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CP 2020-09-22o I'll""' COFFELL Tuesday, September 22, 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 9/18/2020 City Council Meeting Agenda September 22, 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 Work Session 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. As authorized by Section 551.127, of the Texas Government Code, one or more Councilmembers or employees may attend this meeting remotely using videoconferencing technology. 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. Work Session (Open to the Public) Council Chambers A. Discussion regarding agenda items. B. Discussion regarding the City's allocation of CARES Act funds. C. Discussion regarding field use. D. Discussion regarding a renewal contract with Republic Services. E. Report from Library on extended -hours access systems. F. Discussion regarding Boards & Commissions process. G. COVID-19 facilities update. Regular Session 3. Invocation 7:30 p.m. 4. Pledge of Allegiance 5. Citizens' Appearance Proclamations 6. Consider approval of a proclamation naming the month of October, "National Breast Cancer Awareness Month," and authorizing the Mayor to sign. 7. Consent Agenda A. Consider approval of the minutes: September 8, 2020 and September 15, 2020. City of Coppell, Texas Page 2 Printed on 9/18/2020 City Council Meeting Agenda September 22, 2020 B. Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement for mosquito spraying; effective October 1, 2020, through September 30, 2021; in an amount not to exceed $60,000.00; as budgeted in FY 20-21; and authorizing the Mayor to sign. C. Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement, effective October 1, 2020, through September 30, 2021; in the amount of $3,131.00; as budgeted in FY 20-21; and authorizing the Mayor to sign. D. Consider approval of a contract for the renewal of an Interlocal Agreement with Trinity River Authority, effective October 1, 2020, through September 30, 2021, in the amount of $9,500.00; as budgeted in FY 20-21; and authorizing the Mayor to sign. E. Consider approval of awarding a Request for Proposal (RFP #176) for Medical Stop Loss Insurance to Tru Services in the amount of $448,553.00, as budgeted in FY 20-21; and authorizing the City Manager to sign any necessary documents. F. Consider approval of a renewal policy for fully insured organ transplant coverage with Tokio Marine HCC; in the amount of $79,731.00, as budgeted in FY 20-21; and authorizing the City Manager to sign any necessary documents. G. Consider approval of a Consulting Contract with Holmes Murphy and Associates for employee benefits consulting, wellness services and other related benefit programs in the amount of $105,000.00 as budgeted in FY 20-21; and authorizing the City Manager to sign any necessary documents. H. Consider approval of a contract addendum for the renewal for third -party claims administration services with UMR, Inc.; in the amount of $206,609.00, as budgeted in FY 20-21; and authorizing the City Manager to sign any necessary documents. I. Consider approval to purchase server hardware from Dell Marketing LP Texas DI contract # DI TSO -3763 in the amount of $72,388.59 as budgeted; and authorizing the City Manager to sign any necessary documents. J. Consider approval of the Fourth Amendment to the Voluntary Interlocal Cooperation Agreement for Operation and Maintenance of Traffic Signals; by and between the Texas Department of Transportation and the Cities of Coppell, Lewisville, Corinth, The Colony, Lake Dallas, and the Town of Hickory Creek; and authorizing the City Manager to sign any necessary documents. K. Consider approval of an agreement renewal between the City of Coppell and SPAN, Inc., for the provision of transit services for Senior Citizens and City of Coppell, Texas Page 3 Printed on 9/18/2020 City Council Meeting Agenda September 22, 2020 Citizens with Disabilities; in an amount not to exceed $16,000.00; as budgeted in FY 20-21; and authorizing the Mayor to sign. End of Consent Agenda 8. Consider approval of an Ordinance of the City of Coppell, Texas, amending Ordinance No. 2019-1520, the budget for Fiscal Year October 1, 2019 through September 30, 2020, and authorizing the Mayor to sign. 9. Consider approval of two Resolutions amending and approving the City of Coppell's allocation of funds from the CARES Act for local businesses and social services; and authorizing the Mayor to sign. 10. Consider approval authorizing the purchase of four Lucas CPR Chest Compression Systems for the Fire Department from Stryker Medical in the amount of $77,162.32 through CARES Act funds: and authorizing the City Manager to sign any necessary documents. 11. Consider approval to renew the contract with Allied Waste Services of Fort Worth, LLC, Republic Services Company (Republic Services), to provide Waste, Recycling and Household Hazardous Waste Collection for a five year term ending in 2026; and authorizing the City Manager to sign any necessary documents. 12. Consider award of bid #Q-0920-01 with Cam -Crete Contracting, Inc., in the amount of $54,850.00,as provided for in the CRDC fund for the elevated trail project, for trail intersection improvements near Asbury Manor; and authorizing the City Manager to sign any necessary documents. 13. Consider approval and adoption of the FY 2020-2021 Council Goals and Staff Work Plan. 14. City Manager Reports - Project Updates and Future Agendas 15. Mayor and Council Reports Report by the City Council on recent and upcoming events. 16. Council Committee Reports concerning items of community involvement with no Council action or deliberation permitted. A. Report on North Central Texas Council of Governments - Councilmember Wes Mays B. Report on North Texas Commission - Councilmember Nancy Yingling 17. Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. City of Coppell, Texas Page 4 Printed on 9/18/2020 City Council Meeting Agenda September 22, 2020 18. Necessary Action from Executive Session 19. 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 18th day of September, 2020, at Ashley Owens, Deputy City Secretary PUBLIC NOTICE - STATEMENT FOR ADA COMPLIANCE AND OPEN CARRY LEGISLATION The City of Coppell acknowledges its responsibility to comply with the Americans With Disabilities Act of 1990. Thus, in order to assist individuals with disabilities who require special services (i.e. sign interpretative services, alternative audio/visual devices, and amanuenses) for participation in or access to the City of Coppell sponsored public programs, services and/or meetings, the City requests that individuals 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 5 Printed on 9/18/2020 C',P FE L File ID: 2020-5316 Version: 1 File Name: WKS 09/22/20 City of Coppell, Texas Master File Number: 2020-5316 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Work Session In Control: City Council File Created: 09/14/2020 Final Action: Title: A. Discussion regarding agenda items. B. Discussion regarding the City's allocation of CARES Act funds. C. Discussion regarding field use. D. Discussion regarding a renewal contract with Republic Services. E. Report from Library on extended -hours access systems. F. Discussion regarding Boards & Commissions process. G. COVID-19 facilities update. Notes: Sponsors: Attachments: Field Use Memo.pdf, Report on Library Access Systems.pdf, Boards and Commissions Process Memo.pdf, COVID-19 Facilities Update.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 2020-5316 Title A. Discussion regarding agenda items. B. Discussion regarding the City's allocation of CARES Act funds. C. Discussion regarding field use. D. Discussion regarding a renewal contract with Republic Services. E. Report from Library on extended -hours access systems. F. Discussion regarding Boards & Commissions process. G. COVID-19 facilities update. Summary City of Coppell, Texas Page 1 Printed on 9/18/2020 Master Continued (2020-5316) City of Coppell, Texas Page 2 Printed on 9/18/2020 C,OPPELL . ....... . . . .... MEMORANDUM To: Mayor and City Council From: Guy McLain, Assistant Director of Operations Via: Brad Reid, Parks and Recreation Director Date: September 22, 2020 Reference: Discussion pertaining to a request by the Coppell Baseball Association to conduct limited practices on game fields. 2030: Community Wellness and Enrichment: Excellent and Well -Maintained City Infrastructure and Facilities. Introduction: The Coppell Baseball Association (CBA) approached the Coppell Sports Council (CSC) in the summer of 2019 with a suggestion to explore the possibility of allowing some practices on baseball game fields. The CSC members weighed in on the issue with a unanimous vote to move the proposal through the process. The Coppell Girls Softball Association (CGSA) also expressed an interest in this field usage change request. Several CBA members presented the proposal to the September 9, 2019 meeting of the Park Board. The Parks and Recreation staff met with the CBA members and decided on a plan to make improvements to the existing practice fields and evaluate details of the practice on game field proposal further before presenting it to the Park Board for a recommendation. The events and challenges starting in early 2020 with the budget and COVID-19 caused a delay in moving forward with this request. Analysis: The disruption in maintenance schedules during the summer of 2020 resulted in lower standards for various landscapes including practice sports fields resulting in a few coaches and parents expressing their frustration with the department's inattentiveness to the baseball practice areas. The request was presented to the September 14, 2020 Park 1 Board for consideration and for a recommendation to the City Council. The Park Board recommended leaving the Game Field Ordinance and the License and Use Agreement with the CBA as written with no changes and asked the department to pursue the improvements to the practice fields. These improvements have begun and include upgrading the batting box/home plate areas, upgrading the pitching mounds, eliminating the weeds in the turf and adding temporary outfield fencing at MacArthur (2 fields) and Moore Road Park (2 fields). Also, the 8 practice fields (multipurpose) at Wagon Wheel would get some new portable backstops and weed abatement. Staff met with the outgoing and incoming presidents of CBA on Wednesday, September 16, 2020 to update them on the Park Board decision and get their input on moving forward. They listed 3 points to take into consideration as follows: 1. Negative feedback from citizens that notice when the game fields are not used at a higher level of capacity. 2. The practice fields are in poor condition. 3. Other cities allow practice on game fields and several Coppell teams are paying to practice on game fields in Carrolton. (Flower Mound and Colleyville allow practice on game fields). The CBA representatives agree with not allowing overuse of the game fields and causing excessive wear or damage. They suggest a limited usage approach whereby the CBA would propose a practice on game field schedule to be approved each season based on available department resources even if it were on a trial basis. They see significant value in giving the players a game quality experience during practice to compete better with associations that have this option. One scenario that they submitted early in the process was a spring season (fall is lighter) with 29 teams (recreational and select) each practicing once a week on a game field for a 13 -week season. Legal Review: None required at this time. Fiscal Impact: No direct fiscal impact at this time. Recommendation: This item is for information and discussion. 2 COFFELL q � a MEMORANDUM To: Mayor and City Council From: Dennis Quinn, Director of Library Services Date: September 18, 2020 Reference: Report from Library on Extended -Hours Access Systems 2030: Excellent City Services with High Level of Customer Satisfaction; Use Technology to Operate More Efficiently and Effectively 2040: Foundation: Sustainable Government Background The FY2019-2020 work plan included a commitment from the Library to explore options for "24- hour library" services. The intent of this effort was to find ways to enhance customer service with minimal impact to staffing or budget. Staff has recognized demand for expanded service hours at the Cozby Library in recent years, but providing the same service for more hours out of the week would require an increase in staffing that would not be feasible in the current fiscal environment. An alternative model would use an automated system to allow customers to access the facility outside normal hours without requiring a commensurate increase in staffing. Analysis, Findings A variety of libraries and library systems worldwide currently employ some sort of automated system to grant users building access outside of normal service hours. In the US, use of such a feature is mostly confined to academic libraries, though a few public library systems have implemented it within the past few years, and it is more common among public libraries in Europe and elsewhere. A customer utilizing such a system must typically identify themselves at the entrance to the facility by swiping or scanning a card or badge, and/or entering a PIN or password on a keypad. The system authenticates against the library's existing account database to confirm the customer's authorization before allowing them to enter. Upon entry, the customer may access certain areas or services, as determined by the library and/or its governing agency. Policies regarding level of access, services available, staffing, hours of availability, and operational support vary by institution. Such a system would allow the Cozby Library to address the demand for expanded service hours while maintaining current staffing levels. Customers not able to visit the library during normal hours would still be able to utilize library collections, spaces, and technology systems, in a time and manner suited to their schedules. Customer safety, and the preservation of the library facility and resources, would be top priorities in the planning and implementation of such a system. Staff research has thus far identified vendors providing potential solutions, North American public libraries currently utilizing such systems, and best practices for customer safety and facility preservation. Further planning conversations would involve Library staff, the Library Board, and a range of stakeholders from the community. Staff Recommendation Staff recommends implementation of an automated system for extended -hours library access during FY2020-2021. COFFELL q � a MEMORANDUM To: Mike Land, City Manager From: Ashley Owens, Deputy City Secretary Date: September 22, 2020 Subject: Discussion regarding Boards & Commissions process Listed below is a timeline for the annual appointments of members to the City's Boards and Commissions. Applicants notified for interviews the week of September 28th Emails will be sent to each applicant informing them that they have been selected for an interview for their desired board or commission. Interview Process — October 6 through 29, 2020 All interviews will begin at 6 p.m. via Zoom. The interviews will be held on a first come basis through the Zoom Waiting Room feature. Future Oriented Approach to Residential Development Board — Tuesday, October 6th Animal Services Appeals & Advisory Board — Wednesday, October 7th Smart City Board — Thursday, October Stn Board of Adjustment — Tuesday, October 20th Library Board — Wednesday, October 21st Coppell Recreation Development Corporation — Thursday, October 22°d Parks & Recreation Board — Wednesday, October 28th Planning & Zoning Commission — Thursday, October 29th Appointments — November 10, 2020 An agenda item will be submitted for the November 10, 2020 City Council meeting to appoint members to the City's Boards & Commissions. 1 Letters of Appointment and/or Regret The City Secretary's Office will notify all applicants indicating their appointment and date of being sworn into office, and/or letters of regret. COPPELL q � a MEMORANDUM To: Mayor and City Council Through: Mike Land, City Manager From: Traci E. Leach, Deputy City Manager Date: September 22, 2020 Reference: COVID-19 facilities Update Introduction: This agenda item is an update to the City Council on the current public facing facilities/in-person services throughout the City. This presentation is an opportunity to share the issues and considerations that have been given to the current state of our facilities that are open to in-person service. Additionally, it will provide information about our decision-making as we look forward into the winter and into next calendar year. As we continue throughout the year, inquiries from the community have been received regarding timing of re -opening the remaining components of City facilities. The goal of the presentation is to provide the Council and community with information to respond to those questions with facts about how we're making those decisions to re -open to in-person service. Legal: None. Fiscal Impact: None. Recommendation: No Council action is necessary for this item. 1 C',P FE L File ID: 2020-5244 Version: 1 City of Coppell, Texas Master File Number: 2020-5244 Type: Agenda Item Reference: File Name: 2020 Breast Cancer Awareness Month 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Proclamations In Control: Fire File Created: 08/17/2020 Final Action: Title: Consider approval of a proclamation naming the month of October, "National mreasi Canter Awareness Month," and authorizing the Mayor to sign. Notes: Sponsors: Attachments: 2020 National Breast Cancer Awareness Proclamation.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 2020-5244 Title Consider approval of a proclamation naming the month of October, "National Ill mreasi Canter Awareness Month," and authorizing the Mayor to sign. Summary The Coppell Fire Department and the City of Coppell uses National Breast Cancer Awareness Month to educate women about the importance of early detection for breast cancer. Fiscal Impact: There is no fiscal impact of this Agenda item. Staff Recommendation: The Fire Department recommends approval. Goal Icon: Coirnirnuurmiiiity Welliness m~murrd IIC inir°iiiclhi mein' City of Coppell, Texas Page 1 Printed on 9/18/2020 PROCLAMATION WHEREAS, National Breast Cancer Awareness Month educates women about the importance of early detection for breast cancer; and WHEREAS, about 1 in 8 women will develop invasive breast cancer over the course of her lifetime; and WHEREAS, since the inception of National Breast Cancer Awareness Month, mammography use has doubled, and breast cancer death rates have declined; and WHEREAS, many women still do not utilize mammography at regular intervals; and WHEREAS, in recognition of the fact that mammography is the best available method of detecting breast changes that may be cancer, long before physical symptoms can be seen or felt; and WHEREAS, breast cancer deaths could decline further if all women age 40 and older received mammograms at regular intervals. NOW, THEREFORE, I, Karen Selbo Hunt, Mayor of the City of Coppell, do hereby proclaim the month of October 2020 as "National Breast Cancer Awareness Month" IN WITNESS THEREOF, I have set my hand and caused the seal of the City of Coppell to be affixed this 22nd day of September 2020. Karen Selbo Hunt, Mayor ATTEST: Christel Pettinos, City Secretary City of Coppell, Texas C',P FE L File ID: 2020-5318 Version: 1 File Name: Minutes 9/8/20 and 9/15/20 Master File Number: 2020-5318 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 09/14/2020 Final Action: Title: Consider approval of the minutes: September 8, 2020 and September 15, 2020. Notes: Sponsors: Attachments: CM 2020-09-08.pdf, CM 2020-09-15 (Special).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 2020-5318 Title Consider approval of the minutes: September 8, 2020 and September 15, 2020. Summary City of Coppell, Texas Page 1 Printed on 9/18/2020 CFFELL Tuesday, September 8, 2020 1 2. 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, Deputy City Secretary Ashley Owens, 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, September 8, 2020 at 5:30 p.m. in the City Council Chambers of Town Center, 255 Parkway Boulevard, Coppell, Texas. 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 5:39 p.m. Executive Session (Closed to the Public) 1st Floor Conference Room City of Coppell, Texas Page 1 City Council Minutes September 8, 2020 Section 551.072, Texas Government Code - Deliberation regarding Real Property. A. Discussion regarding real property at Sanders Loop and east Belt Line Road. Discussed under Executive Session Section 551.074, Texas Government Code - Personnel Matters. B. Discussion regarding the evaluation for the City Manager. Discussed under Executive Session 3. Work Session (Open to the Public) Council Chambers Mayor Karen Hunt adjourned the Executive Session at 5:52 p.m. and convened into the Work Session at 6:01 p.m. A. Discussion regarding agenda items. B. Discussion regarding FY 20-21 Work Plan. C. Update on Vision 2040 Marketing and Communication Plan. D. Discussion regarding license agreement with George Coffee. E. Discussion regarding appointments to the Texas Municipal League Intergovernmental Risk Pool Board of Trustees. Presented in Work Session Regular Session Mayor Hunt adjourned the Work Session at 6:41 p.m. and reconvened into the Regular Session at 7:30 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. Proclamations 7. Consider approval of a Proclamation designating September 22, 2020, as "National Voter Registration Day"; and authorizing the Mayor to sign. City of Coppell, Texas Page 2 City Council Minutes September 8, 2020 Mayor Karen Hunt read the proclamation into the record and presented the same to Deputy City Secretary Ashley Owens. A motion was made by Mayor Pro Tem Mark Hill, seconded by Councilmember Cliff Long, that this Agenda Item be approved. The motion passed by an unanimous vote. 8. Consent Agenda A. Consider approval of the minutes: August 25, 2020. A motion was made by Councilmember Biju Mathew, seconded by Councilmember Wes Mays, that Consent Agenda Items A-E be approved. The motion passed by an unanimous vote. B. Consider approval of an Ordinance for 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 at 605 N. Denton Tap Road; and authorizing the Mayor to sign. A motion was made by Councilmember Biju Mathew, seconded by Councilmember Wes Mays, that Consent Agenda Items A-E be approved. The motion passed by an unanimous vote. Enactment No: OR 91500-A-756 C. Consider approval of a Resolution approving a negotiated settlement between the Atmos Cities Steering Committee (ACSC) and Atmos Energy, Mid -Tex Division regarding the company's 2020 Rate Review Mechanism Filing; and authorizing the Mayor to sign. A motion was made by Councilmember Biju Mathew, seconded by Councilmember Wes Mays, that Consent Agenda Items A-E be approved. The motion passed by an unanimous vote. Enactment No: RE 2020-0908.1 D. Consider approval to purchase a replacement Brush Truck for the Fire Department through an interlocal agreement with Buyboard in the amount of $200,000.00 as budgeted; and authorizing the City Manager to sign any necessary documents. A motion was made by Councilmember Biju Mathew, seconded by Councilmember Wes Mays, that Consent Agenda Items A-E be approved. The motion passed by an unanimous vote. E. Consider approval of a License Agreement by and between the City of Coppell and Kaluke LLC for the placement of a temporary mobile vending unit located in the parking lot on the east side of W. Main Street adjacent to the Coppell Old Town Pavilion; and authorizing the City Manager to sign any necessary documents. A motion was made by Councilmember Biju Mathew, seconded by City of Coppell, Texas Page 3 City Council Minutes September 8, 2020 Councilmember Wes Mays, that Consent Agenda Items A-E be approved. The motion passed by an unanimous vote. End of Consent Agenda all QI[is aA_1V10lei To receive public comment on the proposed 2020-21 budget for the Coppell Crime Control and Prevention District. Mayor Hunt announced that presentations for Agenda Items 9, 10, and 11 would be presented together. Presentation: Kim Tiehen, Assistant Director of Finance, made a presentation to the City Council regarding the Crime Control and Prevention District Budget, the Municipal Budget, and the proposed tax rate. Mayor Hunt opened the Public Hearings and asked for those who signed up to speak: 1) Subbu Venkat, 933 Brentwood Drive, spoke against the proposed tax rate. 2) Al Enlow, 1514 Pebble Creek Drive, sent in an email regarding the Crime Control and Prevention District. The email was read into the record by Mayor Hunt. 3) Sheila Goldsmith, 420 Leisure Lane, sent in an email regarding the proposed tax rate. The email was read into the record by Mayor Hunt. A motion was made by Councilmember Wes Mays, seconded by Councilmember Gary Roden, to close the Public Hearings for Agenda Items 9, 10, and 11. The motion passed by an unanimous vote. 10. PUBLIC HEARING: To receive public comment concerning the proposed 2020-21 tax rate of $0.5800. Please see Public Hearing Agenda Item 9. 11. PUBLIC HEARING: To receive public comment concerning the proposed 2020-21 Municipal Budget. Please see Public Hearing Agenda Item 9. 12. PUBLIC HEARING: Consider approval of PD -140R -SF, Deforest Road Fence Section Removal, a zoning change request from PD -140 -SF (Planned Development -140 -Single Family) to PD -140R -SF (Planned Development -140 -Revised -Single Family), to allow for removal of a 550 linear foot portion of the screening fence on the south side of Deforest Road and north side of the alley abutting properties addressed at 802-838 Cheshire Drive, at the request of the Lakes of Coppell HOA; City of Coppell, Texas Page 4 City Council Minutes September 8, 2020 being represented by Bob Armstrong. At this time, Mayor Pro Tem Mark Hill recused himself upon filing a Conflict of Interest Affidavit for Public Hearing Item 12. Presentation: Matt Steer, Development Services Administrator, made a presentation to the City Council. Mayor Karen Hunt opened the Public Hearing and advised that no one signed up to speak. Ed White, on behalf of the Homeowners' Association, was present to answer questions from City Council. A motion was made by Councilmember Wes Mays, seconded by Councilmember Gary Roden, to close the Public Hearing and approve this Agenda Item subject to the following condition: 1. The fence removal shall be limited to the segment from the southeast corner of the alley right-of-way at Deforest Road to the section of fence that is 12.5 feet from the eastern end of the white railing. The motion passed by an unanimous vote. 13. CONTINUED 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, made a presentation to the City Council. Mary informed City Council of the applicant's request to continue the Public Hearing to October 13, 2020. A motion was made by Councilmember Cliff Long, seconded by Councilmember Brianna Hinojosa-Smith, that the Public Hearing remain open and this agenda item be continued to the October 13, 2020 City Council meeting. The motion passed by an unanimous vote. 14. Consider appointments to the Texas Municipal League Intergovernmental Risk Pool Board of Trustees; and authorizing the Mayor to sign. Nominations for appointment were read into the record: Place 1 - Robert T. Herrera Place 2 - John. W. (Buzz) Fullen Place 3 - Jeffrey Snyder Place 4 - Robert S. Hauck City of Coppell, Texas Page 5 City Council Minutes September 8, 2020 A motion was made by Councilmember Cliff Long, seconded by Councilmember Biju Mathew, that the Ballot be completed and signed by the Mayor. The motion passed by an unanimous vote. 15. City Manager Reports - Project Updates and Future Agendas City Manager Mike Land read the following announcements: A. Do you have concerns about what voting will look like in the age of COVID-19? Join the Cozby Library and Community Commons for the virtual `Voting in 2020' program on September 12 at 2 p.m. as the League of Women Voters answers questions and separates the facts from the fear. Attendees will also hear from Christel Pettinos, City Secretary, about what voting will look like in Coppell this year. This program is designed for adults aged 18 and up, although teens are welcome. The program will take place on Zoom, and registration is required. Learn more at coppelltx.gov. B. Allies in Community is now accepting applications to Cohort III! Applications will be accepted through September 18, 2020. Build bridges, foster a sense of belonging, and encourage civic engagement in your community by becoming an Ally. Cohort III members will attend a virtual 2 -hour Introduction and Orientation session on Tuesday, October 20, and then the Cohort will attend 12, 2 -hour virtual sessions on Tuesdays from 6-8 p.m. beginning on November 3. Learn more at coppelltx.gov/allies. C. The City of Coppell recently joined the Texas Power Switch Program to help residents get the best deal from their electricity provider and potentially save money. It's free to sign up, and there is no obligation to switch electric providers. The City does not receive any compensation from this, nor do we pay a cost to participate. This is simply a way for us to help residents find the best rates on electricity. The next auction is on September 15, so a chance to potentially save on your electric bill is right around the corner. Learn more at coppelltx.gov/TexasPowerSwitch. D. Join Coppell Parks and Recreation for Sunset Social Distancing: Virtual Trivia Nights on Friday nights in September. Registration is free. Participants will be able to register as individuals or families for any of four dates in September for a game of trivia. Each trivia night will begin at 7 p.m. Registering participants are encouraged to be ages 16 and older, but the whole family can join in the fun including kids! All teams will compete for a variety of gift cards from more than 200 retailers! Learn more at coppelltx.gov/events. E. This year, Kaleidoscope: A Celebration of Art and Cultures will be observed virtually throughout the entire month of October. The virtual platform will showcase the unique community fabric in Coppell, and this year residents are invited to contribute to the celebration. Through September 21, email stories and/or photos of cherished elements of your culture, from cuisine to traditional dress to home decor, to parks@coppelltx.gov. Participants are also encouraged to send recipes for a favorite dish, or a sentence or two highlighting favorite things about their culture. Staff will compile information submitted to create a Coppell Cultural Scrapbook to be shared online. Visit coppelltx.gov/kaleidoscope for more information. City of Coppell, Texas Page 6 City Council Minutes September 8, 2020 16. Mayor and Council Reports Report by the City Council on recent and upcoming events. Mayor Karen Hunt reported on the following: A. City Council will hold a virtual meeting to approve the budget and tax rate Tuesday, September 15th at 6 p.m. Council members will be following social distancing protocols and conferencing in remotely to the meeting. Watch the livestream or view the recording at your leisure at coppelltx.gov. Those wishing to have a comment read into the public record should email them to citysec@coppelltx.gov by 2 pm on September 15th. B. Participate in local government and give back to the community by serving on one of the City of Coppell's Boards or Commissions. The City is currently seeking passionate individuals to be a part of 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. 17. Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. Nothing to report. 18. Necessary Action from Executive Session 19. Adjournment City Attorney Robert Hager read the following motion into the record: Motion to approve adoption of real estate three (3) year option agreement by and between City of Coppell and Coppell Independent School District to provide an option for the City of Coppell to purchase 2 -acre and 3 -acre site(s) at Sanders Loop and East Beltline, for an agreed price and fair market value on 3 -acre tract, respectively, and, authorize the City Manager to sign. A motion was made by Councilmember Wes Mays, seconded by Mayor Pro Tem Mark Hill, that this Item be approved. The motion passed by an unanimous vote. City Attorney Robert Hager read the following motion into the record: Motion to approve an amendment to the employment contract of the City Manager, Mike Land, as previously amended, without a salary increase; and, authorize the Mayor to sign. A motion was made by Councilmember Cliff Long, seconded by Councilmember Brianna Hinojosa-Smith, that this Item be approved. The motion passed by an unanimous vote. There being no further business before the City Council, the meeting was adjourned at 9:09 p.m. City of Coppell, Texas Page 7 City Council Minutes September 8, 2020 Karen Selbo Hunt, Mayor ATTEST: Ashley Owens, Deputy City Secretary City of Coppell, Texas Page 8 CFFELL Tuesday, September 15, 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 6:00 PM Special Called Meeting 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 Present 8 - Karen Hunt -,Cliff Long;Brianna Hinojosa-Smith;Wes Mays;Gary Roden -,Nancy Yingling;Biju Mathew and Mark Hill Also present were City Manager Mike Land and Deputy City Secretary Ashley Owens. Deputy City Managers Vicki Chiavetta and Traci Leach were in attendance virtually. Council Chambers The City Council of the City of Coppell met in Regular Session on Tuesday, September 15, 2020 at 6:00 p.m. in the City Council Chambers of Town Center, 255 Parkway Boulevard, Coppell, Texas. Regular Session I. 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 Regular Session at 6:01 p.m. II. Citizens' Appearance City of Coppell, Texas Page 1 City Council Minutes September 15, 2020 Mayor Hunt asked for those who signed up to speak: Davin Bernstein, 228 Hollywood, spoke regarding the proposed tax rate. III. Consider approval of an Ordinance approving and adopting the budget for the City of Coppell, Texas for the fiscal year of October 1, 2020 through September 30, 2021; and authorizing the Mayor to sign. Mayor Hunt announced that presentations for Agenda Items III, IV and V would be presented together. Presentation: Kim Tiehen, Assistant Director of Finance, made a presentation to the City Council. A motion was made by Councilmember Biju Mathew, seconded by Councilmember Wes Mays, that this agenda item be approved. The motion passed by an unanimous vote. Enactment No: OR 2020-1542 IV. Consider approval of an Ordinance of the City of Coppell, Texas levying the ad valorem taxes for the year 2020 at $0.5800 on each one hundred dollars ($100) assessed value of taxable property, on which $0.481178 is for operations and maintenance and $0.098822 is for interest and sinking; and authorizing the Mayor to sign. A motion was made by Councilmember Brianna Hinojosa-Smith, seconded by Mayor Pro Tem Mark Hill, to adopt a property tax rate of $0.5800 cents per one hundred dollars ($100) of valuation.The motion passed by an unanimous vote. Enactment No: OR 2020-1543 V. Consider ratification of the vote on the FY 2020-21 annual budget which results in more revenue from ad valorem taxes than the previous year. Adjournment A motion was made by Councilmember Cliff Long, seconded by Councilmember Nancy Yingling, that this agenda item be approved. The motion passed by an unanimous vote. There being no further business before the City Council, the meeting was adjourned at 6:29 p.m. City of Coppell, Texas Page 2 City Council Minutes September 15, 2020 Karen Selbo Hunt, Mayor ATTEST: Ashley Owens, Deputy City Secretary City of Coppell, Texas Page 3 C',P FE L File ID: 2020-5305 Version: 1 City of Coppell, Texas Master File Number: 2020-5305 Type: Agenda Item Reference: File Name: DCHHS Mosquito Control 2021 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 09/12/2020 Final Action: Title: Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement for mosquito spraying; effective October 1, 2020, through September 30, 2021; in an amount not to exceed $60,000.00; as budgeted in FY 20-21; and authorizing the Mayor to sign. Notes: Sponsors: Attachments: Council Memo DCHHS Mosquito Control 2020-2021.pdf, Mosquito Ground Control Agreement 2020-21. 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 2020-5305 Title Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement for mosquito spraying; effective October 1, 2020, through September 30, 2021; in an amount not to exceed $60,000.00; as budgeted in FY 20-21; and authorizing the Mayor to sign. Summary Fiscal Impact: Funds are budgeted in the Environmental Health, Other Professional Services, line item for this agreement. Staff Recommendation: The Community Development Department recommends approval. City of Coppell, Texas Page 1 Printed on 9/18/2020 Master Continued (2020-5305) Goal Icon: Community elllllurmie aiinid C inir°iii llhi meinit City of Coppell, Texas Page 2 Printed on 9/18/2020 C;,,",0FPE,LL It MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: Sep 22, 2020 Reference: Consider approval of a contract with Dallas County Health and Human Services for mosquito adulticiding and larvaciding from October 1, 2020 through September 30, 2021. 2030: Community Wellness & Enrichment General Information: • Contract with Dallas County Health and Human Services for mosquito adulticiding and larvaciding. Introduction: The City of Coppell Environmental Health Division has an Integrated Mosquito Management Program. If West Nile Virus or any other viruses are detected in mosquito samples or confirmed human cases, adulticiding is necessary and Dallas County will perform ground spraying. Analysis: If areas that have tested positive are not treated as quickly as possible, disease can continue to spread, so response time with chemical treatment is an important factor in slowing down disease transmission. Legal Review: N/A Fiscal Impact: The fiscal impact of this Agenda item, if needed, should not exceed $60,000. Recommendation: The Community Development Department recommends approval. I STATE OF TEXAS § MOSQUITO GROUND CONTROL AGREEMENT BETWEEN § DALLAS COUNTY, TEXAS, ON BEHALF OF THE DALLAS § COUNTY HEALTH AND HUMAN SERVICES DEPARTMENT, AND COUNTY OF DALLAS § THE CITY OF COPPELL, TEXAS, A MUNICIPALITY 1. PARTIES This Interlocal Agreement ("Agreement') is an Interlocal contract made by and between the City of Coppell, Texas, a "Municipality" as defined by Section 1.005(3) of the Texas Local Government Code ("Municipality"), and Dallas County, Texas ("County"), on behalf of the Dallas County Health and Human Services Department ("DCHHS"), based on the authority of the Interlocal Cooperation Act in Chapter 791 of the Texas Government Code, and the Local Public Health Reorganization Act in Chapter 121 of the Texas Health and Safety Code, to protect the public health by controlling the population of mosquitos by ground spraying of adult mosquitoes ("adulticiding") and by treating standing water to destroy mosquito larvae ("larvaciding") in order to prevent and control the outbreak of diseases associated with mosquitoes. 2. DURATION OF THIS AGREEMENT This Agreement is effective from October 1, 2020 through September 30, 2021, unless otherwise stated in this Agreement the ("Term"). 3. ADULTICIDING AND LARVACIDING SPRAYING SERVICES A. Upon written request from Municipality, County will provide adulticiding and larvaciding by way of ground application at the rate set forth in Paragraph 4; B. In the event that aerial spraying is needed to control the St. Louis Encephalitis or the West Nile virus throughout the County, Municipality will have the option to participate in the County's separate emergency aerial mosquito spraying plan. If Municipality agrees to participate in the County's separate emergency aerial mosquito spraying plan, Municipality must provide written notice to County and agree in writing to the following: 1) Indicate in writing the areas and amount of acres to be sprayed; and 2) Pay Municipality's proportioned share of the cost based upon the number of acres to be sprayed multiplied by the per -acre spraying cost, as determined by County. 4. BUDGET AND PAYMENT BY MUNICIPALITY TO COUNTY A. Municipality will pay County at a rate of One Hundred Eighty -Five ($185.00) Dollars per hour, with a minimum of one (1) hour of service assessed. B. After the initial one (1) hour minimum service time for a given day of spraying, spraying services will be assessed using thirty (30) minute minimum intervals. C. Only spraying time will be assessed. Travel time to or from the site of ground spraying or treating standing water will not be assessed. D. Municipality must pay County the assessed fees within thirty (30) days of receipt by Municipality of the monthly written request for payment, or if County fails to make any written payment request(s), then Municipality will pay any remaining assessed fees no later than the last day of the Term of this Agreement. E. Any payment not made within thirty (30) days of its due date will bear interest in accordance with Chapter 2251 of the Texas Government Code. Municipality's obligation MOSQUITO GROUND CONTROL AGREEMENT BETWEEN DALLAS COUNTY. TEXAS & MUNICIPALITY 2020-2021 to pay fees assessed and interest accrued under this Agreement will survive the Term of this Agreement until the Municipality pays the assessed fees and accrued interest. 5. AUDITING AND WITHHOLDING OF PAYMENTS The Dallas County Auditor has the exclusive right and authority to audit this Agreement or to demand access to or copies of County's records concerning this Agreement or the County's administration of this Agreement. Municipality will have no right or authority to audit this Agreement or to demand access to or copies of County's records concerning this Agreement or the County's administration of this Agreement. Municipality has no right to withhold payments to County pending any audit of or inquiry about this Agreement or the County's administration of this Agreement. 6. TERMINATION A. Without Cause: This Agreement may be terminated in writing, without cause, by either party upon thirty (30) days prior written notice to the other party. B. With Cause: The County reserves the right to terminate the Agreement immediately, in whole or in part, at its sole discretion, for the following reasons: 1) Municipality's lack of or reduction in funding or resources, financial or otherwise; or 2) Municipality's misuse of resources, financial or otherwise; or 3) Municipality's failure to comply with the terms of this Agreement; or 4) Municipality's submission of inaccurate, incomplete, or false data, statements, or reports. 7. NO INDEMNIFICATION COUNTY AND MUNICIPALITY, INCLUDING THEIR RESPECTIVE ELECTED OFFICIALS AND EMPLOYEES, AGREE THAT EACH WILL BE RESPONSIBLE FOR ITS OWN NEGLIGENT ACTS OR OMISSIONS OR OTHER TORTIOUS CONDUCT IN THE COURSE OF PERFORMANCE OF THIS AGREEMENT, WITHOUT WAIVING ANY GOVERNMENTAL IMMUNITIES AVAILABLE TO COUNTY OR MUNICIPALITY UNDER TEXAS LAW OR OTHER APPLICABLE LAWS AND WITHOUT WAIVING ANY AVAILABLE DEFENSES UNDER TEXAS LAW OR OTHER APPLICABLE LAWS. NOTHING IN THIS PARAGRAPH MAY BE CONSTRUED TO CREATE OR GRANT ANY RIGHTS, CONTRACTUAL OR OTHERWISE, IN OR TO ANY THIRD PERSONS OR ENTITIES. & INSURANCE Municipality agrees that Municipality will at all times during the Term of this Agreement maintain in full force and effect general liability insurance; or self-insurance, to the extent permitted by applicable law under a plan of self-insurance, that is also maintained in accordance with sound, generally accepted accounting practices. Municipality expressly understands and agrees that it is solely responsible for 1) all costs of such general liability insurance; 2) any and all deductible amounts in any general liability insurance policy; and 3) any liability in the event that any insurance company denies coverage for any incident reasonably related to the performance of this Agreement. 9. NOTICE Any notice or certification required or permitted to be delivered under this Agreement will be deemed to have been given when personally delivered, or if mailed, seventy-two (72) hours after deposit of the notice or certification in the United States Mail, postage prepaid, by certified or registered mail, return receipt requested, and properly addressed to the contact person shown at their respective addresses set forth below, or at such other addresses as MOSQUITO GROUND CONTROL AGREEMENT BETWEEN DALLAS COUNTY, TEXAS & MUNICIPALITY 2020-2021 2 may be specified by written notice delivered by the methods described above in this subsection: Dallas County, Texas City_of Coppell, Texas Philip Huang, Director Dallas County Health & Human Svcs 2377 N. Stemmons Frwy, Suite 600 Dallas, Texas 75207-2710 Karen Hunt, Mayor 255 Parkway Blvd Coppell, TX 75019 10. ENTIRE AGREEMENT AND AMENDMENTS This Agreement, including any Exhibits and Attachments, constitutes the entire agreement between the parties and supersedes any other agreement concerning the subject matter of this transaction, whether oral or written. No modification, amendment, novation, renewal, or other alteration of this Agreement can be effective unless mutually agreed upon in writing and executed by the parties. 11. COUNTERPARTS, NUMBER, GENDER, AND HEADINGS This Agreement may be executed in multiple counterparts, each of which will be deemed an original, but all of which will constitute one and the same instrument when considered together in context. Words of any gender used in this Agreement will be held and construed to include any other gender any words in the singular will include the plural and vice versa, unless the context clearly requires otherwise. Headings are for the convenience of reference only and cannot be considered in any interpretation of this Agreement. 12. SEVERABILITY If any term of this Agreement is construed to be illegal, invalid, void or unenforceable, this construction will not affect the legality or validity or any of the remaining terms. The unenforceable or illegal term will be deemed stricken and deleted, but the remaining terms will not be affected or impaired and such remaining terms will remain in full force and effect. 13. FISCAL FUNDING CLAUSE Notwithstanding any terms contained in this Agreement, the obligations of the County under this Agreement are expressly contingent upon the availability of funding for each item and obligation for the Term of the Agreement and any pertinent extensions. Municipality has no right of action against County in the event County is unable to fulfill its obligations under this Agreement as a result of lack of sufficient funding for any item or obligation from any source utilized to fund this Agreement or failure to budget or authorize funding for this Agreement during the current or future fiscal years. In the event that County is unable to fulfill its obligations under this Agreement as a result of lack of sufficient funding, or if funds become unavailable, County, at its sole discretion, may provide funds from a separate source or may terminate this Agreement by written notice to Municipality at the earliest possible time prior to the end of its fiscal year. 14. DEFAULT - CUMULATIVE RIGHTS - MITIGATION It is not a waiver of default if the non -defaulting party fails to immediately declare a default or delays in taking any action. The rights and remedies provided by this Agreement are cumulative, and either party's use of any right or remedy will not preclude or waive its right to use any other remedy. These rights and remedies are in addition to any other rights the parties may have by law, statute, ordinance, or otherwise. Both parties have a duty to mitigate damages. MOSQUITO GROUND CONTROL AGREEMENT BETWEEN DALLAS COUNTY, TEXAS & MUNICIPALITY 2020-2021 3 15. SOVEREIGN IMMUNITY THIS AGREEMENT IS EXPRESSLY MADE SUBJECT TO MUNICIPALITY'S AND COUNTY'S GOVERNMENTAL IMMUNITIES, INCLUDING, WITHOUT LIMITATION, TITLE 5 OF THE TEXAS CIVIL PRACTICE AND REMEDIES CODE AND ALL APPLICABLE STATE AND FEDERAL LAWS. THE PARTIES EXPRESSLY AGREE THAT NO TERM OF THIS AGREEMENT IS IN ANY WAY INTENDED TO CONSTITUTE A WAIVER OF ANY IMMUNITIES FROM SUIT OR FROM LIABILITY, OR A WAIVER OF ANY TORT LIMITATION, AND ANY DEFENSES THAT MUNICIPALITY OR COUNTY HAVE BY OPERATION OF LAW, OR OTHERWISE. NOTHING IN THIS AGREEMENT IS INTENDED TO OR DOES BENEFIT ANY THIRD PARTY BENEFICIARY. 16. COMPLIANCE WITH LAW, CHOICE OF LAW, AND VENUE In providing services required by this Agreement, Municipality and County must observe and comply with all licenses, legal certifications, or inspections required for the services, facilities, equipment, or materials, and all applicable Federal, State, and local statutes, ordinances, rules, and regulations. The laws of the State of Texas govern this Agreement. Exclusive venue for any action or claim arising from this Agreement is in the State or Federal District Courts that are physically located in Dallas County, Texas. 17. RELATIONSHIP OF PARTIES County and Municipality are each independent political subdivisions of the State of Texas. Neither is an agent, servant, joint enterpriser, joint venturer, or employee of the other. Municipality and County agree and acknowledge that each governmental entity will be responsible for its own acts, forbearance, negligence and deeds, and for those of its agents or employees in conjunction with the performance of work covered under this Agreement. The remainder of this page is intentionally left blank. MOSQUITO GROUND CONTROL AGREEMENT BETWEEN DALLAS COUNTY, TEXAS & MUNICIPALITY 2020-2021 4 18. SIGNATORY WARRANTY Municipality and County represent that each has the full right, power, and authority to enter and perform this Agreement in accordance with all of its terms and conditions, and that the execution and delivery of this Agreement has been made by authorized representatives of the parties to validly and legally bind the parties to all terms set forth in this Agreement. COUNTY: BY: Clay Lewis Jenkins County Judge Dallas County, Texas DATE SIGNED: Recommended: BY: Philip Huang, MD, MPH Director, DCHHS Dallas County, Texas Approved as to Form*: DALLAS COUNTY JOHN CREUZOT District Attorney BY: Lacey B. Lucas Assistant District Attorney Civil Division MUNICIPALITY: 1:3Z Mayor or City Manager of Texas DATE SIGNED: Approved as to Form: MUNICIPALITY .93 Attorney for Municipality *By law, the District Attorney's Office may only advise or approve contracts or legal documents on behalf of its clients. It may not advise or approve a contract or legal document on behalf of other parties. Our review of this document was conducted solely from the legal perspective of our client. Our approval of this document was offered solely for the benefit of our client. Other parties should not rely on this approval, and should seek review and approval by their own respective attorney(s). MOSQUITO GROUND CONTROL AGREEMENT BETWEEN DALLAS COUNTY, TEXAS & MUNICIPALITY 2020-2021 5 C',P FE L File ID: 2020-5306 Version: 1 City of Coppell, Texas Master File Number: 2020-5306 Type: Agenda Item Reference: File Name: DCHHS Health Services Contract 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 09/12/2020 Final Action: Title: Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement, effective October 1, 2020, through September 30, 2021; in the amount of $3,131.00; as budgeted in FY 20-21; and authorizing the Mayor to sign. Notes: Sponsors: Attachments: DCHHS Memo 2020-2021.pdf, 2020-2021 ILA City of Coppell DCHHS.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 2020-5306 Title Consider approval of the renewal of the Dallas County Health and Human Services Interlocal Government Agreement, effective October 1, 2020, through September 30, 2021; in the amount of $3,131.00; as budgeted in FY 20-21; and authorizing the Mayor to sign. Summary Fiscal Impact: Funds are budgeted in the Environmental Health, Other Professional Services line item for this agreement. Staff Recommendation: The Community Development Department recommends approval. City of Coppell, Texas Page 1 Printed on 9/18/2020 Master Continued (2020-5306) Goal Icon: Community elllllurmie aiinid C inir°iii llhi meinit City of Coppell, Texas Page 2 Printed on 9/18/2020 C,",,",0FPE,LL It MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: Sep 22, 2020 Reference: Consider approval of a contract for the renewal of the Dallas County Health and Human Services Agreement, effective October 1, 2020 through September 30, 2021, in the amount of $3,131.00; as budgeted; and authorizing the Mayor to sign any necessary documents. 2030: Community Wellness & Enrichment General Information: • Contract with Dallas County Health and Human Services for Health Services. • The County will provide our residents the following health services: Tuberculosis Control Services; Sexually Transmitted Disease Control Services; Communicable Disease Control Services; and Laboratory Service. • The County will provide our residents the following health services, Immunizations; Child health care; High risk infant case management; and Home visits. Introduction: This agenda item is for the renewal of an Interlocal Agreement for coordinated Health Services between the City of Coppell and Dallas County Health and Human Services. The County agrees to operate the Program, which will include the following Health Services: Tuberculosis Control Services; Sexually Transmitted Disease Control Services; Communicable Disease Control Services; and Laboratory Services. The County agrees to provide to the City, in accordance with state and federal law, the following public health services: Immunizations; Child health care; High risk infant case management; and Home visits. Analysis: This agreement has been in existence for 20 plus years, and the City is billed by the County monthly. The billing amount has remained the same for 10 plus years. 1 Legal Review: N/A Fiscal Impact: The fiscal impact of this Agenda item should not exceed $3,131.00. Recommendation: The Community Development Department recommends approval. THE STATE OF TEXAS § INTERLOCAL AGREEMENT FOR § COORDINATED HEALTH SERVICES § BETWEEN DALLAS COUNTY, TEXAS, ON § BEHALF OF DALLAS COUNTY HEALTH AND § HUMAN SERVICES, AND THE CITY COUNTY OF DALLAS § OF COPPELL, TEXAS 1. PARTIES Whereas, Dallas County ("County") has offered to provide certain health services to the various cities throughout Dallas County on a contract for services basis; and Whereas, the City of Coppell, Texas ("City") desires to participate with County in establishing coordinated health services for City and Dallas County; and Whereas, County will operate certain health services for the residents of City in order to promote the effectiveness of local public health services and goals ("Program"); and Whereas, the cooperative effort will allow cities located within Dallas County to participate in providing public health services for their residents; and Whereas, such cooperative effort serves and furthers the public purpose and benefits the citizens of County as a whole. Now therefore, County, on behalf of Dallas County Health and Human Services ("DCHHS"), enters into this Interlocal Agreement ("Agreement") with City, pursuant to the authorities of the Texas Health and Safety Code Chapter 121, the Texas Government Code Chapter 791, and other applicable laws for health services to City. 2. HEALTH SERVICES TO BE PERFORMED A. County agrees to operate the Program, which will include the following health services: 1) Tuberculosis Control Services: providing preventive, diagnostic treatment, and epidemiological services; 2) Sexually Transmitted Disease Control Services: consisting of education to motivate people to use preventive measures and to seek early treatment, prophylaxis, epidemiological investigation, and counseling in accordance with County policy; 3) Communicable Disease Control Services: providing information concerning immunization and communicable diseases and coordinating with the Texas Department of State Health Services ("DSHS") in monitoring communicable diseases; 4) Laboratory Services: performing chemical, biological, and bacteriological analysis ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL-FY2021 and tests on which are based diagnosis of disease, effectiveness of treatment, the quality of the environment, the safety of substance for human consumption, and the control of communicable disease. B. County agrees to provide to City, in accordance with state and federal law, the following public health services: 1) Immunizations; 2) Child health care; 3) High risk infant case management; and 4) Home visits. County also agrees to work with City in order to decentralize clinics and to plan and provide for desired services by City; however, any other services that City requires, in addition to the above mentioned services, may result in additional fees to City. C. County agrees to charge a sliding -scale fee based on ability to pay to all residents of every municipality, including City, in Dallas County. The fees charged by County for the services listed in Section 2A of this Agreement will be used to offset the City's Program costs for the next Agreement Term. A schedule of fees to be charged by County is set out in Exhibit A, attached and incorporated herein by reference for all purposes. D. County agrees that the level of service provided in the Program for City will not be diminished below the level of service provided to City for the same services in the prior Agreement Term except as indicated in Section 2E of this Agreement. For purposes of Section 2E, level of service is measured by the number of patient visits and number of specimens examined. County will submit to City a monthly statement, which will also include the number of patient visits and number of specimens examined during the preceding month. E. The possibility exists of reductions in state and federal funding to the Program that could result in curtailment of services, if not subsidized at the local level. County will notify City in writing of any amount of reduction, and any extent to which services will be curtailed as a result. The notice will also include an amount that City may elect to pay to maintain the original level of services. City will notify County in writing no later than fourteen (14) calendar days after the date of City's receipt of the notice of funding reduction as to City's decision to pay the requested amount or to accept the curtailment of service. If City elects to pay the requested amount, payment is due no later than forty-five (45) calendar days after the date of the notice of funding reduction. 3. BUDGET A. County agrees to submit to City by July 31 st of each year a proposed budget describing the proposed level of services for the next Agreement Term; 2 ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL-FY2021 B. For the Term of this Agreement, County agrees to provide the services listed in Section 2 of this Agreement at the level of services and for the amount stated in Exhibit B, C, and D which is attached and incorporated herein by reference for all purposes; C. Payment. City shall pay County the following amount, as stated in Exhibit D Three Thousand One Hundred Thirty One and 00/100 Dollars ($3,131.00), which is the agreed upon amount for City's share of the total cost of the Program less federal and state funding. D. In lieu of paying the actual dollar amount stated in this Agreement, City has the option, to the extent authorized by law, ordinances or policy, of making a request to negotiate for in- kind services that are equal in value to the total amount. E. This Agreement is contingent upon City's appropriation of funds, or ability to perform in- kind services as described in Section 3D of this Agreement, for the services set forth herein. In the event City fails to appropriate such funds, or provide in-kind services, County shall not incur any obligations under this Agreement. 4. ASSURANCES A. County shall operate and supervise the Program. B. Nothing in this Agreement shall be construed to restrict the authority of City over its health programs or environmental health programs or to limit the operations or services of those programs. C. City agrees to provide to County or assist County in procuring adequate facilities to be used for the services under this Agreement. These facilities must have adequate space, waiting areas, heating, air conditioning, lighting, and telephones. None of the costs and maintenance expenses associated with these facilities shall be the responsibility of County and County shall not be liable to City or any third parry for the condition of the facilities, including any premises defects. D. City and County agree that other cities/towns/municipalities may join the Program by entering into an agreement with County that contains the same basic terms and conditions as this Agreement. E. Each parry paying for the performance of governmental functions or services under this Agreement must make those payments from current revenues available to the paying parry. 5. FINANCING OF SERVICES A. The health services provided under this Agreement will be financed as follows: 1) City and County will make available to the Program all appropriate federal and state funds, personnel, and equipment to provide the health services included under this Agreement and will use best efforts to cause these funds and resources to continue to increase. ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL-FY2021 2) City shall pay to County, or provide in-kind services, its share of budgeted costs that are in excess of the federal and state funding for providing the health services under this Agreement. Budgeted costs shall not exceed those reflected in Exhibits B, C, and D for the appropriate Agreement Term. B. County shall bill City each month an amount equal to one -twelfth (1/12) of its share of annual budgeted costs that exceed federal and state funding for the expenses of the preceding month. C. Any payment not made within thirty (30) calendar days of its due date shall bear interest in accordance with Chapter 2251 of the Texas Government Code. D. City and County agree that no more than ten percent (10%) of the City's cost of participating in the Program will be used for administration of the Program. 6. TERM The Term of this Agreement shall be effective from October 1, 2020 through September 30, 2021, unless otherwise stated in this Agreement. 7. TERMINATION A. Without Cause: This Agreement may be terminated in writing, without cause, by either party upon thirty (30) calendar days prior written notice to the other party. B. With Cause: Either party may terminate the Agreement immediately, in whole or in part, at its sole discretion, by written notice to the other party, for the following reasons: 1) Lack of, or reduction in, funding or resources; 2) Non-performance; 3) The improper, misuse, or inept use of funds or resources directly related to this Agreement; 4) The submission of data, statements, and/or reports that is incorrect, incomplete, and/or false in any way. 8. RESPONSIBILITY County and City agree that each shall be responsible for its own negligent acts or omissions or other tortious conduct in the course of performance of this Agreement, without waiving any governmental immunity available to County or City or their respective officials, officers, employees, or agents under Texas or other law and without waiving any available defenses under Texas or other law. Nothing in this paragraph shall be construed to create or grant any rights, contractual or otherwise, in or to any third persons or entities. 4 ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL-FY2021 9. INSURANCE City and County agree that they will, at all times during the Term of this Agreement, maintain in full force and effect insurance or self-insurance to the extent permitted by applicable laws. City and County will be responsible for their respective costs of such insurance, any and all deductible amounts in any policy and any denials of coverage made by their respective insurers. 10. ACCESS TO RECORDS RELEVANT TO PROGRAM City and County agree to provide to the other upon request, copies of the books and records relating to the Program. City and County further agree to give City and County health officials access to all Program activities. Both City and County agree to adhere to all applicable confidentiality provisions, including those relating to Human Immunodeficiency Virus (HIV) and Sexually Transmitted Disease (STD) information, as mandated by federal and state law, as well as by DSHS. 11. NOTICE Any notice to be given under this Agreement shall be deemed to have been given if reduced to writing and delivered in person by a reputable courier service or mailed by Registered Mail, postage pre -paid, to the parry who is to receive such notice, demand or request at the addresses set forth below. Such notice, demand or request shall be deemed to have been given, if by courier, at the time of delivery, or if by mail, three (3) business days subsequent to the deposit of the notice in the United States mail in accordance herewith. The names and addresses of the parties' hereto to whom notice is to be sent are as follows: Dr. Philip Huang, Director Dallas County Health & Human Services 2377 N. Stemmons Freeway, LB 12 Dallas, TX 75207-2710 12. IMMUNITY Ashley Owens, City Secretary City of Coppell 255 Parkway Blvd. Coppell, TX 75019 972-304-3669 This Agreement is expressly made subject to County's and City's Governmental Immunity, including, without limitation, Title 5 of the Texas Civil Practices and Remedies Code, and all applicable federal and state laws. The parties expressly agree that no provision of this Agreement is in any way intended to constitute a waiver of any immunities from suit or from liability, or a waiver of any tort limitation, that City or County has by operation of law or otherwise. Nothing in this Agreement is intended to benefit any third party beneficiary. 13. COMPLIANCE WITH LAWS AND VENUE In providing services required by this Agreement, City and County must observe and comply with all licenses, legal certifications, or inspections required for the services, facilities, equipment, or materials, and all applicable federal, State, and local statutes, ordinances, rules, and regulations. Texas law shall govern this Agreement and exclusive venue shall lie in Dallas County, Texas. 14. AMENDMENTS AND CHANGES IN THE LAW ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL-FY2021 No modification, amendment, novation, renewal, or other alteration of this Agreement shall be effective unless mutually agreed upon in writing and executed by the parties hereto. Any alteration, addition or deletion to the terms of this Agreement which are required by changes in federal or state law are automatically incorporated herein without written amendment to this Agreement and shall be effective on the date designated by said law. 15. ENTIRE AGREEMENT This Agreement, including all exhibits and attachments, constitutes the entire agreement between the parties hereto and supersedes any other agreements concerning the subject matter of this transaction, whether oral or written. 16. BINDING EFFECT This Agreement and the respective rights and obligations of the parties hereto shall inure to the benefit and be binding upon the successors and assigns of the parties hereto, as well as the parties themselves. 17. GOVERNMENT FUNDED PROJECT If this Agreement is funded in part by either the State of Texas or the federal government, County and City agree to timely comply without additional cost or expense to the other party, unless otherwise specified herein, to any statute, rule, regulation, grant, contract provision, or other state or federal law, rule, regulation, or other similar restriction that imposes additional or greater requirements than stated herein and that is directly applicable to the services rendered under the terms of this Agreement. 18. DEFAULT/ CUMULATIVE RIGHTS/ MITIGATION In the event of a default by either parry, it is not a waiver of default if the non -defaulting party fails to immediately declare a default or delays in taking any action. The rights and remedies provided by this Agreement are cumulative, and either party's use of any right or remedy will not preclude or waive its right to use any other remedy. These rights and remedies are in addition to any other rights the parties may have by law, statute, ordinance, or otherwise. Both parties have a duty to mitigate damages. 19. FISCAL FUNDING CLAUSE Notwithstanding any provisions contained herein, the obligations of County and City under this Agreement are expressly contingent upon the availability of funding for each item and obligation contained herein for the Term of the Agreement and any extensions thereto. City and County shall have no right of action against the other parry in the event the other parry is unable to fulfill its obligations under this Agreement as a result of lack of sufficient funding for any item or obligation from any source utilized to fund this Agreement or failure to budget or authorize funding for this Agreement during the current or future Agreement Terms. In the event that County or City is unable to fulfill its obligations under this Agreement as a result of lack of sufficient funding, or if funds become unavailable, each parry, at its sole discretion, may provide funds from a separate source or may terminate this Agreement by written notice to the other parry at the earliest possible time. ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL-FY2021 20. COUNTERPARTS, NUMBER, GENDER AND HEADINGS This Agreement may be executed in multiple counterparts, each of which shall be deemed an original, but all of which shall constitute one and the same instrument. Words of any gender used in this Agreement shall be held and construed to include any other gender. Any words in the singular shall include the plural and vice versa, unless the context clearly requires otherwise. Headings herein are for the convenience of reference only and shall not be considered in any interpretation of this Agreement. 21. PREVENTION OF FRAUD AND ABUSE City and County shall establish, maintain, and utilize internal management procedures sufficient to provide for the proper, effective management of all activities funded under this Agreement. Any known or suspected incident of fraud or program abuse involving County or City's employees or agents shall be reported immediately for appropriate action. Moreover, City and County warrant to be not listed on a local, county, state, or federal consolidated list of debarred, suspended, and ineligible contractors and grantees. City and County agree that every person who as part of their employment, receives, disburses, handles or has access to funds collected pursuant to this Agreement does not participate in accounting or operating functions that would permit them to conceal accounting records and the misuse of said funds. Each parry shall, upon notice by the other party, refund their respective expenditures that are contrary to this Agreement. 22. AGENCY / INDEPENDENT CONTRACTOR County and City agree that the terms and conditions of this Agreement do not constitute the creation of a separate legal entity or the creation of legal responsibilities of either parry other than under the terms of this Agreement. County and City are and shall be acting as independent contractors under this Agreement; accordingly, nothing contained in this Agreement shall be construed as establishing a master/servant, employer/employee, partnership, joint venture, or joint enterprise relationship between County and City. City and County are responsible for their own acts, forbearance, negligence and deeds, and for those of their respective officials, agents or employees in conjunction with the performance of work covered under this Agreement. 23. SEVERABILITY If any provision of this Agreement is construed to be illegal or invalid, this will not affect the legality or validity of any of the other provisions in this Agreement. The illegal or invalid provision will be deemed stricken and deleted, but all other provisions shall continue and be given effect as if the illegal or invalid provisions had never been incorporated. 24. SIGNATORY WARRANTY Each person signing and executing this Agreement does hereby warrant and represent that such person has been duly authorized to execute this Agreement on behalf of City or County, as the case may be. ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL-FY2021 DALLAS COUNTY: By: Clay Lewis Jenkins Dallas County Judge DATE: Recommended: By: Dr. Philip Huang Director, DCHHS Approved as to Form*: JOHN CREUZOT DISTRICT ATTORNEY By: Lacey B. Lucas Assistant District Attorney CITY OF COPPELL: City Manager/Mayor DATE: Attested: By: City Secretary Approved as to Form: City Attorney *By law, the District Attorney's Office may only advise or approve contracts or legal documents on behalf of its clients. It may not advise or approve a contract or legal document on behalf of other parties. Our review of this document was conducted solely from the legal perspective of our client. Our approval of this document was offered solely for the benefit of our client. Other parties should not rely on this approval and should seek review and approval by their own respective attomey(s). 8 ILA FOR COORDINATED HEALTH SVCS BETW DALLAS COUNTY & CITY OF COPPELL—FY2021 EXHIBIT A FY 2020 FEE SCHEDULE SEXUAL HEALTH CLINIC $75/plus $10 per day INFECTIOUS DISEASES $310/Commercial/Business Office Visits $20/visit Non -Contagious Disease Certification Letter $20 each Blood Drawing $5 each $85/Commercial Food Establishment Inspection Chemical Lesion Reduction $45 each $75/plus $25 for each Homes Residential Medical Records Copies $5 each Animal Control/Vicious Animal $12/per day Cryotherapy $15 each W/Multiple Test Sites TUBERCULOSIS CLINIC TB Testing -Level I (Office Visit) $30/Visit Comprehensive TB Testing & $80 each TB Testing -Level 11 (IGRA) $50 each Evaluation (Incl. Chest X-ray) Chest X -Ray Copies $5 each LABORATORY GC Culture $14 each Pregnancy Test $20 each GEN Probe GC/CT Combo $15.00 each Urinalysis $15 each Trichomonas Testing $17 each Dark Field $16 each HIV 1&2 Test $15 each Herpes Culture $38 each HIV Test - Rapid $20 each HIV-1 RNA Testing $115 each MTB Testing for TB $85 each HIV-1 Quant Assay Testing $80 each TB Culture & Concentration $25 each Herpes Type 1 & 2 Serology $50 each TB Identification $15 each Residual Clinical Specimens $5 each TB Susceptibility $31 each TB Acid Fast Stain $8 each NURSING SERVICE Hepatitis A Havrix* $55/Injection Varivax* $155/Injection H�:Jp td tf s B 1J,^+::r;:ine* ,)65/ln1&+,:t:on 110e ringo oca;::a1(l"0C\/,!gig)* $l 10/lni�:�!8:ion I � is rrii< $"1(; 5/1nin+:r8: on SIringh:�i( $ 17 5/1nie 8: on Imo' bie!:5 ;'HB B � � 1 , )'.� 5/ln &�:: on D �r+�h,l!' 15 al;'H""rJ�"" ,i " ' 1 �" 1,1PIn'n+;.'8:i+ren 1HJJ $' 0/ln1&:: ion Hepa td th�s 1"r (P" :: d is ric) ,[ 45/lnj&:ton Pneumococcal* $125/Injection Hepatitis B (Pediatric) $40/Injection (P":�iBa�,is) (1 dap) ,�",1'�hn1&�:e:on hM..1. ,I75/lnj&:� on HO $25hnBt +;:B:pon DTaP (Daptacel) $45/Injection Japane!;M:� Enr°ephaiffis $335/lni&::: on C M 1a p-HepB--IHJJ $!� )�/Ini&:� ion 1 ph6+rh (Poy ; i a harmde) $!^)�./Ini&+:: ion C M Iah..1HJJ $ 70/lnj&t' :� ion 1 yph6 d (()r,!I' i) $ 5 boy ,;;! Roda,',,,irufi5 $1 10/lni�:�;!'8: on "r �:flioidv I `�: ,,er 1Ja+ ine^ $1 75/lni&+::: on PCV13 $225/Injection Boo tri;iw: 1 a",^ :+:ine*(hap) $55/lnI&+::pian MMR* $95/Injection Influenza Vaccine* $30/Injection Communicable Disease Program: 1nfluen a (High 1 Mo!;M�) $65/lni&+:: ion Hepatitis A/B/C Screening General $35/Test Rabies Administrative Fee/ Hepatitis A/B/C Screening Qualified $10/Test Serves State Vaccine $25 each Immunization/VFC Program: Foreign Travel Office Visit Fee $25/visit DPT,DT,Hib, $5/Per child TD* $50/Injection Well Baby $5/Visit Diabetic Testing $5/Test Immunization Record $5 each Foreign Travel Yellow Card $5 each Note: (1)*Vaccines marked with asterisks are part of the Adult Safety Net Program (ASNP). Clients eligible to receive through the ASNP will be charged a fee of 10/shot . (2) **Vaccine Unavailable. ENVIRONMENTAL HEALTH $75/plus $10 per day Septic Tank Inspection $310/Commercial/Business FHA, VA, Conventional Loans $260/Residential Septic Tank Re -inspection $35/Residential Annual Group Home Inspection $85/Commercial Food Establishment Inspection $150/yr./establishment Half -Way Houses & Boarding $75/plus $25 for each Homes Residential additional unit on site Mosquito Spraying for Non - contracting cities $185/ per hour Water Sample $50 Mosquito Testing $35 Food Mgr. Cert. Program $100/per person Food Mgr. Cert. Retesting $50/per person Note: 1) # Indicates $10 charge for State fee Day Care Center Inspections $2/per authorized child Temporary Food Permit $75/plus $10 per day Funeral Home Inspection $200 FHA, VA, Conventional Loans $125/Licensed $150/Unlicensed Annual Group Home Inspection $50 Food Handler Class $15/per person Sub -division Plat Approval $200/Residential $150/Commercial Animal Control/Quarantine $7/per day Animal Control/Vicious Animal $12/per day Food Manager Re -certification $50/Test W/Multiple Test Sites Dallas County Health and Human Services Annual Summary of Services January 1, 2019 thru December 31, 2019 Tuberculosis Addison Balch Springs Carrollton Cedar Hill Cockrell Hill Coppell Dallas Desoto Duncanville Farmers Branch Garland Glenn Heights Grand Prairie Highland Park Hutchins Irving Lancaster Mesquite Richardson Rowlett Sachse Seagoville Sunnyvale University Park Wilmer Out of County 75 182 1,242 299 39 218 25,107 467 315 436 2,397 341 853 2 30 3,627 359 1,816 1,122 379 10 97 45 0 198 802 Sexually Transmitted Diseases 100 171 37 414 31 47 12,826 486 261 155 796 157 612 0 44 1,267 503 873 292 122 20 87 5 0 59 3,276 Laboratory 44 477 554 251 24 51 54,816 294 391 214 2,769 398 1,416 0 60 376 1,588 345 159 94 193 2 0 94 41,025 Communicable Diseases 68 127 236 163 112 155 21,876 167 151 122 310 71 440 19 32 940 87 429 251 52 47 65 135 12 19 2,195 40,458 22,641 108,078 28,281 O I-- M a H � N �y M (O (O � R 7 /\ N O � E N (O 00 (O E 0 N O O O U I— N O I-- v/ O CO ('7 c N I-- LO LO O LO O V 0 0 L LO wW, (O V T3 V O J LO +m V 00 V �_ O N (O N 00 = LO 00 = N O = O O O CO Q ,+ N U. E LO Na - N N C7 N C7 ,,fin^ R y T V� N (6 O C7 00 y T C N N c O Co (O N v N I� p N O ' V LO � L H = 00 � CO 00 r ('7 N N cl O I-- M 00 N � N O M (O (O V V N O (O (O 00 (O LC) N O O 00 I— N O I-- N O CO ('7 LO N I-- LO LO I— LO CO V 0 0 0 LO N (O V O V O V LO CO 00 V N O N (O N 00 = LO 00 = = O = O 1— O CO V LO LO Na - N O C7 N C7 c7 1 I— N (6 O C7 00 C7 - N N C7 V Co (O N N I� N V LO Ln N = 00 r'IT CO 00 r ('7 N N I— (h N co EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA .O LO O O mO V m I— V V O V 00 LO O m (O I� V O V Z) V LO O O I� O N LO O V O I— O V (O LO O co 00 00 LO (O (\ Z) I— (3) 00 c7 LO O (3) V LO O (3) LO (3) LO (O V LO CO O O CO LO I- :4 C7 (O V C7 V Ln V V Cl; O N N C7 V V N (C O N N (O (O I-- � � LC) V M LC) M LC) ' O N N N O � � LC) O '= U _0 m `m m Q m 0 0 CO) V V CO LO N 00 I� N M N N V V O N (O (O N V O O a0 N (O 00 (O V (O = N I-- O V (O 00 O I— O V = O O co O co N O co LO O Na - O LO Lo 00 00 C7 LO (O O N I-- O C7 (O z O N N O LO Co (O N C7 V I-- V m Ln N = M r'IT (O CO r LO r N IT (h N co EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA EA N M LO M LO � O O O I-- M O V ' O V N M V CO N (O M ' U _0 m `m m Q m 0 0 CO) M (O co V V O CO I— N N N 1— Na- LO N O O m 00 m O m I— m O O (O N O = CO O LO CO CO LO CO I— N = O O O O�_ O O = N LO N co O 00 C7 V C7 LO I— O � O V (O LO z LO C7 C7 O C7 N O N O O I-- V (O Ln N = 00 = (O Co LO O ('7 N V (h N co LO V O (O Y I-- 00 � m LO 00 V LO LO O _0 (� 0- C C LO (O —= N n s o �� 'O U -O N M (O LO ' U _0 m `m m Q m 0 0 CO) (O I-- V fn (6 m a) 2 o m m c JQ� 0� w co co D M ('7 CO V O M I-- O LO (O N II O� 00 ('7 N N V O V 00 (O co V (O V LO 00 = (O CO N = = 00 O CO = O (O (O O CO co O V I-- 00 N C7 V O O I� O C7 (O N C7 O C7 (O N N O I-- O N= N V N LO N N (O N V LO N H w, m 64 M;i M 64 PN C O C -0N 0 4 w Y 0O N 7 fl o p — > :_ _0 (� 0- C C a? — jn :— �' N>> i o U —= N n s o �� 'O U -O O= m o v m E s L U m m n o L �i U C> o E U _0 m `m m Q m 0 0 CO) Q— (n C m m CO) o 0 o `m 1 2)� 0 0 z z— fn (6 m a) 2 o m m c JQ� 0� w co co D 5 S O H w, m 64 M;i M 64 PN C O C -0N 0 4 w C',P FE L File ID: 2020-5307 Version: 1 File Name: TRA Agreement City of Coppell, Texas Master File Number: 2020-5307 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 09/12/2020 Final Action: Title: Consider approval of a contract for the renewal of an Interlocal Agreement with Trinity River Authority, effective October 1, 2020, through September 30, 2021, in the amount of $9,500.00; as budgeted in FY 20-21; and authorizing the Mayor to sign. Notes: Sponsors: Attachments: Council Memo TRA 2021.pdf, TRA Contract 2021.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 2020-5307 Title Consider approval of a contract for the renewal of an Interlocal Agreement with Trinity River Authority, effective October 1, 2020, through September 30, 2021, in the amount of $9,500.00; as budgeted in FY 20-21; and authorizing the Mayor to sign. Summary Fiscal Impact: Funds are budgeted in the Environmental Health, Other Professional Services line item for this agreement. Staff Recommendation: The Community Development Department recommends approval. ; 3%11 C4", City of Coppell, Texas Page 1 Printed on 9/18/2020 Master Continued (2020-5307) Community ellllline aind C'"unur°iii llhi mein't City of Coppell, Texas Page 2 Printed on 9/18/2020 C;,,",0PPE,LL It MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: Sep 22, 2020 Reference: Consider approval of a contract for the renewal of the Trinity River Authority Agreement, effective October 1, 2020 through September 30, 2021, in the amount of $9,500.00; and authorizing the Mayor to sign any necessary documents. 2030: Community Wellness & Enrichment General Information: • Trinity River Authority contract for technical services. • Technical services are Industrial Inspection, Industrial Sampling and Industrial Analysis. Introduction: The attached contract (2 originals) for your signature is an annual contract between the City and Trinity River Authority for industrial inspection services, industrial sampling services, and analytical services. This contract is shared between Water Utilities and Environmental Health. Analysis: The contract amount for FY'20-21 is estimated to be $9,500.00, which is the same dollar amount as FY' 19-20. All expenses incurred by the Environmental Health Division for inspections and sampling are charged back to the industry. Legal Review: N/A Fiscal Impact: The fiscal impact of this Agenda item, if needed, should not exceed $9,500.00. Recommendation: The Community Development Department recommends approval. 1 CONTRACT FOR TECHNICAL SERVICES CONTRACTING PARTIES The Receiving Agency: City of Coppell, whose authorized address is P.O Box 9478 Coppell, Texas 75019 Attn: Environmental Health. The Performing Agency: Trinity River Authority of Texas, whose authorized address is 5300 South Collins, P. O. Box 240, Arlington, Texas 76004-0240, Attention: J. Kevin Ward, General Manager (or his designated representative). STATEMENT OF SERVICES TO BE PERFORMED In order to discharge the responsibilities associated with the enforcement of Federal, State, and municipal regulations, the Receiving Agency requires services of a laboratory qualified to perform water and wastewater analysis, and of personnel to conduct industrial inspection and/or sampling services, such services detailed in Section A, Subsection(s) 1,2,1 below. A. PERFORMANCE OF SERVICES Non -Significant Industrial User Inspection and Classification Services: The Receiving Agency employs the Performing Agency and the Performing Agency agrees to perform industrial user survey services and inspections for non-significant industrial users within the parameters listed on the attached schedule sheet and in accordance with the Receiving Agency's Industrial Waste Ordinances and Sewer Ordinances Numbers 2013-1028. The Performing Agency shall perform all industrial user survey activities including organization of users to be surveyed utilizing the Texas Manufacturing Guide, notification to industrial users that require completion of the Receiving Agency's Industrial User Survey Form, industrial user inspections as needed, and proper classification and documentation of industrial users' discharge practices. Performing Agency will provide on behalf of the Receiving Agency updates to the Texas Commission on Environmental Quality (TCEQ) when required. Industrial user survey procedures are established by the Trinity River Authority to meet industrial discharge notification requirements found in the Texas Pollutant Discharge Elimination System Permits issued to the Trinity River Authority and in accordance with 40 CFR § 403.8. Documentation associated with the industrial user survey shall be maintained as required by EPA General Pretreatment Regulations, 40 CFR § 403.12. 2. Significant Industrial User Permit and Inspection Services: The Receiving Agency employs the Performing Agency and the Performing Agency agrees to perform permitting and industrial inspection services for significant industrial users within the parameters listed on the attached schedule sheet. The Performing Agency shall perform all Industrial Pretreatment Inspections, review permit applications and prepare for submittal Permits to Discharge Industrial Wastes to the Sanitary Sewer in accordance with procedures established by the Trinity River Authority of Texas in accordance with 40 CFR Part 403.8. Industrial Pretreatment Inspections, Application reviews and permit preparations and submittals shall be in compliance with the Receiving Agency's Industrial Waste Ordinances, Sewer Ordinance Numbers 2013-1028, and EPA General Pretreatment Regulations for Existing and New Sources. Records of Inspections, Applications and Permits shall be maintained as required by EPA General Pretreatment Regulations, 40 CFR § 403.12. 3. Industrial User Sampling Services: The Receiving Agency employs the Performing Agency and the Performing Agency agrees to perform industrial user sampling services within the parameters listed on the attached schedule sheet and in accordance with the Receiving Agency's Industrial Waste Ordinances and Sewer Ordinance Numbers 2013-1028. The Performing Agency shall perform all sample collections, sample preservation, and maintenance of chain -of -custody records in accordance to the approved procedures set forth in Test Methods for Evaluating Solid Waste, EPA Manual SW -846, Methods for Chemical Analysis of Water and Wastes, EPA Manual EPA -600/4-79-020, and the Handbook for Sampling and Sample Preservation of Water and Wastewater, EPA Manual EPA -600/4-82-029. The samples shall be properly collected, preserved and delivered by the Performing Agency to the Performing Agency's laboratory located at 6500 West Singleton Blvd., Dallas, Texas. When feasible, the Performing Agency will conduct flow or time composited sampling. When composited sampling is not feasible, grab sampling will be performed. 4. Analytical Services: The Receiving Agency employs the Performing Agency and the Performing Agency agrees to perform analytical services within the parameters listed on the attached schedule sheet. The Receiving Agency will collect samples and deliver them to the laboratory for analysis. It is understood that these samples will be properly collected and preserved in accordance with applicable sections of A Practical Guide to Water Quality Studies of Streams, Federal Water Pollution Control Administration publication and Methods for Chemical Analysis for Water and Wastes, EPA manual, as well as the latest edition of Standard Methods for the Examination of Water and Wastewater. Additionally, requirements set by the National Environmental Laboratory Accreditation Conference will be followed as mandated by the Texas Commission on Environmental Quality for state accreditation. A chain -of -custody procedure shall be maintained in the field and the laboratory in accordance with procedures to be established by the Receiving Agency. The Receiving Agency will furnish chain -of -custody. The Performing Agency will perform all analyses according to the approved procedures set forth in Standard Methods for the Examination of Water and Wastewater, current edition or the latest edition of Methods for Chemical Analysis of Water and Wastes, EPA manual. Additionally, requirements set by the National Environmental Laboratory Accreditation Conference will be followed as mandated by the Texas Commission on Environmental Quality for state accreditation. Samples will be analyzed by these methods on the production basis, to include appropriate analytical quality assurance procedures. Records will be kept for documentation of the Performing Agency's quality assurance program and copies will be available to the Receiving Agency upon request. Unusual interferences and problems will be reported to the Receiving Agency at its authorized address noted above. Research into specific techniques to overcome these difficulties will be undertaken when practical, and by mutual agreement. The chain -of -custody sheet submitted with each sample will designate the particular analysis or analyses to be made of each sample submitted. The laboratory will be operated in such a manner as to ensure the legal sufficiency of the sample handling; analytical and reporting procedures; and to remedy defects in the procedures should such be discovered. The various laboratory personnel shall be directed upon receipt of written notice from the Receiving Agency 72 hours in advance, to appear and testify in enforcement actions. In such event, travel and per diem expenses for such employees shall be paid by the Receiving Agency. Travel and per diem for court appearances hereunder shall be based on current Texas law. Receiving Agency may deliver to Performing Agency samples for analyses separate and apart from those samples collected by the Performing Agency. When the Receiving Agency delivers samples to the Performing Agency for analyses, the Receiving Agency shall indicate the nature and extent of the analysis it desires to be conducted. Performing Agency shall not be responsible for the manner of collection or chain -of -custody or sheets which are matters entirely outside Performing Agency's control. Performing Agency shall receive, log and perform such analyses of samples in accordance with that part of the chain -of -custody procedures identified as Transfer of Custody and Storage attached hereto. Samples analyzed to maintain the normal quality assurance program which the Performing Agency presently maintains in its laboratory will be charged to the Receiving Agency at the same rate as submitted samples. B. TERMINATION Either party to this Contract may terminate the Contract by giving the other party thirty days' notice in writing at their authorized address as noted previously. Upon delivery of such notice by either party to the other and before expiration of the thirty -day period, the Performing Agency will proceed promptly to cancel all existing orders, contracts, and obligations which are chargeable to this Contract. As soon as practicable after notice of termination is given, the Performing Agency will furnish Receiving Agency an invoice for work performed under this Contract through its termination. The Receiving Agency will pay the Performing Agency for the work performed less all prior payments. Copies of all completed or partially completed reports, documents, and studies prepared under this Contract will be delivered by the Performing Agency to the Receiving Agency when and if this Contract is terminated prior to the completion of the prescribed work. C. AMENDING THE CONTRACT The parties hereto may alter or amend this Contract upon advance written agreement of both parties to exclude work being performed or to include additional work to be performed and to adjust the consideration to be paid hereunder by virtue of alterations or amendments. III. BASIS FOR CALCULATING REIMBURSABLE COSTS The financial basis for calculating reimbursable costs shall be as stated in Attachment A, said Attachment A shall be revised and updated annually. Any revisions will be incorporated by reference herein. A cost analysis shall be prepared each year by the Trinity River Authority of Texas and shall be approved by the Trinity River Authority of Texas Board of Directors prior to effective date of said revision. The expenditures by the Trinity River Authority of Texas of funds paid to it under this Contract shall be subject to such State or Federal audit procedures as may be required by law and by accepted practices of the State or Federal auditor, or both, if requested. The Trinity River Authority of Texas shall be responsible for maintaining books of account that clearly, accurately and currently reflect financial transactions. The financial records must include all documents supporting entries on the account records which substantiate costs. The Trinity River Authority of Texas must keep the records readily available for examination for a period of three years after the close of the last expenditure. IV. CONTRACT AMOUNT The total costs charged by the Authority to the Receiving Agency shall not exceed dollars ($ 9500) per annum during the term of this Contract, unless mutually agreed by the parties hereto. V. PAYMENT FOR SERVICES The Performing Agency shall bill the Receiving Agency monthly for services performed. Charges for these services shall be based on the attached cost schedules. The Receiving Agency shall pay the monthly billings of the Performing Agency within thirty days of their receipt. VI. TERM OF CONTRACT This Contract is to begin October 1, 2020 and shall terminate September 30, 2021, subject to Section II, paragraph B of this contract. VII. INTERLOCAL AGREEMENT Inasmuch as the Receiving Agency and the Performing Agency are political subdivisions of this state, and inasmuch as the testing of water and wastewater are critical to the maintenance of public health and such testing is therefore, a governmental function and service, this contract is entered into pursuant to the Interlocal Cooperation Act, Chapter 791, Texas Government Code. Receiving Agency: Performing Agency: CITY OF TRINITY RIVER AUTHORITY OF TEXAS �1 TITLE:_ DATE: ATTEST (SEAL) M3 GENERAL MANAGER DATE: ATTEST: (SEAL) CHAIN -OF -CUSTODY PROCEDURES Sample Collection and Shipment To the maximum extent achievable, as few people as possible should handle a sample. 2. Stream and effluent samples should be obtained using standard field sampling techniques and preservation procedures. 3. Chain -of -Custody sheets should be attached to each sample at the time it is collected. Sample containers must be appropriate for requested testing with appropriate preservation and legibly labeled. The tag or sheet contains basically laboratory (requested parameters) information; however, certain identifying items including City, City Code, Contact Name and Phone Number, Type Sample Matrix, Material Sampled, and Method of Preservation must be completed by the field personnel collecting the sample. In completing the Chain -of -Custody tag or sheet, care should be utilized to insure that all necessary information is correctly and legibly entered onto the form. A black ballpoint with water proof ink should be used at all times. 4. During shipment, samples should be appropriately cooled. TRA lab receiving technician will check temperature. Transfer of Custody and Storage All samples should be handled by the minimum possible number of persons. 2. All incoming samples shall be received by the laboratory technician or his alternate and logged into a database. Information to be entered into the database shall include the client sample number, date received, source, time(s) sampled, date(s) sampled, and analyses requested and comments from the Chain of Custody. 3. Promptly after logging, the custodian technician will distribute the sample to an analyst or place the sample in the secure sample vault, which will be locked at all times except when samples are removed or returned by analysts. The sample will be tracked internally in the lab. 4. Samples shall be kept in the sample storage security area at all times when not actually being used by analysts, such as during overnight absences. The technician shall ensure that heat -sensitive samples, or other sample materials having unusual physical characteristics, or requiring special handling, are properly stored and maintained. 5. A log of sample removal and replacement will be kept in the secure sample vault and be retained as a permanent record of the laboratory. 6. The original Chain of Custody and a Sample Evaluation/Variance record shall be sent by the laboratory to the appropriate Receiving Agency control point as part of the final data report. 7*119MR-:1MA ago IME R I d0IM-1\iI� L[ I?T ?2±.2l CHEMICAL ANALYSES Liquid Samples Alkalinity: Total �(**) Biochemical Oxygen Demand: 5 -Day (*) 5 -Day Carbonaceous 5'DayFibered (Dissolved) 7 -Day Extra Dilution (Each) Chlorophyll "a" Chlorophyll "a"and Phoophytin Chemical Oxygen Demand �� Chloride (*) Conductance, Specific Cyanide: Total (*) Amenable to Chlorination (� Fluoride, Total Glycols Hardness Nitrogen: Ammonia(� Ammonia byDistillation [1 Kjeldahl, Total Nitrate� Nitrite�� Total Oil and Grease (*) Organic Carbon: Dissolved pH(*) Solid Samoles Ammonia(***) Chemical Oxygen Demand Nitrogen, Kjeldahl, Total Phosphorus, Total pH (*°*) Mercury(°�) Metals Preparation NELAP Accreditation *Non -Potable Water "Drinking Water *** Solids Phosphorus $13.00 Ortho�� Total� Solids Testing (Gravimetric): $34.90 Total (TS) $38,00 Total Dissolved JDS)�� $48.00 Total Suspended (TSS)�� $44.00 Volatile Suspended (VSS(� $ 2.50 (after TSS) Percent Solids, Total and Volatile $23.00 Sulfate(� $33.00 $22.00 Turbidity(°) $15.40 $10.50 UV254 Mercury(�(°� $56.00 $65.60 $15.40 Metals (EPA 200.8) $21.70 $24.00 Aluminum Lead Arsenic Manganese Antimony Molybdenum $20.00 Barium Nickel $30.00 Beryllium Selenium s28.00 Boron Silver $15.40 Cadmium Thallium $15.40 Chromium Tin S40.00 Cobalt Titanium Copper Vanadium $70.00 Iron Zino KAinore|o��� $23.00 $15.75 Calcium Magnesium $11.30 Potassium�°� Silica Sodium $28.50 $35.00 $35.50 $24.25 $21.00 $66.50 $1610 $27.00 $19.70 $11.00 $18.50 $15.40 $9.50 $25.00 $30.00 $16.00 ea. MICROBIOLOGICAL ANALYSES Drinking Water: Wastewater: Total Coliform UNM0/MUEV $22.00 Coliform, F000 (Membrane Filter $20.00 Heterotrophic Plate Count $22.00 Coliform, Fecal (NPN (*°*) $63.00 Coliform, Total (K4PN-OTray) $21.35 E Coli (MPN-OTray) (*) $21.35 Streptococcus, Fecal (Membrane. Fi|ter) $19.00 Heterotrophic Plate Count $22.00 Microscopic General Examination $25.00 TRACE ORGANIC (GC-GC/MS) ANALYSES EPA 024y1: Pesticides/PCB 3-Day(unprosewed) $171.00 BTEX(nn|y) $175.00 EPA 608 Trip Blanks $103.00 Full List $343D0 Geoomin8N|B $107.00 Chlorinated Pesticides (on|0 $226.50 PCB (aqueous) $226.50 EPA 625 Total Semi -Volatiles $211.00 EPA 8082: Semi -Volatile Trip Blank $181.00 Polychlorinated Biphenyls (PCB) $105.38 Chromium Hexavalent Oil and Grease (sm|ida) Organophosphate Pesticide Phenols TCLPK8eta|a TCLpOrganic Compounds Total Petroleum Hydrocarbons (solids and liquids) NELAP Accreditation *Non -Potable Water "Drinking Water *** Solids INDUSTRIAL PRETREATMENT SERVICES SAMPLING Composite Sample $ 210.00 Additional Composite Sample $ 105.00 Grab Sample 8 87.00 Additional Grab Sample $ 25.00 pH only $ 87.00 Field pH $ 29.00 Field Measurement $ 47.00 Sampling Event Cost for aFailed Sample $ 113.00 Industry Split Sample $ 29.00 Boat Fee $ 105.00 Q/VOCFeo $ 23.00 PRETREATMENT ASSISTANCE Inspection (permitted users) $ 700.00 Inspection (unpannittadusers) $ 100.00 Permit Preparation (5yrpermit) $2.000.00 Field Surveillance Event $1.083.00 Industrial User Survey Fee Formula Industrial User Survey Fee Formula: (No.nfSurvey Entities' X$3.75)+(No.ofidentified industrial ueemuX$18.00 Formula Footnotes: `UoomfromMheTexauMenufactuemGuideUdfonConhactingPart/ajurisdiction. 2 Users that require further manufacturing process and discharge classification PRETREATMENT SERVICES INCLUDE ° Grab Sampling ° Installation ufAutomatic Composite Samplers ° Field Testing Available ° Proper Field QA/QC ° Industry Split Sampling ° Sample Preservation ° Proper Chain ofCustody ° Delivery ioTRA Laboratory • Sample Data Review with Report Summaries NELAP Accreditation *Non -Potable Water "Drinking Water ° Appropriate Industrial User Pretreatment Classification ° Verification ofPermit Application Data ° Chemical Inventory Review ° Permit Drafting • Semiannual Report Review • Appropriate Inspection Documentation ° Enforcement Guidance ° Consultation with Industries onIndustrial Pretreatment GENERAL SERVICE INFORMATION 1. Effective Date: December 1.2U2U. All prices listed are per sample and subject to review. 2. All analyses are performed in accordance with "Standard Methods for the Examination of Water and Wastewater," 20th Edition, 1998 or most recent approved and/or EPA "Manual of Methods for Chemical Analysis of Water and VVaoieo.^1A83and the ''3rdEdition ofSolid Waste Manual SVVO4O.^ 3. Prices include a 10 percent charge added to the analyses cost to maintain the normal quality assurance program. 4. Standard turn -around time inconsidered 15business days for most testing. Priority ishalf ofthe standard time. Customer requiring PRIORITY turn -around time will be billed at one and one-half (1 1/2) times the routine rate. Customer requiring RUSH turn -around time, run immediately on the next or a special run, will be billed at two times the normal rate. It is recommended to call in advance of sample submission or inquire at the time of submission for estimated turn -around time. b. The Laboratory will follow instructions as stated on the Chain -of -Custody submitted with samples. The Customer may be contacted by the lab representative on any variance issues and written instruction may be requested concerning the variance. 6. For EPAO24VOC3day analysis, donot lower the pHofthe sample. 7. Sampling supplies will beprovided upon request a(oreasonable charge. Bacteriological sampling supplies are included in the cost of analyses. 8. Samples other than bacteriological samples should be delivered to the laboratory before4:O0p.m.onweekdays. Samples cannot bnaccepted nn weekends orholidays unless special arrangements are made inadvance. Bacteriological samples should be delivered prior to 2:00 p.m. unless special arrangements are made in advance. For after -hour samples, please call and arrange for leaving in cold storage vault with analyses request form. Q. Amonthly invoice for completed analyses ismailed the following month. 10. Laboratory hours are weekdays 7:OOa.m.1o4:3Op.m. Tocontact the lab about emergency samples use the number below. 11. Environmental Fie|d, Engineering Field and Pretreatment Services offioo hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. For after -hour emergencies, leave message with computer operator. 12. Environmental Field and Engineering Field Services are requested to be scheduled a minimum of 72 hours in advance. 13. Laboratory Certificate Number T1 04704287-10-2. FOR MORE INFORMATION, CONTACT: METRO: (972) 263-2251 FAX: (972) 975- 4414 WILLIAM B. CYRUS Manager Technical Services CRAIG HARVEY Laboratory Division ChiefCoordinator NELAP Accreditation *Non -Potable Water "Drinking Water JENNIFER MOORE Environmental Service JOHN DURBIN Manager Collection System Group JACOB RODGERS CATHY SIEGER Technical Services Quality Assurance C',P FE L File ID: 2020-5311 Version: 1 City of Coppell, Texas Master File Number: 2020-5311 Type: Agenda Item Reference: File Name: Tru Services - Medical Stop Loss FY 2020-21 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Human Resources File Created: 09/14/2020 Final Action: Title: Consider approval of awarding a Request for Proposal (RFP #176) for Medical Stop Loss Insurance to Tru Services in the amount of $448,553.00, as budgeted in FY 20-21; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Attachments: Tru Services - Memo FY2020-21.pdf, Tru Services - Stop Loss Insurance Policy FY2020-21.pdf, Tru Services - Stop Loss Renewal Quote FY2020-21.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 2020-5311 Title Consider approval of awarding a Request for Proposal (RFP #176) for Medical Stop Loss Insurance to Tru Services in the amount of $448,553.00, as budgeted in FY 20-21; and authorizing the City Manager to sign any necessary documents. Summary Please see attached Memorandum. Fiscal Impact: Funds are budgeted in the Self Insurance Fund for this agreement. Staff Recommendation: City of Coppell, Texas Page 1 Printed on 9/18/2020 Master Continued (2020-5311) Staff recommends approval. Goal Icon: S ust iiiinu llt:llle City G veirunuurneinut City of Coppell, Texas Page 2 Printed on 9/18/2020 � " H �E' , c, a r Y 0- F CO,PPEL,L JW W, MEMORANDUM To: Mayor and City Council From: Justin Vaughn, Assistant Director of Human Resources Through: Vivyon V. Bowman, Director of Human Resources Date: September 16, 2020 Reference: Award of RFP# 176 for Medical Stop Loss Insurance to Tru Services 2030: Top Quality City Workforce Introduction: Consider approval of awarding a Request for Proposal (RFP 4176) for Medical Stop Loss Insurance to Tru Services in the amount of $448,553.00, as budgeted in FY 20-21; and authorizing the City Manager to sign any necessary documents. Analysis: The City's current health plan expenses performed well when compared to previous years. However, the Stop Loss Coverage, which is a fixed cost, is a very volatile annual expense that is determined based on extraordinary unexpected Large Claims that are difficult to project. This is the case for most large, self-funded employers. The typical expected annual increase for this insurance coverage is +15% to +20% annually. This is due to the presence of unlimited Lifetime plan maximums, and expensive drug treatments. Because of these factors, the City's Procurement department initiated an RFP (RFP 4176) to find more competitive bids if they were available. There were a total of two responses. This process paid off as the competitive bidding resulting in a reduced renewal amount than was projected. The City's insurance committee is recommending the renewal of stop loss insurance with Tru Services, a Liberty Mutual company. The renewal of +2.3% was received by the City and Holmes Murphy, which is below the market average increase of 15% to 20%. The original budgeted amount was for +20%. The expected annual premium for this coverage is $448,553 based on current headcount. Tru Services offer does not include lasers for the proposed plan year. The City's medical plan is self-insured plan, meaning that all claims incurred by employees and dependents are paid directly from the City's Medical Self -Insured Fund. The purchase of medical stop loss insurance protects the City's fund from paying catastrophic claims over a certain amount to better manage volatility from large claims which effects overall increases to the group overall, which is common for self-funded employers. Self-funded employers benefit by avoiding certain mandated benefits, fully insured taxes, and experience improved cash flow which saves the plan in costs vs. being fully insured. Legal Review: The medical stop loss insurance is a purchased insurance product that required no legal review. Fiscal Impact: The cost of the medical stop loss insurance is budgeted in the City's Medical Self Insurance Fund. Recommendation: The City Staff recommends approval of the purchase of medical stop loss insurance from Tru Services, a Liberty Mutual company. SA BENEFIT SEPVICES Proposed by SA Benefit Services, LLC 5616 Lone Star Pkwy,, Suite 102, San Antonio, TX 78253 Business Phone: (210) 996-2191 www, ,sabeiiefitseiwvices.c.a.i.-ti. Email: schtaU@!ii.Lbgq 6 S A BENEFIT 9 SEMMCES July 31, 2020 City of Coppell Procurement Services Department 255 Parkway Blvd. Coppell, Texas 75019 Reference: Medical Stop Loss Insurance RFP#176 Dear To Whom It May Concern, SA Benefit Services, LLC formally submits proposals for consideration in the selection process for the Medical Stop Loss Insurance RFP#176 for the plan year starting on October 1_2020. We are the incumbent carrier and have issued a firm proposal if confirmation is received no later than August 11, 2020 of the acceptance of the firm offer being issued in response to this RFP, If acceptance is not received by August 11, 2020 then July claims will need to be reviewed to determine if proposal will change, SA Benefit Services, LLC understands and accepts the proposal specifications, requirements, and terms and conditions and has a commitment to provide the services required by the group. The required documents as noted in the RFP have been included in the proposal. SA Benefit Services, LLC has not had any litigation cases or outstanding regulatory issues. We have been in business since 2011. SA Benefit Services, LLC is a licensed agency and reinsurance broker. Our staff has a proven record of accomplishment while working with municipalities, school districts, and other large and small groups since 2011, but executive experience over 60 years. Thank you, -4, Stephanie Chtata, MHA, MBA SA Benefit Services, LLC President SA Benefit Services, LLC 5616 Lone Star Pkwy, Suite 102 San Antonio, TX 78253 Phone (210) 996-2191 Email: Schta jC5) �abenetitF2�jvicesxorn Stop Loss 13roposal ONI Y Sect�on I Reqi�,�hed Doc�,,iirnendLs Bid Affidavit Conflict of interest Questionnaire References secdon H St o P I oss P n 1poa 11 S • SA Benefit Services, LLC Proposal i • Liberty Contingencies RFP #176 Medical Stop Loss Insurance CITY OF COPPELL BID AFFIDAVIT (REQUIRED) The undersigned certifies, that they are a duly authorized officer/agent and authorized to execute the foregoing on behalf of the bidder. The bid prices contained in this bid has been carefully reviewed and is submitted as correct. Bidder further certifies and agrees to furnish any and all services upon the acceptance of the final proposal (after any amendments or negotiation) and upon the conditions contained in the Specifications of the REQUEST FOR PROPOSAL, specifically, the initial renewal must be delivered to the City no later than August 4, 2020 and firm and final no for an October 1, 2020 effective date. I hereby certify that the foregoing bid has not been prepared in C011LISion with any other Bidder or individual(s) engaged in the same line of business prior to the official opening of this bid, Further, I certify that the Bidder is not now, nor has been for the past six (6) months, directly or indirectly concerned in any pool, agreement or combination thereof, to control the price of services/commodities bid on, or to influence any individual(s) to bid or not to bid. Bids provided (check all that apply): OMedical — Specific and Aggregate Stop Loss Reinsurance Company Name SA Benefit Services, LLC Company Address (street, town, state, zip) 5616 Lone Star Pkwy, Suite 102 San Antonio, TX 78253 Telephone Number 210-996-2191 E-mail address schtata@sabenefitservices.com Fax Number 210-996-2195 Contact Name Stephanie Chtata Title President Authorized Signature Date 07/31/2020 CITY OF COPPELL - PURCHASING DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 Page 14 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIO For vendor doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 23, 84th Leg.,, Regular Session. -MNWN" OFFICEUSEONLY TNs questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who Date Received has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a). By law this questionnaire must be filed with the records administrator of the local governmental entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code, A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor. Name of vendor who has a business relationship with local governmental entity. SA Benefit Services, LLC 2j [] Check this box If you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) 2J Name of local government officer about whom the information is being disclosed. Name of Officer :41 Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relationship with the local government officer. Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIQ as necessary. SA Benefit Services does not have a reWionship that is known with any government officer of family member of City of Coppell, A. Is the local government officer or a family member of the officer receiving or likely to receive taxable income, other than investment income, from the vendor? Yes FX I' No B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer or a family member of the officer AND the taxable income is not received from: the local governmental entity? 1-7-1 Yes LZ\� No F-1 -5J Describe each employment or business relationship that the vendor named in Section 1 maintains with a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership interest of one percent or more. F-1 Check this box if the vendor has given the local government officer or a family member of the officer one or more gifts as described in Section 176.003(a)(2)(B), excluding gifts described in Section 176.003(a-1), 07/31/2020 Signature of vendor doing business with the governmental entity Date Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11/30/2015 Current Clients 1) City of Plano 1520 K Avenue, I" Floor, Suite 130 Plano, Texas 75074 andrgaeC tIprlgn«.gijy 2372 Lives Services: Stop Loss 2) Brazoria. County 111 Fast Locust Angleton, TX 77515 Contact: Lesa Guirouard lesaE,tLu?brazoria--cour-it,.cortx 1316 Lives Services: Stop Lass 3) City ofBeaumont 801 Main Street Beaumont, TX 77704 Phone: 409-880-3741 Employee Benefits Coordinator Contact: Karen Satterly Ksatterl cr.`bc aunionttc ,< s.1112v 1550 Lives ._ Services: Stop Loss References SA Benefit Services, LLC 5616 Lonestar Pkwy, Suite 102 San Antonio, TX 78253 Business Phone (210) 996-2140 Firm Stop Loss mums ,DA BENEFIT SERVICES Presented By Stephanie Chtata, President (210) 996-2191 M, 11 ! , 0141MOM SA BENEFIT S E,RVICES City of Coppell - Effective: 1010112020 - FIRM Proposal Stop Loss Terms Current Option I Option 2 Option 3 MGLJ (if MGU not Identified then a direct carrier) Stop Loss Carrier Liberty Insurance Liberty Liberty Liberty Network UHC UHC UHC UHC, Months in Contract 12 12 12 12 Specific Terms Specific Deductible $125,000 $125,000 $125,000 $150,000 Aggregating Specific Deductible $50,000 $50,000 $0 $50,000 Maximum Coverage Llmit Unlimited Unlimited Unlimited Unlimited Contract 24112 24/12 24/12 24112 Coverages Med, Rx Med, Rx Mad, Rx Med, Rx Run -In / Run -Out Limit NIA N/A N/A N/A Terminal Liability Provision No No No No Renewal Rate Cap (No New Laser) No No No No Plan Mirroring Coordination approved No No No No Advance Funding Yes Yes Yes Yes Aggregate Terms Annual Maximum $1,000,000 $1,000,000 $1,000,000 $1,000,000 Deductible Corridor 125% 125% 125% 125% Contract 24/12 24/12 24/12 24112 Coverages Med, Rx Med, Rx Med, Rx Med, Rx Aggregate Acoomodafion Quoted No No No No Terminal Liability Provision Quoted No No No No Run -In t Run -Out Limit WA NIA N/A N/A Stop Loss Premium (Fixed) Specific Employee 175 $42,08 $42.74 $47,53 $35.51 Specific Family -2 tier 204 $132,95 $136.61 $152.93 $115.17 Annual Specific Premium $413,830 $424,175 $474,186 $356,507 Aggregate Premium 379 $5.42 $5,36 $5.36 $6.15 Annual Aggregate Premium $24,650 $24,377 $24,377 $27,970 Total Annual Premium $438,480 $448,553 $498,563 $384,477 '% Increase 2,30% 13,70% -12.32!% Annual Fixed Cost . . ... ......... ..... . $438,48a $ "8,652.56 $ 498,562.92 $ 384,477.36 Aggregate Claim Liability Aggregate Employee 175 $592.84 $536,38 $536.38 $541.09 Family -2 tier 204 $1,779.83 $1,571,31 $1,571.31 $1,585.10 Maximum Claim Liability $5,601,988 $4,972,965 $4,972,965 $5,016.614 % Increase -11.23% -11.23% -10.45% Fixed Cost and Maximum Claim Liability $6,040,468 $5,421,517 $5,471,528 $5,,401,091 % Increase -10.25% -9.42% -10,58% Qualifications 1) OanOht Sare firm as, iong as is returned Ihay BW112020 in mdeg to mmah) finni, No Vasiggns n i e being phacpd fog the 2020-2021 pllag u yeag, 2) Please review actual proposal contingencies regarding each Quote. 3) SA Benefit Services has a 5% commission and an override into this proposal for stop loss services. SA BENEFIT S E PV IC�ES City of Coppell - Effective, 10/01/2020 -FIRM Proposal Stop Loss Terms Current 'Option 4 MGU (if MGIJI not Identified then a direct carrier) Stop Loss Carrier Liberty Insurance Liberty Network UHC UHC Months in Contract 12 12 Specific Terms 125% 125% Specific Deductible $125,000 $150,000 Aggregating Specific Deductible $50,000 $0 Maximum Coverage Limit UnUmited Unlimited Contract 24/12 24/12 Coverages Med, Rx Med, Rx Run -In / Run -Out Limit N/A N/A Terminal Liability Provision No No Renewal Rate Cap (No New Laser) No No Plan Mirroring Coordination approved No No Advance Funding Yes Yes Aggregate Terms, $438,480 $ 434,498.04 Annual Maximum $1,000,000 $1,000,000 Deductible Corridor 125% 125% Contract 24112 24112 Coverages Med, Rx Med, Rx Aggregate Accornodation Quoted No No Terminal Liability Provision Quoted No No Run-in I Run -Out Limit NIA NIA Stop Loss Premium (Fixed) $438,480 $ 434,498.04 Specific Employee 175 $42.08 $40.20 Specific Family -2 tier 204 $132.95 $131.58 Annual Specific Premium $413,830 $406,528 Aggregate Premium 379 $5.42 $6.15 Annual Aggregate Premium $24,650 $27,970 Total Annual Premium $438,480 $434,498 % Increase _0,911% Annual Fixed Cost $438,480 $ 434,498.04 ,Aggregate Claim Liability Aggregate Employee 175 $592.84 $541.09 Family -2 tier 204 $1,779.83 $1,585.10 Maximum Claim Liability $5,601,988 $5,016,614 % Increase -10-45% Fixed Cost and Maximum Claim Liability $6,040,468 $5,451,112 % Increase -9.76% Qualifications 1) Quotes are flrnn as hong as Matement is rehirned by W11 H2020 in order to renmhn M rin, 11'4o lasers are being pllaceid for ffie 202042,0211 pllan yew, 2) Please review actual proposal contingencies regarding each quote. 3) SA Benefit Services has a 5% commission and an override into this proposal for stop loss services. Group Coppell, City of Proposal No 6352 The actively -at -work for employee and non -confinement for dependent provision has been Wa�ed subject to receipt and review ofo Plan Sponsor Disclosure Statement, The D�sclosure Statement requires notification of the individuals in the folIowing categories: Individuals who have reached 50% of the deductible (based on unprocessed, pending, denied, and/or paid cIaims; Individuals who mronutaoLiuo|ya1wmrk*rwhoomoonfimedinthehome'hompila|ore|uawhere;|ndividue|owhomhou|dberoporteddueto"triggar' diagnosis including date of diagnosis and last date of service; and Individuals who are disabled. All disclosed individuals must include identifiable information such amclaimant name and date ofbirth. This proposal assumes duplication of the current level of benefits, maintaining the current percentage of employees covered under each Plan if applhcable, and that the underlying Plan inciudes pre-certification/pre-authorization requirement, ff you have amended or restated your Plan Document, we require formal executed amendments for any plan changes enacted, including such changes as a result of Health Care Reform. Please outline the changes anticipated so that we can determine if there is any pricing impact, This proposal is subject to receipt and review cfdetailed shock information including: nmma, date of birth, paid/pending/denied amounts, diagnosis, detailed prognosis, current and proposed treatment plans (if ongoing), an estimate of future costs, and any available LCM reports for any claimant (employee or dependent) who has reached or HAS THE POTENTIAL to reach 50% of the specific deducfible and/or has a trigger diagnosis. Based on the information provided, further underwriting action may be necessary. Final enrollment census as of 10/1 /2020 must be submitted, If the final enrollment or dependent content varies by more than 10%from the proposed enrollment, or a division is added/terminated, we reserve the right to re -underwrite and may require additional information for underwriting purposes The PPO network is considered to be UHC. If fts is not the case, an adjustment to the quoted rates and factors may be necessary. Any additional groups that are added regardless of group size, must be reviewed and approved before they can be accepted under the Stop Loss E�ther a Disclosure Statement on the group or Proof of Good Health Questionnaire on each individual must be completed and submWted for review prior to the effective date of coverage of the addition. This proposal is subject to standard policy provisions, limitations, and exclusions, as well as the terms and contingencies outlined in this proposal. This proposal issubject toproof ofbroker licensing e1the time ofbind. |fthese are not umtiofied.the collected premium vviB bereturned and the case will b*considered never bound Afthough we are aWe to utilize unique identifiers during the new bus�ness quoting process, in the event coverage is bound, we wiIl require oreport including the names and dates of birth for all c�aimants reported. If this information is not provided within 20 days of the effective date of coverage, actively at work will not be waived because we will not consider disclosure complete. A Signed Plan Document is required. A copy of the prior Plan is also required if run-in coverage has been quoted. If your poUicy is administered by an ASO, the Policyholder fully understands and acknowledges that the Policyholder wilt be responsible for obtaining and submitting information and documentation we deem necessary for determination of risk under the Stop Loss Pokcy, issuance of the Stop Loss Policy, and adjudication of claim reimbursement under the Stop Loss Pokcy. It is expressly understood that the carrier, regardless ofany understanding orAgmem*n1with1heAdminiutnagorc000ernin0va|eaweofinfonne1ionmakaono assurances that necessary information wiIii be made availabie. Additionally, the Policyholder's responsibilities are independent of any other agreement between the carrier and the Administrator. We shall have no duty to prov�de coverage or reimburse claims due to the Po|ioyho{der'efailure to provide information necessary to determine risk, issue the 0bzp Loss Policy oradjudicate claim reimbursements under the Stop Loss Policy. Capitation fees and other fees associated with the administration of the Employer's Plan are not eligible for reimbursement under the Specific orAggregate stop Ioaeuovenaga. Even with egood health insurance plan, a serious illness or an accident can take a big toll on employees'finances. With co -pays and deductibles on the rise, employees are often left with steep out-of-pocket costs, Liberty Mutual offers Voluntary Benefit products including Group Accident, Critical Illness, and Hospital Indemnity tuhelp bridge the gap between what's covered and what's not, so employees can be better protected. These products provide lump -sum cash payments made directly toemployees—so they can decide how 1ospend it. Employees can use the benefits to cover deductibles and co -pays as well as other needs such as grocery delivery, transportation, and physical therapy. We offer guaranteed issue options and flexible benefit options. Please contact for quote or more information, This proposal is based on an aggregating specific deducfible option. Each claimant must satisfy the group's specific deductible, Then the employer must retain an additional risk corridor, equal to the aggregating specific deductible, prior to any specific reimbursements are paid. C',P FE L File ID: 2020-5312 Version: 1 City of Coppell, Texas Master File Number: 2020-5312 Type: Agenda Item Reference: File Name: Tokio Marine - Organ Transplant Insurance FY 2020-21 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Human Resources File Created: 09/14/2020 Final Action: Title: Consider approval of a renewal policy for fully insured organ transplant coverage with Tokio Marine HCC; in the amount of $79,731.00, as budgeted in FY 20-21; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Attachments: Tokio Marine - Memo FY2020-21.pdf, Tokio Marine - Organ Transplant Policy FY2020-21.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 2020-5312 Title Consider approval of a renewal policy for fully insured organ transplant coverage with Tokio Marine HCC; in the amount of $79,731.00, as budgeted in FY 20-21; and authorizing the City Manager to sign any necessary documents. Summary Please see attached Memorandum. Fiscal Impact: Funds are budgeted in the Self Insurance Fund for this agreement. Staff Recommendation: Staff recommends approval. City of Coppell, Texas Page 1 Printed on 9/18/2020 Master Continued (2020-5312) Goal Icon: S ust iiiinu llbllle City Goveirinirneirit City of Coppell, Texas Page 2 Printed on 9/18/2020 �COPPEL'L . 4 " � , J� Wx MEMORANDUM To: Mayor and City Council From: Justin Vaughn, Assistant Director of Human Resources Through: Vivyon V. Bowman, Director of Human Resources Date: September 16, 2020 Reference: Approval of Organ Transplant Coverage 2030: Top Quality City Workforce Introduction: Consider approval of renewal proposal for Organ transplant coverage from Tokio Marine — HCC in the amount of $79,734 as budgeted and authorizing the City Manager to sign all necessary documents. Analysis: This proposal is for a fully insured policy to cover claims for organ transplants with a 25% increase over current year's cost. This renewal increase is due to the presence of an active transplant that is expected to take place. With few exceptions, most organ transplantation procedures are expensive and because of their high cost, the City of Coppell decided several years ago to carve out the transplant procedure from its self-insurance plan and purchase a fully insured plan as a separate policy. This decision helps protect the City's health plan from a catastrophic transplant claim while insuring the affected employee gets the treatment needed from a designated center of excellence for a set annual fee. If the City chooses not to purchase this fully insured product, all potential organ transplant claims would be paid out of the Self -Insurance Fund, the fund would be at great risk of potentially one or more catastrophic claims. Legal Review: This is a purchase of an insurance product and no agreement is warranted. Fiscal Impact: These costs have been budgeted in the City's Medical Self -Insurance Fund. Recommendation: The city staff recommends the Mayor and City Council approval of the transplant renewal proposal as outlined above. 1 C',P FE L File ID: 2020-5313 Version: 1 City of Coppell, Texas Master File Number: 2020-5313 Type: Agenda Item Reference: File Name: Holmes Murphy & Associates - Consulting Services FY 2020-21 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Human Resources File Created: 09/14/2020 Final Action: Title: Consider approval of a Consulting Contract with Holmes Murphy and Associates for employee benefits consulting, wellness services and other related benefit programs in the amount of $105,000.00 as budgeted in FY 20-21; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Attachments: Holmes Murphy - Memo FY2020-21.pdf, Holmes Murphy -Scope of Services Addendum FY2020-21.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 2020-5313 Title Consider approval of a Consulting Contract with Holmes Murphy and Associates for employee benefits consulting, wellness services and other related benefit programs in the amount of $105,000.00 as budgeted in FY 20-21; and authorizing the City Manager to sign any necessary documents. Summary Please see attached Memorandum. Fiscal Impact: Funds are budgeted in the Self Insurance Fund for this agreement. Staff Recommendation: City of Coppell, Texas Page 1 Printed on 9/18/2020 Master Continued (2020-5313) Staff recommends approval. Goal Icon: S ust iiiinu llt:llle City G veirunuurneinut City of Coppell, Texas Page 2 Printed on 9/18/2020 CO3PPELL aQ Wn MEMORANDUM To: Mayor and City Council From: Justin Vaughn, Assistant Director of Human Resources Through: Vivyon V. Bowman, Director of Human Resources Date: September 16, 2020 Reference: Approval of Benefits Consulting Services Contract 2030: Top Quality City Workforce Introduction: Consider approval of Consulting Contract with Holmes Murphy and Associates for employee benefits consulting, wellness services and other related benefit programs in the amount of $105,000 as budgeted and authorizing the City Manager to sign all necessary documents. Analysis: Holmes Murphy provides benefit consulting services to the City for all of its Health & Welfare plans. The services performed include strategic advice, benefit plan design consulting, contract and renewal negotiation, vendor recommendations, actuarial and budget support, and communication and open enrollment support. The renewal increase is +0% over current fiscal year costs. Legal Review: This is a this is renewal /addendum to the existing agreement that has been reviewed by legal. Fiscal Impact: These costs have been budgeted in the City's Self -Insurance Fund. Recommendation: The city staff recommends the Mayor and City Council approval of the Holmes Murphy and Associates renewal proposal as outlined above. 1 Ill iiiir ilii iiices Can'tract Addenduimi Our goal is to become City of Coppell's uiuiim*t °viinii��(stecll mg1.sklle acllMuGso ir. We will do everything possible to make your job easier while we provide the highest level of customer service. We have summarized the primary service areas available to City of Coppell. It is important to ensure each component is integrated so that we best position City of Coppell benefits program. Strategic Planning - your experience in consulting with clients in redesigning and implementing their benefits programs. Whether you have identified the problem areas associated with your employee benefit programs or you need a proven process to flesh them out, our teams have been trained to follow a strategic consulting process that has been refined after thousands of client implementations. The Holmes Murphy Consulting Process We have learned from experience that every organization's industry, people and culture is unique. So your company's employee benefit programs should not be cookie -cutter either. But before a strategic plan can be developed, we follow a proven process to yield the best results. One of the first things our client service team does after we are engaged is to schedule a client kick-off meeting. This enables our team to guide our clients through the following stages: Stage I: Onboarding Better known as the "getting to know you" stage. Before we know where we want to take you, we have to understand how you got where you are. The onboarding stage involves a quick ramp - up where we gather material directly from your service providers and a materials checklist we will send directly to you. (We'll be asking for things like an employee census and benefit communications). Stage II: Discovery and Diagnosis While we are collecting and beginning to analyze this data, we will be asking questions throughout the consulting process. During the onboarding process, The information on this page is proprietary. Please do not copy or distribute to others. data is transformed into information that enables our teams to develop cost projections, utilization analysis and benchmarking with peers in your industry to determine the outliers in your plans. This information along with an informational interviewing process called Core Beliefs; enable our teams to transition to Stage III with a thorough understanding of where we should go next. We have attached a sample Core Belief's report in the Appendix. Stage III: Strategic Planning This stage is where we align the strategic priorities of your organization with the short and long-term goals for your employee benefit programs. If you did not have a clearly articulated benefit's philosophy when we started, you will have one after we complete this process. After various options are considered, a multi-year plan design will begin to emerge that will have the approval and endorsement of the company's leadership team. This phase involves creative benefits design, actuarial and underwriting projections, contribution modeling and budget impact analysis. Stage IV: Implementation and Execution General George Patton said "a good plan implemented today is better than a perfect plan implemented tomorrow". After a multi-year strategic plan has been developed, HMA knows that putting our ideas into action is just as important as having developed the right road map for your organization. HMA will utilize our project management and timeline to implementation tools to identify who has responsibility among our service providers, HMA and client teams for doing what task by what date. Adhering to these milestones enables all parties to measure our progress toward open enrollment and effective date adherence that yields a positive user experience. Stage V: Accountability and Engagement Purchasing employee benefits that yield the greatest value at the most attractive unit costs can be of high importance to clients seeking short-term savings, but creating accountability and engagement among plan beneficiaries is what will flatten trend for years to come. One of the greatest differentiators between HMA and our competitors is the ability to help our clients deploy innovative programs that continue to move the needle after we have picked the low hanging fruit. By deploying proven programs that lead to greater consumer advocacy, transparency and accountability, we help our clients target the inefficiencies in our care delivery in a way that transforms a company's culture, health and productivity. Stage VI: Measurement and Reporting We would not be able to continue working with our clients unless we could demonstrate the value of our relationship. This is why we have made investments in financial reporting, utilization and data warehousing systems that enable our account teams to validate whether prescriptive plan changes are making an impact. Whether we are measuring for client satisfaction through surveys or monitoring a "continuously enrolled" population for a clinical intervention program, we share outcomes with our clients to determine the value of change brought about through our involvement in a transparent and collaborative manner. 2 Whether we end up deploying value -based health programs, narrow or onsite care delivery systems, greater tax savings accounts through consumer -directed programs or clinical accountability programs, HMA has the resources under our roof to transition through every stage of the process and bring greater value for our clients with industry leading satisfaction. Competitive Marketing and Placement of Plans — assisting with the development of marketing specifications, identification of market conditions, evaluation of proposals, negotiations and placement of insurance contracts, including Private Exchanges. Our goal in the RFP process is to ensure that the selected vendors match the cultural and business needs for your organization. We streamline the review process by developing models that weigh the carrier responses and create a score in each area based on what is most important to City of Coppell. By doing this, we simplify the process for the benefits team and spend time evaluating the best fit, instead of pouring through hundreds of pages of RFP responses. Holmes Murphy has established rigorous selection criteria for potential vendors and will recommend a selection after following these steps: Holmes Murphy uses this same level of commitment and expertise to the evaluation of private exchanges. We have created a private exchange team whose sole responsibility is to understand and evaluate the value propositions of the various exchanges. While we offer a proprietary Holmes Murphy exchange solution, we understand that no single exchange model will be an ideal fit for all employers. Our team will bring an unbiased and transparent Information Gathering: This phase will include obtaining any missing or outdated Step 1 information, acquiring historical claims and employee census data, and reviewing current Summary Plan Descriptions. Develop RFP Specifications: This phase will include drafting of the actual RFP document and defining desired vendor service, network and pricing criteria. We will Step 2 discuss all selection criteria at this point and make any changes and customizations that are needed. The next step is to send the selection criteria to the vendors and receive their submitted proposals. Vendor Negotiation and Selection: Once the proposals are received, they are then evaluated and scored. This helps develop a report for the finalist selection. As we Step 3 negotiate with vendors, we will also examine your loss history, establish the necessary types of coverage consistent with your risk tolerance, choose vendors that provide superior service, and adopt the optimal funding mechanisms for your specific needs. Implementation & Execution: Holmes Murphy will work with the benefits team and Step 4 your selected vendor to successfully implement the vendor and plans selected. We will also assist you in creating customized communication pieces to explain the plan to employees. Ongoing Management: After the effective date we will continue to monitor the plan Step 5 to ensure the vendor and selected plans are meeting the performance requirements set forth during the RFP process. Holmes Murphy uses this same level of commitment and expertise to the evaluation of private exchanges. We have created a private exchange team whose sole responsibility is to understand and evaluate the value propositions of the various exchanges. While we offer a proprietary Holmes Murphy exchange solution, we understand that no single exchange model will be an ideal fit for all employers. Our team will bring an unbiased and transparent evaluation process to the table to assist City of Coppell. We look forward to discussing whether a defined contribution approach makes sense for City of Coppell during our Core Beliefs session. Clinical Wellness and Disease Prevention We will assist the City of Coppell develop a strategy for clinical wellness and disease prevention for your population. We will work to understand Coppell specific cluster of risks know as Metabolic Syndrome (Mets). We'll do this by collecting data from Health Risk Assessments, Biometrics, and Claims. We will then recommend an intervention program to proactively identify at -risk plan participants and address risk factors that can lead to the majority of claim dollars spent. Along the way we'll work with Coppell to design the right incentive and communication plan to gain member engagement. Much of this work will begin Stages III & IV after we complete our Discovery and Due Diligence process. .19 Industry Trends and Emeraina Issues — timely information on trends in the benefits industry and emerging benefit issues. Holmes Murphy has a unique approach to our interaction with the carrier community and views it as a true business partnership. Because of this, we continually meet with their sales teams, underwriters, actuaries and lobbyists to better understand what is trending in the marketplace. In addition, we continually meet with our clients and internally with our account teams to discuss best practice and market responses to emerging benefit issues. We are very active in the benefits community both locally in Dallas and nationally in Washington D.C., which allows us to keep a pulse of what is happening in the benefit marketplace. To share this information with your team, we have found one method to be most impactful ... we meet. Generally, we have ongoing and frequent operations meetings (weekly, bi-monthly or monthly) to discuss pending questions, current issues or concerns, vendor management, project plan reviews, compliance, and other items. For Coppell we will plan to meet Monthly and more as issues arise. During plan implementations, RFP analyses and open enrollment planning, these meetings may be more frequent. At the beginning of each year, we will discuss expected projects and strategic direction. Based on that discussion, Holmes Murphy will prepare a schedule of strategy -focused meetings throughout the year focused on trends and emerging issues within your plans. Day -to -Day Administrative Support — basic services you can expect from your consulting team. Some of the general day-to-day resources you can expect from your Holmes Murphy account team include the following: • Coordinate all Holmes Murphy activities relating to the employee benefits program • Communicate with human resources or benefits personnel regarding benefits program issues • Provide plan design consultation, benefit analysis, network disruption analysis, and cost analysis • Review and implement complete cost containment procedures, where applicable • Conduct meetings with management or benefits personnel, at agreed upon regular intervals • Provide compliance support and guidance • Conduct periodic review of market trends to ensure plan compliance • Create custom employee communications • Provide resources for COBRA, HIPAA, HIPAA Privacy, Section 125, and FMLA questions • Provide resources for provider questions or issues • Act as a resource for hardship provisions or late entrants • Ensure implementation of policy changes with vendors • Obtain renewals and compile renewal analysis with plan changes and plan alternatives • Update benefit comparisons and review renewal contracts for accuracy • Act as a resource for difficult claim situations • Provide ongoing compliance assistance with state and federal mandates Also part of the core service team, Holmes Murphy offers a Benefit Coordinator, an in-house dedicated advocate to field benefits questions. The Benefit Coordinator provides HR with an additional level of administration assistance. Clients who utilize the Benefit Coordinator as designed will experience a reduction in the number of general benefits inquiries from their employees. The Benefit Coordinator assists with routine tasks like ordering new ID cards, claims issues, availability of benefits, qualifying events, or even how HSA and HRA plans work and what their maximum annual HSA contribution can be. Vendor Manaaement — assisting with management of benefits vendors. We view vendors as partners necessary for delivering a simple and effective employee benefits experience for your most valued asset, the Partners and Associates of City of Coppell. In fact, Holmes Murphy has an internal "Carrier Relations" committee to ensure that our relationships are strong and connected. In addition, we prefer to communicate the strategic plan to the vendors. This allows them to bring innovative solutions to our attention that may meet the needs of our customers. In the end, our goal is to help the vendor be successful in their relationship with you. This approach helps us to achieve the best level of resources and solutions for our customers. Specifically, Holmes Murphy will act on City of Coppell's behalf to negotiate the best balance of cost and services. We will monitor performance guarantees, ongoing reporting requirements, manage service issues, and drive to problem resolution. In addition, we leverage the data gathered by our service team to identify issues, negotiate fees and guarantees during the renewal/RFP process, and improve vendor performance. Benchmarkina — tools and resources offered to assist with benchmarking. Holmes Murphy will utilize a combination of national information and custom benchmarking surveys to help identify your competitive positioning. We have experience with all the major data warehouse systems, including Ingenix, Medstat, and IBM Watson which include granular benchmarking information at detailed levels. In addition, we often conduct industry -specific surveys for our clients. We will enjoy supporting you in any specific survey initiatives you might have, including focused surveys of other groups or employees of City of Coppell. We will use the existing Coppell claims data, plan performance, and plan design and benchmark to peers, other employers, normative benchmarks, and best -practice Plans. From that information we will provide a gap analysis of the Coppell plan performance, costs, and plan design to the appropriate benchmark. The gaps represent opportunities for improvement. We will value each gaps and provide recommendations. Cost Proiections - the process for projecting plan cost and assisting clients with their budgeting requirements. Our actuarial team has created a proprietary budget model that is customized for each of our clients. It reflects actual budget, plan design, claims experience and employee contributions to help create real time change impact on the projected budget. Administration fees, migration assumptions, legislative impacts and overall trend factors are all variables within the model. m This model, as with any of our other proprietary tools, can be reviewed in a live demo by City of Coppell at any time. Financial Reaortina and Analysis — experience reporting, underwriting, ongoing management assistance, including regular supervision of claims activity reports from carriers. Holmes Murphy has developed a proprietary financial reporting system that generates a consolidated summary of historical losses and trends customized for City of Coppell. Our experience reporting package includes specific exhibits to highlight large loss claims, stop loss reimbursements, lag reports for medical/rx and dental experience, aggregate stop loss tracking, annual budget to actual reporting, and future trend projections and utilization studies. The following is an example of three different types of reporting and analysis we can provide: Key Indicator Reporting Holmes Murphy's Analytics Department developed a proprietary�19I1,,,�ui�7��lll°�7�Ily SiIRe:G ,; iii t (MSlR), a monthly snapshot of how the plan is performing financially and administratively against predetermined targets. Vendor reports are loaded into a database each month and a user-friendly report including comparisons to budget along with graphs and charts is produced. This type of reporting brings critical management information to the surface, making business and strategy decision making more effective. The MFSR allows us to closely monitor the actual performance of the plan and identify any potential discrepancies for City of Coppell. We will be able to send this report to City of Coppell on a uiuiimor less frequently, if you prefer. We believe that by taking a proactive approach, we can identify potential trends early and recommend necessary actions before the next budget cycle. Cost Driver Analysis Our primary role in reporting and analysis is to Illl;�iii uiur�7IIg 11A 1 to veiii�7IIcIII(p,iii clllat;a, integrating ll)eiiI7Icll�7Iuiuiiva111111l0,ui111,I g aiir�7IIC11l g(Stirlsstet ig(cllluwes, to support strategic planning and decision making. It should not be your job to sort through potentially hundreds of pages of reports to identify trends. We will provide the analysis of iiIiii�7IItegiii ate ll veii,�IIclk ,ir clllata, including medical, pharmacy, dental, and disability. The end result is a meaningful summary of the information providing clear answers. Integrated with our financial reporting activities, we will actively review theuie:l�mp,irts for trends in healthcare services, so that you know not only what your costs have been, but also where they are coming from and why. We will also work with the City's Clinic to analyze the cost/benefit of the Clinic's impact on the health plan expenses. The Cost Driver Analysis is completed on an annual basis and is utilized as a starter to the strategic planning process. City of Coppell's Cost Driver Analysis will be customized to meet your needs, to monitor vendor performance, and to recommend and model specific program strategies. Through the Cost Driver, our goal is to identify the plan strategies that will add the greatest value to your benefit program and to your employees. 7 Plan Efficiency Analysis In concert with the Cost Driver Analysis, Holmes Murphy uses an analytical method that we refer to as Plan Efficiency to measure the financial performance of City of Coppell's medical benefit programs. This method allows us to measure network and plan design performance and to Ill ��e cII[°I7 iii ill11a iii In ur e fI' iii dI e iii �wjsi iii rate to t Ill,�IIe ���Is ur1s On an on-going basis, we will expand our Plan Efficiency Analysis program to monitor vendor performance and to model specific program strategies, such as vendor modifications or plan design changes. The end result of the analytical process will not only offer observations of what is happening, but will also include recommendations and solutions that could be implemented to influence future outcomes. Employee Contributions and Plan Design Modeling — assisting with establishing employee contributions to meet firm objectives. We utilize a Iiii�aeiii adii�ve g(cllge iiiuii�(�,c:Cll6Iii,�IIg to6referenced above which will assist City of Coppell in making decisions based on your strategic plan. Our interactive budget modeling tool incorporates all aspects of a benefit plan: annual budget, plan design components and participant contributions. We will identify areas within the plan design that have the potential to create selection issues. We are able to uiuii�eas�ii ure coiriiiiulll,�IVee Illi; iii g(clllget. to enable the City of Coppell team to make efficient and effective decisions for the strategic direction of your plan and budget. Holmes Murphy will also enlist the support of our healthcare and data management analysts to actively review the clinical utilization reports for trends in healthcare services. Integrated with our financial reporting activities, we will provide meaningful answers to what the utilization drivers are at the root level. In addition, we will continuously work to identify the strategies that will have the greatest impact on utilization including plan design, contribution and condition management programs. Whether City of Coppell adopts an incentive, disincentive, contributory or outcomes based approach to health plan management, our team is able to model the anticipated budgetary impact and migration assumptions. Annual Reporting Reauirements — assist in meeting annual reporting deadlines. Each Holmes Murphy client team keeps an annual project plan document to monitor dates and keep a status log of ongoing projects. There is a section included that tracks and monitors all annual reporting deadlines. As part of this process, the account team works in tandem with our communication teams to ensure that all reporting deadlines are met and those that require employee -facing notices are sent in advance of required deadlines. Plan Audits We will assist the City in audits of vendor performance, performance guarantees, compliance deficiencies, contact provisions, and pharmacy rebates. We will conduct audits at the direction of the City's HR or Internal Audit team. Proiect Management Process Currently this process is a manual process with Excel worksheets to manage the annual work plan and timelines, and daily service log. However, we are moving to Microsoft SharePoint in the near future. IIIIi IIII'i IIID' IIII IIII IIID Sqppart We understand the communication challenges of a diverse workforce. And, we understand the budget constraints that most companies face today when it comes to communicating with employees about their benefits. This is why our communication team has included for City of Coppell a library of materials to support annual enrollment activities within our scope of service offering. The following communications have been included in our pricing: • Change/enrollment announcement email • Enrollment poster • Change/enrollment newsletter • Executive letter or cover letter announcing changes • Benefits enrollment guide • Required notices (Medicare Part D, CHIP, Special Enrollment Rights, Newborn and Mothers Health Protection, etc.) • Employee meeting presentation Within our scope of services, we will modify these to include your plan provisions, logo, image preferences, and color preferences. Many of our clients choose this approach for its combination of efficiency and low cost. A number of our clients need and prefer a more customized, deeply integrated employee communication approach that includes messages outside of enrollment (health improvement, wellness, benefits resources, new hire orientation, other languages, etc.) and a broader array of electronic, print, and interpersonal media. These unique, custom communication services are available outside the scope of services and fees we have documented here. Most custom employee communication projects require some outside supplier services, such as graphic design, translation, web design or programming, stock image purchases, printing, shipping, postage, or A/V production (videography, studio time, voiceover work, reproduction, etc.). These services are not included in our scope of services. Upon request, we can obtain bids from outside suppliers as needed. When our clients engage Holmes Murphy to coordinate these outside supplier services on their behalf, we charge a separate production coordination fee of 10% of the total outside supplier fees. In the broader health and welfare arena, effective communication aligns your efforts with your participants' needs, increasing their perceived value of your programs. Communication (or lack E of it) can make or break the return on investment for these programs. One of our challenges is to help you shape your participants' behaviors toward a better bottom line. This means bridging the gap between organizational goals and employee perceptions. We start with several premises: • Perceptions are reality. • Participants have one thing in common: they are all different. • Participants' needs change as they pass through various life stages. Holmes Murphy will assist in developing a wide variety of employee communication and related tools. We have included a premium Benefits Communications Package for City of Coppell that includes the following: Benefits Enrollment Guide, Benefits Updates, and Benefits at a Glance, Open Enrollment Presentation, Postcard mailer, Poster, and Special Notices. ABC04wy 10 Care iiia i ind Caiiiaii ilii Prior to the passage of the Affordable Care Act (ACA), Holmes Murphy proactively formed a multi -disciplinary team to respond to the ongoing challenges our clients would face. This team continues to interpret and guide our clients and account teams with members represented from our Compliance, Actuarial, Communications, and Clinical support groups. This national advisory group is led by Ed Oleksiak, J.D., M.B.A. Ed was recently asked to serve on the National Association of Health Underwriter's (NAHU's) National Legislative Council as Vice Chair for this next legislative session and has agreed to serve as the Chairman of the Council after his Vice Chair term. The ACA has many complex requirements for employers and health plans. Many employers are starting to focus more attention on the ACA's rules and, as a result, have more questions than ever. Holmes Murphy has prepared a Health Care Reform Toolkit that will serve as a one-stop guide for upcoming health care reform concerns. It is designed to help you address health care reform issues, topic -by -topic, step-by-step. Each section of the toolkit focuses on a single subject and includes: • An executive summary; • An action checklist to help you take the appropriate actions to achieve compliance; and • A list of supporting documents that Holmes Murphy & Associates can provide upon req uest. As new regulations and guidance are released, the Health Care Reform Toolkit will continue to expand and be updated. A copy of the Toolkit and associated short and long-term impact studies have been included in the Appendix. Holmes Murphy monitors regulatory and legislative developments in three primary ways: • Internal compliance department provides overall guidance regarding current and proposed regulatory activities. • Webinars, conference calls, electronic resources, and ongoing communications via email with our clients, including compliance alerts and other guidance documents. We will send these to you actively and will schedule sessions to review the information with you as necessary. • Through our relationship with outside services like Thompson Reuters, National Association of Health Underwriters, and health carrier and legislative councils. II Holmes Murphy has regular internal communications that are distributed via e-mail as well as monthly meetings where we share information on pending and new legislation. As mentioned above, we also have access to the EBIA Checkpoint system which offers as a large resource for many compliance and ACA related questions. In addition to the regular day-to-day interactions you will have with Holmes Murphy, we regularly deliver several items to help your team stay up-to-date with benefit news, trends, and compliance information. These services include: • A weekly electronic newsletter, alternating with BenefitsAlertone week and ComnlianceAlertthe next. • Legislative Updates, which go into further detail on important benefit -related compliance issues for employers. • Video updates from our Compliance team which highlight areas of particular concern to our clients. • Periodic webinars or on-site seminars on timely topics. Holmes Murphy updates our clients with regular �flVeiirts and other guidance documents. We will send these to you actively and will schedule sessions to review the information with you as necessary. We disseminate this information by reg�iiaiiiw°. tiriii1dly, g((l,�cclates prepared by both our internal compliance team, as well as bulletins prepared by third -party sources. Holmes Murphy has significant expertise in educating health plan participants about health & welfare benefits, from enrollment materials to consumerism tools, rising costs, wellness and health care reform. Since March 2010, we have been heavily focused on educating employers, plan sponsors, and prospective plan participants about the impact of health care reform. As part of this focus, our team created a series of written communications addressing key messages on various elements of the law including: • Ten things You Don't Know About Health Care Reform • Health Care Law Overview • What the Health Care Law Means to Us • New Fees and Taxes • Subsidies 101 • Your 2020 Coverage Options • Tins to Help You Choose • Preparing for 2020 12 IIIIi '� IIID IIII IIID Compensation: There are three options for compensation to Holmes Murphy. Our proposed fee is $105,000 annually. This number includes all items covered in the scope of services. Option 1: Fee only — net all commissions out of products and Holmes Murphy would invoice City of Coppell $8,750 per month. If HMA receives any indirect commissions paid to us due to carrier commissions built into their products, we are committed to disclosing to the City, and where possible will offset our fixed fee, or provide additional services to the City. Option 2: Commission only — Apply typical schedule of commissions to each product. We would adjust commission percentages appropriately if the typical range produces any excess over the target of $105,000. Option 3: Combination — when a fee and commission combination is used, we would typically apply a Per Employee Per Month (PEPM) charge for the medical and a separate PEPM for the dental, and leave a mutually agree upon commission percentage in the other ancillary lines of coverage. Each method has pros and cons, but we are agnostic as to the method our customers prefer. Third party vendors that could be used by City of Coppell with the assistance of Holmes Murphy will have charges for the actual service performed. This list includes the majority of these types of service, but may not be exhaustive as new services may become available over time • COBRA Administration • FMLA Administration • Biometric Testing • Metabolic Syndrome program • 6055 & 6056 reporting • Benefit enrollment technology • Telemedicine • Transparency tool • FSA Administration • HSA Administration • Data warehousing and mining technology • Tobacco Testing • Select Ad hoc Wellness Reporting 13 Please see pricing below for the Third Party vendors/services that the City has requested quotes for at time which are separate from the above monthly consulting: COBRA Services $0.50 to $1.50 Per Employee Per Month (varies by vendor) Naturally Slim $385 Per Participant Alight $5.00 Per Employee Per Month Responder Health $3.50 Per First Responder Per Month Please let us know if you have any questions. Sincerely, David Gibson, CEBS Vice President Cc: Sean Sendelbach 14 C',P FE L File ID: 2020-5314 Version: 1 City of Coppell, Texas Master File Number: 2020-5314 Type: Agenda Item Reference: File Name: UMR, Inc. - Administrative Services FY 2020-21 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Human Resources File Created: 09/14/2020 Final Action: Title: Consider approval of a contract addendum for the renewal for third -party claims administration services with UMR, Inc.; in the amount of $206,609.00, as budgeted in FY 20-21; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Attachments: UMR, Inc. - Memo FY2020-21.pdf, UMR - Administrative Services Agreement Renewal FY2020-21. 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 2020-5314 Title Consider approval of a contract addendum for the renewal for third -party claims administration services with UMR, Inc.; in the amount of $206,609.00, as budgeted in FY 20-21; and authorizing the City Manager to sign any necessary documents. Summary Please see attached Memorandum. Fiscal Impact: Funds are budgeted in the Self Insurance Fund for this agreement. Staff Recommendation: Staff recommends approval. City of Coppell, Texas Page 1 Printed on 9/18/2020 Master Continued (2020-5314) Goal Icon: S ust iiiinu llbllle City Goveirinirneirit City of Coppell, Texas Page 2 Printed on 9/18/2020 � " H �E' , c, a r Y 0- F CO,PPEL,L JW W, MEMORANDUM To: Mayor and City Council From: Justin Vaughn, Assistant Director of Human Resources Through: Vivyon V. Bowman, Director of Human Resources Date: September 16, 2020 Reference: Approval of renewal proposal for Administrative Services Agreement with UMR, Inc. 2030: Top Quality City Workforce Introduction: Consider approval of renewal proposal with UMR, Inc for third -parry administrative services. The renewal will be completed by amending the existing Administrative Services Agreement in the annual amount of $206,609 based on 381 covered employees as budgeted and authorizing the City Manager to sign all necessary documents. Analysis: The City Insurance Committee is recommending that we renew our existing contract with UMR for third parry administrative services. This will be the 14'h year for the City of Coppell to retain UMR to administer our Medical and Rx plan and the City has been served well by the discounts in claims costs afforded by our relationship with UMR and access to their PPO network. The estimated annual administrative fees for this contract year with UMR are $206,609 based on 381 covered employees which equals a 2% decrease over the current year. UMR administrative services include medical, health reimbursement arrangement (HRA), claims processing, utilization review, ID card generation, internet-based web portal for employees to access claims utilization, and run -out claims administration. UMR also provided an option for their ACO/Limited network option which will not apply for the new plan year since the City intends to offer the most comprehensive PPO network that is currently offered. The City's Medical plan is a self-insurance plan where all medical claims are processed and adjudicated on behalf of the City's plan through a third -parry administrator. The consequences on not approving this proposal would result in the City either going back to the market for these services or finding a fully insured carrier to cover the City's workforce, and abandoning the Self —insurance funding method. Legal Review: This renewal proposal will be an addendum to the main agreement. Fiscal Impact: The cost is budgeted in the City's Medical Self -Insurance Fund. Recommendation: The city staff recommends the Mayor and City Council approval of the UMR renewal proposal as outlined above. Il presentatian far City Ii O „ n u Il Il III L I Q t III doll rn e s l l.lp ll;I IIb y CIIS L li's C a p II I In g eL. April 2020 sm oroiaarriaiiaiiaaaiiiiiia 1.J'n to Healthcare Company Customer Name: City Of Coppell Plan Renewal Date : 10/1/2020 All fees shown as per employee per month (PEPM) unless otherwise noted Proposed renewal fees assume all existing products and services written with UMR will be retained throughout the renewal period. New products and services may be added however proposed fees are subject to change and/or and/or additional fees may apply if any existing products or services are discontinued. Administration and access fees Medical claims Medical client advisor commission Required stop loss interface fee Stop loss interface - If a non -preferred vendor is selected, this surcharge fee will also apply United Healthcare Choice Plus ® network - access fee COBRA administration Utilization and case management (includes NurseLine) - per employee per month savings of $1.15 Interactive Reporting Incentive Solutions: Rewards - Health Incentive Account (HIA) Deposits (PPPM) Health reimbursement account - per participating employee per month Retiree billing - ACH debit Medical Insured Carve Out Coordination Fee Advanced Claim Review - specialized review of high-cost targeted claims and medical records - % of savings CRS Benchmark Program — Multiplan's Complementary Network, Fee Negotiation and Data iSight - % of savings Wellness Credit - $5,000 Annually Renewal Fees Renewal Fees Subscribers Current Fees 10/1/2020 10/1/2021 381 $20.81 $20.36 $20.97 7 Net Net Net 381 Included Included Included 381 $2.55 $2.55 $2.63 381 $16.87 $16.87 $16.87 381 $1.05 $1.05 $1.08 381 $3.50 $3.50 $3.64 381 Included Included Included 381 Included Included Included 381 Included Included Included 7 $4.25 $4.25 $4.38 381 Included Included Included 381 30% 30% 30% 381 22% 22% 22% United Healthcare Choice Plus assumes that the benefit plans will meet the steerage requirements of the networks proposed or will be changed to meet the requirements, including but not limited to: deductible, out-of-pocket, coinsurance and plan limitations. Usage of the Choice Plus network requires employer participation in Value Based Contracting payment methodologies. External PBM Vendors are subject to prior approval and may require additional fees. For groups with less than 100 subscribers, OptumRx is required. City Of Coppell Eff Date: 10/1/2020 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AUniledkl aIthcare Company Customer Name : City Of Coppell Plan Effective Date : 10/1/2020 All renewal fees are good for one year and are shown as per employee per month (PEPM) unless otherwise noted Plan Administration Current Fees Renewal Fees 10/1/2020 Actuarial Services (Certified Reserving & Custom Pricing) Customized ID cards ID card mailing charge - employee residence Mail special packets to homes Service Fee to Remit to Outside Vendors New York surcharge filing and administration - annual fee Claim reprocessing - per claim Electronic eligibility on other formats Subrogation - percent of recoveries Run out claims after termination Federal external review for appeals - for non -grandfathered plans for adverse benefit determinations that involve medical judgment or a rescission of coverage. Full/Partial Summary of Benefits and Coverage (SBC) creation with data UMR has on file (includes initial SBC plus one amendment, electronic version only provided to employer) Translation of SBC into non-English text Print and ship SBCs to employer at open enrollment (approval required) Inclusion of outside vendor data in SBC in UMR standard format, e.g. carved out benefits (approval required) Two or more SBC requests per year COBRA COBRA outside vendor - per line Reporting Ad hoc reports and analysis - per hour (2 hours included with medical administration) Banking Customer -maintained banking - positive pay agreement annual fee - supported file Pricing available upon request $150.00 per hour Included with medical administration Billed at cost for postage only Waived Included with medical administration $25.00 Fee waived 33% Pricing available upon request $150.00 per hour Included with medical administration Billed at cost for postage only Waived Included with medical administration $25.00 Fee waived 33% 3 months of base fees plus NAF 3 months of base fees plus NAF for 12 mos of runout for 12 mos of runout Up to 5 included, then $500.00 per Up to 5 included, then $500.00 review per review Included with medical administration Cost of translation Cost plus postage Included with medical administration Cost of translation Cost plus postage $1,000 per SBC per benefit plan $1,000 per SBC per benefit plan $500.00 per SBC per benefit plan $0.05 $100.00 $1,000 $500.00 per SBC per benefit plan $0.05 $100.00 $1,000 City Of Coppell "I Eff Date: 10/1/2020 Proprietary/Trade Secret/Confidential Competitive Sensitive Information A United keaitticwe Company Customer Name: City Of Coppell Plan Effective Date : 10/1/2020 This renewal proposal is valid until 30 days before the effective date and does not bind coverage or obligate UMR The information contained in this response to the request for proposal is considered confidential and proprietary. We are providing this information with the understanding that it will not be used for any purpose other than to evaluate our capabilities to provide the services requested. In addition, this information will not be disclosed to person(s) or entity(s) other than those who are involved in the process of evaluating our response. Written permission must be obtained from UMR prior to any exceptions of these obligations in order to maintain the confidentiality of our responses. No carrier with a competing network or affiliated with an entity with a competing network may write Stop Loss coverage (individual or aggregate) on top of a UnitedHealthcare network. All quoted product fees assume UMR administers the medical plan. UMR assumes all services provided will be handled according to our standard format and procedures, unless otherwise specifically addressed within this proposal. Specialized services will be priced as necessary. Fees proposed are based on the plan of benefits as submitted but does not assume duplication of benefits or provisions. Fees proposed assume a standard PPO plan design with no referral administration and no primary care physician tracking. Proposal assumes that the benefit plans will meet the steerage requirements of the networks proposed or will be changed to meet the requirements, including but not limited to; deductible, out of pocket, coinsurance and plan limitations. Plan design changes may impact a Grandfathered Health Plan status. Usage of the Choice Plus network requires employer participation in Value Based Contracting payment methodologies. Access to the UnitedHealthcare Choice Plus and Options PPO network does not include telemedicine services (i.e. 'Virtual Visits'). Please refer to the financial commentary tab for information on Teladoc services and The Plan or its sponsor is responsible for state or federal surcharges, assessments, or similar taxes or fees imposed by governmental entities or agencies on the Plan, Plan Sponsor, or us, including but not limited to those imposed pursuant to the Patient Protection and Affordable Care Act of 2010 (PPACA), as amended from time to time. This includes responsibility for determining the amount due, funding, and remitting the PPACA PCORI reinsurance fee which is remitted to the government (federal and/or state). The fees quoted do not include state or federal surcharges, assessments, or similar taxes/fees imposed by governmental entities or agencies on the Plan, Plan Sponsor, or United Healthcare. We reserve the right to adjust the rates (i) in the event of any changes in federal, state or other applicable legislation or regulation; (ii) in the event of any changes in plan design or procedures required by the applicable regulatory authority or by the sponsor; (iii) any taxes, surcharges, assessments or similar changes being imposed by a governmental entity on the Plan or UnitedHealthcare; or, (iv) as otherwise permitted in our Administrative Service Agreement. UMR reserves the right to adjust fees in the event of (i) any changes in federal, state or other applicable law or rules; (ii) changes in plan design required by the applicable regulatory authority (e.g. mandated benefits) or by the customer; or (iii) any taxes, surcharges, assessments or similar charges being imposed by a governmental entity on the plan or UMR. To comply with the Department of Labor's (DOL) claims regulations, we encourage pre -notification of at least 60 calendar days prior to the effective date of this contract. In the event that a 60 -day notice is not feasible, UMR does not guarantee, but will make every reasonable effort, to have new plan(s) programmed quickly so claims can be processed within the required DOL timelines. Fees proposed assume one billing, reporting, eligibility feed, stop loss and banking arrangement. Do not cancel in -force plan(s) and/or policy(ies) until final approval is received. UMR is not bound by any typographical errors and/or omissions contained herein. Fees proposed assume utilization and case management services are provided through UMR in order to access UnitedHealthcare Fees proposed are subject to change if a division, subsidiary or affiliated company is added or deleted from the plan, if the number of covered employees changes by fifteen percent (15%) or more; or if the average contract size, defined as the total number of enrolled Participants divided by the total number of enrolled Employees, varies by 15% or more from the assumed average contract size. Any new fee required by such change will be effective as of the date the changes occur, even if that date is retroactive. City Of Coppell //�1J11//rlo�rirrdarrmm„,» v,r»,imnai�i�o!/�� Eff Date: 10/1/2020 Proprietary/Trade Secret/Confidential Competitive Sensitive Information A United Healthcare company Claim reprocessing due to situations, such as retroactive benefit or eligibility changes, may require additional fees. UMR will share raw claims and eligibility data, however, we reserve the right to exclude data elements deemed proprietary by our carved out. UMR provides an ERISA DOL appeals process. UMR does not participate in Grievance Review Panel Hearings. UMR requires that all qualified high -deductible plan designs meet federal regulatory requirements. Our coordination of benefits (COB) process will meet the requirements for Preservation COB processing. Administration of plans requiring integrated deductible and out of pocket to comply with the Essential Health Benefits provision of Health Care Reform, qualified high deductible health plan or the like, assumes the use of service providers (pharmacy benefits manager (PBM), dental, vision, etc.) that are currently integrated with UMR. Utilizing these service providers may require additional fees. Please refer to your representative to identify integrated service providers. FSA fees: HCA assumes a minimum of 20% of medical employees participating; DCA assumes a minimum of 20% of the HCA population participating. Health reimbursement account assumes 20% participation rate. If multiple accounts can be administered on a single debit card, only one debit card fee is applicable. Care management bundled discount - fees assume all care management products listed on care management bundled discount line are selected. Discount will change if services selected change. UMR does not administer statutory disability benefits. HSA trustees bill directly for HSA services. UMR cannot support the drug data requirements for Medicare Part D subsidy submission of plans where the pharmacy claims are paid under the medical plan. We recommend these pharmacy benefits be provided by a pharmacy benefits manager. City Of Coppell //�1J11//rlo�rirrdarrmm„,» v,r»,imnai�i�o!/�� Eff Date: 10/1/2020 Proprietary/Trade Secret/Confidential Competitive Sensitive Information A United Healthcare Company Customer Name: City Of Coppell Plan Effective Date : 10/1/2020 UMR has provided an annual $5,000 wellness credit, to be used during the contract period from 10/1/2020 to 9/30/2022 for implementing wellness Conditions: Requires a three year agreement. Early termination is subject to the early termination penalty outlined below. Any unused credit dollars at the end of the specified term are forfeited by the group. Reimbursement or payment will not be made directly to any person or vendor. Approved wellness credit expenses are credited to the ASO fees on the monthly bill. Assumes an enrolled subscriber count within 15% of the quoted subscriber count of 381. Early termination penalty*: Termination prior to 10/1/2021 = 100% of Wellness Credit Termination prior to 10/1/2022 = 50% of Wellness Credit Termination prior to 10/1/2023 = 25% of Wellness Credit . - penalty amount will not exceed actual amount credited as of the cancellation date. Wellness Program Guidelines UMR recommends the following building blocks for establishing a successful wellness program that is specific to your organization's unique needs and Visible senior -level support for wellness programming Programming tied directly to improving health or wellness within your member population Wellness initiatives supported by a communication program Environment supportive of healthy behaviors Collaboration with the strategic account executive (SAE) to incorporate initiative into a three-year strategic plan to maximize the effectiveness of the UMR Eligible Services for a Wellness Credit The following items are eligible services covered by a wellness credit: - UMR Health and Wellness - Clinical Health Risk Assessments (CHRA's) and Health coaching - Biometric screenings - Real Appeal - UMR Disease Management program - UMR Maternity Management program - Incentives provided to encourage participation in wellness programs, for example gift cards for CHRA, biometric and/or Health and Wellness or Disease Management coaching completion. - Biometric screenings using UMR's preferred vendor or an external vendor - Flu shots - Onsite health fair services- osteoporosis screening, skin cancer screening, nutritional consulting/education, mobile mammography or cardiovascular screening - Onsite health clinic preventive services - Wellness related consultative services from physicians, licensed therapists, registered dieticians and other health care professionals - Dedicated onsite health and wellness coordinator service (program management) - Health and wellness onsite educational classes from an external vendor or speaker (i.e. stress management, ergonomics, nutrition, cooking demo, etc.) - Onsite behavioral change classes: Weight Watchers, smoking cessation, anger management - Smoking cessation programs and therapy (i.e. nicotine replacement therapy) - Onsite exercise: Walking, pedometer program, stair climbing, water aerobics, swimming, cycling, aerobics, personal training, stretching, gym memberships or onsite gym services, acupuncture, alternative/holistic services - Exercise equipment: Gym equipment — onsite and offsite - Relaxation: Massage chairs, massage therapy, yoga - Lactation: Services associated with accommodating onsite mother's room — couch, table, lighting - Executive physical exams - Ergonomic equipment: Work stations, chairs, keyboards, back supports - Online activity tracking and reward administration Example: Paying a health and wellness vendor to track employee participation. Reward would include a gift card or monthly activity fee paid. - Other: Various incentives related to health and wellness that are provided to encourage participation in wellness programs Example: Entry fees to a wellness event (race), attire/gear for a wellness event, rental of equipment for wellness activity. - The fees for generating out of company data extracts that are explicitly used to support wellness programs - Printing expenses/materials for a health and wellness event: Costs directly related to the promotion of the eligible wellness program or service (printing expenses or required materials for event) Note: Contribution based incentives such as contributions to HSA and HRA are not covered under this program. UMR account management will consult with the customer to develop a plan to use wellness credits. Expenses not listed above are subject to prior City Of Coppell Eff Date: 10/1/2020 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AUniledkl aIthcare Company Customer Name : City Of Coppell Plan Effective Date : 10/1/2020 Subscribers : 381 UMR is pleased to provide the following proposal describing our services. Although the final terms of the arrangement will be reflected in the contracts between City Of Coppell and UMR, this document will provide supplemental information to the Administrative Services. The quotation presented in the Financial Exhibits was based on the assumptions outlined in this document. The information contained in this proposal is confidential. This proposal requires a minimum lead time from notice of sale to the plan effective date for implementation. This will depend upon plan complexity and group size. The following is a list of the standard administrative services offered by UMR with year -one fees only listed. In addition to our standard services, we have indicated those additional services that may be offered at an additional fee. Any service not specifically listed within this document or confirmed in the RFP response is assumed to be excluded from quoted fees. City Of Coppell vml� Eff Date: 10/1/2020 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AMlkk althcare Company (Included in lee Provided Cmoinnirnuents/lees HW transactional: Real Appeal - Year-long weight loss program No Session costs paid through medical claims (Contact • Promotional/communication assistance and materials your UMR representative for further information.) • Initial welcome session • Weekly, Web -based group session • Ongoing, Web -based (face-to-face) individual coaching • Success kit (mailed to participant's home) - program success guide, nutrition guide and fitness guide, blender, body weight scale, food scale, workout DVDs, fitness band and more • Online/mobile tools to track nutrition and physical activity • Standard re orts (Included in F'ee Service Provided Coinnirnnents/F'ees Premium Designation Network Yes No additional char e, Plan Advisor is recommended. F'ee Shown on Service Renewal C oinnirrnents/F'ees Telemedicine (Teladoc) services: No Additional charge: $1.25 PEPM Access to Teladoc physician network Telephonic and web -based video medical consultations delivered at one low flat fee (substantially less than an office visit) Teladoc ID card Portable electronic health record Communications materials (pdf format) Behavioral Health: No Additional charge: 1st year: no charge. 2nd year: Available as a buy -up to standard Teladoc program $0.30 PEPM Provides ongoing access to behavioral health practitioners via phone or video conference Members schedule appointments with psychiatrist or masters level therapists or psychotherapists Visit cost dependent on the behavioral health practitioner's license City Of Coppell vml� Eff Date: 10/1/2020 Proprietary/Trade Secret/Confidential Competitive Sensitive Information AMlkk althcare Company C',P FE L File ID: 2020-5325 Version: 2 City of Coppell, Texas Master File Number: 2020-5325 Type: Agenda Item Reference: File Name: Consider approval to purchase server hardware from Dell Marketing LP Texas DIR contract # DIR TSO -3763 in the amount of $72,388.59 as budgeted and authorizing the City Manager to execute all necessary documents. 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 09/15/2020 Final Action: Title: Consider approval to purchase server hardware from Dell Marketing LP Texas DIR contract # DIR TSO -3763 in the amount of $72,388.59 as budgeted; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Enactment Date: Attachments: Memo.pdf, Quote.pdf Enactment Number: 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 2020-5325 Title Consider approval to purchase server hardware from Dell Marketing LP Texas DIR contract # DIR TSO -3763 in the amount of $72,388.59 as budgeted; and authorizing the City Manager to sign any necessary documents. Summary Fiscal Impact: Funds have been budgeted in the Enterprise Solutions Department for this purchase. City of Coppell, Texas Page 1 Printed on 9/18/2020 Master Continued (2020-5325) Staff Recommendation: [Enter Staff Recommendation Here] Goal Icon: t ust miiiinu mtmllle City Goveirunuurneinut msliiuincss III'°'uimosll4cuimlii'ty Coirmrnirmrnu urm iii ty Welliness m~murr d IIEurs ur°iii clh innmeurs't Sense of Community II Dern,°.i�M II "Ilacetc,i IlhJ�),fe City of Coppell, Texas Page 2 Printed on 9/18/2020 COPPELL q � a MEMORANDUM To: Mayor and City Council From: Jerod Anderson, Director of Enterprise Solutions Date: September 15, 2020 Reference: Consider approval to purchase server hardware from Dell Marketing LP Texas DIR contract # DIR TSO -3763 in the amount of $72,388.59 as budgeted and authorizing the City Manager to execute all necessary documents. Introduction: The City of Coppell does a refresh of its server infrastructure hardware on a rotational basis to keep the technology current and accommodate future City needs. With one of our core servers coming end of life and support, it's critical that we refresh the hardware to stay current with support and maintenance. Analysis: The City of Coppell uses Dell hardware to maintain consistency across the organization and provide a standard fleet of hardware. This allows the City of Coppell to have one vendor for supporting the hardware, firmware, drivers, software, etc. This proposal is to replace one of our core enterprise servers and allow for future growth on the same chassis. Legal Review: Agenda item was reviewed by City Attorney on September 18, 2020. Fiscal Impact: The purchase is $72,388.59 Recommendation: The Enterprise Solutions Department recommends approval. 1 A quote for your consideration. Aased on your business needs, we put the following quote together to help with your purchase decision. Below is a detailed summary of the quote we've created to help you with your purchase decision. Quote Mo. m3000068971 547.1 rotal 1',,m38t,99 Customer # 1590817 Quoted On Sep. 15,2020 Expires by Oct. 15, 2020 Solution ID 13059362 Deal ID 16141915 Sales Rep Rachel Larson Phone (800) 456-3355, 6180074 Email Rachel —Larson@Dell.com Billing To ACCOUNTS PAYABLE CITY OF COPPELL 255 E PARKWAY BLVD P 0 BOX 9478 COPPELL, TX 75019 Please contact your Dell sales representative if you have any questions or when you're ready to place an order. Thank you for shopping with Dell! I , KwHOM1014M PowerEdge 1,TiX7000 - Coppell, TA PowerEdge M1,740C - Coppell, TX Dell EMC MX5108n Ethernet Switch - Al Dell EMC MX5108n Ethernet Switch - AfIA' It Price Qty Subtotal $12,410.95 1 $12,410.95 $8,134.36 6 $48,806.16 5,505®7 1 5,505®7 5,505®7 1 5,505®7 Subtotal: $72,388.59 Shipping: $0.011 Non -Taxable Amount: $72,388.59 Taxable Amount: $ 0. 1.1 Estimated Tax: $ 0. 0 * Special lease pricing may be available for qualified customers. Please contact your DFS Sales Representative for details. X ii)age I J PowerEdge 7 e, TX Estimated delivery if purchased today: Oct. 07, 2020 Contract # C000000006841 Customer Agreement # DI R -TSO -3763 Description PowerEdge MX7000 Enclosure PowerEdge MX7000 Chassis Configuration PowerEdge MX7000 Shipping PowerEdge MX7000 Shipping Material No Media Required Unique Random Password PowerEdge MX7000 Redundant Power Supply, 6 x 3000W, (3+3) LCD, no Quick Sync ReadyRail II for MX7000 No Systems Documentation, No OpenManage DVD Kit US Order Redundant Management Module for PowerEdge MX7000 Chassis Pass Through Module Filler Blank Dell Hardware Limited Warranty Plus On -Site Service ProSupport Plus Mission Critical: 4 -Hour 7x24 On -Site Service with Emergency Dispatch, 3 `(ears ProSupport Plus Mission Critical: 7x24 HW/SW Technical Support and Assistance, 3 `(ears Thank you for choosing Dell ProSupport Plus. For tech support, visit //www.dell.com/contactdell ProDeploy Plus Training Credits 1300 Redeem at education.dellemc.com Expires 1Yrfrom Order Date ProDeploy Plus Dell EMC Poweredge MX7000 Chassis ProDeploy Plus Dell EMC Poweredge MX7000 Deployment Verification C20 to C21, PDU Style, 16 AMP, 8 Feet, Power Cord Thank you for Choosing Dell No I/O Module, Filler Blank MX7000 Sled Blank PowerEdge 7 e, TX Estimated delivery if purchased today: Oct. 02, 2020 Contract # C000000006841 Customer Agreement # DI R -TSO -3763 Description PowerEdge MX740C Server No Trusted Platform Module 2.5" Chassis with up to 6 SAS/SATA/VMe Hard Drives MILK No System Documentation, No OpenManage DVD Kit System ordered as part of Multipack order Qty Subtotal $12,410,95 1 $12,410,95 SKU Unit Price Qty Subtotal 210 -AIV` Y 1 321-SDJT 1 340-SZNC 1 343-BBIQ 1 605-BBFN 1 389-CGLD 1 450-AGXF 1 350-BBPG 1 770-SCPC 1 631-AACK 1 332-1286 1 403 -BBT`( 1 544-BBCK 1 821-0143 1 821-0233 1 821-0241 1 951-2015 1 812-4020 1 822-1675 1 822-1677 1 450-AGXK 6 555-BBNG 2 543-BBDP 2 321-SDND 2 Qty Subtotal $8,134,36 6 $48,806,16 SKU Unit Price Qty Subtotal 210-AOFH 6 461-AADZ 6 321-SERL 6 343-BBDG 6 750- DI 6 )Dg e C��, �,�S, i�, 1 �7 �„ l 7� �l �, �,�%S."'f��, 1 �� v `; �l��c� �,f, .�� ,J �, ���; 1,� i r.��� : �,JI' i " i'),, •�ir�� .� 6 B2 .. System ordered aspart of Multipack order 750 -AAD| Intel Xeon Gold 521823G16��2T 1O4��s 22��m�he Turbo, HT ' ' ' ' ' 338-BRVH (125VV) DDF4-2688 Intel Xeon Gold 521823G16��2T 1O4��s 22��m�he Turbo, HT ' ' ' ' ' 338-BRVH (125VV) DDF4-2688 Additional Processor Selected 379-BDC3 2CPU Hemtsink 412-AANK 320OMT/s RD|MNs 370-AEVR Performance Optimized 370-AA|P UnmonfiguredRA|D 780-BCDS PERCH73OPRAID Controller 405-AARS BOSS controller card + with 2M.2Sticks 48OG(RAID 1).Blade 403-BBYN NoOperating System 611-BBBF NoMedia Required 605-BBFN iDRACQ.Entemhse 385-BBKT OpenMmnmQeEnterprise Advanced 528-B|YY iDRAC Group MmnmQer, Enabled 379-BCQV Redundant Power Supply onChassis (X+3PSUConfiguration) 450-AJPS Performance BIOS Settings 384-BBBL UEF|BIOS Boot Mode with GPT Partition 800-BBDM NoSystems Documentation, NoOpenMmnmQe DVD Kit 631-AACK US Order 332-1286 INTEL GAT 4OG 528-BCGN Fabric CFiller Blank 544-BBCL Dell Hardware Limited Warranty Plus On -Site Service 819-9955 PmSuppodPlus Mission Critical: 4-Hour7x24On-Site Service with 821_0102 Emergency Dispatch, 3Years PmSuppodPlus Mission Critical: 7x24HW/SW Technical Support and 821_0110 Assistance, 3Years Thank you for choosing Dell PmSuppodPlus. For tech support, visit 951_2015 6/wvmwdeU.momkmntaddeU PmDep|oyDell EMC PoweredgeMXSeries Compute Sled 822-1693 PmDep|oyDell EMC PmweredgeMXSeries Compute Sled Deployment 822_1695 Verification 16GBRD|MM.320OMT/s. Dual Rank 370+\EmQ 1 Q2TQSSDSATAS451O Read Intensive 6Gbps512e25in Hot -Plug, 400_BFGyV S451O.1DVVPD35O4TBW QLogicFmstLinQ41262Dual Port 1O/25GbEMezzanine Card with 543_BBD| Storage Off loads (iSCS|. FCoE) Estimated delivery if purchased today: Oct. 07, 2020 Customer Agreement# DI R -TSO -3763 6 6 6 0, 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 6 9 6 6 6 6 nz 12 6 Qty Subtotal Description SKU Unit Price Qty Subtotal Dell EMC MX51U8N25GbEEthernet Switch4x1O�bT 1x4O�bE ' ' 210+\NZJ 1 QSFP+.2x1OOGbEQ28ports Switch Factory Installed inMX7OOOslot A1 389-CGOO 1 OS1OEnterprise MX51O8N. POS 634-BPKQ 1 US Order 332-1286 1 PowerEdgeC6420C64OOComplex Tied Order Ship 343-BBKS 1 Dell Hardware Limited Warranty Plus On -Site Service 821-6415 1 PmSuppodPlus Mission Critical: 4-Hour7x24On-Site Service with 821_8442 1 Emergency Dispatch, 3Years PmSuppodPlus Mission Critical: 7x24HW/SW Technical Support and 821-6448 1 Assistance, 3Years Thank you for choosing Dell PmSuppodPlus. For tech support, visit 951_2015 1 6/wvmwdeU.momkmntaddeU PmDep|oyPlus Training Credits 3OORedeem mtedummUondeUemc.nom 8124005 1 Expires 1Yrfrom Order Date PmDep|oyPlus Dell EMC Networking MXEthernet Switch 822-1680 1 pmDep|oyPlus Dell EMC Networking MXEthernet Switch Deployment 822_1681 1 Verification Qty Subtotal Dell EMC MX5108nEthernet Switch -A2 $5,585J4 1 $5,585J4 Estimated delivery ifpurchased today: Oct. O7.2O2O Contract #COOOOOOOO8841 Customer AAreement#D|R-TSO-3763 Description SKU Unit Price Qty Subtotal Dell EMC MX51O8N25GbEEthernet Switch 4x1O�bT 1x4O�bE ' ' 210+\NZJ 1 QSFP+.2x1OOGbEQ28ports Switch Factory Installed inMX7OOOslot A2 389-CGOP 1 OS1OEnterprise MX51O8N. POS 634-BPKQ 1 US Order 332-1286 1 PowerEdgeC6420C64OOComplex Tied Order Ship 343-BBKS 1 Dell Hardware Limited Warranty Plus On -Site Service 821-6415 1 PmSuppodPlus Mission Critical: 4-Hour7x24On-Site Service with 821_8442 1 Emergency Dispatch, 3Years PmSuppodPlus Mission Critical: 7x24HW/SW Technical Support and 821-6448 1 Assistance, 3Years Thank you for choosing Dell PmSuppodPlus. 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Minimum monthly payments are the greater of $15 or 3% of account balance. Dell Business Credit is not offered to government or public entities, or business entities located and organized outside of the United Stv.tes. Customer agrees to accept delivery of its order within a reasonable amount of time from when the order is shipped. ������)age 5 If; 12�:), ot,,J'yj •�ylk, ��X C',P FE L File ID: 2020-5304 Version: 1 City of Coppell, Texas Master File Number: 2020-5304 Type: Agenda Item Reference: File Name: Traffic Signal Interlocal Amendment 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Engineering File Created: 09/11/2020 Final Action: Title: Consider approval of the Fourth Amendment to the Voluntary Interlocal Cooperation Agreement for Operation and Maintenance of Traffic Signals; by and between the Texas Department of Transportation and the Cities of Coppell, Lewisville, Corinth, The Colony, Lake Dallas, and the Town of Hickory Creek; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Attachments: Amend #4 TxDOT Agreement Memo.pdf, Agreement - Original 2009.pdf, Agreement -Amendment #1 2012.pdf, Amendment 02 - Interlocal Agreement - 01-26-2017.pdf, Amendment #3 Interlocal Cooperation Agreement.pdf, Interlocal Amend -4 Lewisville.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 2020-5304 Title Consider approval of the Fourth Amendment to the Voluntary Interlocal Cooperation Agreement for Operation and Maintenance of Traffic Signals; by and between the Texas Department of Transportation and the Cities of Coppell, Lewisville, Corinth, The Colony, Lake Dallas, and the Town of Hickory Creek; and authorizing the City Manager to sign any necessary documents. Summary Fiscal Impact: City of Coppell, Texas Page 1 Printed on 9/18/2020 Master Continued (2020-5304) [Enter Fiscal Impact Statement Here] Staff Recommendation: The Public Works Department recommends approval. Goal Icon: City of Coppell, Texas Page 2 Printed on 9/18/2020 T H E . C 1 T 'Y 0 F ............ COPPELL MEMORANDUM To: Mayor and City Council From: Kent Collins, P.E., Director of Public Works Date: September 22, 2020 Reference: Amendment #4 of Voluntary Interlocal Agreement with TxDOT, Lewisville, The Colony, Corinth, Lake Dallas and Hickory Creek Background: • TxDOT contracts with certain local cities to maintain on -system traffic signals, particularly at Freeway/Local Arterial intersections. • Due to its population (greater than 50,000), Lewisville maintains a number of on -system traffic signals in the cities of Coppell, The Colony, Corinth, Lake Dallas and Hickory Creek. • This is proposed Amendment #3 to an Interlocal Agreement that was originally executed in 2009. • Amendments #1 and #2 resulted in three intersections being added to the maintenance agreement and adjusting compensation accordingly. • Amendment #3 adjusted total compensation to $89,945 per year. • Amendment #3 added IH -35E at Turbeville/Hundley, and IH -35E at Oak/Lake Dallas. • Amendment #4 removes 10 signals from the City of The Colony because population has exceeded 50,000 Introduction: This item is being presented to consider approval of an Amendment to Voluntary Interlocal Cooperation Agreement for Operation and Maintenance of Traffic Signals, by and between the Texas Department of Transportation and the Cities of Coppell, Lewisville, Corinth, The Colony, Lake Dallas, and the Town of Hickory Creek; and authorize the City Manager to sign any necessary documents. Analysis: The Texas Department of Transportation (TxDOT) has a long-standing practice of contracting with local governments with a population greater than 50,000 to assist in the maintenance of on -system traffic signals. This practice allows for better routine maintenance and faster response times to trouble calls. The referenced Interlocal Agreement compensates the City of Lewisville for maintaining on -system traffic signals in surrounding cities with populations less than 50,000. The original Interlocal Agreement was approved in 2009. This amendment will remove 10 locations from the City of The Colony because the population in The Colony exceeds 50,000. This proposed amendment has no impact to the intersections in the City of Coppell. Legal Review: The City Attorney was consulted regarding the item. Fiscal Impact: There is no fiscal impact related to this item. Recommendation: The Public Works Department recommends approval of the item. 2 o(rct o: 18-OXXM5003 THE STATE OF TEXAS § COUNTY OF TRAVIS § THIS AGREEMENT is made by and through the State of Texas, acting by and through the Texas Department of Transportation, hereinafter called "State" and the Local Governments of The Colony, ••• ! Dallas and the Townof Hickorymunicipal corporations, hereinafter called "Local Governments" and the City of Lewisville, a municipal corporation, hereinafter called "Administrator", acting by through their respective duly ?uthorized officers WHEREAS, the State, the County and the City desire to cooperate to maintain and efficiently operate certain traffic signals located along the State Highway System within their respective jurisdictions, hereinafter the "Project"; and, WHEREAS, under 43TAC 925.5, the State is responsible for maintaining and operating traff signals on : - City limits of - Local Governments; WHEREAS, the State is responsible for maintaining and operating adjacent traffic signals on the Project outside the City's limits, but within the County's law enforcement jurisdiction; and, WHEREAS, the State, the Local Governments, and the Administrator wish to cooperate ant' of traffic light synchronization across each jurisdiction, consistent with the authority and purposes of Texas Government Code Chapter 791 relating to interlocal cooperation agreements and Texas Transportation Code §221.002 relating to agreements with r - State, the Local Government, improve response time, to repair malfunctioning traffic signals and to improve traffic signal progression at the Project sites, the Administrator shall be authorized to supervise and be responsible for the operating performance, administration and maintenance of the State's traffic signals on the subject/ and law enforcement jurisdiction but outside the Administrator's city limit and law enforcement jurisdiction,• on WHEREAS, the Administrator agrees to maintain and operate the designated signalized intersections with the State reimbursing the Administrator for all maintenance and operations costs as more fully described in Exhibits 2 and 3, attached hereto and made a part of this Agreement, and, lTraf c ignal Page 1 of 12 7/01/09 Cort--'ict Na: 18-OXXM5003 WHEREAS; the Administrator and the Local Governments have adopted a resolution or ordinance by their respective governing bodies that authorize the Administrator and the Local Government to enter into this Agreement, which are all attached hereto and made a part hereof as Exhibit 4. NOW, THEREFORE, in consideration of the premises and of the mutual covenants and agreements of the parties hereto and to be by them respectively kept and performed, as hereinafter set forth, it is agreed as follows: Article 1 - Contract Period This Agreement becomes effective when fully executed by the last party whose signing makes this Agreement fully executed and shall renew annually, subject to the availability of funding. This Agreement shall remain in full force and effect unless modified by mutual agreement by all parties or terminated in accordance with Article 7, Termination. Article 2 - Administrator's Responsibilities State, Local Governments and Administrator agree that Administrator shall have the following responsibilities, obligations and duties pursuant to this Agreement: (a) Administrator shall provide a trained staff to maintain and operate the traffic signals at locations as shown on Exhibit 1 on the state highway system within the jurisdictional limits of the Local Governments. (b) Administrator agrees that it shall maintain and operate the traffic signals in accordance with the minimum requirements as shown on Exhibit 3 attached hereto and made a part hereof for all purposes. (c) Administrator shall maintain, in a log or diary, all emergency calls and routine maintenance. At a minimum, the log(s) shall indicate the date and time of the call, the repair performed, if any, and the name of the person or entity reporting said call. The log(s) shall be maintained by Administrator for the duration of this Agreement. (d) Administrator shall perform administrative activities and provide administrative service necessary to perform this Agreement. (e) Administrator shall prioritize the repairs based upon the public's safety, taking into account such criteria but not limited thereto, the order in which Administrator received the complaint or notice and the amount of traffic at said intersections. (f) The time of response to the traffic signal and the repairs, if any, shall be made as soon as possible. Delays in response or repairs may be grounds for termination of this Agreement. Article 3 - State's Responsibilities The State, Local Governments and Administrator agree that State shall have the following responsibilities, obligations and duties pursuant to this Agreement: (a) State shall pay Administrator for maintenance, operation and labor costs for the services and functions Administrator incurs as provided in Article 4, Compensation. (b) State shall prepare or cause to be prepared the plans and specifications, advertise bids, let the construction contract or otherwise provide for the construction of new traffic signals and/or reconstruction of existing traffic signals (including, at State's I VolAafficSignal Page 2 of 12 7101109 Contract No: 18 -OX XM5003 ... . ...... .... option, any special auxiliary equipment, interconnect and/or communication material and equipment), and will supervise construction, reconstruction or betterment work as required by said plans and specifications for the Project. As the project is developed to construction stage, State will submit plans and specifications of the proposed work to the Local Governments, wherein in the traffic signals lie, to secure its approval of the plans and specifications, and State will secur!;. Local Governments' and Administrator's consent for Administrator to maintain and operate the traffic signal prior to awarding the contract; said Local Governments and Administrator's consent to be signified by the signatures of duly authorized Local Government's and Administrator's officers in the spaces provided on the title sheet the plans containing the following notation: I 'Attachment to 'Voluntary Interlocal Cooperation Agreement For Operation and Maintenance Tf Traffic Signals", dated the day of J20 . Administrator, State and Local Government' maintenance, operation and responsibilities shall be as heretofore agreed to, accepted, and specified in the Agreement to which these plans are made a part and incorporated herein by reference." (c) All costs of construction and/or reconstruction of new and existing traffic signals will be borne by State, and the traffic signal system will remain the property of State. (d) It is understood and agreed that it is the responsibility of State to assume equipment upgrade of State's traffic signal system, as shown on Exhibit 1. Article 4 —Compensation (a) The maximum amount payable under this Agreement is $ 68,970 per year. (b) Payment for operation and maintenance of the traffic signals will be at a flat rate per traffic signal, as shown on Exhibit 2. (c) The State will be responsible for all electrical power costs for the operation of the traffic signals covered by this Agreement and shown on Exhibit 1. Power costs shall be billed directly to the State. (d) The Administrator shall submit an invoice acceptable to the State on a (monthly/quarterly/annual) basis. An acceptable invoice shall be submitted to the following address: Texas Department of Transportation Attention: Director of Operations PO Box 133067 Dallas, TX 75313-3067 (e) The Administrator shall maintain a system of records necessary to support and establish the eligibility of all claims for payment under this Agreement. These records may be reviewed at any reasonable time to substantiate the payment by the State and/or determine the need for an adjustment in the amount paid by the State. (f) Knockdowns or damage resulting from an accident or an act of God and which require emergency replacement of major equipment shall not be included in the VafTrafflcSignal Page 3 of 12 7/01/09 Coo: 18-OXXM5003 (monthly/quarterly/annual) payments. For eligibility of payment for emergency replacement of major equipment, actual costs shall be submitted to the State for review and reimbursement. (g) The State shall make payment to the Administrator within 30 days from receipt of the Administrator's request for payment, provided that the request is prepared according to this agreement. 1h) Payment for the addition or deletion of a traffic signal installation shall be made by N written amendment(s) and shall be based upon the calculations as shown in Exhibit 3. Article 5 - Local Governments' Responsibilities The State, Local Governments and Administrator agree that Local Governments shall have the following responsibilities, obligations and duties pursuant to this Agreement: (a) Local Governments agree that they will cooperate with the State and Administrator in Administrator's responsibilities of the services and functions performed pursuant to this Agreement. (b) Local Governments will, if any additional traffic signals are installed by the State, fulfill their respective obligations under Article 3, (b). (c) Local Governments may request to the State that additional traffic; signal(s) are neeclef in their respective jurisdictions and specify the location thereof. If, after completing a traffic signal study, a traffic signal is authorized by State, then the obligations, duties and responsibilities as shown in Article 3, above, shall become effective. (d) Local Governments agree that if they wish to withdraw from this Agreement prior to the end of the one-year expiration date, that the Agreement will not terminate the duties, obligations and responsibilities of the remaining parties to this Agreement. Article 6 — Indemnification The Local Governments, the Administrator and the State acknowledge that they are not agents, servants, or employees of the other parties and each party is responsible for its ow acts and deeds, errors, and omissions during the performance of this Agreement. The Loc Governments, the Administrator and the State further acknowledge that nothing in this Agreement creates, grants, or assigns rights or responsibilities to act as a joint venture or partnership with the other parties to this Agreement. Article 7 - Termination This Agreement may be terminated by any of the following conditions: (a) By mutual written agreement and consent of all parties. (b) By State upon thirty (30) days written notice to Local Governments and Administrator for failure of Administrator to provide adequate maintenance and operation services for those traffic signal installations which Administrator has agreed to maintain and operate. (c) By State upon sixty (60) days written notice to Local Governments and Administrator that State will assume operation and maintenance at the end of the one (1) year period of this contract. (d) By Local Governments or Administrator upon 120 days written notice to State. (e) At that time that any specific signal falls within the "Full Purpose" limits of a City possessing a population greater than 50,000 (based upon the Official U.S. Census), such signal shall be removed from the list shown under Exhibit 1, with all maintenance responsibilities of said signal to be reassigned under separate VoMrafflcSignal Page 4 of 12 7101109 Coo: 18-1XXM5003 . . ....... ...... Agreement based upon the classification of the State roadway at that time, i.e. freeway vs. non -freeway. (f) As provided hereinbefore in this Agreement. In the event this Agreement is terminated by any of the above conditions, the maintenance and operation of the traffic signal systems shall become the responsibility of the State. Any state-owned equipment being held by the Local Governments or Administrator shall be promptly returned within thirty (30) calendar days to the State upon termination of this Agreement. Article 8 — Transfer of Responsibilities The Administrator shall not transfer its responsibilities for the work under this Agreeme unless specifically approved in writing by State. I Article 9 — Amendments Changes in the character, costs, provisions, attached Exhibits, responsibilities or obligations authorized herein shall be enacted by written amendment. Any amendment to this Agreement must be executed by all parties. Article 10 - Legal Construction In case 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 provision thereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provision had never been contained herein. Article I I - State Auditor The State Auditor may conduct an audit or investigation of any entity receiving funds from the state directly under the Agreement or indirectly through a subcontract under the Agreement. Acceptance of funds directly under the Agreement or indirectly through a subcontract under this Agreement acts as acceptance of the authority of the State Auditor, under the direction of the legislative audit committee, to conduct an audit or investigation in connection with those funds. Article 12 - Prior Agreements Superseded This Agreement constitutes the sole and only Agreement of the parties hereto and supersedes any prior understanding, written or oral agreements between the parties respecting the within subject matter. Article 13 — Current Revenues Each for the �,erformance of ;tovernmental functions or services must ma those payments from current revenues available to the paying party. I Article 14 — Signature'l-Tarranty The signatories to this Agreement warrant that each has the authority to enter into this Agreement on behalf of the party they represent. VolTrafficSignal Page 5 of 12 7101109 Co,r�'(,�r ) act No: 1 8-iYUJI5003 .. .. .... '/1 IN WITNESS WHEREOF, the parties have executed multiple counterparts to effectuate this Agreement. This Agreement becomes effective when last signed. • By: - ----- -------- Claude King Title: City Manager late: August 18, 2009 IMMA411W M" I M01 &1*63 U U q- gig By: —4 Title: ze:�/—AUVA- 7 Date: 1&� - ---------- - -- ATTEST: ATTE Julie Heinze, City 9ecrebkry-0 L -OA fim 0 ME Moo Title: V Date: j 1" ATTEST G-� LOCAL GOVERNMEN�/ CITY OF LAKE DALLAS B y: Title: A44 k d- -i C-( M, us WSTM Executed • the Executive Director and approved • the Texas Transportation Commission for the purpose and effect of activating and/or carrying out the orders, established policies or work programs heretofore approved and authorized by the Texas Transportation Commission. By: A—Ilia L. Hale, P. E. Dallas District Engineer Date: ff r-3 VolTrafficSignal Page 7 of 12 7101109 Signalized intersections with one (1) controller on State Highways located within the Local Government of The Colony. SH 121 at Standridge SH 121 at FIVI 423/ Crider SH 121 at Paige/Piano Parkway FM 423 at Memorial Drive FM 423 at Cougar Alley FM 423 at South Colony FM 423 at North Colony FM 423 at Quick Trip Driveway Signalized intersections with one (1) controller on State Highways located within the Local Government of Coppell . ' SH 121 at Denton Tap Rd '�) d '."0 Signalized intersections with one (1) controller on State Highways located within the Cities of Cornith, Hickory CreekandLake Dallas IH 35E at FM 2181 (Swisher) Signalized intersections with one (1) controller on State Highways located within the Cities of Corinth and Hickory Creek. • Signalized intersections with one (1) controller on State Highways located within the Loca' Government of. Corinth . UTXVQ��M' Signalized intersections with two (2) controllers on State Highways located within the Local Government of. Corinth . Vol TrafrrcSignal Page 8 of 12 7101/09 Contract No: 18-OXXM5003 ANINI-4 Fully Actuated Signals at intersections with one (1) controller shall be reimbursed at $4,195.00 per intersection per year. Calculations: Maintenance Cost (60 Hours @ $55.00 Hour) $3,300-00 Engineering Cost (8 Hours @ 65.00 Hour) $ 520.00 Detection Maintenance (1 Hour@ $375.00) $ 375.00 Total $4,195.00 Fully Actuated Signals at intersections with two (2) controllers shall be reimbursed at $5,120.00 per intersection per year. Maintenance Cost (70 Hours @ $55.00 Hour) $3,850.00 Engineering Cost (8 Hours @ 65.00 Hour) $ 520.00 Detection Maintenance (2 Hours @ $375.00) $ 750.00 Total $5,120.00 VolTrafflcSignal Page 9 of 12 7101109 EXHIBIT 3 TRAFFIC SIGNAL MAINTENANCE AND OPERATION PROVISIONS 1. Unless specifically noted elsewhere in this agreement, the signal timing and operational phasing shall be the responsibility of the Administrator. 2. Inspect the highway traffic signal system a minimum of once every 12 months and replac burned out lamps or damaged sockets as may be required. Police, citizen, or other repo of burned out lamps or other damage, which could jeopardize safety, shall be repaired or replaced as soon as possible after the report, depending on the nature of the report. Otherwise, appropriate steps shall be taken to protect the public. The reflector and lens should be cleaned each time a lamp is replaced. All replacement lamps shall equal the wattage and type of the existing lamp. I 4,. Keep signal poles, controller pedestals, and foundations in alignment. i, Keep traffic and pedestrian signal heads aligned and properly adjusted. Repair back plates where needed. 6. Check the controllers, conflict monitors, detector units, relays, pedestrian push buttons, and detectors a minimum of once every 12 months to ascertain that they are functioning properly and make all necessary repairs and replacements. 7. Keep interior of controller cabinets in a neat and clean condition at all times. I I "WoI I I I I Ill I I � I III I I I I I I I I I I I I i I III I! Jill I I "TA r. ;._A; I 9. Repaint all corrosive susceptible highway traffic signal components exposed to weather with a non -lead based paint as needed in order to maintain a well kept appearance in th opinion of the Texas Department of Transportation's representative. Plastic signal hea and galvanized and aluminum components are excluded. I 10. Either replace the lamps of all highway traffic signal heads as a group upon expiration of the average rated lamp life or replace the lamps on a burn out basis anim mm 12. Provide alternate traffic control during a period of failure or when the controller must be repaired. This may be accomplished through installation of a spare controller, placing the intersection on flash, manually operating the controller, or manually directing traffic through the use of proper authorities. In addition, barricades and warning signs shall be provided in VolTrafficSignal Page 10 of 12 7101109 Contract No: 18-1XXM5003 accordance with the requirements of the latest edition of the Texas Manual on Uniform Trafic Corl Devices. 13. Frovide maintenance personnel tralneff-i—MYne mainfen• . Ic signal eq will be available to respond to emergency calls from authorized parties 24 hours a day, including Saturd.ys, Su'ndays, and holidays. 14. Provide the State and local law enforcement agencies the location and respective names and telephone numbers of individuals responsible for emergency maintenance. �4 16149 tell 14 Mim*] EA 111ra; M I -H- a a 16. Check cabinet filter a minimum of once every six months and clean if necessary cabinel filter shall be replaced every two years. 18. In metropolitan cities where Intelligent Transportation Systems and/or incident management systems are being implemented the signal timing will be the responsibility of the Administrator in cooperation with the State. are a few of the causes of nonrecurring congestion. Nonrecurring congestion often changes the normal traffic demand patterns. Effective and efficient movement of traffic through the transportation network during periods on nonrecurring congestion must be considered in the design and operation of all traffic management systems, including traffic signal systems. Priority should be given to freeway or expressway frontage roads when nonrecurring congestion occurs on freeway or expressway mainlanes. V61'rrafficSignat Page 11 of 12 7101109 Contract No: 18-OXXM5003 Exhibit 4 Resolutions of the Local Governments and the Administrator VdlTrafficSignal Page 12 of1 7/01/09 I -P D'i any A RESOLUTION AUTHORIZING THE CITY MANAGER OF T11E CITY OF LENVISN'ILLE, -I-EXAS -1-0 EXECUTE A VOLUNTARY IN'I'll'.14LOCA1. COOPERATION AGREEMENT FOR OPERATION AND MAINTENANCE OF TRAFFIC SIGNALS; AUTHORIZING THE REIMBURSEMENT OF FUNDS THEREFORE; AND PRO'liiiqD]ING AN EFFECTIVE, DATE. TxDOT to reimburse the City of Lewisville flor operating and maintaining tralfic signals a 111! 11113111111 11144TRIMM"I 1=11111IMM[owimmm Maintenance of Traffic Signals is consistent with the authority and purposes of Tex.12 Government Code Chapter 791 relating to interlocal cooperation agreements and Texil NVIIEREAS, the Voluntary Interlocal Cooperation Agreement lar Operation and penaining to the agreemem; and, NNIEWMEAS, tile Voluntary Interlocal Cooperation Agreement for Operation and Maintenance of Trafflic Signals defines the annual reimbursement rates for each traffic signs I WI-LEREAS, annual operating ftinds l'or traffic signal operation and maintenance can cover all costs of the responsibilities assurned under this agreement, and; NOW, THERE FORE, :1111111 922MMM Va"M SECTION 1. The recitations and findings contained in the preamble of this resolution SECTION 2. The City Council of [lie City of' Lewisville, Texas hereby approves the Voluntary Interlocal Cooperation Agreement for Operation and Maintenance of Traffic Signals as submitted by Tx T. The City Manager or his designee is hereby authorized to execute the Voluntary Interlocal Cooperation Agreement for Operation and Maintenance of Tri Signals on behalf of the City or i.ewisvine and to exercise the rights and duties of` the City there under including the expenditure of fibrids as provided therein. ME= 11111[1 E IMMEMMUME= i 'Dean Uci!.1ert. MAYOR ................. . .... ........................................................................ . . . ............................ . ... .............................................................................. Julie Heinze, CITY SECRE'Ek"RY WWWAAWINUM t 1 11 r Ecopy MM A RESOLUTION AUTHORIZING THE, CITY MANAGER OF THE CITY OF LAIa DALLAS, TEXAS TO EXECUTE A NIOLUNTARY DqTERLOCAL COOPERATION AGREEMEN7 FOR OPERATION AN'D MAINTENANCE OF TRkFFIC SIGNALS; AUTHORIZING THE REIMBURSEMENT OF FUNDS THEREFORE,; AND PRO171DING AN EFFECTIN7E DATE. hiterlocal Cooperadon Agreement for Operation and Maintenance of Traffic Signals allowing TxDOT to reimburse the City of Lewisville for operating and maintainiDg traffic signals in 1 11 11 "1" 11 -111,11, X Maintenance of Traffic Signals is consistent with the authority and Purposes of Texas Government Code Chapter 791 relating to interlocal cooperation agreements and Texas WHEREAS, the Voluntary' Interlo-cal Cooperation Agreement for Operation and I � I 1 1 1 1 1 , I I I I I I I I I I I I I I !!I i ! 1 11 1 Jill " I III I I r. I peTtaining to the agreement; and, Maintenance of Traffic Signals defines the annual reiinbursement -rates for each traffic signal 'WHEREAS, annual operating funds for traffic signal operation and maintenance can jig1:11ro, mW, in'slam I I w 1111111111111111111111111:: 111,:1" 1 0 1 1 1 11 1 1 1 ��I I I I 1 11 i 111M, 111011"WIM, Mbiwaffiliiul � '' 11 J1 1j", 1111111 WHEREAS, the Texas Department of Transportation (TxDOT) has designed a Voluntary Interlooal Cooperation Agreement for Operation and Maintenance of Traffic Signals allowing TxDOT to reimburse the City of Lewisville for operating and maintaining traffic signals in participating cities listed in the agreement; and, 0 tD MIHEREAS, the Voluntary Interlocal Cooperation Agreement for Operation ai Maintenance of Traffic Signals is consistent with the authority and purposes of Tex Government atCode Chapter 791 relating to linterlocal Cooperation agreements and Tex !# r! Code 221.003 relating to Municipal agreements; and, CP I WHEREAS, the Voluntary Interlocal Cooperation Agreement for Operation a 0 Maintenance of Traffic Si-nals 1 defines the responsibilities of Loc TxDOT and the 11 1 1 Governments' pertaining to the agreement, and, E WHEREAS, the Voluntary Interiocal Cooperation Agreenient for Operation ai2 Maintenance of Traffic Signals defines the annual reimbursement rates for each tra f signal location included in the agreement; and, I NOW THEREFORE, BE IT RESOLVE D THAT THE CITY COUNCI *F THE CITY OF COPPELL, TEXAS: SECTION I. The recitations and Findings contained in the prearnble of thit, Resolution are incorporated herein by reference. I SECTION 2. The City Council of the City of Coppell, Texas hereby approves the Voluntary Interlocal Cooperation Agreement for Operation and Maintenance of Traffic Cignals as submitted by TxDOT. The Mayor is hereby authorized to execute the Voluntai* Interlocal Cooperation Agreeinent for Operation and MairiLenance of Traffic Signals on ,j)ellalf of tile City of Coppell and to exercise the rights and duties of the City there under. — SECTION 3. This Resolution shall be effective immediately from and after its passage and approval. W, WA 9 _F6 rA Mir, WIiEREAS, the Texas Department of Transportation (TxDOT) has designed a Voluntary Interlocal Cooperation Agreement for Operation and Maintenance of Traffic Signals allowing TxDOT to reiinburse the City of Lewisville for operating and inaintaining traffic signals in participating cities listed in the agreement; and, 0 W'HEREAS, the Voluntary Interlocal Cooperation Agreement for Operation a Maintenance of Traffic Signals is consistent with the authority and purposes of Tex Government Code Chapter 791 relating to Interlocal Cooperation agreements and Tex - Transportation Code 221.003 relating to inunicipal agreements; and, WHEREAS, the Voluntary Interlocal Cooperation Agreement for Operation al. 0 Maintenance of Traffic Signals defines the poinsibiliti es of TxDOT and the LoG Governments' 1 F"ad, rtaining to the agreement; n V --1 WHEREAS, (lie Voluntary Interiocal Cooperation Agreement for Operation a1T4j W Maintenance of Traffic Signals defines the annUai reimbursement rates for each traft rignal location included in the agreement; and, NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS: SECTION I. The recitations and Findings contained in the prearnble of this Resolution are incorporated herein by reference. SECTION 2. The City COL11161 of the City of Coppell, Texas hereby approves the Voluntary InLerlocal Cooperation Agreenient for Operation and Maintenance of Traffic Signals as submitted by TxDOT. The Mayor is hereby authorized to eXeCLItC the VoluntaiX Interlocal Cooperation Agreement for Operation and Maintenanc(-, of Traffic Signals on ielialf of the City ofCoppell and to exercise the rights and duties of the City there under. — SECTION 3. This Resolution shall be effective immediately frorn and afler its passage and approval. DULY PASSED by the City Coullcil of the City of Co Pell, Texas, this the BI -1k day of 2 Evowelm-0-3 JAY E PETERS, MAYOR LIBRYBALL.eItY ECRETARY ALL, [fill F'SI &I asly I 111giff-.1125 Do a a V &V NUA-1 I VirREREAS, the Voluntary Interlocal Cooperation Agreement for Operation anl Maintenance of Traffic Signals defines the responsibilities of TxDOT, the City of Lewisville, and the City of The Colony; and, W'RE REAS, the City Council of the City of The Colony has determined it is in the best interest of the city to support this Agreement, NOW, THERE, FORE, BE IT RESOLIrED BY THE CITY COUNTUL 01 THE CITY OF THE COLONY, TEXAS: Section 1. That the City Council of the City of The Colony, Texas hereby recognizes and supports the Voluntary Interlocal Cooperation Agreement for Operation and Maintenance of Traffic Signals. Section 2. That the City Manager is authorized to sign th- h' * referencng filis resolution of recognition and support. 111111111 111111111111111111 1 1111111 111 � 1111111111111 111111 111 1 1 11111 1!1[111! 1 If! 1J1MM4799-M ffli , PASSED AND APPRO11ED by the City Council of the City of The Colony, Texas, this 4th day of September, 2009. Ut Cis i7s—tie Wilson, TRIVIC, City Secretwy SOLUTION AUTHORIZING THE TOWN ADMINISTRATOR OF THE TO'"rN OF HICKORY CREEK, TEXAS TO EXE CUTE A VOLUNTARY INTERLOCAL COOPERATION AGREEMENT FOR OPERATION AND MAINTENANCE OF TRAFFIC SIGNALS; AND PROVIDING AN EFFECTIN"Ei Dh,TE. WHEREAS, the Texas Department of Transportation (TxDOT) has designed a IV Signals allowing TxDOT to reimburse the City of Lewisville for operating and maintaining traffic signals in participating cities listened in the agreement; and; V�,`HEREAS, the Voluntary Interlocal Cooperation Agreement for Operation and Maintenance of Traffic Signals is consistent with the authority and purposes of Texas Government Code Chapter 791 relating to inteflocal cooperation agreements and Texas Transportation of 221.003 relating to municipal agreements; and, WHEREAS, the Voluntary Interlocal Cooperation Agreement for Operation and Maintenance of Traffic Signals defines the responsibilities of TxDOT and the city of Lewisville pertaining to the agreement; and WHEREAS, THE Voluntary Interlocal Cooperation Agreement for Operation m"k i included the agreement; and, NOW, THERE FORE, BE IT RE SOLVED BY THE TO'-ArN COUNCIL OF THE TOWN OF HICKORY CRE EK, TEXAS, SECTION 1. The Town Council of the Town of Hickory Creek, Texas hereby approves the Voluntary Interlocal Cooperation Agreement for Operation and Maintenance of Traffic Signals as submitted by TxDOT. The Town Administrator is hereby authorized to execute the Voluntary Interlocal Cooperation Agreement for #peration and Maintenance of Traffic Signals on behalf of the Town of Hickory Creek. q,ECTION 2. This Resolution shall be eff-ective inimediately from and after iL-, N� DULY PASSED AND APPROVED BY THE TOWN COUNCIL OF THE TOWN OF HICKORY CREEIC, TEXAS ON THIS THE IST" DAY; OF AUGUST 2009. Jo Smith, eyor eyor K Ily *'o(, Town Secretary WHEREAS, the State, the Cities of The- Colony, Coppell, Corinth, Lake Dallas, and the Town of Hickory Creek (Local Governments) and the City of Lewisville (Administrator) wish to cooperate and coordinate their efforts to operate an efficient traffic signal system with optimum progression of traffic light synchronization across each jurisdiction, consistent with the authority and purposes of the Texas Government code Chapter 791 relating to Interlocal cooperation agreements the Texas Transportation Code Section 221.002 relating to agreements with municipalities; and WHEREAS, in accordance with Texas Administrative Code, Title 43, Section 25.5, the State is responsible for maintaining and operating traffic signals on IH -35E, SH 121, FM 423 and FM 2181 within the City limits of the Local Governments; and WHEREAS, the State, the Local Governments and the Admir�strator agree that, in order to improve response time, to repair malfunctioning traffic signals and to improve traffic signal progression, the Administrator shall be authorized to supervise and be responsible for the operating performance, administration and maintenance of the State's traffic signals on the subject highway within the Local Government's city limit and law enforcement jurisdiction, but outside the Administrator's city limit and law enforcement jurisdiction; and V*Mi RE, AS, the Voluntary Interlocal Cooperation Agreement for Operation and Maintenance of Traffic Signals defines the annual reimbursement rates, for each traffic signal location included in this agreement; and W11M RE AS, annual operating fands for traffic signal operation and maintenance Under ftis Agreexi du�lis NOW THEREFORE], BE IT RESOLVED BY THE CITY COUNCIL Off—TIME CITY OF CORINTH, TEXAS: WTI herein in their ciitirety. THAT, the City Council of the City of Corinth, Texas hereby approves the Voluntary Interlocal Cooperation Agreement for Operation and Maintenance of Traffic Signals as submitted by TxDot. sEcnON 3 THAT, the City Council authorizes the City Manager to execute the Yoluntary Interlocal Agreement for Operation and Maintenance of Traffic Signais on behalf of the City of Corinth and to exercise the rights and duties of the City there under. L*J�� THAT, this Resolution shall be in full force and effect from and after its passage and it is so resolved. 0 CO ... Mayor Paul kifere City of Corinth, Texas ATTEST: I IA Ar n �IMWM :th,'T-3i City orney City of rinth, Texas IE February 6, 2012 Contract #18-OXXM5003 Amendment to Voluntary Interlocal Cooperation Agreement For the Operation and Maintenance of Traffic Signals Amendment #1 Mr. Kevin Nims Traffic Engineering City of Lewisville PO Box 299002 Lewisville, TX 75029-9002 Dear Mr. Nims: In accordance with the attached fully executed Amendment Number 7 to the Voluntary Interlocal Cooperation Agreement for the Operation and Maintenance of Traffic Signals and the Municipal Maintenance Agreement, the traffic signal maintenance and operation responsibilities for FM 2181 and FM 2499 will become the responsibility of the City of Lewisville. As jointly agreed upon by all parties, maintenance and operation responsibilities for this traffic signal will be transferred to the City of Lewisville on March 1St, 2012 at 10 a.m. Feel free to contact me at 214-320-6229, or Lanny Surratt, signal supervisor, 214-320-6683 if needed. Sincerely,/ , '. E, Melanie B. You Ig District Transporfaion Operations Engineer Attachments AMG Cc: Young/Green Blain/Surratt Behnke TF THE STA rE OF TEXAS THE COUNTY OF TRAVIS V,a 0 Contract --OYXM5003 AMENDMENT TO VOLUNTARY INTERLOCAL COOPERATION AGREEMENT FOR THE OPERATION AND MAINTENANCE OF TRAFFIC SIGNALS Amendment Number 1 It is mutually understood and agreed by and between the undersigned contracting parties to the above numbered Voluntary Interlocal Cooperation Agreement for the Operation and Maintenance of Traffic Signals to amend said Agreement as follows: Article 4 – Compensation (a) shall be voided in its entirety and replaced with the following: Article 4 – Compensation (a) The maximum amount payable under this Agreement is $73,165 per year. Exhibit 1 shall be voided in its entirety and replaced with the attached EXHIBIT 1-A. This amendment shall become effective when fully executed. All other terms and conditions of the above numbered Voluntary Interlocal Cooperation Agreement for the Operation and Maintenance of Traffic Signals not hereby amended remain in full force and effect. ADMINISTRATO' — F W ILLE Date °" By ......n ��. – .... AUTHORIZED SIGNATURE TYPED OR PRINTED NAME AND TITLE Title LOCAL GO R MENT C OF COPPELL a A T IZ D Date By � � ,.._ � �;,�� ,mmm„�� �m�...... �......,�,.................... ........, ..m h� SI NATURE TYPED OR PRINTED NAME AND TITLE Title° LOCAL OVE , NMENT CORINTH BY �w ORIZE IATURE »n. TYPED OR PRINTED NAME AND TI LE Title �'r magaqor Date' S- Zo Page 1 of 1 Rev 02/01/2008 Contract y:%- � 3-OXXM5003 LOCAL GOVERNMENT— TY OF LONY By Date d AUTHORIZ ATURE �v Rime1 TYPED OR PRINTED NAME AND TITLE Title LOCAL GO NMENT—T WN OF HICKORY CREEK By Date W° Title LOCAL By Title ]ZED SiGNA E AZ TYPED OR PRINTED NAME AND TITLE Date D31160111 FOR THE STATE OF TEXAS Executed for the Executive Director and approved for the Texas Transportation Commission for the purpose and effect of activating and/or carrying out the orders, established policies or work programs heretofore approved and autped by the Texas Transportation Commission. By Wifriam L. /bale, P.E. Dallas District Engineer Date"- ,,, / . . . ................. Page 1 of 1 Rev 02/01/2008 Contract-OXXM5003 EXHIBIT 1-A Signalized intersections with one (1) controller on State Highways located within the Local Government of The Colony. SH 121 at Standridge SH 121 at FM 423/Crider SH 121 at Paige/Plano Parkway FM 423 at Memorial Drive FM 423 at Cougar Alley FM 423 at South Colony FM 423 at North Colony FM 423 at Quick Trip Driveway Signalized intersections with one (1) controller on State Highways located within the Local Government of Coppell. SH 121 at Denton Tap Road Signalized intersections with one (1) controller on State Highways located within the Local Governments of Corinth, Hickory Creek and Lake Dallas. IH35E at FM 2181 (Swisher) Signalized intersections with one (1) controller on State Highways located within the Local Governments of Corinth and Hickory Creek. FM 2181 (Teasley Drive) at Hickory Creek Blvd. FM 2181 (Teasley Drive) at Town Hall/Garrison FM 2181 (Teasley Drive) at Parkridge/Sycamore Bend Signalized intersections with one (1) controller on State Highways located within the Local Government of Corinth. FM 2181 at Post Oak FM 2181 at FM 2499 Signalized intersections with two (2) controllers on State Highways located within the Local Government of Corinth. IH35E at Corinth Parkway I H 35E at Post Oak Page 1 of 1 Rev 02/01/2008 Texas Department of Transportation 4777 EAST US HIGHWAY 80, MESQUITE, TEXAS 75150-66431214-320-6100 i WWW.TXDOT.GOV January 26, 2017 Contract #18-OXXM5003 Amendment #2 Voluntary Interlocal Cooperation Agreement For the Operation and Maintenance of Traffic Signals City of Lewisville Kevin Nims, P.E. Traffic Engineering City of Lewisville PO Box 299002 Lewisville, TX 75029-9002 Dear Mr. Nims: Please find attached, one (1) original fully executed Amendment #2 to the Voluntary Interlocal Cooperation Agreement for the Operation and Maintenance of Traffic Signals for your files and use. If you have any questions, please contact Angela Green at 214-320-4432. Sincerely, 0'j.' OF Andrew R. Oberlander, P.E. District Transportation Operations Engineer Attachment OUR VALUES: People.. Accountability - Trust - Honesty OUR MISSION: Through collaboration and leadership, we deliver a safe, reliable, and integrated transportation system that enables the movement of people and goods. An Equal Opportunity Employer Contract # 18-OXXM5003 THE STATE OF TEXAS § THE COUNTY OF TRAVIS § AMENDMENT TO VOLUNTARY INTERLOCAL COOPERATION AGREEMENT FOR THE OPERATION AND MAINTENANCE OF TRAFFIC SIGNALS Amendment Number 2 It is mutually understood and agreed by and between the undersigned contracting parties to the above numbered Voluntary Interlocal Cooperation Agreement for the Operation and Maintenance of Traffic Signals to amend said Agreement as follows: Article 4 — Compensation (a) shall be voided in its entirety and replaced with the following: Article 4 — Compensation (a) The maximum amount payable under this Agreement is $81,555 per year. Exhibit 1 -A shall be voided in its entirety and replaced with the attached EXHIBIT 1 -B to add FM 423 at Lake Highlands and FM 423 at Lone Star Ranch Parkway. This amendment shall become effective when fully executed. All other terms and conditions of the above numbered Voluntary Interlocal Cooperation Agreement for the Operation and Maintenance of Traffic Signals not hereby amended remain in full force and effect. Title LOCAL -2 TYPED OR PRINTED NAME AND TITLE Date ze /Z" GOV MENT Cl OFCf)PPF-LL Date q 1, AL1Tq0T1IZEj SIGNATURE TYPED OR PRINTED NAME AND TITLE Title LOCAL GOVERNMENT --CITY OF OORINTH M 101109W U-11 ioxelailaiiill: W UF Date 110 4813-Trow"KeW. Contract # 18-OXXM5003 LOCAL GOVERNMENT—CI TY.OfofHE COLONY By Date TH SIGN URE TYPED OR PRINTED NAME AND TITLE Title LOCAL GOVt '714 OF HICKORY CREEK By Z- Date A ORIZED SIdNATCAff' TYPED OR PRINTED NAME AND TITLE Title &-" k' LOCAL !n GOVE)IN ENT—CITY OF LAKE DALLAS By N tDate 4, Ile AUtFFOThZED SIGNATURE TYPED OR PRINTED NAME AND TITLE Title e-,!- S FOR THE STATE OF TEXAS Executed for the Executive Director and approved for the Texas Transportation Commission for the purpose and effect of activating and/or carrying out the orders, established policies or work programs heretofore approved and authorized by the Texas Transportation Commission. James K. Selman, P.E. Dallas District Engineer Date / 1Z4 � 7 - Page 1 of I Rev 02/01/20N • Contract # 18-OXXM5003 0 Signalized intersections with one (1) controller on State Highways located within the Local Government of The Colony. SH 121 at Standridge SH 121 at FM 423/Crider SH 121 at Paige/Piano Parkway FIVI 423 at Lake Highlands FIVI 423 at Lone Star Ranch Parkway FM 423 at Memorial Drive FM 423 at Cougar Alley FM 423 at South Colony FM 423 at North Colony FM 423 at Quick Trip Driveway Signalized intersections with one (1) controller on State Highways located within the Local Government of Coppell. SH 121 at Denton Tap Road Signalized intersections with one (1) controller on State Highways located within the Local Governments of Corinth, Hickory Creek and Lake Dallas. IH35E at FM 2181 (Swisher) Signalized intersections with one (1) controller on State Highways located within the Local Governments of Corinth and Hickory Creek. FM 2181 (Teasley Drive) at Hickory Creek Blvd. FM 2181 (Teasley Drive) at Town Hall/Garrison FM 2181 (Teasley Drive) at Parkridge/Sycamore Bend Signalized intersections with one (1) -controller on State Highways located within the Local Government of Corinth. FM 2181 at Post Oak FM 2181 at FM 2499 Signalized intersections with two (2) controllers on State Highways located within the Local Government of Corinth. IH35E at Corinth Parkway IH 35E at Post Oak Page 1 of 1 Rev 02/01/2008 Contract # 18-OXXM5003 THE STATE OF TEXAS § THE COUNTY OF TRAVIS § AMENDMENT TO VOLUNTARY INTERLOCAL COOPERATION AGREEMENT FOR THE OPERATION AND MAINTENANCE OF TRAFFIC SIGNALS Amendment Number 3 It is mutually understood and agreed by and between the undersigned contracting parties to the above numbered Voluntary Interlocal Cooperation Agreement for the Operation and Maintenance of Traffic Signals to amend said Agreement as follows: Article 4 – Compensation (a) shall be voided in its entirety and replaced with the following: Article 4 – Compensation (a) The maximum amount payable under this Agreement is $89,945 per year. Exhibit 1-A shall be voided in its entirety and replaced with the attached EXHIBIT 1-C to add IH 35E at Turbeville Rd/Hundley Dr and IH 35E at Oak Dr/Lake Dallas Dr. This amendment shall become effective when fully executed. All other terms and conditions of the above numbered Voluntary Interlocal Cooperation Agreement for the Operation and Maintenance of Traffic Signals not hereby amended remain in full force and effect. ADMINISTRATOR—CITY OF LEWISVILLE 0 Date AUTHORIZED SIGNATURE II S'/»RZ61:» V ILLI I I=I91101_1 O Imy-Al 01oil I I I I;I Title LOCAL GOVERNMENT—CITY OF COPPELL go Date AUTHORIZED SIGNATURE Title LOCAL GOVERNMENT—CITY OF CORINTH 0 Title Date AUTHORIZED SIGNATURE TYPED OR PRINTED NAME AND TITLE Pagel of 4 Rev 01/01/2008 Contract # 18-OXXM5003 LOCAL GOVERNMENT—CITY OF THE COLONY By Date AUTHORIZED SIGNATURE TYPED OR PRINTED NAME AND TITLE Title LOCAL GOVERNMENT—TOWN OF HICKORY CREEK go AUTHORIZED SIGNATURE TYPED OR PRINTED NAME AND TITLE Title Date LOCAL GOVERNMENT—CITY OF LAKE DALLAS By Date AUTHORIZED SIGNATURE TYPED OR PRINTED NAME AND TITLE Title FOR THE STATE OF TEXAS Executed for the Executive Director and approved for the Texas Transportation Commission for the purpose and effect of activating and/or carrying out the orders, established policies or work programs heretofore approved and authorized by the Texas Transportation Commission. go Mohamed K. Bur, P.E. Dallas District Engineer Date Page 2 of 4 Rev 01/01/2008 Contract # 18-OXXM5003 EXHIBIT 1-C Signalized intersections with one (1) controller on State Highways located within the Local Government of The Colony. SH 121 at Standridge SH 121 at FM 423/Crider SH 121 at Paige/Plano Parkway FM 423 at Lake Highlands FM 423 at Lone Star Ranch Parkway FM 423 at Memorial Drive FM 423 at Cougar Alley FM 423 at South Colony FM 423 at North Colony FM 423 at Quick Trip Driveway Signalized intersections with one (1) controller on State Highways located within the Local Government of Coppell. SH 121 at Denton Tap Road Signalized intersections with one (1) controller on State Highways located within the Local Governments of Corinth, Hickory Creek and Lake Dallas. IH35E at FM 2181 (Swisher) Signalized intersections with one (1) controller on State Highways located within the Local Governments of Corinth and Hickory Creek. FM 2181 (Teasley Drive) at Hickory Creek Blvd. FM 2181 (Teasley Drive) at Town Hall/Garrison FM 2181 (Teasley Drive) at Parkridge/Sycamore Bend Signalized intersections with one (1) controller on State Highways located within the Local Government of Corinth. FM 2181 at Post Oak FM 2181 at FM 2499 Signalized intersections with one (1) controller on State Highways located within the Local Government of Corinth. IH35E at Corinth Parkway IH 35E at Post Oak Page 3 of 4 Rev 01/01/2008 Contract # 18-OXXM5003 Signalized intersections with two (2) controllers on State Highways located within the Local Governments of Hickory Creek and Lake Dallas. IH35E at Turbeville Rd/Hundley Dr Signalized intersections with one (1) controller on State Highways located within the Local Government of Hickory Creek. IH35E at Oak Dr/Lake Dallas Dr Page 4 of 4 Rev 01/01/2008 STATE OF TEXAS § COUNTY OF TRAVIS § AMENDMENT TO VOLUNTARY INTERLOCAL COOPERATION AGREEMENT FOR THE OPERATION AND MAINTENANCE OF TRAFFIC SIGNALS Amendment Number 4 THIS INTERLOCAL AMENDMENT is made by and between the State of Texas acting by and through the Texas Department of Transportation, (TxDOT), and The City of Lewisville (Local Government), and shall become effective when fully executed by both parties. BACKGROUND The TxDOT and the Local Government executed a contract on the November 301h 2009 concerning the Operation and Maintenance of Traffic Signals. It is mutually understood and agreed by and between the undersigned contracting parties to the above numbered Interlocal Contract to amend the contract as follows: AGREEMENT Article 4 — Compensation (a) shall be voided in its entirety and replaced with the following: Article 4 — Compensation (a) The maximum amount payable under this Agreement is $59,963 per year. Exhibit 1-C shall be voided in its entirety and replaced with the attached Exhibit 1-D to remove the following intersections: SH 121 at Standridge SH 121 at FM 423/Crider SH 121 at Paige/Plano Parkway FM 423 at Lake Highlands FM 423 at Lone Star Ranch Parkway FM 423 at Memorial Drive FM 423 at Cougar Alley FM 423 at South Colony FM 423 at North Colony FM 423 at Quick Trip Driveway All other terms and conditions of the above numbered Interlocal Contract not hereby amended remain in full force and effect. ADMINISTRATOR — CITY OF LEWISVILLE By Name Title AUTHORIZED SIGNATURE TYPED OR PRINTED NAME TYPED OR PRINTED TITLE Date Interlocal Amendment Rev 08/26/2016 ADMINISTRATOR — CITY OF COPPELL By Date AUTHORIZED SIGNATURE Name TYPED OR PRINTED NAME Title TYPED OR PRINTED TITLE ADMINISTRATOR — CITY OF CORINTH By Date AUTHORIZED SIGNATURE Name TYPED OR PRINTED NAME Title TYPED OR PRINTED TITLE ADMINISTRATOR — CITY OF CITY OF THE COLONY By Date AUTHORIZED SIGNATURE Name TYPED OR PRINTED NAME Title TYPED OR PRINTED TITLE ADMINISTRATOR — CITY OF HICKORY CREEK By Date AUTHORIZED SIGNATURE Name TYPED OR PRINTED NAME Title TYPED OR PRINTED TITLE ADMINISTRATOR — CITY OF LAKE DALLAS By Date AUTHORIZED SIGNATURE Name TYPED OR PRINTED NAME Title TYPED OR PRINTED TITLE THE STATE OF TEXAS By Date Mohamed K Bur, P.E. Dallas District Engineer Interlocal Amendment Rev 08/26/2016 EXHIBIT 1-D Signalized intersections with one (1) controller on State Highways located within Local Government of Coppell. SH 121 at Denton Tap Road Signalized intersections with one (1) controller on State Highways located within Local Governments of Corinth and Hickory Creek. FM 2181 (Teasley Drive) at Hickory Creek Blvd. FM 2181 (Teasley Drive) at Town Hall/Garrison FM 2181 (Teasley Drive) at Parkridge/Sycamore Bend Signalized intersections with one (1) controller on State Highways located within Local Government of Corinth. FM 2181 at Post Oak FM 2182 at FM 2499 Signalized intersections with one (1) controller on State Highways located within Local Government of Corinth. IH35E at Corinth Parkway IH35E at Post Oak Signalized intersections with two (2) controllers on State Highways located within Local Governments of Hickory Creek and Lake Dallas. IH35E at Turbeville Rd./Hundley Dr. Signalized intersections with one (1) controller on State Highways located within Local Government of Hickory Creek. IH35E at Oak/Lake Dallas Dr. Interlocal Amendment Rev 08/26/2016 C',P FE L File ID: 2020-5326 Version: 1 File Name: SPAN Contract City of Coppell, Texas Master File Number: 2020-5326 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Secretary File Created: 09/16/2020 Final Action: Title: Consider approval of an agreement renewal between the City of Coppell and SPAN, Inc., for the provision of transit services for Senior Citizens and Citizens with Disabilities; in an amount not to exceed $16,000.00; as budgeted in FY 20-21; and authorizing the Mayor to sign. Notes: Sponsors: Attachments: FY20-21 SPAN Agreement Memo.pdf, FY20-21 Coppell 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 2020-5326 Title Consider approval of an agreement renewal between the City of Coppell and SPAN, Inc., for the provision of transit services for Senior Citizens and Citizens with Disabilities; in an amount not to exceed $16,000.00; as budgeted in FY 20-21; and authorizing the Mayor to sign. Summary Fiscal Impact: [Enter Fiscal Impact Statement Here] Staff Recommendation: Approval recommended. City of Coppell, Texas Page 1 Printed on 9/18/2020 Master Continued (2020-5326) Goal Icon: S ust miiiinu mllbllle City Goveirunuurmmm"munut msliiuinss III'°'uimsll4uimlii' Community eIIIlllurmeaiinid C'"unur°iii llhi meinit II Dern,°.i�M II "Ilacetc,i IlhJ�),fe City of Coppell, Texas Page 2 Printed on 9/18/2020 COFFELL q � a MEMORANDUM To: Mayor and City Council From: Christel Pettinos, City Secretary Date: September 22, 2020 Reference: Consider approval of an agreement renewal between the City of Coppell and SPAN, Inc., for the provision of transit services for Senior Citizens and Citizens with Disabilities; in an amount, not to exceed $16,000; as budget; and authorizing the Mayor to sign. Introduction: This is the annual contract renewal between the City of Coppell and SPAN for residential, paratransit services. Analysis: SPAN Ridership numbers are as follows: Recommendation: Approval recommended. 2019 SPAN SPAN SPAN SPAN 2017 Month Trips Riders 2020 Month Trips Riders 1,166 Trips January 93 6 January 129 13 93 Riders February 95 7 February 127 9 March 87 6 March 94 11 April 140 9 April 8 1 2018 May 136 10 May 25 3 1,229 Trips June 113 9 June 26 2 100 Riders July 138 11 July 33 2 August 112 10 August 32 2 September 143 11 September October 172 14 October November 137 12 November December 108 11 December Total 1,474 116 474 43 Recommendation: Approval recommended. STATE OF TEXAS § § AGREEMENT FOR TRANSPORTATION SERVICES. COUNTY OF DALLAS § This Agreement for Transportation services is made by and between the City of Coppell, Texas ("City") and SPAN, Inc. a non-profit corporation, to provide transportation for senior citizens and persons with disabilities (each a "Parry" and collectively the "Parties"), acting by and through their authorized representatives. RECITALS: WHEREAS, the City recognizes that has an aging population and special needs citizens which are in need of transportation alternatives to seek routine medical care and to attend to daily routine matters, the City desires to assist and provide a form of public/private transportation to said citizens, and WHEREAS, City desires to engage the services of SPAN as an independent contractor, and not as an joint venture, partnership or employee, to provide the services described herein in connection with transportation services in the Coppell service area, as set forth herein; and WHEREAS, SPAN is authorized as a non-profit corporation, grandfathered under the Texas Transportation Code to provide this type of transportation to municipalities located in whole or in part within Denton County, Texas, WHEREAS, SPAN desires to provide transportability services for City on the terms and conditions set forth in this Agreement; NOW THEREFORE, in exchange for the mutual covenants set forth herein, and other valuable consideration, the sufficiency and receipt of which are hereby acknowledged, the Parties agree as follows: Article I Term 1.01. This Agreement shall commence on October 1, 2020 ("Effective Date") and continue until September 30, 2021. 1.02. Either Parry may terminate this Agreement by giving thirty (30) days prior written notice to the other Parry. Article II Service 2.01. SPAN shall provide door-to-door demand response transit services to Riders who are sixty (60) years of age or older and persons with documented disabilities (herein after Riders) in accordance with this Agreement. Page 1 Agreement for Services City of Coppell and SPAN, Inc. (TM 76500) 2.02. Riders shall be picked up within service area and taken anywhere in the SPAN/CITY transit service destination area shown on Exhibit "A" hereto, at a cost to the Riders of $3.00 for qualified seniors (age 60 and older) and people with documented disabilities in accordance with the SPAN Transportation policy and procedures which are attached hereto and incorporated herein as Exhibit `B" (herein after "the Policy"). The Riders shall remit the fare recited in this section at or prior to the time the service is rendered. 2.03. A Memorandum of Understanding has been established between the two entities to address situations when Riders call and request service that is outside or not identified as a covered area shown on Exhibit "A". SPAN may make a request to the City to temporarily or permanently amend the service area Exhibit "A". The amendment of Exhibit "A" can only be amended if both parties mutually agree in writing. 2.04. Riders may call in at least one (1) day in advance, but no more than two (2) weeks in advance, to set up appointments for pick-up and drop off by calling SPAN'S Transportation Office at 940-382-1900 weekdays between the hours of 8:00 a.m. and 2:00 p.m.; and 2.05. Demand response transit service is available between the hours of 7:00 a.m. and 6:00 p.m. Monday through Friday excluding Saturday, Sunday, major holidays and subject to capacity constraints and availability. Article III Schedule of Work SPAN agrees to complete the required services in accordance with the Project Schedule outlined in this Agreement. 3.01. SPAN shall provide all equipment, facilities, qualified employees, training, and insurance necessary to establish a demand response transit service for the Riders. SPAN shall further establish, operate, and maintain an accounting system for this program that will allow for a tracking of services provided to Riders and a review of the financial status of the program. SPAN shall also track and break down the information regarding the number of one-way trips it provides to Riders. SPAN shall adopt such policy and procedures to ensure safe and competitive public transportation services to Riders. 3.02. SPAN will be responsible for verifying and documenting the eligibility of Riders. SPAN reserves the right to determine on an individual basis whether SPAN has the capability to safely transport a passenger. In the event that safety is compromised, SPAN may decline transportation for this person and must document the reason why service was declined. 3.03. The CITY shall have the right to review the activities and financial records kept incident to the services provided to the Riders by SPAN under this Agreement. In addition, Page 2 Agreement for Services City of Coppell and SPAN, Inc. (TM 76500) SPAN shall provide monthly ridership information to the City Manager or his/her designee specifically identifying the number of Rider trips including rider origination, destination, and purpose. The sole purpose of such information is to determine whether to continue to contract with SPAN and to evaluate the Rider use. Article IV Compensation and Method of Payment 4.01. SPAN is receiving CARES Act, federal funding for transportation operations which will allow for 100% reimbursed billing without the need for local funding match from the CITY. SPAN demand response transportation will be provided to the CITY without fee for the entirety of the agreement or until CARES Act funding is expended. SPAN invoices will not be sent nor payments made by CITY for the entirety of the agreement or until CARES Act funding is expended. Article V Devotion of Time; Personnel; and Equipment 5.01. SPAN shall devote such time as reasonably necessary for the satisfactory performance of the services under this Agreement. Should City require additional services not included under this Agreement, SPAN shall make reasonable effort to provide such additional services within the time schedule without decreasing the effectiveness of the performance of services required under this Agreement, and shall be compensated for such additional services on a time and materials basis, in accordance with SPAN's standard hourly rate schedule, or as otherwise agreed between the Parties. 5.02. To the extent reasonably necessary for SPAN to perform the services under this Agreement, SPAN shall be authorized to engage the services of any agents, assistants, persons, or corporations that SPAN may deem proper to aid or assist in the performance of the services under this Agreement. SPAN shall provide written notice to and approval from City prior to engaging services not referenced in Exhibit "A". The cost of such personnel and assistance shall be included as part of the total compensation to be paid SPAN hereunder, and shall not otherwise be reimbursed by City unless otherwise agreed to in writing. 5.03. SPAN shall furnish the facilities, equipment and personnel necessary to perform the services required under this Agreement unless otherwise provided herein. Article VI Miscellaneous 6.01. Entire Agreement. This Agreement constitutes the sole and only agreement between the Parties and supersedes any prior understandings written or oral agreements between the Parties with respect to this subject matter. 6.02. Assi_ng ment. SPAN may not assign this Agreement without the prior written consent of City. In the event of an assignment by SPAN to which City has consented, the Page 3 Agreement for Services City of Coppell and SPAN, Inc. (TM 76500) assignee shall agree in writing with City to personally assume, perform, and be bound by all the covenants, and obligations contained in this Agreement. 6.03. Successors and Assigns. Subject to the provisions regarding assignment, this Agreement shall be binding on and inure to the benefit of the Parties to it and their respective heirs, executors, administrators, legal representatives, successors and assigns. 6.04. Governing Law. The laws of the State of Texas shall govern this Agreement without regard to any conflict of law rules; and venue for any action concerning this Agreement shall be in the State District Court of Dallas County, Texas. The Parties agree to submit to the personal and subject matter jurisdiction of said court. 6.05. Amendments. This Agreement may be amended by the mutual written agreement of the Parties. 6.06. 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. 6.07. Independent Contractor. It is understood and agreed by and between the Parties that SPAN, in satisfying the conditions of this Agreement, is acting independently, and that City assumes no responsibility or liabilities to any third parry in connection with these actions. All services to be performed by SPAN pursuant to this Agreement shall be in the capacity of an independent contractor, and not as an agent or employee of City. SPAN shall supervise the performance of its services and shall be entitled to control the manner and means by which its services are to be performed, subject to the terms of this Agreement. Nothing contained herein shall constitute or provide for as a waiver of the City's immunity under state or federal law. 6.08. 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 Parry 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 City: City Manager City of Coppell, Texas 255 E. Parkway Boulevard Coppell, Texas 75019 972.304.3673 — facsimile Page 4 Agreement for Services City of Coppell and SPAN, Inc. (TM 76500) With a copy to: Robert E. Hager Nichols, Jackson, Dillard, Hager & Smith, LLP 1800 Ross Tower 500 N. Akard Street Dallas, Texas 75201 214.965.0010 - facsimile If intended for SPAN: Michelle McMahon Executive Director SPAN, Inc. 1800 Malone Street Denton, Texas 76201 940.382.2224 — Office 6.09. Insurance. (a) SPAN shall during the term hereof maintain in full force and effect the following insurance: (1) a comprehensive commercial general liability policy of insurance for bodily injury, death and property damage insuring against all claims, demands or actions relating to SPAN's performance of services pursuant to this Agreement with a minimum combined single limit of not less than $1,000,000.00 per occurrence for injury to persons (including death), and for property damage with an aggregate of $2,000,000.00; (2) policy of automobile liability insurance covering any vehicles owned and/or operated by SPAN, its officers, agents, and employees, and used in the performance of this Agreement with policy limits of not less than $5,000,000.00 combined single limit and aggregate for bodily injury and property damage; (3) statutory Worker's Compensation Insurance at the statutory limits and Employers Liability covering all of SPAN's employees involved in the provision of services under this Agreement with policy limit of not less than $500,000.00; and (b) All policies of insurance shall be endorsed and contain the following provisions: (1) name City, its officers, and employees as additional insureds as to all applicable coverage with the exception of Workers Compensation Insurance; (2) provide for at least thirty (30) days prior written notice to City for cancellation of the insurance; (3) provide for a waiver of subrogation against City for injuries, including death, property damage, or any other loss to the extent the same is covered by the proceeds of insurance. SPAN shall provide written notice to City of any material change of or to the insurance required herein. Page 5 Agreement for Services City of Coppell and SPAN, Inc. (TM 76500) (c) All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least "A" by AM Best or other equivalent rating service. (d) A certificate of insurance and copies of the policy endorsements evidencing the required insurance shall be submitted prior to commencement of services and upon request by City. 6.10. In the event of conflict between this Agreement and the Policy, this Agreement shall control. In performing services under this Agreement, the relationship between the CITY and SPAN is that of an independent contractor. No term or provision of this Agreement or act of SPAN in the performance of this Agreement shall be construed as making SPAN the agent, servant, or employee of the CITY. It is expressly understood that the City assumes no operational supervision, control or oversight to the services provided under this agreement. City does not have any ownership or beneficial interest in the business; and does not share any profits or losses generated from the business. 6.11. Indemnification. CITY SHALL NOT BE LIABLE FOR ANY LOSS, DAMAGE, OR INJURY OF ANY KIND OR CHARACTER TO ANY PERSON OR PROPERTY ARISING FROM THE SERVICES OF SPAN PURSUANT TO THIS AGREEMENT. SPAN HEREBY WAIVES ALL CLAIMS AGAINST CITY, ITS OFFICERS, AGENTS AND EMPLOYEES (COLLECTIVELY REFERRED TO IN THIS SECTION AS "CITY") FOR DAMAGE TO ANY PROPERTY OR INJURY TO, OR DEATH OF, ANY PERSON ARISING AT ANY TIME AND FROM ANY CAUSE OTHER THAN THE NEGLIGENCE OR WILLFUL MISCONDUCT OF CITY OR BREACH OF CITY'S OBLIGATIONS HEREUNDER. SPAN AGREES TO INDEMNIFY AND SAVE HARMLESS CITY FROM AND AGAINST ANY AND ALL LIABILITIES, DAMAGES, CLAIMS, SUITS, COSTS (INCLUDING COURT COSTS, REASONABLE ATTORNEYS' FEES AND COSTS OF INVESTIGATION) AND ACTIONS OF ANY KIND BY REASON OF INJURY TO OR DEATH OF ANY PERSON OR DAMAGE TO OR LOSS OF PROPERTY TO THE EXTENT CAUSED BY SPAN'S NEGLIGENT PERFORMANCE OF SERVICES UNDER THIS AGREEMENT OR BY REASON OF ANY NEGLIGENT ACT OR OMISSION ON THE PART OF SPAN, ITS OFFICERS, DIRECTORS, SERVANTS, EMPLOYEES, REPRESENTATIVES, CONSULTANTS, LICENSEES, SUCCESSORS OR PERMITTED ASSIGNS (EXCEPT WHEN SUCH LIABILITY, CLAIMS, SUITS, COSTS, INJURIES, DEATHS OR DAMAGES ARISE FROM OR ARE ATTRIBUTED TO NEGLIGENCE OF CITY, IN WHOLE OR IN PART, IN WHICH CASE SPAN SHALL INDEMNIFY CITY ONLY TO THE EXTENT OR PROPORTION OF NEGLIGENCE ATTRIBUTED TO SPAN AS DETERMINED BY A COURT OR OTHER FORUM OF COMPETENT JURISDICTION). SPAN'S OBLIGATIONS UNDER THIS SECTION SHALL NOT BE LIMITED TO THE LIMITS OF COVERAGE OF INSURANCE MAINTAINED OR REQUIRED TO BE MAINTAINED BY SPAN UNDER THIS AGREEMENT. THIS PROVISION SHALL SURVIVE THE TERMINATION OF THIS AGREEMENT. 6.12. 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 Page 6 Agreement for Services City of Coppell and SPAN, Inc. (TM 76500) counterparts shall together constitute one and the same instrument. Each counterpart may consist of any number of copies hereof each signed by less than all, but together signed by all of the Parties hereto. 6.13. Exhibits. The exhibits attached hereto are incorporated herein and made a part hereof for all purposes. 6.14. 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. [Signature Page to Follow] Page 7 Agreement for Services City of Coppell and SPAN, Inc. (TM 76500) EXECUTED this day of , 2020. CITY OF COPPELL, TEXAS By: Karen Selbo Hunt, Mayor ATTEST: Christel Pettinos, City Secretary APPROVED AS TO FORM: Robert E. Hager, City Attorney EXECUTED this day of , 2020. SPAN, INC. dba SPAN, INC. Name: Title: Page 8 Agreement for Services City of Coppell and SPAN, Inc. (TM 76500) City of Coppell, Texas C',P FE L File ID: 2020-5310 Version: 1 File Name: Budget Amendment 09-2020 Master File Number: 2020-5310 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Agenda Ready In Control: Finance File Created: 09/14/2020 Final Action: Title: Consider approval of an Ordinance of the City of Coppell, Texas, amending Ordinance No. 2019-1520, the budget for Fiscal Year October 1, 2019 through September 30, 2020, and authorizing the Mayor to sign. Notes: Sponsors: Attachments: Memo Budget Amendment September 22, 2020.pdf, Budget Amendment September 22, 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 2020-5310 Title Consider approval of an Ordinance of the City of Coppell, Texas, amending Ordinance No. 2019-1520, the budget for Fiscal Year October 1, 2019 through September 30, 2020, and authorizing the Mayor to sign. Summary See attached memorandum. Fiscal Impact: Staff Recommendation: The Finance Department recommends approval. City of Coppell, Texas Page 1 Printed on 9/18/2020 Master Continued (2020-5310) Goal Icon: S ust iiiinu llbllle City Goveirinirneirit City of Coppell, Texas Page 2 Printed on 9/18/2020 T H �E' , 8',, a r y 0- F CO,PPEL,L J� Wx MEMORANDUM To: Mayor and City Council From: Jennifer Miller, Director of Finance Date: September 22, 2020 Reference: Budget Amendment for Fiscal Year 2019-20 2030: Sustainable City Government Introduction: This budget amendment is being brought forward to reflect changes to the revenues and expenditures of the City of Coppell for the fiscal year 2019-20. Analysis: Cl. -nernl Fund General Fund Revenues are being increased $10,334,164. Sales Tax Revenue ($6,766,580), the transfer in from CRDC. ($460,000), Franchise Tax Revenue ($1,157,000), Interest Earnings ($375,000), Building Permits ($150,000) and the Grant for the Firefighters and CARES Act Funding ($1,600,000) are the primary sources of the revenue increase. These revenue sources were decreased in anticipation of the impact COVID 19 would have on the City's resources. That decrease did not materialize. These revenue sources are being amended back to the original budgeted amounts. General Fund expenditures are not changing. Debt Service Fund Revenues are being amended to reflect actual collections. FEMA Fund This fund is being used to account for expenditures related to COVID 19. The revenues and expenditures are being amended for the CARES Act funding the City received from Dallas County and the expenditures are associated with COVID19. 1 Hotel/Motel Fund Revenues are being increased due to the opening of additional hotels and collections from short term rentals. Expenditures are being amended for expenditures associated with the establishment of the Coppell Arts & Heritage Foundation. Municipal Drainage District Fund Revenues are being amended for anticipated collections. Rolling Oaks Memorial Cemetery Revenues are being amended for anticipated collections. Expenditures are being amended for an increase in pricing of services provided to the City and at -need services. Donations Special Revenue Fund Revenues are being amended for anticipated donations. Parks Special Revenue Fund Expenditures are being decreased to the amount of resources available in the fund. CRDC - Special Revenue CRDC revenues are being increased $1,322,347 as a result of not experiencing the anticipated decline in sales tax revenue due to the COVID 19 pandemic. Expenditures are being amended for a change order to the installation of MacArthur Boulevard trail, approved by Council on August 25, 2020, and the increase to the transfer to the General Fund. Police Special Revenue Fund Revenues are being amended in the amount of forfeitures recognized. Crime Prevention Fund Crime Control revenues are being increased $1,833,585 as a result of not experiencing the anticipated decline in sales tax revenue due to the COVID 19 pandemic. Juvenile Case Manager Special Revenue Fund Revenues are being amended the reflect the decrease in anticipated collections. Municipal Court Tech Fund Expenditures are being amended for costs associated with the Incode project (software conversion). Infrastructure Maintenance Fund IMF revenues are being increased $2,582,180 as a result of not experiencing the anticipated decline in sales tax revenue due to the COVID 19 pandemic. Water and Sewer Fund Revenues are being reduced due to water and sewer sales not being as much as originally budgeted. Expenditures are being increased for the increase experienced in water line relocation services. 2 Self -Funded Health Insurance Fund Revenues and expenditures are both being decreased. Revenues due to vacancies not being filled which results in a decrease in the amounts transferred to the fund. Expenditures are being reduced due to claims being less than anticipated. Capital Replacement Fund Revenues are being amended the reflect an increase in interest earnings. Legal Review: The agenda item was reviewed by legal as part of the agenda packet. Fiscal Impact: Recommendation: The Finance Department recommends approval of this agenda item. ORDINANCE NO. AN ORDINANCE OF THE CITY OF COPPELL, TEXAS APPROVING AN AMENDMENT TO THE BUDGET FOR THE CITY FOR THE FISCAL YEAR OCTOBER 1, 2019 THROUGH SEPTEMBER 30,2020; PROVIDING THAT EXPENDITURES FOR SAID FISCAL YEAR SHALL BE MADE IN ACCORDANCE WITH SAID BUDGET; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the Budget Officer of the City of Coppell, Texas, did on the 5th day of August 2019, file with the City Secretary, a proposed general budget for the City covering the fiscal year aforesaid, and WHEREAS, the City Council of the City of Coppell approved said budget on the 10th day of September 2019, and WHEREAS, the governing body of the City has this date considered an amendment to said budget; NOW, THEREFORE BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS: SECTION 1. That Section No. 2 of Ordinance No. 2019-1520, for the 2019-20 Fiscal Year Budget, is hereby amended as follows: General Fund Current Budget Amending Budget Change Revenues $65,002,975 $75,337,139 $10,334,164 Net Increase in Undesignated Fund Balance 10.334.164 Debt Service Fund Current Budget Amending Budget Change Revenues $8,632,117 $8,753,700 $121,583 Net Increase in Projected Fund Balance 121 583 FEMA Fund Current Budget Amending Budge Change Revenues $-0- $2,031,835 $2,031,835 Expenditures -0- 2,031,835 2,031,835 Net Increase in Projected Fund Balance $ -0- Hotel/Motel Current Budget Amending Budge Change Revenues $6,000 $202,000 $196,000 Expenditures -0- 10,000 10,000 Net Increase in Projected Fund Balance M-6000 Municipal Drainage Dist Current Budget Amending Budget Change Revenues $235,000 $266,000 $31,500 Net Increase in Projected Fund Balance 31 500 Rolling Oaks Current Budget Amending Budd Change Revenues $861,667 $1,051,667 $190,000 Expenditures 892,781 1,088,781 196,000 Net Decrease in Projected Fund Balance 6 000 Donations Current Budget Amending Budge Change Revenues $38,001 $54,001 $16,000 Net Increase in Projected Fund Balance 16 000 Parks Current Budget Amending Budget Change Expenditures 382,685 361,090 $(21,595) Net Increase in Projected Fund Balance 21 595 CRDC Special Rev Current Budget Amending Budget Change Revenues $7,952,653 $9,275,000 $1,322,347 Expenditures 14,778,204 15,355,819 577,615 Net Increase in Projected Fund Balance 744 732 Police Spec. Rev. Fund Current Budget Amending Budget Change Revenues $22,200 $23,413 $1,213 Net Increase in Projected Fund Balance R-213 Crime Control Current Budget Amending Budge Change Revenues $4,391,415 $6,225,000 $1,833,585 Net Increase in Projected Fund Balance 1 833 585 Juvenile Cash Management Current Budget Amending Budd Change Revenues $46,000 $34,500 $11,500 Net Decrease in Projected Fund Balance 11 500 Municipal Court Tech Current Budget Amending Budd Change Expenditures $87,773 $103,773 $16,000 Net Decrease in Projected Fund Balance 16 000 Infrastructure Maint. Fund Current Budget Amending Budd Change Revenues $7,602,820 $10,185,000 $2,582,180 Net Increase in Projected Fund Balance 2 582 180 Water/Sewer Fund Current Budget Amending Budge Change Revenues $20,393,013 $20,246,184 $ (146,829) Expenses Utility Operations 3,491,545 3,526,545 35,000 Direct Cost of Water 6,572,454 6,246,106 (326,348) Direct Cost of Sewer 4,700,745 3,698,778 (1,001,967) Net Increase in Projected Retained Earnings 1.146.486 Self -Insurance Fund Current Budget Revenues $8,468,569 Expenditures 7,050,182 Net Decrease in Projected Retained Earnings Capital Replacement Fund Current Budget Revenues $1,925,777 Net Increase in Projected Fund Balance SECTION 2. EFFECTIVE DATE. Amending Budget Change $6,073,894 $(2,394,675) 6,058,906 (991,276) 1 403 399 Amending Budget Change $1,975,777 $25,000 25 000 That this ordinance shall become effective immediately from and after its passage as the law and charter in such cases provide. DULY PASSED and adopted by the City Council of the City of Coppell, Texas, on the 22nd day of September 2020. APPROVED: KAREN SELBO HUNT, MAYOR ATTEST: CHRISTEL PETTINOS, CITY SECRETARY APPROVED AS TO FORM: CITY ATTORNEY C',P FE L File ID: 2020-5309 Version: 1 City of Coppell, Texas Master File Number: 2020-5309 Type: Resolution Reference: File Name: CARES Funds - Business Rent Assistance Program 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Agenda Ready In Control: City Council File Created: 09/14/2020 Final Action: Title: Consider approval of two Resolutions amending and approving the City of Coppell's allocation of funds from the CARES Act for local businesses and social services; and authorizing the Mayor to sign. Notes: Sponsors: Attachments: Memo - New Business Assistance program.pdf, Resolution -Approving Business Assistance Grant.pdf, Resolution - Approving school related expenditures. 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 2020-5309 Title Consider approval of two Resolutions amending and approving the City of Coppell's allocation of funds from the CARES Act for local businesses and social services; and authorizing the Mayor to sign. Summary City staff would like to re -allocate the funds dedicated to the Business Retrofit Grant Program and the Restaurant Assistance Program to a new Rent Assistance Program for Coppell businesses, the Coppell Fire Department and the Carrollton -Farmers Branch ISD. Approximately $1.4 million of the CARES Act funds would be utilized for these new uses. Fiscal Impact: Funding for the CARES ACT Grant Program is being provided by the Federal Government City of Coppell, Texas Page 1 Printed on 9/18/2020 Master Continued (2020-5309) through the State of Texas and Dallas County. Staff Recommendation: Staff recommends approval. Goal Icon: usliiuicss III'°'uimcsll4uimlii'y City of Coppell, Texas Page 2 Printed on 9/18/2020 MEMORANDUM To: Mayor and City Council From: Vicki Chiavetta, Deputy City Manager and Mindi Hurley, Director of Community Development Date: September 22, 2020 Reference: Consider approval of two Resolutions amending and approving the City of Coppell's allocation of funds from the CARES Act for local businesses and social services; and authorizing the Mayor to sign. Introduction: Dallas County and Denton County provided CARES Act Funding to municipalities in their respective counties to assist with expenditures related to COVID-19. The City of Coppell received a total of $2,273,700, which was based on $55 per resident in the City. The City allocated $1,650,000 of those funds to two business assistance grant programs. One program was a Restaurant Assistance Grant Program that awarded grants to qualifying restaurants based on occupancy load. The other program was a Business Retrofit Grant Program that reimbursed businesses for expenditures they incurred making their services safer for their employees and customers. After two rounds of grant submittals, the City has only awarded $199,123.14 in grants. Numerous businesses have asked for other forms of monetary support because they do not meet the criteria to apply for the two existing grant programs. Staff would like to issue as many grants to our businesses as possible in the next two months because Dallas County has recently stated that all CARES funds that have not been spent must be turned back into Dallas County by November 30, 2020. Asa result, if City Council is agreeable, staff would like to re -allocate the remaining funds for a new grant program. Staff would also like to re -allocate some of the remaining funds for two other important uses. 1 The following are recommendations for City Council to consider as a re -allocation of the remaining $1,450,876.86: CARROLLTON-FARMERS BRANCH ISD: Staff is asking that $50,000 of funding originally allocated to the Business Assistance Program instead be dispersed to Carrollton -Farmers Branch Independent School District (CFBISD) to help reimburse them for costs associated with Operation Connectivity, which provides distance learning for students in response to COVID-19. Operation Connectivity is an initiative to ensure that every student has a device suitable for virtual instruction and internet access. The Carrolton -Farmers Branch Independent School District (CFBISD) has purchased 500 hotspots, 12,814 Chromebooks, and 3,641 iPads to provide their students with these tools. While most CFBISD students live outside of Coppell, the district identified 411 students with home addresses located within the City. Staff is recommending supporting the CFBISD by reimbursing the district for costs associated with providing distance learning for students who reside within Coppell. Per the Treasury Department's Coronavirus Relief Fund Frequently Asked Questions updated as of September 2nd, a unit of local government receiving a Fund payment may transfer funds to another unit of government "provided that the transfer qualifies as a necessary expenditure incurred due to the public health emergency and meets the other criteria of section 601(d) of the Social Security Act outlined in the Guidance." The FAQ further states that "payments from the Fund may be used to cover costs associated with providing distance learning (e.g., the cost of laptops to provide to students). COPPELL FIRE DEPARTMENT: The City would like to re -allocate $77,162.32 of funding originally allocated to the Business Assistance Program to purchase four Stryker's LUCAS 3, v3.1 Chest Compression Systems and associated equipment and services for use by the City of Coppell's Fire Department personnel. In April of 2020 the American Heart Association, in collaboration with seven other national medical associations, published interim guidance for providing basic and advanced life support for individuals with suspected or confirmed COVID-19. As "COVID-19 is highly transmissible, particularly during resuscitation, and carries a high morbidity and mortality," it was recommended that health care providers "consider replacing manual chest compressions with mechanical CPR devices to reduce the number of rescuers required for adults and adolescents who meet the manufacturers height and weight criteria" in order to protect frontline workers and avoid further straining the workforce available by reducing the risk of unnecessary exposure. BUSINESS RENT/MORTGAGE ASSISTANCE PROGRAM: As mentioned above, staff has received several requests from a variety of businesses in Coppell to provide monetary assistance in a form other than the Restaurant Assistance Grant and the Business 2 Retrofit Grant. The majority of businesses have requested rent/mortgage assistance. Therefore, staff is recommending using the remaining $1,323,714.54 in funds for a Business Rent/Mortgage Assistance Program. The following is the proposed grant program for businesses: Business Rent/Mortgage Assistance Grant - Any small business, as defined by the Small Business Administration, located in the city limits of Coppell with a physical storefront may apply for rent/mortgage assistance. Each business will be awarded $5,000 if they meet the following criteria: • The business must be located within the city limits of Coppell and must be in current compliance with the City of Coppell Code of Ordinances, including all applicable zoning and land use ordinances; • The business must have a physical store front in the City of Coppell; • The business must have a current utility bill showing a Coppell address for the business; • The business must not be in any litigation with the City of Coppell or the County in which they are located; • The business must demonstrate that they have endured a 10% or greater reduction in sales/business for at least two months after March 1, 2020 due to the COVID-19 pandemic. There will be a continuous call for applications until all funds have been distributed. Staff will review applications once per week. A business may qualify for this program even if they have previously received a grant from the City of Coppell, but businesses that have not previously received a grant will be given higher priority when considering applications. Businesses will also be responsible for turning in all necessary paperwork by a specified date in order to receive their grant. With the remaining funds for the program, the City should be able to issue Business Rent/Mortgage Assistance Grants to approximately 264 businesses. Legal Review: The City Attorney has reviewed the resolutions. Fiscal Impact: Funding for the CARES ACT Grant Program is being provided by the Federal Government through the State of Texas and Dallas County. Recommendation: Staff recommends approval of the resolutions. RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS, AMENDING ITS CARES ACT COVID-19 FUNDING OF LOCAL BUSINESSES THROUGH PROGRAM GRANTS UNDER THE TERMS AND CONDITIONS AS SET FORTH IN EXHIBIT "A", WHICH IS ATTACHED HERETO AND INCORPORATED HEREIN, FOR QUALIFYING LOCAL BUSINESSES IMPACTED BY THE COVID-19 PANDEMIC, AS AUTHORIZED BY CARES ACT; AND APPROVING THE REMAINDER OF $1,650,000.00, AND ANY OTHER REMAINING ELIGIBLE AND ALLOCATED FUNDING MAY BE USED IN ACCORDANCE WITH AMENDED PROGRAM GRANTS; PROVIDING FOR A GRANT AGREEMENT BY AND BETWEEN COPPELL; AND, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the State of Texas through the Dallas and Denton Counties has committed funds from the United States Treasury Department under the Coronavirus Aid, Relief, and Economic Security Act also known as the "CARES Act"; and, WHEREAS, the City of Coppell is a local government defined by the Texas Government Code § 791.003(4)(A) and has been providing funding from Dallas and Denton Counties to administer and provide grants in conformity with Federal, State and County requirements and desires to enter into this Agreement within the qualifying entities by receiving funding; and, WHEREAS, the City of Coppell has adopted a Resolution to provide funding from the Counties for the administration and distribution of a portion of funds to local businesses as authorized by CARES Act; and, WHEREAS, the City of Coppell desires to expand the use of available funds to be used as local business rent support which is within the statutory and administrative guidelines for CARES Act funding. WHEREAS, the City Council of the City of Coppell finds it to be in the public interest to amend and expanding for local funding to qualified entities and business located and/or serving in Coppell, Texas. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS, THAT: SECTION 1. That the City Council of the City of Coppell, Texas, hereby amends its CARES Act COVID-19 funding of local businesses through Program Grants under the terms and conditions as set forth in Exhibit "A", which is attached hereto and incorporated herein, for qualifying local businesses impacted by the COVID-19 pandemic, as authorized by CARES Act. TM 117934 SECTION 2. That the City Council of the City of Coppell approves the remainder of $1,650,000.00, and any other remaining eligible and allocated funding may be used in accordance with amended Program Grants, subject to execution of the appropriate documents with the qualifying entities or businesses as set forth in the amended Program Grants (Exhibit A). SECTION 3. That the City Council approves and authorize the City Manager or designee to administer said Program under the terms and conditions set forth herein; and, to make such accounting and administration that is necessary to fulfill the requirements of the CARES Act and any regulations or rules adopted. SECTION 4. This Resolution shall become effective immediately upon its passage. DULY RESOLVED AND ADOPTED by the City Council of the City of Coppell, Texas, on the day of October, 2020 APPROVED: KAREN SELBO HUNT, MAYOR ATTEST: CHRISTEL PETTINOS, CITY SECRETARY APPROVED AS TO FORM: ROBERT HAGER, CITY ATTORNEY TM 117934 EXHIBIT "A" (Following page) Coppell Cares Business Rent/Mortgage Assistance Grant Program Purpose: The Business Rent/Mortgage Assistance Grant Program is designed to assist small businesses who have endured financial distress due to COVID-19. This grant program will replace the Coppell Cares Restaurant Assistance Grant and the Coppell Cares Business Retrofit Grant. This new business assistance program is designed to aid small businesses with their rent/mortgage. The Coppell CARES Rent/Mortgage Assistance Grant will grant all eligible small businesses, as defined by the SBA, with a maximum grant of $5,000. The business must meet specific criteria detailed below to qualify for the grant. The City of Coppell is dedicating $1,323,714.54 to the Coppell Cares Business Rent/Mortgage Assistance Grant Program. Businesses that apply and meet the qualifying criteria will be awarded a maximum of $5,000 to use for rent or mortgage payments. Businesses may only receive this grant one time. To qualify, a business: • Must be located within the city limits of Coppell and must be in current compliance with the City of Coppell Code of Ordinances, including all applicable zoning and land use ordinances; • Must not be in any litigation with the City of Coppell or the County in which they are located; • Must have a physical store front in the City of Coppell; • Must have a current utility bill showing a Coppell address for the business; • Must demonstrate that they have endured a 10% or greater reduction in sales/business for at least two months after March 1, 2020 due to the COVID-19 pandemic. The following documentation must be provided by the business at the time of application: • A completed application. • A signed Affidavit of Eligibility and Liability Release Agreement. • A copy of the Certificate of Occupancy for the business. • A copy of a current utility bill showing a Coppell address for the business. There will be a continuous call for applications until all funds have been distributed. Staff will review applications once per week. A business may qualify for this program even if they have previously received a grant from the City of Coppell, but businesses that have not previously received a grant will be given higher priority when considering applications. Businesses will also be responsible for turning in all necessary paperwork by a specified date in order to receive their grant. Applicants will be notified once their grant is approved. At that time, additional paperwork will be sent to applicant to complete before payment can be made. *** Please be aware that grants are considered gross income that is taxable to a business receiving the grant under the Internal Revenue Code.*** If you have questions, please email Mindi Hurley at mhurley@coppelltx.gov. Coppell Cares Business Rent/Mortgage Assistance Grant Program Application Date of Application: Name of Business: Business Address: Business Phone Number: Business Website: Number of Years in Service in Coppell: Owner Name: Owner Email Address: Owner Phone Number: General Manager Name: General Manager Email Address: General Manager Phone Number: Square Footage of Your Business: Number of Employees at the Coppell Location: Is the Business Currently Open and Operating: Please list revenue for each of the following months for the past two years: Year February March April May June July August 2019 2020 Have you applied for any other program, loans and/or grants since March 1, 2020: Yes No If yes to the question above, please list all programs, loans and/or grants that have been applied for and the application status by indicating the following: a) received, b) denied or c) pending: Program/Loan/Grant Status Is Business in current compliance with all City of Coppell Code of Ordinances, including all applicable zoning and land use ordinances: The information provided will be kept confidential. By signing below, you declare that you are authorized to apply for this grant on behalf of the restaurant and that all the information provided is truthful to the best of your knowledge. You also understand that if any of the information provided is determined to be incorrect after an award is granted, applicant may be required to repay the full amount of the grant. Applicant Signature 1iliT 0".1T Title E -Mail Address & Phone Number Date STATE OF TEXAS § COUNTY OF DALLAS § Affidavit of Eligibility and Liability Release Agreement BEFORE ME, the undersigned authority, on this day personally appeared , and upon his/her oath deposed and stated as follows: This Affidavit of Eligibility and Liability Release Agreement ("Affidavit/Release" or "Agreement") to the City of Coppell, Texas ("City") as a legal representative of (the "Company"), with the understanding that this Affidavit/Release will be relied upon by the City (and the other City Persons) in connection with the Company's application for financial assistance (the "Application") under the Coppell Cares Business Retrofit Grant Program (the "Program"). Company acknowledges and agrees that there is adequate, sufficient, and good and valuable consideration for this Affidavit/Release. Compliance: 1. Company is in compliance with, and will continue to comply with all the rules, regulations, terms and conditions set forth in the Application, and with all laws, rules and regulations pertaining to the Application and the Program; that all information provided to the City now and in the future has been and will be true, accurate, and complete. Company has not perpetrated and will not perpetrate any fraud or deception in connection with the Program. Company has not sought to influence the outcome of the Application and is submitting this Agreement as expressly required under the Program's criteria. 2. Company understands that the City or its agents may be required to advise the United States Internal Revenue Service of the value of any Program grant awarded to the Company, and in connection therewith, a completed Form W-9 is attached hereto. I acknowledge and agree that I may be subject to taxation in connection with a Program grant and will pay any and all such taxes when due. Release, Indemnity and Hold Harmless: 3. COMPANY HEREBY RELEASESS, WAIVE, ACQUITS, FOREVER DISCHARGES, AND COVENANTS NOT TO SUE THE CITY OR ANY OF THE CITY'S OFFICIALS, OFFICERS, EMPLOYEES, AGENTS OR VOLUNTEERS, IN EITHER THEIR OFFICIAL OR PRIVATE CAPACITIES (COLLECTIVELY, "CITY PERSONS"), FOR AND/OR FROM ANY AND ALL CLAIMS, LIABILITY, DEMANDS, LOSSES, HARM, ACTIONS, SUITS, JUDGMENTS, PENALTIES, FEES, COSTS AND EXPENSES WHATSOEVER, (COLLECTIVELY, "CLAIMS"), WHICH THE COMPANY MAY NOW OR HEREAFTER BE ENTITLED TO ASSERT, ARISING OUT OF, CAUSED BY, IN CONNECTION WITH, OR RELATED TO, THE PROGRAM, OR MY POSSESSION, ACCEPTANCE, USE, OR MISUSE THEREOF, OR ANY OF MY OTHER ACTS OR OMISSIONS IN CONNECTION THEREWITH, INCLUDING, BUT NOT LIMITED TO, DEATH, ILLNESS, INJURY, LOSS OF ENJOYMENT, PROPERTY DAMAGE OR DESTRUCTION, OR OTHER HARM OR LOSS OF ANY NATURE, AND ANY AND ALL ANY TAXES LEVIED, ASSESSED OR COLLECTED, AND FURTHER INCLUDING, WITHOUT LIMITATION, ANY AND ALL CLAIMS WHICH ARISE OUT OF, ARE RELATE TO, OR ARE CAUSED BY, IN WHOLE OR IN PART, ANY NEGLIGENT ACT OR OMISSION OF THE CITY OR ANY CITY PERSONS OR ANY OTHER PERSONS, OR ANY ACT OR OMISSION OF THE CITY, ANY CITY PERSONS, OR ANY OTHER PERSONS, THAT WOULD GIVE RISE TO STRICT LIABILITY OF ANY KIND. Company has voluntarily chosen to submit its Application and hereby accepts Program grant funds, subject to eligibility, and AGREES TO ASSUME ANY AND ALL RISKS with respect to any harm, damage, injury, incident, action, occurrence or activity which may occur in connection with or result from the Application and/or Program Grant, and/or Company's acceptance, use, misuse, or possession thereof. 4. FURTHER, COMPANY HEREBY AGREES TO DEFEND, INDEMNIFY AND HOLD HARMLESS THE CITY AND ALL CITY PERSONS FROM AND AGAINST ANY AND ALL CLAIMS, INCLUDING, WITHOUT LIMITATION, COURT COSTS AND ATTORNEY'S FEES (NOT TO EXCEED $350.00 PER HOUR), THAT MAY ARISE OUT OF, RESULT FROM, OR BE INCURRED DUE TO THE SUBMISSION OF COMPANY'S APPLICATION OR ITS PARTIPCATION IN THE PROGRAM, ACCEPTANCE OF A PROGRAM GRANT, ACCEPTANCE, USE, MISUSE OR POSSESION THEROF, OR ANY ACTS OR OMISSIONS IN CONNECTION THEREWITH. SUCH DEFENSE, INDEMNITY AND HOLD HARMLESS SHALL AND DOES INCLUDE CLAIMS ALLEGED OR FOUND TO HAVE BEEN CAUSED IN WHOLE OR IN PART BY THE NEGLIGENCE OF THE CITY, ANY CITY PERSONS, OR ANY OTHER PERSONS, OR BY ANY ACT OR OMISSION OF THE CITY, ANY CITY PERSONS, OR ANY OTHER PERSONS, THAT WOULD GIVE RISE TO STRICT LIABILITY OF ANY KIND. 5. It is the Company's express intent that this Affidavit/Release shall bind the Company, its agents, heirs, assigns, successors and legal representative(s), and shall be deemed as a RELEASE, WAIVER, DISCHARGE, AND COVENANT NOT TO SUE the City and all other City Persons (identified herein, including paragraph 3 hereof) for any and all purposes. 6. COMPANY UNDERSTANDS THAT THIS IS A LEGAL DOCUMENT AND THAT BY SIGNING IT, AMONG OTHER THINGS, COMPANY GIVES UP ITS RIGHT TO SUE OR OTHERWISE MAKE A CLAIM against the City and all other City Persons, as set forth herein. Representations: 7. I certify that I am a properly authorized official or agent of the Company and have the necessary legal authority to execute this Affidavit of Eligibility and Liability Release Agreement on the Company's behalf. 8. Company is not in any type or manner of litigation or contemplating litigation with the City or County of Dallas. 9. Company is currently operating with its principal place of business within the corporate limits of the City. Miscellaneous Provisions: 10. Company agrees to return, immediately upon demand by the City, any and all Program grant funds that have been or may be awarded if any statement, certification, or representation made in this Affidavit/Release is discovered or believed to be false or misleading, and Company acknowledges and agrees that all available legal, equitable and other rights and remedies may be pursued against it in connection therewith. Company represents and affirms that this Affidavit/Release does not conflict with any other commitments or obligations on its part. 11. Except for the Application and Program eligibility criteria, this Affidavit/Release constitutes the entire Agreement between Company and the City with respect to the matters described herein, and supersedes any and all other agreements and communications, oral or written, between Company and the City, any City Persons, or any other Persons. This Agreement may not be amended or supplemented except by a (paper) writing signed by the Company and the City. 12. The section and subsection headings contained herein are for convenience only and shall not be used in interpretation of this Agreement and are not intended to define or limit the scope of any provision of this Agreement. For purposes of this Agreement, "including" is a term of enlargement and not of limitation or exclusive enumeration, and use of the term does not create a presumption that components not expressed are excluded. 13. Company signs and makes this Affidavit/Release voluntarily, freely, and knowingly, and it has not relied upon any representations made by the City or any City Person in signing this Affidavit/Release. 14. This Affidavit/Release shall be governed by and construed according to the laws of the State of Texas (without reference to the choice of laws provisions of any jurisdiction), and venue for all matters, claims, or proceedings hereunder shall lie exclusively in Dallas County, Texas. 15. The provisions of this Affidavit/Release are severable, and if any provision hereof is held to be illegal, invalid or unenforceable under present or future constitution or laws, such provision shall be fully severable and this Affidavit/Release shall be construed and enforced as if such illegal, invalid or unenforceable provision is not a part hereof, and the remaining provisions hereof shall remain in full force and effect. COMPANY CERTIFIES IT HAS READ THIS AFFIDAVIT/RELEASE, HAS FULLY INFORMED ITSELF OF ITS CONTENTS BEFORE EXECUTION, AND UNDERSTANDS ALL OF ITS TERMS, PROVIISONS, AND CONDITIONS. COMPANY HEREBY REPRESENTS AND WARRANTS THAT ALL STATEMENTS MADE IN THIS AFFIDAVIT/RLEASE ARE TRUE, ACCURATE AND COMPLETE. [Signature Page to Follow] Signature: Title: Name: Company address: Date: STATE OF TEXAS § COUNTY OF DENTON § Affidavit of Eligibility and Liability Release Agreement BEFORE ME, the undersigned authority, on this day personally appeared , and upon his/her oath deposed and stated as follows: This Affidavit of Eligibility and Liability Release Agreement ("Affidavit/Release" or "Agreement") to the City of Coppell, Texas ("City") as a legal representative of (the "Company"), with the understanding that this Affidavit/Release will be relied upon by the City (and the other City Persons) in connection with the Company's application for financial assistance (the "Application") under the Coppell Cares Business Retrofit Grant Program (the "Program"). Company acknowledges and agrees that there is adequate, sufficient, and good and valuable consideration for this Affidavit/Release. Compliance: 1. Company is in compliance with, and will continue to comply with all the rules, regulations, terms and conditions set forth in the Application, and with all laws, rules and regulations pertaining to the Application and the Program; that all information provided to the City now and in the future has been and will be true, accurate, and complete. Company has not perpetrated and will not perpetrate any fraud or deception in connection with the Program. Company has not sought to influence the outcome of the Application and is submitting this Agreement as expressly required under the Program's criteria. 2. Company understands that the City or its agents may be required to advise the United States Internal Revenue Service of the value of any Program grant awarded to the Company, and in connection therewith, a completed Form W-9 is attached hereto. I acknowledge and agree that I may be subject to taxation in connection with a Program grant and will pay any and all such taxes when due. Release, Indemnity and Hold Harmless: 3. COMPANY HEREBY RELEASESS, WAIVE, ACQUITS, FOREVER DISCHARGES, AND COVENANTS NOT TO SUE THE CITY OR ANY OF THE CITY'S OFFICIALS, OFFICERS, EMPLOYEES, AGENTS OR VOLUNTEERS, IN EITHER THEIR OFFICIAL OR PRIVATE CAPACITIES (COLLECTIVELY, "CITY PERSONS"), FOR AND/OR FROM ANY AND ALL CLAIMS, LIABILITY, DEMANDS, LOSSES, HARM, ACTIONS, SUITS, JUDGMENTS, PENALTIES, FEES, COSTS AND EXPENSES WHATSOEVER, (COLLECTIVELY, "CLAIMS"), WHICH THE COMPANY MAY NOW OR HEREAFTER BE ENTITLED TO ASSERT, ARISING OUT OF, CAUSED BY, IN CONNECTION WITH, OR RELATED TO, THE PROGRAM, OR MY POSSESSION, ACCEPTANCE, USE, OR MISUSE THEREOF, OR ANY OF MY OTHER ACTS OR OMISSIONS IN CONNECTION THEREWITH, INCLUDING, BUT NOT LIMITED TO, DEATH, ILLNESS, INJURY, LOSS OF ENJOYMENT, PROPERTY DAMAGE OR DESTRUCTION, OR OTHER HARM OR LOSS OF ANY NATURE, AND ANY AND ALL ANY TAXES LEVIED, ASSESSED OR COLLECTED, AND FURTHER INCLUDING, WITHOUT LIMITATION, ANY AND ALL CLAIMS WHICH ARISE OUT OF, ARE RELATE TO, OR ARE CAUSED BY, IN WHOLE OR IN PART, ANY NEGLIGENT ACT OR OMISSION OF THE CITY OR ANY CITY PERSONS OR ANY OTHER PERSONS, OR ANY ACT OR OMISSION OF THE CITY, ANY CITY PERSONS, OR ANY OTHER PERSONS, THAT WOULD GIVE RISE TO STRICT LIABILITY OF ANY KIND. Company has voluntarily chosen to submit its Application and hereby accepts Program grant funds, subject to eligibility, and AGREES TO ASSUME ANY AND ALL RISKS with respect to any harm, damage, injury, incident, action, occurrence or activity which may occur in connection with or result from the Application and/or Program Grant, and/or Company's acceptance, use, misuse, or possession thereof. 4. FURTHER, COMPANY HEREBY AGREES TO DEFEND, INDEMNIFY AND HOLD HARMLESS THE CITY AND ALL CITY PERSONS FROM AND AGAINST ANY AND ALL CLAIMS, INCLUDING, WITHOUT LIMITATION, COURT COSTS AND ATTORNEY'S FEES (NOT TO EXCEED $350.00 PER HOUR), THAT MAY ARISE OUT OF, RESULT FROM, OR BE INCURRED DUE TO THE SUBMISSION OF COMPANY'S APPLICATION OR ITS PARTIPCATION IN THE PROGRAM, ACCEPTANCE OF A PROGRAM GRANT, ACCEPTANCE, USE, MISUSE OR POSSESION THEROF, OR ANY ACTS OR OMISSIONS IN CONNECTION THEREWITH. SUCH DEFENSE, INDEMNITY AND HOLD HARMLESS SHALL AND DOES INCLUDE CLAIMS ALLEGED OR FOUND TO HAVE BEEN CAUSED IN WHOLE OR IN PART BY THE NEGLIGENCE OF THE CITY, ANY CITY PERSONS, OR ANY OTHER PERSONS, OR BY ANY ACT OR OMISSION OF THE CITY, ANY CITY PERSONS, OR ANY OTHER PERSONS, THAT WOULD GIVE RISE TO STRICT LIABILITY OF ANY KIND. 5. It is the Company's express intent that this Affidavit/Release shall bind the Company, its agents, heirs, assigns, successors and legal representative(s), and shall be deemed as a RELEASE, WAIVER, DISCHARGE, AND COVENANT NOT TO SUE the City and all other City Persons (identified herein, including paragraph 3 hereof) for any and all purposes. 6. COMPANY UNDERSTANDS THAT THIS IS A LEGAL DOCUMENT AND THAT BY SIGNING IT, AMONG OTHER THINGS, COMPANY GIVES UP ITS RIGHT TO SUE OR OTHERWISE MAKE A CLAIM against the City and all other City Persons, as set forth herein. Representations: 7. I certify that I am a properly authorized official or agent of the Company and have the necessary legal authority to execute this Affidavit of Eligibility and Liability Release Agreement on the Company's behalf. 8. Company is not in any type or manner of litigation or contemplating litigation with the City or County of Denton. 9. Company is currently operating with its principal place of business within the corporate limits of the City. Miscellaneous Provisions: 10. Company agrees to return, immediately upon demand by the City, any and all Program grant funds that have been or may be awarded if any statement, certification, or representation made in this Affidavit/Release is discovered or believed to be false or misleading, and Company acknowledges and agrees that all available legal, equitable and other rights and remedies may be pursued against it in connection therewith. Company represents and affirms that this Affidavit/Release does not conflict with any other commitments or obligations on its part. 11. Except for the Application and Program eligibility criteria, this Affidavit/Release constitutes the entire Agreement between Company and the City with respect to the matters described herein, and supersedes any and all other agreements and communications, oral or written, between Company and the City, any City Persons, or any other Persons. This Agreement may not be amended or supplemented except by a (paper) writing signed by the Company and the City. 12. The section and subsection headings contained herein are for convenience only and shall not be used in interpretation of this Agreement and are not intended to define or limit the scope of any provision of this Agreement. For purposes of this Agreement, "including" is a term of enlargement and not of limitation or exclusive enumeration, and use of the term does not create a presumption that components not expressed are excluded. 13. Company signs and makes this Affidavit/Release voluntarily, freely, and knowingly, and it has not relied upon any representations made by the City or any City Person in signing this Affidavit/Release. 14. This Affidavit/Release shall be governed by and construed according to the laws of the State of Texas (without reference to the choice of laws provisions of any jurisdiction), and venue for all matters, claims, or proceedings hereunder shall lie exclusively in Denton County, Texas. 15. The provisions of this Affidavit/Release are severable, and if any provision hereof is held to be illegal, invalid or unenforceable under present or future constitution or laws, such provision shall be fully severable and this Affidavit/Release shall be construed and enforced as if such illegal, invalid or unenforceable provision is not a part hereof, and the remaining provisions hereof shall remain in full force and effect. COMPANY CERTIFIES IT HAS READ THIS AFFIDAVIT/RELEASE, HAS FULLY INFORMED ITSELF OF ITS CONTENTS BEFORE EXECUTION, AND UNDERSTANDS ALL OF ITS TERMS, PROVIISONS, AND CONDITIONS. COMPANY HEREBY REPRESENTS AND WARRANTS THAT ALL STATEMENTS MADE IN THIS AFFIDAVIT/RLEASE ARE TRUE, ACCURATE AND COMPLETE. [Signature Page to Follow] Signature: Title: Name: Company address: Date: Coppell Cares Business Rent/Mortgage Assistance Grant Program Submission Checklist Please Check All Completed Items Included: Fully completed application A signed Affidavit of Eligibility and Liability Release Agreement for the County in which the business is located A copy of the company's Certificate of Occupancy A copy of a current utility bill showing a Coppell address for the business RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS, APPROVING FUNDING THROUGH PROGRAM GRANTS FOR QUALIFYING LOCAL SOCIAL SERVICE AGENCIES AND CHILDCARE IMPACTED BY COVID-19 PANDEMIC AS PREVIOUSLY AUTHORIZED BY THE CITY COUNCIL OF THE CITY OF COPPELL; AND, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the State of Texas through the Dallas and Denton Counties has committed funds from the United States Treasury Department under the Coronavirus Aid, Relief, and Economic Security Act also known as the "CARES Act"; and, WHEREAS, the City of Coppell is a local government defined by the Texas Government Code § 791.003(4)(A) and has been providing funding from Dallas and Denton Counties to administer and provide grants in conformity with Federal, State and County requirements and desires to enter into this Agreement within the qualifying entities by receiving funding; and, WHEREAS, the City of Coppell previously approved to provide funding from the Counties for the administration and distribution of a portion of funds to local social service agencies, school and learning related expenditure and childcare impacted by the COVID-19 pandemic; and, WHEREAS, the City Council of the City of Coppell finds it to be in the public interest to provide for local funding to qualified entities and business located and/or serving in Coppell, Texas. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS, THAT: SECTION 1. That the City Council of the City of Coppell, Texas, hereby approves CARES Act COVID-19 funding through Program Grants for qualifying local social service agencies, school and learning related expenditure and childcare impacted by the COVID-19 pandemic, as authorized by CARES Act. SECTION 2. That the City Council of the City of Coppell approves the expenditure to the Program subject to execution of the appropriate documents with the qualifying entities or business as provided in the Program, as promulgated and required by the City Manager or designee to qualify under the funding of the CARES Act. SECTION 3. That the City Council approves and authorize the City Manager or designee to administer said Program under the terms and conditions set forth herein; and, to make such accounting and administration that is necessary to fulfill the requirements of the CARES Act and any regulations or rules adopted. TM 118015 SECTION 4. This Resolution shall become effective immediately upon its passage. DULY RESOLVED AND ADOPTED by the City Council of the City of Coppell, Texas, on the day of September, 2020 APPROVED: KAREN SELBO HUNT, MAYOR ATTEST: CHRISTEL PETTINOS, CITY SECRETARY APPROVED AS TO FORM: ROBERT HAGER, CITY ATTORNEY TM 118015 C',P FE L File ID: 2020-5308 Version: 1 City of Coppell, Texas Master File Number: 2020-5308 Type: Agenda Item Reference: File Name: Lucas Cardiac Devices - CARES Act 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Agenda Ready In Control: Fire File Created: 09/14/2020 Final Action: Title: Consider approval authorizing the purchase of four Lucas CPR Chest Compression Systems for the Fire Department from Stryker Medical in the amount of $77,162.32 through CARES Act funds: and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Attachments: Memo - Lucas Cardiac Devices.pdf, Quote - Lucas Cardiac Devices.pdf, CARES Act - LUCAS Customer Letter.pdf, AHA COVID Guidance for BLS/ALS.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 2020-5308 Title Consider approval authorizing the purchase of four Lucas CPR Chest Compression Systems for the Fire Department from Stryker Medical in the amount of $77,162.32 through CARES Act funds: and authorizing the City Manager to sign any necessary documents. Summary See attached staff memo. Fiscal Impact: The fiscal impact of this agenda item is $77,162.32 total. Funding for this item qualifies for the CARES Act funds. Staff Recommendation: City of Coppell, Texas Page 1 Printed on 9/18/2020 Master Continued (2020-5308) The Fire Department recommends approval. Goal Icon: S ust iiiinu llt:llle City G veirunuurneinut City of Coppell, Texas Page 2 Printed on 9/18/2020 04 r . c" � 1, V , 0 F, COPPELL rv� MEMORANDUM To: Mayor and City Council From: Kevin Richardson, Fire Chief Date: September 22, 2020 Reference: Consider approval authorizing the purchase of four Lucas CPR Chest Compression Systems for the Fire Department from Stryker Medical in the amount of $77,162.32 through CARES Act funds: and authorizing the City Manager to sign any necessary documents. 2030: Sustainable City Government Introduction: The Automatic CPR (Cardio Pulmonary Resuscitation) device delivers improved blood flow without interruptions and reduces rescuer fatigue, and provides paramedics better access to the patient, resulting in the possibility of improved survival for cardiac arrest victims. It provides mechanical chest compressions that are hands free and allows paramedics to perform other lifesaving activities, or while transporting a patient down the stairs or in the back of a moving ambulance. It also, ensures improved blood flow during CPR and allows the paramedics to be properly seat belted for safety during transport. Some key features of the LUCAS 3, v3.1 device that can help with caregiver safety during COVID- 19 include: • Ability to maintain distance from suspected and confirmed COVID-19 patients during CPR • Reduced number of caregivers needed to administer chest compressions during a code compared to a rotation of caregivers providing manual CPR • Improved caregiver safety when providing CPR during transport 1 Existing American Heart Association (AHA) cardiopulmonary resuscitation (CPR) guidelines do not address the challenges of providing resuscitation in the setting of the COVID-19 global pandemic, wherein rescuers must continuously balance the immediate needs of the victims with their own safety. To address this gap, the AHA, in collaboration with the American Academy of Pediatrics, American Association for Respiratory Care, American College of Emergency Physicians, The Society of Critical Care Anesthesiologists, and American Society of Anesthesiologists, and with the support of the American Association of Critical Care Nurses and National EMS Physicians, has compiled interim guidance to help rescuers treat victims of Cardiac arrest with suspected or confirmed COVID-19. Complicating the emergent response to both out-of-hospital and in-hospital cardiac arrest is that COVID-19 is highly transmissible, particularly during resuscitation, and carries a high morbidity and mortality. Adjustments to CPR algorithms in suspected or confirmed COVID-19 patients include the use of mechanical CPR devices. Analysis: The Coppell Fire Department currently uses a different brand and style of CPR device. The units are nearing their expected life span and are behind recent technology improvements. Additionally, the current units are experiencing mechanical failures, regular maintenance/repairs, and are becoming more and more unreliable. The new LUCAS 3, v3.1 Chest Compression System provides high-quality, guideline -consistent chest compressions during a sudden cardiac arrest with minimal interruptions. The LUCAS device is designed to improve CPR quality while prioritizing caregiver and patient safety. As a result, victims receive more consistent and high-quality chest compressions, improving blood flow during resuscitation, leading to a higher level of care and successful resuscitations. Legal Review: Agenda item did not require legal review. Fiscal Impact: The fiscal impact of this agenda item is $77,162.32 total. Funding for this item qualifies for the CARES Act funds. Recommendation: The Fire Department recommends approval stryker Coppell FD Lucas Quote Number: 10244706 Version: 1 Prepared For: CITY OF COPPELL FIRE ADMN Attn : Quote Date: 08/28/2020 Expiration Date: 11/26/2020 Remit to: Stryker Medical P.O. Box 93308 Chicago, IL 60673-3308 Rep: Gary Montana Email: gary.montana@stryker.com Phone Number: (817) 846-0415 Delivery Address End User - Shipping - Billing Bill To Account Name: CITY OF COPPELL FIRE ADMN Name: CITY OF COPPELL FIRE ADMN Name: CITY OF COPPELL Account #: 1097216 Account #: 1097216 Account #: 1077869 Address: 265 PARKWAY BLVD Address: 265 PARKWAY BLVD Address: PO BOX 9478 COPPELL COPPELL COPPELL Texas 75019 Texas 75019 Texas 75019 Equipment Products: # Product 1.0 99576-000063 11576-000060 11576-000080 11576-000047 11576-000089 21576-000075 LUCAS 3, v3.1 Chest Compression System, Includes Hard Shell Case, Slim Back Plate, (2) Patient Straps, (1) Stabilization Strap, (2) Suction Cups, (1) Rechargeable Battery and Instructions for use With Each Device LUCAS Desk -Top Battery Charger LUCAS 3 Battery - Dark Grey - Rechargeable LiPo LUCAS Disposable Suction Cup (12 pack) LUCAS Grip Tape for Slim Back Plate LUCAS Stabilization Strap (4 pack) Qty Sell Price 4 $13,777.69 4 4 1 4 1 Equipment Total: Trade In Credit: Product Description Qty 99997-000291 Trade in of non -Stryker device towards the purchase of a 4 Stryker device ProCare Products: # Product Description Qty ; 8.1 78000020 4 year P/L/T On Site Prevent Service for LUCAS 3, v3.1 4 ProCare Total: $1,050.99 $642.51 $446.78 $25.53 $264.66 -$2,000.00 $5,616.00 1 Stryker Medical - Accounts Receivable - accountsreceivable( ,,trplcer.com - PO BOX 93308 - Chicago, IL 60673-3308 $55,110.76 $4,203.96 $2,570.04 $446.78 $102.12 $264.66 $62,698.32 -$8,000.00 $22,464.00 $22,464.00 stryker Coppell FD Lucas Quote Number: 10244706 Version: 1 Prepared For: CITY OF COPPELL FIRE ADMN Attn : Quote Date: 08/28/2020 Expiration Date: 11/26/2020 Price Totals: Prices: In effect for 60 days. Terms: Net 30 Days Ask your Stryker Sales Rep about our flexible financing options. AUTHORIZED CUSTOMER SIGNATURE Remit to: Stryker Medical P.O. Box 93308 Chicago, IL 60673-3308 Rep: Gary Montana Email: gary.montana@stryker.com Phone Number: (817) 846-0415 Grand Total: 2 Stryker Medical - Accounts Receivable - accountsreceivable( ,,trplcer.com - PO BOX 93308 - Chicago, IL 60673-3308 $77,162.32 Deal Consummation: This is a quote and not a commitment This quote is subject to final credit, pricing, and documentation approval. Legal documentation must be signed before your equipment can be delivered. Documentation will be provided upon completion of our review process and your selection of a payment schedule. Confidentiality Notice: Recipient will not disclose to any third party the terms of this quote or any other information, including any pricing or discounts, offered to be provided by Stryker to Recipient in connection with this quote, without Stryker's prior written approval, except as may be requested by law or by lawful order of any applicable government agency. Terms: Net 30 days. FOB origin. A copy of Stryker Medical's standard terms and conditions can be obtained by calling Stryker Medical's Customer Service at 1 -800 -Stryker. In the event of any conflict between Stryker Medical's Standard Terms and Conditions and any other terms and conditions, as may be included in any purchase order or purchase contract, Stryker's terms and conditions shall govern. Cancellation and Return Policy: In the event of damaged or defective shipments, please notify Stryker within 30 days and we will remedy the situation. Cancellation of orders must be received 30 days prior to the agreed upon delivery date. If the order is cancelled within the 30 day window, a fee of 25% of the total purchase order price and return shipping charges will apply. June 8, 2020 Dear valued customer, stryker Based on the required regulatory applicability of certain products during the COVID-19 pandemic, please review the following information regarding Stryker's LUCAS@ 3, v3.1 chest compression system. Providing high-quality, Guideline -consistent chest compressions during a sudden cardiac arrest with minimal interruptions, the LUCAS device is designed to improve CPR quality while prioritizing caregiver and patient safety. Some key features of the LUCAS 3, v3.1 device that can help with caregiver safety during COVID-19 include: • Ability to maintain distance from suspected and confirmed COVID-19 patients during CPR • Reduced number of caregivers needed to administer chest compressions during a code compared to a rotation of caregivers providing manual CPR • Improved caregiver safety when providing CPR during transport Additional guidance The American Heart Association', U.S. Department of Defense2 and Canadian Cardiovascular Society3 propose a role for mechanical CPR in resuscitation during the COVID-19 outbreak. In order to reduce the risk of SARS-CoV-2 transmission to caregivers, there are additional factors to consider when providing CPR: • Manual CPR is a possible transmission route for caregivers because the mouth and nose of the personnel come close to mouth and nose of the patient4 (that is valid for any other airborne transmission, such as meningitis) • During manual CPR, the operator is performing an aerobic activity that increases his/her minute volume and makes it more likely to breathe in aerosol from the patient (patient exhalation of breath including airborne virus) • During CPR, the patient may be ventilated with an airway device that is not a closed system • The rotation of operators during manual CPR exposes more people to the disease transmission. When managing suspected and confirmed cases of COVID-19, the number of individual staff members involved in the resuscitation should be kept to a minimum with no or minimal exchange of staff for the duration of the case, if possible.5 Please visit str l�eremer enc ._c:recrnt for more information on the LUCAS chest compression system. Sincerely, Chris Walsh Director of Marketing Instructions for use:htt�s. _wwwlur.;s,_tnrcom resour�.�s(#f;rnstrucllorzs,torus�. 1. Edelson, et al. Interim guidance for basic and advanced life support in adults, children, and neonates with suspected or confirmed COVID-19. Circulation. 2020. (Online ahead of printing) 2. Matos RI, et al. DoD COVID-19 practice management guide; clinical management of COVID-19. https://health.mil/Reference-Center/Technical-Documents/2020/04/14/DoD-COVID-19- P ractice-Management-Guide-Ve rsion-2 3. Canadian Cardiovascular Society. Guidance from the CCS COVID-19 rapid response team. https://www.ccs.ca/images/Images_2020/NEW_CCS_RRT_Inhoptial_infection_reduction_3OMar.pdf 4. Ling L, et al. COVID-19: A critical care perspective informed by lessons learnt from other viral epidemics. Anaesth Crit Care Pain Med. 2020 (Online ahead of printing) S. Peng WHIP, et al. Outbreak of a new coronavirus: what anaesthetists should know. British Journal of Anaesthesia. 2020;124(5):497-501. Copyright © 2020 Stryker. 06/2020. GDR 3344105_A Stryker or its affiliated entities own, use, or have applied for the following trademarks or service marks: LUCAS, Stryker. All other trademarks are trademarks of their respective owners or holders. The absence of a product, feature, or service name, or logo from this list does not constitute a waiver of Stryker's trademark or other intellectual property rights concerning that name or logo. 11811 Willows Road NE, Redmond, WA 98052 USA I P +1425 867 4000 1 Toll-free +1800 442 1142 1 stryker.com 10.1 161/CIRCULATIONAHA.120.047463 Interim Guidance for Basic and Advanced Life Support in Adults, Children, and Neonates With Suspected or Confirmed COVID-19: From the Emergency Cardiovascular Care Committee and Get With the Guidelines* -Resuscitation Adult and Pediatric Task Forces of the American Heart Association in Collaboration with the American Academy of Pediatrics, American Association for Respiratory Care, American College of Emergency Physicians, The Society of Critical Care Anesthesiologists, and American Society of Anesthesiologists: Supporting Organizations: American Association of Critical Care Nurses and National EMS Physicians Running Title: Edelson et al.: Interim Guidance for Life Support for COVID-19 Dana P. Edelson, MD, MS1; Comilla Sasson, MD, PhD 2; Paul S. Chan, MD, MS3; Dianne L. Atkins, MD4; Khalid Aziz, MBBS, BA, MA, Med (IT)5; Lance B. Becker, MD 6; Robert A. Berg, MD 7; Steven M. Bradley, MD, MPH, FAHA'; Steven C. Brooks, MD, MHSc9; Adam Cheng, MD, FRCPC, FAAP10; Marilyn Escobedo, MD11; Gustavo E. Flores, MD, NRP12; Saket Girotra, MD, SM4; Antony Hsu, MD13; Beena D. Kamath-Rayne, MD, MPH 14; Henry C. Lee, MD1'; Rebecca E. Lehotsky, PhD 2; Mary E. Mancini RN, PhD, NE -130; Raina M. Merchant MD, MSHp17_ Vinay M. Nadkarni, MD, MS7; Ashish R. Panchal M6, PhD18; Mary Ann R. Peberdy, 19; Tia T. Raymond, MD 20; Brian Walsh, PhD RRT21; David S. Wang, MD 22; Carolyn M. Zelop, MD23; Alexis Topjian, MD, MSCE7 'University of Chicago, Chicago, IL; 2American Heart Association, Dallas, TX; aid America Heart Institute and the University of Missouri -Kansas City, Kansas City, MO, 4Carver College of Medicine, University of Iowa, Iowa City, IA; 'University of Alberta, Edmonton, Alberta, Canada; 6Donald and Barbara Zucker School of Medicine at Hofstra Northwell, Hempstead, NY; 7The Children's Hospital of Philadelphia, University of Pennsylvania Perelman School of Medicine, Philadelphia, PA; 'Minneapolis Heart Institute, Healthcare Delivery Innovation Center, Minneapolis, MN; 9Queen's University, Kingston, Ontario, Canada; 10Alberta Children's Hospital, University of Calgary, Calgary, Alberta, Canada; "University of Oklahoma, Norman, OK; 12 Emergency & Critical Care Trainings, San Juan, Puerto Rico; 13St Joseph Mercy, Ann Arbor, MI; 14 Global Newborn and Child Health American Academy of Pediatrics, Itasca, IL; 15 Stanford University, Stanford, CA; 16 The University of Texas at Arlington, Arlington, TX; 17 University of Pennsylvania, Philadelphia, PA; 18The Ohio State University Wexner Medical Center, Columbus, OH; 19Virginia Commonwealth University, Richmond, VA; 20Medical City Children's Hospital, Dallas, TX; 2'Liberty University, Lynchburg, VA; 22 Columbia University Irving Medical Center, New York, NY; 23 NYU School of Medicine, New York, NY Address for Correspondence: Comilla Sasson, MD, PhD 12401 E. 17th Ave., B215, Leprino Building Dallas, TX 80045 Tel: 847-502-2341 Email: Comilla.sasson@heart.org 1 10.1 161/CIRCULATIONAHA.120.047463 Background Existing American Heart Association (AHA) cardiopulmonary resuscitation (CPR) guidelines do not address the challenges of providing resuscitation in the setting of the COVID-19 global pandemic, wherein rescuers must continuously balance the immediate needs of the victims with their own safety. To address this gap, the AHA, in collaboration with the American Academy of Pediatrics, American Association for Respiratory Care, American College of Emergency Physicians, The Society of Critical Care Anesthesiologists, and American Society of Anesthesiologists, and with the support of the American Association of Critical Care Nurses and National EMS Physicians, has compiled interim guidance to help rescuers treat victims of cardiac arrest with suspected or confirmed COVID-19. Over the last 2 decades, there has been a steady improvement in cardiac arrest survival occurring both inside and outside of the hospital.' That success has relied on initiating proven resuscitation interventions, such as high-quality chest compressions and defibrillation, within seconds to minutes. The evolving and expanding outbreak of SARS-CoV2 infections has created important challenges to such resuscitation efforts and requires potential modifications of established processes and practices. The challenge is to ensure that patients with or without COVID-19 who experience cardiac arrest get the best possible chance of survival without compromising the safety of rescuers, who will be needed to care for future patients. Complicating the emergent, response to both out-of-hospital and in-hospital cardiac arrest is that COVID-19 is highly transmissible, particularly during resuscitation, and carries a high morbidity and mortality. infections currently growing exponentially in the United States and internationally, the percentage of cardiac arrests with COVID-19 is likely to increase. Healthcare workers are already the highest risk profession for contracting the disease.10 This risk is compounded by worldwide shortages of personal protective equipment (PPE). Resuscitations carry added risk to healthcare workers for many reasons. First, the administration of CPR involves performing numerous aerosol -generating procedures, including chest compressions, positive pressure ventilation, and establishment of an advanced airway. During those procedures, viral particles can remain suspended in the air with a half-life of approximately 1 hour and be inhaled by those nearby. 11 Second, resuscitation efforts require numerous providers to work in close proximity to one another and the patient. Finally, these are high -stress emergent events in which the immediate needs of the patient requiring resuscitation may result in lapses in infection - control practices. In arriving at this interim guidance, we reviewed existing AHA CPR recommendations in the context of the COVID-19 pandemic and considered the unique pathophysiology of COVID-19 with reversal of hypoxemia as a central goal. We sought to balance the competing interests of providing timely and high-quality resuscitation to patients while simultaneously protecting 10.1 161/CIRCULATIONAHA.120.047463 rescuers. This statement applies to all adult, pediatric, and neonatal resuscitations in patients with suspected or confirmed COVID-19 infection unless otherwise noted. The guidance contained herein is based on expert opinion and needs to be adapted locally based on current disease burden and resource availability. General Principles for Resuscitation in Suspected and Confirmed COVID-19 Patients Reduce provider exposure to COVID-19 • Rationale: It is essential that providers protect themselves and their colleagues from unnecessary exposure. Exposed providers who contract COVID-19 further decrease the already strained workforce available to respond and have the potential to add additional strain if they become critically ill. Strategies: 1. Before entering the scene, all rescuers should don PPE to guard against contact with both airborne and droplet particles. Consult individual health or emergency medical services (EMS) system standards as PPE recommendations may vary considerably on the basis of current epidemiologic data and availability. 2. Limit personnel in the room or on the scene to only those essential for patient care. 3. In settings with protocols and expertise in place for their use, consider replacing, manual chest compressions with mechanical CPR devices to reduce the number of rescuers required for adults and adolescents who meet the manufacturers height and weight criteria. 4. Clearly communicate COVID-19 status to any new providers before their arrival on the scene or receipt of the patient when transferring to a second setting. Prioritize oxygenation and ventilation strategies with lower aerosolization risk. • Rationale: While the procedure of intubation carries a high risk of aerosolization, if the patient is intubated with a cuffed endotracheal tube and connected to a ventilator with a high - efficiency particulate air (HEPA) filter in the path of exhaled gas and an in-line suction catheter, the resulting closed circuit carries a lower risk of aerosolization than any other form of positive -pressure ventilation. 12 • Strategies: 5. Attach a HEPA filter securely, if available, to any manual or mechanical ventilation device in the path of exhaled gas before administering any breaths. 6. After healthcare providers assess the rhythm and defibrillate any ventricular arrhythmias, patients in cardiac arrest should be intubated with a cuffed tube, at the earliest feasible opportunity. Connect the endotracheal tube to a ventilator with a HEPA filter, when available. 7. Minimize the likelihood of failed intubation attempts by a) Assigning the provider and approach with the best chance of first-pass success to intubate b) Pausing chest compressions to intubate 8. Video laryngoscopy may reduce intubator exposure to aerosolized particles and should be considered, if available. 10.1 161/CIRCULATIONAHA.120.047463 9. Before intubation, use a bag -mask device (or T -piece in neonates) with a HEPA filter and a tight seal, or, for adults, consider passive oxygenation with nonrebreathing face mask (NRFM), covered by a surgical mask. 10. If intubation is delayed, consider manual ventilation with a supraglottic airway or bag -mask device with a HEPA filter. 11. Once on a closed circuit, minimize disconnections to reduce aerosolization. Consider the appropriateness of starting and continuing resuscitation. • Rationale: Cardiopulmonary resuscitation is a high-intensity team effort that diverts rescuer attention away from other patients. 13 In the context of COVID-19, the risk to the clinical team is increased and resources can be profoundly more limited, particularly in regions that are experiencing a high burden of disease. While the outcomes for cardiac arrest in COVID- 19 are as of yet unknown, the mortality for critically ill COVID-19 patients is high and rises with increasing age and comorbidities, particularly cardiovascular disease.° 5.8 Therefore, it is reasonable to consider age, comorbidities, and severity of illness in determining the appropriateness of resuscitation and balance the likelihood of success against the risk to rescuers and patients from whom resources are being diverted. 14 • Strategies: 12. Address goals of care with COVID-19 patients (or proxy) in anticipation of the potential need for increased levels of care. 13. Healthcare systems and EMS agencies should institute policies to guide front-line providers in determining the appropriateness of starting and terminating CPR for patients with COVID-19, taking into account patient risk factors to estimate the likelihood of survival. Risk stratification and policies should be communicated to patients (or proxy) during goals of care discussions. 14. There is insufficient data to support extracorporeal cardiopulmonary resuscitation (E - CPR) for COVID-19 patients. (Figure 1) Algorithms With Key Changes Figures 2-6 reflect COVID-19 specific updates to the current Basic Life Support (BLS), Advanced Cardiovascular Life Support (ACLS), Pediatric Basic Life Support, and Pediatric Cardiac Arrest algorithms and are meant to replace the standard algorithms in patients with suspected or confirmed COVID-19 disease. In COVID-19 negative patients, or where COVID- 19 is not suspected, cardiac arrest resuscitations should proceed according to the standard algorithms. New boxes specific to COVID-19 are in yellow, and new guidance specific to COVID-19 is bolded and underlined. (Figure 2) (Figure 3) 4 10.1 161/CIRCULATIONAHA.120.047463 (Figure 4) (Figure 5) (Figure 6) Situation- and Setting -Specific Considerations Out -of -Hospital Cardiac Arrest (OHCA) Below are specific considerations for cardiac arrest in victims with suspected or confirmed COVID-19 occurring outside of the hospital. Depending on local prevalence of disease and evidence of community spread, it may be reasonable to suspect COVID-19 in all OHCAs, by default. e Lay rescuers: Bystander CPR has consistently been shown to improve the likelihood of survival from OHCA, which decreases with every minute that CPR and defibrillation are delayed. 15-17 Rescuers in the community are unlikely to have access to adequate PPE and, therefore, are at increased risk of exposure to COV -19 during CPR, compared to healthcare providers with adequate PPE. Rescuers with increasing age and the presence of comorbid conditions, such as heart disease, diabetes, hypertension, and chronic lung disease,4 are at increased risk of becoming critically ill if infected with SARS-CoV2. However, when the cardiac arrest occurs at home (as has been reported in 70% of OCAS 17 before the recent wide -spread shelter -at-home ordinances) lay rescuers are likely to already have been exposed to COV -19. — Chest compressions o For adults: Lay rescuers should perform at least hands -only CPR after recognition of a cardiac arrest event, if willing and able, especially if they are household members who have been exposed to the victim at home. A face mask or cloth covering the mouth and nose of the rescuer and/or victim may reduce the risk of transmission to a non -household bystander. o For children: Lay rescuers should perform chest compressions and consider mouth-to-mouth ventilation, if willing and able, given the higher incidence of respiratory arrest in children, 17 especially if they are household members who have been exposed to the victim at home. A face mask or cloth covering the mouth and nose of the rescuer and/or victim may reduce the risk of transmission to a non -household bystander if unable or unwilling to perform mouth-to-mouth ventilation. — Public access defibrillation o Because defibrillation is not expected to be a highly aerosolizing procedure, lay rescuers should use an automated external defibrillator, if available, to assess and treat victims of OHCA. EMS 10.1 161/CIRCULATIONAHA.120.047463 — Telecommunication (Dispatch): o Telecommunicators, consistent with local protocols, should screen all calls for COVID-19 symptoms (eg, fever, cough, shortness of breath) or known COVID-19 infection in the victim or any recent contacts, including any household members. ■ For lay rescuers, telecommunicators should provide guidance about risk of exposure to COVID-19 for rescuers and instructions for compression -only CPR, as above. ■ For EMS, telecommunicators should alert dispatched EMS teams to don PPE if there is any suspicion for COVID-19 infection. — Transport o Family members and other contacts of patients with suspected or confirmed COVID-19 should not ride in the transport vehicle. o If return of spontaneous circulation (ROSC) has not been achieved after appropriate resuscitation efforts in the field, consider not transferring to hospital given the low likelihood of survival for the patient, 17 balanced against the added risk of additional exposure to prehospital and hospital providers. In -Hospital Cardiac Arrest (IHCA) Below are specific considerations for patients with suspected or confirmed COVID-19 in the hospital setting. These interim guidelines do not apply to patients who are known to be COV - 19 negative. Those patients should receive standard basic and advanced life support. However, it may be reasonable to reduce personnel in the room for all resuscitations during the pandemic for social distancing purposes. • Prearrest o Address advanced care directives and goals of care with all suspected or confirmed COVID-19 patients (or proxy) on hospital arrival and with any significant change in clinical status, such as an increase in level of care. o Closely monitor for signs and symptoms of clinical deterioration to minimize the need for emergent intubations that put patients and providers at higher risk. o If the patient is at risk for cardiac arrest, consider proactively moving the patient to a negative pressure room/unit, if available, to minimize risk of exposure to rescuers during a resuscitation. • Close the door, when possible, to prevent airborne contamination of adjacent indoor space. • Intubated patients at the time of cardiac arrest o Consider leaving the patient on a mechanical ventilator with HEPA filter to maintain a closed circuit and reduce aerosolization. o Adjust the ventilator settings to allow for asynchronous ventilation (time chest compressions with ventilation in newborns). Consider the following suggestions: o Increase the Floe to 1.0. o Change mode to Pressure Control Ventilation (Assist Control) and limit pressure as needed to generate adequate chest rise (6 mL/kg ideal body weight is often targeted, 4-6 mL/kg for neonates). 10.1 161/CIRCULATIONAHA.120.047463 o Adjust the trigger to Off to prevent the ventilator from auto -triggering with chest compressions and possibly prevent hyperventilation and air trapping. o Adjust respiratory rate to 10/min for adults and pediatrics and 30/min for neonates. o Assess the need to adjust positive end-expiratory pressure level to balance lung volumes and venous return. o Adjust alarms to prevent alarm fatigue. o Ensure endotracheal tube/tracheostomy and ventilator circuit security to prevent unplanned extubation. o If return of spontaneous circulation is achieved, set ventilator settings as appropriate to patients' clinical condition. • Proned patients at the time of arrest o For suspected or confirmed COVID-19 patients who are in a prone position without an advanced airway, attempt to place in the supine position for continued resuscitation. o While the effectiveness of CPR in the prone position is not completely known, for those patients who are in the prone position with an advanced airway, avoid turning the patient to the supine position unless able to do so without risk of equipment disconnections and aerosolization. Instead, consider placing defibrillator pads in the anterior-posterior position and provide CPR with the patient remaining prone with hands in the standard position over the T7/10 vertebral bodies.18 • Post -arrest patients o Consult local infection control practices regarding transport after resuscitation. Maternal and Neonatal Considerations Neonatal resuscitation: Every newly born baby should have a skilled attendant prepared to resuscitate irrespective of COVID-19 status. Although it remains unclear if newly born babies are infected or likely to be infectious when mothers have suspected or confirmed COVID-19, providers should don appropriate PPE. The mother is a potential source of aerosolization for the neonatal team. • Initial steps: Routine neonatal care and the initial steps of neonatal resuscitation are unlikely to be aerosol -generating; they include drying, tactile stimulation, placement into a plastic bag or wrap, assessment of heart rate, placement of pulse oximetry and electrocardiograph leads. • Suction: Suction of the airway after delivery should not be performed routinely for clear or meconium -stained amniotic fluid. Suctioning is an aerosol -generating procedure and is not indicated for uncomplicated deliveries. • Endotracheal medications: Endotracheal instillation of medications, such as surfactant or epinephrine, are aerosol -generating procedures, especially via an uncuffed tube. Intravenous delivery of epinephrine via a low-lying umbilical venous catheter is the preferred route of administration during neonatal resuscitation. 10.1 161/CIRCULATIONAHA.120.047463 e Closed incubators: Closed incubator transfer and care (with appropriate distancing) should be used for neonatal intensive care patients when possible but do not protect from aerosolization of virus. Maternal cardiac arrest: The tenets of maternal cardiac arrest are unchanged for women with suspected or confirmed COVID-19. • The cardiopulmonary physiological changes of pregnancy may increase the risk of acute decompensation in critically ill pregnant patients with COVID-19. • Preparation for perimortem delivery, to occur after 4 minutes of resuscitation, should be initiated early in the resuscitation algorithm to allow the assembly of obstetrical and neonatal teams with PPE even if ROSC is achieved and perimortem delivery is not required. 10.1 161/CIRCULATIONAHA.120.047463 Disclosures DPE reports personal fees from AgileMD, grants and non-financial support from EarlySense, and grants, personal fees, and non-financial support from Philips Healthcare outside the submitted work; in addition, Dr Edelson has a patent to ARCD.P0535US.P2 pending. CS: None PSC reports grants from NHLBI and grants from American Heart Association during the conduct of the study. DLA: None KA reports 1. Past chair and member (academic role, without remuneration) of the Alberta coordinating committee for NRP and ACoRN that oversees neonatal life support education for perinatal sites in Alberta. 2. Just completed term as member of the IL,COR Neonatal Task Force. LBB reports grants from Philips, grants from NIH, grants from Zoll, grants and other from Nihon Kohden, grants from PCORI, other from BrainCool, and grants from United Therapeutics outside the submitted work; in addition, Dr Becker has a patent to Cooling technology issued and a patent to Reperfusion methodology issued. RAB: None SMB: None SCB reports non-financial support from Action First Aid and SaveStation outside the submitted work; in addition, Dr Brooks has a patent to A SYSTEM AND METHOD FOR AN EMERGENCY COMMUNICATION AND REMOTELY ACTIVATED EMERGENCY ASSISTANCE DEVICE pending. AC: None ME: None GEF: None S: None AH: None BDK reports AHA and AAP (where they work) have financial relationships related to the Neonatal Resuscitation Program and Pediatric Advanced Life Support, where these programs are co -branded and our organizations pay each other royalties based on revenue from these programs. BDK personally does not benefit from these relationships. HL: None REL: None MEM reports personal fees from Stryker outside the submitted work. RMM: None VMN reports grants from Zoll Medical Corp, grants from American Heart Association/Resuscitation Quality Improvement Program, grants from Nihon Kohden Corporation, grants from Natioanal Institutes of Health, and grants from Agency for Healthcare Quality Improvement outside the submitted work. ARP: None MARP: None TTR: None BW: None DSW: None CMZ reports personal fees from uptodate outside the submitted work. AT: None 10.1 161/CIRCULATIONAHA.120.047463 References 1. Virani SS, Alonso A, Benjamin EJ, Bittencourt MS, Callaway CW, Carson AP, Chamberlain AM, Chang AR, Cheng S, Delling IN, Djousse L, Elkind MSV, Ferguson JF, Fornage M, Khan SS, Kissela BM, Knutson KL, Kwan TW, Lackland DT, Lewis TT, Lichtman JH, Longenecker CT, Loop MS, Lutsey PL, Martin SS, Matsushita K, Moran AE, Mussolino ME, Perak AM, Rosamond WD, Roth GA, Sampson UKA, Satou GM, Schroeder EB, Shah SH, Shay CM, Spartano NL, Stokes A, Tirschwell DL, VanWagner LB and Tsao CW. Heart Disease and Stroke Statistics -2020 Update: A Report From the American Heart Association. Circulation. 2020;141: e l 39-e596. 2. Centers for Disease Control and Prevention. Severe Outcomes Among Patients with Coronavirus Disease 2019 (COVID-19) - United States, February 12 -March 16, 2020. MMWR Morbidity and mortality weekly report. 2020;69:343-346. 3. Wu Z and McGoogan JM. 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Jama. 2020;323:1061-1069. 9. Centers for Disease Control and Prevention. Information for Clinicians on Therapeutic Options for COVID-19 Patients. Updated April 7, 2020. https://www.cdc.gov/coronavirus/2019- ncov/hcp/therapeutic-options.html/. Accessed April 8, 2020. 10. Gamio L. The Workers Who Face the Greatest Coronavirus Risk. New York Times. 2020. 11. van Doremalen N, Bushmaker T, Morris DH, Holbrook MG, Gamble A, Williamson BN, Tamin A, Harcourt JL, Thornburg NJ, Gerber SI, Lloyd -Smith JO, de Wit E and Munster VJ. Aerosol and Surface Stability of SARS-CoV-2 as Compared with SARS-CoV-1. New Eng J Med. March 17, 2020. doi: 10.1056/NEJMc2004973. [epub ahead of print]. 10 10.1161 /CIRCULATIONAHA.120.047463 12. ECRI Institute. Mechanical ventilation of SARS patients: lessons from the 2003 SARS outbreak. Health Devices. Feb 18, 2020. hLtps://www.ecri.org/components/HDJoumal/Pag,es/Mechanical-Ventilation-of-SARS-Patients- 2003-SARS-Outbreals.a,s4 2x 13. 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Pollack RA, Brown SP, Rea T, Aufderheide T, Barbic D, Buick JE, Christenson J, Idris AH, Jasti J, Kampp M, Kudenchuk P, May S, Muhr M, Nichol G, Ornato JP, Sopko G, Vaillancourt C, Morrison L and Weisfeldt M. Impact of Bystander Automated External Defibrillator Use on Survival and Functional Outcomes in Shockable Observed Public Cardiac Arrests. Circulation. 2018-137-2104-2113. 17. CARES: Cardiac Arrest Registry to Enhance Survival. 2018 Annual Report. ............ 18. Mazer SP, Weisfeldt M, Bat D, Cardinale C, Arora R, Ma C, Sciacca RR, Chong D and Rabbani LE. Reverse CPR: a pilot study of CPR in the prone position. Resuscitation. 20031-57:279-285. I I 10.1 161/CIRCULATIONAHA.120.047463 Figure Legends Figure 1. Summary of adjustments to CPR algorithms in suspected or confirmed COVID- 19 patients. Figure 2. BLS Healthcare Provider Adult Cardiac Arrest Algorithm for Suspected or Confirmed COVID-19 Patients Figure 3. ACLS Cardiac Arrest Algorithm for Suspected or Confirmed COVID-19 Patients Figure 4. BLS Healthcare Provider Pediatric Cardiac Arrest Algorithm for the Single Rescuer for Suspected or Confirmed COVID-19 Patients Figure 5. BLS Healthcare Provider Pediatric Cardiac Arrest Algorithm for 2 or More Rescuers for Suspected or Confirmed COVID-19 Patients Figure 6. Pediatric Cardiac Arrest Algorithm for Suspected or Confirmed COVID-19 Patients 12 Figure 1. Summary of adjustments to CPR algorithms in suspected or confirmed COVID-19 patients. Reduce provider exposure • Don PPE before entering the room/scene • Limit personnel • Consider using mechanical CPR devices for adults and adolescents who meet height and weight criteria • Communicate COVID-19 status to any new providers Prioritize oxygenation and ventilation strategies with lower aerosolization risk • Use a HEPA filter, if available, for all ventilation • Intubate early with a cuffed tube, if possible, and connect to mechanical ventilator, when able • Engage the intubator with highest chance of first-pass success • Pause chest compressions to intubate • Consider use of video laryngoscopy, if available • Before intubation, use a bag -mask device (or T -piece in neonates) with a HEPA filter and a tight seal • For adults, consider passive oxygenation with nonrebreathing face mask as alternative to bag - mask device for short duration • If intubation delayed, consider supraglottic airway • Minimize closed circuit disconnections Consider resuscitation appropriateness • Address goals of care • Adopt policies to guide determination, taking into account patient risk factors for survival Healthcare Pi Vi iiAdult Cardiac Arrest Agan llhrn for uSI Cted ar CarffirrnedCOVID-19 Patients Updated April 2020 Monitor until emergency responders arrive. Verify scene safety • Don PPE • Limit personnel Victim is unresponsive. Shout for nearby help. Activate emergency response system via mobile device (if appropriate). Get AED and emergency equipment (or send someone to do so). i Normal --------------------- _________________ flc rlorrn: breathirig, Look for no breathing breathirig, Itas, pul "e or only gasping and check Imre Pulse pulse (simultaneously). Is pulse definitely felt within 10 seconds? 11410 Ilia a "'ea'tiil iii lii ui"uig Oui° eurrllly gaslll:rl iiuig„ arra III'mrMlllae CPR Begin cycles of 30 compressions and 2 breaths using bag -mask device with filter and tight seal OR continuous compressions with passive oxygenation using face mask. Use AED as soon as it is available. AED arrives. • Provide rescue breathing using bag -mask device with filter and tight seal. • 1 breath every 5-6 seconds, or about 10-12 breaths/min. • Activate emergency re- sponse system (if not already done) after 2 minutes. • Continue rescue breathing; check pulse about every 2 minutes. If no pulse, begin CPR (go to "CPR" box). • If possible opioid overdose, administer naloxone if available per protocol. By this time in all scenarios, emergency response system or backup is activated, and AED and emergency equipment are retrieved or someone is retrieving them. Check rhythm, Shockable rhythm? Yes, ....... ........ ............r NO, itockable r%ons litockable Give 1 shock. Resume CPR Resume CPR immediatelyfor immediately for about 2 minutes about 2 minutes (until prompted (until prompted by AED to allow by AED to allow rhythm check). rhythm check). Continue until ALS providers take Continue until ALS providers take over or victim starts to move. over or victim starts to move. © 2020 American Heart Association CLS Cardiac ArrestJIN II Vi IIhi r Suspected ar Carif irrned CO-19PCOVID-1 9 Patients Updated April 2020 A Don PPE • Limit personnel • Consider resuscitation appropriateness 1 Start CPR • Give oxygen (limit aerosolization) • Attach monitor/defibrillator • Prepare to intubate Yes No B Prioritize Intubation / Resume CPR • Pause chest compressions for intubation • If intubation delayed, consider supraglottic airway or bag -mask device with filter and tight seal • Connect to ventilator with filter when possible 4 10 ------ CPR 2 min CPR 2 min IV/10 access • IV/10 access - • Epinephrine every 3-5 min • Consider mechanical compression device It Rhythm IWD shockable? ......................................................... I es 5 Shock 6 1 CPR 2 min • Epinephrine every 3-5 min • Consider mechanical compression device U -------------------- Rhythm No shockable? < ... ... . .................... eta 7 Shock 8 1 f� CPR 2 min • Amiodarone or lidocaine • Treat reversible causes © 2020 American Heart Association Rhythm Vee shockable? No 11 CPR 2 min Treat reversible causes Ho Rhythm Yes shockable? `' 12 • If no signs of return of spontaneous circulation (ROSC), go to 10 or 11 • If ROSC, go to Post -Cardiac Arrest Care Goto5or7 CEMENEEM • Push hard (at least 2 inches [5 cm]) and fast (100-120/min) and allow complete chest recoil. • Minimize interruptions in compressions. • Avoid excessive ventilation. • Change compressor every 2 minutes, or sooner iffatigued. • If no advanced airway, 30:2 compression -ventilation ratio. • Quantitative waveform capnography — If PETCO2 <10 mm Hg, attempt to improve CPR quality. • Intra-arterial pressure — If relaxation phase (diastolic) pressure <20 mm Hg, attempt to improve CPR quality. • Biphasic: Manufacturer recommendation leg, initial dose of 120-200 J); if unknown, use maximum available. Second and subsequent doses should be equivalent, and higher doses may be considered. • Monophasic: 360 J • Minimize closed-circuit disconnection • Use intubator with highest likelihood of first pass success • Consider video laryngoscopy • Endotracheal intubation or supraglottic advanced airway • Waveform capnography or capnometry to confirm and monitor ET tube placement • Once advanced airway in place, give 1 breath every 6 seconds (10 breaths/min) with continuous chest compressions Dili IIIIIV VIII I I II III I • Epinephrine lWI0 dose: 1 mg every 3-5 minutes • Amiodarone lWI0 dose: First dose: 300 mg bolus. Second dose: 150 mg. or Lidocaine lWI0 dose: First dose: 1-1.5 mg/kg. Second dose: 0.5-0.75 mg/kg. � it .� r • Pulse and blood pressure • Abrupt sustained increase in PETCO2 (typically mm Hg) • Spontaneous arterial pressure waves with intra-arterial monitoring • Hypovolemia • Hypoxia • Hydrogen ion (acidosis) • Hypo-/hyperkalemia • Hypothermia • Tension pneumothorax • Tamponade, cardiac • Toxins • Thrombosis, pulmonary • Thrombosis, coronary Healthcare Pi Vi ii Pediatric Cardiac ArrestAgan llhrn far 2 ar Mare Rescuers far Suspectedii iir Viirrn COVID-19 Patients Updated April 2020 Verify scene safety • Don PPE • Limit personnel Victim is unresponsive. Shout for nearby help. First rescuer remains with victim. Second rescuer activates emergency response system and retrieves AED and emergency equipment. Normal --- -----------------I--------------------- NO rmuOrmal l reathi,111g, Look for no breathing l reathirig, Monitor until Imre Pulse or only gasping and check Imre Pulse emergency 0 pulse (simultaneously). responders arrive. Is pulse definitely felt within 10 seconds? 1114 Ilhui°le! atllh°uiliiurrg Oui° aur°uillly gasllGrliiur°uig, ur°1110 IlY mrrlllse CPR First rescuer begins CPR with 30:2 ratio (compressions to breaths) using baa -mask device with filter and tight seal. When second rescuer returns, use 15:2 ratio (compressions to breaths). Use AED as soon as it is available. AED analyzes rhythm. Shockable rhythm? • Provide rescue breathing usina baa -mask device with filter and tight seal. • 1 breath every 3-5 seconds, or about 12-20 breaths/min. • Add compressions if pulse remains <_60/min with signs of poor perfusion. • Activate emergency response system (if not already done) after 2 minutes. • Continue rescue breathing; check pulse about every 2 minutes. If no pulse, begin CPR (go to "CPR" box). Yes, ,r NO, lm 0ekrlle \1ionsitockable Give 1 shock. Resume CPR Resume CPR immediately for immediately for about 2 minutes about 2 minutes (until prompted (until prompted by AED to allow by AED to allow rhythm check). rhythm check). Continue until ALS providers take Continue until ALS providers take over or victim starts to move. over or victim starts to move. © 2020 American Heart Association BL,S Healthcare Provider Pediatric Cardiac Arrest Algarithrn far the S~rigle Rescuer Updated April 2020 Verify scene safety * Limit personnel Victim is unresponsive. Shout for nearby help. Activate emergency response system via mobile device (if appropriate). response system breathirig, Look for no breathing breathirig, (if not already done). 11%as, pulselor only gasping and chec>k Itas Pulse Returntovictim pulse (simultaneously). and monitor until Is pulse definitely felt emergency within 10 seconds? 111,1110 �111flse Witnessed sudden ��190 CPR 1rescuer: Begin cycles of 3Ucompressions and 2breaths usina baci-mask device with filter and tiaht seal. (Use 15:2ratio ifsecond rescuer anivenj Use AED as soon as it is available. , Provide rescue breathing usina bau-mask device with filter and tight seal. ^ 1breath every 3-5seconds, or about 12-20breatho/min. , Add compressions ifpulse voma|na:500/m|nwith signs of poor perfusion. , Activate emergency response system (if not already done) after 2minutes. , Continue rescue breathing; check pulse about every 2minutes. |fnopulse, begin CPR (go to''CPR^bo*. Activate emergency responoe system (if not already done). and retrieve AED/ efibriUatoc After about 2 minutes, if still alone, activate emergency response system and retrieveAED (if not already done). Shockable rhythm? 7sitockable rionsitockable Give 1shock. Resume CPR immediately for about 2minutes (until prompted byAEDtoallow rhythm check). Continue until ALS providers take over or victim starts to move. mxuxuAmerican Heart Association Resume CPR immediately for about 2minutes (until prompted byAEDtoallow rhythm oheokV. Continue until ALS providers take over orvictim starts tomove. Pediatric Cardiac Arrest Algarithirn for us r Carif iriir CO-19PCOVID-1 9 Patients Updated April 2020 A B Don PPE • Limit personnel 1 Start CPR • Ventilate with oxygen using bag -mask device with filter and tight seal, if unavailable use nonbreathing face mask • Attach monitor/defibrillator • Prepare to intubate yeti RhythmRW c shockable. < --- p Asystole/PEA 3 Sllltocllk Prioritize Intubation / Resume CPR • Pause chest compressions for intubation • If intubation delayed, consider supraglottic airway or baq-mask device with f liter and tight seal CPR 2 min 10/IV access .. —i, Rhythm II',u+iun shockable? ............. ............................................../ y"ett 5 Sllltocllk 6 CPR 2 min Epinephrine every 3-5 min • 10/IV access • Epinephrine every 3-5 min </ Rhythm yes shockable? 11 No CPR 2 min Treat reversible causes 11 \ Rhythm iso No Rhythm............ Yes shockable? shockable? y"ett 7 Sllltocllk 8 I CPR 2 min • Amiodarone or lidocaine • Treat reversible causes 12 If no signs of return of spontaneous Go to 5 or 7 circulation (ROSC), go to 10 or 11 • If ROSC, go to Post -Cardiac Arrest Care © 2020 American Heart Association m • Push hard (>_0/3 of anteroposterior diameter of chest) and fast (100-120/min) and allow complete chest recoil. • Minimize interruptions in compressions. • Avoid excessive ventilation. • Change compressor every 2 minutes, or sooner if fatigued. • If no advanced airway, 15:2 compression -ventilation ratio. First shock 2 J/kg, second shock 4 J/kg, subsequent shocks >_4 J/kg, maximum 10J/kg or adult dose ou viol a oliolullVluuio oiu ooEa@u oliiule ENEM • Minimize closed-circuit disconnection • Use intubator with highest likelihood of first pass success • Consider video laryngoscopy • Prefer cuffed endotracheal tube if available • Endotracheal intubation or supraglottic advanced airway • Waveform capnography or capnometry to confirm and monitor ET tube placement • Once advanced airway in place, give 1 breath every 6 seconds (10 breaths/min) with continuous chest compressions 1IIIIIVI� IIIIII iu�l I IENE • Epinephrine 10/IV dose: 0.01 mg/kg (0.1 mL/kg of the 0.1 mg/mL concentration). Repeat every 3-5 minutes. • Amiodarone 10/IV dose: 5 mg/kg bolus during cardiac arrest. May repeat up to 2 times for refrac- tory VF/pulseless VT. or Lidocaine 10/IV dose: Initial:1 mg/kg loading dose. Maintenance: 20-50 mcg/kg per minute infusion (repeat bolus dose if infusion initiated >15 minutes after initial bolus therapy). =intra-artenar d pressure arterial pressure ra-arterial.w - ,. • Hypovolemia • Hypoxia • Hydrogen ion (acidosis) • Hypoglycemia • Hypo-/hyperkalemia • Hypothermia • Tension pneumothorax • Tamponade, cardiac • Toxins • Thrombosis, pulmonary • Thrombosis, corona ry C',P FE L File ID: 2020-5320 Version: 1 City of Coppell, Texas Master File Number: 2020-5320 Type: Agenda Item Reference: File Name: Republic Services Contract Renewal 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Agenda Ready In Control: City Council File Created: 09/15/2020 Final Action: Title: Consider approval to renew the contract with Allied Waste Services of Fort Worth, LLC, Republic Services Company (Republic Services), to provide Waste, Recycling and Household Hazardous Waste Collection for a five year term ending in 2026; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Attachments: Council Memo - Contract Renewal - Republic Services.pdf, First Amendment to Solid Waste and Recycling Services 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 2020-5320 Title Consider approval to renew the contract with Allied Waste Services of Fort Worth, LLC, Republic Services Company (Republic Services), to provide Waste, Recycling and Household Hazardous Waste Collection for a five year term ending in 2026; and authorizing the City Manager to sign any necessary documents. Summary Goal Icon: Coirnirnuurmiiiity Welliness m~ i d IIC inir°iiiclhi mein' City of Coppell, Texas Page 1 Printed on 9/18/2020 Master Continued (2020-5320) City of Coppell, Texas Page 2 Printed on 9/18/2020 �4........... T 14r i� r Usk r + a C0 - MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: September 22, 2020 Reference: Consider approval to renew the contract with Allied Waste Services of Fort Worth, LLC, Republic Services Company (Republic Services), to provide Waste, Recycling and Household Hazardous Waste Collection for a five year term, ending in 2026; and authorizing the City Manager to sign any necessary documents. 2030: Community Wellness & Enrichment General Information: • This item is being presented to consider the approval of a renewal contract with Republic Services. • The current Solid Waste Contract between the City of the Coppell and Republic Services will expire on October 31, 2021. • If approved by the council the renewal contract would take effect upon the expiration of the existing contract on October 31, 2021. • The term of the renewal contract would be through Oct 31, 2026. Introduction: This agenda item is presented to consider approval of a renewal contract with Allied Waste Services of Fort Worth, LLC, Republic Services Company (Republic Services), to provide Waste, Recycling, and Household Hazardous Waste Collection. Analysis: The City of Coppell provides solid waste hauling services to its residents and businesses through an exclusive franchise agreement, which for the past 6 years has been contracted with Republic Services. This contract was competitively bid and awarded to Republic Services on July 22, 2014. The agreement provided for an initial seven-year term ending Oct 31, 2021, with optional two 5 -year renewal contracts. On July 14, 2020, Jeri Harwell, Republic Services Manager updated the council on the status of the current contract, and she stated that no changes will be proposed. Under the term of the contract, Republic Service will provide The City of Coppell with free trash and recycling services to any city facility, up to 12 roll -off -services per year, 180 cubic yards of mulch, up to $15,000 of Acceptable Solid Waste, including Eligible Disaster Debris Collection and Disposal services and Program Recyclable Materials or Yard Trimmings Collection and Processing service, at no cost to the city, during each Agreement Year. If the City does not use any of the $15,000 in services available during an Agreement Year, then the Contractor will issue a check to the City in the amount of $15,000.00. Current residential services include two weekly garbage and bulk collections, one weekly recycling pick up, bagged grass collection, curbside leaf recycling, household waste collection, and electronic recycling. Services Included: Free City Services Unlimited Mulch 180 Cubic Yards per Year Eligible Disaster Debris Collection Allowance $15,000 per Year Trash Services 2X per Week Bulk Collection 2X per Week Green Waste Recycling Collection 1X per week Recycling Services 1X per Week Household Hazardous Waste 1X per Month Electronic Recycling 1X per Month Landfill Access 1X per Month Christmas Tree Recycling 1X per Year If approved by council the renewal contract would take effect upon the expiration of the existing contract on October 31, 2021. The term of the renewal contract would be through Oct 31, 2026. The contract will continue to increase 3% annually. Legal Review: Draft Agreement has been reviewed by legal. Fiscal Impact: The fiscal impact will be comparable to the current agreement Recommendation: The Community Development Department recommends the approval renewal contract. FIRST AMENDMENT TO THE SOLID WASTE AND RECYCLING SERVICE AGREEMENT THIS FIRST AMENDMENT (1st Amendment) is made is made and entered into by and between the City of Coppell, Texas ("City"), acting by and through its duly authorized City Manager, and Allied Waste Services of Fort Worth, LLC a Republic Services Company ("Contractor") , a Texas limited liability company, acting by and through its duly authorized representative, and shall be effective on the date signed by the last of the parties to sign (the "Effective Date"). RECITALS WHEREAS, the City has contracted Allied Waste Services of Fort Worth, LLC as a Contractor to provide Solid Waste and Recycling Services; and, WHEREAS, Contractor and City have agreed to renew and amend the prior agreement (hereinafter "SWRSA"). NOW, THEREFORE, in consideration of the provisions recited herein and the mutual obligations undertaken, the Parties agree as follows: SECTION 1: That the SWRSA is hereby amended by amending Section 2 by changing the title and grant of authority from a franchisee to contractor which shall herein read as follows: "2. GRANT OF AUTHORITY FOR COLLECTION OF MUNICIPAL SOLID WASTE 2.1 Contractor is hereby granted for the term of this Agreement, as defined in Section 3 unless sooner terminated, the exclusive right and privilege and sole obligation within the corporate limits of the City to operate municipal solid waste collection on behalf of the City as follows: (a) Collection ..... (b) ..... 2.2 Contractor is hereby granted for the term of this Agreement ..... 2.3 City shall pay to Contractor for and in consideration for the services provided herein those charges as set fort in Exhibit 2, as amended, which shall be billed in accordance with Section 25 hereof. Page 1 TM 118024 SECTION 2: That Paragraph 3.1 of the Solid Waste and Recycling Services Agreement (SWRSA), shall be amended to read as follows: "3. TERM 3.1. Initial Term: Unless sooner .... Central Time. That upon the expiration date of October 31, 2021 at 211:59, CT this Agreement is hereby extended for a five- year term beginning at 12:00am on November 1, 2021 and shall continue in effect until October 31, 2026 at 11:59 pm Central Time." SECTION 3: That Paragraph 3.2 of the SWRSA shall be amended to read as follows: "3. TERM 3.2 Optional Renewal Terms: City may renew this Agreement, as amended, for an additional one five (5) year optional renewal term. Contractor may prohibit City ....... Provisions of this Agreement. SECTION 4: That the SWRSA is hereby amended by repealing Exhibit 2, thereof and replacing with a new Exhibit 2 which is incorporated herein as Attachment 1 to this Amended Agreement. SECTION 5: That the SWRSA is as heretofore amended by this 1st Amendment, is hereby incorporated herein as set forth above and shall supersede all prior agreements between the Parties; and the same herein is hereby republished and reaffirmed as the sole agreement between the Parties. EXECUTED this day of 2020 by authority of Coppell City Council. CITY OF COPPELL BY Mike Land, City Manager ATTEST: Ashley Owens, City Secretary Page 2 TM 118024 APPROVED AS TO FORM: Robert E. Hager, City Attorney EXECUTED this day of , 2020 by ATTACHMENT l: ALLIED WASTE SERVICES OF FORT WORTH, LLC Im President/Executive Director ATTACHMENTS Page 3 TM 118024 C',P FE L File ID: 2020-5315 Version: 1 File Name: Asbury Manor Trail City of Coppell, Texas Master File Number: 2020-5315 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Agenda Ready In Control: Parks and Recreation File Created: 09/14/2020 Final Action: Title: Consider award of bid #Q-0920-01 with Cam -Crete Contracting, Inc., in the amount of $54,850.00,as provided for in the CRDC fund for the elevated trail project, for trail intersection improvements near Asbury Manor; and authorizing the City Manager to sign any necessary documents. Notes: Sponsors: Attachments: Memo.pdf, Trail Map.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 2020-5315 Title Consider award of bid #Q-0920-01 with Cam -Crete Contracting, Inc., in the amount of $54,850.00,as provided for in the CRDC fund for the elevated trail project, for trail intersection improvements near Asbury Manor; and authorizing the City Manager to sign any necessary documents. Summary See attached memo. Fiscal Impact: Funds are available in the CRDC budget for this project. Staff Recommendation: City of Coppell, Texas Page 1 Printed on 9/18/2020 Master Continued (2020-5315) The Parks and Recreation Department recommends approval. Goal Icon: t ust miiiinu mtmllle City Goveirunuurnein't msliiuinsss III'°'uimosll4suimlii'ty Coirmrnirmrnuurmiiity Welliness m~murrd II C'"unur°iiichi mein't Sense of Community ^II Dern,°.i�M II "Ilace tc,i Ill...i�rne City of Coppell, Texas Page 2 Printed on 9/18/2020 MEMORANDUM To: Mayor and City Council From: John Elias, Park Projects Manager Via: Brad Reid, Director of Parks and Recreation Date: September 22, 2020 Reference: Consider award of bid 4Q-0920-01 with Cam -Crete Contracting, Inc., in the amount of $54,850, as provided for in the CRDC fund for the elevated trail project, for trail intersection improvements near Asbury Manor; 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. Introduction: The trail intersection near Asbury Manor is 100% within the Flood Plain. This area is prone to rising water during rain events. Over the last 10 years the area that the trail intersection is built on has settled approximately 12" causing water to stand on the trail after rain events. This condition has gotten progressively worse over the years to the point that the trail is underwater much of the time. The City hired Halff & Associates to engineer a plan to raise the trail intersection and grade the area to drain away from the trail. It should be noted that this trail repair does not address the quantity of water coming into the flood plain and after major rain events the trail will temporarily be submerged. This is a common occurrence throughout the trail system as most of the trail system is located within the flood plain. The City of Coppell opened bids for Bid No. Q-0920-01 for the Asbury Manor Trail Improvements Project on September 10, 2020. A total of (9) bids were received ranging from $54,850 to $152,819. Below are the (4) lowest bids received: • Cam -Crete Contracting, Inc. $54,850.00 • Grod Construction $61,580.00 • MHB Construction $64,081.75 • Northstar Construction $64,981.00 1 Analysis: The trail repair will take approximately 30 to 45 days to complete. The temporary trail will remain in place during construction of the trail repair to keep the trail open. The Parks and Recreation Department recommends awarding bid 4Q-0920-01 to lowest responsible bidder, Cam -Crete Contracting, Inc., in the amount of $54,850.00. Legal Review: Agenda item does not require legal review. Fiscal Impact: The fiscal impact of this agenda item is $54,850.00, as provided for in the CRDC fund for the elevated trail project. Recommendation: The Parks and Recreation Department recommends approval of this item. C',P FE L File ID: 2020-5321 Version: 1 City of Coppell, Texas Master File Number: 2020-5321 Type: Agenda Item Reference: File Name: FY 2020-2021 Council Goals and Staff Work Plan 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Agenda Ready In Control: City Council File Created: 09/15/2020 Final Action: Title: Consider approval and adoption of the FY 2020-2021 Council Goals and Staff Work Plan. Notes: Sponsors: Attachments: FY 20-21 Work Plan Memo.pdf, FY 20-21 Work Plan.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 2020-5321 Title Consider approval and adoption of the FY 2020-2021 Council Goals and Staff Work Plan. Summary Goal Icon: S ust miiiunu mlt llIe City G mveirunuurnrnein't usliinsss III'°'nmosll4s'nmlii'ty Coirmrnirmrnui niiiity Welliness ai nd IIEi nur°iiicllh i mei nt Sense of Community City of Coppell, Texas Page 1 Printed on 9/18/2020 Master Continued (2020-5321) SI,,,.mcJM F�Iacetci [J),fe City of Coppell, Texas Page 2 Printed on 911812020 COFFELL q � a MEMORANDUM To: Mayor and City Council Through: Mike Land, City Manager From: Traci E. Leach, Deputy City Manager Date: September 22, 2020 Reference: FY21 Annual Work Plan Introduction: Attached you will find the proposed FY 2020-21 Council Goals and Staff Work Plan. The plan was developed in response to the work and direction done by the Coppell City Council during the January 2020 Council Retreat with some additional input around the recently adopted 2040 Plan. The results of the Council's work were incorporated into the development of the proposed 2020-21 Budget and provides the direction for staff's activities in accomplishing the Council's stated Goals for the coming fiscal year. Analysis: The document is formatted as it has been in the past but has been updated to reflect the new Vision 2040 Pillars and Goals. The first column identifies the 2040 Pillar. The second column identifies the 2040 Goals as prioritized by the Council during the January retreat and in support of the specific pillar. The third column identifies the objectives in support of the Council adopted pillars and goals. Recall that work on these items will technically begin after October 1, 2020 with the start of the new fiscal year. Recommendation: Staff recommends approval of the FY 2020-21 Council Goals and Staff Work Plan. 0 N cu ci � N N N N ci ci N N N N N LO f0 O_ O_ >? a.� 41 41 N N 41 O_ 41 ? 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D.. U cn -o E �n m co W U — U a1 a Cn C C (IJ ci—�n 4 N O a is a E 7 •U U� = — a aT C M v _ — v> Cj 3=° E Cf. Q m _ 9 v a, 3 ' m ar E E 3 o Cn � —_ u ,° (IJ @ N asi o •+ v C Q a, c 4.1 Cj 0 Ve 0 0 �n -0 +� m Q Q =�° ._ ,n o u 2 E c v 3 a°i F E ,z ° > U M o = 3 i v v ° ° ° M t i � u — — =5CJ ` O E _ m o C: ? - o c U t m T a v " 3 V) a r i c iar. 4 k � 0 i rrn�Prr�ir�rry2uui��' , u C',P FE L File ID: 2020-5317 Version: 1 City of Coppell, Texas Master File Number: 2020-5317 Type: Agenda Item Reference: File Name: Mayor & CC Reports 09/22/20 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Mayor and Council Re po its In Control: City Council File Created: 09/14/2020 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 2020-5317 Title Report by the City Council on recent and upcoming events. Summary City of Coppell, Texas Page 1 Printed on 9/18/2020 C',P FE L File ID: 2020-5319 Version: 1 City of Coppell, Texas Master File Number: 2020-5319 Type: Agenda Item Reference: =ile Name: CC Committee Reports 9/22/20 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Council Committee Re po its In Control: City Council File Created: 09/14/2020 Final Action: Title: A. Report on North Central Texas Council of Governments - Councilmember Wes Mays B. Report on North Texas Commission - Councilmember Nancy Yingling Notes: Sponsors: Enactment Date: Attachments: Enactment Number: 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 2020-5319 Title A. Report on North Central Texas Council of Governments - Councilmember Wes Mays B. Report on North Texas Commission - Councilmember Nancy Yingling Summary City of Coppell, Texas Page 1 Printed on 9/18/2020