RRPS-PROD-FFP RED RIVER
RED RIVER PROJECT FFP
All Travel & Expenses Included
WE WELCOME YOUR FEEDBACK.
Please complete our customer survey at irediriveir.corn/custorneir survey.
*Attention Contracting* Domestic Orders placed against this quote may be subject to state sales tax
(if applicable) unless your organization's tax exemption certificate for the appropriate state(s) is included
in your order. This quote is provided IAE FAR Part 13, 14, or 15. This quote is valid for 30 days unless
otherwise noted within this quote. For terms and conditions please visit: Terms and Conditions
YOUR ACCOUNT TEAM
Curtis Joachim
curtis.joachim@redriver.com
703-674-3213
Michael Stone
michael.stone@redriver.com
703-674-1595
1 $25,000.00
REMIT TO:
$25,000.00
$25,000.00
Red River Managed Services, LLC
PO Box 786622
Philadelphia, PA 19178-6622
RED RIVER 121 WATER STREET, SUITE 500, CLAREMONT, NH 03743 1 P: 603-448-8880 1 F: 603-448-8844 1 REDRIVER.COM
Response To:
City of Coppell (CoC)
Cisco Equipment Upgrade Project
Statement of Work — Quote OP -0039026
August 10, 2020
Submitted By:
Curtis Joachim
Phone: 703-674-3213
Ema*1: u� i t: 1�I in(,re-dri-v-e-r-.-corn.
Red River Technology LLC
21 Water Street, Suite 500
Claremont, NH 03743
,vv,vv,vv.y.-e(.ly.-miv r.-,mcom
The data in this document shall not be disclosed outside the Customer organization. It shall not be used or disclosed in whole or in part for
any purpose other than to evaluate the document. Should a service agreement be awarded to Red River Technology LLC (Red River) as a
result of or in connection with the submission of this document, Customer shall have the right to use or disclose the data to the extent
provided by the agreement. This restriction does not limit the right of Customer to use information contained in the data if it is obtained from
another source without restriction.
NON„,DI CLO IJRL iii A 111' 1N4E iii -
The data in this document shall not be disclosed outside the Customer organization. It shall not
be used or disclosed in whole or in part for any purpose other than to evaluate the document.
Should a service agreement be awarded to Red River Technology LLC. (Red River) as a result of
or in connection with the submission of this document, Customer shall have the right to use or
disclose the data to the extent provided by the agreement. This restriction does not limit the right
of Customer to use information contained in the data if it is obtained from another source without
restriction.
THE INFORMATION AND SOLUTION PROPOSED ARE CONSIDERED TO BE UNIQUE
AND SHOULD BE PROTECTED AS "PROPRIETARY” ONLY FOR THE EYES OF
CUSTOMER MANAGEMENT
Table of Contents
Non -Disclosure Statement............................................................................................................................. i
1.0
Executive Summary..........................................................................................................................1
2.0
Project Overview..............................................................................................................................1
3.0
Project Scope....................................................................................................................................2
3.1
Project Kickoff..............................................................................................................................3
3.2
Discovery......................................................................................................................................
3
3.3
Installation & Configuration.........................................................................................................
3
3.4
Final Testing & Acceptance..........................................................................................................5
3.5
Project Close.................................................................................................................................5
4.0
Validation & Testing Milestone......................................................
Error! Bookmark not defined.
5.0
Closing (Acceptance) Milestone.....................................................
Error! Bookmark not defined.
6.0
Project Deliverables..........................................................................................................................6
7.0
Tasks that are Out of Scope..............................................................................................................
6
8.0
Project Management.........................................................................................................................
6
8.1
Red River's Project Team.............................................................................................................6
8.2
Project Management Approach.....................................................................................................7
8.2,1
Kick-off Meeting...................................................................................................................
8
8,2.2
Project Management Plan.....................................................................................................
8
9.0
Assumptions....................................................................................................................................10
9.1
Project Assumptions...................................................................................................................10
9.2
Customer Responsibilities...........................................................................................................10
10.0
Pricing Terms and Conditions.........................................................................................................10
11.0
Approval to Proceed With Project..................................................................................................12
11.1
Project Completion and Acceptance...........................................................................................12
Use or disclosure of information contained on this sheet is subject to the restriction on the title page of this proposal.
Red River ii <Date>, 2018
City of Coppell (CoC)
Cisco Equipment Upgrade Project
1.0 EXECI 1111VI^..�(llW].WARY
Quote No. OP -0039026
City of Coppell (CoC) "A Family Community For a Lifetime" is a thriving community nestled in
the northwest portion of Dallas County and southern Denton County, Texas. Coppell's 14.9
square miles are bounded by the cities of Grapevine, Lewisville, Flower Mound, Carrollton and
Irving. Coppell also surrounds on three sides a non-contiguous portion of the City of Dallas.
DFW International Airport has property within the city limits of Coppell in the southwest portion
of the city.
Established in 1995, Red River is a Technology Transformation IT solutions provider with
Corporate Headquarters in Claremont, NH, and Federal Headquarters in the Washington, DC
metro area. We support customers in the commercial, civilian, military, healthcare, and
education markets worldwide. We provide a wide range of capabilities and cutting-edge IT
solutions designed to solve current challenges, optimize available assets, and help make
meaningful IT investments that align with the strategic goals of our customers. Key solution
areas include Data Center, Network Infrastructure, Storage, Software Development, and
Mobility. We provide Consulting Services along with Supply Chain Management and
Professional, Managed, and Support Services to maximize process improvements and cost
savings. Our technology expertise and mission -critical experience help our customers optimize
their business processes and extend the value of their IT investments.
.0 PROJ ➢CX:°II[" OVERVIEW
City of Coppell (CoC) , hereafter referred to as Client, is a Red River Managed Services (RRMS)
customer with Cisco equipment that has been announced End of Life and must be upgraded to
supported models:
Cisco Product
Last Date of Suport
Catalyst C2950G Ethernet switch
December 30, 2011
Catalyst 3560G Ethernet switches
January 31, 2018
Catalyst 3750G Ethernet switches
January 31, 2018
Catalyst 2960S Ethernet switches
November 30, 2020
Catalyst 3560C Compact switches
October 31, 2021
Cisco 3945 G2 Integrated Services Router
December 31, 2022*
*Cisco SmartNet support ends on January 27, 2021.
The Last Date of Support (LDoS) is the last date to receive applicable service and support. After
this date all support services for the product are unavailable and the product becomes obsolete.
The product should be replaced prior to the LDoS.
The following Ethernet switches have been identified as End of Life. The list below shows the
proposed upgraded switch model based on the existing switch:
Location Reference Name End of Life Switch Proposed Upuade
265 Parkway 265PKWY-357OG WS-C3750G-48PS-S C9200L-48P-4X-A
Justice Center JC -2960S-48 WS-C2960S-48FPS-L C9200L-48P-4X-E
Use or disclosure of information contained on this sheet is subject to the restriction on the title page of this proposal.
Red River 1 Version No. 3.1
City of Coppell (CoC)
Cisco Equipment Upgrade Project
Town Center*
Fire Station 1
Fire Station 1
Fire Station 1
Fire Station 2
Fire Station 3
Fire Station 3
Service Center
Service Center
The Core
The Core
The Core
The Core
Rolling Oaks Memorial
Center
Animal Services
Grapevine Springs
Community Center
Biodiversity Education
Center
Biodiversity Education
Center
CoC-TC-SW02
CoC-FSI-AS-01
CoC-F S 1-02
FA -3560
CoC-FS2-02
CoC-FS3-2960S-48
CoC-FS3-3750G-48-SW2
CoC-SC-02
CoC-SC-04
CoC-AQC-01
CoC-AQC-02
CoC-AQC-03
CoC-AQC-08
CoC-CEM-TEN-01
CoC-AS-C2960S-SW01
WS-C2960S-24TS-L
WS-C2960S-24PS-L
WS-C3750G-48PS-S
WS-C3560G-48PS-S
WS-C3750G-48PS-S
WS-C2960S-48FPD-L
WS-C2960S-48FPD-L
WS-C2960S-24PS-L
WS-C3560CG-8PC-S
WS-C3560G-48TS-S
WS-C2960S-24PS-L
WS-C2960S-48FPD-L
WS-C3560CG-8PC-S
WS-C2960S-24PS-L
Catalyst 2960S-24PS-L
CoC-GSCC-SW03 WS-C3560CG-8PC-S
COC-BARN-SW01 WS-C3560CG-12PC-S
CoC-CON-SW01
*Must be Catalyst 2960X to retain stack.
WS-C2960S-24PS-L
Quote No. OP -0039026
WS-C2960X-24PDL
C9200L-24P-4X-E
C9200L-48P-4X-A
C9200L-48P-4X-A
C9200L-48P-4X-A
C9200L-48P-4X-E
C9200L-48P-4X-E
C9200L-24P-4X-E
WS-C3560CX-8PC-S
C9200L-48P-4X-A
C9200L-24P-4X-E
C9200L-48P-4X-E
WS-C3560CX-8PC-S
C9200L-24P-4X-E
C9200L-24P-4X-E
WS-C3560CX-8PC-S
WS-C3560CX-12PC-S
C9200L-24P-4X-E
In addition, these 2 Ethernet switches in the Service Center are End of Life and no longer in -use
and will be decommissioned:
Location
Service Center
Service Center
Reference Name
CoC-SC-03
Sign Shop
End of Life Switch
WS-C2950G-48-EI
WS-C2955S-12
Proposed Upgrade
NONE
NONE
The Cisco Catalyst WS-C2955S-12 switch in the Service Center Sign Shop will be
decommissioned and the Client will self -install another unmanaged Ethernet switch.
➢ Ethernet switch upgrades are 1 for 1 for End of Life switches.
➢ Reuse the Cisco fiber SFPs and fiber patch cables.
➢ Reuse 19 -inch rack space, patch cables, and UPS power.
The Cisco 3945 G2 Integrated Services Router Last Date of Support (LDoS) is December 31,
2022. However, the Cisco SmartNet subscription ends on January 27, 2021. It is used for the
Internet connections in Town Center and will be upgraded to a new Cisco 4431 Integrated
Services Router.
This project is service affecting and will require Professional Services outside normal business
hours for the downtime required to upgrade the End of Life Ethernet switches. The assigned
project engineer(s) will perform as much work as possible during normal business hours.
.0 PROJ IX" ']I[' SCOPE
To achieve the objectives listed above, Red River proposes the following tasks:
Use or disclosure of information contained on this sheet is subject to the restriction on the title page of this proposal.
Red River 2 Version No. 3.1
City of Coppell (CoC)
Cisco Equipment Upgrade Project
Project Tasks:
1. Project Kickoff
2. Discovery
3. Installation & Configurations
4. Final Testing & Acceptance
5. Project Close
3.1 PROJECT KICKOFF
Quote No. OP -0039026
The project kickoff is designed to identify key personnel, review expectations, and establish a
high-level project plan. The project manager will introduce the assigned project engineer(s) and
work with the Client to set dates for key milestones, such as the on-site visit and cutover.
• Confirm project expectations and set milestone dates.
• Discuss Catalyst switch upgrades as listed above.
o Reuse/move existing fiber SFPs and fiber patch cables.
• Discuss project timeline and maintenance window(s) required for cutover.
o Determine maintenance windows required for Catalyst Ethernet switch cutovers.
• Coordinate milestone dates, including required site visit.
3.2 DISCOVERY
For the Discovery phase, the current switches and uplink ports will be reviewed to determine the
new configurations required for the upgraded Catalyst switches. The Cisco 3945 G2 Integrated
Services Router used for the Internet connections in Town Center will be reviewed for the
upgrade.
The project engineer(s) will gather the information required to validate prerequisites, develop
new configurations, and provide a detailed project plan.
• Review the provided list of Catalyst switch upgrades.
o Validate existing uplinks/fiber connections required.
• Develop new Catalyst switch configurations
• Review Cisco 3945 G2 Integrated Services Router configuration.
o Upgrade to Cisco ISR4431
• Provide detailed project plan with scheduled maintenance window(s) required for
downtime.
3.3 INSTALLATION & CONFIGURATION
The project engineer(s) will configure the new equipment, install and connect on-site at the listed
locations, and reuse/connect uplinks, including fiber optics during the Installation &
Configuration phase.
A maintenance window(s) will be scheduled for the downtime required to install the upgraded
Ethernet switches. The project engineer(s) will test to ensure the network is operational after
each maintenance window.
Use or disclosure of information contained on this sheet is subject to the restriction on the title page of this proposal.
Red River 3 Version No. 3.1
City of Coppell (CoC)
Cisco Equipment Upgrade Project
Quote No. OP -0039026
• Preconfigure the following Cisco Catalyst switches:
o (5) Catalyst 9200L 24 -port PoE+, 4 x l OG with Network Essentials
o (4) Catalyst 9200L 48 -port PoE+, 4 x l OG with Network Essentials
o (5) Catalyst 9200L 48 -port PoE+, 4 x l OG with Network Advantage
o Catalyst 2960-X 24 GigE PoE 370W, 2 x l OG SFP+ with LAN Base
■ Includes Stacking Kit to retain stack with existing Catalyst 2960X.
o (3) Cisco Catalyst 3560 -CX 8 Port PoE IP Base
o (2) Cisco Catalyst 3560 -CX 12 Port PoE IP Base
o Cisco ISR 4431 (4GE,3NIM,8G FLASH,4G DRAM,IPB)
o Apply latest IOS versions.
o Load base configurations.
o Test and burn -in on bench.
o Pack equipment for delivery to Client site.
• Install and connect upgraded Ethernet switches at the following locations:
265 Parkway
Justice Center
Town Center*
Fire Station 1
Fire Station 1
Fire Station 1
Fire Station 2
Fire Station 3
Fire Station 3
Service Center
Service Center
The Core
The Core
The Core
The Core
Rolling Oaks Memorial Center
Animal Services
Grapevine Springs Community Center
Biodiversity Education Center
Biodiversity Education Center
265PKWY-357OG
JC -2960S-48
CoC-TC-SW02
CoC-FS 1 -AS -01
CoC-FS1-02
FA -3560
CoC-FS2-02
CoC-FS3-2960S-48
CoC- FS 3 -3750G -48-S W2
CoC-SC-02
CoC-SC-04
CoC-AQC-01
CoC-AQC-02
CoC-AQC-03
CoC-AQC-08
CoC-CEM-TEN-01
CoC-AS-C2960S-SWO1
CoC-GSCC-SW03
COC-BARN-SW01
CoC-CON-SW01
WS-C3750G-48PS-S
WS-C2960S-48FPS-L
WS-C2960S-24TS-L
WS-C2960S-24PS-L
WS-C3750G-48PS-S
WS-C3560G-48PS-S
WS-C3750G-48PS-S
WS-C2960S-48FPD-L
WS-C2960S-48FPD-L
WS-C2960S-24PS-L
WS-C3560CG-8PC-S
WS-C3560G-48TS-S
WS-C2960S-24PS-L
WS-C2960S-48FPD-L
WS-C3560CG-8PC-S
WS-C2960S-24PS-L
Catalyst 2960S-24PS-L
WS-C3560CG-8PC-S
WS-C3560CG-12PC-S
WS-C2960S-24PS-L
C9200L-48P-4X-A
C9200L-48P-4X-E
WS-C2960X-24PDL
C9200L-24P-4X-E
C9200L-48P-4X-A
C9200L-48P-4X-A
C9200L-48P-4X-A
C9200L-48P-4X-E
C9200L-48P-4X-E
C9200L-24P-4X-E
WS-C3560CX-8PC-S
C9200L-48P-4X-A
C9200L-48P-4X-E
C9200L-48P-4X-E
WS-C3560CX-8PC-S
C9200L-24P-4X-E
C9200L-24P-4X-E
WS-C3560CX-8PC-S
WS-C3560CX-12PC-
S
C9200L-24P-4X-E
TOTAL 20
*Must be Catalyst 2960X to stack with existing 2960X.
• Finalize new Catalyst switch configurations.
• Install and connect new Cisco ISR4431 to replace Cisco 3945 G2 Integrated Services
Router.
o Internet connections in Town Center.
o Retain circuit configurations.
• Test and confirm systems ready.
• Inform staff of upcoming network interruptions.
Use or disclosure of information contained on this sheet is subject to the restriction on the title page of this proposal.
Red River 4 Version No. 3.1
City of Coppell (CoC)
Cisco Equipment Upgrade Project
3.4 FINAL TESTING & ACCEPTANCE
Quote No. OP -0039026
The installation will be finalized, tested to ensure proper operation, and the new equipment
placed into production.
The project engineer(s) will be available during normal business hours to assist in the
remediation of any issues related to the project.
• Cutover new Catalyst switches
o Move patch cables, including fiber patch cables and SFPs.
• Cutover new Cisco ISR4431 Internet router.
o Move Internet connections and patch cables.
o Decommission old Cisco 3945 G2 ISR.
• Final test and validate proper network operation.
• Decommission the following old out of service Cisco switches:
Location End of Life Switch
265 Parkway WS-C3750G-48PS-S
Justice Center WS-C2960S-48FPS-L
Town Center WS-C2960S-24TS-L
Fire Station 1 WS-C2960S-24PS-L
Fire Station 1 WS-C3750G-48PS-S
Fire Station 1 WS-C3560G-48PS-S
Fire Station 2 WS-C3750G-48PS-S
Fire Station 3 WS-C2960S-48FPD-L
Fire Station 3 WS-C2960S-48FPD-L
Service Center WS-C2960S-24PS-L
Service Center WS-C3560CG-8PC-S
The Core WS-C3560G-48TS-S
The Core WS-C2960S-24PS-L
The Core WS-C2960S-48FPD-L
The Core WS-C3560CG-8PC-S
Rolling Oaks Memorial Center WS-C2960S-24PS-L
Animal Services Catalyst 2960S-24PS-L
Grapevine Springs Community Center WS-C3560CG-8PC-S
Biodiversity Education Center WS-C3560CG-12PC-S
Biodiversity Education Center WS-C2960S-24PS-L
TOTAL 20
• Assist users during normal business hours.
• Update project engineer(s) with any anomalous activity.
• Project acceptance.
o Present sign off that the network and systems are working properly.
• Schedule project close meeting.
3.5 PROJECT CLOSE
The project close phase is designed to allow both parties to review the project and accept
completion. The Client will be afforded an opportunity to discuss the project, documentation, and
Use or disclosure of information contained on this sheet is subject to the restriction on the title page of this proposal.
Red River 5 Version No. 3.1
City of Coppell (CoC)
Cisco Equipment Upgrade Project
validate objectives have been completed.
• Update As -Built documentation and RRMS systems.
• Conduct closeout meeting and review project objectives.
• Close project and generate closeout report.
• Provide feedback on project deliverables.
customer to support effective project closure.
4.012OH,,1;" it DELIVERABLES
LIVE^. RABLES
0 The fully implemented solution defined within this SOW:
Quote No. OP -0039026
o Detailed Design and Implementation documentation.
o Implementation of 15 catalyst switches at the locations described in this document
o Decommission of 17 preexisting switches as described in this document
• Test and Acceptance Document
• Final Configuration Documentation (Revise As -Built documentation)
.0 TASIS 'IIHIA'II[' ARE IT'll[' 0➢F' C0PE
The following tasks are excluded from the project (A quote for this work can be provided if
desired):
• Red River is responsible for performing only the Services expressly specified in this
SOW. All other services, tasks and activities are considered out of scope.
• Any 3rd parry integrations.
• Removal and proper recycling of decommissioned gear.
o Backup of data or configuration files for decommissioned gear.
0 Cable reorganization or cleanup
6.0 ROOD(," III"AI AO�:^.:�IN4EN']If'
6.1 RED RIVER'S PROJECT TEAM
A dedicated Project Team is assigned and available throughout the lifecycle of the project. This
includes an Account Executive, the Inside Account Team, a Lead Engineer, and a Project
Manager. We will add technical and administrative resources as necessary to complete the
project successfully. Below is a description of the project team:
• Accoti tit Ex.ectitive (AE): The AE is responsible for the overall satisfaction of the
customer's business requirements. It is the job of the AE to be intimately aware of the
customer's business goals, needs, and challenges.
• II[mmside Acctrtint Team: This team consists of dedicated sales personnel that are available
every day to provide hardware quotes as well as a variety of other pre -sales activities.
• Project Manager (PM): Every project that Red River is involved in is assigned a PM.
The PM is the primary interface to the customer. They are responsible for providing the
Use or disclosure of information contained on this sheet is subject to the restriction on the title page of this proposal.
Red River 6 Version No. 3.1
City of Coppell (CoC)
Cisco Equipment Upgrade Project
Quote No. OP -0039026
customer with status updates, promptly communicating project risks, and verifying that
technical resources have what they need to successfully deliver the solution.
• Lead Engineer: When a customer engages Red River to provide a service, whether it is a
design, installation, or simply a consulting project, a Lead Engineer provides senior
technical guidance for the Delivery Team. The Lead Engineer makes certain the right
resource is applied to the right task and the right tasks are done at the right time, and in
effect, is the Foreman of the Red River Delivery Team.
• Other ]Resources: Red River has a pool of technical and administrative resources that are
applied at any time at the direction of the Lead Engineer or PM. This includes installation
technicians, Professional Trainers, Technical writers, etc.
The combined expertise of the PM and engineers involved are used to effectively manage an
engagement of this complexity and importance. While the PM functions as the primary interface
for the customer, the engineering team applies experience and lessons learned from similar
projects and has ultimate responsibility for customer satisfaction and adherence to project
deliverables, and meeting customer's expectations.
6.2 PROJECT MANAGEMENT APPROACH
The Red River Project Team provides a tailored Project Management approach based on Project
Management Institute (PMI) concepts and agile methodology to deliver solutions successfully.
Team members have professional certifications to include but are not limited to the following:
PMI-PgMP, PMI -PMP, PMI -RMP, PMI -ACP, CSM, CSPO, ITIL, and Six Sigma.
Red River engages our customers using our proven five -phased project management approach
INITIATING, PLANNING, EXECUTING, VALIDATING, and CLOSING. The Red River
Project Team collaborates with customers to kick-off the project through Initiating, (In
Planning, the current IT infrastructure implementation approach and understand the operational
challenges and mission -critical goals. Our engineers work directly with the customer's technical
staff for Executing, awarded solutions and services. We use customer -approved design document
deliverables to verify custom solutions and services deployed specifically meet or exceed the
stated requirements of the intended solution and will help the Agency achieve their primary IT
goals. Once the Red River Project Team has implemented the solution, we engage the customer
in halidating, the solution through testing within the customer environment. In (,'losing,, we
provide the customer acceptance documentation to substantiate and support stated milestones
and objectives are met, the solution operates as designed, and the project is ready for final
acceptance.
Use or disclosure of information contained on this sheet is subject to the restriction on the title page of this proposal.
Red River 7 Version No. 3.1
City of Coppell (CoC)
Cisco Equipment Upgrade Project
Quote No. OP -0039026
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Figure 1: Red River's Proven Project Management Approach
111nitiating and Planning Phase: This phase forms the foundation to achieve success for the
entire effort. Red River uses proven processes and extensive experience to address aspects of the
project management lifecycle and project execution plans from cradle to grave. The Lead
Engineer works closely with the customer or end user to explain solution requirements based on
site survey findings, including recommended areas for improvement. Red River develops design
documentation and presents it to the customer for approval. After the Planning Phase, we provide
a detailed list of the activities and deliverables to the customer.
Ex.ectition Phase: This phase represents the specific implementation activities (onsite and
remote level work) that deliver the approved solution at the designated locations for the effort.
Once deployed, Red River will stage the solution for the next phase of operations.
Validating Phase: This phase represents activities necessary to certify the installed solution.
This can include end-to-end system testing and final User Acceptance testing for the proposed
solution. The Validating phase confirms that the solution is complete and technically compliant
with all stated requirements and defined performance standards.
:"losing Phase: This phase represents the final phase of the designated project effort. During this
phase, Red River performs a top to bottom review of all project requirements, verifies all final
deliverables are complete, and the Customer and Red River mutually agree all stated
requirements have been satisfied.
Upon contract award, Red River's PM sets up an initial Kick -Off meeting with the customer to
discuss the approach and plan for the project. This meeting focuses on gathering information to
establish the project stakeholder register, define all stakeholder roles, and begin the data
gathering to complete and submit the initial project plan baseline, the Project Management Plan,
and the requirements for scheduling and completing the necessary site evaluations. The PM also
establishes project tracking and accountability within the suite of software tools Red River
employs to enhance visibility and tracking of all project activities from procurement to resource
scheduling and financial accountability.
6,2,2 I'1?0,,11.("I'ANA(;]'Ml,.N'I'Pl.,AN
Use or disclosure of information contained on this sheet is subject to the restriction on the title page of this proposal.
Red River g Version No. 3.1
City of Coppell (CoC)
Cisco Equipment Upgrade Project Quote No. OP -0039026
The Project Management Plan is the document that details and outlines the specifics of the
project, including scope, schedule, communication, cost, quality, risk, and staffing, and the
management and control of each of these project facets. This document is updated based on any
project changes that occur that impact the specifications set forth. The primary uses of the project
plan are to document planning assumptions and decisions, facilitate communication among
stakeholders, and document approved scope, cost, and schedule baselines. Upon contract award,
Red River will develop additional details of the project plan to document the overall planning,
monitoring, and implementing activities in close collaboration with the customer, stakeholders,
and decision makers.
The following aspects of Project Management are defined in the Initiating and Planning Phases
and are included in the Project Management Plan:
Scope Management: Managing and controlling scope changes are necessary and critical to
supporting accurate configuration management of the final solution. Specific processes for
managing scope challenges are defined and documented, and upon completion will become an
integral part of the overarching Project Management Plan.
Change Management: Changes to the scope, SOW, or deliverables may be requested by the
primary points of contact from each parry in written form. Parties will review the requests and
consult with each other on the acceptance of the changes and what the impact to pricing or
schedule will be. If changes are accepted an amendment to the SOW will be made once signed
by both parties.
:"omintinications Management: All reports, updates, and communications relating to the
project effort will originate from or are routed through the PM. The PM will be accountable for
tracking any open items, addressing any issues and risks with the necessary resources so that
project requirements and deliverables are met on time. Specific communication channel
requirements are defined and distribution lists for the necessary deliverables are established and
documented.
Schedt le Management: The PM will create and have a baseline schedule approved. This serves
as the final schedule management document for the project. Maintaining compliance with the
approved baseline schedule for the project serves to safeguard cost and scope constraints remain
on track and are not detrimental to project success. Start and finish dates for task efforts are
accurately documented and will reflect any schedule risks that may be present.
Risk Management: The Red River PM is responsible for working with the team facilitating risk
identification and mitigation strategies. The Risk Management Plan will clearly define associated
project risks and define appropriate mitigation strategies for each risk that could materialize
during project execution. The Risk Management Plan includes the creation of a risk register that
identifies risks, determined triggers, and accountable parties for the mitigation strategy
implementation and the level of impact for the associated risk.
Otiadity Management, Oi,iadity Assi.iratmice/Oi,iadityControl: The PM has the responsibility for
coordinating with the team to ensuring the Red River quality principles are maintained and for
managing the quality processes, while the Lead Engineer is the technical representative charged
Use or disclosure of information contained on this sheet is subject to the restriction on the title page of this proposal.
Red River 9 Version No. 3.1
City of Coppell (CoC)
Cisco Equipment Upgrade Project
Quote No. OP -0039026
with ensuring quality control processes are followed. The system design documents are created
in full collaboration with the customer and the team to safeguard tenets of quality assurance are
maintained throughout development. Any instances of quality challenges or non -conformity to
specifications or requirements are brought to the attention of the PM who initiates the
appropriate corrective action processes as defined within the Red River Quality Management
System doctrine. Red River maintains an ISO 9001:2015 certification.
7.0 Asst.imPINON S
7.1 PROJECT ASSUMPTIONS
• Red River reserves the right to use Subcontractors.
• Red River engineers will be provided remote access to the Client environment to perform
the tasks outlined in the SOW.
0 Red River reserves the right to accomplish reasonable tasks remotely.
Red River and Client will work to complete work within the proposed schedule. If Client
is unable to complete work for a specific task, or for the project in general, within the
specified time, every effort will be made to adjust the proposed timeline. However, in
doing so, Red River reserves the right to produce a change order that must be signed for
the effort to continue when there is incurred overhead as the result of communication,
project management, engineering time, or any other billed time on behalf of Client.
7.2 CUSTOMER RESPONSIBILITIES
• Designate a single point of contact to whom all communications may be addressed and
who has the authority to act on all aspects of the services.
• Provide confirmation to execute a scheduled activity to the Red River Project Manager,
before the Red River team is dispatched.
• Reasonable access to all customer sites and facilities, including where applicable,
computer equipment, telecom equipment, facilities, workspace and telephone for Red
River's use during the project.
• Adequate secured storage areas on City of Coppell (CoC) sites for Red River equipment
for the duration of the project.
• Provide all data cabling and fiber connections, including patch cables and fiber patch
cables.
• Provide 19 -inch rack space and UPS power.
• Digital Security Certificates from a Certificate Authority (CA) of your choice, if required.
o Certificate Signing Request (CSR) will be provided by the project engineer.
.0 PRI0NG TEMMS A N 1) C 0 N 1) ['11110 N S
• Red River reserves the right to partial invoice for services based on milestones outlines in
section Project Milestones.
• Project Milestones are contingent on successful completion of tasks by both City of
Coppell (CoC) and Red River. Red River will not be held to pre -discussed milestones if
Use or disclosure of information contained on this sheet is subject to the restriction on the title page of this proposal.
Red River 10 Version No. 3.1
City of Coppers (CoC)
Cisco Equipment Upgrade Project
Quote No. OP -0039026
City of Coppell (CoC) fails to complete tasks as pre -determined. Red River reserves the
right to invoice for work completed due to customer project delays.
All project pricing is based on performance during normal business hours Monday
through Friday, 8:00am to 5:00pm local time unless outlined in the Statement of Work.
o Time that is required outside of normal business hours beyond service cutovers
may require a change order detailing the work to be completed and any associated
costs.
• Red River reserves the right to invoice the hardware upon delivery.
• Red River will deploy a resource as soon as available.
• Payment Terms are based on Customer Credit reference and will be determined by Red
River Finance.
• If at any time during the project, tasks are identified that are outside of the outlined tasks,
Red River will issue a change order to accommodate those changes. A quote will be
submitted to the customer outlining additional tasks and increased costs. These are
subject to customer approval.
• Travel, if required, will be billed in accordance with GSA Per -Diem rates and billed on
actual expenses incurred plus handling.
• See Attached Quote for all other Terms and Conditions.
Use or disclosure of information contained on this sheet is subject to the restriction on the title page of this proposal.
Red River 11 Version No. 3.1
City of Coppers (CoC)
Cisco Equipment Upgrade Project Quote No. OP -0039026
9.0 PPROVA1, 711'O i2OC EI) W11111 ROJI "111'
The pricing for work to be completed in the document previously defined is a firm fixed price
engagement based on the information gathered and milestones as outlined. Red River is pleased
to offer the services described in the above SOW on the attached Quote Number: OP -0039026
Red River reserves the right to invoice based on milestone completion as defined in the
milestone payment schedule below:
Hardware
100.00%
Delivery
Planning/Design
25.00%
Order
Execution
50.00%
Milestone
Validation
15.00%
Milestone
Closure
10.00%
Acceptance
Travel
100.00%
As Incurred
The undersigned parties each understand and agree that this SOW, Cisco Equipment Upgrade
Project, accurately sets forth the services that Red River will provide for Customer.
Following receipt of signed Contract Agreement and the Customer's Purchase Order, a Red
River Project Manager will contact City of Coppell (CoC) to discuss next steps. Red River
requires a minimum of two (2) weeks' notice to begin project implementation from date of
receipt of signed Contract Agreement and Customer's Purchase Order.
CUSTOMER CONTACT NAME:
CUSTOMER CONTACT TITLE:
CUSTOMER PHONE NUMBER:
CUSTOMER EMAIL ADDRESS:
PROJECT SITE ADDRESS:
(Signature)
City of Coppell (CoC)
(Print Name)
Date
Use or disclosure of information contained on this sheet is subject to the restriction on the title page of this proposal.
Red River 12 Version No. 3.1
City of Coppell (CoC)
Cisco Equipment Upgrade Project
Quote No. OP -0039026
* * A signed copy can be emailed or Faxed to 603.448.8844 and be accompanied with a Purchase
order.
9.1 PROJECT COMPLETION AND ACCEPTANCE
Upon completion of project milestones on the deployment the Red River assigned Project
manager will notify the customer point of contact we are at the completion stage. Once
milestones have been completed, they will submit an acceptance worksheet for signature and
approval. After notification of completion Red River will assume acceptance after seventy-two
(72) hours unless we have been alerted that there are any defects or missed milestones.
Use or disclosure of information contained on this sheet is subject to the restriction on the title page of this proposal.
Red River 13 Version No. 3.1
City of Coppell, Texas
C',P FE L
File ID: 2020-5239
Version: 1
File Name: Fee Resolution 08-2020
Master
File Number: 2020-5239
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Agenda Ready
In Control: Finance
File Created: 08/14/2020
Final Action:
Title: Consider approval of a Resolution amending Resolution No. 010996.3 as
amended, amending the Master Fee Schedule for Restoration of Service
Fee, Animal Services Fees, Drainage Fees, Subdivision Regulation Fees,
Building Fees, General Fees, Public Information Fees, Police Fees, Other
Fees and Impact Fees; and authorizing the Mayor to sign.
Notes:
Sponsors:
Attachments: Memo Fee Resolution August 2020.pdf, Master Fee
Resolution 08-2020.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5239
Title
Consider approval of a Resolution amending Resolution No. 010996.3 as amended, amending
the Master Fee Schedule for Restoration of Service Fee, Animal Services Fees, Drainage
Fees, Subdivision Regulation Fees, Building Fees, General Fees, Public Information Fees,
Police Fees, Other Fees and Impact Fees; and authorizing the Mayor to sign.
Summary
See attached memorandum.
Fiscal Impact:
City of Coppell, Texas Page 1 Printed on 8/21/2020
Master Continued (2020-5239)
Staff Recommendation:
The Finance Department recommends approval.
Goal Icon:
S ust iiiinu llt:llle City G veirunuurneinut
City of Coppell, Texas Page 2 Printed on 8/21/2020
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MEMORANDUM
To: Mayor and City Council
From: Jennifer Miller, Director of Finance
Date: August 25, 2020
Reference: Amending Fee Resolution
2030: Sustainable City Government — Financial Resources to Support City Services
Introduction:
Over the past few months, the fees charged by the City have been reviewed in work sessions and the proposed
changes are being brought forward for Council's approval.
Analysis:
• Restoration of Service Fee — Adding the after-hours restoration of service fee.
• Animal Services Fees — Adjusted based upon benchmark information.
• Drainage Fees — Public Hearing held March 24, 2020
• Subdivision Regulations — Adjusted based upon benchmark information
• Building Fees — Adjusted based upon cost recovery analysis and benchmark information
• General Fees — Adding Motor Vehicle Mitigation Fees
• Public Information Fees — Changing the wording to reference Office of the Attorney General.
• Police Fees — Adjusted based upon benchmark information.
• Other Fees — Adding credit card transaction fee.
• Impact Fees — Public Hearing held April 14, 2020.
Legal Review:
This agenda item was reviewed by legal during the normal review of the agenda packet.
Fiscal Impact:
Recommendation:
The Finance Department recommends approval.
1
RESOLUTION NO.
A RESOLUTION OF THE CITY OF COPPELL, TEXAS, AMENDING
RESOLUTION NO. 010996.3, THE MASTER FEE SCHEDULE, AS
AMENDED, BY AMENDING RESTORATION OF SERVICE FEES, IN
PART; ANIMAL CONTROL FEES, IN PART; DRAINAGE CHARGES, IN
PART; THE COPPELL CITY CODE (SUBDIVISION REGULATIONS), IN
PART; THE COPPELL CITY CODE (BUILDINGS), IN PART; GENERAL
FEES; IN PART; PUBLIC INFORMATION FEES, IN PART; POLICE
FEES, IN PART; OTHER FEES, IN PART; THE IMPACT FEES; IN PART;
AND PROVIDING A REPEALING CLAUSE AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the City Council of the City of Coppell, Texas, previously adopted
Resolution No. 010996.3 to provide for general and special fees and charges to be assessed and
collected by the City, as authorized by the Code of Ordinances and other applicable codes,
ordinances, resolutions, and laws; and
WHEREAS, the City Council of the City of Coppell desires to amend certain fees as set
forth therein and delete others as authorized by law;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF COPPELL, TEXAS:
SECTION 1. That the Master Fee Schedule section entitled "Restoration of Service" be amended, in part to
read as follows:
"Section 3-3-2
C. After hours restoration of Service Fee $50.00
SECTION 2. That the Master Fee Schedule section entitled "Animal Control" be amended, in part to read
as follows:
Section 9-1-10
1) Impound Charges — Within a one-year period
Dogs and Cats
1st 211d 3rd 01
$30.00 $50.00 $80.00 $120.00
Section 9-1-12 - Disposition of Animals
Euthanasia and Disposal
1
$50.00
Section 9-1-13 - Animal Adoptions
Cat
Dog
Adult (over 6 months) $50.00
Kitten (under 6 months) $75.00
Adult (over 6 months) $85.00
Puppy (under 6 months) $100.00
Animal Surrender Fees
Cat
Dog
Altered* $20.00
Unaltered $30.00
Altered* $30.00
Unaltered $50.00
*Documentation Required
Rental of Live Animal Trap
Any Size for 10 days $20.00 (Non -Refundable)
SECTION 3. That the Master Fee Schedule section entitled "Drainage Charges" be amended, in part to read
as follows:
Section 9-22-5 - Drainage Charges
SECTION 4. That the Master Fee Schedule section entitled "Chapter 13, Coppell City Code (Subdivision
Regulations)" be amended, in part to read as follows:
The Developer shall pay 4% of the cost of the items to be permitted and inspected by the
Engineering Department and dedicated to the City. The Developer shall pay 31/o of the cost of
the items to be inspected by the Engineering Department, but not dedicated to the City such as
parking lots, private utilities, private drainage systems, and so forth.
2
Proposed Mo thly Rate
Land Use
October 1
October 1
October 1
October 1
October 1
October 1
October 1
Impervious Area (s.L)
2020
2021
2022
2023
2024
2025
2026
Residential
All
$2.00
$3.00
$4.00
$5.00
$5.00
$5.00
$5.00
Commercial
and Multi-Fainily
0-9,999
$7.00
$8.00
$9.00
$10.00
$10.00
$10.00
$10.00
10,000-49,999
$11.00
$13.00
$15.00
$18.00
$18.00
$18.00
$18.00
50,000-99,999
$26.25
$60.00
$101.25
$150.00
$150.00
$150.00
$150.00
100,000-249,999
$61.25
$140.00
$236.25
$350.00
$350.00
$350.00
$350.00
250,000-499,999
$122.50
$280.00
$472.50
$700.00
$700.00
$700.00
$700.00
500,000 -Above
$262.50
$500.00
$1,012.50
$1,500.00
$1,500.00
$1,500.00
$1,500.00
SECTION 4. That the Master Fee Schedule section entitled "Chapter 13, Coppell City Code (Subdivision
Regulations)" be amended, in part to read as follows:
The Developer shall pay 4% of the cost of the items to be permitted and inspected by the
Engineering Department and dedicated to the City. The Developer shall pay 31/o of the cost of
the items to be inspected by the Engineering Department, but not dedicated to the City such as
parking lots, private utilities, private drainage systems, and so forth.
2
SECTION 5. That the Master Fee Schedule section entitled "Chapter 15, Coppell City Code (Buildings)"
be amended, in part to read as follows:
1) Building Inspection Fees (New Construction) Occupancy Classification "Single Family"
Occupancy Building Area
$100 + $15.78 for every $1,000 over $1,000
Classification Square Feet
Building Fee
Single Family 1,500 or less
$1,487.00
1,501 to 2,000
$1,607.00
2,001 to 2,500
$1,727.00
2,501 to 3,000
$1,800.00
3,001 to 3,500
$1,935.00
3,501 to 4,000
$2,039.00
4,001 to 4,500
$2,143.00
4,501 or more
$2,247.00
2) New Construction, Additions, Alterations, Repairs and Demolition for Non -Residential*
Value of Construction Permit Fee
$1 _$10,000
$100 + $15.78 for every $1,000 over $1,000
$10,001 - $25,000
$242 + $18.76 for every $1,000 over $10,000
$25,001 - $50,000
$522 + $13.52 for every $1,000 over $25,000
$50,001 - $100,000
$860 + $9.34 for every $1,000 over $50,000
$100,001 - $500,000
$1,327 + $7.47 for every $1,000 over $100,000
$500,001 - $1,000,000
$4,317 + $6.43 for every $1,000 over $500,000
$1,000,001 or more
$7,532 + $4.20 for every $1,000 over $1,000,000
*If 5,000 sq. ft. in building area or less and located within the Historic District, then a 75% reduction in
fees is applicable.
*If project and/or lease space is 5,000 sq. ft. or less with a value of construction of $150,000 or less and is
located within the Historic District, then a 75% reduction in fees is applicable.
3) Additions, Alterations, Repairs and Demolition for Residential
7) Certificate of Occupancy Fees
All Groups Except R-3 $75.00
8) Other Inspections and Fees
b. Reinspection fees assessed under $50.00
provisions of Section 109.7 of the IBC
and assessed automatically, for
inspection over 3 requests for any
single inspection type.
g. Registration and Inspection of Rental Property
Single Family
Registration $50.00
Inspection $40.00
follows:
9) Miscellaneous Fees
Spa, or Above Ground Pool
Lawn Sprinklers
Retaining Walls (every 100 Feet)
Water Heater
10) Board of Adjustment Application Fee
11) Plan Review Fee
(Non -Residential)
$200.00
$80.00
$25.00 - Minimum $50.00
$80.00
$100.00
40% of total permit fee to be paid
fee to be paid at time of application
SECTION 6. That the Master Fee Schedule section entitled "General Fees" be amended, in part to read as
Motor Vehicle Mitigation Rates
Level 1
$487.00
Level 2
$554.00
Level 3
$677.00
Add -On Services
Body Worn Camera DVD
Extrication
$1,461.00
Creating a Landing Zone
$448.00
Engine
$448.00 per hour
Truck
$560.00 per hour
Miscellaneous Equipment
$336.00 per hour
SECTION 7. That the Master Fee Schedule section entitled "Public Information" be amended, in part to
read as follows:
follows:
follows:
11
The City of Coppell adheres to the adopted rules and fees for public information as provided for by
the Office of the Attorney General. Charges are set under Government Code 552.261 and Title 1,
Section 70 of the Texas Administrative Code, as amended, and are subject to change.
SECTION 8. That the Master Fee Schedule section entitled "Police Fees" be amended, in part to read as
1)
Accident Report
$3.00 per page
2)
Fingerprinting Fee
$10.00 per card
3)
Body Worn Camera DVD
$10.00 each+ $1.00 per minute
4)
Dash Cam DVD
$1.00 each
5)
911 Audio
$1.00 each
6)
No Solicitor Sign
$6.00 each
7)
Police Reports
$3.00 per page
8)
Solicitor Permit
$50.00 each
SECTION 9. That the Master Fee Schedule section entitled "Other Fees" be amended, in part to read as
9) Credit Card Fees
4
3% fee charged on the transaction
follows:
SECTION 10. That the Master Fee Schedule section entitled "Impact Fees" be amended, in part to read as
MAXIMUM FEE RATE FOR IMPACT FEES
SCHEDULE 1
WATER FACILITY MAXIMUM FEE PER SERVICE UNIT
Meter Size - Type
E.S.U. *
Water
Impact Fee
5/8" x 3/4" — Simple
1
$1,327.79
1" — Simple
1.7
$2,257.24
1 1/2" — Simple
3.3
$4,381.70
2" — Simple/Compound
5.3
$7,037.28
2" — Turbine
6.7
$8,896.18
3" — Compound
10.7
$14,207.34
3" — Turbine
16
$21,244.61
4" — Compound
16.7
$22,174.06
4" — Turbine
28
$37,178.07
6" — Compound
33.3
$44,215.35
6" — Turbine
61.3
$81,393.42
8" — Compound
53.3
$70,771.12
8" — Turbine
106.7
$141,675.01
10" — Compound
153.3
$203,549.95
10" — Turbine
166.7
$221,342.31
12" — Turbine
220
$292,113.43
WASTEWATER FACILITY MAXIMUM FEE PER SERVICE UNIT
Meter Size - Type
E.S.U. *
Wastewater
Impact Fee
5/8" x 3/4" — Simple
1
$445.81
1" — Simple
1.7
$757.89
1 1/2" — Simple
3.3
$1,471.19
2" — Simple/Compound
5.3
$2,362.82
2" — Turbine
6.7
$2,986.96
3" — Compound
10.7
$4,770.22
3" — Turbine
16
$7,133.04
4" — Compound
16.7
$7,445.11
4" — Turbine
28
$12,482.81
6" — Compound
33.3
$14,845.63
6" — Turbine
61.3
$27,328.45
8" — Compound
53.3
$23,761.93
8" — Turbine
106.7
$47,568.44
10" — Compound
153.3
$68,343.41
10" — Turbine
166.7
$74,317.32
12" — Turbine
220
$98,079.25
I ROADWAY FACILITY MAXIMUM FEE PER SERVICE UNIT I
I Service Area I Cost Per Service Unit I
$177.50
*Based on AWWA Standards C701
ASSESSED FEE RATE FOR IMPACT FEES
SCHEDULE 2
WATER FACILITY PAYMENT AND COLLECTIONVFEE PER SERVICE UNIT
Meter Size - Type
E.S.U. *
Water
Impact Fee
5/8" x 3/4" — Simple
1
$1,327.79
1" — Simple
1.7
$2,257.24
1 1/2" — Simple
3.3
$4,381.70
2" — Simple/Compound
5.3
$7,037.28
2" — Turbine
6.7
$8,896.18
3" — Compound
10.7
$14,207.34
3" — Turbine
16
$21,244.61
4" — Compound
16.7
$22,174.06
4" — Turbine
28
$37,178.07
6" — Compound
33.3
$44,215.35
6" — Turbine
61.3
$81,393.42
8" — Compound
53.3
$70,771.12
8" — Turbine
106.7
$141,675.01
10" — Compound
153.3
$203,549.95
10" — Turbine
166.7
$221,342.31
12" — Turbine
220
$292,113.43
WASTEWATER FACILITY PAYMENT AND COLLECTION FEE PER SERVICE UNIT
PAYMENT AND COLLECTION FEE PER SERVICE UNIT
Meter Size - Type
E.S.U. *
Wastewater
Impact Fee
5/8" x 3/4" — Simple
1
$445.81
1" — Simple
1.7
$757.89
1 1/2" — Simple
3.3
$1,471.19
2" — Simple/Compound
5.3
$2,362.82
2" — Turbine
6.7
$2,986.96
3" — Compound
10.7
$4,770.22
3" — Turbine
16
$7,133.04
4" — Compound
16.7
$7,445.11
4" — Turbine
28
$12,482.81
6" — Compound
33.3
$14,845.63
6" — Turbine
61.3
$27,328.45
8" — Compound
53.3
$23,761.93
8" — Turbine
106.7
$47,568.44
10" — Compound
153.3
$68,343.41
10" — Turbine
166.7
$74,317.32
12" — Turbine
220
$98,079.25
ROADWAY FACILITY
PAYMENT AND COLLECTION FEE PER SERVICE UNIT
Service Area
Cost Per Service Unit
1
$177.50
* Based on AWWA Standards C701"
SECTION It. That all provisions of the resolutions of the City of Coppell, Texas, in
conflict with the provisions of this Resolution, except as noted herein, be, and the same are hereby,
repealed, and all other provisions not in conflict with the provisions of this Resolution shall remain
in full force and effect.
SECTION 12. That should any word, phrase, paragraph, or section of this Resolution be
held to be unconstitutional, illegal or invalid, the same shall not affect the validity of this
Resolution as a whole, or any part or provision thereof other than the part so decided to be
unconstitutional, illegal or invalid, and shall not affect the validity of the Resolution as a whole.
SECTION 13. That this Resolution shall become effective immediately from and after its
passage as the law and charter in such cases provide.
DULY PASSED by the City Council of the City of Coppell, Texas, this the 25th day of
Au ust 2020.
APPROVED AS TO FORM:
CITY ATTORNEY
APPROVED:
KAREN SELBO HUNT, MAYOR
ATTEST:
CHRISTEL PETTINOS, CITY SECRETARY
Z
C',P FE L
File ID: 2020-5241
Version: 1
City of Coppell, Texas
Master
File Number: 2020-5241
Type: Agenda Item
Reference:
File Name: Vote on Proposed Tax Rate 2020
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Agenda Ready
In Control: Finance
File Created: 08/17/2020
Final Action:
Title: Consider approval of a proposed tax rate of $0.5800 for the 2020 tax year
and to set the Public Hearings on the budget and proposed tax rate for the
next regularly scheduled City Council Meeting on September 8, 2020 at 7:30
p.m.
Notes:
Sponsors:
Attachments: Memo Proposed Rate 2020.pdf, City of Coppell Notice
of Meeting to Vote 2020.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5241
Title
Consider approval of a proposed tax rate of $0.5800 for the 2020 tax year and to set the Public
Hearings on the budget and proposed tax rate for the next regularly scheduled City Council
Meeting on September 8, 2020 at 7:30 p.m.
Summary
See attached memorandum.
Fiscal Impact:
Staff Recommendation:
The Finance Department recommends approval.
City of Coppell, Texas Page 1 Printed on 8/21/2020
Master Continued (2020-5241)
Goal Icon:
S ust iiiinu llbllle City Goveirinirneirit
City of Coppell, Texas Page 2 Printed on 8/21/2020
CO,PPELL
aQ Wn
MEMORANDUM
To: Mayor and City Council
From: Jennifer Miller, Director of Finance
Date: August 25, 2020
Reference: Approval of a proposed tax rate of $.58000 for the 2020 tax year and to set the Public Hearing
2030: Sustainable City Government
Introduction:
Prior to Senate Bill 2, when a proposed tax rate exceeds the notice and hearing tax rate limit (no new revenue
rate) as calculated in the effective/rollback tax rate worksheets, the taxing unit's governing body must take a
record vote on the desired rate. Regardless of the rate that is proposed, the publications under Senate Bill 2,
require a record vote to be included on the Notice of Meeting to Vote on Tax Rate.
Analysis:
The proposed rate of $.5800 is below the no new revenue rate and the voter approval rate. This agenda item
is the record vote on the proposed rate and it announces the date, time and place of the public hearing to be
held on the proposed tax rate.
Attached is the notice that will be published in the newspaper on August 29, 2020. The public hearing will be
at the regular Council meeting on September 8, 2020. The meeting to vote on the tax rate will be at a Special
called Council Meeting on September 15, 2020 at 6:00 p.m. The no new revenue tax rate is $.638729 and the
voter approval tax is $.654106.
Legal Review:
This agenda item was reviewed by legal counsel during the Council packet review process.
Fiscal Impact:
Recommendation:
The Finance Department recommends approval.
NOTICE OF MEETING TO VOTE ON TAX RATE
A tax rate of .580 per $100 valuation has been proposed by the governing body of City of Coppell.
PROPOSED TAX RATE $0.580000 per $100
NO -NEW REVENUE TAX RATE $0.638729 per $100
VOTER -APPROVAL TAX RATE $0.654106 per $100
DE MINIMIS RATE $0.642242 per $100
The no -new -revenue tax rate is the tax rate for the 2020 tax year that will raise the same amount of property tax revenue for City of
Coppell from the same properties in both the 2019 tax year and the 2020 tax year.
The voter -approval tax rate is the highest tax rate that City of Coppell may adopt without holding an election to seek voter approval of
the rate, unless the de minimis rate for City of Coppell exceeds the voter -approval tax rate for City of Coppell
The de minimis rate is the rate equal to the sum of the no -new -revenue maintenance and operations rate for City of Coppell, the rate
that will raise $500,000, and the current debt rate for City of Coppell
The proposed tax rate is not greater than the no -new -revenue tax rate. This means that City of Coppell is not proposing to increase
property taxes for the 2020 tax year.
A public meeting to vote on the proposed tax rate will be held on September 15, 2020 at 6:00 pm at 255 Parkway Blvd. Coppell TX
75019 - virtual.
The proposed tax rate is not greater than the voter -approval tax rate. As a result, City of Coppell is not required to hold an election at
which voters may accept or reject the proposed tax rate. However, you may express your support for or opposition to the proposed tax
rate by contacting the members of the City of Coppell of City of Coppell at their offices or by attending the public meeting mentioned
above.
YOUR TAXES OWED UNDER ANY OF THE ABOVE RATES CAN BE CALCULATED AS
FOLLOWS:
property tax amount=(tax rate) X (taxable value of your property)/100
The members of the governing body voted on the proposed tax rate as follows:
FOR:
AGAINST:
PRESENT and not voting:
ABSENT:
The 86th Texas Legislature modified the manner in which the voter -approval tax rate is calculated to limit the rate of growth
of property taxes in the state.
The following table compares the taxes imposed on the average residence homestead by City of Coppell last year to the taxes
proposed to be imposed on the average residence homestead by City of Coppell this year:
For assistance with tax calculations, please contact the tax assessor for City of Coppell at 214.653.7811 or
TNTHELPCa)dallascounty.org, or visit www.dallascounty.org/tax/ for more information.
1102 1.16
2019
2020
Change
Total Tax Rate (per $100 of value)
$0.584000
$0.580000
decrease of 0.68%
Average homestead taxable value
$366,755
$380,326
increase of 3.70°/0
Tax on average homestead
$2,142
$2,206
increase of $64 OR 2.99%
Total tax levy on all properties
$47,511,011
$44,954,987
increase of -$2,556,024 OR -5.37%
For assistance with tax calculations, please contact the tax assessor for City of Coppell at 214.653.7811 or
TNTHELPCa)dallascounty.org, or visit www.dallascounty.org/tax/ for more information.
1102 1.16
City of Coppell, Texas
C',P FE L
File ID: 2020-5240
Version: 1
File Name: Workforce Transit FY 20-21
Master
File Number: 2020-5240
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status: Agenda Ready
In Control: City Council
File Created: 08/14/2020
Final Action:
Title: Consider approval of the First Amended and Restated Interlocal Cooperation
Agreement by and between the City of Coppell and Denton County
Transportation Authority to provide transportation services for Coppell
businesses; and authorizing the Mayor to sign.
Notes:
Sponsors:
Attachments: Workforce Transit -Council Memo.pdf, First Amended
& Restated Interlocal Cooperation Agreement.pdf
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5240
Title
Consider approval of the First Amended and Restated Interlocal Cooperation Agreement by
and between the City of Coppell and Denton County Transportation Authority to provide
transportation services for Coppell businesses; and authorizing the Mayor to sign.
Summary
Staff is requesting to extend the current workforce transit test program an additional year.
Fiscal Impact:
Funds have been allocated in General Fund Designated Fund balance for this agreement.
Staff Recommendation:
Staff recommends approval.
City of Coppell, Texas Page 1 Printed on 8/21/2020
Master Continued (2020-5240)
Goal Icon:
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City of Coppell, Texas Page 2 Printed on 8/21/2020
MEMORANDUM
To: Mayor and City Council
From: Mindi Hurley, Director of Community Development
Date: August 25, 2020
Reference: Consider approval of the First Amended and Restated Interlocal Cooperation
Agreement by and between the City of Coppell and Denton County Transportation
Authority to provide transportation services for Coppell businesses; and authorizing
the Mayor to sign.
2030: Business Prosperity
Introduction:
In partnership with Denton County Transportation Authority and Lyft, the City of Coppell started a
workforce transit test program for Coppell businesses on October 1, 2019. The one-year program
was established to study trends and gauge the need for a long-term solution to workforce transit in
Coppell.
Since October 1, 2019, riders have utilized the program for a total of 1,392 rides. Ridership was low
the first two months as staff was trying to get the word out to all Coppell businesses, but the hope
was that it would grow each month as more businesses and individuals learned about the program.
Ridership started increasing in December and continued through March until COVID-19 hit. Staff is
requesting to extend the test program an additional year to continue analyzing ridership trends and
data.
Analysis:
Lyft will continue providing all mobility services, and DCTA will administer the contract and provide
all administrative and operational services associated with the program. The City of Coppell will
make monthly payments to DCTA for reimbursement of all costs associated with services provided
by Lyft and the monthly administrative fee.
Partnering with Lyft for the mobility service provides the greatest amount of flexibility for this test
program. The five transit stops that Lyft will be picking up from will remain the same. Those stops
are the: DART Trinity Mills Station, DCTA Hebron Station, DART Belt Line Station, DART Bus
Stop at Saintsbury and Belt Line and DART Bus Stop at Regent and Royal. Lyft will transport
passengers to the businesses located within the City of Coppell. Throughout the program the City
will work with DCTA to analyze and review ongoing service levels, alternative mobility service
delivery methods and cost estimates to meet the long-term workforce transit needs of Coppell.
The budget for the program is being reduced to $50,000 for FY 20-21. Staff still believes this test
program will provide great benefits to the businesses located in Coppell, and time will be spent in the
upcoming year to continue marketing the program to businesses in Coppell.
Legal Review:
The ILA was reviewed by Bob Hager.
Fiscal Impact:
A maximum of $50,000 for the test program.
Recommendation:
Community Development recommends approval.
STATE OF TEXAS §
§ FIRST AMENDED AND RESTATED
§ INTERLOCAL COOPERATION
§ AGREEMENT
COUNTY OF DENTON §
This First Amended and Restated Interlocal Cooperation Agreement ("Agreement") is
made by and between Denton County Transportation Authority ("DCTA") and the City of Coppell,
Texas ("Coppell"), (each a "Party" and collectively the "Parties"), acting by and through their
authorized representatives.
RECITALS
WHEREAS, Coppell is a home -rule municipality and local governmental entity located
within the State of Texas and in the counties of Dallas and Denton; and
WHEREAS, DCTA is a coordinated county transportation authority created under
Chapter 460 of the Texas Transportation Code; and
WHEREAS, the Parties previously entered into that certain Interlocal Cooperation
Agreement dated September 24, 2019, for purposes of providing transportation services to meet
the mobility needs of Coppell businesses and residents (the "Original Agreement");
WHEREAS, the Parties have agreed on the terms and conditions for DCTA to deploy
first/last mile workforce mobility solutions within the city limits of Coppell and between transit
stations located outside of the city limits, as set forth in Section 3.1(b) of this Agreement, through
use of a mobility provider; and
WHEREAS, due to the success of the pilot program and to incorporate DCTA's
Administrative Fee Policy established on April 23, 2020, the Parties desire to amend the Original
Agreement to extend the Term for one (1) year, beginning October 1, 2020 and continuing through
September 30, 2021,
WHEREAS, the Parties are authorized to enter into this Agreement pursuant to the
Interlocal Cooperation Act ("Act"), Chapter 791, Texas Government Code; and
WHEREAS, DCTA and Coppell are units of local government that have the statutory
authority under the Act to perform the services set forth in this Agreement; and
WHEREAS, pursuant to Chapter 460 of the Texas Transportation Code, DCTA is
authorized to enter into this Agreement with Coppell to provide transportation services; and
NOW, THEREFORE, for and in consideration of the mutual promises and covenants set
forth in this Agreement, and other valuable consideration, the receipts and sufficiency of which is
hereby acknowledged, the Parties agree as follows:
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First Amended and Restated Interlocal Cooperation Agreement
Article I
Purpose
1.1 The purpose of this Agreement is to provide for the administration and operation
of mobility services to improve access to jobs within the city limits of Coppell for trips originating
in a defined geofence to destinations located in the geofence and to/from designated transit stops
as defined in section 3.1(b). Mobility services may include DCTA directly providing transportation
to employees and residents in Coppell or through third -party service providers that directly
contract with DCTA, including but not limited to taxi providers and transportation network
companies (TNCs).
1.2 DCTA may execute a task order for a period not to exceed twelve (12) months with
a contracted mobility provider (e.g. Lyft) to deploy first/last mile mobility services in the city
limits of Coppell and as defined in section 3.1(b). The hours and days of operation shall be agreed
upon by the Parties and adjusted based on ridership.
1.3 DCTA has entered into an appropriate mobility services provider agreement to
provide their services herein; and, DCTA shall receive assurances under such agreement regarding
the services provided herein; and, Coppell's sole responsibility shall be to fund such services.
Article II
Term
2.1 Initial Term. The Term of this Agreement shall begin on October 1, 2020 and
continue for the period ending on September 30, 2021 unless sooner terminated as provided herein
(the "Initial Term").
2.2 Termination. Either Party may terminate this Agreement, with or without cause,
by giving sixty (60) days prior written notice to the other Party. After the Initial Term, the required
notice to terminate shall be at least ninety (90) days.
Article III
Services
3.1 DCTA shall provide the Mobility Services as follows:
(a) Beginning on October 1, 2019, DCTA shall deliver the Mobility Services
during the hours and days of operation as mutually agreed upon by the
Parties and based on ridership.
(b) Mobility services will initially be provided generally within the city limits
to serve the workforce population and to and from designated transit stops
and stations that fall outside the Coppell city limits. Specific parameters will
be determined through the Task Order process and in coordination with
DCTA and Coppell. Location of mobility services and geofence boundaries
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First Amended and Restated Interlocal Cooperation Agreement
may be amended in writing as mutually agreed upon by the Parties and
based on ridership trends.
(c) The Parties shall work together to analyze and review ongoing service levels
and alternative Mobility Service delivery methods and cost estimates to
meet the long-term public transit needs of Coppell.
(d) During the term of this Agreement, DCTA shall provide all administrative
and operational services associated with the Mobility Services including,
but not limited to, employment and management of necessary and sufficient
personnel, contract management of third -party providers, billing, customer
service, program management, and data reporting and analytics.
(e) During the Term of this Agreement, Coppell shall be responsible for all
primary marketing and outreach efforts, with ancillary support provided by
DCTA.
Article IV
Compensation and Fees
4.1 DCTA Compensation. DCTA shall be reimbursed for one -hundred percent (100%)
of all costs for services invoiced from the mobility provider associated with this agreement, and
an administrative fee per the schedule in Exhibit 1. Total costs shall not exceed one -hundred
thousand dollars ($50,000) in a twelve (12) month period, unless amended as mutually agreed
upon in writing by the parties.
4.2 Invoicing. On or before the last day of each calendar month during the Term of this
Agreement, DCTA shall prepare a written invoice to Coppell including number of trips, operating
expenses, and administrative management fees for the services provided in the previous month.
4.3 Payment. Coppell shall pay DCTA within thirty (30) days of the receipt of each
monthly invoice.
4.4 Current Revenues. To the extent applicable, Coppell and DCTA acknowledge that
Coppell shall make payment of the aforementioned sums from current revenues. Coppell further
agrees to make all appropriations reasonable and necessary to effectuate the terms of, and its
responsibilities under, this Agreement. However, the Parties recognize that the continuation of this
Agreement after the close of any given fiscal year of Coppell, September 30 of each calendar year,
shall be subject to approval by Coppell's City Council. This approval may be presumed if the City
Council includes funding for the Mobility Services in an adopted budget. This Agreement cannot
be an unfunded liability of Coppell in violation of the Texas Constitution's unfunded debt
prohibition applicable to home -rule cities. The Parties agree that this Agreement may be
terminated by Coppell with notice as provided herein, without any penalty or liability to Coppell
except for monies owed DCTA for Mobility Services provided pursuant to this Agreement and for
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First Amended and Restated Interlocal Cooperation Agreement
any costs incurred for demobilization, in the event Coppell's City Council fails to approve or
appropriate funds for any continuation of this Agreement.
4.5 Fares. Customers utilizing the first/last mile service will pay a fare that shall be
subsidized by Coppell. The subsidy and amount paid by the passenger shall be mutually agreed
upon by DCTA and Coppell.
4.6 Additional Services. In an effort to provide the best Mobility Services possible,
DCTA may work with additional third -parry service providers to enhance service delivery to
Coppell. At all times, DCTA shall be responsible for contracting directly with the third -parties and
shall be responsible for ensuring the overall customer experience and complying with this
Agreement. Furthermore, DCTA shall be responsible for managing the cost of such service
providers within the mutually agreed funding authorizations established and approved between
DCTA and Coppell.
Article V
Dispute Resolution
The Parties agree to make a good faith effort to resolve through informal discussions any
disagreement or other dispute between them in connection with this Agreement (a "Dispute"). If a
Dispute cannot be resolved through informal discussions, before seeking an alternative remedy,
either Party must submit a written complaint to the other Parry setting out the basis of the complaint
and a proposed resolution to the Dispute. The Parry receiving the complaint must respond in
writing within twenty-one (21) days after receipt of the complaint, by accepting the proposed
resolution, rejecting the proposed resolution, or proposing an alternative resolution to the Dispute.
If the proposed resolution is rejected, the Parties may seek alternative remedies as they deem
appropriate. If an alternative resolution is proposed, the recipient of that alternative proposal shall,
within twenty-one (21) days after receipt, either accept the alternative or reject it. If it is rejected,
the Parties may seek alternative remedies as they deem appropriate. Subject to the procedure
outlined in this section, both Parties will have all legal remedies allowed to them by applicable
law. The provisions of this section are strictly limited in scope to serve as a prerequisite to the
enforcement of remedies under this Agreement. Failure by either Parry to raise a Dispute through
this process shall not constitute waiver or acceptance of an alleged violation of this Agreement.
Article VI
Insurance
During the Term of this Agreement, the mobility provider shall maintain and enforce
during the Term, at the mobility provider's own expense, at least the following coverages:
(a) Workers' Compensation Insurance in accordance with state statutory laws,
including Employers' Liability with minimum limits of $1,000,000 each Accident;
(b) Commercial General Liability Insurance including, but not limited to, product and
completed operations, personal and advertising injury and contractual liability
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First Amended and Restated Interlocal Cooperation Agreement
coverage with minimum limits of $1,000,000 Each Occurrence; $2,000,000
General Aggregate; and
(c) Commercial Auto Liability Insurance including a minimum combined single limit
of $1,000,000 each accident and Uninsured/Underinsured motorist coverage with a
minimum combined single limit of $1,000,000.
The mobility provider will include Coppell as an additional insured via blanket
endorsement under the mobility provider's commercial general liability insurance policy. All
policies maintained shall be written as primary policies, not contributing with and not
supplemental to coverage Coppell may carry and will contain a waiver of subrogation against
Coppell and its insurance carrier(s) with respect to all obligations assumed by the mobility provider
under this Agreement. The fact that the mobility provider has obtained the insurance required
hereunder shall in no manner lessen or otherwise affect such mobility provider's other obligations
or liabilities set forth in this Agreement.
Article VII
Miscellaneous
7.1 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.
7.2 Assignment. This Agreement may not be assigned by either Party without the prior
written consent of the other Party.
7.3 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 permitted assigns.
7.4 Governing Law. The laws of the State of Texas shall govern this Agreement; and
venue for any action concerning this Agreement shall exclusively be in the State District Court of
Denton County, Texas. The Parties agree to submit to the personal and subject matter jurisdiction
of said court.
7.5 No Waiver of Liability. The Parties acknowledge that neither Parry is an agent,
servant, or employee of the other Parry, and each Parry agrees it is responsible for its own
individual negligent acts or omissions or other tortious conduct, as well as such acts and deeds of
its contractors, agents, representatives, and employees, during the performance of this Agreement
without waiving any governmental immunity available to the Parties under Texas law and other
applicable law, and without waiving any available defenses under Texas law and other applicable
law. Further, in the execution and performance of this Agreement, the Parties do not waive, and
neither Party shall be deemed to have waived, any other immunity or defense that would otherwise
be available to each Party as a local governmental entity and/or political subdivision of the State
of Texas.
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First Amended and Restated Interlocal Cooperation Agreement
7.6 Amendments. This Agreement may be amended by the mutual written agreement
of the Parties.
7.7 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 affect any other provisions, and the Agreement
shall be construed as if such invalid, illegal, or unenforceable provision had never been contained
in it.
7.8 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 Parry may designate in writing, and shall be
deemed received three (3) days after delivery set forth herein:
If intended for DCTA:
Raymond Suarez
Chief Executive Officer
DCTA
1955 Lakeway Drive, Suite 260
Lewisville, Texas 75067
Phone: 972-221-4600
If intended for City of Coppell:
Mike Land
City Manager
255 Parkway Blvd.
Coppell, Texas 75019
Phone: 972-304-3618
With Copy to:
Joseph J. Gorfida, Jr.
Nichols, Jackson, Dillard, Hager & Smith, L.L.P.
1800 Ross Tower
500 North Akard
Dallas, Texas 75201
Phone: 214-965-9900
7.9 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.
7.10 Exhibits. The Exhibits attached hereto are incorporated herein.
7.11 Recitals. The recitals to this Agreement are incorporated herein and made a part
hereof for all purposes.
7.12 Authorization. Each Party represents that it has full capacity and authority to grant
all rights and assume all obligations that are granted and assumed under this Agreement.
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First Amended and Restated Interlocal Cooperation Agreement
7.13 Survival of Covenants. Any of the representations, warranties, covenants, and
obligations of the Parties, as well as any rights and benefits of the Parties, pertaining to a period
of time following the termination of this Agreement shall survive termination hereof.
7.14 Approval of Parties. Whenever this Agreement requires or permits the approval or
consent to be given by a Party, the Parties agree that such approval or consent shall not be
unreasonably withheld, conditioned or delayed.
7.15 No Third -Party Beneficiary. Nothing in this Agreement shall be construed as
creating or giving rise to any rights of third -parties or any persons other than the Parties hereto.
7.16 Recordkeeping and Right to Inspect Records. Each Parry shall have mutual access
to, and the right to examine, all books, documents, papers, and other records of the other Parry
involving transactions relating to this Agreement. Each Parry shall have access during normal
business hours to all necessary facilities and shall be provided adequate and appropriate work
space in order to conduct audits in compliance with the provisions of this Agreement. Each Parry
shall give the other Parry advanced written notice of at least forty-eight (48) business hours of
intended audits.
(signature page to follow)
First Amended and Restated Interlocal Cooperation Agreement
EXECUTED this day of , 2020.
Denton County Transportation Authority
Raymond Suarez, Chief Executive Officer
APPROVED AS TO FORM:
Joseph J. Gorfida, Jr., General Counsel
(08-07-2020:TM 117185)
EXECUTED this day of , 2020.
City of Coppell, Texas
a home -rule municipality
Mike Land, City Manager
APPROVED AS TO FORM:
Robert E. Hager, Coppell City Attorney
First Amended and Restated Interlocal Cooperation Agreement
EXHIBIT 1
tJ' PP
First Amended and Restated Interlocal Cooperation Agreement
City of Coppell, Texas
C',P FE L
File ID: 2020-5248
Version: 1
File Name: Mayor and CC Reports
Master
File Number: 2020-5248
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status:
Mayor and Council
Re po its
In Control:
City Council
File Created:
08/17/2020
Final Action:
Title: Report by the City Council on recent and upcoming events.
Notes:
Sponsors:
Attachments:
Contact:
Drafter:
Related Files:
History of Legislative File
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5248
Title
Report by the City Council on recent and upcoming events.
Summary
City of Coppell, Texas Page 1 Printed on 8/21/2020
City of Coppell, Texas
C',P FE L
File ID: 2020-5250
Version: 1
File Name: CC Committee Reports
Master
File Number: 2020-5250
Type: Agenda Item
Reference:
255 E. Parkway Boulevard
Coppell, Texas
75019-9478
Status:
Council Committee
Re po its
In Control:
City Council
File Created:
08/17/2020
Final Action:
Title: A. Report on Dallas Regional Mobility Coalition - Councilmember Gary Roden
B. Report on Woven Health Clinic - Mayor Pro Tem Mark Hill
C. Report on Metrocrest Services - Councilmembers Biju Mathew and Wes Mays
Notes:
Sponsors:
Attachments:
Contact:
Drafter:
Related Files:
Enactment Date:
Enactment Number:
Hearing Date:
Effective Date:
History of Legislative File
ver- Acting Body: Date: Action: Sent To: Due Date: Return Result:
sion:
Date:
Text of Legislative File 2020-5250
Title
A. Report on Dallas Regional Mobility Coalition - Councilmember Gary Roden
B. Report on Woven Health Clinic - Mayor Pro Tem Mark Hill
C. Report on Metrocrest Services - Councilmembers Biju Mathew and Wes Mays
Summary
City of Coppell, Texas Page 1 Printed on 8/21/2020