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CP 2021-07-13o I'll""' COFFELL Tuesday, July 13, 2021 City of Coppell, Texas Meeting Agenda City Council 5:30 PM WES MAYS MARK HILL Mayor Mayor Pro Tem CLIFF LONG KEVIN NEVELS Place 1 Place 4 BRIANNA HINOJOSA-SMITH JOHN JUN Place 2 Place 5 DON CARROLL 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 7/9/2021 City Council Meeting Agenda July 13, 2021 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 Council members 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) 1st Floor Conference Room A. Discussion of agenda items. B. Discussion regarding Council Committee assignments. C. Discussion regarding Mayor Pro Tem appointment. D. Discussion regarding the Fire Department's Automatic Assistance Agreement with the City of Irving. E. Discussion regarding Belt Line Road construction communication system. F. Discussion of Library and City Administration Staffing. Attachments: Council Committee Appointments Memo.pdf Mayor Pro Tem Memo.pdf Belt Line TTI Communication Project Memo.pdf Library Staffing Memo.pdf City Admin Memo.pdf Regular Session 3. Invocation 7:30 p.m. 4. Pledge of Allegiance 5. Citizens' Appearance 6. Swearing in of Councilmember Place 3. Presentations City of Coppell, Texas Page 2 Printed on 7/9/2021 City Council Meeting Agenda July 13, 2021 7. "Communities Keep Communities Safe" presentation by Police Chief Danny Barton. 8. Consent Agenda A. Consider approval of the minutes: June 8, 2021 and June 15, 2021. Attachments: CM 2021-06-08. df CM 2021-06-15 (canvass).pdf B. Consider approval of an Ordinance for PD -306 -HC, VariSpace Coppell, Lot 1, Block A, a zoning change request from HC (Highway Commercial) to PD -306 -HC (Planned Development -306 -Highway Commercial), to approve a Detail Site Plan for a 185,700 -square -foot, 3 -story office building with a two-story parking garage; on 9.84 acres of property located at the southeast corner of SH 121 and North Freeport Parkway, and authorizing the Mayor to sign. Attachments: City Council Memo.pdf Ordinance.pdf Exhibit A - Legal.pdf Exhibit B - Site Plan.pdf Exhibit C - Garage Floor Plan.pdf Exhibit D - Tree Survey.pdf Exhibit E - Landscape Plan.pdf Exhibit F - Elevations.pdf Exhibit G- Signage Plan.pdf C. Consider approval of a Resolution approving the second amendment to Civic Center Agreement by and between the City of Coppell and Northpoint Hotel Group, LLC; and authorizing the Mayor to sign. Attachments: Civic Center Agreement Memo.pdf Civic Center Development Agreement-Aloft.pdf Civic Center Agree ment-Aloft.pdf D. Consider approval of a Resolution approving the second amendment to Tax Abatement Agreement by and between the City of Coppell and Northpoint Hotel Group, LLC; and authorizing the Mayor to sign. Attachments: Tax Abatement Agreement Memo.pdf Tax Abatement Agreement-Aloft.pdf Tax Abatement Agreement-Aloft.pdf E. Consider approval of a Resolution approving the second amendment to Tax Abatement Agreement by and between the City of Coppell and Plaza Lodging, LLC; and authorizing the Mayor to sign. Attachments: Tax Abatement Memo.pdf City of Coppell, Texas Page 3 Printed on 7/9/2021 City Council Meeting Agenda July 13, 2021 F. Consider approval ofaResolution approving the second amendment bz Civic Center Agreement bvand between the City ofCoppeUand Plaza Lodging, LLC; and authorizing the Mayor bzsign. Attachments: Plaza Lodging - ivic Center Me Civic Center Agreement -Springhill Suites.pdf G. Consider approval ofanAgreement for Fire Department Automatic Assistance between the City ofCoppeUand the City ofIrving; and authorizing the Mayor to sign. ��: Staff-Memo.pd� Automatic AssistancePolicies.pdf H. Consider approval ofacontract with Ennergioon.LLC, for RFP #182 Ambulance Debt Collections Services, aabudgeted annually, and authorizing the City Manager tosign all necessary documents. Attachments: St��[ Reguest for Propo al Packet - RF i Consider approval ofaccepting the resignation ofNancy Luddenfrom Smart City Board. Attachments: End of Consent Agenda 9. PUBLIC HEARING: Consider approval ofazoning change request from PO-25OR8-H(Planned Development -25O-Revaion8-Hiatoho)bzPO-25OR25-H(Planned Oeve|opnnent-25O-Reviaion25-Hiatorio).toapprove a Oebsi| Site Plan for a 7.631-aquane-foot. 2 -story mixed-use building with retail on the first floor and residential onthe second floor; onO.19Oacres ofproperty located at 755 W. Main Street. Attachments: Sta Flodq��f Ele�� Re�� City of Coppell, Texas Page 4 Printed on 71912021 City Council Meeting Agenda July 13, 2021 10. Consider appointment of Mayor Pro Tem as required by Section 3.05 of the Home Rule Charter. 11. City Manager Reports - Project Updates and Future Agendas 12. Mayor and Council Reports Report by the City Council on recent and upcoming events. 13. Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. 14. Necessary Action from Executive Session 15. Adjournment Wes Mays, 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 9th day of July, 2021, at Ashley Owens, 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 7/9/2021 City Council Meeting Agenda July 13, 2021 City of Coppell, Texas Page 6 Printed on 7/9/2021 C',P FE L File ID: 2021-5790 Version: 1 File Name: WKS 7/13/21 City of Coppell, Texas Master File Number: 2021-5790 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Work Session In Control: City Council File Created: 07/06/2021 Final Action: Title: A. Discussion of agenda items. B. Discussion regarding Council Committee assignments. C. Discussion regarding Mayor Pro Tem appointment. D. Discussion regarding the Fire Department's Automatic Assistance Agreement with the City of Irving. E. Discussion regarding Belt Line Road construction communication system. F. Discussion of Library and City Administration Staffing. Notes: Sponsors: Attachments: Council Committee Appointments Memo.pdf, Mayor Pro Tem Memo.pdf, Belt Line TTI Communication Project Memo.pdf, Library Staffing Memo.pdf, City Admin Memo.pdf Contact: Drafter: Related Files: History of Legislative File Enactment Date: Enactment Number: Hearing Date: Effective Date: Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result: sion: Date: Text of Legislative File 2021-5790 Title A. Discussion of agenda items. B. Discussion regarding Council Committee assignments. C. Discussion regarding Mayor Pro Tem appointment. D. Discussion regarding the Fire Department's Automatic Assistance Agreement with the City of Irving. E. Discussion regarding Belt Line Road construction communication system. F. Discussion of Library and City Administration Staffing. City of Coppell, Texas Page 1 Printed on 7/9/2021 Master Continued (2021-5790) Summary City of Coppell, Texas Page 2 Printed on 7/9/2021 T H E - C I T Y 0 F COPPELL w h 1 MEMORANDUM To: Mayor and City Council From: Mike Land, City Manager Date: July 13, 2021 Reference: Discussion regarding City Council Committee assignments. Following each regular city election or runoff election is such occurs, the Mayor assigns liaisons to regional committees and school boards. T H E - C I T Y 0 F COFFELL w h 1 MEMORANDUM To: Mayor and City Council From: Mike Land, City Manager Date: July 13, 2021 Reference: Discussion regarding Mayor Pro Tem appointment. As required by Section 3.05 of the Home Rule Charter, City Council elects a councilmember to be Mayor Pro Tem following either each regular city election or runoff election if such occurs. COPPELIL MEMORANDUM To: Mayor and City Council From: Kent Collins P.E., Director of Public Works Date: July 13, 2021 Reference: Traveler Information project related to Belt Line Reconstruction project 2040: Foundation Pillar: Sustainable City Government Goal 4: City Services to Ensure High Levels of Customer Satisfaction General Information: Staff will present a continued discussion of a proposed project to provide real-time travel time and route information to motorists during the reconstruction of Belt Line Road. Information related to questions asked on June 8th will be presented. I T 'H E - C 1 T Y 0 F C_QPP'EL'L Fk 9 r MEMORANDUM To: Mayor and City Council From: Dennis Quinn, Director of Library Services Date: July 13, 2021 Reference: Library Staffing 2040: Sustainable City Government, Perpetuate a Learning Environment Background: Prior to the COVID-19 pandemic, in a given year the Cozby Library historically served about 300,000 visitors who conducted 600,000 circulation transactions and made 20,000 reference inquiries. The Library provided about 550 programs attended by 19,000 participants, and honored about 1,800 room reservations. Compared to other Texas public libraries, this level of activity is typical of communities about twice the size of Coppell (based on 2019 data from the Texas State Library and Archives Commission). The Cozby Library supported this level of service with a total of 21.5 FTE in staff. Analysis At present, three Library Clerk positions (one full-time and two part-time) have been vacant since the winter of 2019 and spring of 2020. These positions are authorized in the FY20-21 budget, but are not funded. Library Clerks are primarily responsible for front-line customer support across the range of Library services. These three vacancies comprise almost 25% of all Library Clerk capacity. The workload of these vacant positions is being partially absorbed by Library Technicians and Librarians, who have essential functions in other professional areas, including the development, preparation, and execution of educational programs; maintenance of the library collection and the catalog database; and public communication and marketing related to Library services and activities. As of the beginning of June 2021, visitor traffic at the Library has returned to 100% of historical levels, measured in visitors per hour. Nonetheless, the Library is emerging from the COVID-19 pandemic at a lower staffing level than it had in the fall of 2019, specifically in front-line positions. In order to maintain the quality of service across its open hours, the Library is currently open 6 days each week instead of 7 as it had been previously. Even so, Librarians and Library Technicians are being underutilized as they absorb the workload of the vacant Clerk positions. In June 2021, a retirement led to the vacancy of a part-time Librarian position. This position is authorized in the FY20-21 budget, and is funded. Staff Recommendation: To maintain a balanced staffing structure, and to be able to support current service levels more sustainably, staff is requesting authorization to fill one full-time Library Clerk position in lieu of the part-time Librarian position. The difference in salaries between the two positions is $7,000, which can be funded by cost savings from seasonal summer staff that were not utilized in FY20-21. If tonight's request is approved, the budgeted salary for the part-time Librarian and seasonal summer staff will be used to fund one full-time Library Clerk position that is currently unfunded. The part-time Librarian position would remain authorized but become unfunded, and seasonal summer staff would be discontinued for the foreseeable future. MEMORANDUM To: Mayor and City Council From: Ashley Owens, City Secretary Date: July 13, 2021 Reference: City Administration Staffing Introduction: The position of Deputy City Secretary has been vacant since October 2020. This is an authorized position in the Fiscal Year 20-21 budget, and it is not a funded position. Currently the duties of that position have been carried by the City Secretary. The Deputy City Secretary will be primarily responsible for the following tasks: • Receiving, reviewing, and responding to Requests for Public Information pursuant to statutory guidelines. • Oversee all of the City's Records Management Program in compliance with the Texas State Library and Archives Commission. • Oversee and support the City's Boards and Commissions and coordinate the annual application process. Also coordinate the City's Volunteer Appreciation Event and Boards and Commissions Reception, and the swearing in ceremony for annual appointments by City Council. • Assemble and distribute City Council agendas and packets to City Council, department heads, media and interested citizens. • Maintain and update the City Secretary's Office portion of the webpage. • Receive and assist citizens who contact the City Manager's Office via personal appearance, telephone, or email. In addition to these tasks, the Deputy City Secretary will assist the City Secretary with any City Council as requests for special assignments, signing of ordinances, resolutions, and proclamations. The Deputy City Secretary and City Secretary will split the responsibility of attending City Council meetings, special called meetings, and budget workshops. The position of Administrative Support Assistant in the City Manager's Office is also vacant. If tonight's request is approved, the budgeted salary for the Administrative Support Assistant will be used to partially fund the Deputy City Secretary position. The Administrative Support Assistant would remain authorized but become unfunded. The differential between the two positions requires an additional $18,000.00 be added to the City Administration budget. Staff is requesting approval to advertise for the Deputy City Secretary position and request the Director of Finance bring forward a budget amendment to City Council after completion of Fiscal Year 20-21. The proposed source of funding for this position is from the General Fund Balance. C',P FE L File ID: 2021-5791 Version: 1 File Name: Swearing in Place 3 City of Coppell, Texas Master File Number: 2021-5791 Type: Agenda Item Reference: Title: Swearing in of Councilmember Place 3. Notes: Sponsors: Attachments: Contact: Drafter: Related Files: History of Legislative File 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Presentations In Control: City Council File Created: 07/06/2021 Final Action: Enactment Date: Enactment Number: Hearing Date: Effective Date: Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result: sion: Date: Text of Legislative File 2021-5791 Title Swearing in of Councilmember Place 3. Summary City of Coppell, Texas Page 1 Printed on 7/9/2021 C',P FE L File ID: 2021-5794 Version: 1 File Name: DB Presentation City of Coppell, Texas Master File Number: 2021-5794 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Presentations In Control: City Council File Created: 07/07/2021 Final Action: Title: "Communities Keep Communities Safe" presentation by Police Chief Danny Barton. 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 2021-5794 Title "Communities Keep Communities Safe" presentation by Police Chief Danny Barton. Summary City of Coppell, Texas Page 1 Printed on 7/9/2021 C',P FE L File ID: 2021-5788 Version: 1 File Name: Minutes 6/8/21 City of Coppell, Texas Master File Number: 2021-5788 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 07/06/2021 Final Action: Title: Consider approval of the minutes: June 8, 2021 and June 15, 2021. Notes: Sponsors: Attachments: CM 2021-06-08.pdf, CM 2021-06-15 (canvass).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 2021-5788 Title Consider approval of the minutes: June 8, 2021 and June 15, 2021. Summary City of Coppell, Texas Page 1 Printed on 7/9/2021 CFFELL Tuesday, June 8, 2021 WES MAYS Mayor CLIFF LONG Place 1 BRIANNA HINOJOSA-SMITH Place 2 VACANT Place 3 MIKE LAND City Manager City of Coppell, Texas Minutes City Council 5:30 PM MARK HILL Mayor Pro Tem KEVIN NEVELS Place 4 JOHN JUN Place 5 BIJU MATHEW Place 6 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Council Chambers Present 7 - Wes Mays -,Cliff Long;Brianna Hinojosa-Smith;Kevin Nevels;John Jun;Biju Mathew and Mark Hill Also present were Deputy City Managers Traci Leach and Vicki Chiavetta, City Attorney Robert Hager, and City Secretary Ashley Owens. The City Council of the City of Coppell met in Regular Called Session on Tuesday, June 8, 2021 at 5:30 p.m. in the City Council Chambers of Town Center, 255 Parkway Boulevard, Coppell, Texas. 1. Call to Order Mayor Wes Mays called the meeting to order, determined that a quorum was present and convened into the Executive Session at 5:31 p.m. 2. Executive Session (Closed to the Public) 1st Floor Conference Room Section 551.071, Texas Government Code - Consultation with City Attorney. A. Seek Legal Advice from City Attorney regarding Texas Administrative Code Rule 3.334, concerning local sales and use taxes. Discussed under Executive Session B. Seek Legal Advice from City Attorney regarding accessory structures City of Coppell, Texas Page 1 City Council Minutes June 8, 2021 under Zoning and Building Codes. Discussed under Executive Session Section 551.087, Texas Government Code - Economic Development Negotiations. C. Discussion regarding economic development prospects south of Dividend Drive and west of Belt Line Road. Discussed under Executive Session D. Discussion regarding economic development prospects south of Northpoint Drive and west of Royal Lane. Discussed under Executive Session Section 551.072, Texas Government Code - Deliberation regarding Real Property. E. Discussion regarding acquisition of property for the construction of trails as identified in the City of Coppell Trail Master Plan. Discussed under Executive Session 3. Work Session (Open to the Public) 1st Floor Conference Room Mayor Wes Mays adjourned the Executive Session at 6:15 p.m. and reconvened into the Work Session at 6:18 p.m. A. Discussion regarding agenda items. B. Discuss requests for memorial installations for placement on city owned property. C. Discussion regarding proposed travel information communication system for the Belt Line Reconstruction project. D. DART Rail Construction Update. Presented in Work Session Regular Session 4. Invocation 7:30 p.m. Associate Pastor Steve Elkins with Coppell Bible Fellowship gave the invocation. 5. Pledge of Allegiance Mayor Wes Mays and the City Council led those present in the Pledge of Allegiance. Proclamations City of Coppell, Texas Page 2 City Council Minutes June 8, 2021 6. Consider approval of a Proclamation designating June 8, 2021, as "Tracy Eubanks Appreciation Day"; and authorizing the Mayor to sign. Mayor Wes Mays read the proclamation into the record and presented the same to Metrocrest Services CEO Tracy Eubanks. A motion was made by Councilmember Brianna Hinojosa-Smith, seconded by Mayor Pro Tem Mark Hill, that this Agenda Item be approved. The motion passed by an unanimous vote. 7. Consider approval of a Proclamation designating the month of June as "Pride Month"; and authorizing the Mayor to sign. Mayor Wes Mays read the proclamation into the record and presented the same to Allies in Community members, Leslie McMurray and Seth Phillips. A motion was made by Councilmember Kevin Nevels, seconded by Councilmember Brianna Hinojosa-Smith, that this Agenda Item be approved. The motion passed by an unanimous vote with Councilmember John Jun abstaining. 8. Consider approval of a Proclamation naming the month of July as "Park and Recreation Month;" and authorizing the Mayor to sign. Mayor Wes Mays read the proclamation into the record and presented the same to Director of Parks and Recreation Jessica Carpenter and her team. A motion was made by Councilmember Brianna Hinojosa-Smith, seconded by Councilmember Biju Mathew, that this Agenda Item be approved. The motion passed by an unanimous vote. 9. Citizens' Appearance Mayor Wes Mays asked for those who signed up to speak: 1) Amelia Anderson, 624 Inglenook Court, spoke in favor of the Pride Month Proclamation. 2)Teresa and Liz Khirallah-Jackson and their sons, 600 Hawk Court, spoke in favor of the Pride Month Proclamation. 3) Liam Lander, 935 Mapleleaf Lane, spoke in favor of the Pride Month Proclamation. 4) Jenne Lander, 935 Mapleleaf Lane, spoke in favor of the Pride Month Proclamation. 5) Meghan Shoemaker, 474 Sandy Knoll Drive, spoke in favor of the Pride Month Proclamation. 6) Leslie McMurray, 588 Parkway Boulevard, spoke in favor of the Pride Month Proclamation. 7) Melissa Lam, 9655 Wharf Road, Apt 388, spoke in favor of the Pride Month Proclamation. 10. Consent Agenda A. Consider approval of the minutes: May 25, 2021. A motion was made by Councilmember Brianna Hinojosa-Smith, seconded by Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The City of Coppell, Texas Page 3 City Council Minutes June 8, 2021 motion passed by an unanimous vote. B. Consider approval of a professional services agreement with American Underwater Services, Inc., for dredging of the canal at Grapevine Springs Park, not to exceed the amount of $74,425.00, through an Interlocal Agreement with the City of Southlake; as provided for in the CRDC Fund Balance; and authorizing the City Manager to sign any necessary documents. A motion was made by Councilmember Brianna Hinojosa-Smith, seconded by Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The motion passed by an unanimous vote. C. Consider award of Bid No. Q-0521-01 to Knight Erosion Control, Inc. DBA KEC Retaining Walls & Construction, for wall repairs and diversion wall replacement at Grapevine Springs Park, not to exceed $269,900.77, as provided for in the CRDC Fund Balance, and authorizing the City Manager to sign any necessary documents. A motion was made by Councilmember Brianna Hinojosa-Smith, seconded by Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The motion passed by an unanimous vote. D. Consider approval of an extension from June 30, 2021 to December 31, 2021, to the Resolution that granted a moratorium from enforcement within the LI, HC, C, R and TC zoned districts from use of property and/or special use permit requirement in order for the property owner to operate a COVID-19 testing facility and/or COVID-19 vaccination site, or combination thereof, a temporary medical facility; providing for the provisions; and providing an effective date; and authorizing the Mayor to sign. A motion was made by Councilmember Brianna Hinojosa-Smith, seconded by Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The motion passed by an unanimous vote. Enactment No: RE 2021-0608.1 E. Consider approval of a Resolution approving a Tax Abatement Agreement by and among the City of Coppell and 1-800 CONTACTS, INC.; and authorizing the Mayor to sign. A motion was made by Councilmember Brianna Hinojosa-Smith, seconded by Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The motion passed by an unanimous vote. Enactment No: RE 2021-0608.2 F. Consider approval of a Resolution approving a Tax Abatement Agreement by and among the City of Coppell and Printful, Inc.; and authorizing the Mayor to sign. A motion was made by Councilmember Brianna Hinojosa-Smith, seconded by City of Coppell, Texas Page 4 City Council Minutes June 8, 2021 Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The motion passed by an unanimous vote. Enactment No: RE 2021-0608.3 G. Consider acceptance of the resignation of Laura Ketchum from the Board of Adjustment and moving the alternate member, Casey Smith, into the role of regular member for the remainder of the unexpired term. A motion was made by Councilmember Brianna Hinojosa-Smith, seconded by Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The motion passed by an unanimous vote. H. Consider approval of an Ordinance extending the moratorium against enforcement on Sections 6-15-3 (A), 6-15-4 and 6-15-5 (3) (A) and (B), (J) - (M), (4) and (8), Article 16 "Business Regulations" of Chapter 6-15 "Temporary Signs" for a period of time until September 30, 2021; and authorizing the Mayor to sign. A motion was made by Councilmember Brianna Hinojosa-Smith, seconded by Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The motion passed by an unanimous vote. Enactment No: OR 2021-1561 Consider approval of an Interlocal Agreement between the City of Coppell and the North Central Texas Council of Governments to establish a cooperative purchasing program for aerial mapping services; and authorizing the Mayor to sign. A motion was made by Councilmember Brianna Hinojosa-Smith, seconded by Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The motion passed by an unanimous vote. J. Consider approval to enter into a contract with NEMA 3 Electric, to install conduit and fiber optics along Denton Tap Road as part of the Denton Tap Intersection Improvement Project; in the amount of $154,546.88; as provided for through Bond proceeds; and authorizing the City Manager to sign any necessary documents. A motion was made by Councilmember Brianna Hinojosa-Smith, seconded by Councilmember Biju Mathew, that Consent Agenda Items A -J be approved. The motion passed by an unanimous vote. End of Consent Agenda 11. PUBLIC HEARING: Consider approval of PD -306 -HC, VariSpace Coppell, Lot 1, Block A, a zoning change request from HC (Highway Commercial) to PD -306 -HC (Planned Development -306 -Highway Commercial), to approve a Detail Site Plan for a 185,700 -square -foot, 3 -story office building with a two-story parking garage; on 9.84 acres of property located at the City of Coppell, Texas Page 5 City Council Minutes June 8, 2021 southeast corner of SH 121 and North Freeport Parkway at the request of Jeff Lamb, Varidesk LLC. Presentation: Matt Steer, Development Services Administrator, made a presentation to the City Council. Mayor Wes Mays opened the Public Hearing and advised that no one signed up to speak. A motion was made by Councilmember Brianna Hinojosa-Smith, seconded by Councilmember Cliff Long , to close the Public Hearing and approve this Agenda Item subject to the following conditions: 1. Additional comments may be generated upon detail engineering and building permit reviews. 2. The existing conditions drainage area map shall be included with the detail engineering plans. 3. A Tree Removal Permit will be required prior to the removal of any trees. Tree mitigation fees of $19,100 will be due at that time. 4. The Director of Community Development shall be authorized to administratively review the addition of a third level to the parking garage as an amendment to the Planned Development. 5. The shrub quantities and sizes shall be noted in the landscape plant chart on the Landscape Plan. 6. The address of 450 N. Freeport Parkway be reflected correctly on the plans. 7. An additional single -tenant and an additional multi -tenant monument sign be allowed on-site. 8. Directional signage be allowed as shown on the sign plan. 9. Parking space sizes be allowed as listed on the plans. 10. The loading zone be allowed as depicted on the site plan. The motion passed by an unanimous vote. 12. PUBLIC HEARING: Consider approval of a Resolution granting a variance of three hundred (300') feet to Crescent City, from the 300 -foot prohibited requirement, for the sale of alcoholic beverages, with a business address being 780 S. MacArthur Boulevard, Suite 100; and authorizing the Mayor to sign. Presentation: Ashley Owens, City Secretary, made a presentation to the City Council. Kalpana Patel, applicant, was available for questions of the City Council. Mayor Wes Mays opened the Public Hearing and advised that no one signed up to speak. A motion was made by Mayor Pro Tem Mark Hill, seconded by Councilmember Biju Mathew, to close the Public Hearing and approve this Agenda Item. The motion passed by unanimous vote. Enactment No: RE 2021-0608.4 City of Coppell, Texas Page 6 City Council Minutes June 8, 2021 13. City Manager Reports - Project Updates and Future Agendas City Manager Mike Land gave the following project updates: Belt Line Road reconstruction will be advertised for bids beginning late June with an expected award late July or early August. The contractor for Plantation reconstruction is expected to mobilize on June 21st. The neighborhood meeting is scheduled for next week. The neighborhood/project meeting for Stream G6 was held last week. It was well attended and staff was able to answer questions about the project and schedule. The contractor has started some work clearing and will mobilize in the next two weeks, weather permitting. Work on the Denton Creek grade control structure project is expected to begin the first week of July (dependent on weather and Lake Grapevine releases). Staging and tree removals will impact trail access, so Public Works is working with the Parks Department to provide information related to trail closures. Starting this week, Public Works will be pressure washing and sealing the exterior of Town Center. The caulking at the base of the building will be replaced as well. The majority of the work will be done during normal hours but we do not expect this to cause any issues. The entrance area will be done over a weekend so as to not disrupt City operations. We may have to restrict parking on the side of the building for one day to ensure the work is completed in a timely manner. We expect this to take no longer than two weeks depending on weather. 14. Mayor and Council Reports Report by Mayor and City Council on recent and upcoming events. Join us for free live music outside on Grove once a month at the Arts Center! Cafe con Leche will be performing on Saturday, June 12th from 6 pm to 8 pm. Enjoy the music, mingle with friends and purchase a cold drink from Macklin's Catering Co. or food from Food Trucks on-site at the Arts Center during this free outdoor concert. Our outdoor seating will be first-come, first -serve, and lawn chairs are welcome! For more information visit: www.CoppellArtsCenter.org. Who could use a night out with friends right now? Paint & Sip at the Coppell Arts Center are a fun way to create memories and masterpieces. Join us on Wednesday, June 23, from 6 to 8 p.m. Please bring your friends or significant other to wine up and then wind down during one of our two-hour painting classes. We'll provide all the painting supplies so you can enjoy a stress -free evening with your instructor Kate Shema of Createria Studios. And as for the sip part of the event, a selection of beer and wine will be available for purchase at the bar. Participants will individually work on the same theme, painting a Hibiscus flower. No experience necessary, just an open spirit and willingness to have fun! For more information visit: www.CoppellArtsCenter.org. Is your dog a star? We're rolling out the red carpet for every VIP: Very City of Coppell, Texas Page 7 City Council Minutes June 8, 2021 Important Pup with a fashion show and more! This free event is from 10 am to 1 pm on June 26th outside on the Grove at the Coppell Arts Center. Come watch the fashion show, that starts at 11 am or find your next best friend with the help of an on-site animal adoption agency. Join us for pet family photos, food trucks, local pet -related vendors, and more! *A $10 Registration fee is required for your dog to participate in the Fashion Show. For more information visit: www.CoppellArtsCenter.org On Saturday, July 3rd, The Parade Down Parkway kicks off at 9 a.m. and begins at Samuel Blvd. and Sandy Lake Rd., travels north on Samuel to Parkway Blvd., then heads west to Town Center. Intersections along the parade route will be closed prior to the approaching parade and remain closed until all entries have passed. Line the parade route early for the best spot to see the red, white, and blue floats go by! Residents and businesses are encouraged to be a part of the fun by designing a patriotic float for a sports team, civic organization, HOA, or group of friends and family. Decorate a vehicle, bicycles, or simply walk in the parade! To participate in the parade, a completed application must be submitted by 5 p.m. on Friday, June 25. There is no charge to enter the parade; however, all organizations must complete an entry form and all entries must have a representative attend a mandatory pre -parade meeting. Party in the Park will also take place on Saturday, July 3rd from 5 to 10 p.m. at Andrew Brown Park East. Enjoy live music by Rubiks Groove and Big City Outlaws, lawn games, and delicious food truck fare. The fireworks spectacular, choreographed to patriotic music, begins at 9:30 p.m. City of Coppell administrative offices and Library will be closed in observance of the Independence Day holiday on July 5, 2021. On Thursday, July 8, 2021, from 6 to 9 p.m., join City Council and Staff as they begin discussions on the Fiscal Year 2022 annual operating budget. This workshop will be held at Town Center and will include service organization presentations and details on the Water -Sewer and Special Revenue funds. The Drive -In Movies Series is back at the Coppell Arts Center! On July 10th, the movie is Spider -Man Into the Spider -Verse. Tickets to the Drive -In are sold per vehicle for $15. The Parking Lot opens at 8 pm and spots are first-come, first served. The movie will start at 8:30 pm. Concessions will be available on-site for purchase. For more information visit: www.CoppellArtsCenter.org Reminder that City Council does not have a 2nd meeting in June. The next regularly scheduled meeting for City Council will be held on July 13th. 15. Public Service Announcements concerning items of community interest with no Council action or deliberation permitted. Nothing to report. 16. Necessary Action from Executive Session There was no action resulting from Executive Session. At this time, Mayor Wes Mays recessed the Regular Session and reconvened City of Coppell, Texas Page 8 City Council Minutes June 8, 2021 into Executive Session for Items B and E at 8:51 p.m. 17. Adjournment Mayor Wes Mays adjourned the Executive Session at 10:12 p.m. and reconvened into the Regular Session at 10:13 p.m. There being no further business before the City Council, the meeting was adjourned at 10:13 p.m. Wes Mays, Mayor ATTEST: Ashley Owens, City Secretary City of Coppell, Texas Page 9 CFFELL Tuesday, June 15, 2021 WES MAYS Mayor CLIFF LONG Place 1 City of Coppell, Texas Minutes City Council 8:30 AM Canvass of Municipal Runoff Election BRIANNA HINOJOSA-SMITH Place 2 VACANT Place 3 MIKE LAND City Manager MARK HILL Mayor Pro Tem KEVIN NEVELS Place 4 JOHN JUN Place 5 BIJU MATHEW Place 6 Present 3 - Wes Mays -,Kevin Nevels and Mark Hill 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Absent 4 - Cliff Long;Brianna Hinojosa-Smith;John Jun and Biju Mathew Council Chambers Also present were Deputy City Manager Traci Leach, City Secretary Ashley Owens and City Attorney Robert Hager. The City Council of the City of Coppell met in a Special Called Session on Tuesday, June 15, 2021 at 8:30 a.m. in the City Council Chambers of Town Center, 255 Parkway Boulevard, Coppell, Texas. 1. Call to Order Mayor Wes Mays called the meeting to order, determined that a quorum was present and convened the meeting at 8:31 a.m. He explained that for the purpose of this meeting, only two Council members are required, in accordance with the Election Laws. 2. Consider approval of a Resolution canvassing the returns for the Municipal Runoff Election held on June 5, 2021; declaring the results for Council Place 3; and authorizing the Mayor to sign. City Attorney Robert Hager read the Resolution into the record. City of Coppell, Texas Page 1 City Council Minutes June 15, 2021 A motion was made by Mayor Pro Tem Mark Hill, seconded by Councilmember Kevin Nevels, that this Resolution be approved. The motion passed by an unanimous vote. Enactment No: RE 2021-0615.1 and RE 2021-0615.1 (SP) Adjournment There being no further business before the City Council, the meeting was adjourned at 8:35 a.m. Wes Mays, Mayor ATTEST: Ashley Owens, City Secretary City of Coppell, Texas Page 2 City of Coppell, Texas C',P FE L File ID: 2021-5683 Version: 3 File Name: PD -306 -HC, VariSpace Master File Number: 2021-5683 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 05/07/2021 Final Action: Title: Consider approval of an Ordinance for PD -306 -HC, VariSpace Coppell, Lot 1, Block A, a zoning change request from HC (Highway Commercial) to PD -306 -HC (Planned Development -306 -Highway Commercial), to approve a Detail Site Plan for a 185,700 -square -foot, 3 -story office building with a two-story parking garage; on 9.84 acres of property located at the southeast corner of SH 121 and North Freeport Parkway, and authorizing the Mayor to sign. Notes: Sponsors: Enactment Date: Attachments: City Council Memo.pdf, Ordinance.pdf, Exhibit A - Enactment Number: Legal.pdf, Exhibit B - Site Plan.pdf, Exhibit C - Garage Floor Plan.pdf, Exhibit D - Tree Survey.pdf, Exhibit E - Landscape Plan.pdf, Exhibit F - Elevations.pdf, Exhibit G- Signage Plan.pdf Contact: Hearing Date: Drafter: Effective Date: Related Files: History of Legislative File Ver- Acting Body: Date: Action: Sent To: Due Date: Return Result: sion: Date: 1 Planning & Zoning 05/20/2021 Approved Pass Commission 2 City Council 06/08/2021 Close the Public Hearing and Approve Text of Legislative File 2021-5683 Title Consider approval of an Ordinance for PD -306 -HC, VariSpace Coppell, Lot 1, Block A, a zoning change request from HC (Highway Commercial) to PD -306 -HC (Planned City of Coppell, Texas Page 1 Printed on 7/9/2021 Master Continued (2021-5683) Development -306 -Highway Commercial), to approve a Detail Site Plan for a 185,700 -square -foot, 3 -story office building with a two-story parking garage; on 9.84 acres of property located at the southeast corner of SH 121 and North Freeport Parkway, and authorizing the Mayor to sign. Summary Staff Recommendation: Staff is recommending approval of this Ordinance. Strategic Pillar Icon: ireate III'; iusiiness wind Illininova ioin III' odoo City of Coppell, Texas Page 2 Printed on 7/9/2021 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: July 13, 2021 Reference: Consider approval of an Ordinance for PD -306 -HC, VariSpace Coppell, Lot 1, Block A, a zoning change request from HC (Highway Commercial) to PD -306 -HC (Planned Development -306 -Highway Commercial), to approve a Detail Site Plan for a 185,700 - square -foot, 3 -story office building with a two-story parking garage; on 9.84 acres of property located at the southeast corner of SH 121 and North Freeport Parkway, and authorizing the Mayor to sign 2040 Pillars: Create Business & Innovation Nodes Executive Summary: The Detail Planned Development is for a three-story VariSpace Office Building, approximately 185,700 - square feet in size. VariSpace is proposing to occupy approximately 1/3 of the space while offering up the remainder for lease. A 185,700 square foot three story building compatible with the 2030 Comprehensive MasterPlan calling for Freeway Commercial and listing mid -rise office as an appropriate use. The reason for the Planned Development request is to allow for specific conditions unique to this project. These conditions include: 9'x18' parking spaces where head to head conditions exist, a reduced loading zone area, and monument and directional sign variances. Analysis: On June 8, 2021, the City Council unanimously (6-0) approved this zoning change subject to the following conditions: 1. Additional comments may be generated upon detail engineering and building permit reviews. 2. The existing conditions drainage area map shall be included with the detail engineering plans. 3. A Tree Removal Permit will be required prior to the removal of any trees. Tree mitigation fees of $19,100 will be due at that time. 4. The Director of Community Development shall be authorized to administratively review the addition of a third level to the parking garage as an amendment to the Planned Development. 5. An additional single -tenant and an additional multi -tenant monument sign be allowed on-site. 6. Directional signage be allowed as shown on the sign plan. 7. Parking space sizes be allowed as listed on the plans. The loading zone be allowed as depicted on the site plan. Legal Review: The City Attorney reviewed this ordinance. Fiscal Impact: None Recommendation: The Planning Department recommends approval. Attachments: 1. Ordinance 2. Exhibit A — Legal Description 3. Exhibit B — Site Plan 4. Exhibit C — Garage Floor Plan 5. Exhibit D — Tree Survey 6. Exhibit E — Landscape Plan 7. Exhibit F — Elevations 8. Exhibit G — Signage Plan AN ORDINANCE OF THE CITY OF COPPELL, TEXAS ORDINANCE NO. AN ORDINANCE OF THE CITY OF COPPELL, TEXAS, AMENDING THE COMPREHENSIVE ZONING ORDINANCE AND MAP OF THE CITY OF COPPELL, TEXAS, AS HERETOFORE AMENDED, BY GRANTING A CHANGE IN ZONING FROM HC (HIGHWAY COMMERCIAL) TO PD - 306 -HC (PLANNED DEVELOPMENT -306 -HIGHWAY COMMERCIAL) TO ALLOW FOR A 185,700 -SQUARE -FOOT, 3 -STORY OFFICE BUILDING WITH A TWO STORY PARKING STRUCTURE ON 9.84 ACRES OF LAND LOCATED AT THE SOUTHEAST CORNER OF FREEPORT PARKWAY AND SH 121, FOR THE PROPERTY DESCRIBED IN EXHIBIT "A" ATTACHED HERETO AND INCORPORATED HEREIN; PROVIDING FOR APPROVAL OF THE DETAIL SITE PLAN, GARAGE FLOOR PLAN, TREE SURVEY, LANDSCAPE PLAN, BUILDING ELEVATIONS, AND SIGNAGE PLAN, ATTACHED HERETO AS EXHIBITS `B" THROUGH "G"; AND PROVIDING FOR DEVELOPMENT REGULATIONS; PROVIDING A REPEALING CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE; PROVIDING A PENALTY OF FINE NOT TO EXCEED THE SUM OF TWO THOUSAND DOLLARS ($2,000.00) FOR EACH OFFENSE; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Planning and Zoning Commission and the governing body of the City of Coppell, Texas, in compliance with the laws of the State of Texas and pursuant to the Comprehensive Zoning Ordinance of the City of Coppell, have given requisite notices by publication and otherwise, and after holding due hearings and affording a full and fair hearing to all property owners generally, and to all persons interested and situated in the affected area and in the vicinity thereof, the said governing body is of the opinion that Zoning Application No. PD -306 -HC should be approved, and in the exercise of legislative discretion have concluded that the Comprehensive Zoning Ordinance and Map should be amended. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS: SECTION 1. That the Comprehensive Zoning Ordinance and Map of the City of Coppell, Texas, duly passed by the governing body of the City of Coppell, Texas, as heretofore amended, be and the same is hereby amended by granting a change in zoning from HC (Highway Commercial) to PD - 306 -HC (Planned Development -306 -Highway Commercial) to allow for a 185,700 -square -foot, 3 -story office building with a two story parking structure on 9.84 acres of land located at the southeast corner of Freeport Parkway and SH 121, for the property described in Exhibit "A" attached hereto and made a part hereof for all purposes ("the Property"). City of Coppell Ordinance Pg 1 TM 123245 SECTION 2. That the Property will be used, developed and maintained for Highway Commercial uses, as defined and provided in the Code of Ordinances, as set forth in the Detail Site Plan, Exhibit B, is hereby approved subject to the following development regulations for the site: A. A Tree Removal Permit and payment of Tree Mitigation fees in the amount of $19,100 will be required prior to the removal of any trees. B. The Director of Community Development shall be authorized to administratively review and approve the addition of a third level to the parking garage as a minor amendment if it is architecturally compatible and a material match to the existing structure of the Planned Development. C. An additional single -tenant and an additional multi -tenant monument sign be allowed on-site as shown on Exhibit G, Signage Plan. D. Traffic and pedestrian directional signage be allowed as shown on Exhibit G, Signage Plan. E. Parking space dimensions be allowed as listed on Exhibit B, Detail Site Plan, and Exhibit C, Garage Floor Plan. F. The loading zone be allowed in the eastern portion of the office building as depicted on Exhibit B, Detail Site Plan. SECTION 3. That the Detail Site Plan, Garage Floor Plan, Tree Survey, Landscape Plan, Building Elevations, and Signage Plan, attached hereto as Exhibits "B" through "G"; respectively; and, are hereby deemed as development regulations to this development. SECTION 4. That the above property shall be used only in the manner and for the purpose provided for by the Comprehensive Zoning Ordinance of the City of Coppell, as heretofore amended, and as amended herein. City of Coppell Ordinance Pg 2 TM 123245 SECTION 5. That the development of the property herein shall be in accordance with building regulations, zoning ordinances, and any applicable ordinances except as may be specifically altered or amended herein. SECTION 6. That all provisions of the Ordinances of the City of Coppell, Texas, in conflict with the provisions of this ordinance be, and the same are hereby, repealed, and all other provisions not in conflict with the provisions of this ordinance shall remain in full force and effect. SECTION 7. That should any sentence, paragraph, subdivision, clause, phrase or section of this ordinance be adjudged or held to be unconstitutional, illegal or invalid, the same shall not affect the validity of this ordinance as a whole, or any part or provision thereof other than the part so decided to be unconstitutional, illegal or invalid, and shall not affect the validity of the Comprehensive Zoning Ordinance as a whole. SECTION 8. An offense committed before the effective date of this ordinance is governed by prior law and the provisions of the Comprehensive Zoning Ordinance, as amended, in effect when the offense was committed and the former law is continued in effect for this purpose. SECTION 9. That any person, firm or corporation violating any of the provisions or terms of this ordinance shall be subject to the same penalty as provided for in the Comprehensive Zoning Ordinance of the City of Coppell, as heretofore amended, and upon conviction shall be punished by a fine not to exceed the sum of Two Thousand Dollars ($2,000.00) for each offense; and each and every day such violation shall continue shall be deemed to constitute a separate offense. SECTION 10. That this ordinance shall take effect immediately from and after its passage and the publication of its caption, as the law and charter in such cases provide. DULY PASSED by the City Council of the City of Coppell, Texas, this the day of 2021. City of Coppell Ordinance Pg 3 TM 123245 Wes Mays, Mayor ATTEST: ASHLEY OWENS, CITY SECRETARY APPROVED AS TO FORM: ROBERT E. HAGER, CITY ATTORNEY City of Coppell Ordinance Pg 4 TM 123245 AN ORDINANCE OF THE CITY OF COPPELL, TEXAS ORDINANCE NO. AN ORDINANCE OF THE CITY OF COPPELL, TEXAS, AMENDING THE COMPREHENSIVE ZONING ORDINANCE AND MAP OF THE CITY OF COPPELL, TEXAS, AS HERETOFORE AMENDED, BY GRANTING A CHANGE IN ZONING FROM HC (HIGHWAY COMMERCIAL) TO PD -306 -HC (PLANNED DEVELOPMENT -306 - HIGHWAY COMMERCIAL) TO ALLOW FOR A 185,700 -SQUARE - FOOT, 3 -STORY OFFICE BUILDING WITH A TWO STORY PARKING STRUCTURE ON 9.84 ACRES OF LAND LOCATED AT THE SOUTHEAST CORNER OF FREEPORT PARKWAY AND SH 121, FOR THE PROPERTY DESCRIBED IN EXHIBIT "A" ATTACHED HERETO AND INCORPORATED HEREIN; PROVIDING FOR APPROVAL OF THE DETAIL SITE PLAN, GARAGE FLOOR PLAN, TREE SURVEY, LANDSCAPE PLAN, BUILDING ELEVATIONS, AND SIGNAGE PLAN, ATTACHED HERETO AS EXHIBITS "B" THROUGH "G"; AND PROVIDING FOR DEVELOPMENT REGULATIONS; PROVIDING A REPEALING CLAUSE; PROVIDING A SEVERABILITY CLAUSE; PROVIDING A SAVINGS CLAUSE; PROVIDING A PENALTY OF FINE NOT TO EXCEED THE SUM OF TWO THOUSAND DOLLARS ($2,000.00) FOR EACH OFFENSE; AND PROVIDING AN EFFECTIVE DATE. DULY PASSED by the City Council of the City of Coppell, Texas, this the day of 2021. • m WES MAYS ATTEST: ASHLEY OWENS, CITY SECRETARY Exhibit A — Legal Description BEGINNING, at a 3-1/4 inch aluminum TXDOT disk found for corner in the southeast right-of-way line of State Highway 121 (a variable width right-of-way) and the south right-of-way line of Canyon Drive (60 -foot wide right-of-way); said point being the westernmost northwest corner of said Lot 1; THENCE, North 75 degrees, 27 minutes, 09 seconds East, along the said south line of Canyon Drive, a distance of 104.63 feet to a 1/2 -inch iron rod with "HALFF" cap found for corner in the north line of said Lot 1; said point being in the north line of said Lot 1 and the beginning of a non -tangent curve to the left; THENCE, along the said south line of Canyon Drive and the north line of said Lot 1, the following two (2) calls: In a southeasterly direction along said curve to the left, having a central angle of 20 degrees, 50 minutes, 02 seconds, a radius of 460.27 feet, a chord bearing and distance of South 79 degrees, 48 minutes, 13 seconds East, 166.44 feet, an arc distance of 167.36 feet to a 5/8 -inch iron rod with "PACHECO KOCH" cap set for corner at the end of said curve; North 89 degrees, 42 minutes, 10 seconds East, a distance of 8.44 feet to a "V" cut in concrete found for corner at the intersection of the said south line of Canyon Lane and the west right-of-way line of Northwestern Drive (a variable width right-of-way); said point being the northeast corner of said Lot 1 and the beginning of a non -tangent curve to the right; THENCE, along the said northwest line of Northwestern Drive, the said east line of Lot 1 and the southeast line of Lot 6R, the following seven (7) calls: In a southeasterly direction along said curve to the right, along, having a central angle of 45 degrees, 04 minutes, 36 seconds, a radius of 25.00 feet, a chord bearing and distance of South 22 degrees, 50 minutes, 02 seconds East, 19.17 feet, an arc distance of 19.67 feet to an "X" cut in concrete found for corner at the end of said curve; South 00 degrees, 17 minutes, 50 seconds East, a distance of 382.68 feet to an "X" cut in concrete found for corner; said point being the southeast corner of Lot 1; South 89 degrees, 49 minutes, 07 seconds West, along the south line of Lot 1 distance of 2.85 feet to a 5/8 -inch iron rod with "PACHECO KOCH" cap set for corner; said point being in the said south line of Lot 1 and also being the northeast corner of said Lot 6R; South 00 degrees, 02 minutes, 01 seconds East, a distance of 0.54 feet to a 5/8 -inch iron rod with "PACHECO KOCH" cap set for corner; said point being the beginning of a tangent curve to the right; In a southwesterly direction along said curve to the right, having a central angle of 65 degrees, 20 minutes, 55 seconds, a radius of 181.00 feet, a chord bearing and distance of South 32 degrees, 38 minutes, 26 seconds West, 195.43 feet, an arc distance of 206.44 feet to 1/2 -inch iron rod with "HALFF" cap found for corner at the end of said curve; said point being the beginning of a reverse curve to the left; In a southwesterly direction along said curve to the left, having a central angle of 23 degrees, 11 minutes, 00 seconds, a radius of 219.00 feet, a chord bearing and distance of South 53 degrees, 43 minutes, 26 seconds West, 88.01 feet, an arc distance of 88.61 feet to a 1/2 -inch iron rod with "HALFF" cap found for corner at the end of said curve; South 42 degrees, 07 minutes, 58 seconds West, a distance of 412.07 feet to a 1/2 -inch iron rod with "HALFF" cap found for corner at the northeast corner of a corner clip at the intersection of the said northwest line of Northwestern Drive and the northeast right-of-way line of Freeport Parkway (a variable width right-of-way); said point being a southeast corner of said Lot 6R; THENCE, South 87 degrees, 07 minutes, 58 seconds West, along the said northwest line of Northwestern Drive, the northeast line of said Freeport Parkway, the said southeast line of Lot 6R and along said corner clip, a distance of 26.85 feet to a 1/2 -inch iron rod with "HALFF" cap found for corner at the end of said corner clip of said northwest line of Northwestern Drive and said northeast line of Freeport Parkway; Said point being the southernmost corner of Lot 6R and the beginning of a non -tangent curve to the left; THENCE, along the north line of Freeport Parkway and the said southwest line of Lot 6R, the following six (6) calls: In a northwesterly direction along said curve to the left , having a central angle of 06 degrees, 06 minutes, 53 seconds, a radius of 311.47 feet, a chord bearing and distance of North 53 degrees, 13 minutes, 50 seconds West, 33.23 feet, an arc distance of 33.24 feet to a 5/8 -inch iron rod with "PACHECO KOCH" cap set for corner at the end of said curve; North 56 degrees, 17 minutes, 36 seconds West, a distance of 89.18 feet to a 1/2 -inch iron rod with "HALFF" cap found for corner; said point being the beginning of a tangent curve to the right; In a northwesterly direction along said curve to the right, having a central angle of 08 degrees, 12 minutes, 35 seconds, a radius of 1,124.50 feet, a chord bearing and distance of North 52 degrees, 11 minutes, 18 seconds West, 160.99 feet, an arc distance of 161.12 feet to a 1/2 -inch iron rod with "HALFF" cap found for corner at the end of said curve; North 43 degrees, 02 minutes, 32 seconds East, a distance of 9.45 feet to a 3-1/4 inch aluminum TXDOT disk found for corner; North 48 degrees, 01 minutes, 05 seconds West, a distance of 75.82 feet to a 3-1/4 inch aluminum TXDOT disk found for corner; North 22 degrees, 14 minutes, 28 seconds West, a distance of 85.52 feet to a 1/2 -inch iron rod found for corner; said point being the westernmost southwest corner of Lot 6R; THENCE, along the said southeast line of State Highway 121, the said northwest line of Lot 6R the following three (3) calls: North 37 degrees, 37 minutes, 18 seconds East, a distance of 145.94 feet to a 1/2 -inch iron rod found for corner; North 41 degrees, 18 minutes, 15 seconds East, at a distance of 134.69 passing a 3-1/4 inch aluminum TXDOT disk found for corner; said point being the northwest corner of Lot 6R and in the south line of said Lot 1; continuing into said Lot 1 in all a total distance of 402.45 feet to a 3-1/4 inch aluminum TXDOT disk found for corner; North 37 degrees, 07 minutes, 38 seconds East, a distance of 256.90 feet to the POINT OF BEGINNING; CONTAINING: 428,555 square feet or 9.838 acres of land, more or less. PROJECT LOCATION: HWY 121 FRONTAGE HWY 121 'Iv ` \\\�'10 �\1U1�\I\11�\\\,\1N�11NI1��11111\�1\1114A„B 1\\\\\111\Ilumuo - M�4 H`1°11°Ii°fN k 11°Iti"16"it"N;°Id°C�i 1,11��^Nu lh'j�ul ou mi 111 u1 u�\urt lac^lac��ll��n olujlulu�u uly��pvu^^w aJIoNlmil,aN;,llll'i�`;Imlllill�ll�lvl,,'��\��i�U��\Z\�,f�1\\Vu�l�'�V�`UI�IVN9'I1��II„1�,I1 '�N`�” ui �„�`�^ ,”"k ,,,... �Il \� „�, u�:,,,. •,.,�., ,,a)pp ,,JUII!�p,OU�\\aI "`°Nl -- v u i�oamovmoamovmoamovmoamovmlamuvmoamoNmoamoNmoamovmoamoNmlamwl ,.. NINIw\IIIA ` 1 I it IdSL 'I 11 1 II yyI� 11 1 _.- atv vn p$ N atm ave�Nl&VNaM1&VflV\YNI& V � I I p�\\ 1 R J ! AN �� ilk tltlgp II Il.9jl'R...d1.11. ESTERN DR as PLANNED DEVELOPMENT CONDITIONS TABLE SITE DATA VARISPACE COPPELL ADDITION, LOT 1, BLOCK A T"10N0"ENi51°"PN°`"iPP"10N0"�` 450 N FREEPORT v.aaor,E PREPARED BY: ®-1—S,NIS—LE 1 iao,wonnE.�",w�tia�ar��ao.�oo _ a,amm PLANNED DEVELOPMENT SITE PLAN 450 N. FREEPORT–VARISPACE 04 19 2021 PD101 GARAGE PARKING BAY 02 DIAGRAM , kR." b 4 b 4 �uW �ilu�m�m�iui% �m°1T=m m m-ueu ffiH :. LumWmii�m�m�i lug � l °miiii�lili�uuimuiiiiui-mieu m i u ffiH ffli m uuu m ueuem Lu ll iuAl " iui .- m m m mmfflmH lHmi m m=_ m m =iu o� im u�i nm m i iuumm u s o o o o w GARAGE PARKING BAY 02 DIAGRAM m m N :9 mo� a m ,n 4.n gn \ c I �1AA 0 o-enrsr 01 rAEEsYA Y VARISPACECOPPELL _ nT ox sunnarar 450 N. FREEPORT PARKWAY �aa� •,�•w. �© ,�. .,., �'� oa as venni aim ]aa mn IINNEIIEVE I.EN-ITEPUN VAR-Ace 15-111 �sPim 1 mom© o 01 TDS,oa PEPUN VARISPACE COPPELL 450 N. FREEPORT PAR TBG oair�s venni o 01 TDS,oa PEPUN VARISPACE COPPELL 450 N. FREEPORT PAR TBG oair�s venni IIIII�� riiiiiriiiii ii/uair 111,11%ri%EMO'J�JJ�1(((((Or�iiliJnrii 04 NORTHEASTELEVATION IUN 04 NORTHWEST ELEVATION NOS O'N 1- °�"• 03 NORTHEAST ELEVATION 02 SOUTHEAST ELEVATION 01 SOUTHWEST ELEVATION @1�ii��lm®i�i0®i�9ii@9dM9®��@@�9Y@I VAIRIS11:1ACII11:1irecedeird irnages VARISPACE SOUTHLAKE VARSll:','ACE CoppeH Extefioir SVgnage OWE 1)� ...... .... u p I() P I � I loir Y V p N I) A' I/IP" BUILDING ID JOTY: 1) LANTERN BUILDING IID (QTY: 1) GARAGE FACADE TENANT ID (CITY: 4) TENANT MONUMENT (QTY- 1) ENTRY MONUMENT (CITY: 2) VEHICULAR DIRECTIONAL (CITY: 5) //AIIRlISIIfIACIII: C oppellll xteril oir Sigirnage Sign Type Al: Building ID — Lantern Facade (Quantity 1) Face lit illuminated dimensional letters. White translucent acrylic face with painted returns to match metal panel. Aluminum letters pin mounted and attached horizontally to structure. " Varispace" copy is approximately 24'- 6" (w) x 2'-10" (h) x 4" (d). "Coppell" copy is approximately 11'-0" (w) x 1'-6" (h) x 4" (d). Power source required. Code: Signs can have an aggregate effective area equal to 0.5 square foot per aggregate linear foot of footage on all streets Sec. 12-294.3.B Code Requirements Total Building Fagade Linear Length: 1,328 LF Aggregate Effective Area: 664 SF (1,328 *.5) Total Signage SF Allowance with Sign Placement over 36'-0" in building height (MAX): 400 SF �;� DETAIL �J sc�u.r.ane•r-o C` CONTEXT . ELEVATION scni.e: ass - r-o //AIIRlISIIfIACIII,;: C oppellll xteril oir Sigirnage Sign Type A2: Building ID — Fagade (Quantity 1) Face lit illuminated dimensional letters. White translucent acrylic face with painted returns to match metal panel. Aluminum letters pin mounted and attached horizontally to structure. Face and returns painted black. "Varispace" copy is approximately 16'- 0" (w) x 3-'2" (h) x 4" (d). "Coppell" copy is approximately T-0" (w) x T-0" (h) x 4" (d). Power source required. 1 applied to building facade, 1 applied to garage serving secondary site entry (east) Sec. 12-294.3.B Code Requirements Total Signage SF Allowance with Sign Placement over 36'-0" in building height (MAX): 400 SF 16-0" I P 8 E T-6„ DETAIL SCALE: 3116" = 1'-0" n PLAN SOUTH GARAGE CONTEXT ELEVATION �.�% SCALE'. 1116"=1'-0" //A1IR1IS1If1AC1II,;: C oppellll xteirll oiL Sigirnage Sign Type A3: Building ID — Leasing Tenant (Quantity 4) Face lit illuminated dimensional letters. White translucent acrylic face with painted returns to match metal panel. Aluminum letters pin mounted and attached horizontally to structure. 4" thick aluminum letters pin mounted and attached horizontally to existing structure. Face and returns painted black. Maximum effective area for each tenant logo is approximately 13'-6" (w) x 3' (h). Tenant logo/name to be determined. Power source required. Sec. 12-294.3.6 Code Requirements Total Signage SF Allowance with Sign Placement over 36'-0" in building height (MAX): 400 SF AS SHOWN: 40.5 SFIEACH (162 SF) Iffiffi MT1 N I Nil FE, , IN 011 E DETAIL SCALL M6" 7' 0" CONTEXT PLAN NORTH ELEVATION PLAN SOUTH CONTEXT ELEVATION (EAST SIDE OF BUILDING)(3)CONTEXT PLAN WEST ELEVATION / (EAST SIDE OF BUILDING) CONTEXT PLAN NORTH ELEVATION (WEST SIDE OF BUILDING), scum vie 1,D — — — — s;W'v =nr \C� KAI1 ve .. a ..... (1) 11A _:me u' ... _. //A1IR1IS1If1AC1II,;: C old pellll xteirloir Sigirnage Sign Type A4: Tenant Monument (Quantity 1) Double sided, painted aluminum cabinet with logo of 3/4" thick illuminated dimensional logo. Tenant panels to be removable 4'-0" x 1'-0" aluminum panels with 1/2" thick non illuminated dimensional tenant names attached first surface panel. Accent wrap element with custom powder -coated wood grain texture. Overall monument not to exceed 60 SF. Sec. 12-294.C.IICode Requirements: Provided that the premises has frontage on more than one street and that the frontage on each street is 500 feet or more, two monument signs are permitted on premises greater than five acres in size as follows: Maximum size -60 square feet. Maximum height—Six feet each. 15 feet from stree V- 2" w, iL W Ifall" ,.. %reins WIi 2,. SIDE ELEVATION %. PLAN NORTH ELEVATION dll'"I'IdA FE {DESd N' Bd4,;i ,fVpE" CJ SCALE .3/a"=1-0" (2 sCALI3�s•—I I 1N�;L.I,..i=1"V fVV='i;581 B X YIq;I7i'W I"n '� Mrr d F. n SIDE ELEVATION U SCALE318 -1'-0" VAIIRIIS11:1ACIII,;: Canppellll xteril oir Sigirnage Sign Type A5: Entry Monument (Quantity 2) Double -sided, internally illuminated monument sign on concrete base. Monument sign is approximately 10'-0" (w) x 6'-0" (h) x 12" (d). Sign cabinet to be painted aluminum with push through, white acrylic letters/logo. Include building address in vinyl, approximately 6" tall. Sec. 12-294.C.IICode Requirements: Provided that the premises has frontage on more than one street and that the frontage on each street is 500 feet or more, two monument signs are permitted on premises greater than five acres in size as follows: Maximum size -60 square feet. Maximum height—Six feet each. 15 feet from street right-of-way. 111 ,,r�i lal 0 IME SIM G SITE PLAN (PLAN WE,S TEN I RVI_ ,E SITE PLAN (PLAN NORTH ENTRY. p_0. p.Q. PLAN NORTH ELEVATION SIDESIDELEVATION scn�eaie -i u //A1IR1IS1If1AC1II,;: C old pellll xteril oir Sigirnage Sign Type A6: Freestanding Vehicular Directional (Quantity 5) Double -sided post and panel directional sign skinned in painted, 1/8" aluminum to fully conceal posts no greater than 2" above the landscaping. Posts to be 2x2, direct bury. Vehicular directional sign is approximately 3'-0" (w) x 4'-0" (h) x 2-1/4" (d). Copy and directional arrow is applied white vinyl. Copy and directional icon is approximately 3" tall Sec. 12-29-3.2.A Cade Requirements Movement control signs may be erected at any occupancy or any premises, other than single-family or duplex premises, may be attached or detached, and may be erected without limits as to number. Each sign must not exceed three square feet in effective area; If a sign is an attached sign, the wards must not exceed six inches in height; Each sign must convey a message which directs vehicular or pedestrian movement within or onto the premises on which the sign is located; 3'-0" y 48 SQ INCH TOTAL EFFECTIVE AREA PER LINE �T ... 432 SQ INCH TOTAL (3 SF) ,1 FRONT ELEVATION 1 SIDE ELEVATION .C.A. ................................................................... � J.._................................................................... _SLC SIO" -1'0" SCALE: 318"-1'0" VAIIRIIS11:1ACIII,;: Canppellll xteril oir Sigirnage Sign Effective Area Summary NO VARIANCE ADJUSTMENT NEEDED FOR SIGN TYPES Al, A2 AND A3 BASED ON EXISTING DIMENSIONS. yEel ill Iga9Oft Ikrj Ce]r1111 BUILDING ID - LANTERN 120SF + 18SF = 138 SF (QTY: 1) BUILDING ID - FACADE 52SF + 7.5SF = 59 SF (QTY: 1) BUILDING ID - FACADE TENANT 40.5SF + 40.5SF + 40.5SF + 40.5SF = 162 SF (QTY: 4) 359 SF AGGREGATE EFFECTIVE AREA < 400SF MAX SEC. 12-29-4.C.11: VARIANCE NEEDED FOR SIGN TYPES A4 AND A5 SINCE ONE STREET FRONTAGE IS LESS THAN 500 FT AS WELL AS FOR (3) MONUMENTS WHEN MAXIMUM IS (2) TOTAL. TENANT MONUMENT (QTY: 1) ENTRY MONUMENT (QTY: 2) SEC. 12-29-3.2.A: VARIANCE NEEDED FOR MOVEMENT CONTROL SIGNAGE FOR OVERALL SIZE MODIFICATION GREATER THAN 3 SF. VEHICULAR DIRECTIONAL (QTY: 5) �U. C',P FE L File ID: 2021-5770 Version: 1 City of Coppell, Texas Master File Number: 2021-5770 Type: Resolution Reference: File Name: 2nd Amendment - Civic Center - Aloft Hotel 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 06/24/2021 Final Action: Title: Consider approval of a Resolution approving the second amendment to Civic Center Agreement by and between the City of Coppell and Northpoint Hotel Group, LLC; and authorizing the Mayor to sign. Notes: Sponsors: Attachments: Civic Center Agreement Memo.pdf, Civic Center Development Agreement-Aloft.pdf, Civic Center Agreement -Aloft. 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 2021-5770 Title Consider approval of a Resolution approving the second amendment to Civic Center Agreement by and between the City of Coppell and Northpoint Hotel Group, LLC; and authorizing the Mayor to sign. Summary City Council approved a First Amendment to Civic Center Agreement for Northpoint Hotel Group, LLC for the Aloft Hotel on November 25, 2018. This Amendment Agreement extends the required deadline for Completion of Construction for the Aloft Hotel. The first extension was necessary due to COVID-19, which delayed construction, and this extension is due to a shortage of labor and materials. The new Completion of Construction date is set at December 31, 2021, through this agreement. Fiscal Impact: City of Coppell, Texas Page 1 Printed on 7/9/2021 Master Continued (2021-5770) N/A Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: ireate III'; usuneoo wind Ilhininovatioin Modes City of Coppell, Texas Page 2 Printed on 7/9/2021 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: July 13, 2021 Reference: Consider approval of a Resolution approving the Second Amendment to Civic Center Agreement by and between the City of Coppell and Northpoint Hotel Group, LLC, and authorizing the Mayor to sign. 2040: Create Business and Innovation Nodes Executive Summary: Northpoint Hotel Group, LLC is constructing a select service hotel with meeting space at 1125 Northpoint Drive and a select service hotel with meeting space at 1155 Northpoint Drive. Due to COVID-19, construction has been delayed due to a shortage in labor and materials; therefore, the Second Amendment to Civic Center Agreement is needed to extend the Completion of Construction date for the Civic Center Agreement. Introduction: Northpoint Hotel Group, LLC is constructing two select service hotels with meeting space that will be located south of Northpoint Drive and west of S. Royal Lane. Aloft Hotel will be located at 1155 Northpoint Drive. It will be a 77,800 square foot building that contains 140 guest rooms and 4,000 square feet of meeting space. Holiday Inn Express will be located at 1125 Northpoint Drive. It will be a 69,600 square foot building that contains 125 guest rooms and 1,200 square feet of meeting space. Civic Center Agreements were passed by City Council for each hotel. Due to COVID-19, construction was delayed initially for the Aloft Hotel. The First Amendment to Civic Center Agreement was passed last summer to give them a 12 -month extension for Completion of Construction. The Aloft Hotel is approximately 90% complete today, but COVID-19 has continued to cause a shortage in labor and materials, which is currently preventing the completion of the hotel. Analysis: Due to COVID-19, construction delays have continued on both hotels; therefore, Second Amendments to each Civic Center Agreement are needed to extend the construction timelines outlined in the original Civic Center Agreements. The Aloft Hotel will now have a new Completion of Construction date of December 31, 2021. The Agreements for the Holiday Inn Express will be brought forward at a later time. Legal Review: The documents were prepared by Pete Smith. Fiscal Impact: N/A Recommendation: Community Development recommends approval. RESOLUTION NO. 2021- A RESOLUTION OF THE CITY OF COPPELL, TEXAS, APPROVING THE TERMS AND CONDITIONS OF THE SECOND AMENDMENT TO CIVIC CENTER DEVELOPMENT AGREEMENT BY AND BETWEEN THE CITY OF COPPELL, TEXAS, AND NORTHPOINT HOTEL GROUP, LLC; AUTHORIZING ITS EXECUTION BY THE CITY MANAGER; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Council has been presented with the proposed Second Amendment to Civic Center Development Agreement (the "Agreement") by and between the City of Coppell, Texas, and Northpoint Hotel Group, LLC, a copy of which is attached hereto and incorporated herein by reference; and WHEREAS, upon full review and consideration of the Agreement, and all matters related thereto, the City Council is of the opinion and finds that the terms and conditions thereof should be approved, and that the City Manager should be authorized to execute the Agreement on behalf of the City of Coppell, Texas; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS, THAT: SECTION 1. The Second Amendment to Civic Center Development Agreement attached hereto having been reviewed by the City Council of the City of Coppell, Texas, and found to be acceptable and in the best interest of the City and its citizens, be, and the same is hereby, in all things approved, and the City Manager is hereby authorized to execute the Second Amendment to Civic Center Development Agreement on behalf of the City of Coppell, Texas. SECTION 2. This Resolution and the Second Amendment to Civic Center Development Agreement are hereby approved by the affirmative vote of the majority of the members of the City Council of the City of Coppell, Texas, at a regularly scheduled meeting of the City Council. SECTION 3. This Resolution shall become effective immediately from and after its passage. DULY RESOLVED AND ADOPTED by the City Council of the City of Coppell, Texas, on this the day of 2021. CITY OF COPPELL, TEXAS 1 WES MAYS, MAYOR ATTEST: ASHLEY OWENS, CITY SECRETARY APPROVED AS TO FORM: CITY ATTORNEY (PGS:6-22-21:TM 123176) EXHIBIT "A" (Second Amendment to Civic Center Development Agreement) (to be attached) STATE OF TEXAS § SECOND AMENDMENT TO § CIVIC CENTER DEVELOPMENT AGREEMENT COUNTY OF DALLAS § This Second Amendment to Civic Center Development Agreement ("Agreement") is made by and between the City of Coppell, Texas ("City"), and Northpoint Hotel Group, LLC, a Texas limited liability company (the "Company") (collectively the "Parties," or singularly as a "Party"), acting by and through their respective authorized officers and representatives. WITNESSETH: WHEREAS, the Parties previously entered into that certain Civic Center Development Agreement dated November 25, 2018, as amended by that certain FirstAmendment to Civic Center Development Agreement dated July 22, 2020 (collectively the "Civic Center Agreement"); and WHEREAS, the Parties desire to amend the Civic Center Agreement by amending the date for Completion of Construction for the Hotel and Conference Center (as defined in the Civic Center Agreement); NOW THEREFORE, in consideration of the foregoing, and other valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the Parties agree as follows: 1. That Article IV Section 4.1 of the Civic Center Agreement is amended to read as follows: 114.1 Construction of Hotel and Conference Center. Company shall, subject to events of Force Majeure, cause Commencement of Construction of the Hotel and Conference Center to occur on or before December 31, 2018; and subj ect to events of Force Majeure, cause Completion of Construction of the Hotel and Conference Center to occur on or before December 31, 2021." 2. The Civic Center Agreement, except as amended herein, shall remain in full force and effect. 3. This Second Amendment shall be effective on the last date of execution hereof by the Parties. 4. This Second Amendment may be executed in counterparts. Each of the counterparts shall be deemed an original instrument, but all the counterparts shall constitute one and the same instrument. 5. That each Party represents that it has full capacity and authority to grant all rights and assume all obligations that are granted and assumed under this Civic Center Agreement. 6. That the recitals to this Second Amendment are true and correct and are incorporated herein. PAGE l SECONDIIIIAMENDMENTIIIITDIIIIICIVICIIIICENTERIIIDEVELOPMENTIIIIIAGREEMENT.I ALOFT CITY OF COPPELL AND NORTUPOINT HOTEL GROUP, LLC (TM 123167) EXECUTED on this day of , 2021. Approved as to Form: IM City Attorney CITY OF COPPELL, TEXAS Mike Land, City Manager ATTEST: Ashley Owens, City Secretary EXECUTED on this day of , 2021. NORTHPOINT HOTEL GROUP, LLC Suketu B. Patel, Manager PAGE Z SECONDIIIIAMENDMENTIIITIOIIIIICIVICIIIICENTERIIIDEVELOPMENTIIIIIAGREEMENT.I ALOFT CITY OF COPPELL AND NORTUPOINT HOTEL GROUP, LLC (TM 123167) C',P FE L File ID: 2021-5771 Version: 1 City of Coppell, Texas Master File Number: 2021-5771 Type: Resolution Reference: File Name: 2nd Amendment to Tax Abatement - Aloft 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 06/24/2021 Final Action: Title: Consider approval of a Resolution approving the second amendment to Tax Abatement Agreement by and between the City of Coppell and Northpoint Hotel Group, LLC; and authorizing the Mayor to sign. Notes: Sponsors: Attachments: Tax Abatement Agreement Memo.pdf, Tax Abatement Agreement-Aloft.pdf, Tax Abatement Agreement -Aloft. 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 2021-5771 Title Consider approval of a Resolution approving the second amendment to Tax Abatement Agreement by and between the City of Coppell and Northpoint Hotel Group, LLC; and authorizing the Mayor to sign. Summary City Council approved a First Amendment to Tax Abatement Agreement for Northpoint Hotel Group, LLC for the Aloft Hotel in November 2018. This Amendment Agreement extends the required deadline for Completion of Construction for the Aloft Hotel. The first extension was necessary due to COVID-19m which delayed construction, and this extension is due to a shortage of labor and materials. The new Completion of Construction date is set at December 31, 2021, through this agreement. Fiscal Impact: City of Coppell, Texas Page 1 Printed on 7/9/2021 Master Continued (2021-5771) N/A Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: ireate III'; usuneoo wind Ilhininovatioin Modes City of Coppell, Texas Page 2 Printed on 7/9/2021 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: July 13, 2021 Reference: Consider approval of a Resolution approving the Second Amendment to Civic Center Agreement by and between the City of Coppell and Northpoint Hotel Group, LLC, and authorizing the City Manager to sign. 2040: Create Business and Innovation Nodes Executive Summary: Northpoint Hotel Group, LLC is constructing a select service hotel with meeting space at 1125 Northpoint Drive and a select service hotel with meeting space at 1155 Northpoint Drive. Due to COVID-19, construction has been delayed due to a shortage in labor and materials; therefore, the Second Amendment to Tax Abatement Agreement is needed to extend the Completion of Construction date for the Tax Abatement Agreement. Introduction: Northpoint Hotel Group, LLC is constructing two select service hotels with meeting space that will be located south of Northpoint Drive and west of S. Royal Lane. Aloft Hotel will be located at 1155 Northpoint Drive. It will be a 77,800 square foot building that contains 140 guest rooms and 4,000 square feet of meeting space. Holiday Inn Express will be located at 1125 Northpoint Drive. It will be a 69,600 square foot building that contains 125 guest rooms and 1,200 square feet of meeting space. Tax Abatement Agreements were passed by City Council for each hotel. Due to COVID-19, construction was delayed initially for the Aloft Hotel. The First Amendment to Tax Abatement Agreement was passed last summer to give them a 12 -month extension for Completion of Construction. The Aloft Hotel is approximately 90% complete today, but COVID-19 has continued to cause a shortage in labor and materials, which is currently preventing the completion of the hotel. Analysis: Due to COVID-19, construction delays have continued on both hotels; therefore, Second Amendments to each Tax Abatement Agreement are needed to extend the construction timelines I outlined in the original Tax Abatement Agreements Completion of Construction date of December 31, 2021. will be brought forward at a later time. Legal Review: The documents were prepared by Pete Smith. Fiscal Impact: N/A Recommendation: Community Development recommends approval. The Aloft Hotel will now have a new The Agreements for the Holiday Inn Express RESOLUTION NO. 2021- A RESOLUTION OF THE CITY OF COPPELL, TEXAS, APPROVING THE TERMS AND CONDITIONS OF THE SECOND AMENDMENT TO TAX ABATEMENT AGREEMENT BY AND BETWEEN THE CITY OF COPPELL, TEXAS, AND NORTHPOINT HOTEL GROUP, LLC; AUTHORIZING ITS EXECUTION BY THE MAYOR; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Council has been presented with the proposed Second Amendment to Tax Abatement Agreement (the "Agreement") by and between the City of Coppell, Texas, and Northpoint Hotel Group, LLC, a copy of which is attached hereto and incorporated herein by reference; and WHEREAS, upon full review and consideration of the Agreement, and all matters related thereto, the City Council is of the opinion and finds that the terms and conditions thereof should be approved, and that the Mayor should be authorized to execute the Agreement on behalf of the City of Coppell, Texas; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS, THAT: SECTION 1. The Second Amendment to Tax Abatement Agreement attached hereto having been reviewed by the City Council of the City of Coppell, Texas, and found to be acceptable and in the best interest of the City and its citizens, be, and the same is hereby, in all things approved, and the Mayor is hereby authorized to execute the Second Amendment to Tax Abatement Agreement on behalf of the City of Coppell, Texas. SECTION 2. The Council finds that the improvements proposed to be built upon the Premises described in the Second Amendment to Tax Abatement Agreement will enhance the economic vitality of the community through a combination of new capital investment, increased sales tax revenues, and the creation of additional job opportunities. SECTION 3. The tax abatement to be granted by the Second Amendment to Tax Abatement Agreement will not include inventory, and supplies. 1 SECTION 4. The improvements proposed for the Premises as defined in the Second Amendment to Tax Abatement will accomplish the tax abatement guidelines of the City of Coppell, Texas. SECTION 5. This Resolution and the Second Amendment to Tax Abatement Agreement are hereby approved by the affirmative vote of the majority of the members of the City Council of the City of Coppell, Texas, at a regularly scheduled meeting of the City Council. SECTION 6. This Resolution shall become effective immediately from and after its passage. DULY RESOLVED AND ADOPTED by the City Council of the City of Coppell, Texas, on this the day of 2021. APPROVED AS TO FORM: CITY ATTORNEY (PGS:6-22-21:TM 123174) CITY OF COPPELL, TEXAS WES MAYS, MAYOR ATTEST: ASHLEY OWENS, CITY SECRETARY 2 EXHIBIT "A" (Second Amendment to Tax Abatement Agreement) (to be attached) STATE OF TEXAS § SECOND AMENDMENT TO § TAX ABATEMENT AGREEMENT COUNTY OF DALLAS § This Second Amendment to Tax Abatement Agreement (the "Second Amendment") is entered into by and between the City of Coppell, Texas (the "City"), and Northpoint Hotel Group, LLC, a Texas limited liability company ("Owner") (each a "Party" and collectively the "Parties"), acting by and through their authorized representatives. WITNESSETH: WHEREAS, the Parties previously entered into that certain Tax Abatement Agreement dated November 25, 2018, as amended by that certain FirstAmendment to Tax Abatement Agreement dated July 22, 2020 (collectively the "Tax Abatement Agreement"); and WHEREAS, the Parties desire to amend Section 4.2 by amending the date for Completion of Construction of the Improvements (as defined in the Tax Abatement Agreement") as set forth herein; NOW, THEREFORE, in consideration of the mutual benefits and promises contained herein and for other good and valuable consideration, the adequacy and receipt of which is hereby acknowledged, including the expansion of primary employment, the attraction of maj or investment in the Zone, which contributes to the economic development of Coppell and the enhancement of the tax base in the City, the Parties agree as follows: follows: That Article IV Section 4.2 of the Tax Abatement Agreement is amended to read as "4.2 As a condition precedent to the initiation of the Owner's tax abatement pursuant to this Agreement, Owner agrees, subject to events of Force Majeure, to cause Commencement of Construction of the Improvements to occur on or before December 31, 2018, and subject to events of Force Majeure to cause Completion of Construction of the Improvements to occur on or before December 31, 2021, as good and valuable consideration for this Agreement, and that all construction of the Improvements will be in accordance with all applicable state and local laws, codes, and regulations (or valid waiver thereof)." 2. The Tax Abatement Agreement, except as amended herein, shall remain in full force and effect. This Second Amendment shall be effective on the last date of execution hereof by the Parties. 4. This Second Amendment may be executed in counterparts. Each of the counterparts shall be deemed an original instrument, but all the counterparts shall constitute one and the same instrument. -ALOFT HOTEL CITY OF COPPELL AND NORTUPOINT HOTEL GROUP, LLC TM 123166) 5. That each Party represents that it has full capacity and authority to grant all rights and assume all obligations that are granted and assumed under this Agreement. 6. That the recitals to this Second Amendment are true and correct and are incorporated herein. EXECUTED on this day of , 2021. Approved as to Form: L-3 City Attorney CITY OF COPPELL, TEXAS Attest: Wes Mays, Mayor Ashley Owens, City Secretary EXECUTED on this day of , 2021. NORTHPOINT HOTEL GROUP, LLC Suketu B. Patel, Manager -ALOFT HOTEL CITY OF COPPELL AND NORTUPOINT HOTEL GROUP, LLC TM 123166) C',P FE L File ID: 2021-5772 Version: 1 City of Coppell, Texas Master File Number: 2021-5772 Type: Resolution Reference: File Name: 2nd Amendment to Tax Abatement - Springhill Suites 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 06/24/2021 Final Action: Title: Consider approval of a Resolution approving the second amendment to Tax Abatement Agreement by and between the City of Coppell and Plaza Lodging, LLC; and authorizing the Mayor to sign. Notes: Sponsors: Attachments: Tax Abatement Memo.pdf, Tax Abatement - Resolution.pdf, Tax Abatement Agreement - Springhill Suites.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 2021-5772 Title Consider approval of a Resolution approving the second amendment to Tax Abatement Agreement by and between the City of Coppell and Plaza Lodging, LLC; and authorizing the Mayor to sign. Summary City Council approved a First Amendment to Tax Abatement Agreement for Plaza Lodging, LLC for the Springhill Suites. This Amendment Agreement extends the required deadline for Completion of Construction for the Springhill Suites. The first extension was necessary due to changes in design and materials, which delayed the start of construction, and this extension is due to COVID-19 and a shortage of labor and materials. The new Completion of Construction date is set at September 30, 2023, through this agreement. Fiscal Impact: City of Coppell, Texas Page 1 Printed on 7/9/2021 Master Continued (2021-5772) N/A Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: ireate III'; usuneoo wind Ilhininovatioin Modes City of Coppell, Texas Page 2 Printed on 7/9/2021 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: July 13, 2021 Reference: Consider approval of a Resolution Approving the Second Amendment to Tax Abatement Agreement by and between the City of Coppell and Plaza Lodging, LLC, and authorizing the Mayor to sign. 2030: Business Prosperity Executive Summary: Plaza Lodging, LLC is constructing a hotel with meeting space at the northeast corner of Hackberry Drive and S. Belt Line Road. Reinvestment Zone No. 105 was created for this property. Due to COVID-19 and a shortage of labor and materials, Plaza Lodging, LLC has requested an extension on the required date for Completion of Construction. Introduction: Plaza Lodging, LLC is constructing a select service hotel, Springhill Suites, that is approximately 108,000 square feet in size and will contain 136 guest rooms and an approximate total of 30,214 square feet of meeting space. The tax abatement for this facility will be a 10 -year agreement with 75% of the real and business personal property being abated for years 1 - 5 and 60% being abated for years 6 - 10. Analysis: Due to COVID-19 and a shortage in labor and materials, the owner has requested an extension of the required Completion of Construction date. This agreement now sets the Completion of Construction date at September 30, 2021. Legal Review: The documents were created by Pete Smith. Fiscal Impact: N/A 1 Recommendation: Staff recommends approval. RESOLUTION NO. 2021- A RESOLUTION OF THE CITY OF COPPELL, TEXAS, APPROVING THE TERMS AND CONDITIONS OF THE SECOND AMENDMENT TO TAX ABATEMENT AGREEMENT BY AND BETWEEN THE CITY OF COPPELL, TEXAS, AND PLAZA LODGING, LLC; AUTHORIZING ITS EXECUTION BY THE MAYOR; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Council has been presented with the proposed Second Amendment to Tax Abatement Agreement (the "Agreement") by and between the City of Coppell, Texas, and Plaza Lodging, LLC, a copy of which is attached hereto and incorporated herein by reference; and WHEREAS, upon full review and consideration of the Agreement, and all matters related thereto, the City Council is of the opinion and finds that the terms and conditions thereof should be approved, and that the Mayor should be authorized to execute the Agreement on behalf of the City of Coppell, Texas; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS, THAT: SECTION 1. The Second Amendment to Tax Abatement Agreement attached hereto having been reviewed by the City Council of the City of Coppell, Texas, and found to be acceptable and in the best interest of the City and its citizens, be, and the same is hereby, in all things approved, and the Mayor is hereby authorized to execute the Second Amendment to Tax Abatement Agreement on behalf of the City of Coppell, Texas. SECTION 2. The Council finds that the improvements proposed to be built upon the Premises described in the Second Amendment to Tax Abatement Agreement will enhance the economic vitality of the community through a combination of new capital investment, increased sales tax revenues, and the creation of additional job opportunities. SECTION 3. The tax abatement to be granted by the Second Amendment to Tax Abatement Agreement will not include inventory, and supplies. 1 SECTION 4. The improvements proposed for the Premises as defined in the Second Amendment to Tax Abatement will accomplish the tax abatement guidelines of the City of Coppell, Texas. SECTION 5. This Resolution and the Second Amendment to Tax Abatement Agreement are hereby approved by the affirmative vote of the majority of the members of the City Council of the City of Coppell, Texas, at a regularly scheduled meeting of the City Council. SECTION 6. This Resolution shall become effective immediately from and after its passage. DULY RESOLVED AND ADOPTED by the City Council of the City of Coppell, Texas, on this the day of 2021. APPROVED AS TO FORM: CITY ATTORNEY (PGS:6-24-21:TM 123254) CITY OF COPPELL, TEXAS WES MAYS, MAYOR ATTEST: ASHLEY OWENS, CITY SECRETARY 2 EXHIBIT "A" (Second Amendment to Tax Abatement Agreement) (to be attached) STATE OF TEXAS § § SECOND AMENDMENT TO TAX ABATEMENT AGREEMENT COUNTY OF DALLAS § This Second Amendment to Tax Abatement Agreement (the "Agreement") is entered into by and between the City of Coppell, Texas (the "City"), and Plaza Lodging, LLC, a Texas limited liability company ("Owner") (each a "Parry" and collectively the "Parties"), acting by and through their authorized representatives. WITNESSETH: WHEREAS, the Parties entered into that certain Tax Abatement Agreement dated January 12, 2017, as amended by that certain First Amendment to Tax Abatement Agreement dated December 28, 2017 (collectively the "Tax Abatement Agreement"); and WHEREAS, the Parties desire to amend Section 4.2 of the Tax Abatement Agreement to extend the date for Completion of Construction of the Improvements, as set forth herein NOW, THEREFORE, in consideration of the mutual benefits and promises contained herein and for other good and valuable consideration, the adequacy and receipt of which is hereby acknowledged, the Parties agree as follows: follows: That Section 4.2 of the Tax Abatement Agreement is hereby amended to read as "4.2 As a condition precedent to the initiation of the Owner's tax abatement pursuant to this Agreement, Owner agrees, subject to events of Force Majeure, to cause Commencement of Construction of the Improvements to occur on or before January 1, 2018, and subject to events of Force Majeure to cause Completion of Construction of the Improvements to occur on or before September 30, 2023, as good and valuable consideration for this Agreement, and that all construction of the Improvements will be in accordance with all applicable state and local laws, codes, and regulations (or valid waiver thereof)." 2. That this Second Amendment to the Tax Abatement Agreement shall take effect on the last date of execution hereof. 3. That the Tax Abatement Agreement, except as amended herein, shall remain in full force and effect. 4. That this Second Amendment to the Tax Abatement Agreement may be executed in counterparts. Each of the counterparts shall be deemed an original instrument, but all of the counterparts shall constitute one and the same instrument. pAGElllllllllllllllllllllllFECoND1ZENDMENT TO TAX ABATEMENT AGREEMENTY OF COPPELL AND PLAZA LODGING, LLC (TM 123253) 5. That each Party represents that it has full capacity and authority to grant all rights and assume all obligations that are granted and assumed under this Second Amendment to the Tax Abatement Agreement. EXECUTED in duplicate originals the day of , 2021. Approved as to Form: IM City Attorney CITY OF COPPELL, TEXAS By: Wes Mays, Mayor Attest: Ashley Owens, City Secretary EXECUTED in duplicate originals the day of , 2021. PLAZA LODGING, LLC M. Dilip P. Pranav, Owner pAGE1112llllllllllllllllFECOND AMENDMENT TO TAX ABATEMENT AGREEMENTY OF COPPELL AND PLAZA LODGING, LLC (TM 123253) C',P FE L File ID: 2021-5773 Version: 1 City of Coppell, Texas Master File Number: 2021-5773 Type: Resolution Reference: File Name: Second Amendment to Civic Center - Springhill Suites 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 06/24/2021 Final Action: Title: Consider approval of a Resolution approving the second amendment to Civic Center Agreement by and between the City of Coppell and Plaza Lodging, LLC; and authorizing the Mayor to sign. Notes: Sponsors: Attachments: Plaza Lodging - Civic Center Memo.pdf, Civic Center Agreement - Resolution.pdf, Civic Center Agreement -Springhill Suites.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 2021-5773 Title Consider approval of a Resolution approving the second amendment to Civic Center Agreement by and between the City of Coppell and Plaza Lodging, LLC; and authorizing the Mayor to sign. Summary City Council previously approved a First Amendment to Civic Center Agreement for Plaza Lodging, LLC for the Springhill Suites. This Amendment Agreement extends the required deadline for Completion of Construction for the Springhill Suites. The first extension was necessary due to changes in design and materials, which delayed the start of construction, and this extension is due to COVID-19 and a shortage of labor and materials. The new Completion of Construction date is set at September 30, 2023, through this agreement. Fiscal Impact: City of Coppell, Texas Page 1 Printed on 7/9/2021 Master Continued (2021-5773) N/A Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: ireate III'; usuneoo wind Ilhininovatioin Modes City of Coppell, Texas Page 2 Printed on 7/9/2021 MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: July 13, 2021 Reference: Consider approval of a Resolution Approving the Second Amendment to Civic Center Agreement by and between the City of Coppell and Plaza Lodging, LLC, and authorizing the City Manager to sign. 2040: Create Business and Innovation Nodes Executive Summary: Plaza Lodging, LLC is constructing a hotel with meeting space at the northeast corner of Hackberry Drive and S. Belt Line Road. Reinvestment Zone No. 105 was created for this property. Due to COVID-19 and a shortage of labor and materials, Plaza Lodging, LLC has requested an extension on the required dates for Completion of Construction. Introduction: Plaza Lodging, LLC is constructing a select service hotel that is approximately 108,000 square feet in size and will contain 136 guest rooms and an approximate total of 30,214 square feet of meeting space. The Civic Center Agreement grants an expenditure of the Hotel/Motel Occupancy Tax for a period of 10 years. This expenditure is payment to Plaza Lodging, LLC for the use of the meeting space, which will operate as a civic center and is authorized by Chapter 351 of the Tax Code. Analysis: Due to COVID-19 and a shortage of labor and materials, the owner has requested an extension of the required Completion of Construction dates. This agreement now sets the Completion of Construction date at September 30, 2023. Legal Review: The documents were created by Pete Smith. Fiscal Impact: N/A Recommendation: Staff recommends approval. RESOLUTION NO. 2021- A RESOLUTION OF THE CITY OF COPPELL, TEXAS, APPROVING THE TERMS AND CONDITIONS OF THE SECOND AMENDMENT TO CIVIC CENTER AGREEMENT BY AND BETWEEN THE CITY OF COPPELL, TEXAS, AND PLAZA LODGING, LLC; AUTHORIZING ITS EXECUTION BY THE CITY MANAGER; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Council has been presented with the proposed Second Amendment to Civic Center Agreement (the "Agreement") by and between the City of Coppell, Texas, and Plaza Lodging, LLC, a copy of which is attached hereto and incorporated herein by reference; and WHEREAS, upon full review and consideration of the Agreement, and all matters related thereto, the City Council is of the opinion and finds that the terms and conditions thereof should be approved, and that the City Manager should be authorized to execute the Agreement on behalf of the City of Coppell, Texas; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF COPPELL, TEXAS, THAT: SECTION 1. The Second Amendment to Civic Center Agreement attached hereto having been reviewed by the City Council of the City of Coppell, Texas, and found to be acceptable and in the best interest of the City and its citizens, be, and the same is hereby, in all things approved, and the City Manager is hereby authorized to execute the Second Amendment to Civic Center Agreement on behalf of the City of Coppell, Texas. SECTION 2. This Resolution and the Second Amendment to Civic Center Agreement are hereby approved by the affirmative vote of the majority of the members of the City Council of the City of Coppell, Texas, at a regularly scheduled meeting of the City Council. SECTION 3. This Resolution shall become effective immediately from and after its passage. 1 DULY RESOLVED AND ADOPTED by the City Council of the City of Coppell, Texas, on this the day of , 2021. APPROVED AS TO FORM: CITY ATTORNEY (PGS:6-24-21:TM 123250) CITY OF COPPELL, TEXAS WES MAYS, MAYOR ATTEST: ASHLEY OWENS, CITY SECRETARY 2 EXHIBIT "A" (Second Amendment to Civic Center Agreement) (to be attached) STATE OF TEXAS § § SECOND AMENDMENT TO CIVIC CENTER AGREEMENT COUNTY OF DALLAS § This Second Amendment to Civic Center Agreement (the "Agreement") is made by and between the City of Coppell, Texas ("City"), and Plaza Lodging, LLC, a Texas limited liability company (the "Company") (collectively the "Parties," or singularly as a "Party"), acting by and through their respective authorized officers and representatives. WITNESSETH: WHEREAS, the Parties entered into that certain Civic Center Agreement dated January 12, 2017, as amended by that certain First Amendment to Civic Center Agreement dated December 28, 2017 (collectively the "Civic Center Agreement"); and WHEREAS, the Parties desire to amend Section 4.1 of the Civic Center Agreement to extend the date for Completion of Construction of the Improvements, as set forth herein. NOW THEREFORE, in consideration of the mutual benefits and promises contained herein and for other good and valuable consideration, the adequacy and receipt of which is hereby acknowledged, the Parties agree as follows: 1. That the Civic Center Agreement is hereby amended by amending Section 4.1, Construction of Hotel and Conference Center, to read as follows: "4.1 Construction of Hotel and Conference Center. Company shall, subject to events of Force Majeure, cause Commencement of Construction of the Hotel and Conference Center to occur on or before January 1, 2018; and subject to events of Force Majeure, cause Completion of Construction of Hotel and Conference Center to occur on or before September 30, 2023." 2. That this Second Amendment to the Civic Center Agreement shall take effect on the last date of execution hereof. 3. That the Civic Center Agreement, except as amended herein, shall remain in full force and effect. 4. That this Second Amendment to the Civic Center Agreement may be executed in counterparts. Each of the counterparts shall be deemed an original instrument, but all of the counterparts shall constitute one and the same instrument. 5. That each Party represents that it has full capacity and authority to grant all rights and assume all obligations that are granted and assumed under this Second Amendment to the Civic Center Agreement. (Signature page to follow) CITY OF COPPELL AND PLAZA LODGING, LLC (TM 123249) EXECUTED on this day of , 2021. CITY OF COPPELL, TEXAS Mike Land, City Manager ATTEST: Ashley Owens, City Secretary Approved as to Form: City Attorney EXECUTED on this day of , 2021. PLAZA LODGING, LLC Dilip P. Pranav, Owner CITY OF COPPELL AND PLAZA LODGING, LLC (TM 123249) C',P FE L File ID: 2021-5775 Version: 1 City of Coppell, Texas Master File Number: 2021-5775 Type: Agenda Item Reference: File Name: Automatic Aid Agreement -City of Irving 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Fire File Created: 06/29/2021 Final Action: Title: Consider approval of an Agreement for Fire Department Automatic Assistance between the City of Coppell and the City of Irving; and authorizing the Mayor to sign. Notes: Sponsors: Attachments: Staff Memo.pdf, Agreement for Fire Department Automatic Assistance.pdf, Automatic Assistance Policies. 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 2021-5775 Title Consider approval of an Agreement for Fire Department Automatic Assistance between the City of Coppell and the City of Irving; and authorizing the Mayor to sign. Summary Fiscal Impact: There is no fiscal impact of this agenda item. Staff Recommendation: The Fire Department recommends approval. Strategic Pillar Icon: City of Coppell, Texas Page 1 Printed on 7/9/2021 Master Continued (2021-5775) Sustainable Government City of Coppell, Texas Page 2 Printed on 7/9/2021 I H IF"" C I V 0 I COPPELL MEMORANDUM To: Mayor and City Council From: Kevin Richardson, Fire Chief Date: July 13, 2021 Reference: Consider approval of an Agreement for Fire Department Automatic Assistance between the City of Coppell and the City of Irving; and authorizing the Mayor to sign. 2040: Pillar 0: Sustainable City Government Introduction: The Coppell Fire Department is requesting the approval of an Automatic Aid Agreement between the City of Coppell and the City of Irving to provide opportunity for sharing of resources and simultaneous first responder Fire, Rescue and Emergency Services. The purpose of this agreement is to establish enhanced automatic response guidelines between Coppell and Irving to be in the best interest of public safety and to the mutual benefit to both communities. Sharing of Fire Department resources is very common and allows for regional assets to assist on an automatic basis or when current resources and staffing are insufficient to meet the needs of emergency incidents. Analysis: The CFD currently has existing Automatic Aid Agreements in place with several other cities that border Coppell. This type of agreement has several mutual benefits and advantages such as: - Response of the closest unit, results in quicker response times and better outcomes. - Avoids duplication of specialty apparatus such as Light and Air trucks, Traffic Incident Management "blocker' vehicles, and Rehabilitation Response Unites. - Improved staffing levels that ensure compliance with industry standards for NFPA 1710 and NFPA 1720. - Increased available of Incident Command Officers at major incidents. - Provides additional resources when current capacity is exceeded. - Allows for specialty services and equipment such as Hazardous Materials Response, Technical Rescue Teams for High Angle, Trench, and Collapse Rescue. Legal Review: This agenda item and documents was reviewed and approved by Coppell Legal Counsel, Bob Hager. Fiscal Impact: There is no fiscal impact of this agenda item. Recommendation: The Fire Department recommends approval. AGREEMENT FOR FIRE DEPARTMENT AUTOMATIC ASSISTANCE BETWEEN THE CITY OF IRVING AND THE CITY OF COPPELL THIS AGREEMENT FOR FIRE DEPARTMENT AUTOMATIC ASSISTANCE (hereinafter "Agreement") is entered into as of the Effective Date by and between the City of Irving and the City of Coppell, (hereinafter referred to as "Irving" and "Coppell" respectively, as a "City," when referenced individually or, collectively as the "Cities"), both of which are Texas home rule municipalities, each acting herein through its duly authorized officials in accordance with state law. RECITALS WHEREAS, this Agreement serves to maximize cooperation among the Cities and promote a stronger homeland security effort through regional cooperation as promulgated by the Department of Homeland Security; and, WHEREAS, the governing officials of the Cities, political subdivisions of the State of Texas and United States of America, desire to secure for each such entity the benefits of automatic assistance in the protection of life and property from fire and other disasters as well as provision of aid in the event of medical emergencies; NOW, THEREFORE, for and in consideration of the covenants and conditions set forth herein, the Cities agree as follows: 1. In consideration of each City's automatic assistance to the other City upon the occurrence of an emergency condition in any geographical area of either City, a predetermined number and amount of rescue equipment and personnel, firefighting equipment and/or emergency medical equipment or personnel of the other City shall be dispatched, to such point where the emergency condition exists in order to assist in the protection of life and property subject to the conditions hereinafter stated. The Cities acknowledge and agree that the services and assistance described herein relate only to firefighting and emergency medical services provided by the fire departments of the respective Cities. This Agreement does not require the provision of mutual aid through any other departments or agencies of the Cities, which mutual aid may be (and in some cases are) covered under other mutual aid agreements between or among one or more of the Cities. 2. For the purposes of this Agreement the following words and phrases shall have the meanings set forth below unless the context otherwise clearly indicates another meaning: A. "MAA" means that certain Mutual Aid Agreement by and among various municipalities and Dallas County relating to the provision of mutual aid assistance relating to disaster and emergency events within Dallas County by and between various local governmental entities located all in or part within Dallas County, Texas, including, but not limited to Irving (which signed the MAA on September 14, 2011) and Coppell (which signed the MAA on January 11, 2011). B. "Emergency Condition" means any condition requiring the dispatch and/or call for service, water rescue, fire suppression or emergency medical services, inclusively. C. "Receiving City" means the City within whose corporate limits the location of the site where the Emergency Condition is occurring. D. "Responding City" means the City responding to a call relating to an Emergency Condition pursuant to this Agreement the site of which is within the incorporated limits of another City. 3. Details as to amounts and types of assistance to be dispatched, methods of dispatching and communications, training programs and procedures and areas to be assisted will be developed by the Cities' Fire Chiefs. These details will be stipulated in one or more mutually agreed upon policies ("Policies") signed by the Fire Chiefs of the Cities, to establish the appropriate operational protocols and actions agreed to in this Agreement. The Policies may be revised or amended at any time by mutual agreement of the Fire Chiefs of the Cities. The Policies implemented pursuant to this Agreement include both Cities as necessary to carry out the purpose of this Agreement. In the event of a conflict between the Policies and the main body of this Agreement, this Agreement shall control. 4. Any dispatch of equipment and personnel pursuant to this Agreement is subject to the following conditions: A. The predetermined amount of aid, type of equipment and number of personnel shall be sent by the Responding City in accordance with the applicable Policies, unless such amount of assistance is unavailable due to emergency conditions confronting the Receiving City's or Responding City's forces at the time of need for assistance under this Agreement. B. In fulfilling its obligations provided for in this Agreement, the Cities agree to comply with the procedures set forth in the Policies, which their respective Fire Chiefs have signed pursuant to this Agreement. 5. Each City waives all claims against the other City for compensation for any loss, damage, personal injury, or death occurring as a consequence of the performance of this Agreement. THE ASSIGNMENT OF LIABILITY UNDER THIS AGREEMENT IS INTENDED TO BE DIFFERENT THAN LIABILITY OTHERWISE ASSIGNED UNDER TEXAS GOVERNMENT CODE SECTION 791.006, SUBSECTION (a). INSTEAD, LIABILITY, IF ANY, SHALL BE AS SET OUT IN THIS AGREEMENT, AS PROVIDED BY TEXAS GOVERNMENT CODE SECTION 791.006, SUBSECTION (al). EACH CITY SHALL BE RESPONSIBLE FOR ANY LIABILITY RESULTIING FROM ITS OWN ACTIONS OR OMISSIONS, AND THOSE OF ITS OWN EMPLOYEES, REGARDLESS OF WHICH CITY WOULD HAVE BEEN RESPONSIBLE, IN THE ABSENCE OF THIS AGREEMENT, FOR FURNISHING THE SERVICES PROVIDED TO THE EXTENT IT WOULD OTHERWISE BE LIABLE UNDER STATE OR FEDERAL LAW. THIS PROVISION IS FOR THE BENEFIT OF THE CITIES AND IS NOT INTENDED TO CREATE A THIRD -PARTY CAUSE OF ACTION OR WAIVE ANY IMMUNITIIES OR DEFENSES AVAILABLE TO THE CITIES. 6. The Responding City shall not be reimbursed by the Receiving City for costs incurred pursuant to this Agreement. It is understood and agreed that each City has previously entered into the MAA. Costs incurred and to be reimbursed pursuant to the MAA shall be governed under the terms of the MAA. An employee of a Responding City who is assigned, designated or ordered by the employee's Fire Chief to perform duties pursuant to this Agreement shall receive the same wage, salary, pension, and all other compensation and rights for the performance of such duties, including injury or death benefits, and Worker's Compensation benefits, as though the service had been rendered within the corporate limits of Responding City where the person is regularly employed. Moreover, all medical expenses, wage and disability payments, except for those payments each City is required to pay under the MAA, pension payments, damage to equipment and clothing, and expenses of travel, food, and lodging shall be paid by the City with which the employee in question is regularly employed. Notwithstanding the foregoing to the contrary, as to any mutual assistance between the Cities arising out of the occurrence of an Emergency Condition in the areas described in an MOU, the conditions and obligations of this Agreement shall take precedence over the conditions and obligations of the MAA. For the purposes of the MAA, the resources necessary for the Cities to meet their respective obligations under this Agreement are unavailable. AGREEMENT FOR FIRE DEPARTMENT AUTOMATIC ASSISTANCE: IRVING AND COPPELL: Page 2 of 7 7. All equipment used by each City's fire department in carrying out this Agreement will, during the time response services are being performed, be owned by the Responding City; and all personnel acting for each City's fire department under this Agreement will, during the time response services are required, be paid employees of the City where they are regularly employed. 8. At all times while equipment and employees of a Responding City's fire department are traveling to, from, or within the incorporated limits of the Receiving City in accordance with the terms of this Agreement, such personnel and equipment shall be deemed to be employed or used by the Responding City. Further, such equipment and personnel shall be deemed to be engaged in a governmental function for the Responding City. 9. In the event that any person performing duties subject to this Agreement shall be cited as a defendant party to any state or federal civil lawsuit arising out of the person's official acts while performing duties in the course and scope of their employment with a City pursuant to the terms of the Agreement, such person shall be entitled to the same benefits that the person would be entitled to receive had such civil action arisen out of an official act within the course and scope of the person's duties as an employee of the City where the person is regularly employed and occurred within the jurisdiction of the City where the person is regularly employed. The benefits described in this Section 9 shall be supplied by the City with whom the person is regularly employed. However, in situations where the other Receiving City may be liable, in whole or in part, for the payment of damages, then the Receiving City may intervene in such cause of action to protect its interests. 10. Each City shall have the right to terminate its participation in this Agreement by providing written notice to the other Cities not later than ninety (90) days prior to the date of termination of such City's participation. 11. The validity of this Agreement and any of its terms and provisions as well as the rights and duties of the Cities shall be governed by the laws of the State of Texas; and venue for any action concerning this Agreement shall be in the State District Court of Dallas County, Texas. 12. In case 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. 13. This Agreement is made for the Cities that are parties hereto and the respective fire departments as automatic assistance pursuant to V.T.C.A., Government Code, Chapter 418, commonly referred to as the Disaster Act of 1975; and, nothing in this Agreement is intended to limit the availability of benefits to each City's personnel under Texas Government Code Chapter 615, as amended, and as it may be amended in the future nor should be interpreted to create any duty or rights to any third party or nonparty to this Agreement. 14. Any notice required or permitted to be delivered hereunder shall be deemed received when sent in the United States Mail, Postage Prepaid, Certified Mail, Return Receipt Requested, by hand -delivery or facsimile transmission and addressed to the respective City at the following address: AGREEMENT FOR FIRE DEPARTMENT AUTOMATIC ASSISTANCE: IRVING AND COPPELL: Page 3 of 7 If intended for City of Irving: City of Irving Attn: City Manager 825 W. Irving Blvd. Irving, Texas 75060 If intended for City of Coppell: City of Coppell Attn: City Manager 255 E. Parkway Boulevard Coppell, Texas 75019 With copy(les) to: City Attorney City of Irving 825 W. Irving Blvd. Irving, Texas 75060 City of Irving Attn: Fire Chief 845 W. Irving Blvd. Irving, Texas 75060 With copy(les) to: Robert E. Hager Nichols, Jackson, Dillard, Hager & Smith, LLP 500 N. Akard, Suite 1800 Dallas, Texas 75201 City of Coppell Attn: Fire Chief 255 E. Parkway Boulevard Coppell, Texas 75019 15 In the performance of this Agreement, neither of the Cities waive, nor shall be deemed hereby to have waived, any immunity or defense that would otherwise be available to them against claims arising in the exercise of governmental powers and functions. By entering into this Agreement, the Cities do not create any obligations, express or implied, other than those set forth herein, and this Agreement shall not create any rights in any persons or entities who are not parties to this Agreement. 16. This Agreement and the Policies implemented pursuant to this Agreement represent the entire agreement among the two Cities with respect to the subject matter covered by this Agreement. There is no other collateral, oral or written agreement between the parties that in any manner relates to the subject matter of this Agreement. 17. All exhibits to this Agreement are incorporated herein by reference for all purposes wherever reference is made to the same. 18. The recitals to this Agreement are incorporated herein. 19. This Agreement may be amended by the mutual written agreement of both Cities. 20. Each City has the full power and authority to enter into and perform this Agreement, and the person signing this Agreement on behalf of each City has been properly authorized and empowered to sign this Agreement. The persons signing this Agreement hereby represent that they have authorization to sign on behalf of their respective City. AGREEMENT FOR FIRE DEPARTMENT AUTOMATIC ASSISTANCE: IRVING AND COPPELL: Page 4 of 7 21. This Agreement may be executed in any number of counterparts, each of which shall be deemed an original and constitute one and the same instrument. 22. No City may assign, transfer, or otherwise convey this Agreement without the prior written consent of the other Cities. 23. Unless expressly stated otherwise, whenever the consent or the approval of a City is required herein, such City shall not unreasonably withhold, delay or deny such consent or approval. 24. Whenever a dispute or disagreement arises under the provisions of this Agreement, the Cities agree to enter into good faith negotiations to resolve such disputes. If the matter continues to remain unresolved, the Cities shall refer the matter to outside mediation, the costs of which shall be shared equally, prior to engaging in litigation (unless delaying the filing of a lawsuit might result in the lawsuit being barred, including but not limited to a bar by a statute of limitations). The provisions of this Section 24 shall survive termination. 25. Any of the representations, warranties, covenants, and obligations of the parties, as well as any rights and benefits of the Cities, pertaining to a period of time following the termination of this Agreement shall survive termination. 26. Each City paying for the performance of governmental functions or services pursuant to this Agreement must make those payments from current revenues available to the paying City or from funds otherwise lawfully available to the City for use in the payment of the City's obligations pursuant to this Agreement. 27. Neither City shall be liable to the other City for any failure, delay, or interruption in the performance of any of the terms, covenants, or conditions of this Agreement due to causes beyond the City's respective control or because of applicable law, including, but not limited to, war, nuclear disaster, strikes, boycotts, labor disputes, embargoes, acts of God, acts of the public enemy, acts of superior governmental authority, floods, riots, rebellion, sabotage, terrorism, or any other circumstance for which a City is not legally responsible or which is not reasonably within its power to control ("a Force Majeure Event"). The affected City's obligation shall be suspended during the continuance of the inability then claimed, but for no longer period. To the extent possible, the City whose performance is affected by a Force Majeure Event shall endeavor to remove or overcome the inability claimed with all reasonable dispatch. 28. This Agreement shall be effective and enforceable as to the Cities who have signed this Agreement on the date it has been signed by an authorized representative of such City, ("the Effective Date"). (Signatures on Following Pages) AGREEMENT FOR FIRE DEPARTMENT AUTOMATIC ASSISTANCE: IRVING AND COPPELL: Page 5 of 7 City of Irving Signature Page SIGNED AND AGREED this day of , 2021. CITY OF IRVING 0 ATTEST: Shanae Jennings, City Secretary APPROVED AS TO FORM: Kuruvilla Oommen, City Attorney Richard H. Stopfer, Mayor AGREEMENT FOR FIRE DEPARTMENT AUTOMATIC ASSISTANCE: IRVING AND COPPELL: Page 6 of 7 City of Coppell Signature Page SIGNED AND AGREED this day of , 2021. CITY OF COPPELL 0 ATTEST: Ashley Owens, City Secretary APPROVED AS TO FORM: City Attorney Wes Mays, Mayor AGREEMENT FOR FIRE DEPARTMENT AUTOMATIC ASSISTANCE: IRVING AND COPPELL: Page 7 of 7 POLICIES FOR FIRE DEPARTMENT AUTOMATIC ASSISTANCE AMONG THE CITY OF IRVING AND THE CITY OF COPPELL The Policies set forth herein are included in the AGREEMENT FOR FIRE DEPARTMENT AUTOMATIC ASSISTANCE AMONG THE CITY OF IRVING AND THE CITY OF COPPELL ("Agreement"). The purpose of these Policies is to outline the procedures for implementing an Automatic Assistance response between the City of Irving Fire Department, hereinafter referred to as "Irving" and the City of Coppell Fire Department, hereinafter referred to as "Coppell" (individually referred to as a "Department" or collectively referred to as "Departments"). These Policies are a guide for routine operations. Amount and Tvoe of Assistance The Agreement is for the exchange of fire, specialized apparatus and/or EMS services in specified response areas as designated by the City of Irving Fire Department (IFD) Dispatch Computer Aided Dispatch (CAD) in coordination with the North Texas Emergency Communications Center's (NTECC) Box Card assignment system developed and approved by Coppell. Companies required in addition to first alarm assignment will be in accordance with procedures established between the City of Irving Fire Department Dispatch Computer Aided Dispatch (CAD) in coordination with the North Texas Emergency Communications Center's (NTECC) Box Card assignment system approved by Coppell. Response Areas Each Department will provide EMS, fire and/or specialized apparatus service, as requested, to the other Department as established by the IFD Dispatch CAD in coordination with the NTECC "Box Card" assignment system. Limitations If the agreed upon response from a Department is not available or is temporarily depleted, the assisting Department need not respond. Training Combined training exercises are to be conducted on a regular basis. The training exercises will be coordinated by the respective Department training chiefs. Communications Communications among the two Departments will use established IFD Dispatch CAD and the NTECC procedures as approved by both Departments. Upon receipt of an alarm in any of the designated response areas, the appropriate dispatch center receiving the alarm will dispatch the proper apparatus and coordinate with the other Dispatch or Communication Center. Automatic Aid Agreement Policies Page 1 Incident Command The officer on the first arriving company will take command of the incident until relieved by the appropriate authority. Fire Incident Reporting Each Department will be responsible for obtaining needed information to complete fire and emergency medical service reports for incidents within their respective jurisdictions. Assisting units shall cooperate with jurisdictional units to provide necessary information as required. Revisions These Policies may be revised or amended at any time by mutual agreement of the Fire Chiefs of Irving and Coppell. Fire Chief City of Irving Date Fire Chief City of Coppell Date Automatic Aid Agreement Policies Page 2 C',P FE L File ID: 2021-5774 Version: 1 City of Coppell, Texas Master File Number: 2021-5774 Type: Agenda Item Reference: File Name: Emergicon-Patient Billing Service Contract 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: Fire File Created: 06/28/2021 Final Action: Title: Consider approval of a contract with Emergicon, LLC, for RFP #182 Ambulance Debt Collections Services, as budgeted annually, and authorizing the City Manager to sign all necessary documents. Notes: Sponsors: Attachments: Staff Memo.pdf, Request for Proposal Packet - RFP#182.pdf, Emergicon Response to RFP #182.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 2021-5774 Title Consider approval of a contract with Emergicon, LLC, for RFP #182 Ambulance Debt Collections Services, as budgeted annually, and authorizing the City Manager to sign all necessary documents. Summary Fiscal Impact: Funds for the collection percentage fees have been budgeted in the Fire Department Collection Fees account (10104100-6476). Staff Recommendation: The Fire Department recommends approval of this item. City of Coppell, Texas Page 1 Printed on 7/9/2021 Master Continued (2021-5774) Strategic Pillar Icon: Sustainable Government City of Coppell, Texas Page 2 Printed on 7/9/2021 rCOPPELL �r4I'll '14 MEMORANDUM To: Mayor and City Council From: Kevin Richardson, Fire Chief Date: July 13, 2021 Reference: Consider approval of a contract with Emergicon, LLC, for RFP #182 Ambulance Debt Collections Services, as budgeted annually, and authorizing the City Manager to sign all necessary documents 2040: Pillar 0: Foundation of Sustainable Government Introduction: The City of Coppell utilizes a third -party service provider for Ambulance Debt Collections Services for transports provided by the Fire and Emergency Services department. The city averages (1300) EMS transports annually. Emergicon is the current provider, and the final annual contract renewal period is expiring (total of five years.) Other municipalities utilize this agreement for their ambulance billings services and also contract with the provider via existing interlocal cooperative agreements. Analysis: RFP #182 was released on May 7, 2021 and responses were due and read on May 25, 2021. Three responses were received. After a review and scoring of the responses by Fire and Finance staff, the Emergicon response was determined to be the most complete and most responsible response. Positives include: • Ten (10) -year relationship without conflict • Excellent customer service • Texas-based entity (RFP required local offices in the event an audit is needed) • Years of experience with required billing codes used by insurance companies, Medicare, and Medicaid 0 Reasonable collections fees The annualized, five-year average of receipts is $822,831 with fees of $67,094 (8.15%). This fiscal year's fee rate to -date is approximately (8.24%), and the new contract fees will continue to be similar. Legal Review: The agenda item was reviewed by legal staff. Fiscal Impact: Funds for the collection percentage fees have been budgeted in the Fire Department Collection Fees account (10104100-6476). Recommendation: The Fire Department recommends approval of this item. T H E CC I t Y G I` Cu"PPELL ll�s o � c t REQUEST FOR PROPOSAL INSTRUCTIONS FOR RFP #182 AMBULANCE DEBT COLLECTIONS PER THE CITY OF COPPELL SPECIFICATIONS AT THE CITY OF COPPELL TOWN CENTER PROCUREMENT SERVICES DEPARTMENT OPENING DATE: TUESDAY, MAY 25, 20212: 00 p.m. RFP #182 AMBULANCE DEBT COLLECTIONS T H E C 1 T Y - OF' ............... .............. COFFELL REQUEST FOR PROPOSAL Return Proposal To: City of Coppell Procurement Services Department 255 Parkway Blvd. Coppell, Texas 75019 The enclosed Request for Proposal and Specifications are for your convenience in submitting the proposals to the City of Coppell. Sealed proposals shall be received no later than: TUESDAY, MAY 25,2021,2:00 p.m., Central Time. PRE -PROPOSAL MEETING A Pre -Proposal meeting, which includes a virtual environment, will be held at 2:00 p.m., CST, Tuesday, May 18, 2021, at the City of Coppell, 255 Parkway Blvd, Coppell, TX 75019. The city is following social distancing protocols, and face masks are required to be worn in the building. Pre -Proposal meeting — May 18, 20212: 00 p.m. Join Zoom Ih.:k''t.p..�..::.//LlsO2web..:.zoo.rT:i:..Ll / l�iin..r/r .,qis-t r/ IASL.J04..."1sS Ccf Y0QNk'Nr + RFP Open — May 25, 20212: 00 p.m. Join Zoom Ihk't. �://LlsO2web.zoorr°Y.L:s/webiin r/re isker/ N CNv�11 wR1EUrnWsZ2 c �:'tQ .......................................................................................................................................................................................................................q....................................................................................................................................................................................................... Please reference "RFP #182" in all correspondence pertaining to this proposal and affix this number to outside front of bid envelope for identification. All proposals shall be to the attention of the Procurement Services Department. The City of Coppell appreciates your time and effort in preparing a proposal. Please note that all proposals must be received at the designated location by the deadline shown. Proposals received after the deadline will be returned unopened and shall be considered void and unacceptable. Proposal opening is scheduled to be held at 255 Parkway Boulevard, Coppell, Texas. You are invited to attend. If Bidder desires not to bid at this time, but wishes to remain on the commodity bid list, please submit a "NO BID" response (same time/location). The City of Coppell is always very conscious and extremely appreciative of the time and effort expended to submit a bid. However, on "NO BID" responses please communicate any bid requirement(s) which may have influenced your decision to "NO BID." CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g v 12 RFP #182 AMBULANCE DEBT COLLECTIONS If response is not received in the form of a "BID" or "NO BID" for three (3) consecutive Request for Proposals, Bidder shall be removed from said bid list. However, if you choose to "NO BID" at this time but desire to remain on the bid list for other commodities, please state the specific product/service for whichyour firm wishes to be classified. To obtain results, or if you have any questions, please contact the Procurement Services Department at 972-304-3698. CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g a 13 RFP #182 AMBULANCE DEBT COLLECTIONS Y K E • c I t Y - o F CO.PPELL 'MU� o REQUEST FOR PROPOSAL RFP NO. 182 By order of the City Council of the City of Coppell, Texas, sealed proposals will be received for: AMBULANCE DEBT COLLECTIONS TO PROVIDE for a contract for services commencing within thirty (30) days approximately after the date of the award. The City of Coppell reserves the right to extend this contract, as it deems to be in the best interest of the city. IT IS UNDERSTOOD that the City Council of the City of Coppell, Texas reserves the right to reject any and/or all bids for any/or all products and/or services covered in this bid request and to waive informalities or defects in bids or to accept such bids as it shall deem to be in the best interests of the City of Coppell. Each proposal shall be placed in a separate sealed envelope, signed by a person having the authority to bind the firm in a Contract, and marked clearly on the outside as shown below. FACSIMILE OR EMAIL TRANSMITTALS SHALL NOT BE ACCEPTED! SUBMISSION OF PROPOSALS: Sealed proposals shall be submitted no later than 2:00 p.m., Tuesday, May 25, 2021, to the address below: City of Coppell Procurement Services Department 255 Parkway Blvd. Coppell, Texas 75019 CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g v 14 RFP #182 AMBULANCE DEBT COLLECTIONS PUBLIC NOTICE STATEMENT FOR ADA COMPLIANCE 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 request for these services forty-eight (48) hours ahead of the scheduled program, service and/or meeting. To make arrangements, contact Kori Allen, ADA Coordinator or another designated official at (972) 462-0022, or (TDD 1 -800 -RELAY, TX 1-800- 735-2989). CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g a 15 RFP #182 AMBULANCE DEBT COLLECTIONS City of Coppell RFP #182 AMBULANCE DEBT COLLECTIONS Closing Date/Time: Tuesday, May 25, 2021 @ 2:00 p.m. (CST) Solicitation Schedule Dates RFP Issued Friday, May 7, 2021 Pre -Proposal meeting Tuesday, May 18, 2021, 2:00 p.m. Sealed Proposals Due to the City Tuesday, May 25, 2021, 2:00 p.m. Contract Award/Proposed Council Approval To Be Determined The dates BEFORE RFP opening are firm unless changed through an Addendum. Notification of changes in the response due date would be posted on Bidsync.com. All times and dates are Central Standard Time. Vendor Inauiries Questions related to this RFP should be submitted via www.bidsync.com Contact with any personnel of the City, other than the Procurement Services staff or via Bidsync, regarding this Request for Proposal may be grounds for elimination from the selection process. ANY QUESTIONS concerning this Request for Proposal and Specifications can be directed to the Procurement Services Department at 972-304-3698. CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g a 16 RFP #182 AMBULANCE DEBT COLLECTIONS FUNDING: State of Texas statutes prohibit the obligation and expenditure of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that may arise past the end of the current fiscal year shall be subject to budget approval. LATE BIDS: Proposals received in the City of Coppell Procurement Services Department after submission deadline will be considered void and unacceptable. The City of Coppell is not responsible for lateness or non-delivery of mail, carrier, etc., and the date/time stamp in the Procurement Services Department shall be the official time of receipt. ALTERING BIDS: Proposals cannot be altered or amended after submission deadline. Any interlineation, alteration, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. WITHDRAWAL OF BID: A proposal may not be withdrawn or canceled by the Bidder without the permission of the City for a period of ninety (90) days following the date designated for the receipt of bids, and Bidder so agrees upon submittal of their bid. SALES TAX. The City of Coppell is exempt by law from payment of Texas State Sales Tax and Federal Excise Tax. Bidder shall include any sales taxes from concession sales of taxable items on City property in the total price of the sale and shall be responsible to report and pay such taxes in a timely manner. BID AWARD: The City reserves the right to award any combination of the three sections as is deemed in the best interest of the City. The City also reserves the right to not award one or none of the sections. CONTRACT. This proposal, when properly accepted by the City of Coppell, shall constitute a Contract equally binding between the successful Bidder and the City. No different or additional terms will become a part of this Contract with the exception of Change Orders. CHANGE ORDERS: No oral statement of any individual shall modify or otherwise change, or affect the terms, conditions or Specifications stated in the resulting Contract. All Change Orders to the Contract will be made by the City's Chief Procurement Officer. IF DURING THE life of the Contract, the successful Bidder's net prices to other customers for items awarded herein are reduced below the Contracted price, it is understood and agreed that the benefits of such reduction shall be extended to the City of Coppell. A PRICE redetermination may be considered by the City only at the anniversary date of the Contract and shall be substantiated in writing (i.e., Manufacturer's direct cost, postage rates, Railroad Commission rates, Wage/Labor rates, etc.). The Bidder's past history of honoring CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g v 17 RFP #182 AMBULANCE DEBT COLLECTIONS Contracts at the bid price will be an important consideration in the evaluation of the lowest and best bid. The City reserves the right to accept or reject any/all of the price redeterminations as it deems to be in the best interest of the City. DELIVERY: All delivery and freight charges (F.O.B. City of Coppell) are to be included in the bid price. DELIVERY TIME: Proposals shall show number of days required to place goods ordered at the City's designated location. Failure to state delivery time may cause proposal to be rejected. Successful Bidder shall notify the Procurement Services Department immediately if delivery schedule cannot be met. If delay is foreseen, successful Bidder shall give written notice to the Procurement Services Department. The City has the right to extend delivery time if reason appears valid. Successful Bidder must keep the Procurement Services Department advised at all times of the status of the order. CONFLICT OF INTEREST: No public official shall have interest in this Contract, in accordance with Vernon's Texas Codes Annotated, Local Government Code Title 5. Subtitle C, Chapter 171. DISCLOSURE OF CERTAIN RELATIONSHIPS Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity disclose in the Questionnaire Form CIQ, the vendor or person's affiliation or business relationship that might cause a conflict of interest with a local government entity. By law, this questionnaire must be filed with the records administrator of the City of Coppell not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. ETHICS: The Bidder shall not offer or accept gifts of anything of value nor enter into any business arrangement with any employee, official or agent of the City of Coppell. EXCEPTIONS/SUBSTITUTIONS: All proposals meeting the intent of this Request for Proposal will be considered for award. Bidders taking exception to the Specifications, or offering substitutions, shall state these exceptions in the section provided or by attachment as part of the bid. In the absence of such, a list shall indicate that the Bidder has not taken exceptions and shall hold the Bidder responsible to perform in strict accordance with the Specifications of the Invitation. The City of Coppell reserves the right to accept any and all, or none, of the exception(s)/ substitution(s) deemed to be in the best interest of the City. ADDENDA: Any interpretations, corrections or changes to this Request for Proposal and Specifications will be made by addenda. Sole issuing authority of addenda shall be vested in the City of Coppell Procurement Services Department. Addenda will be posted on www.bidsync.com. Bidders shall acknowledge receipt of all addenda. CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g v 18 RFP #182 AMBULANCE DEBT COLLECTIONS DESCRIPTIONS: Any reference to model and/or make/manufacturer used in bid Specifications will be made by addenda. Sole issuing authority of addenda shall be vested in the City's Procurement Services Department BID MUST COMPLY with all federal, state, county, and local laws concerning these types of service(s). DESIGN, STRENGTH, QUALITY of materials must conform to the highest standards of manufacturing and engineering practice. All items supplied against credit must be new and unused, unless otherwise specified, in first-class condition and of current manufacturer. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective Bidder must affirmatively demonstrate Bidder's responsibility. A prospective Bidder must meet the following requirements: 1. Have adequate financial resources, or the ability to obtain such resources as required; 2. be able to comply with the required or proposed delivery schedule; 3. have a satisfactory record of performance; 4. have a satisfactory record of integrity and ethics; 5. be otherwise qualified and eligible to receive an award. The City may request representation and other information sufficient to determine Bidder's ability to meet these minimum standards listed above. REFERENCES: The City requests Bidder to supply, with this Request for Proposal, a list of at least three (3) references where like products and/or services have been supplied by their firm. Include name of firm, address, telephone number and name of representative BIDDER SHALL PROVIDE with this bid response, all documentation required by this Request for Proposal. Failure to provide this information may result in rejection of bid. SUCCESSFUL BIDDER SHALL defend, indemnify and save harmless the City of Coppell and all its officers, agents and employees from all suits, actions, or other claims of any character, name and description brought for or on account of any injuries or damages received or sustainedby any person, persons, or property on account of any negligent act or fault of the successful Bidder, or of any agent, employee, subcontractor or supplier in the execution of, or performance under, any Contract which may result from bid award. Successful Bidder indemnifies and will indemnify and save harmless the City from liability, claim or demand on their part, agents, servants, customers, and/or employees whether such liability, claim or demand arise from eventor casualty happening CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g a 19 RFP #182 AMBULANCE DEBT COLLECTIONS or within the occupied premises themselves or happening upon or in any of the halls, elevators, entrances, stairways or approaches of or to the facilities within which the occupied premises are located. Successful Bidder shall pay any judgment with costs which may be obtained against the City growing out of such injury or damages. In addition, Contractor shall obtain and file with City of Coppell a Standard Certificate of Insurance and applicable policy endorsement evidencing the required coverage and naming the City of Coppell as an additional insured on the required coverage. WAGES: Successful Bidder shall pay or cause to be paid, without cost or expense to the City of Coppell, all Social Security, Unemployment and Federal Income Withholding Taxes of all such employees and all such employees shall be paid wages and benefits as required by Federal and/or State Law. TERMINATION OF CONTRACT: This Contract shall remain in effect until Contract expires, delivery and acceptance of products and/or performance of services ordered or terminated by either party with a thirty (30) day written notice prior to any cancellation. The successful Bidder must state therein the reasons for such cancellation. The City of Coppell reserves the right to award canceled Contract to next lowest and best Bidder as it deems to be in the best interest of the City of Coppell. TERMINATION FOR DEFAULT: The City of Coppell reserves the right to enforce the performance of this Contract in any manner prescribed by law or deemed to be in the best interest of the City in the event of breach or default of this Contract. The City of Coppell reserves the right to terminate the Contract immediately in the event the successful Bidder fails to: 1. Meet schedules; 2. defaults in the payment of any fees; or 3. otherwise perform in accordance with these Specifications. Breach of Contract or default authorizes the City of Coppell to exercise any or all of the following rights: 1. The City may take possession of the assigned premises and any fees accrued or becoming due to date; 2. the City may take possession of all goods, fixtures and materials of successful Bidder therein and may foreclose its lien against such personal property, applying the proceeds toward fees due or thereafter becoming due. In the event the successful Bidder shall fail to perform, keep or observe any of the terms and conditions to be performed, kept or observed, the City shall give the successful Bidder written CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g a 110 RFP #182 AMBULANCE DEBT COLLECTIONS notice of such default; and in the event said default is not remedied to the satisfaction and approval of the City within two (2) working days of receipt of such notice by the successful Bidder,default will be declared and all the successful Bidder's rights shall terminate. Bidder, in submitting this bid, agrees that the City of Coppell shall not be liable to prosecution for damages in the event that the City declares the Bidder in default. NOTICE: Any notice provided by this bid (or required by law) to be given to the successful Bidder by the City of Coppell shall conclusively deemed to have been given and received on the next day after such written notice has been deposited in the mail in the City of Coppell, Texas by Registered or Certified Mail with sufficient postage affixed thereto, addressed to the successful Bidder at the address so provided; provided this shall not prevent the giving of actual notice in any other manner. PATENTS/COPYRIGHTS: The successful Bidder agrees to protect the City of Coppell from claims involving infringement of patents and/or copyrights. CONTRACT ADMINISTRATOR: Under this Contract, the City of Coppell may appoint a Contract Administrator with designated responsibility to ensure compliance with Contract requirements, such as but not limited to, acceptance, inspection and delivery. The Contract Administrator will serve as liaison between the City of Coppell Procurement Services Department (which has the overall Contract Administration responsibilities) and the successful Bidder. PURCHASE ORDER: A Purchase Order(s) shall be generated by the City of Coppell to the successful Bidder. The Purchase Order number must appear on all itemized invoices and packing slips. The City of Coppell will not be held responsible for any orders placed/delivered without a valid current Purchase Order number. PACKING SLIPS or other suitable shipping documents shall accompany each special order shipment and shall show: (a) name and address of successful Bidder, (b) name and address of receiving department and/or delivery location, (c) Purchase Order number, and (d) descriptive information as to the item(s) delivered, including product code, item number, quantity, number of containers, etc. INVOICES shall show all information as stated above, shall be issued for each Purchase Order and shall be mailed directly to the City of Coppell Finance/Accounts Payable Department, 255 Parkway Blvd., Coppell, Texas 75019. PAYMENT will be made upon receipt and acceptance by the City of Coppell for any item(s) ordered and receipt of a valid invoice, in accordance with the State of Texas Prompt Payment Act, Article 601f V.T.C.S. Successful Bidder(s) required to pay subcontractors within ten (10) day. CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 Pa g a 111 RFP #182 AMBULANCE DEBT COLLECTIONS ITEMS supplied under this Contract shall be subject to the City's approval. Items found defective or not meeting Specifications shall be picked up and replaced by the successful Bidder at the next service date at no expense to the City of Coppell. If item is not picked up within one (1) week after notification, the item will become a donation to the City for disposition. SAMPLES: When requested, samples shall be furnished free of expense to the City of Coppell. WARRANTY: Successful Bidder shall warrant that all items/services shall conform to the proposed Specifications and/or all warranties as stated in the Uniform Commercial Code and be free from all defects in material, workmanship and title. A copy of the warranty for each item being bid must be enclosed. Failure to comply with the above requirements for literature and warranty information could cause bid to be rejected. REMEDIES: The successful Bidder and the City of Coppell agree that both parties have all rights, duties and remedies available as stated in the Uniform Commercial Code. VENUE: This Agreement will be governed and construed according to the laws of the State of Texas. This Agreement is performable in the City of Coppell, Texas. ASSIGNMENT. The successful Bidder shall not sell, assign, transfer or convey this Contract, in whole or in part, without prior written consent of the City of Coppell. SPECIFICATIONS and model numbers are for description only. Bidder may bid on description only. Bidder may bid on alternate model but must clearly indicate alternate model being bid. Bidder must enclose full descriptive literature on alternate item(s). SILENCE OF SPECIFICATION: The apparent silence of these Specifications as to any detail or to the apparent omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these Specifications shall be made on the basis of this statement. Each insurance policy to be furnished by successful Bidder shall include, by endorsement to the policy, a statement that a notice shall be given to the City of Coppell by Certified Mail thirty (30) days prior to cancellation or upon any material change in coverage. BID NOTIFICATION: City of Coppell utilizes the following procedures for notification of bid opportunities: www.bidsync.com and the Rambler newspaper. These are the only forms of notification authorized by the City. Coppell shall not be responsible for receipt of notification and information from any source other than those listed. It shall be the vendor's responsibility to verify the validity of all bid information received by sources other than those listed. CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g a 112 RFP #182 AMBULANCE DEBT COLLECTIONS EMPLOYMENT ELIGIBILITY VERIFICATION: The Immigration Reform and Control Act of 1986 (I RCA) makes it illegal for employers to knowingly hire or recruit immigrants who do not possess lawful work authorization and requires employers to verify their employees' work eligibility on a U.S. Department of Justice form I-9. The contractor/vendor warrants that contractor/vendor is in compliance with I RCA and will maintain compliance with I RCA during the term of the contract with the City. Contractor/vendor warrants that contractor/vendor has included or will include a similar provision in all written agreements with any subcontractors engaged to perform services under this contract. ENVIRONMENTALLY PREFERABLE PRODUCTS AND SERVICES: Bidders are encouraged to offer Energy Star, GreenSeal, Ecol-ogo and/or EPEAT certified products. The City also encourages bidders to offer products and services that are produced or delivered with minimal use of virgin materials and maximum use of recycled materials and reduce waste, energy usage, water utilization and toxicity in the manufacture and use of products. ANY QUESTIONS concerning this Request for Proposal and Specifications should be directed to the Procurement Services Department at 972-304-3698. CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g a 113 RFP #182 AMBULANCE DEBT COLLECTIONS COOPERATIVE PURCHASING As permitted under Government Code, Title 7, Chapter 791.025, other governmental entities may wish to cooperatively purchase under the same terms and conditions contained in this contract (piggyback). Each entity wishing to piggyback must have prior authorization from the City of Coppell and Contractor. If such participation is authorized, all purchase orders will be issued directly from and shipped directly to the entity requiring supplies/services. TheCity of Coppell shall not be held responsible for any orders placed, deliveries made, or payment for supplies/services ordered by these entities. Each entity reserves the right to determine their participation in this contract. IS YOUR FIRM WILLING TO ALLOW OTHER GOVERNMENTAL ENTITIES TO UTILIZE THIS CONTRACT, IF AWARDED, UNDER THE SAME TERMS AND CONDITIONS? YES NO CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g a 114 RFP #182 AMBULANCE DEBT COLLECTIONS CERTIFICATIONS AND REPRESENTATIONS M/WBE STATUS IS CERTIFIED AS A: (CHECK ONE, IF APPLICABLE) DISADVANTAGED BUSINESS ENTERPRISE MINORITY-OWNED BUSINESS ENTERPRISE WOMEN -OWNED BUSINESS ENTERPRISE PLEASE ATTACH OFFICIAL DOCUMENTATION FROM THE STATE OF TEXAS OR OTHER QUALIFIED CERTIFICATION AGENCY OF M/WBE STATUS OF YOUR COMPANY WITH THIS BID/PROPOSAL. *****NOTE***** THIS DATA IS REQUESTED FOR INFORMATIONAL PURPOSES ONLY AND WILL NOT AFFECT THE PROPOSAL AWARD. (SUBMISSION OF THIS INFORMATION IS NOTA REQUIREMENT.) CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g a 115 RFP #182 AMBULANCE DEBT COLLECTIONS IMPLEMENTATION OF HOUSE BILL 1295 Certificate of Interested Parties (Form 1295): In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016. The Texas Ethics Commission was required to adopt rules necessary to implement that law, prescribe the disclosure of interested parties form, and post a copy of the form on the commission's website. The commission adopted the Certificate of Interested Parties form (Form 1295) on October 5, 2015. The commission also adopted new rules (Chapter 46) on November 30, 2015, to implement the law. The commission does not have any additional authority to enforce or interpret House Bill 1295. The form may be obtained and completed at https://www. ethics.state.tx.us/whatsnew/elf info_form1295.htm *Please note that this form only has to be completed once the contract is awarded and before contract is executed. CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g a 116 City of Coppell, TX Procurement Services HOUSE BILL 89 VERIFICATION I, (Person name), the undersigned representative of (Company or Business name) (hereafter referred to as company) being an adult over the age of eighteen (18) years of age, do hereby depose and verify under oath that the company named -above, under the provisions of Subtitle F, Title 10, Government Code Chapter 2270: 1. Does not boycott Israel currently; and 2. Will not boycott Israel during the term of the contract the above-named Company, business or individual with the City of Coppell acting by and through City of Coppell. Pursuant to Section 2270.001, Texas Government Code: 1. `Boycott Israel" means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli -controlled territory, but does not include an action made for ordinary business purposes; and 2. "Company" means a for profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or any limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of those entities or business associations that exist to make a profit. SIG711-AT16-71-7 #F 0610A71 -1 - REPRESENTATIVE RFP #182 AMBULANCE DEBT COLLECTIONS Standard Insurance Requirements The Contractor shall furnish and maintain during the life of the contract adequate Worker's Compensation and Commercial General Liability (Public) Insurance in such amounts as follows: Tvne of Insurance Worker's Compensation Commercial General Liability (Public) Owner's Protective Liability Insurance Excess/Umbrella Liability Amount as set forth in the Worker's Compensation Act. $1,000,000 Each Accident/Occurrence. $1,000,000 Aggregate $1,000,000 Products & Completed Operations Aggregate. $600,000 per occurrence $1,000,000 aggregate $1,000,000 per occurrence w/drop down coverage Endorsement CG 2503 Amendment Aggregate Limit of Insurance per Project or Owner's and Contractor's Protective Liability Insurance for the Project. Automobile Liability $500,000 Combined single limit per occurrence. ADDITIONAL INSURED IN ADDITION, CONTRACTOR SHALL OBTAIN AND FILE WITH OWNER CITY OF COPPELL A STANDARD CERTIFICATE OF INSURANCE AND APPLICABLE POLICY ENDORSEMENT EVIDENCING THE REQUIRED COVERAGE AND NAMING THE OWNER CITY OF COPPELL AS AN ADDITIONAL INSURED ON THE REQUIRED COVERAGE. CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g a 117 RFP #182 AMBULANCE DEBT COLLECTIONS Com aanny Information Phone Number: Fax Number: Contact Person: CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g a 118 RFP #182 AMBULANCE DEBT COLLECTIONS T K E • c I T Y - o F CO.PPELL 'MU� o RFP #182 AMBULANCE DEBT COLLECTIONS (RESPONSES) ONE (1) PAPER COPY AND ONE (1) DIGITAL COPY ON DIGITAL MEDIA MUST BE RETURNED TO THE PROCUREMENT SERVICES DEPARTMENT NO LATER THAN 2:00 p.m. CENTRAL TIME, TUESDAY, MAY 25, 2021. THE MEDIA MUST BE INCLUDED WITH THE PROPOSAL PACKET. CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g a 119 RFP #182 AMBULANCE DEBT COLLECTIONS CITY OF COPPELL AMBULANCE DEBT COLLECTIONS SPECIFICATIONS 1.0 BACKGROUND 1.1 The City of Coppell is accepting proposals for Ambulance Debt Collections Services to be utilized by the Fire & Emergency Services Department. 1.2 The City of Coppell is seeking a vendor that can offer a unique collections approach that supports the city and is also sensitive to the residents and users of the service. Coppell has averaged yearly EMS transports with approximately 110 monthly runs. Sixty-eight percent (68%) are Coppell residents and the remaining thirty-two percent (32%) are non-residents. 1.3 Current Master Fee Schedule: Service Resident Non - Resident Basic Life Support $750 $850 Advanced Life Support $850 $950 Advanced Life Support II $950 $1050 BLS Supplies $200 $200 ALS Supplies $400 $400 Oxygen $150 $150 Mileage $15 per mile/fractional $15 per mile/fractional * There is no balance -billing of Coppell residents. ** No balance billing of suspected COVID19 patients. CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g a 120 RFP #182 AMBULANCE DEBT COLLECTIONS 2.0 GENERAL SCOPE OF WORK 2.1 The chosen contractor must have the ability to electronically submit claims to Medicaid, Medicare and third -party payers. This includes expertise in unique coding and claims processes utilized by the medical insurance industry. 2.2 Personnel devoted to this collection effort shall be competent, qualified, experienced and local to the North Texas Region to assure a vigorous collection effort with a substantial likelihood of success. Personnel profiles or resumes shall be submitted. 2.3 The successful proposing firm will be a member of American Collectors Association International. 2.4 The successful proposing firm will be a member of the Texas Ambulance Association. 2.5 During the term of the contract, the successful proposing firm shall provide, pay for, and maintain General Liability Errors & Omissions insurance in the amount of $1,000,000.00. In addition, Contractor shall obtain and file with Owner City of Coppell a Standard Certificate of Insurance and applicable policy endorsement evidencing the required coverage and naming the owner, City of Coppell, as an additional insured on the required coverage. 2.6 During the term of the contract, the successful proposing firm shall maintain a Third - Party Debt Collectors Bond in the amount of $10,000.00. 2.7 The successful proposing firm shall respond to all requests and inquiries, either written or verbal in a courteous and timely manner, not to exceed five (5) business days. The successful proposing firm will have representatives located in the North Texas region to facilitate operations with the City of Coppell on a personal basis. 2.8 The successful proposing firm shall provide COPPELL with monthly aging reports reflecting the status of all accounts that are currently active and the contractor's collection results. 2.9 Given reasonable notification, the Contractor agrees to allow free and open inspection by COPPELL or its designee of Contractor's equipment and records for, the purpose of ensuring continuing compliance with the terms of the Agreement and all applicable laws, rules and regulations. 2.10 Fees shall be proposed as percentages of actual collections. Fees shall be expressed as percentage of actual collections. COPPELL desires awarded bidder to deduct fee prior to remittance. Payments shall be accompanied by detailed reporting documenting amounts paid. 2.11 Credit card transaction fees should be paid by the claim payor and not passed to the city in any billing. 2.12 Successful vendor must be able to gain access to ESO Healthcare Connective Solution website. CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g a 121 RFP #182 AMBULANCE DEBT COLLECTIONS 2.13 Successful proposing firm shall have an online web portal for Coppell to run reports and complete patient inquiries. CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g v 122 RFP #182 3.0 Proposal Requirements AMBULANCE DEBT COLLECTIONS All proposals submitted shall clearly include details of your collections approach and on-going support plan for Coppell. A statement shall be included which explains why your approach and plan would be effective and beneficial to Coppell. The following areas shall be presented in detail. 3.1 A discussion of the specific steps to be followed in seeking arrangements for payment of collection. 3.2 A discussion of the remittance procedure. 3.3 A discussion of the method of compensation. 3.4 A list of any assistance Coppell may be requested to provide the vendor. 3.5 A list of the types of reports which will be submitted (e.g., collection reports, aging reports.) 3.6 Availability and qualifications of personnel. 3.7 Related experience with similar projects, especially ambulance collections. Submit three current or recent engagements that are similar in scope as references. 3.8 Recovery rate demonstrated ability to collect an acceptable percentage of assigned accounts. 3.9 Corporate profile and financial stability. 3.10 Proposed contract. 3.11 Communication methods (e.g., phone, fax, and email) 3.12 Copies of letters sent and scripts used. 4.0 RESPONSE EVALUATION 4.1 STEP 1 — REVIEW OF RESPONSES BY PROCUREMENT SERVICES: Only a complete response with the listed required submittal documents and meeting minimum qualifications will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive. CITY OF COPPELL • PROCUREMENT SVCS. DEPARTMENT • 255 PARKWAY BOULEVARD • COPPELL, TEXAS 75019 P are g a 123 4.2 STEP 2 — INITIAL EVALUATION: A evaluation committee will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation team. Responses will be evaluated according to the respondent's ability to best satisfy City of Coppell requirements. Respondent's submission is evaluated and scoredon a weighted system to determine the best value as follows: 4.2.1 Respondent's submitted proposal and descriptive information willmmprise 50% of the evaluation total. 4.2.2 Contingent fees and cost of service will comprise 25% of the total. 4.2.3 Key qualifications of staff and the vendor's experience performing medical insurance claims will comprise 25% of the total. 4.3. STEP 3 — NEGOTIATIONS: Upon completion of presentation evaluation scoring, City of Coppell reserves the right to enter negotiations with one or moreselected respondents. 4.4. STEP 4 — BEST AND FINAL OFFER (BAFO): City of Coppell reservesthe right to request a BAFO from selected respondent(s). 4.4.1 The respondent(s) shall submit a final price and any added value. Ifmore than one respondent reaches this level, the negotiated terms, references, BAFO and added values will be the considered in the award. City of Coppell will make the final determination on the bestvalue. 4.4.2 City of Coppell may award the purchase order for the servicewithout requesting a BAFO. Proposal to the City of Coppell Procurement Services Department T H E • C I T Y 0 1= Cu""'PPELL V 4J i RFP #182 Ambulance Debt Collections Submittal Deadline: Tuesday, May 25, 2021, 2:00 p.m. CT Primary Contact: Christopher Turner, President & CEO 98 State Hwy 205 Terrell, TX 75160 cturner@emergicon.com 972-602-2060 ext.400 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 1 Ambulance Debt Collections Q RFP #182 emergency medical billing City of Coppell, Texas able of Contents ........................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................ CoverLetter................................................................................................................................2 CompanyInformation..................................................................................................................4 Acknowledgment of Addendum No. 1.........................................................................................5 Minimum Standards for Responsible Prospective Bidders..........................................................6 3.0 Proposal Requirements.......................................................................................................10 3.1 Steps in Seeking Arrangements for Payment of Collection............................................12 3.2 Remittance Procedure...................................................................................................15 3.3 Method of Compensation...............................................................................................16 3.4 Assistance Requested of Coppell...................................................................................17 3.5 Types of Reports............................................................................................................17 3.6 Personnel.......................................................................................................................51 3.7 Experience and References...........................................................................................54 3.8 Recovery Rate............................................................................................................... 58 3.9 Corporate Profile and Financial Stability.........................................................................58 3.10 Proposed Contract.......................................................................................................59 3.11 Communication Methods.............................................................................................75 3.12 Letters and Scripts.......................................................................................................75 2.0 General Scope of Work.......................................................................................................82 AdditionalInformation...............................................................................................................87 Training................................................................................................................................ 87 Value -Added Services and EMERGIFIRE............................................................................87 Attachments.............................................................................................................................. 91 Cooperative Purchasing.......................................................................................................92 Certifications and Representations: M/WBE Status..............................................................93 House Bill 89 Verification.....................................................................................................94 Conflict of Interest Questionnaire Form CIQ.........................................................................95 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 1 EMERGICON emergency medical billing Cover VIII tt iiir May 19, 2021 City of Coppell Procurement Services Department 255 Parkway Blvd. Coppell, Texas 75019 Re: RFP #182 Ambulance Debt Collections Dear Sir or Madam: Ambulance Debt Collections RFP #182 City of Coppell, Texas Please accept the enclosed proposal in response to the Request for Proposals issued by the City of Coppell for Ambulance Debt Collections. EMERGICON is a Texas-based company whose sole business is to provide emergency medical transport billing and collection services. We have been providing billing and collection services to the City of Coppell since 2011, and we would embrace the opportunity to continue to do so. Over the past decade, we have demonstrated our ability to meet or exceed all the requirements described in your RFP, and we will continue to do so if selected for the next contract period. EMERGICON is the incumbent EMS billing and collection services provider for the City of Coppell and has fulfilled this role since 2011. EMERGICON was founded to help EMS providers improve their collections while maintaining compliance. We serve as more than a billing contractor by becoming a true partner for each client. We manage documentation, compliance, and changes in the law as well as payer relationships—far beyond a simple billing role. Many billing companies become complacent over time, but we maintain an unwavering focus on bettering the lives of our clients, the taxpayers that support cities, and the patients transported within them. Our 160+ clients readily attest to our commitment to providing the highest level of service and record-setting cash collections. Over the past 15 years, our proven processes have increased reimbursements for every one of our Texas clients by an average of more than 30%. Throughout the length of our relationship with the City of Coppell, we have increased your cash per transport. Specifically, per EMERGICON's recommendation in 2019, Coppell increased its fee schedule to align with industry and regional norms, and this decision yielded an additional 5.92% in cash collections. Based on our experience, knowledge, and proven processes for EMS billing and collections, we anticipate being able to increase the City's cash collections even further if you continue to adopt our data -driven recommendations. Our exclusive focus on Texas allows us to specialize in the nuances of Texas billing and collections. At the same time, our local presence allows us to know and interact with the clients we serve personally. We would embrace the opportunity to continue to show the City of Coppell the EMERGICON difference. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 2 Ambulance Debt Collections Q RFP #182 emergency medical billing Clty Of COppell, Texas We have read and understood the RFP and Addendum No. 1, and we are fully prepared to comply with all the requirements described therein. As President and CEO, I have the authority to bind the firm in a Contract Thank you in advance for considering our proposal. We hope to speak with you soon to discuss EMERGICON's qualifications and ability to continue to serve as a valuable City partner. Sincerely, r Christopher Turner, President & CEO cturner@emergicon.com 972-602-2060 ext.400 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 3 EMERGICON emergency medical billing CanriIIIpany RFP #182 cofftwt Pmolt Chris CEO Ambulance Debt Collections RFP #182 City of Coppell, Texas LIMMIUMN INIZICINUMUMMM Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 4 EMERGICON emergency medical billing Illllaiiir�� VIII of Aciclencluinrl No II Ambulance Debt Collections RFP #182 City of Coppell, Texas RFP t 2 AMBULANVCEDEBTCOLLECT*N TRANSMITTAL OF ADDENDUM 1 1. ACK NOW LEDCE R1^.{:'T11'T OC ADDEND U MIN P''ROFOS2ha'ra, ON OUTER ENVELOPE OF BI1'). 1 ackii(m4o g the i-eceii t orAddeueelwit No. II City of +1 "t>pl)(41 PIU)JECT NAME. Atli bulance DLb COU(T-1j arrs Mal, 12,2021 CHARLES EL.LIS PROCUREMENT SERVICES �gDEPAR �"1�r�"TENT Page t of t Q' UN OF COPP LL * 255 l''ARK"'kVAY ROUL EV RD a ('CiL'L ELL 9'L NAS 75019 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 5 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas Standards foiiir VIII"'° . IIID iiiir� l Illlk VIII VIII'° iiiir IIID "�V liiii 1111111 liiii iiiir Have adequate financial resources, or the ability to obtain such resources as required; EMERGICON has adequate financial resources to complete the scope of work requested in the City's RFP. We serve more than 160 Texas EMS providers with annual cash collections of nearly $100 million. Our services are fully scalable and we are prepared to hire additional personnel if and when necessary. For details about our financial stability, please refer to Section 3.9 Corporate Profile and Financial Stability. Be able to comply with the required or proposed delivery schedule; EMERGICON will complete all ambulance billing services as described in the RFP and this proposal. As stated in Section 3. 1, EMERGICON's average turnaround times for bill processing are as follows: • Medicare 3 days • Medicaid 1.5 days • Self -pay 7 days • Private insurance 7 days Have a satisfactory record of performance; As the biggest—and the most trusted—EMS billing and collection service provider in Texas, EMERGICON serves more than 160 providers of EMS services in Texas—far more than any of our competitors. While serving those clients, we have consistently maintained an exceptional record of performance. Please refer to Section 3.6 Experience and References for descriptions of recent projects and contact information for selected references. We will provide additional references upon request. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 6 0 rarrINraYN f`vo thilnq yoty ask for, but rriore The edrileti ' TM we de4veir than You agar aarct, k, iso Ngh cakbeirthat our WmmiR irtunever r�,. aor°rr Kow rbwl UA,L,iLA4 Tri 11111 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 6 Ambulance Debt Collections Q RFP #182 emergency medical billing Clty Of COppell, Texas At EMERGICON, we pride ourselves on our ability to work a claim to its full potential. This is accomplished through continuous research in industry and payer trends, continuous process improvements, and continued technological advancements. Over the past 15 years, our proven processes have increased reimbursements for every one of our Texas clients by an average of more than 30%. Throughout the length of our relationship with the City of Coppell, we have increased your cash per transport. Specifically, per EMERGICON's recommendation in 2019, Coppell increased its fee schedule to align with industry and regional norms, and this decision yielded an additional 5.92% in cash collections. Based on our experience, knowledge, and proven processes for EMS billing and collections, we anticipate being able to increase the City's cash collections even further if you continue to adopt our data -driven recommendations. Have a satisfactory record of integrity and ethics; EMERGICON's superior service stems not only from the team's focus on Texas -specific EMS billing practices, but also from the experience of the leadership team, which sets a high standard for integrity and ethics. Our staff is trained to provide the utmost service and support to all clients and their users of EMS services. We pride ourselves on professionalism and accuracy, including full compliance with the Americans With Disabilities Act of 1990 (ADA) and the Health Insurance Portability and Accountability Act of 1996 (HIPAA). Be otherwise qualified and eligible to receive an award. EMERGICON is fully qualified and eligible to be awarded this contract with the City. We deliver significant, measurable results year after year, and we attribute our success to the following competitive advantages: We are exllpeir'°ts li1 °"'IIC""exp s IIV; ;III'7S IIbiilllllliiiirii f airid colllllectiiioiriis, As a Dallas -based company, EMERGICON speaks Texan. Our Texas-based employees are experts in Texas EMS billing because we only serve Texas EMS providers. Each state has its own rules regarding EMS billing, so by specializing in Texas, we ensure full familiarity with the intricacies of requirements within Texas. We draw on this expertise to avoid improperly filed claims and optimize our clients' reimbursements and collections. We rely oirm m* team of Ilhimirnm* irm cllldlurm°ms reviewer's ...................... ,iriot coirnIIG:mm.mteur°s... We devote more resources to the aspects of EMS billing that genuinely make a difference: payer research and claims follow-up. Most EMS billing companies cut corners on key aspects of their service, either by outsourcing functions overseas or by relying too heavily on technology and attempting to automate payer research and claims follow-up. Such shortcuts result in poor outcomes, namely higher write-offs, poor cash collections, and dissatisfied patients. EMERGICON's success lies in our ability to avoid such mistakes. EMERGICON's highly qualified staff is committed to conducting payer research that gets the bill to the correct payer with complete and accurate patient information and following up every 30 days on open claims. We use humans—not computers—to read and code EMS charts, ensure that every claim and payer response is complete and accurate, and pursue each of those claims for maximum reimbursement. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 7 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas We IIpiroviii to simIpeiriiloir' service sur"iiid tui°s ur°iusllG:)a ureur°lacy, Our 160+ clients across the state of Texas continue to be our best referral source. They attest to our commitment to the highest level of service and record-setting cash collections. We provide each of our clients with 24/7 online access to view claim status and our billings and collections performance. Additionally, we provide our clients with Executive and Management Summaries that highlight claims activity and are ready to present to your City Council. Please refer to Tab C for samples of these reports. We eiriiga e liiuriu exteirrisilive IIG' iir,ovlii ter" cure teiir°iutiiia llliiiur"iiig We credential EMS providers with an average of more than 200 payers—far more than any of our competitors do. This credentialing allows for reimbursement from sources that are otherwise frequently missed, such as smaller payers with little understanding of EMS claims. The graphic on the following page summarizes why EMERGICON is the best partner for the City. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 8 EMERGICON emergency medical billing EMERGICON H urnan-biased Au Wqn afion-based, amm C—h C.16.fi— Clwnt M5t CdOacti as Ww ebm.war"UliftX r.t.1 c—f .4: 0 BGttGr ca'sh, cofiet-tib'n's 0 Reduced pattent complairwts, Ambulance Debt Collections RFP #182 City of Coppell, Texas MOSSM A&AOM&d)EWI (MiSEES PaYENS) Autro-mated coefing (Mben nnxru ,rrprt) Automated and lnapprypar aze appileal of dawflus GLAsourred agents $1.1161M $6OK + $270K = $330K, Appeam- chmapor i pow wsdjfts * IncrQz5o'd patiwit coFwmplatrmts,* Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 9 EMERGICON emergency medical billing VIII'° irqposaVIII Ambulance Debt Collections RFP #182 City of Coppell, Texas All proposals submitted shall clearly include details of your collections approach and on-going support plan for Coppell. A statement shall be included which explains why your approach and plan would be effective and beneficial to Coppell. The following areas shall be presented in detail. At EMERGICON, we believe in compliant and effective EMS billing that maximizes cash collections. Through our tried-and-true processes, EMERGICON has increased reimbursements for every one of our Texas clients—including the City of Coppell. Our approach and plan will continue to be effective and beneficial to Coppell because, since we began working with the City in 2011, we have amply demonstrated our ability to increase collections while providing exceptional customer service to both the City and the users of EMS services. We look forward to continuing to do so through the proposed extension of our current relationship with the City. As the biggest and most trusted EMS billing and collection service provider in Texas, EMERGICON serves more than 160 providers of EMS services in Texas—far more than any of our competitors. Over the past 15 years, we have increased reimbursements for every one of our Texas clients, and by an average of more than 30%. We began working with Coppell in 2011. Our records show that your cash per transport (CPT) was $493 in 2015, and is currently $562. The following table presents the percentage increase in cash per transport that we have achieved for selected clients. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 10 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas Ambulance Billing Our efficient services are the result of ongoing training, education, and closed-loop, continuous quality improvement, both external and internal. We follow a proprietary Quality Assurance and Improvement Plan that emphasizes rigorous cross-referencing (with ESO Billing Software Services and manual review), unique EMS and emergency responder training, and continuous professional development of EMERGICON staff. Our billing process is a team approach consisting of two pre-billers who perform payer research, a commercial billing specialist, and a governmental billing specialist. This team approach leverages specific knowledge while allowing for shared accountability. The billing process begins with the pre -billing staff performing payer research to address any incomplete information on the patient's payer status. EMERGICON does not rely on automated payer - matching databases for payer research as those databases frequently miss the correct payer (e.g., identifying dental insurance as a payer rather than a health plan). Our billing software maintains data on all insurance carriers, previous claims, and patient information in case they need transport in more than one instance. Our Match Patient technology provides a smoother billing process as it allows research to be reused for repeat patients, including those who may be part of a local prison, facility, or other private location within the City's territory. Furthermore, EMERGICON uses several tools to ensure that we have correct and current insurance information for each patient, and we work with local hospitals to identify patients who are transported as John or Jane Doe. By reviewing the insurance information for accuracy, we can better reduce the risk of human error during a time of crisis. The difference between good billing and great billing, assuming everything else is equal, is consistent follow-up. EMERGICON never accepts a denial or partial payment without reaching out to the payer for clarification. Whereas many of our competitors attempt to automate this process for cost savings, we ensure that a staff member pursues resolution and refiles the claim as needed to maximize the reimbursement amount. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 11 EMERGICON emergency medical billing 4.B Ambulance Debt Collections RFP #182 City of Coppell, Texas A better process and dedicated teams means, i l more ., piay,mentsi with a higher Ilevel of custorner service Stops, liiiiuu Seelllliiiiuuluriuriuuleui�m�meiuu�� °oiur Illi°° ui�m�moiuut ColllIlllle:fliiioiuu A discussion of the specific steps to be followed in seeking arrangements for payment of collection. Billing and Colleclion Procedure EMERGICON's five-step approach to billing claims focuses on accuracy the first time the bill is sent with targeted follow-up. Accuracy is a key component of great billing, from documentation in the field to capturing the correct Medicare number, to coding and billing. Based on our experience and ongoing analysis, we believe we have the best billing process that focuses on maximizing collections. We bill all known payers, including Medicare, Medicaid, commercial insurance, auto insurance, workers' compensation, and attorney pays. Mewl[) Oiriie', The EMERGICON billing process begins the day after the transports occur. Runs (transports) are imported by EMERGICON personnel from the City's ePCR system. ESO Billing Software timestamps any record and then imports the claim. We ensure the dates are verified and compare the claim to any available patient log for the day. Mewl[:) ""'llFwo, We request face sheets, payer information, demographics, and any other missing data from the receiving facility by fax, phone, or mail. If information is not received within 24 hours, an EMERGICON staff member calls the facility. If information is still not received within 48 hours, the request is re -sent, and the staff member calls the facility again. Mewl[:) ""'llFlhiiree, Each claim is reviewed, coded, and billed electronically through the MD Online clearinghouse. Medicaid claims are billed electronically through their designated site to reduce denials and expedite payment. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 12 Accurate payer identification Fix vi"W+„ Ifn„{ ow g oyY l i ay)Icwwr bort MWAW, Cls^. -an C' airns .p 4 �Y� 1H1 cltup�r I "/ alli 1 ( I V Y '4 u/ tlalJ Ie,Il7 BC7 U1."„'IYE 3 dl1(a !;q'.7YdY Ikt II W1 I � �•, �_ ainis"f0fli.AW4 -Up F�u uc awi w onlvn mjt,,rawong (A ai nl to � aiyt lh iod'bit I fYYrf'r �f Effective., collections ✓r fl Qull „ pp4r'-fi, c i+ I Y1 if"F^!,'4'W101 di paf,.riac rll, v� n I(IV11'y, t eil fawns a 141n IP nId11 i f;r rd n i r n a 'i"d fl i Ful vli i'i 4.B Ambulance Debt Collections RFP #182 City of Coppell, Texas A better process and dedicated teams means, i l more ., piay,mentsi with a higher Ilevel of custorner service Stops, liiiiuu Seelllliiiiuuluriuriuuleui�m�meiuu�� °oiur Illi°° ui�m�moiuut ColllIlllle:fliiioiuu A discussion of the specific steps to be followed in seeking arrangements for payment of collection. Billing and Colleclion Procedure EMERGICON's five-step approach to billing claims focuses on accuracy the first time the bill is sent with targeted follow-up. Accuracy is a key component of great billing, from documentation in the field to capturing the correct Medicare number, to coding and billing. Based on our experience and ongoing analysis, we believe we have the best billing process that focuses on maximizing collections. We bill all known payers, including Medicare, Medicaid, commercial insurance, auto insurance, workers' compensation, and attorney pays. Mewl[) Oiriie', The EMERGICON billing process begins the day after the transports occur. Runs (transports) are imported by EMERGICON personnel from the City's ePCR system. ESO Billing Software timestamps any record and then imports the claim. We ensure the dates are verified and compare the claim to any available patient log for the day. Mewl[:) ""'llFwo, We request face sheets, payer information, demographics, and any other missing data from the receiving facility by fax, phone, or mail. If information is not received within 24 hours, an EMERGICON staff member calls the facility. If information is still not received within 48 hours, the request is re -sent, and the staff member calls the facility again. Mewl[:) ""'llFlhiiree, Each claim is reviewed, coded, and billed electronically through the MD Online clearinghouse. Medicaid claims are billed electronically through their designated site to reduce denials and expedite payment. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 12 Ambulance Debt Collections OQ RFP #182 emergency medical billing Clty Of COppell, Texas S tell[) Ili°""'oi.Air: EMERGICON conducts follow-up and claim analysis as follows • IWE?(Ficar l Medicare claims may pay by electronic remittance in as little as 14 days. On the 15th day, we review and verify the status of any unpaid Medicare claim. We call Medicare to obtain the status of the claim. Then, we appeal or refile the claim as needed. Finally, we issue a Medicare co -pay statement for the 20% patient responsibility. • 1We(Ficai(F: Medicaid claims are filed electronically and paid within ten working days. Claim status is accessible online and can be appealed immediately online. • F:�F? ak? Insurance" The payment of private insurance claims typically takes 35-45 days. If 40 days pass without payment, our staff will reach out to a live agent to discuss the status of the claim. EMERGICON staff draw on years of experience communicating with private insurance carriers to decrease delays in payment and improve cash flow. • Self -Pay: Private pay patients are sent a Private Pay statement requesting insurance information within five days of the date of transport and notifying them of the balance due. If a statement is returned to our office due to a bad address, we use skip tracing tools and verify the patient's best address through USPS. S tell[:) II[°]Ive, We carefully review claim payments, explanations of benefits, remittance advice, denials, low pays, and no pays. Medicare and Medicaid claims are reviewed and expected to pay from the approved federal and state schedules. As payments are posted, the contractual allowance is posted for Medicare and Medicaid accounts. Patients will have received an Explanation of Benefits and should have a better understanding of their obligation for payment While other billing companies may allow contractual allowances for commercial insurers, we identify these low pays and appeal each one with the commercial insurer. This results in rectification by the commercial insurer, which reduces the patient's financial burden. All denied claims are routed to EMERGICON's Director of Quality Assurance/Quality Improvement. The Director reviews each denial and seeks rectification. We also use each denial as a learning experience to continually improve our processes. The following diagram illustrates EMERGICON's claims billing process and workflow Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 13 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas EMERGICON works to bill all claims the next day. We run proprietary audits to ensure claims are not "stuck" and are flowing through the systems seamlessly. Additionally, EMERGICON staff reconcile all incidents in the ePCR software to the claims billed for the month as part of the reconciliation and monthly close process. If a patient has a high deductible, we may hold the claim for up to 30 days to allow other possible claims to hit their insurance and potentially lower the amount a patient owes to the EMS provider. And, if there were ever an instance in which EMERGICON failed to bill out a claim that was submitted to us in a timely manner, we would credit back to the client the amount they would have expected to receive from the claim. EMERGICON's average turnaround times for bill processing are as follows: Medicare 3 days Medicaid 1.5 days Self -pay 7 days Private insurance' 7 days ' Please note that we typically process a bill for private insurance in about seven days, but in cases of a high deductible, we might delay the bill processing to follow the hospital's bill. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 14 Ambulance Debt Collections Q RFP #182 emergency medical billing Clty Of COppell, Texas EMERGICON's five-step approach to billing claims focuses on accuracy the first time the bill is sent with targeted follow-up. Accuracy is a key component of our exceptional billing services. Every month, we run a "butt-up report" to compare what we will bill in transports against what the City has dispatched in its ePCR. This allows us to ensure that we do not overlook any runs and bill all runs in a timely manner. Accuracy of Insurance Information EMERGICON uses several tools to ensure that we have correct and current insurance information for each patient, and we work with local hospitals to identify patients who are transported as John or Jane Doe. A common mistake by EMS billing agencies is to rely on the patient to provide insurance information, but this is problematic for a number of reasons. By reviewing the insurance information for accuracy, we can better reduce the risk of human error during a time of crisis. EMERGICON interfaces with many payers electronically including Medicare, Medicaid, Aetna, Blue Cross and UnitedHealthCare. Further, we utilize two different skip tracing programs to capture current data on each patient transported. Our billing process is a team approach consisting of two pre-billers who perform payer research, a commercial billing specialist, and a governmental billing specialist. This team approach leverages specific knowledge while allowing for shared accountability. The billing process begins with the prebilling staff performing payer research to address any incomplete information on the patient's payer status. As described above, EMERGICON does not rely on automated payer-matching databases for payer research as those databases frequently miss the correct payer (e.g., identifying dental insurance as a payer rather than a health plan). Our billing software maintains data on all insurance carriers, previous claims, and patient information in case they need transport in more than one instance. Our Match Patient technology provides a smoother billing process as it allows research to be reused for repeat patients, including those who may be part of a local prison, facility, or other private location within the City's territory. The difference between good billing and great billing, assuming everything else is equal, is consistent follow-up. EMERGICON never accepts a denial or partial payment without reaching out to the payer for clarification. Whereas many of our competitors attempt to automate this process for cost savings, we ensure that a staff member pursues resolution and refiles the claim as needed to maximize the reimbursement amount. 3 2Illi'° euirmrm liii ff iuru : e Illi° iur cec a ire A discussion of the remittance procedure. We will receive customer payments and handle disbursements in accordance with the City's preferences. If desired, EMERGICON will provide a lockbox for this purpose. Although some of our competitors have a single lockbox for multiple clients, we prefer to establish a lockbox for each client to avoid any commingling of funds (whether actual or perceived) and potential credentialing problems. All patients have access to view their balance and make online payments at any time through a web portal. Other payment options include a check, credit card, telephone payment, mailed -in payment, or walk-in payment made at your office. We can design payment plans to meet the Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 15 Ambulance Debt Collections Q RFP #182 emergency medical billing Clty Of COppell, Texas City's criteria and encourage patients to agree to a mutually acceptable solution to resolve their bill. We will make remittances to the City via ACH payments in accordance with your desired schedule. We close the month, send month-end reports by the 5th business day, and then transfer the funds via ACH. We provide a detailed accounting of all payments, down to the penny, on a patient -by -patient basis. This provides full transparency for our clients; the City will always have access to the status of all claims and payments. Invoices are remitted every 30 days to patients with open account balances. Time -pay patients continue to receive statements until their account balance is resolved. Private pay patients receive statements until the account is written off or sent to collections. Additionally, we target "frequent flyer accounts" for telephone follow-up to attempt to establish payment plans or payment by credit card. Typically, patient balances are not recommended for write-off less than six months from the date of service. Recommending an account for write-off requires that there has been no successful contact with the patient for 180 days. 3 3Il etlllhlod of C uirm�ml�)eiunusi tliii lams A discussion of the method of compensation. Pricing Wdel and Projections Based on our experience, knowledge, and proven process for EMS billing and collections, we will be able to return a higher percentage and higher cash collections than any other ambulance billing service provider. Under the City's current fee schedule, we project total cash collections of $699,349 in 2021, rising to $720,417 in 2022 and $742,119 in 2023. EMERGICON charges a base commission rate of 7% of all cash collections. As stipulated in the proposed contract (see Section 3.10 Proposed Contract), if the City authorizes EMERGICON to continue to pursue accounts with balances beyond 120 days from the date of transport, EMERGICON shall be compensated and paid for the collection efforts an amount equal to 18% of the total amount collected on the account. The following table illustrates the City's revenue projections, reflecting our knowledge of the City's operations and fee schedule, as well as industry trends. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 16 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas The projected increase in the City's total cash collections will more than offset any difference between EMERGICON's commissions and those charged by our competitors, who, while offering cheaper commissions, are unable to match our total cash collections. In other words, although other bidders may charge a lower commission, they are simply unable to match our cash per transport and total cash collections and, at the end of the day, cannot deliver as much value to the City as EMERGICON will. 4 sslist iunce IIII equested of C ppellllllll A list of any assistance Coppell may be requested to provide the vendor. EMERGICON requires very little from City staff in order to perform the services described in this proposal. The City will need to provide copies of checks, explanation of benefits (EOB) documents, and related documents from the bank's lockbox facility. EMERGICON requests a point of contact within the Coppell Fire Department so that EMERGICON may provide feedback on EMS -related issues, such as ePCR, documentation, and risk management. 4 t, pep of IIII epoirtS A list of the types of reports which will be submitted (e.g., collection reports, aging reports.) EMERGICON provides complete transparency and full recordkeeping for all services performed, including invoicing, statements, and dunning letter processing, as well as EMS fee collections and remittance. We maintain documentation of all services performed, billing phone calls, and all financial data. We provide clients with 24/7 access to real-time data through our web reports portal. The City will receive login credentials and be able to access reports whenever and wherever desired. Authorized City representatives may use this system to view current runs for a set time period. EMERGICON provides monthly close reports that are available by the 5th business day of the month. Monthly collections reports are available by the 15th calendar day each month. These monthly reports comprise the following: • Balance Summary • Executive Summary • Monthly Charge Report • Monthly Credit Report • Monthly Credit Detail • Aged Accounts Receivable • Payor Activity Summary • Invoice Summary We provide each of our clients with 24/7 online access to view real-time statistical information, claim status and our billings and collections performance. We also provide annual reports identifying trends over a 12 -month timeframe, based on either the calendar year or the City's fiscal year timeframe, as well as reports typically used for auditing purposes. As an extra layer Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 17 Ambulance Debt Collections Q RFP #182 emergency medical billing Clty Of COppell, Texas of accountability and review, EMERGICON's Client Success Team prepares Executive and Management Summaries, which are reviewed and approved by EMERGICON's leadership team before they are submitted to the client. In these reports, EMERGICON's leadership team reviews all aspects of collections performance and accounts receivable to provide guidance as needed. Customizable reports will be made available upon request at no additional charge. We typically provide reports as .pdf files to ensure the content remains static, giving clients peace of mind that the data has remained unedited. We will provide reports in additional formats (e.g., .xIs, .xIsx, .ppt, .csv) upon request at no additional charge. The following pages present sample reports, all of which are delivered monthly, and many of which correspond to the types of reports requested on page 11 of the RFP. We are also presenting a sample of our Executive and Management Summary. As stated above, customizable reports will be made available upon request at no additional charge. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 18 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 19 Ambulance Debt Collections RFP #182 EMERGICON City of Coppell, Texas emergency meclicaV billing 12 Monthl-,.,,00k-Back. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 20 Your Agency Payer Wx ro Y MM Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 20 Ambulance Debt Collections RFP #182 EMERGICON City of Coppell, Texas emergency meclicaV billing Level of S-`ervi"'t.'*.e Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 21 le 204a 20 Nov 20 -Dec 21 -Jan 21 -Feb 21-Wr A Level of Service Volume Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 21 EMERGICON emergency meclicaV billing Year -Over -Year - Ambulance Debt Collections RFP #182 City of Coppell, Texas Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 22 12 Months 12Months yaHance GrossChar1°es 51,789„657.58 2387,669.11 "$598,1114153 w GashCaallections $497,117.99 $544,402.53 $47,284.54 Gross O' argswfTxp $1,740.91 $2,160,78 $419,87 Cash,/"xp(CPT) $483.58 $$492.67 $%09+ s lfotal Volivarcrie 1028 11115 77 Payer Mlx 4n4c'rllcare 4s.44% 52.22% 3.78% erllcslsl 8.46% 6u 158 i nsulrance 29.76% 27.81% -1.89 Private Pay 13.23'% 72.30% -0,93% —Le 'w—el of Servure At.52 4,39% 2,90% 1L48° ALS-6mlergent 57.98% 59.73'% 1.75' ALS -Non 189% 1,81% -zoft 8L51rriergernt 2'8.991 32.49"1' 3.50 8L5 -horn, 4.67% 3.1 -1.,59% iwl ww R id'N' 4Po CP onum9ency Iru&M"4'1oc M E:oilllu” Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 22 EMERGICON emergency meclicaV billing Ambulance Debt Collections RFP #182 City of Coppell, Texas Analysi's and Recorn nmendations As wre continue into this fiscal year, we want to update you on your agency's collections activity. A positive trend to note its that your agency's overall! transport volume has experienced an increase along with an, increase in gross charges and cash collections. Yom agency's average cash per transport has also increased slightly, As can be seen in the comparison on the previous page, there has been an increase in the Medicare population and a decrease in commercial insurance. Level of service and payer unix shifts can negatively affect your cash per trainsfrort, We will! continue to monitor these factors and update your agency periocilcally. Additionally, our Client Success Team has provided a recornnnendation that could positively affect your agency's revenue. EMERGIC*ON ernergenc-y rnedical bOhng Prepared by EIVIERGICON, LLC, exclusively for the City of Coppell. 23 Ambulance Debt Collections RFP #182 EMERGICON City of Coppell, Texas emergency meclicaV billing fl "0 It is Ernergicon's goal to provide service above and beyond what is expected. The Client Success Team. here at Emergicon will continue to monitor your organization"s financial perfon-mace and make recommendations accordingly. If you ever have any questions or need anything at all, please let us know, Thank you! - rig" MITOMMEWW"'.1 :jM7M AMMOWME IMM HM OPE114 ii P A MMOLEINEW REVENUE STREAM WITH EMERGIRRE Brant Small 1,x..691 6469 EMERGICON emergency medical billing Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 24 EMERGICON emergency meclicaV billing VICKC1101""M Your Agency �XKUOYO Summary -MOM W 09M20 Ambulance Debt Collections RFP #182 City of Coppell, Texas Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 25 *A4 1,4, WIX '4V 45I &,�, ftl� V, 1,41 W, 1,10 "1 "J'* 00 OM P4 VA "k, �106 'ki, 11N Mti a I 0. "Y' ,AAI O,# V O,l V /b; 04 VV, y I 7 01?t, o% C, 71911 RV 9`31.91 It733E�:, 31 1112 'If, a hu, 50 # ,,s pst 6'971'4. 19 :1 F, P RM U, E�71$lj5f, MY, 19 11 -11iR 7 ,..t 51 WtT79.fr YAP t, I FI-1y1f 5$ Vdir"w !a3, -.'k 5w 14 wl* DIN I M ""41 G A?fi 4.,-V $Ytl 11 -W ` z W 11 10 IN i h NO 11b wh '0,V14 U llk41:51,& iWnfilil A, 4% N " Vill 7,4.E "„,J% 347M 1A M, V"'Y"K 09j"', '1W'17, 0±-f7'% ;j "JI, q k 11", Ir "', 1.I tM, t v "A"4, MALF,was,= 01"A'N '?31'41'4 A i WN 1"Rh 11 50k 5.OV, ti 0% 4 5 P, 2141% 1.193, 5u rrta, 14 410 97 tophi, 1l I A¢ -4 0, 94 MO 7C, 74 IZIN 04 "1M, M2, Il fep P, 6 f� 1r d M, U11%, y V, IA 1,01 J$Q,', "I, It % 01 4 ','.. r.k I 1& 0 t% 10 1% -to M; A, a P10 O'k aF. 71% 7a9% R 31S El R if, Ok P5.2r9 "k 11.0'4, E ilk 21.3!1. nk F IIV Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 25 71911 Y02N Ets ffvr9, N, e1 754 95, ""N C I TO% 11119"s1 U I&N _M, 07, W, q 1111 unjimm, P,00 a,)M, 4"'1N N i) rol, 444, "f14'% I Ah 11 U, 1k 41,t, "-.t`4 4 Ort -k, Q n, I c I'll Eow vm, MAU 4 Ot J, [IN 4.044, 6:N df W't 5 M iWnfilil V�tivl 1, Ot, 7,4.E "„,J% a0% 4V,jr V ;,Wo t4A115 411 W". 0±-f7'% ;j "JI, q k 11", Ir "', 1.I tM, t v "A"4, MALF,was,= 01"A'N '?31'41'4 A i WN 1"Rh 11 50k 5.OV, 822, 2811d111d1 2141% 1.193, DR AN 14 0 OP t, On 01 01) (1 t; 0, W) t 4y "0, Il fep V11 ? Ofl1q, 75 P 92 v 91 '091 IM 81 o,. F1 M "OK1111 IN, I W, 54 Ut NA i't tk tob"Musid OW I I t 6 7 I rnNYM I PA1d Kj Y 1 4 24L Ub Swvwy(,YAN N 24 N 25 E -a Z. 27 k P k Wulit M'�dn RIP 1.1441 ;4117.t 0 1 1:744 Vh "M 1..141 64 0W Ax AN M 4. Pl V 0 it a P, 4 (I Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 25 DEMEIRGICON Oosing Ba,lance Sumimary for Perioi Page $ of 1 GredAs ($19625) Total AR Change for ($198.2,5) Noa,R Charges nn Pwk)d $137,A43 39 Credits (S 132,686 95) Charge Adjustments $9,,126,39 'Total AR Change for Non -Resident $13,582.83 14"Woot., Charges m Patiodi $118,35 1,42 Creddo. (S105,732.11) Charge Adjustments $9,673,91 Total AR C hange for Resident $22,293.22 Chiarges nin Pe6od $2,55,494 81 Credits ($238,617 311!) Charge Adjustments$18,8100130 Accounts Receivable Change $35,677.80 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 26 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas VOIERGICION Charge Summary age I of o� KIAJ r f, f r 0 r 9 I I I J I I Bae Quuantaty, AnxxAnt ALS - Advanced ed Life Suppoil A0 4 7 41 90,9115 97' ALS, inion Emergent 16 2 3,405.E4 ,ALS -2 Emergency A04-33 1 2,349,10 BLS . Bask L4e sauppod A0429 1'4 241,279.27' BLS Con Emergency A0428 4. 4,211 '13 Base M 1211231,4111 Milteuumg t nuen* Amount Ground! MAeage A14425 7'W 17,4417 75 Mileage 7611' 17,447.75 Oxygen Qu annkdy Amount Oxyugen A0422 5 69500 Oxygen .5 595.010 UInfi teml mmpplly ervice Quantoy umnt Amount ALS Disposables A0358 16 4,9168,00 BLS DflsposablIes A0362 1:1 682,90 4.1mn4teted nuppCySemvice 29 5,6.W.50 Nonn'Doveme Supplies Quaennttly Anmnt; TNT " Treatment No Transport A099B 1 175,i1t3 d onCovemedSuupphes 1 1175.0 010"Ier Quu rmtily Amount TNT rree'tmmnend No Transport At1998 3 525 00 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 27 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas EMERGICON Charge Summary Page 2 oto other 3 525.00 Mile„ geRounud'urrg t uur nfity Aunt oun&ng Urge 28 645.512 WeageRounding 28 645,52 y/I!%%((%'/1I��I��I��I �lllllllllllllIlllll6I1l�1l111 11�11111 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 28 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas EVIERGICON Charge Surnmary P29e 3 a t 4 Base Quanhty Annount At. S - Advanced t ife Support A0421 32 71,013,44 ALS -2 Emergency AO -433 2 4,69820 BL S - Bask Lffie SUppoft A0429 115 27,65355 BLS Non Emergency A0428 2 2,654,34 Base 51 1016,01,9.53 Mlitpage Quanbty Anxxint GfuundMideage A0425 737 '16,960.20 Weage 737 116,960.20 oxygen Quanbty knount Oxygen A0472 5 595.00 Oxygen 5 595~00 UnifistedSupplyService Quantity Amount ALS Msposabtes A039,8 7 2,17390 BLS Dispowkles A0382 9 472,50 UnfistedSupplyServ,Jce 16 2,646.00 Other Quanfity Amount TN T - T reatment No Transpoirt,40996 7 1,22.5,00 Other 7 1,225.00 MileageRounding Quantjity Amount Roondmig -Mileage 26 579.60 Mile ageRcmindling 26 5790 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 29 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas EMERGICON Charge Surnmary, Page 4 of 4 BOW. 11,10 7227a 0.� Mlilleage 1,497 34,407 913 Oxygen 10 1, 9 90.00 UN'VHsted upp�SeMc:'e 45 8,296,50 orae �saapplies 1 175,00 (Alae 10 1,750,00 4 1,225,12(J�/JJ,(JJJJ(�JJ/J/J/J/J/J/J/J/JI IMdeageRounding �I J��11>�UIIII��II�� IJ �(I /l � 1 f JJI�% / �„��lYYA�„'fflPlfflPfiY,i1PrW>�/�lllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllllll f Pi I �fffffffffffffffffff��if J � / ',,. I ilii I „ 1 '� J/ D�!(!'x1711ifififififi�/lllli��flr11 ',,. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 30 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas i9a';wp umJctOONAwAnj.*�"moo "'W s Crediit Summary with Matrix Pawl l rpt 7 it r I V f I r Ir 1 o r �� IIIIIIIIIIIIIIIIIIIIID�1�llllllllllllllllllllllll��lllllllllllll�ll�k Private Pay Quantity Aniounvt er Piec P a nerut - Check 14 '104,16 amW Contractual Caantr t 16 - 02.41 Tatals for Private Pray 30 -198,2 r ( i l t I I I if 1 l 111111II,I I ILII 11 �II�11111� >I1 JJIJI�JJ 11111,111111111111111111111 1111111/IIIIIIIII I I I I I I I I I IIIIIIIIIIIIIIIIIIIII III IIIIIII�III IIIIIIIIIIIIIII,�01 I ��/Ih�JII��111��IIIl01�I�IIIIID/III/010JIIIIIIII�/��D/0/OID/D/D/IIDIIIIIDI�l010IDI�IIIIIIIIIIII�Il0I101111�DIIIIII�DIDIDI00�IIIIIIIII�010IIIl0I�IIIIIIIDII�IIIl01IIDI01111111010111111111,II10111111��III��D��DOIIIII�I,IIIIIIIIl001IIIIDIIIl0IIl0I1100�� Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 31 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas VENAWCO a„ , , wt ,o�, „, �1I Credit Summary Mth Matrix IPage 2 of 7'� 'Private, Pay 4 umnntilty Amount rmrer Rec Payment `heck 4 -u1,1 .r1'1 l-nvr Rec Payment - Care6t Card 1 -157-46 Patient: lwNeC Aiatecl Discnunnt 1 -673 6 "+brute-odt-13er1 Debt 1 -119,9169.44 Totals for Private Pay 18 24,92614 Medicare Quaritity Arnumunnt mer Rec Payment Check 1 -3„553,07 Manual Contractural - Medicare. 28 -44,66 7 11 Provider r Rec Payment - Check 1 -5,6,36,6,8 Write Off Interest t 002 Totals for Medicare telt 53,855.84 Medicaid nrtrty Amount Cmer Rec Payment Check 13 -2,522,02 Manual Contractural - Contract 3 -7,593,36 Mlanw-W Contractual a Medicaid TO -10,38738 Provider Rec Payment - Check 2 -157.'1111 1 oWs for Medicaid, 28 -210,660.34 Commercial UnBun led Quantity Amount Emet Rec Playtirerd - Check 6 . „1 O3 37 Manual Conlraclural • Contract 1 0,00 TOWS, fOr COMMITAW t.lax umnmdled 7 -6,103.37 Commercial tArasuarance Quantity Amnouamnt. Prner Rec Payment - Check 1 -4,43837 Manual Conlmactuual -Contract A -5,685-08 Wren Cmt1Resident S -1,381..41 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 32 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas EMERGICON Crefit Summary with Matrix Page, 3 of 7' Totals, for Commercial Insurance 27 -11,504AG Bill patient Quantity Amount Enver Rec Payment - Check 10 -795.44 Ener Rec Payment - Crecut Card 2 -334.0-1 Amer Rec Payment - Credt Card Nul CC Fee 1 .41,09 Manual Contractual - Contract 1 -259-00 Wroe-aff-Bad Debt 12 rv4,726. $ 8 ToWs Idr Bill Patient 2G -6,146,65 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 33 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas NF Gl4 O " ,o�, ,y,I-. Credit Summary vwrfth Matrix gage 4 ot 7 O` Medicare C uuarwtiity Amount En r Rec Payment - Check 24 -7,016,07 MaInuah Contractual - GorAyact 4 -6,621. 7' Mammal Confiactual - Medicare 28 48,; 't 65 Provider Rec Payment- Check "12 -6,163.Q Wnte tktt hratere t 1 0.04 Wme Ott Medicare Secondary h -1.4 B18 Totals for Medicare 70 fiat, 11 .76 Mr dicald Quantity Amount nreir Rec Payment - Chieck 3 -95u 3 53, arauiat Contractual tra ual - Giontract -1,76 1,24 Cwtanu A Conturactauall Medica d 4 4,291,84 'totals for Medicaid a 7,0045,61 Corauuraaueru 'uah UnBundled Bled Quuantity Amount gnat Rec Payment. Check Cr -8,2'82.48 Totals for Cbmmercial, Un uannd0ert S,282-48 Commercial Insurance Quantity Amount t ier Rec Payment - Check top, .1,297,44 'WPO Billing artt h .250,016 Write otGC esidernt 23 -7,606,27 T cAals for Commercial hrrnraln ce 35 -915.5.71 lI I r �� l r i Payment 157 -50,4711,67 'u7Wrute tett 157 t 65,BR4,34 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 34 EMERGICON emergency medical billing Credlit Summary wfth Matrix Ambulance Debt Collections RFP #182 City of Coppell, Texas Rage 5 of 7 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 35 EMERGICON emergency medical billing Credit••.. Sunnimary with Matrix Your Age ", Ambulance Debt Collections RFP #182 City of Coppell, Texas Rage, 6 of 7 Prepared by EIVIERGICON, LLC, exclusively for the City of Coppell. 36 EMERGICON emergency medical billing EMERGICON Credit Summary with Mat tri 10 edf, Dmrf "on ww TOW EArw Rm E!yLiient - Oheak D -I,01 EM1 E -ow Rw, P xflrmv� - Cmd# CM QJQIAQ6 EBW RK PIj=,, l,jmdjt C No Or, f4e (W.LD MaAW dawacWW - Ca n"r,W ($22,21 � 87) ManuaPo UjrttrwbW , Medowd Manual GoftmtuW - Metowe Pabmt N6221j'ated L%ow lo P'Twidw Rw Pamerd - Ched fs I OX55, gel WO 02M V% M L —* Wrjw OR Oftest To 06 %Whe Off Modcaft S-ewodim (11,44118r9 Wnle LW�vsjdw Ambulance Debt Collections RFP #182 City of Coppell, Texas 9EMil Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 37 EMERGICON emergency medical billing 0 EMERGICON Payor Siummairy Ambulance Debt Collections RFP #182 City of Coppell, Texas ,�1 1 ��1/llllllllllllllllllllllllllll�� t*, Tnpr CNa curd Maw Net Chg Mise CO Rev At ReWds PAWIMM BnNanoe P #,Pay 0 $U,00 R$3.37 ($3rpN'F,37) 30"Oa TN@.00 $G,JDD $tt,012 ($19625) Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 38 EMERGICON emergency medical billing •EMERGICON Payor Summary 7=-r= Ambulance Debt Collections RFP #182 City of Coppell, Texas P,w*, PAV TM% rAwWs 0xv Alow Net etv Woo Off Fk4� Mj Retuflids FAYMWVI Fwame I'Maw Pay 11 $' 713.rMP,33 $000 323, T,09,33 11,20,4431 N'11 w 00 10 DD ($4,28,343) I'V1,21e-81) T aWs for PrwAe Pay III $23,709"IM: $8.00 3,70%, IW p%Gwi' (U203M) Y$4.21681) 00444M Tram, chmpes CM PADW Net CtQ WHIP Off R", "i RAMS, Pwwnwnt Salaom AETNA KEI)KARS 2 34,42DA4 ($3,M1 07) 5l,11S11,47 (SM 48f SGOG $0,00 Mam,qs,y 3MMS AMIERIGPIDUPIAMICARE 11 $2,100177 1'S1,M 78) '4612,2�07 $000 $S.00 $M, �14n,79)1 189 20 CARE N CARE, tlNSURANCE 0 $0-1 (S1. S$1 n$1,682,841 152251376,1 S3.00 SOM tl310-031 (vno 77) H5AL MPRING MEVICAAE 1 $1 "'BA7 $36108 $0 co $0,00 $o,w 14403,800 $=00 HLOAANA Medcam a $0-M Q62dM.07) I,' M3 Alf 11;700j.w1 $0,0a $0.0a, p37w,i6SN Me*=* 12 UMM1,191 ISIDAKPO $6106,63O 11$176-20) $000 %W (S7,2 '.1..111 0$1„2T411b MEMCARERMLROAD 0 $000 10M $000 (30 k .04) 10,00 SUM 10.w (S171..,64) SCOTT AND WHIM: MFMW- E I $1.$02.57 $030 $1,0967 3000 $0 QG $0-W jew $18$$,57 SOUTHMSTERN HEALIH RESOURCE5 $ 312,"0,25 t726&= AM Koa $0-0c, (31,030-06) OW, MFMCARF RPL 1 SIAM 0 164413 1'$2u57.03$ W-00 SO= 4VM201 )S31111,� UNME0,HEALTH CARE MCR RK 1 $2,265. 17 (Ss.85ZV) S411210 �!Szaaw) 10,00 $0.00 1$231. ?D $SOPM) WELLMM. MOR a $7: 117.11 (%XO.04) 81.$0807R$2209e,9 10 00 Saw (S1 &58.80) $01V ratah far "care 27' $GA,2M,52 $15,93tM $$2,47$ 23p $406 $0-0 ($12,50741) $tjS,3AM1 11410*44 Teot r4orges Got Mow Net Ctip Mile 001 Rlew Adj FW1un& paynwg Balaork AETNA OFM-,A HICALTH 1 $2216,07 ($$0714) 363043 $000 '$0,00 SOM 4254-03D AMERIGROUR 4 $3,5V2 97 (18M77 23) d$A.824 M) $0 al low so M, V$8,34 28'Ll ($5,669M) CKMA HEALTIHSPRING STAR, PLUS hrD 2 SM4,00 I5511M2,01 V cc S0ap3 saw pi,mcffq) 4S8,99G,m) COOK CMI-DREP6 HEAL M PLAN MCID 2 5'A1.:615.,1 10,00, IRA36 14 $0 Do 10,09, KOD $C. Mi 18,635,51 UDURANA E).FP'7 OF HEALTH 1 2 059,51 $0J]U $1,00857 10AM $1145'T SOM $0013 51,958 57 Mofing, HeaktrAte I.'X 7ex& 1 $2, 755.27 to DO 12,15556'J 30 On %loe SDM w,001 52.1..55 57 UK, MWUNW7Y PLAN 1 $1,610,'I 3'100, 52110 17 3000 10,00 SOM K Do $2,010A7 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 39 EMERGICON emergency medical billing E PIE R,11(30 [CON Pay,or Summary Ambulance Debt Collections RFP #182 City of Coppell, Texas 2= VWAVAWI TrfA Chu5*5 Gmym Aftw W chq Vfte Off Row Ad, R0und's PaymWA, ffiwam* ToWs 9w MeWcad 13 $1) $3,24C99 $4.00 low Ww 0,290A, $"6,10 FMN#,y TfVS Chw9es Owt AJbw W ChoWNW CS Rev A* RiefurwSr pavnW0 soomme COMMUNITY HOSPICE FORT WORTH 1, 40,00 $0.00 1000 10-W $0.00 50,w 40-00 $0100 T for FacAy, t $400 $4,00 $0,40 WAO W00 WOO $4.00 10,0* ca"w"Odw Udhmmed T"'in Chaqes capil Ahbw W Chq Wdie 00 Rev Ad RwNnds pzynmt UNKE AETNA COMW.R01k 4� 4S71,M9 B 1 70,00 57,309,61 $0-00 KIM $01IM NTl, mal 151 "2W O5 aLUE CRO&S, OF TEOS COMMERCIAL 9 $19A Q., 18 moo st'P,412 16 P,V.Wsv� SUC $0.00 wxww 0436AV92-IM -4 ss"WB 0 MOD SUM W81191) $0,00 WIM �Swv) UNITED WLTH CARS 3 $BPA3S-24 W-00 $5.43624 ("-00 1 $000 saw p,2w.33) $3,700 Totals for Commemid UnHuodked 15, $32,268,11 $80 $32.26911 02.613-231 UM $4,00 1$GX25.65� 62,3,030,M comwWOW l"Sum"Re PV6 Chwges Ccw4 Akw Net Ghg Oft rA Rev Adq RJOUPds pav"wt U&MV AWETTER SUPERIOR ACA i $52,5o $000 $5W.51$' W.ao $000 $0M $0,00 $51W AZLE MANONHEALTHARE & REHAB 1 1"11 r8441 01 10,00 4$1,844-091, Ita, M WOO Km $0,011 01 B44 80 1, UmMV2W, k"Surance a $30300 S5,C5 SMIZO 05,16177 SIDD Sam 10 M (P,M,74) Gf1AZrrg,q and Pe7Wcn a 113,00 loco X00 QS 1,42TA 1) 50,W WGU TOW (11,421 Al ) H1, JM41AbYnrw(JW a $a no $0,C0 $$#z $0 M 50,M $GW 4W5,se'k kALC HEALTH 0 V00 $000 $01ja pi LM ;0W sa,W Isso-00) fsfaau� TRICARE EAST REGV.YN 2 $'r 152 74 M907 32p 4%94581 MW $10D S&W IIXA46) M2,57$,04) UMR $vam $0 cc 0115,50 W00 Sam, Saw (Sizz 1'6� 11,912,20) Totals, For CammwrAd Pasuramm, t $3,834,06 ($5;! 14'.32$ ($1,60291 06,50 fiN 50,410 $000 Wqsup 1511"370,49) wt P0010 Tfps Chwops Cawt Aftw Nw chg Wift, ON Rev AA Aw4upwis paymmT 8,*Mp BA pabeM , 1 QSt343,57) $0-W to M $0-w W -W $0,00 ($I,,643.67,d Tdak for WIN PafieiA -1 C$I,UIUJ $0,00 ($1. $,5fl SOAD $am $0,00 SOF00, ($11,U3,57) TT,Vr ChxUP5 Q21 Kbw Net chg Wnte ON: Rom A* ROunds, Paynant aaWwwx Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 40 EMERGICON emergency medical billing EPOIERGICON Payor Summary Ambulance Debt Collections RFP #182 City of Coppell, Texas Z= 7nips Uwges Cm AJWw NVA Cha ffigw CM RIev Adh Refunds Fav"*W, 9,"we 112,033.17 $OW 7 OJW 12,d33,1 $ $O,OU SO.W' WDO S2,633.1? Totals Nt 1 $2, UI V 7 $0.00 $2,MAY so"06 $0AXI 14,00 $0,00 $2 933 117 '411 13, Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 41 EMERGICON emergency medical billing EEMERGICON Payor Summary ry M'� M1'2"(.tl n o, Hr 's✓v ✓Y r l4 "eR'YILF. Ambulance Debt Collections RFP #182 City of Coppell, Texas NUUrvU page 5 rR,, P;J-4 1A ; fA*jWcwm Tv0s, UwaAaes COM ARew Met CIV Vknp 0141. Rev0,a$. Refurdr, FIJV XI Ba4me AETNAMEMICARE 7 S652w 27 ($3.00.78) $1,327,W $000 %U, DD $01'M 1V,042,64 $23109 84-IJE CR4°1RS OF"TEXAS ME -D11 AwR'E ..9 10'.00 '1«.0(0 10'..6,$9 $0.101( x$0,00 $0,07 ($429,050 3439,X1 CARE 94... CARE 1M4'$11.117NtMWCE E. $4,M,14 SL 994,71' (LMOD 1UDD saw j$ -&54'9 SZAIL17 HUMMANA Maffiw# 4 $4,26014 4$$ f"V I,d 11'11 0704M'a WSw.170$ $0.4$« MOO VS 0 (X57' W4 13,592,34) Ma' a dcam 0 $17,079 02 ($�"b0A9«5,: W' k'$9,CI'$4, "1°'.,9 ($61134) $0.1,'10 Mw M15 8"'d 2.411Q M$7.4' 8 011«1,6 SCOTT AND WRITE :YEDO mRE.. 1$«,.'$157,17 Mon V2,357 17 10,101 $0M 10,M $d1....,J $«157.17'' SOUTHWESTERN HEA THR$SOURCE.' 1 $8,P52.5^ ($3,WS55� 54,M,96 M$'50+(.,00) $11.eo $am f,$+1$Y,.^0r $,$�.1�m,1217 W1HrW—"CAaR'ERK 1 S7„500,411 (I B,857 7N $5,033,44 $51.110 KDO '$«.1°$7 ($+4.597,.«12k 151„11741.0. UNITED HEX THCARE W,,xRRR1,.. IS '.$2,428,117' $5.00 $2' 42.5.. M7 119.100 $0,ffl $'&W.w 117,,00 V2,420,17 W'MMMV 1. I$'2,357,17 ($1,M388M $3532M ($225,00) $0 DD 50,m 4$125.220 k1,'707. aid:, 'MOR,'LL MMED,1KR 0 S'N2.«549 05 1'10,7117:25p 6$4 450,409 6$19 48,.44.,221) SUAD 10'.,4$1 f$$, 9 97'.406 49.0019.9' 8) TW ads for IMM ficarre .14 $7"'80,0.05 %54,923,43f 1$12,,2151.42: %3”4Q 5M 50.N M8"Ir'$ AGM U.', .M ($4P:$11$00) WM04"d' fire4 urge Coo Aflsavv NeN 06 ft* Off Rw.wvA4 Refurds rai$rme,14 Rhe R9r ,Pf9kA1-,u' 2 $2,044$7 1`$4,110200 t,$4,705.74d 10.00 00.00 $O. A 41501:461 CIGNA .HEAL THSFRINGSTAR PLUS tl1W'4s 1 32,0430? %M7..4Hi7 $2-04391 30M $17.ti14D SUM $i1, 0 $«,r44$0�7 COOK C Md99.9aR,,r.°AM'S HEALTH PLAN MCD 0 10,00 (S2,035 00@ $0„00 $0.1;091fi MCC 9$ .4x71, M$21970 07k M ed4cwd I $110«'S 17 14,00 $'« 033, fl $0.100 10.001 $0,00 $4ti.01V LIM 17 Texas 0104G*rwN s; k"Ih R{am V $«.«4'9.07 $000 12241,07 50100 $0,00 $41M MOD V.241,07 7ael'ah fcw $M $M fd 5 $10,16248 M$6n7'1"80 $3.441.0 $0.00 $0,00 15.0$ 001 'S1,0$q — tt* 4.:hMas Loam.Aftw Net 4 , Md* 4"M Rev A4 Refundr, faa4m4A 9&Qrewrl0 AIR M M193 4 1"9„000,57 '9119„1.1x'1 $4,500.5'7 $0 on Va"M $95ffl 10 1111 $1„P0049„5�7 Y2,4R;EIF.S'1' 2 53.7''M,14 $'0M $373114 $0.415 $C9..9$ll Mw $0.00 $3.733.14 "Fatalsfor Faanl9M"M, $ $51$15.71 $0,.4$0 $"�a,555,.74 '$0',100 10„05, 101.000 $000 $,1,5'5$.71 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 42 EMERGICON emergency medical billing EMERGICON Payor Summary Ambulance Debt Collections RFP #182 City of Coppell, Texas CW UrSunded, 7nps chaages, GantAlbw NO CNi Writh, Off Rev A4 Rehirls payment Ma" AMA COMIMCRICIAL 1 $2,203,07 SOM 32,383-01 f,52,38.107) $0,00 $0 00 30 IUD 00,M BLUE CROSS OF TEXAS (XIMMERCIIAL in r.1,72013 $685LIC 122,386,93 X34,04.1571 $0,00 30DID 1 23,'2..46) $101,03,5318 C'VIGNA ti1. 2 ',12,I „a 67 SUM 32,3G5.07 14M $0,w 3131.1!9 $0,00 12,8MI57 UNUED HLTH CARE 2 $313A4 17 SOW 33,24 17 $Q00 $000 ($417,71 J 3I,M,22 ToWi for Carnmer,6M UnBuYNdMd 15 SM,263M $U3,9D 1301,92184 �$7,M,52) $9.00, $tGO �S3J00,19) $14,367,71 cawamw Morames TrIPS ChwWs Cont Alow NO Ohq Wnte Off f4v A4 RlafmWs po"M sawce Cammefvj" Insurance 14 $14,,M-25 30-00 $K850.25 ($10314.48) 30'-00 SOJDO $0.00 $4,145.77 TOWS for COM, meraw 11 14 $14,460,25 "['go $j4,81S0r25 $0,00 $4 in $4,146'" Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 43 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas Payor Summary Adj. Nigel of 4 Ptivato Ply P*aw Pay ToWs for NiMe Pay a MrAcare IAEW�tve Taw% for M4410MV Motfio,Wd AM ERIGROUP C04A HMNSPRIRG'S' TAR PU M MCD COOK GRILOREW6 RFALIH ,M 4 MCD Tows for M04cma FaAAH'# 004M4UN'T Y AOSME FCRT WORTH TaWs for Facility Trips Ctwge5 Coo: A*m Net 0% Wn* Off RevAd] R6,bnd, $11,3+71 W 10,00 SIXI-60 SOW $000 $000 $11,37I.Sa ".ad $11,37s.so $000 'Woo $O-00 CXxgwa Catftm D W09 VOM W OR Rew Adj Re4mds $2,Y2,17C, 10 DO $2,223,70 $O,= luau $0,00 $2,223.70,$0,00 $1,V 0T *2:223,70 WOO W00 Som parvenk Satam* SOM StMMI SAM $1.371M Payment SOMMO $0'1a $22-73 70 $01,00 $2.221330 D* Cl5 UnI A&M W Chq Wrte, Off Rev Ad) ReOunds Nr#"emB 0 3984W 0100 $W4.00 30,00 CWF,00 O'Do $am M400 D S—em an $0-00 $224.00 $0-M 90.00 $0.00 SOM S224-100 0 SMW'07 $0 DO $1,V 0T 50,00 10,00 WaD WOU $11, TW 07 a $4,04,61 " 00, 64,404,67 $0,00 "'00 $0,00 $4,04 14,404,51 TrTA (Idwges Coo# Akww PW 0V WnW Off Rev Adj Retunds paprov Baume D S&M 10-00 1000 SOM "m SIM 10-00 $&M a 0.80 $41.00 $0.00, $0,08 jam WOO 60100 $0,00 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 44 EMERGICON emergency medical billing EMERGICON Payor Summary Adj, Ambulance Debt Collections RFP #182 City of Coppell, Texas zM3= curovewsw UT60"Ab'd= rnp rMurge-S ROF"t Net CN W.W 110 Rev Adj rwljnd5 paynwt Rwapw AETNA, WMAUMIAL a $3,354,17 SIM $1754,$7 SOW 30,00 10,00 $0,04 V,364,17 BLUE CROSS OF TSXAS COMMERCIAL 0 $52 50 $0,0D $52-50 $0 co 10,00 WOO WOO M2 50 CMO KA 18=3 0 $w Iw 0 w S.52W w w 1000 MW so W, 162-50 UNfTF01 HL'rH CARE 0 5429M $0.00 S42940 10,00 10-00 $0.00 $0.00 34 ,29.50 rrAAs 1w Commemad Ungundied 0 SAISS 97 $000,. IM8,97 $060 $alga KIM 0.00 $1 A7 camewmw tabu" s, TnP Charges axNot CV W.W Off 'RevA4j Ro4unds Pa "wpl S,Marce AA0SF77'FR 9IFFROR ACA D 352M SD OD 7.1,244 SD'M 10,00 $0 flo SUAG V2,50 AZLE MANION HEALTHARE & REHAB U (51,044,08) W,W 41,64441 $000 woo WOO saw �st"4�130) a-Munewr4a) h5urance 0 10-M $X3.W $0 -AV wno fo,W $000 1163M LAMIR a S310 -M SD -W S110 -M 50-00 10.00 S410D $0109, 51110.,50 ToWs Our Cmimervial Wstrance a $0,60 ($91815'x'6 $0-00 $4,09 W $fi'M' Oolawt� DO f0effit TrwS chw9es Cant *t Cho W6* 00 Rev Adi Rdunds Flawnmsnut SWanpe Etwo patem 0 (31,843.;b77 $OUT (31'PA'3„57) so w $000 30M jew 1"SI'843 w� TOWS FM RMI Potent 0 WO NIAWn $0,00 $4,00 $01,00 $0,00 NOW A064090ft $R0A0%40M* 4, OV$** *6,46 $0,4*0 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 45 EMERGICON emergency medical billing E-P'IERGICON Payor Summary Adj. Ambulance Debt Collections RFP #182 City of Coppell, Texas Page 3, of 4 Woome Tirm Chines GwWbw NWI Cho WWior Off Rn A4 Re4uros Flavrnenk RWarme AE INA MEMCARS 0$2,M 17 10.00 S2.2351 r jam W. W, 110 M SOLO %2;2185..18 BLUE CROSS OF TEXAS MEDWARE G $8G.00 50.00 3U7,00 "'00 Wtv 30 DD $000 30,00 HUMANA Medcare D 1625 00) "'W G$525'@U) 10'?W $5=W 30 DD M'W 1525 .eq mKkam 0 $12'3.91 $0,00 1129,03 $0,00 WOOD IU'W $0,00 $120,93 UWED HEAL714 CAPE MCR RPL 11 3E,00 Saco, $0,00 1118-00 W -W 371.17'00 SOW $OW WELLMED- MOR a $ 1.94 r7l 60-M S1IM177 156.00 $am 00JOG 3iO3.dRE 3VA6617 1 CRAIS for modluft D $3= 27 KW $3,025,27 "m Mae $040 "m UA25,27 M"Cam Wnps ChawjWs Cont Aflow NLI I' Ilq Wnie Cff Rev Ady ReMnft paymem BaMn� AMEWOROUP a $2,344,57 $p 839 $2.341,57 SMW 32 h37, $0,100 $MW $2344,57 Touts for Medwid 0 $4,344,57 MAO 3334,57 so," "'00 Wool 3U-0 $2,344,57 F-j"AY TnVI rhawpe's Card Nirm N01 Dig VWKe ,LW Rew A3 R*fund% pa3n*00 Haaarne GARULITE a 511'afla"157 301M 51 Bee -57 IBM IMM 30833 10 M $10fl 57 TOWS W FAcifty Q $8,38M3I57 $0109 0N $goo 0 w '$a n,, St,M 57 cam"WrOA thoung"d Tl,�o Charqeq rantAflow NW Chg uta' Ae �Off Rev A4 Refunds Payment 9.iance BLUE CROGS OF 7E7A3 rOMMERCIIAL 0 WWI M'W V.2,1% Saw $RW low $0,00 34M CIGNA, 1'.6243 0 311110-50 $0.00 $31050 $am W -W som W.W $3,10M UNVIED WLTH CARE Q 34n .50 WIM 1422.60 $am WIM JODD $0.00 $429,60 Prepared by EIVIERGICON, LLC, exclusively for the City of Coppell. 46 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas EMERGI(:10N Payor Summary, Adj. Page 4 of 4 COMMOMW uFaMbd Inp Charger, C ant Alm IW Chg WnW ON Rev Adj Rdwmb parqwvt 840ance Tatah hn Commerwat UnEwded 'D $792"Mi S0,00 $792,50 S4,00 $400 $0 001 $4,06 S792,50 cov"Ott4w Ir"Fantm d" UPS Chwqes Cant Ab Mc4 Chp to Off Rev Adj dd& palyn�mt 82cam CamwnexW Owurartoe 0 WI.5 DD W'M W&OO $0 Do WOO lu 00 $0,00 3045,00 TOWS tw commerrial Mstuance 0 WIN $0-00 $M'oo 4& 00 $4.00 S0.00 $0,00 SMA IOWA" 00040'k* "Wad"t 0 "40 "11471310f 'Woo 0AII 1"1041 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 47 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas EFIGIIO euE'V -W Uee'fd Page Payor Aging Current Payor Totals of 3 I f aw7Pa1RC a aw, Cuffe A 30 VOY4, 60 Vap 105 0;,4 ^€ 1.259 Dap 1:501r5D'ayS POO + DBY3 $2 5D"7.'47 $500 52.533..17%$SADD` $'d7<M so DIDD $13.OID SDD..$0 AARP 51 565.502 $15.00 SA DID $97-10 51.61'1..5+" WIDE 52510,00 SP1.0171 ADVANTAGE BY S4YP rw1M R 51 5116.57 $010 $000 $0,00 SO Do S000 $01.OD 11,015 5'7 AETNA4.. BETTER HEALTH 12,218,07 $0, 01 35„a.18.07 30,DD $0 Do 50.50.. SM%DO $4D 00 AMET'NNAV'c5YWER'C'UFNL $9,8$1.25 1,13,00 $2,05057 ',$1,905,07 $ 101P 47 50U2 52,7E1.17 53,075.1'W a ET1dhP5IAEDgCAR S2, 88217 3�D,GO $2,58'7'.17 $295,00 10,1M Sr0,0111 SOLD $J'na I Agar $1,764.03 $4Y 50,00 $1300 515,00 513.P55 50,01) $1 7154A3 I A LLS"p`,4'D"'E F'4'PAAE D PAY $2,140,59 $0.50 500.013 5O DID STY 500 52,$4659 5110k1 $0,00 I 4DE rER SUI ACA $2,287.07 $am SQ.eD 28 Til S0.011 Y.00 Woo SII Aam eri,wlnsurance Adnimstratomo m brined Ins S101,813 $1000 101 01) 5161,81 MUD $0, 011 ,00 $0,00 AMERIGIIR 01DP^ $rT155D'014 SUM $2596,67 $600 501.60, S1114,20 $0 OD 34,78P, 17 A&1,EMGR0kJF1MFIDMARE 57.693.77' $0,00 501,M. $7O09577 $0.00 50,001 50OD wzo A4,P"WWTJ BEOCH S7 51.675.'46 510.601 500,00 $I3.51AD $01M $0,00 '$50,01) 51 AD751E I A ZL,"E M INION 41EAm4.%HNA,P IE & PMEH,AS 566.9-89 S0,0a 50..01D 52a14 89 $a m 317_00 $2..95 5265.910 BillH'amtu"N $1W6465.24' $0.00 501.613 $2,"144 $776837 $4,660.."79 SN1.27539 $r�,258.85 I 15LUE CROSS rod=''r'EiPA S COMMERCIAL 549245 61 J6.00 $11,60,2.41 $7,380.81 $2.6910,67 54.5+44 95 WOO $3,0159.67 I SLUEN CROSS OF TEXAS IdAE2J11„F IRe 32,050,07 $01. SO -OD $2,1060,57 $0,00 $9,50, 30,00 $0 DID IEg..WBE CROS5 TEXAS ISE2 N15?ARY WGIO 52,E $0,00 -302,01 30,00 9IS 7Uq.31 Ekr� fro N Norma! OR $1,760.17” .DO $0.016 '$0,06 $0,00 30,.00 JU.00 31,7G54.57' I CARE M1 CARE IC4E0kEdANCE $13,78:2,92 $11 UQ SID .OD $9,4Pp9 06 $1,035.5''7 56 9I5 JU )'DID 52,"557.'17 2ARE.FUTE $5579,01 SU -00 $91.20 $1.P1665i 51.806.57 SOD APE' 3,0-00 31E45.01.f mrammla'iv''A5 5266.016 $V1.00 19 005 $0-010 $0 00, $265 DID 5o OID $0.00 2P IfAAA'$82223 $19.026.46 0 00 $2.670).17 $4T2,474 52516 57129,41 $O OD 514.567;14 CIGNA EA0LtHSP AIIN^JA" STAR PLUS MMC, S2,94347 510.041 $51.OD $2,543,07 540 00 50,015 SOP.>DIS $U,4,6 COMMUNITY yOSIP5`E:FORT WORTH $7,610.'17 so DO $0, OD '$251&,.77 '52.75, '5000 $W,a'DPD $U.00 I 1D,ODY PD,1dV4ORE':N S IHP7,A4,1.TN PLAN MCD $14.695.76 $0.900 SD' 51116.'17 $01 117A34 so DD 50,09 1547,00 56.0063,27 I Pia* Baas D a1A 19 a nhamre1 57,727.66 $0.607 SOLD SDAG 30.01N1 517..000 510.116 57.727'..6 I Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 48 EMERGICON emergency medical billing 7 ' EAGI O Ambulance Debt Collections RFP #182 City of Coppell, Texas Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 49 ' � Payor Aging Current Payer Totals,�� I 1 $9a4aece 91 93 aaC 30 Days 160I)ays 90'1 Dwym 430+ Days 4'Ww 0Raya ISO* D' yad GALLAGHER 0ASSET% $1493.73 $0= $0'00 $0,00 111,ac $0990 $0.00 $11.49173 '0'E.Wi;Ra. $01,4,31,74. $P300 $0.00 $19.0GB $1,199,07 '$2,812,57 $4'1.00 $01110 GREAT Ais$'IE$ylC;«G. INSURANCE NCE s56$,Da $y1.4Ba,, '$G,00 $$,00 "x$''0,00 $0.,00 .50"Da $'$yy.010 N4kt'FklRIS MET HOUT^ST NCW"AHWEST '$1.734,03 $I$.,00, $0..010 $19..00 51,BW'N $0,00 $d$.GD ($131154) HEAL7H'09'R9199&4: ME0h41'„A..r4 $47174..1"7 $000,, $0.00 $1.710.17 $a.Do $0.00 $000' $0.00 HCR6 707 "EART IhROSPICE OF 1EXAO, $1,041317 $0010 $9.009 $0.00 W 00 $10,00 S000 $11,343:57 d4UMA.NA. McRdlI $3,1643,54 $0160..'. $1,419.,57 $0,00 $0.00 $0,00 $0 00 $11,2214 0'7' Low aR'Gavaid R c-afnit, $0fi;5,i00 $19 0D $60.0'0 $R1go $0.00 $I9160 $0.00 W5.010 LOUP,139AR"hA DEPT Of HE:A,1.,'7H '$ h 953.017 10;00' $0.00 31,9,M.,57 $0 00' $48.00 $0,00 $44,.00 MAESTRO 11EAILTH '$0901,01 $0,00 ,$0.00 $0.00 WOO $Z901 67 '$0..00 $0.010 '$dledipic;ajid '$4991.90 $,0..00' $1,833,.17' $3918..82 $D,100 1,225-00 '6000 V$1dd.V30.'.p Mal dmaam $x90.0474...00 $0,00 $'1'0,403,.07 $19.009..44 S13,428-22 $4,499.74 $4.105_646 $'11185(7.695 NWII Heayd CWP 109 Telw.aa $1.1100.,5'7 $000 $0 100.7,x'7 $0,00 $90,00 $0.00 $000 $0;,00 OW Euve9�a' UO* $105,. $,0,00. $0010 '$0..00 $13.O1R $0,00 $1 iIb0.04'.r $0,00 OSCAR INSURANCE CO 4n8 TX $2„900.07 $0,00 $0 0i0 10.00 12,09,07' '$9,00 50.00 $01110 E"7-90aE't419TER ''RAidldrdS$1x,1305.07 $000 $0.00 $1(9.00 119.00 $0.00 $0,00 $1,805.08' FlOyale Play $11 3.°(83 9'33 $000 $18,138P.39 $14 514.22 $33,224.218 $2':'3,80i0 03 1,3U,137 W4, $96,537-07 RaawdeltW+4rfteOff $15,942.,40. $000 $10 40800' 1!5340.,34 ($17500y $10..00 '$&'9..00 $0..00 .aC1.9T.,1.".6W, 6PWR1ME M'dE01413AR4'••.E $4 ,9"48 "74 $0..00 $4,240.74 $''0:00 $0.0D 51113.:00 $70 00 $0.00 5E.Dawlev $1,942,01 1000 $0070 $0.00 $1,04107 $0,00 $000 $0.010 SOUTHWESTERNHEA1T04R3E,$'+OURCES520,3'11.:130 $0700 373390,,55 $5197.:34 51.7941,.17 $ID,00 I$4' OG $0.:00 Texas 0",hAdmos14eah'RMan1 '$:,141.08 .'D) $2141,07' WOO $0..00 $0.190 $0,00 1$0.00 The 4 r*vs Company $2,121 Cyr $0 010 $0,00.3 $10.00 $0.04:8 $0,00 '$01.00 12,1211 07 T M' ,L A4.3"6'07 CLAIMS 'S1,210097 $0 00, $0.00 $10.100 '341-100 $0 00 $0 00 $11,2099 r 7 WICARE E40T AF -GI 14 $4,752-74 $0.00' $4 7 0 74 $41.00 $'0.00 $10.00 $000 $n0.1010 URC, Orb!$nNIi119m46A`n FLAN $2AIG'$7 $0070, ,$3010.17 $10.00 $9,00 $0.00 $19.00 $0,.00 URC MEDICARE, RPL $R 9'745 041 10,00' $5 105.14 $4,90[&,74 $19110 $000 $0.00 $0.0101 11MRR', 52,807,117 $0,0#,7' $0,00 $1 997.07 $0..,00 $1b,00 $000 $0.00 %4NTED HEALTH CARPE Ra4E,R RFL ;$7 840,5.1 $,0'90 '$10,00 $7.1410ZI '$0'0k3 $0.,00 $0,.00 $000 014,111 ED HLT9N GAR IE 329.903.09 $0 91d $6,4472.31 $8,163,27 $4,245104 51,898:042 $0,046 $10.1902 95 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 49 EMERGICON emergency medical billing EMEAGICON Ambulance Debt Collections RFP #182 City of Coppell, Texas Page 3 of Payor Ag�ng Current Pa�yor Totals 3 pox*�*110-"Aqwl I 13ce Due CUNOW 30DIY5 Go Day, 90,Uayz 120* Days fW* Day3 fSO+ Days V"A Of1we or icom m"'Undy Care 311,806,05 $000 $0,010 $0,00, 56,510-211 $2,924.07 $2019-00 32218,07 w0com $2,W a7 5000... $2,35Z7.17 WOW $0 DID 10,00 $0,00 $DrOD WELLC ARE ME D:CAJID $2,218 W $000 3000 S9,00 $0, DO $0,00 WOU $2,211107 WELLVED- MCR S10J344..68 $0 0113 $4,982.74 $2,343,77 $0 DO $0,00 $0,00 3Z8138,17 WPS rRICARE FOR UFE $300-719 $000 WDO $11..00 so DID $0-00 30.00 13DO-79 2 R MEGICARE COMPLCTC $2,0,33 17 $0 00 V,033.17 $0.00 $0 DO S000 10.00 5171,010 Your Agency V31,040417, WOO, $1$9„5$7;35 $1,33, ',93 $$$ 1746 S57,467 -U SAWZ,36 $256,574,39 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 50 EMERGICON emergency medical billing 3 6IIII'° eiurSoi n i nudl Availability and qualifications of personnel. Ambulance Debt Collections RFP #182 City of Coppell, Texas EMERGICON's superior service stems not only from the team's focus on Texas -specific EMS billing practices, but also from the experience of the leadership team. EMERGICON's professionals have nearly 100 years of combined experience in EMS and medical billing and coding. EMERGICON's employees are trained and certified in ambulance billing, coding, compliance, documentation, and HIPAA. We believe that our employees are our greatest strength. We work diligently to provide professional development opportunities for our staff as we continually improve our processes. We frequently send staff members to the Texas EMS Conference, Texas Ambulance Association conference, Texas EMS Alliance, ESO Wave, and NAAC's abc360 conference so that we can stay abreast of best practices and developments in the industry. The EMS billing industry does not have requirements for training and certification. Nevertheless, EMERGICON strongly encourages and invests in ongoing education and training for staff members. As noted in the bios above, many of our staff members are certified by the National Academy of Ambulance Compliance (NAAC). These certifications include Certified Ambulance Coder (CAC), Certified Ambulance Compliance Officer (CACO), Certified Ambulance Privacy Officer (CAPO), and Certified Ambulance Documentation Specialist (CADS). For details about these certifications specific to the ambulance industry, please visit www.ambglao2g2gn2p!iance.com/content/certification. CAC41) CACIL01CADS`1� 'CAP0 EMERGICON remains aware of and adheres to the current billing requirements and contractual restrictions dictated by the Centers of Medicare and Medicaid Services (CMS), Texas Medicaid and Healthcare Partnership (TMHP), the Health Insurance Portability and Accountability Act, and the Texas Workers Compensation Commission. Our billing and management professionals do this by attending all CMS and TMHP webinars, completing on-site and virtual training, pursuing industry certification, and more. In addition, our staff is trained to provide the utmost service and support, including bilingual services. They draw on years of customer service skills to listen to patients and understand their needs and payment capabilities. As part of our ongoing training at EMERGICON, we routinely audit and listen to recorded calls between our staff and patients. We use these recorded calls, which are available at any time to our client, to provide feedback to our team on their professionalism and accuracy. Below we have provided brief profiles for the members of our leadership team. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 51 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas C huriiistoIIG' IlheurI imir'uriier III IIhI • G°°oi.muriideur',Y IIPur'eslii teuriit amid G; ;O Christopher is a Texas native with a master's degree in Healthcare Administration from Texas State University. He has extensive experience in healthcare financial management and has specialized in pre -hospital emergency management for more than 25 years. He has additional experience in emergency medicine, having been a director at EmCare and UnitedHealthCare, and CFO for CareFlite. lliiiiturairiit Stovall, CC1111111]M IIC P Diiurectoir, of t lllliieuriit Il Develllqlpirneuriit Brant Stovall brings 33 years of experience to EMERGICON. Brant has a distinctive combination of skills, having served as a paramedic—both ground and air transport—and also working on the sales and account management side of EMS services. Along with company management, he oversees EMERGICON's expansion efforts. Stovall earned his paramedic certification from Weatherford College. He also holds certifications in Advanced Cardiac Life Support Instructor, Basic Trauma Life Support Instructor, Basic C.P.R. Instructor, Pediatric Advanced Life Support, Neonatal Resuscitation Provider and as a Critical Care Paramedic (UMB). Brant's knowledge of emergency services, sales, and marketing, make him a perfect fit for EMERGICON. Nicole IIR.ltiioiriieY t . IIP0,, t • C,, t • t O,Y CADS ......, IlDiiur'ectoir' of CoirnllG:)Illiiiairiice amid Qul.maIllliity Illurmmll:'ur':'veurmmeur°iut Nicole Rhone has worked within the medical services field for more than 20 years as an EMS billing expert and as a Certified Medical Assistant. Over her career with EMERGICON, she has filled many roles, starting in Accounts Receivables (AR) Specialties then transitioning to AR Lead then AR Manager. Today, she serves as EMERGICON's Director of Compliance and Quality Improvement. eadeu ec °" IC lt uriiollo fly Ill....r. etll��i ��ul.�sseur°ius,Y IIIA IIV;iiiit Seth has more than 15 years' experience in the technology sector. Seth is also a veteran of the United States Army and served six (6) years of active duty as a Captain in the Infantry. Today, he serves as EMERGICON's Technology Leader, a role in which he leads IT and Analytics. Seth holds a bachelor's degree from Iowa State and an MBA from St. Thomas in Houston. lliiiiteclky Illiiiita ul.mt IliiY CAC,, t t . t O ......, IlliiiitliiIIIIIIIiiunit Director" Becky Baugh is a Texas native with over 26 years' experience in the medical billing and collections field. She currently serves as the Billing Director. Becky's dedication and expertise contribute significantly to the EMERGICON management team. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 52 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas G°°IIIaviiio Gaircliia IIIIIIIII ......, Vice IIPireslii teoriit of II G°°Iiiurriairiice Flavio is a Texas native with a bachelor's degree in Economics from the University of Texas at Arlington. He has extensive experience in healthcare finance and accounting. He has served in leadership roles for several healthcare companies to include Divisional Controller for Quest Diagnostics, Division Finance Leader at EmCare and VP of Finance for a DFW Surgeons group. He is a member HFMA, Finance Officer for American Legion Post in Ennis, TX, and former Service Officer for local VFW post in Ennis, TX. IC""liiffairiuy IIPeairsoirruY C P0 ......, Vice IIG: ireslii teoriit of IIReveuriuul.me Cycle III'7a ur"iiia eurrieur°iut Tiffany Pearson is a Texas transplant with a bachelor's degree in Industrial and Organizational Psychology from the University of Memphis. She has worked within the medical services field for more than 20 years as an accounts receivable expert. Her specialty is resolving patient needs, reviewing, and analyzing aging's for optimal cash collections. Today, Tiffany serves as EMERGICON's VP of Revenue Cycle Management. .mccess C . Il�:tS C . CO tylllliieiriit SulIIIftirrieor, Ill....lii � tiii 111 � ur°iu�:'�,Y Y With over 25 years of experience in customer management, Lisa has worked her way up at EMERGICON, including roles in pre -billing, billing, and compliance. She now serves as the Client Success Lead, using her experience and knowledge from other departments to quickly serve our clients' needs and respond to their inquiries. She holds certificates as a Certified Ambulance Documentation Specialist and Certified Ambulance Compliance Officer. The following organizational chart illustrates EMERGICON's proposed project organization and reporting hierarchy. P r su!r ent s CE01 Operations Leader fr AsAu.utery Corporate ehrruburserner^rt &Meand EirnergiRre r iruriur�emrU rrulVrr y Leader Markethig Leader hen rrrrOrrpnie nt The primary point of contact for this proposal is Christopher Turner, President & CEO, cturner@emergicon.com, 972-602-2060 ext.400. Once the contract has been awarded, Client Success Manager Lisa Atilano will continue to serve as the primary point of contact for EMERGICON's engagement with the City. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 53 Ambulance Debt Collections Q RFP #182 emergency medical billing Clty Of COppell, Texas EMERGICON adopts a team approach and assigns an entire team to handle the City's accounts. This team comprises two Billers, two Pre-billers responsible for supporting research, one Accounts Receivable Representative, one Payment Poster, and one Collections Representative. That team works closely with our leadership team and receives the support of our full staff of 85. 3 7IIII'IIIIXpeiurliiieiurnce iurnud II e°Feiureiurnces Related experience with similar projects, especially ambulance collections. Submit three current or recent engagements that are similar in scope as references. F: xperienc� e EMERGICON currently has more than 160 contracts with municipalities, local government agencies, and other ambulance transport service providers with a combined total volume of more than 175,000 transports per year. This client base is far larger than that of any of our competitors. We work with EMS providers throughout Texas, regardless of size. Some of our smallest, rural clients (e.g., Marfa, and Terlingua) have just 50-60 transports per year. In contrast, our larger, urban clients (e.g., San Marcos, Georgetown, and Grapevine) have well over 10,000 transports per year. EMERGICON has a 99% client retention rate, and many of those client relationships date back to our inception in 2006. In the past 36 months, EMERGICON has provided EMS billing and collection services to the municipalities and government agencies listed below. The services we provide are similar in scope to those being requested by the City. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 54 • Addison Fire Dept. 0 Farwell EMS 0 Parker County Hospital • Anna Fire Dept. 0 Fairview Fire Dept. District EMS • Annaville Fire Dept. 0 Farmers Branch Fire Dept. 0 Pecan Plantation Fire/EMS • Atlanta Fire Dept. 0 Flower Mound Fire Dept. 0 Pecos County EMS • Argyle Volunteer Fire 0 Freeport Fire / EMS 0 Pilot Point Fire Dept. Department 0 Friendswood City of 0 Port Aransas EMS • Baytown Fire Dept. 0 City of Friona 0 Port Isabel EMS • Beaumont Fire Dept. 0 Galveston County ESD 2 0 Presidio EMS • Bedford Fire Dept. 0 Glasscock County EMS 0 Preston EMS • Bellaire Fire Dept. 0 Georgetown Fire Dept. 0 Prosper Fire Dept. • Bexar Co ESD 2. 0 Glenn Heights Fire Dept. 0 Reeves County ESD #2 • Bexar Co ESD 7. 0 Goliad County EMS 0 Rendon Fire Dept. • Big Spring Fire Dept. 0 Grapevine Fire Dept. 0 Roanoke Fire Dept. • Bonham, City of 0 Gruver EMS 0 Robertson County EMS • Bovina Fire Dept. 0 Hall County EMS 0 Rowlett Fire Dept. • Bowie Fire Dept. 0 Hardeman County EMS 0 Sabine County Hosp. Dist. • Booker EMS 0 Hamlin EMS EMS • Brady Fire Dept. 0 Hardin County ESD #2 0 Sachse Fire Dept. • Buda Fire Dept. 0 Hays County EMS (San 0 Santa Fe Fire / EMS • Bulverde Spring Branch Fire & Marcos) 0 San Angelo Fire Dept. EMS 0 Hartley Volunteer Fire Dept. 0 San Augustine City -County • Calhoun County EMS 0 Helotes Fire Dept. Hospital District EMS • Carrollton Fire Dept. 0 Highland Park DPS 0 Sanger Fire / EMS • Celina Fire Dept. 0 Highland Village Fire Dept. 0 Seabrook EMS • Claude EMS 0 Hopkins County Hospital 0 Shavano Park Fire Dept. • Clear Lake EMS District EMS 0 Somervell County Fire / • Cleburne Fire Dept. 0 Jackson County Hospital EMS • Chambers County EMS District EMS 0 Southlake Fire Dept. • CHI St Joseph Health EMS 0 Jacksonville Fire / EMS 0 Stamford EMS • College Station Fire Dept. 0 Justin Fire Dept. 0 Sterling County EMS • Colleyville Fire Dept. 0 Keller Fire Dept. 0 St Joseph EMS • Comal County Emergency 0 Krum Fire Dept. 0 Sugar Land Fire Dept. Services Dist. 2 0 LaPorte EMS 0 Sunnyvale Fire / EMS • Converse Fire Dept. 0 La Salle County Fire 0 Teague Hospital District • Coke County East EMS Rescue EMS • Coke County West EMS 0 Lake Cities Fire Dept. 0 Terlingua Fire & EMS • Comanche County EMS 0 Lewisville Fire Dept. 0 Texas EMS (Hood County) • Cooke County EMS 0 Leon Valley Fire Dept. 0 The Colony Fire Dept. • Coppell Fire Dept. 0 Little Elm Fire Dept. 0 Three Rivers Ambulance • Crockett County EMS 0 Los Fresnos EMS 0 Travis County ESD #1 • Dallam-Hartley Counties 0 Lucas Fire Dept. 0 Travis County ESD #2 Hospital District 0 Mansfield Fire Dept. 0 Tri County EMS • Deer Park Fire / EMS 0 Marfa EMS 0 University Park Fire Dept. • Denison Fire Dept. 0 Marshall Fire Dept. 0 Utopia EMS • DeSoto Fire Dept. 0 Martin County 0 Van Alstyne Fire Dept. • Dickinson Fire Dept. 0 Mathis EMS. 0 Victoria Fire Dept. • Dublin EMS 0 Mexia Fire Dept. 0 Walker County EMS • East Coke Co EMS 0 Midlothian Fire Dept. 0 Watauga, City of • Eagle Mountain Volunteer Fire 0 MIMS Fire / EMS 0 Westlake Fire Dept. Dept. 0 Mineral Wells Fire Dept. 0 Whitewright EMS • Eastland Memorial Hospital 0 Murphy Fire Dept. 0 Wilson County ESD #2 District 0 North Runnels Hospital 0 Wise County EMS • EI Campo EMS EMS 0 Wolfforth EMS • Erath County EMS 0 Palmview Fire Dept. • Everman EMS 0 Pantego Fire Dept. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 55 Ambulance Debt Collections OQ RFP #182 E- emergency medical billing Clty Of COppell, Texas The City requests Bidder to supply, with this Request for Proposal, a list of at least three (3) references where like products and/or services have been supplied by their firm. Include name of firm, address, telephone number and name of representative. In the table below, EMERGICON has provided contact information for six references: 1. City of Addison, Texas 2. City of The Colony, Texas 3. Town of Flower Mound, Texas 4. City of Grapevine, Texas 5. City of Carrollton, Texas 6. City of Farmers Branch, Texas We will provide additional references upon request. ` ` `""'lIC""Ilam :III III w:mwlii ur°m iii ur°mt : um°urm°m m Ilii : ur°m IiIs CQ V IIG°° III IIDIV; ;II ""'lIC""III 1 . I airid urm°m m.m t uriot IIIbe p irt;Iiie w wliitllhoiA 'Uhe exll[:m1li161,, wum"iiitteirm IIG:meum"urm°mliisslii :murm o IIV; ;III IIV; ;IIGw�.t IIIc OII V ,�`�`�` Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 56 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas We also invite you to review the following testimonials written by representatives of some of the municipalities, emergency services districts, and hospital districts whom we have helped to increase reimbursements and better serve citizens by improving their collections program. "Since we've started working with EMERGICON we've seen our cash revenue increase by almost 30%. Every claim is handled by a human being and not just a computer, which gives us much better results." Paul Smith, EMS Director, , Parker,� �y/1...�t��n ��r��n F�iiii:�i �!��» Iri�,.I� ��.�ri "Since we started with EMERGICON our revenue has dramatically increased. We're able to serve our citizens better with EMERGICON's help." Brent Smith, EMS Director, i.iopkins County "Since we have had EMERGICON do our billing, we have seen a large increase in our revenue and we receive our money in a much shorter time frame. They are truly customer service driven and have exhibited a high level of both professionalism and integrity." lire McIntosh, EMS MS Director/Chief, Pori Aransas EMS Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 57 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas "For anybody that's considering giving EMERGICON a shot, 1 think it's the best thing you can do for your agency, for your people, for your bottom line." Chase AUelsen, 1::=ormer, EMS L)ir, ;nctor, l: l Campo EMS "EMERGICON is very easy to work with. They are always a phone call away and they make billing easy for us and for our patients." . L)iane Powell, Lllsfrict Administrator, Sabine County l..lospital Lilsfrict "EMERGICON was selected from over a dozen proposals to provide EMS billing services for us. This was our first experience with third -party billing, and EMERGICON made the transition smooth and virtually effortless." .Robe rt l.. lemmin e r, Lilrector of Emergency Se rvicesvcity of Liee r Park 3 8IIII ecoveiur I to Recovery rate demonstrated ability to collect an acceptable percentage of assigned accounts. EMERGICON serves as a true partner in managing EMS billing and collections. We measure our recovery success based on cash per transport (CPT) rather than a recovery rate. This is because recovery rates can be manipulated by many different factors, whereas CPT is based solely on total cash collected divided by the number of billed transports. As detailed in our financial projections in Section 3.3, our projected CPT for the City of Coppell is $555.16 for 2021, increasing to $557.94 in 2022 and $560.73 in 2023. t C iurpoiur to Illi°° iur °tliii Mlle turn ci Illi°°° liii iurnu iurnu : liii llll t ll liii llll liii t Corporate profile and financial stability. Corporate Profile EMERGICON is the incumbent EMS billing and collection services provider for the City of Coppell and has fulfilled this role since 2011. EMERGICON is a Dallas -based provider of EMS/Ambulance billing services to municipalities and private companies throughout Texas. EMERGICON is the largest EMS billing and collections provider in the state. We serve more than 160 Texas EMS providers with annual cash collections of nearly $100 million. Over the past 15 years, our proven processes have increased reimbursements for every one of our Texas clients by an average of more than 30%. Founded in 2006, EMERGICON's mission is to reduce the burdens of EMS billing for those who provide life-saving care. Now in our 15th year of business, EMERGICON has a solid reputation for exceeding our clients' expectations in terms of cash collections and customer service. We handle all aspects of EMS account management, including coding, billing, payment posting, accounts receivable follow-up, compliance, and medical records requests. One of EMERGICON's distinguishing features is our commitment to work only with EMS providers in the state of Texas. The reason that we have made this decision is the same reason it is important to you—payers are locally focused. For example, although Medicare is a federal law, it is administered locally by Novitas. Additionally, Medicaid can vary significantly from state to state as can the insurance providers, including Blue Cross, UnitedHealthcare, Aetna, and Cigna. At EMERGICON, we believe in doing one thing and doing it better than any of our competitors. A national provider of EMS billing services would struggle to provide a Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 58 Ambulance Debt Collections Q RFP #182 emergency medical billing Clty Of COppell, Texas comparable level of quality of service, knowledge, and experience to the City. As a Texas- based EMS billing company, EMERGICON is uniquely prepared to improve collections for the City while providing exceptional service. Financial l .� ��l��bllll7. EMERGICON has a 15-year history of exceptional financial stability. We have solid working relationships and lines of credit with FDIC-insured Texas banks. We will provide detailed financial information upon execution of a nondisclosure agreement. EMERGICON has been honored with two awards that recognize the fastest-growing, privately held organizations: #97 on the 2020 Dallas 100 list published by the SMU Cox School of Business's Caruth Institute for Entrepreneurship (see ttse//tinyurlecom/Emericon) #207 on the 2021 Inc. 5000 Texas Regional list (see www.inc.com/inc5000/2020) Our firm's growth became further evident in the fall of 2020 with the relocation and expansion of our headquarters to Terrell, Texas, where our 15,000-square-foot facility now houses 85+ employees. As Texas' largest ambulance billing provider, our firm continues to acquire new customers and grow every year. For details, please refer to our client list in Section 3.7 Experience and References. 10 C iurnutiur Ct Proposed contract. The following pages present EMERGICON's Agreement for Specialized Professional Ambulance Billing Services. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 59 Ambulance Debt Collections OQ RFP #182 emergency medical billing Clty Of COppell, Texas AGREEMENT FOR SPECIALIZED PROFESSIONAL AMBULANCE BILLING SERVICES This Agreement is entered into this day of , 2021, by and between Emergicon, LLC, a Texas limited liability corporation and The City of Coppell, a Texas municipality, ("Client"). RECITALS WHEREAS, Client provides emergency and/or non -emergency ambulance services for which it is eligible for payment or reimbursement by patients, insurance carriers, governmental agencies, employers and others; WHEREAS, Emergicon is engaged in the business of providing third -party billing and accounts receivable management specialized professional services for ambulance and emergency medical service organizations; WHEREAS, Client desires to utilize Emergicon for billing and claims management services for its organization; and WHEREAS, Emergicon is willing to provide such specialized professional services upon the terms and conditions provided in this Agreement; THEREFORE, in consideration of the mutual promises contained in this Agreement, and other good and valuable consideration, the sufficiency of which is acknowledged, the parties, intending to be legally bound, agree as follows: 1. Appointment. Client hereby engages Emergicon to perform the Specialized Professional Services set described in Paragraph 2 of this Agreement and Emergicon accepts such appointment and agrees to provide Specialized Professional Services in accordance with the terms of this Agreement. Client agrees that this appointment is exclusive and that Client will not enter into any contract, agreement, arrangement or understanding with any other person or entity, the purpose of which is to provide for the same or substantially similar specialized professional services during the term of the Agreement, nor will Client bill for any transport without first giving notice to Emergicon of its intent to do so. For purposes of the appointment, the recitals set forth above are incorporated by reference and made a part of this Agreement as if set forth in their entirety. 2. Specialized Professional Services. Emergicon agrees to perform the following duties (collectively referred to as the "Services") on behalf of Client: a. Provide Client with instructions for the submission of Required Documentation to Emergicon. For purposes of this Agreement, "Required Documentation" shall consist of prehospital patient care reports (PCRs) (also referred to as "trip sheets" or "run reports"), medical necessity certification statements (PCSs or CMNs) (required for non -emergency transports), patient authorization signatures (sometimes referred to as "assignment of benefits forms" or "signature forms"), Advance Beneficiary Notices of Non -coverage (ABNs) and other documentation necessary for Emergicon to perform the Specialized Professional Services under this Agreement. All Required Documentation must be signed in accordance with applicable laws, regulations and payer guidelines. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 60 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas b. Review the Required Documentation, based on the information supplied by Client, for completeness and eligibility for submission to request reimbursement and to verify compliance under applicable laws, regulations or payer rules, based upon Emergicon's understanding of said laws, regulations or payer rules applicable to the date the ambulance services were rendered. If any Required Documentation is missing, Emergicon will request necessary documentation from Client. C. Promptly prepare and submit claims deemed complete and eligible for reimbursement by Emergicon in conformance with this Agreement for electronic or paper submission to the appropriate party or payer based on the information supplied by Client. In the event that Emergicon deems the Required Documentation to be incomplete or inconsistent, Emergicon will notify Client that additional information may be required to process the claim, and Emergicon will return any or all of the Required Documentation to Client that Emergicon determines may be incomplete or inaccurate and will not be responsible to submit any claims with insufficient documentation. Emergicon will make a decision regarding the appropriate coding and payer for submission of the claim based on the information supplied by Client. Client understands and acknowledges that not all accounts will satisfy the eligibility requirements of all payers, and that it might not be possible to obtain reimbursement in all cases. Emergicon makes no representation or warranty that all claims are payable or will be paid, and Client agrees to abide by Emergicon's decisions with regard to proper coding and payer based on the information provided to Emergicon by Client. d. Promptly post payments made on Client's behalf by patients, insurers and others. e. Unless otherwise directed by Client, make reasonable efforts for the collection of co -payments, deductibles or other patient balances, to include the preparation of invoices and a maximum of three contact attempts to patients, supplemental insurers or other financially responsible parties at industry -appropriate intervals f. Perform follow-up for a commercially reasonable period of time following the initial billing date on all open accounts. After this follow-up period, Emergicon will either return the accounts to Client or forward the accounts to a collection agency of Client's choosing. Client and/or its designated collection agency shall bear all costs and liabilities of collections activities and collection agency charges. g. Provide monthly reports to Client, which include, at a minimum, cash received, accounts receivable and balance summary. Emergicon shall furnish those reports to Client. h. Notify Client of any overpayments and/or credit balances of which Emergicon becomes aware that must be refunded by Client. Client bears sole responsibility for the refund of any overpayments or credit balances to Medicare, Medicaid, patients, or other payers or insurers, and agrees to make such refunds when and within the time frames required by law. Emergicon may, at its option, assist Client in processing such refunds, but all refunds are to be made solely with Client's funds, and Emergicon has no responsibility to make such refunds unless and until Client transfers such funds to Emergicon for this purpose. Emergicon shall not advance funds on behalf of Client for this purpose. Client acknowledges that federal law requires that any overpayments made by Medicare or any other federal health care program be refunded within 60 days of the identification of any such overpayments. If Client desires that its patients be able to pay their accounts utilizing credit cards, Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 61 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas establish a credit card merchant account and related capabilities to permit Client's patients to pay via any major credit card. Emergicon shall in its sole discretion determine which credit cards it will accept. Any credit card processing fee shall be the responsibility of Client, unless offset by a fee to the patient. j. Assist Client in preparing, filing and updating the information on its Medicare, Medicaid or other insurer provider enrollment forms, as well as responding to required revalidations of Client's provider enrollment status. Client bears the sole responsibility to ensure that its Medicare, Medicaid or other insurer provider enrollment forms are submitted and updated in accordance with federal and state law, regulations and policies, and that they do so in a timely manner. If Client's status as a Medicare or Medicaid provider has lapsed prior to the effective date of this Agreement, Emergicon shall re -enroll Client for an additional fee as described in paragraph 10(e). 3. Specifically Excluded Duties of Emergicon. Notwithstanding any provisions of this Agreement to the contrary, Emergicon shall not be responsible to: a. Initiate or pursue litigation for the collection of past due accounts. b. Invoice for Client's non -ambulance medical transportation services, including but not limited to mobile integrated health programs, paratransit services, wheelchair van, invalid coach services, litter vans and stretcher cars, unless specific arrangements are made otherwise. C. Negotiate any checks made payable to Client, though Emergicon may receive funds as an agent of Client for transmittal to Client where permitted by Client; d. Accept reassignment of any benefits payable to Client; e. Provide legal advice or legal services to Client, any of Client's patients or payers, or anyone acting on Client's behalf, f. Obtain any prior authorizations on behalf of Client, or obtain a Physician Certification Statement or other Certificate of Medical Necessity on behalf of Client. 4. Responsibilities of Client. Client agrees to do the following, at its sole cost and expense: a. Provide Emergicon with all Required Documentation, as set forth in Paragraph 2(a), above, as well as the following data: Patient Name, Address, and contact phone number, Date of Birth, Date of Service, Patient Medical Condition, basis for ALS dispatch, Reason for Transport, Services Rendered (including assessments, interventions and other care), Origin and Destination with accompanying Zip Code, Transport Destination with accompanying Zip Code, Odometer Reading/Loaded Mileage (to the nearest tenth of a mile), and all relevant insurer or payer information, including identity of payer, group or plan numbers, patient's Insurance/Medicare/Medicaid Number, and all other relevant information and Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 62 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas ensure that this data and the information contained on the Required Documentation is complete and accurate. Emergicon reserves the right to modify any Required Documentation or data at any time in accordance with new or revised payer requirements and will provide a copy of any such revisions to Client in writing. Client acknowledges that Emergicon must rely upon the accuracy and completeness of the forms, signatures and other documentation provided to it by Client to allow Emergicon to perform the Specialized Professional Services specified in this Agreement. Emergicon is not able to verify the accuracy or completeness of the Required Documentation provided by Client. By forwarding any such documentation to Emergicon, Client expressly represents and warrants that any such documentation is complete and accurate, and that Emergicon may rely upon the completeness and accuracy of any such documentation in performing its Services under this Agreement. Client bears sole responsibility for the claim submissions made by Emergicon on its behalf based upon the aforementioned documentation submitted to Emergicon by Client, and, notwithstanding any other term or provision of this Agreement, Client will, to the extent allowed by law, reimburse Emergicon, for any losses arising from billing or claim submission decisions made by Emergicon based on documentation submitted to Emergicon by Client if such documentation is later determined to be incomplete or inaccurate. b. Maintain its qualifications to provide ambulance services, including any required local, state and/or federal licenses, permits, certificates or enrollments (collectively, "Licenses"), and to remain in good standing with Medicare, Medicaid and all other state and federal health care programs. Client shall provide copies of all current Licenses, including renewals, to Emergicon. Client shall be responsible to maintain a National Provider Identifier (NPI) number and to update the information associated with its NPI. Client expressly represents and warrants that it will not forward accounts for processing by Emergicon if the account is ineligible for payment or reimbursement, or if Client is ineligible for payment by any payers or insurers as a result of its licensure status, exclusion or other sanction with such payer or insurer, or other legal impediment, and that it will promptly notify Emergicon of any suspension or revocation of any required license, permit, certification or enrollment, or exclusion from any state or federal health care program or any change in ownership or management of Client. Failure of Client to give the notice required by this section may result in Client having to refund paid claims; Client agrees and understands that any such refund will be the sole responsibility of Client and that any fee due from Client to Emergicon for the billing of such claims will remain due and payable to Emergicon regardless of Client's repayment obligation. C. Provide Emergicon with a copy of all required Licenses, permits, certificates and enrollments as referenced in Paragraph 4(b), and forward updates of these documents to Emergicon as they are renewed. d. Provide Emergicon with odometer readings or other documentation of mileage accepted by the payer on all calls reflecting loaded mileage (from the point of patient pickup to the destination) recorded in tenths of a mile as required by Medicare guidelines. e. In accordance with appropriate payer guidelines, obtain the signature of the patient or other authorized representative of the patient or otherwise meet the ambulance signature requirements set forth at 42 C.F.R. § 424.36 on each call and forward to Emergicon as part of the Required Documentation. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 63 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas f. In the event that Client operates a subscription, membership, or resident write-off program, client represents and warrants that its program is actuarially sound in accordance with the guidance of the Office of Inspector General (OIG) and operated in accordance with any applicable state laws, regulations or guidelines. Emergicon will bill in accordance with the terms of such program, provided that Client furnishes those terms to Emergicon in writing. Client is responsible to inform Emergicon of its patients who are members or subscribers of Client's membership or subscription program. Notwithstanding any other provision of this Agreement, Client agrees to reimburse Emergicon, to the extent allowed by law, for any losses arising from Client's membership or subscription program in the event that Client's subscription or membership program is not actuarially sound as set forth in applicable OIG guidance or is not permissible under State law, regulation or policy. g. If Client is a parry to any ALS -BLS "joint billing" or "bundle billing" agreement, Client shall be responsible to provide Emergicon with a copy of such agreement. Client also agrees to submit a PCR from the other party to the joint billing agreement along with the Required Documentation. h. Obtain a completed and valid PCS or CMN form on all trips where required by law and provide copies of all PCS or CMN forms to Emergicon as part of the Required Documentation. i. Provide Emergicon with a copy of all Client rate schedules, contracts or agreements which pertain to Client's billing or charges for services. j. Notify Emergicon of any or all changes in billing charges for service or changes in any of Client's billing policies or contracts not later than ten (10) days after the Client approval date of said changes. k. Report all payments made directly to Client within twenty-four (24) hours of Client's receipt of same, excluding Saturday, Sunday, and official government holidays. 1. Cooperate reasonably with Emergicon so as to enable Emergicon to meet its obligations under this Agreement. In the event that Client's approval is required in order for Emergicon to fulfill any obligations it may have under this Agreement, Client shall not unreasonably withhold, condition or delay its approval. in. In writing, notify Emergicon of any customized needs (reporting, scheduling, support for Texas Ambulance Supplemental Payment Program (TASPP), etc.). Client understands that the processing of customized needs may entail additional charges to Client by Emergicon. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 64 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas n. Designate a contact person or position, or official designee, authorized to represent the business interests on behalf of Client, who can promptly respond to any questions raised by Emergicon, or who can execute required forms and other documents necessary to the provision of Services by Emergicon under this Agreement. o. Agree to permit Emergicon to provide training to Client personnel in the event that Emergicon deems such training to be necessary and/or desirable at a cost to be mutually agreed upon by the parties and paid by Client. P. Provide electronic transfer of PCR data in an acceptable NEMSIS format to Emergicon. Client agrees to bear all cost of the development and implementation of the electronic software "bridge" as mutually agreed upon by the parties and in conjunction with Emergicon information technology personnel, representatives, or contractors. q. To the extent allowed by law, Client will defend and hold harmless Emergicon and each of its officers, directors, employees, attorneys, and agents, to the extent allowed by applicable law, from and against any and all costs, claims, losses, damages, liabilities, expenses, judgments, penalties, fines and causes of action which arise or result from: I . Any negligent acts or omissions resulting in claims or liabilities due to an incurable breach or violation of covenant, obligation, or agreement of Client set forth in this agreement and any incurable breach or inaccuracy of any of the representations or warranties made by Client in this agreement or in performing its responsibilities under this agreement. ii. Both parties agree that defense of breach or violation of the agreement by Client under this Section 4(q) does not constitute the Client's incurrence of a debt in violation of Article XI Section 7 A. of the Texas Constitution and defined by the Supreme Court in Tex. & New Orleans R.R. Co. v. Galveston County, 169 S.W.2d 713, 715 (Tex. 1943). Record Ownership and Access. a. Client understands that all documentation provided to Emergicon by Client, whether in paper and/or electronic form, is for the sole and express purpose of permitting Emergicon to provide Specialized Professional Services under this Agreement. It is Client's responsibility to maintain all of its documents and business records, including copies of any documents or records provided to Emergicon ("Client -Provided Records"). Emergicon does not act as Client's records custodian. b. As a convenience to Client, Emergicon will, during the term of this Agreement, produce patient care reports in response to routine attorney requests (with appropriate patient authorization) Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 65 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas for such documentation, if those records are in Emergicon's possession at the time it receives such attorney request. For subpoenas, as well as any requests beyond those deemed by Emergicon to be routine attorney requests, Emergicon may forward such requests to Client for disposition. Emergicon may set a reasonable fee for such service and collect said fee for the services set forth in this paragraph. Any such fee will be the obligation of the patient or the party requesting on their behalf, and Client will not be responsible for any failure of a patient or party to pay said fee. C. During the term of this Agreement, Emergicon shall, upon Client's written request, provide to Client, in electronic format and within 14 days of receipt of such written request, copies of any Client -Provided Records furnished to Emergicon by Client, and to any Claim Adjudication Documents generated by and received from insurers or payers in response to claims submitted by Emergicon on Client's behalf. "Claim Adjudication Documents" shall consist of the documents generated secondary to claim submission in the normal course of claim processing by payers and insurers, including Explanation of Benefits (EOB) documents, Remittance Advice (RA) documents, Medicare Summary Notice (MSN) documents, denials, and other documents of a similar type or nature. d. Any documents, data, records, or information compiled in the course of Emergicon's provision of Specialized Professional Services under this Agreement, other than those Client - Provided Records and Claim Adjudication Records defined in Paragraphs 5(a) and (c) above, shall be the sole and exclusive property of Emergicon and shall be considered the business and/or proprietary records of Emergicon. Emergicon shall have no obligation to furnish any such business or proprietary records of Emergicon to Client, and Client shall have a right of access only to the Client -Provided Records and Claim Adjudication Documents as defined in Paragraphs 5(a) and (c), above. e. If Client or a third party requests any documents or records to which Client or the third party has a right of access under Paragraphs 5(a) and (c) of this Agreement, and such documents cannot be provided to Client in electronic form, Emergicon may charge Client the per -copy amount for medical records permitted under the Texas Medical Board rules at the time of Client's request. f. Should this Agreement be terminated for any reason, all documents and records to which Client has a right of access under Paragraphs 5(a) and (c) of this Agreement shall be maintained in electronic format at a site convenient to Emergicon for a reasonable amount of time for follow-up of all open claims, but in any event not to exceed ninety (90) days following the effective date of termination of this Agreement. Electronic or paper copies, as per Paragraph 5(e) hereof, of the records to which Client has a right of access under Paragraphs 5(a) and (c) will be made available to Client, at Client's sole cost and expense, in a format acceptable to Emergicon at the Client's written request provided that Client makes such request within thirty (30) days following termination of the Agreement, and provided that Client has no outstanding invoices due to Emergicon at the time of the request. Emergicon shall have absolutely no responsibility whatsoever after termination of this Agreement to provide any monthly reports or other such Emergicon-generated reports to Client. g. Upon termination of this Agreement, Client is responsible to notify all payers, patients, and other correspondents of its new address, phone and/or fax numbers for billing or payment purposes. Notwithstanding any other provisions of this Agreement to the contrary, Emergicon will not be responsible for mail, deliveries, faxes, messages or other communications sent in Client's name to Emergicon after a 90 day close-out period following the effective termination date of this Agreement, and Emergicon shall have no duty to accept, maintain, copy, deliver or forward any such communications to Client following termination and close-out of this Agreement. h. Costs for copies of documents required and/or requested by Client beyond the Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 66 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas requirement of the normal daily claim handling requirements will be invoiced to Client by Emergicon at a per copy price per the Texas Medical Board rules at the time of the request. 6. Client Accounting and Auditing Requirements. If Client requires Emergicon's assistance in Client's accounting or other internal audits, Emergicon will charge client for said audit support services at its customary rates, to be established by Emergicon from time to time. Upon written request of Client for same, Emergicon shall furnish said rates to Client in writing prior to undertaking any work pursuant to this Paragraph. Term and Termination. a. This Agreement is for an initial term of one year, and will automatically renew for successive like terms unless terminated hereunder. b. This Agreement may be terminated with or without cause, by either party, upon written notice to the other party with thirty (30) days' notice and a 90 day close-out period to follow. This Agreement may be terminated by Emergicon immediately upon written notice to Client for any of the following reasons: i. If Client makes an assignment indicating Client financial insecurity for the benefit of creditors, files a voluntary or involuntary petition in bankruptcy, is adjudicated insolvent or bankrupt, petitions or applies to any tribunal for the appointment of any receiver of any trustee over its assets or properties, commences any proceeding under any reorganization, arrangement, readjustment of debt or similar law or statute of any jurisdiction, whether now or hereafter in effect, or if there is commenced against the other party any such proceeding which remains un -dismissed, un -stayed, or the other party by any act or any omission to act indicated its consent to, approval of or acquiescence in any such proceeding or the appointment of any receiver or of any trustee, or suffers any such receivership or trusteeship to continue undischarged, un - stayed, or un -vacated for a period of thirty (30) days. ii. If Client loses its license, permit or certification necessary to do business, or is excluded from any state or federal health care program. iii. If Client fails to perform any of its responsibilities as set forth in this Agreement, fails to pay Emergicon for its Specialized Professional Services within thirty (30) days of the date such payment becomes due, takes any actions which Emergicon, in its sole discretion, determines to be unethical, illegal, immoral or non-compliant, or fails to cooperate with Emergicon in any way that prevents, impedes, obstructs, or delays Emergicon in the performance of the Specialized Professional Services set forth in this Agreement. d. Upon termination for any reason, Emergicon shall perform follow-up on any open accounts submitted by Emergicon on Client's behalf for a period not to exceed ninety (90) days from the Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 67 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas date of termination. Emergicon shall have no responsibility to perform such follow-up in the event Client takes any actions which prevent Emergicon from engaging in such follow-up, or in the event that Client has any unpaid balances due to Emergicon on the date of termination of this Agreement. e. Upon termination for any reason, Client shall be responsible to pay the fees set forth in Paragraph 10(a), below, for all revenues collected by Emergicon on Client's behalf and for all claims billed on Client's behalf pursuant to Paragraph 10(b), below, during the 90 -day follow-up period set forth in Paragraph 7(d), above. After notice of termination is given, all Emergicon invoices are due and payable by Client within five (5) days of same. In the event that Client does not remit payment on any such invoice within five (5) days of the invoice, Emergicon shall have no responsibility to perform any further follow-up on open accounts, notwithstanding the provisions of Paragraph 7(d), above. External and Internal Audits. a. Client shall immediately notify Emergicon if there has been any prepayment audit or review, post payment audit or review, or any investigation or other formal inquiry into the billing practices of Client and/or Emergicon, or claims submitted by Emergicon on behalf of Client, where such audit or investigation is or appears to have been initiated by any governmental agency, insurer, payer, carrier, Medicare Administrative Contractor, Recovery Audit Contractor, Zone Program Integrity Contractor, Unified Program Integrity Contractor, Medicaid Fraud Control Unit, other Medicare or Medicaid contractor or other agency or entity authorized to carry out any such audit or investigation. This obligation shall survive termination of this Agreement for any reason. b. The Client bears sole responsibility for obtaining and paying for any legal or consulting assistance necessary in defending itself in any such audit or investigation. Emergicon shall assist Client in producing any records, reports or documents in its possession which pertain to the audit or investigation and may charge Client a reasonable fee, as determined by Texas Medical Board rules at the time of the request, for copying, preparation, assembly or retrieval of such documents or reports. Emergicon shall have no obligation to perform any duties under this Paragraph 8(b) following termination of this Agreement for any reason. C. Client is solely responsible for repaying any overpayments or recoupments sought or imposed by any insurer, carrier, payer or governmental agency or contractor, including interest, civil monetary penalties, fines or other such assessments. d. Client understands and acknowledges that Emergicon, as part of its compliance program, may on occasion, and at its sole discretion, perform or contract for the performance of periodic, random, internal audits of its coding, billing and other business practices. These voluntary, internal compliance audits may reveal the existence of Client overpayments, and Client agrees that any such overpayments identified by Emergicon in its internal auditing process will be refunded by Client as described in more detail in Paragraph 2(h) of this Agreement. Disposition of Funds. a. All funds Emergicon receives from third party payers, patients or other sources for ambulance services provided by Client shall be made in the name Client. Client authorizes Emergicon to endorse, deposit, and otherwise negotiate items as the client's representative and forward monthly to Client Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 68 Ambulance Debt Collections Q RFP #182 emergency medical billing Clty Of COppell, Texas or deposit into a Client account as directed by Client. b. If Client desires that its patients be able to pay their accounts utilizing credit cards, then Emergicon shall accept credit card payments on behalf of Client's patients in a manner that is secure and agreed upon by the parties, and only to the extent possible and feasible, without making Emergicon a collection agency and responsible for compliance with the federal Fair Debt Collection Practices Act and other state or federal debt collection laws. Emergicon shall not accept a reassignment of any benefits where prohibited by law. 10. Compensation. a. In exchange for the Specialized Professional Services described in this Agreement, Client shall pay Emergicon a fee equivalent to seven percent (7.00%) of all revenues collected by Emergicon on behalf of Client. Credit card payments accepted by Emergicon will be charged an additional two percent (2.0%) unless it has been offset by a payer convenience fee. b. For all payers that prohibit percentage -based billing arrangements, such as Department of State Health Services' (DSHS') Children with Special Health Care Needs (CSHCN) Services Program, Client shall pay Emergicon a flat fee of $38 per trip, to be invoiced at the time of billing. C. If Client instructs Emergicon to collect on an account(s) initially billed by another Contractor, Emergicon shall be compensated and paid for the collection efforts on said account in accordance with the following schedule: Twenty-two Percent (22%) of the total amount collected on the account. d. If Client allows Emergicon or places accounts with a 3rd party collection agency to continue to pursue accounts with balances beyond 120 days from the date of transport, Emergicon shall be compensated and paid for the collection efforts on said account in accordance with the following schedule: Eighteen Percent (18%) of the total amount collected on the account. e. If Client is disenrolled or inactive as a Medicare or Medicaid provider prior to the effective date of this Agreement, Emergicon shall re -enroll Client for an additional fee of $1,500 for Medicare and $500 for Medicaid, plus any fees assessed by the Centers for Medicare & Medicaid Services. f. The fees payable by Client to Emergicon shall be calculated and invoiced to Client on a periodic basis established by Emergicon in accordance with the receipts report generated by Emergicon. g. Emergicon shall submit invoices to Client on a periodic basis established by Emergicon. Invoices are to be paid by Client within thirty-five (35) days of the invoice date. Emergicon reserves the right to add simple interest at the annual rate provided by the Prompt Payment Act to any fee where Emergicon has not received payment within thirty-five (35) days of the date of its invoice. h. In the event that Client is obligated to refund any overpayment or credit balance as set forth in Paragraph 2(h), fees paid to Emergicon by Client for such refunded overpayment or credit balance shall not be credited or refunded to Client unless Emergicon bears responsibility for the overpayment or credit balance. Beginning on the first of October of each fiscal year, the then current fee shall be Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 69 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas increased by the lesser of Employment Cost Index for Total Compensation (Not Seasonally Adjusted, Private Industry for Professional, Scientific and Technical Services) as published by the Bureau of Labor Statistics of the US Department of Labor for the twelve months ending the preceding year or 2.5%. j. Client agrees to reimburse Emergicon for any and all sales tax liabilities that may arise as a result of this Agreement. k. Client agree to reimburse $35 for any checks returned for insufficient funds as a result of this Agreement. Emergicon agrees to notify client sixty (60) days in advance of any automatic price increase. 11. Indemnification and Insurance. a. In addition to any specific provisions set forth in this Agreement, to the extent allowed by law, Client shall reimburse Emergicon and/or its employees, officers, directors and agents for any and all costs, claims, losses, damages, liabilities, expenses, judgments, penalties, fines, and causes of action to the extent caused by any willful or grossly negligent act or omission on the part of Client or its agents, servants, volunteers, contractors or employees including but not limited to incomplete or inaccurate patient care reports, improperly completed PCS forms, or other documentation issues that make it impossible for Emergicon to properly code and bill claims. This provision shall include all costs and disbursements, including without limitation court costs and reasonable attorneys' fees. b. In addition to any specific indemnification provisions set forth in this Agreement, to the extent allowed by law, Emergicon shall hold harmless, indemnify and defend Client and/or its employees, officers, directors and agents from and against any and all costs, claims, losses, damages, liabilities, expenses, judgments, penalties, fines and causes of action to the extent caused by any willful or grossly negligent misconduct of any Emergicon agent, servant, contractor or employee and which relate to the Specialized Professional Services performed by Emergicon under this Agreement. C. Emergicon shall maintain errors and omissions insurance coverage in an amount not less than $4,000,000. Client will be named as an additional insured under the policy and Emergicon shall provide proof of such coverage to Client upon reasonable written request for same. d. Notwithstanding any other provision of this Agreement, Emergicon shall not be liable for any damages, including but not limited to loss in profits, or for any special, incidental, indirect, consequential or other similar damages suffered in whole, or in part, in connection with this Agreement. Any liability of Emergicon for any disputed billing performed by Emergicon on behalf of Client shall not exceed any amounts paid to Emergicon by Client under this Agreement. e. Where any provision of this Agreement obligates either parry to defend, indemnify, hold harmless, and/or reimburse the other party, such agreement shall include any claims, losses, assessments or damages of any kind, and shall apply equally to that party and to its employees, owners, agents, contractors, attorneys, consultants, accountants, and servants. f. It is expressly agreed and understood by both parties that certain repayment or refund demands may be made by insurance payers that are not the result of negligence on the part of either party and therefore are not subject to indemnity as set forth in the paragraph 11. Specifically, there may be claims that are audited or reviewed and later determined not to be medically necessary, not to justify the Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 70 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas level of care provided and/or billed, or otherwise denied or down -coded to a lower level of service. In this situations, the parties will work together to respond to and appeal such denials, and if determined that repayment is in fact due after the exhaustion of such available appeals, the parties will pay their pro -rata share of refund based on the % fee set forth in paragraph 10.a. above. 12. Confidentiality. Neither Emergicon nor Client shall, during the term of this Agreement or for any extension hereof, for any reason, disclose to any third parties any proprietary information regarding the other party unless required to do so by law, regulation or subpoena. Emergicon acknowledges the Client requirements under the Public Information Act. For purposes of this Agreement, "proprietary information" shall include, but not be limited to, pricing or rate information, information pertaining to contracts with payers, insurers, facilities, ambulance providers, health care systems, or other such parties, audit requests, audit results, billing processes, client lists or other such information. 13. Compliance. a. Emergicon will conduct its activities and operations in compliance with all state and federal statutes, rules and regulations applicable to billing activities. b. Client shall conduct its activities, operations and documentation in compliance with all applicable state and federal statutes, rules and regulations. Client expressly represents and warrants that it is under no legal impediment to billing or receiving reimbursement for its services, and that all of Client's personnel are appropriately licensed and/or certified to furnish the services provided by Client. Client agrees to reimburse Emergicon, to the extent allowed by law, for any and all claims, damages and losses caused by Client sending accounts to Emergicon which are ineligible for billing and/or reimbursement for any reason. C. Each party is responsible for monitoring and ensuring its own compliance with all applicable state and federal laws and regulations pertaining to billing and reimbursement for its services. However, either party which becomes aware of a violation of any such state or federal laws or regulations or of a questionable claim or claim practice agrees to notify the other party within fifteen (15) days so the other party may appropriately address the matter. d. The parties represent that they are not the subject of any actions or investigations pertaining to its participation in or standing with any state or federal health care program, are not subject to exclusion from any state and/or federal health care program, and that no persons providing services for which reimbursement is sought were at the time such services were rendered excluded from any state or Federal health care program. e. The parties recognize that this Agreement is at all times subject to applicable state, local, and federal laws and shall be construed accordingly. The parties further recognize that this Agreement may become subject to or be affected by amendments in such laws and regulations or to new legislation or regulations. Any provisions of law that invalidate, or are otherwise inconsistent with, the material terms and conditions of this Agreement, or that would cause one or both of the parties hereto to be in violation of law, shall be deemed to have superseded the terms of this Agreement and, in such event, the parties agree to utilize their best efforts to modify the terms and conditions of this Agreement to be consistent with the Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 71 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas requirements of such law(s) in order to effectuate the purposes and intent of this Agreement. In the event that any such laws or regulations affecting this Agreement are enacted, amended or promulgated, either party may propose to the other a written amendment to this Agreement to be consistent with the provisions of such laws or regulations. In the event that the parties do not agree on such written amendments within thirty (30) days of receipt of the proposed written amendments, then either party may terminate this Agreement without further notice, unless this Agreement would expire earlier by its terms. 15. Non -Engagement of Individuals on the OIG Exclusion List. The parties further warrant that each will take all reasonable steps as set forth by the Office of Inspector General, United States Department of Health and Human Service, to ensure that it does not employ or otherwise engage individuals who have been excluded from participation in federal health care programs. The parties agree to periodically check the OIG exclusion website to ensure that employees, volunteers and all others providing services for each respective organization are not excluded. The website is: http://exclusions.oighhs.,oovv. 16. Independent Contractor Relationship. Emergicon and Client stand in an independent contractor relationship to one another and shall not be considered as joint ventures or partners, and nothing herein shall be construed to authorize either party to act as general agent for the other. There is no liability on the part of Emergicon to any entity for any debts, liabilities or obligations incurred by or on behalf of the Client. 17. Prevention of Performance. If a party's obligation to perform any duty hereunder is rendered impossible of performance due to any cause beyond such parry's control, including, without limitation, an act of God, war, civil disturbance, fire or casualty, labor dispute, hardware or software failures beyond the party's control, or governmental rule, such parry, for so long as such condition exists, shall be excused from such performance, provided it promptly provides the other party with written notice of its inability to perform stating the reasons for such inability and provided that the party takes all appropriate steps as soon as reasonably practicable upon the termination of such condition to recommence performance. 18. Assignment. This Agreement may be assigned by Emergicon to any successors or assigns of Emergicon with the express written consent of the Client. This Agreement may not be assigned by Client without the express written consent of Emergicon. This Agreement shall be binding upon all successors and assigns. 19. Notices. Notices required to be given under this Agreement shall be made to the parties at the following addresses and shall be presumed to have been received by the other party (i) three days after mailing by the party when notices are sent by First Class mail, postage prepaid; (ii) upon transmission (if sent via facsimile with a confirmed transmission report); or (iii) upon receipt (if sent by hand delivery or courier service). Emergicon: Emergicon, LLC. PO Box 180446 Dallas, TX 75218 Phone: (972-602-2060) Fax:(469) 602-5542 [Client]: The City of Coppell 255 Parkway Boulevard Coppell, Texas 75019 20. Non -Competition and -Non -Solicitation Clause. Without prior, written authorization from Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 72 EMERGICON emergency medical billing Emergicon, Client shall not: Ambulance Debt Collections RFP #182 City of Coppell, Texas a. During the term of this Agreement, or for two (2) years following its expiration or termination for any reason, employ, retain as an independent contractor, or otherwise in any way hire any personnel currently employed or employed at any time during the term of this Agreement by Emergicon without compensation to Emergicon of a placement fee of two times the annual salary paid by Emergicon to such employee at the time such employee left employment of Emergicon. b. During the term of this Agreement, or for a period of two (2) years following its expiration or termination for any reason, engage in the provision of billing services for any other ambulance service, medical transportation organization, fire department, or emergency medical services organization without compensation to Emergicon equivalent to two times the annual average of fees during the term of this agreement as paid to Emergicon for these services. Nothing in this Paragraph shall be interpreted to prohibit Client from performing its own in-house billing and/or accounts receivable management following the expiration or proper termination of this Agreement. 21. Governing Law and Forum Selection Clause. This Agreement shall be deemed to have been made and entered into in Texas and shall be interpreted in accordance with the laws thereof, without regard to conflicts of laws principles. The parties expressly agree that the exclusive forum for resolving any legal disputes under this Agreement shall be the state or federal courts serving Dallas County, Texas. Client expressly agrees to personal jurisdiction and venue in any such court. 22. 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. 23. Authorization. Each Party represents that it has full capacity and authority to grant all rights and assume all obligations granted and assumed under this Agreement. 24. 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. 25. Amendments. This Agreement may be amended only by the mutual written agreement of the Parties. 26. 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. 27. 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. 28. Counterparts. This Agreement may be executed by the Parties hereto in separate counterparts, each of which when so executed and delivered shall be an original, but all such counterparts shall together constitute one and the same instrument. Each counterpart may consist of any number of copies hereof each signed by less than all, but together signed by all of the Parties hereto. 29. Conflicts of Interests. Special Assessor represents that no official or employee of the City has any Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 73 Ambulance Debt Collections Q RFP #182 emergency medical billing Clty Of COppell, Texas direct or indirect pecuniary interest in this Agreement. 30. Force Majeure. The parties shall be excused for the period of any delay in or impossibility of the performance of any obligations hereunder, when prevented from doing so by any cause or causes beyond a party's control, which shall include without limitation: all labor disputes, civil commotion, war, nuclear disturbances, hostilities, sabotage, terroristic acts, governmental regulations or controls, fire, accident or other casualty, interruption in the supply of any utilities or fuel, inability to obtain any material or services, public health emergencies, or through acts of God. 31. Regulatory Changes. The parties recognize that this Agreement is at all times subject to applicable state, local, and federal laws and shall be construed accordingly. The parties further recognize that this Agreement may become subject to or be affected by amendments in such laws and regulations or to new legislation or regulations. Any provisions of law that invalidate, or are otherwise inconsistent with, the material terms and conditions of this Agreement, or that would cause one or both of the parties hereto to be in violation of law, shall be deemed to have superseded the terms of this Agreement and, in such event, the parties agree to utilize their best efforts to modify the terms and conditions of this Agreement to be consistent with the requirements of such law(s) in order to effectuate the purposes and intent of this Agreement. In the event that any such laws or regulations affecting this Agreement are enacted, amended or promulgated, either party may propose to the other a written amendment to this Agreement to be consistent with the provisions of such laws or regulations. In the event that the parties do not agree on such written amendments within thirty (30) days of receipt of the proposed written amendments, then either party may terminate this Agreement without further notice, unless this Agreement would expire earlier by its terms. 32. Independent Contractor Relationship. The relationship of the parties is that of independent contractors. Neither party shall be deemed to be the agent nor partner nor fiduciary of the other, and neither is authorized to take any action binding upon the other. IN WITNESS WHEREOF, the parties have executed this Agreement to commence on the date first above written. Client represents that the individual who has executed this Agreement on behalf of the Client is authorized by Client and by law to do so. EMERGICON, LLC. City of Coppell By: By: Signature Christopher Turner Print Name President and CEO Title Date Signature Date Print Name Title Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 74 Ambulance Debt Collections Q RFP #182 emergency medical billing Clty Of COppell, Texas 1 C uirmrm uirmrm a iurnu liii : fliii iurnu II eflllhl ds Communication methods (e.g., phone, fax, and email) We communicate with clients and their customers via phone and email. EMERGICON provides a toll-free phone number for billing inquiries: 877-602-2060. We strive to answer all client and patient inquiries within 1-2 business days of receipt. If we are unable to provide an answer, we will at least respond with a timeline on when we should have the requested information. One of the ways in which we encourage patients to contact us with questions is by distributing the cards shown below: Contact EMEMICON at questaons@eemerguoon®coo or by calling 877,602.2060 or 972.602.2060 You can also pay your till adina at wwwminergicarLoarn . I i i I . M. i77.602.2_060i 9-72.602.2060 Our regular hours of operation are Monday through Friday, from 8:00 a.m. to 5:00 p.m. Central Time. However, we understand that EMS staff work around the clock 24/7, so we provide a cell phone number for our key leadership team, as well as 24-hour access to our Client Hotline in case the City needs to reach a manager outside of regular business hours. fly Illl effeiurS turn d fScirlii jpfS Copies of letters sent and scripts used. Below we present sample invoices and copies of EMERGICON's scripts for inbound and outbound telephone calls. We also provide a copy of our HIPAA-compliant guidance for all telephone calls between EMERGICON employees and patients or patients' representatives. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 75 EMERGICON emergency medical billing of Sq ua m i � Q XP'5 SAMP1..1_ lire & LAI_S hae. 72 West College Avef ue San Angelo,'1X 76903 Ambulance Debt Collections RFP #182 City of Coppell, Texas ErN 10-0513-733786675-00008-8 Our online bill pay service is available at: www.Emergican.com If you have questions or concerns, please contact us for assistance at (972) 602-2060 or toll-free at (877) 602-2060. You may also contact us via e-mail at questions@emergicon.com. STATEMENT DATE: 0511312016 Please pay the balance due within 10 days. If you have insurance, not noted above, please contact us at: (972) 602-2060 or toll-free at (877) 602-2060 TO INSURE PROPER G'REOII LFF GH. AND REI URN THIS PORION IN I I IF F__NCLO3I_ HWH i}PE IP PAYI(�!O f!Y MA¢TERG11R1, D S1111"F..R, SfISR, 011,l1AE,RICAN EXPRE%tI'LL O11T &iELOUW. a IIecK G:AFia USIIN2 FOR PAYIVICIJI EMERGI('DN LISA ""` M1rIA "TEh7 P© BOX 180446 CF{RP IIUM8I9R i pVSY.OVER VVI� /wtnERIGrAV Lfif f55.9 ! caw ccco:. DALLAS TX 75218 ADDRESS SERVICE REQUESTED #BWNFTZF #EGN6992513116056# IIII1111IN111111111111111111111111111111111111111111 ED PATIENT 2232 Any DR Any, TX 75124 05/?3/2016 $200.00 103-16-1021:1 NAMF ON CAW) SHOWlAMOUNI PAID HERL. $ MAKE CHECKS PAYABLE TO: SAMPLE Fire & EMS Inc. P.O. Box 612092 Dallas, TX 75261-2092 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 76 EMERGICON emergency medical billing Slip\11111: l,itc 8,z LI-NlS Inc, 72 ti est CoEcge lvenue SanAngelo,'g'S 7690.3 Ambulance Debt Collections RFP #182 City of Coppell, Texas E r N 10-0512733788721 OD061-12 Our online bill pay service is available at. f www Emergicon.corn If you have questions or concerns, please contact us for assistance at (972) 602-2060 or toll-free at (877' 602-2060. You may also contact us via e-mail at questions@emergicon.co STATEMENT DA TE: 0511312016 Your account is now 30 days past due. Please pay balance or call (877) 602-2060 to make payment arrangements. Su cuenta esta 30 Bias atrasada. For favor pagar la cuenta o Ilame a (877)602-2060 para hacer arreglos de page. TO IN SCURF PROPER G'RIEDI I OF I AND RE I I1RIW THIS. POR DON IN Tl IE FNC_OF.F❑ I INVEt OPE 711YINISRCI4RP. 1715COM'FR. 1111111R,AIJIERCAN EXPRESS "1I 1 ""1 EEI_CI —KCARO USING [T'R PAYIMGNl EISA�FMERCICON ��mi'10u ri to A I' rvPO BOX 180446 c.WQODEDALLAS TX 75218 Ea<F. on�E ADDRESS SERVICE REQUESTED #BWNFTZF #EGN6992472216053# i��IIl��iiii,Ils�illl�o�Il�ii��Ilsi®nlrl�l�l'Irirali�l��l�llsar EQ PATIENT 2232 Any DR Any, TX 75124 0-'VI312016 $2755.10 103-16-1021:1 NAME ON CAW) S.HOWAINOIJNI PAID HERE:. $ 111101111 MAKE CHECKS. PAYABLE TO: SAMPLE Fire & NNIS lnc. P.O. Box 612092 Dallas, TX 75261-2092 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 77 EMERGICON emergency medical billing Of UJI rn :r_ r - V, X P'C SAAIPIA � I h:C & I :Nls Inc. 72 West CollegeN-venue San Angelo,'IX 76903 Ambulance Debt Collections RFP #182 City of Coppell, Texas ECRM 10-0513 733788778 DDI 15-69 Our online bill pay service is available at. www.Emergicon.corn If you have questions or concerns, please contact us for assistance at (972) 602-2060 or toll-free at (877) 602-2060. You may also contact us via e-mail at questions@emergicon.co . STATEMENT DA TE: 0511312016 Thank you for your payment, your next payment will be due in 30 days. EMERGICON PO BOX 180446 DALLAS TX 75218 ADDRESS SERVICE REQUESTED #BWNFTZF *EGN6992479516059# ED PATIENT 2232 Any DR Ri Any, TX 75124 TO INSURE PROPER CRIED1 I DF EACH AND REI UIRIN 11-110 POR "ON IN T[ IE ENCLOSFIL) I WD OPF CIVIC.". [I IIYMN I CrAp —nlsc Urex jj�V�ISA �M I1A,',TffRCARr) VPA d Yu A -RICAN EXIIH— OAK, IAIWUER 1.w Q01DE I L111 EXP D 0-'VI312016 $442.70 103-16-1021:1 NAME ON CARD SHOW AMOUNI PAID HERE $ MAKE CHECKS PAYABLE TO: SAMPLE Fire & EMS Inc. P.O. Box 612092 Dallas, TX 75261-2092 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 78 EMERGICON emergency medical billing Scfif)ts fdr, Inbound 761ephone Caffs Ambulance Debt Collections RFP #182 City of Coppell, Texas Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 79 EMERGICON emergency medical billing Scfif)ts fdr, Outbound 7 blephone Caffs Checklist M Ambulance Debt Collections RFP #182 City of Coppell, Texas Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 80 EMERGICON emergency me&cal billing HIF�AACorrif)fiant Gui(kince fdr, 76lefftne Caffs Ambulance Debt Collections RFP #182 City of Coppell, Texas EMERGICON Effective immediately, please followthe HiPAA compliant guidance belowfor all! telephone calls between Emergicon employees and patients or patients` representatives (additional authorization from the patient is required for patients' representatives). This includes when a patient is transferred from one department to another internally. Please followthis model to assure HIPAA compliance on a consistent basis. I will be enforcing this standard when doing Quality Reviews for Patient Accounts, A/R Follow Up, Billing and potentially any employee who receives or makes external telephone calls. OUTGOING CALLS When leaving a voice message we may not leave any more information than the following: 1. Your name 2. Whom you are representing: 1 am calling on behalf of (client name)". 3. Your call-back number: "Please call me back at your earliest convenience at 877-602- 2060 extension ....... 5, A reference number (the run number) "when returning my call please refer to reference number so that we may better serve you" If leaving a message with someone other than the patient, we must get their, name and, determine what their retation5hip to the patient is,. The name and relationship must be documented in the ticket, patient or collection notes, Example; "messagelcall back request left with Julie, the daug!htpe'. Again, no more than the information listed above may be shared without the patient's consent. If the person insists on asking what this is about it is, ok to say "I am just calling to help Mr. Jones resolve an account. I apologize, but privacy laws prevent me from discussing this any further without Mr. Jones' permission". INCOMING CALLS Please follow this model before, proceeding with the call: 'I, Professional greeting, ExampW "Good morning, thank you for calling Emergicon, my name is Sally, how may I help you today?" (pause to listen and take notes) 2, Get 3 HIPAA "direct identifiers" (see list below) 3, We must get 3 identifiers even when a patient is transferred from one department to another 4, State the account number for the call recording: "'I'd like to giive you your account number for future reference" or, "for future reference your account number is HIPAA DIRECT IDENTIFIERS (also use for TLO searches) • Narac • Date of Biral • Address (other than city. cotrraty State or kip) • Social secarity nurnbLr (1wd 4 i� acceptable) (we may w;k only once, this is never rkxjuired) • Account ri kimIxx 0 ickcl nuinbcri • I'nsurance H-) number • I teal th plan lacy uficiary munbex KATS) • Emad address 0, Mimic or fax number Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 81 EMERGICON emergency medical billing . iiin hire VIII Scqpe of Warlk, Ambulance Debt Collections RFP #182 City of Coppell, Texas 2.1 The chosen contractor must have the ability to electronically submit claims to Medicaid, Medicare and third -party payers. This includes expertise in unique coding and claims processes utilized by the medical insurance industry. EMERGICON electronically submits claims to all known payers, including Medicare, Medicaid, commercial insurance, auto insurance, workers' compensation, and attorney pays. Our team has extensive expertise in unique coding and claims processes utilized by the medical insurance agency. As described in Section 3.6 Personnel, many of our staff members are certified by the National Academy of Ambulance Compliance (NAAC). These certifications include Certified Ambulance Coder (CAC), Certified Ambulance Compliance Officer (CACO), Certified Ambulance Privacy Officer (CAPO), and Certified Ambulance Documentation Specialist (CADS). For details about these certifications specific to the ambulance industry, please visit .am ulancecom fiance.com/content/certification. EMERGICON is compliant with all Federal, State and local laws and regulations as they apply to the services that EMERGICON offers. This includes the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the Identity Theft Red Flags and Address Discrepancies under the Fair and Accurate Credit Transaction Act of 2003. EMERGICON's billing and collection services are fully compliant with the Consumer Credit Protection Act, Texas Debt Collection Act, Federal Fair Debt Collection Practices Act, and all other laws applicable to this type of activity. We maintain the confidentiality of all medical and patient information in accordance with the Health Insurance Portability and Accountability Act of 1996 (HIPAA). EMERGICON's full compliance plan and Red Flag Rules are available upon request. EMERGICON keeps abreast of the latest changes in insurance billing and maintains a pulse on the industry. We also offer annual compliance training to our clients at events throughout the year with our contracted legal firm, u:1g�^V�ag„7pI, The National EMS Industry Law Firm®. 2.2 Personnel devoted to this collection effort shall be competent, qualified, experienced and local to the North Texas Region to assure a vigorous collection effort with a substantial likelihood of success. Personnel profiles or resumes shall be submitted. As a Dallas -based company, EMERGICON speaks Texan. Our Texas-based employees are experts in North Texas EMS billing because we only serve Texas EMS providers. Each state has its own rules regarding EMS billing, so by specializing in Texas, we ensure full familiarity with the intricacies of requirements within Texas. We draw on this expertise to avoid improperly filed claims and optimize our clients' reimbursements and collections. For personnel profiles, please refer to Section 3.6 Personnel. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 82 Ambulance Debt Collections Q RFP #182 emergency medical billing Clty Of Coppell, Texas 2.3 The successful proposing firm will be a member of American Collectors Association International. EMERGICON is a member of the American Collectors Association International as shown in the graphic below. EMERGICON, LLC Tera*. 2021 EMERGICON is also a bonded collection agency (#5245495) in the State of Texas. 2.4 The successful proposing firm will be a member of the Texas Ambulance Association. EMERGICON is a member of the Texas Ambulance Association and the American Ambulance Association. EMERGICON also supports other local EMS forums, such as the Southwest Texas Regional Advisory Council (STRAC), Education by the Sea (EBTS), and the Texas EMS Alliance (TXEMSA). 2.5 During the term of the contract, the successful proposing firm shall provide, pay for, and maintain General Liability Errors & Omissions insurance in the amount of $1, 000, 000.00. In addition, Contractor shall obtain and file with Owner City of Coppell a Standard Certificate of Insurance and applicable policy endorsement evidencing the required coverage and naming the owner, City of Coppell, as an additional insured on the required coverage. Acknowledged and understood. EMERGICON will maintain insurance as required by the City. The following page presents a copy of our Certificate of Insurance, which lists the City of Coppell as the Certificate Holder. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 83 EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas A6- CERTIFICATE OF LIABILITY INSURANCE DATE(Mmmopyyyy) 111 1 5111 1 /2021 THIS CERTIFICATE , S ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIRCATE HOLDER. THIS CERTIFICATE DOESNOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW, THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURIER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND, THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policylies) must have ADDITIONAL INSURED provisions or be endorsed. It SUBROGATION IS WAIVED, subject to the terms and conditions of tlhe policy, certain policies may require an endorsement, A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Swingle, Collins & Associates CON CT NAME: PHONE FAX 13760 Noel Road, Suite 600 1, NQ, Eni, 972-387-3000 (AIC, Nc): 972-387-3808 " Dallas TX 75240 E-MAIL ADORE":_ Ben, ces(gswinglecoliins.com INSURER(S)AFFORE)INGCPVERAPE NAIC,* ------- DAMAGE TC RENTED INSURER A Allmerica Financial Benefit 41840 INSURED EMIERGIC, 01 INSURER B Hanover Casualty Company 41602 Ernergicon, LLC INSURER C: The Hanover American Ins Cc 36064 P 0 Box 180446 INSURER D, Travelers Casualty & Surety Company 19038 Dallas TX 75218 -INSUREIR E. -Hanover Ilnsulrance Company_________________-- __ ompany ........................................ INSURER F; COVERAGES CERTIFICATE NUMBER: 617898276 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO "f HE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER: DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LINi SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS POLICY EFF �Y EXP POLICY LTR TYPE OF INSURANCE INSDISURR LIMITS WVD POLICYNUMBER qNWVDOdYYYY) (MM?DD1YYYYI B X COMMERCIAL GENERAL LIABILIT Y YOLD-D387712-03 255 PARKWAY BOULEVARD Coppell TX 75019 9/28/2020 912812021_EAC[LQGCURR0`CE 51,000,0®0 ------- DAMAGE TC RENTED ZLAIMSMADE X OCCUR PREMISES I5� ) $300,000 $ 5,000 PERSONAL 8 ADV INJUNY $1,000,000 GEII'I AGrREfr3ATE LINIFT APPI 1 ESPFR CENERAL AGGREGATE s Z000,000 X.] POUCY pr' -Gqr ] LOU E 2000000 `' " ' ' ................ OTHER 3 A AUTOMOBILE LIABILITY AWD-13954201-02912812020 912812021 COMBINED SINGLE LIMIT $1,000,00 ANY AUTO 6 0 D I I . Y INJURY OwNP" rclIFI11111EMCS S 0 A N1Y 41 BODILY BODILY INJURY (Pe, 5 X O X HIRED r4ON-WNED PROPERTY DAMAGE Aul OS ONLY All I OS ONLY 11 }; U11111RILLA LIAII X OC up OLD -D387712.03 912812020 9!28/2021 EACHOCCURRENCE $4,000,000 EXCESS NAP CLAIMS -MADE AGGREGATE $ 4,0130,000 DED RETENTION $S G WORKERS COMPENSATION y VVZD-D387654-03 912812020 912812021 PER 0' AND EMIELOYERS' LIABILITY YIN IVE L -TE-TE ER EL EACH ACCIDENT $500,000 7-ANYPR0F1R1E[r0Ra1ARrNAVLREDfEXECL1 VICE RIM EMBER EXCI" [� NyA Mandall7 , E L DISEASE - FA EmELnYFF 5500,000 it d 'CRLPTI 0�'SCN CF OPERATIONS b.I— E L L18EA6E POLICY UMiT S 500,000 D Cyb., lu.bility 10,6809181 911112111 112111121 ACGREGATE LIMIT 1,000,000 E E��.� ' 0--i-, LHD-0387001-03 9/2 9128/2021 EACH OCCURRENCE 2000000 E . .ttd Orriossions AGGREGATE LIMIT 4:000:000, bpscR9MIONDPOPERATICNgdLOCATIONS lVEHICLE'S City of Copps 11 is included as Additional Insured as respects General Liability as required by written contract CERTIFICATE HOLDER CANCELLATION (D 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORID Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 84 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. City of Coppell 255 PARKWAY BOULEVARD Coppell TX 75019 AUTHORIZED REPRESENTATIVE (D 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORID Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 84 Ambulance Debt Collections Q RFP #182 emergency medical billing Clty Of COppell, Texas 2.6 During the term of the contract, the successful proposing firm shall maintain a Third- Party Debt Collectors Bond in the amount of $10,000.00. Acknowledged and understood. EMERGICON will maintain a third-party debt collectors bond as required. 2.7 The successful proposing firm shall respond to all requests and inquiries, either written or verbal in a courteous and timely manner, not to exceed five (5) business days. The successful proposing firm will have representatives located in the North Texas region to facilitate operations with the City of Coppell on a personal basis. We strive to answer all client and patient inquiries within 1-2 business days of receipt. If we are unable to provide an answer, we will at least respond with a timeline on when we should have the requested information. Our regular hours of operation are Monday through Friday, from 8:00 a.m. to 5:00 p.m. Central Time. However, we understand that EMS staff work around the clock 24/7, so we provide a cell phone number for our key leadership team, as well as 24-hour access to our Client Hotline in case the City needs to reach a manager outside of regular business hours. Our personnel are all located in the North Texas region and will be available to facilitate operations with the City of Coppell on a personal basis as needed. 2.8 The successful proposing firm shall provide COPPELL with monthly aging reports reflecting the status of all accounts that are currently active and the contractor's collection results. Acknowledged and understood. EMERGICON will provide the City with monthly aging reports reflecting the status of all accounts that are currently active and the contractor's collection results. For further details about reporting, and for sample reports, please refer to Section 3.5 Types of Reports. 2.9 Given reasonable notification, the Contractor agrees to allow free and open inspection by COPPELL or its designee of Contractor's equipment and records for, the purpose of ensuring continuing compliance with the terms of the Agreement and all applicable laws, rules and regulations. Acknowledged and understood. EMERGICON will comply with all reasonable City requests to inspect our equipment and records. 2.10 Fees shall be proposed as percentages of actual collections. Fees shall be expressed as percentage of actual collections. COPPELL desires awarded bidder to deduct fee prior to remittance. Payments shall be accompanied by detailed reporting documenting amounts paid. Acknowledged and understood. EMERGICON is proposing fees as a percentage of actual collections, to be deducted prior to remittance. Please refer to Section 3.3 Method of Compensation for details. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 85 Ambulance Debt Collections Q RFP #182 emergency medical billing Clty Of COppell, Texas 2.11 Credit card transaction fees should be paid by the claim payor and not passed to the city in any billing. To facilitate prompt payment, EMERGICON offers as many payment options as possible, including credit card, check by phone, and online payment portal. As the incumbent ambulance billing service provider, EMERGICON proposes to maintain the current arrangements regarding the payment of credit card fees with one important change that will benefit the City: For patients using a credit card, EMERGICON will pass on transaction fees to the patient where allowed by law. In other words, we are proposing the following: For patients using a credit card: EMERGICON will pass on credit card transaction fees to the patient where allowed by law. No such fees will be passed on to the City in any billing unless mandated by law. For claim payors using a credit card (such as Amerigroup), we will request that they pay via alternative methods, such as ACH. However, if they continue to pay with a credit card, we will pass those transaction fees to the City. For additional details, please refer to Section 3.10 Proposed Contract. 2.12 Successful vendor must be able to gain access to ESO Healthcare Connective Solution website. Acknowledged and understood. EMERGICON has access to the ESO Healthcare Connective Solution website. We partner with ESO on a number of clients. As the incumbent ambulance billing service provider, EMERGICON imports ePCR data via a NEMSIS extract from Coppell on ESO's hosted software. 2.13 Successful proposing firm shall have an online web portal for Coppell to run reports and complete patient inquiries We provide superior service and transparency by giving each of our clients 24/7 online access to view claim status and our billings and collections performance. Additionally, we provide our clients with Executive and Management Summaries that highlight claims activity and are ready to present to your City Council. Please refer to Section 3.5 for samples of these reports. The City already has full access to EMERGICON's online web portal. We do not anticipate any changes in the interface or functionality. Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 86 Ambulance Debt Collections Q RFP #182 EME emergency medical billing Clty Of COppell, Texas In this section, we provide information that was not requested in the RFP but may be of interest to the City: our training services, and our value-added services including EMERGIFIRE. liii in iiii in g Given that EMERGICON is already the City's billing and collections service provider, all onboarding has occurred and initial training has already been delivered. If the City selects EMERGICON, it will continue to receive our exceptional service without any disruption. The City will also continue to benefit from our ongoing training and service. For example, we routinely reach out to clients to ensure there are no outstanding questions or concerns. We offer additional training and resources for our clients as needed at no additional cost. We will share details of the training content and format upon request. EMERGICON also offers an annual Education by the Sea Conference in collaboration with Port Aransas EMS. All clients are welcome to attend this event, which provides documentation training and continuing education credits. For more information about the conference, please visit .,Lg ,[gjqua,n,,,q / q a,� ,gip,,,,,,, „............................................................ . V;iUemmAcicieci SeiurViiices iurnc Illllllllli Illllllllllli m IIIIIIII'°°°IIII IIII'° ,Illlllllllll K)KTAMNSSAS EMS 'AWrAweac, (gip, -r In addition to the services, processes, and procedures described throughout this proposal, EMERGICON differentiates itself from other billing companies by offering the following value- added services to clients at no additional charge. In this way, EMERGICON can provide the highest -quality service while serving as a true partner to the City. Processing of attorney requests Compliance training, including an annual conference • Analytics to support clients' continuous improvement efforts • Annual analysis of fee schedule and payer mix On-site documentation training at the client's location Medicare renewals and Medicaid revalidations We also offer the following services for an additional fee. We will provide details, including pricing information, upon request. Claims recovery Texas Ambulance Supplemental Payment Program (TASPP) The City may also be interested in EMERGIFIRE, a sister company of EMERGICON, which offers Fire Recovery Billing services to Texas providers of firefighting, fire suppression, and rescue services. Fire Recovery Billing by EMERGIFIRE recovers the costs associated with motor vehicle accident extrication and hazardous material incident cleanup, as well as structure Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 87 EMERGICON emergency medical billing and industrial fire suppression as described on the following pages. Eligible Fire Department billings include the following: Motor vehicle incidents Structure fire Vehicle fire Equipment fires Hazardous material incidents Industrial/commercial incidents Building inspections Ambulance Debt Collections RFP #182 City of Coppell, Texas � i Z IN oioioioioioioii oioioioioioiou IR G 11 ooioioioioioioioi Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 88 EMERGICON emergency medical billing Fwe Reciovc,,,ry Bflfing Ambulance Debt Collections RFP #182 City of Coppell, Texas EMEIRGIRRE, a sister company of EMERGICON, offers Fre Reccver� Billing services to Texas piroviders, of firefighting, fire. SUppressibin, anid rescue services. Fire Recovery Bdflng by EMERGIRRE recove7,, the co!sts assocated with rnotoir vehficleaccident extirication and Ihazardouus materialindident cleanup, as weN as structure and tindustrial fire suppression. DID YOU KNOW? knjng, 7, ur,,ne,par, rcnu r-,: Cj rAll-,,,',^.- 1111MIC l CXIII; I:�s 10 MQJ,H:" 1 6, j , �m t'Bv,dar ,un1 9, ,A h 4�,, ,km "'Y plI I 1r 'p," 1'*', N Ij t�l is t cl ry R U i nv,.t C V 1, LITO w ""o, Y aG r, 1, "c arn,� i co c C,/� I, I ; N I P, 1,1 C ( I 'W11I Q d VIIi9CNdN 0 11 ",' E 11 h I 1,7a V 1 c, S, c ty� 2' ',4 'U V d. �,,n d 1 � 1 � f, o,;q o u I l l Vt0 "', V I "-I tl rl;t, q 001'-o 11 P1 1.� r 0 �, r TI-1,A"I`wS WHERE EMERGIFIRE ITS IN. it a rw),rn, ir,,„,1•, w C, .D ou 111 C C "J,0irl II p I 1 I " 'J'V0 N W V etl 11 lNSPEC'71,01*5 & P E IIP N11 IIIT IB I L LING. VGq,A V �, ''A", r,f�^'o111Lr y evil 11 ly 1 141 iq 2,11 @EMERGICON am,errpency rnedicnV hhnq W1 COSTS CAN BE ( „COVEREM, .,,l D/, OW 1.r11 i'1awe.fw,i Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 89 Mot011 vel" idp I ndclanfs Finn Fire's, oliv ja ItN016 Equip,nip,til F.IFL-s Hazardous Matc4rkil 11ridd@11ti, kkdustrW/C wriirn4,wAa1 I nc lderlks Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 89 EMERGICON emergency medical billing EMERGICON Ambulance Debt Collections RFP #182 City of Coppell, Texas ,yvau- ,I V`:RAkfJ"47 Vv"", r, h, I ,rn cry f, �, tT ""q( rrof v, o rt,, hOpr,), P n r r w"t t h Y""rn i 14, P, r4:'(, r i'�,-Ix'g fi: Y ','P ChIO Kan %Wndle jhfo,,ru x ,Axx "V, ow., 7 v, wnN`a w 4a t v P u, sv re ,�,,rvv ry, dh,foo Ou, P, w""at'b"I twpq�ty Chlort Ayan Donn Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 90 Ambulance Debt Collections Q RFP #182 emergency medical billing Clty Of COppell, Texas In this section, EMERGICON presents the following attachments: • Cooperative Purchasing • Certifications and Representations: M/WBE Status • House Bill 89 Verification • Conflict of Interest Questionnaire Form CIQ Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 91 coISI EMERGICON emergency medical billing MIN111,11111ft" 1111 U11114"AHIRM111 K!N& JAMONAAMIMMIM Ambulance Debt Collections RFP #182 City of Coppell, Texas As permitted under Government Code, Title 7, Chapter 791,025, other governmental entities, may wish to cooperatively purchase under the same terms and concliffions contained !in this contract (piggyback). Each, entity wishing to, piggyback must have prior authorizaUon from the City of Coppell and Contractor. It such participation is authorized, afl puirchase orders will be issued directly from and shipped directly to the entity requirling supipties)services. TheCiity of Coppeff shall not be heldi responsible for any orders placed, deliveries made, or payment for supplitesiservices ordered by these entities. Each entity reserves the night to cleterrinilne, their participlation in this contract, % V—YES M' S. GOFFFLL - FROCUREMYNTSMS, DEPARTMENr - 255 FkRKWAlr BOULEVARD - COPM1., TEXAS, 75019 ,,, ¢ 14 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 92 ueirt EMERGICON emergency medical billing Ambulance Debt Collections RFP #182 City of Coppell, Texas 111111114";ii lig; Illlullll�llb d111111tj 1111N, Ill 1111 t"W" 11111I'd 11,1111 U 11111 b 011"dIl; ub RFP #182 AMBULANCE DEBT UXLECTIONS 101AM � li 11 � , 11 ! III! IF! I EMERGICON, LLC IS CERTI Fill ED AS A: NOT APPLICABLE. EMERGICONI does not halve any such certification. (CHECK ONE, IF APPLICABLE) F, 1 11 111- Fill Rol INNU "*"NOTE`** THIS, DATA IS REQUESTED FOR INEQRMATIQNAL PQBPQ5E5 QNIL—Y AND WILL NOT AFFECT TIME PROPOSAL AWARD. MY OUCOPPELL - FROM SVCS. DEPARrUENT - S5 W-UWAY MULEUM, - COMU, T MS 1$010 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 93 EMERGICON emergency medical billing j �louse l�11111 Hl19 Veirrlii,fiCjIt�oin ' M City of Coppeill, TX Procurement Services 111 01 W, 01 a 11 IFULI go ZI 12 Cam C41 Turner EMERGIICON, LLC Ambulance Debt Collections RFP #182 City of Coppell, Texas name), the urn deTsigned representative of (hereafter referred to as cmi4may) n g a n a di-dfi o—vei-i-lie, —age o f e' e'' n 1 8 y e ,ups `� o f""age.,` ......... cl-o' hereby depose and verify tinder oat!h that the company named -above, under the pre'visions of Subtitle F, Title 101, Government Code, Chapter 2270: 1. Does not boycott Israel currently; and 2. Will not boycott Israel during the term of the contract the above-named Company, business or individual with the, City of Coppell acting by and thro�ugh City of Coppell'. Pursuant to Section 2270.001, Teras Government Code, 1, "Bqyrott1sraal "' ineonsrefusing to deal with, tanninating business activities writhe, or othepii4se taking any action that is intended to penalize, inflict economic, har"I on, or h"fit coag mo-cial relationss1wifical4y, With Israel, or withaperwon or entin,, doing business in Israel or in an Iso,weli-controlled territoi, y, but does, not inclucle an action madefor ordinapy business jnaposesP° and 2. "Corizpai�l,,"i)ieapij,afor-:-p?°ofitio�le' pr-opy-iotoihipaayanizatiop7,as.5ocia,tiopi,co7pol~ation, partnership, joint rewture, linfitedpa"wership, firnited hability partnership, or aM�� limit"I fiabilio, conipany, inchiding as wholly owiedsubsidiam,"taj-ownedsubsidiany paiwitority I company or affiliate of thoso entities or business assoca ations that inist to make a profit. LEME61MIR �XZ . ......... ... SM REPRESENTATIVE Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 94 EMERGICON emergency medical billing Coini'fllllct of Illhinifeiretsf GO Ambulance Debt Collections RFP #182 City of Coppell, Texas CONFLICT OF INTEREST OLIESTIONNAIRE FORM CIQ For vendor dloingbusiness with local governmental entity This questionnaire reftects changes made to the law by 1 23, 84th Leg., Regular Session. OFFICE USE ONLY -17ifs queslionrairc, is being filed in accordance with Chai 176, Locall Government Code, by a vendor who Dote Received has a business relationship as defined by Section 176.00111 a) with a focal governmental entity and the vendor r'neets requirements Under Section 11 /6.006(a). By law this questionnaire must be Piled with the records administrator of the local governmental enrty not later than ian the in business day ,atter tare date the vendor becomes aware of facts that require the statement to be Had. See Section 176.006(a-1), Local Government Code. A vendee cornmils an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section m a mccerneanor. .1J Name of vendor who has a business relationship with local governmental entity., :21 = — N/A I I LiGneckti box ifyou are filing an update toa 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 hicomplete or inaccurate.) 2J Name of local government officer about whom the information is being disclosed. N/A Name of Officer .4 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 Ii government, officer. Complete subparts A and B for each employment or business relationship described. Attach additional pages to this Form CIO as necessary. A. Is the local government officer or a family member of the officer receiving or likely to receive laxabie income, other than investment income, frorn the vendor? E-1 Yes F-1 No B. Is the vendor receiving or likely to receive taxable income, other than investment income, fmnn or at the direction of the local government officer or a family mernber of the officer AND the taxable income is not received from the local governmental entity? E-1 yois No :51 De;c;itaeeach employment or business relationship that the vendor named in Section I 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 ownprshilp interest of one percent or more, 61 ElCheck this box if the vendor has given the local government officer or a family mernber of the officer one of more gifts as described in Sectlon 176,003(a)(2)(B), excluding gifts described in Section 176.003(a.,1). 71 5P 1/2021 Signature of vendor dang business with the governmental entity Date Form provided by Texas Ethics Commission Www ethics si us Revised 11/30/2015 Prepared by EMERGICON, LLC, exclusively for the City of Coppell. 95 City of Coppell, Texas C',P FE L File ID: 2021-5789 Version: 1 File Name: SC Board resignation Master File Number: 2021-5789 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Consent Agenda In Control: City Council File Created: 07/06/2021 Final Action: Title: Consider approval of accepting the resignation of Nancy Ludden from Smart City Board. Notes: Sponsors: Enactment Date: Attachments: Nancy Ludden resignation.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 2021-5789 Title Consider approval of accepting the resignation of Nancy Ludden from Smart City Board. Summary Staff Recommendation: Staff recommends approval. Strategic Pillar Icon: Sustainable Government City of Coppell, Texas Page 1 Printed on 7/9/2021 Jerod and Todd, I need to step down from the Smart City Board. Since taking the position there has been a number of changes both professionally and personally that are requiring my time. As a result, I am not able to dedicate time to the Smart City Board. I am an alternate, but I know you need someone that is able to be more involved than my time has allowed. Please let me know if there is a formal process or additional actions needed from me. Thank you for the opportunity, Nancy Ludden C',P FE L File ID: 2021-5766 Version: 2 City of Coppell, Texas Master File Number: 2021-5766 Type: Agenda Item Reference: File Name: Old Town Addition, Lot 3R, Block D 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Public Hearing In Control: City Council File Created: 06/08/2021 Final Action: Title: PUBLIC HEARING: Consider approval of a zoning change request from PD -250R8 -H (Planned Development - 250 -Revision 8 -Historic) to PD -250R25 -H (Planned Development -250 -Revision 25 - Historic), to approve a Detail Site Plan for a 7,631 -square -foot, 2 -story mixed-use building with retail on the first floor and residential on the second floor; on 0.196 acres of property located at 755 W. Main Street. Notes: Sponsors: Attachments: City Council Memo.pdf, Staff Report.pdf, Detail Site Plan.pdf, Floor Plan.pdf, Elevations.pdf, Renderings.pdf, Landscape Plan.pdf, Color Board.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 2021-5766 Title PUBLIC HEARING: Consider approval of a zoning change request from PD -250R8 -H (Planned Development - 250 -Revision 8 -Historic) to PD -250R25 -H (Planned Development -250 -Revision 25 - Historic), to approve a Detail Site Plan for a 7,631 -square -foot, 2 -story mixed-use building with retail on the first floor and residential on the second floor; on 0.196 acres of property located at 755 W. Main Street. Summary City of Coppell, Texas Page 1 Printed on 7/9/2021 Master Continued (2021-5766) Staff Recommendation: Staff is recommending approval of this request. Strategic Pillar Icon: City of Coppell, Texas Page 2 Printed on 7/9/2021 T H E • C I T V' @ F COFFELL � � r MEMORANDUM To: Mayor and City Council From: Mindi Hurley, Director of Community Development Date: July 13, 2021 Reference: PUBLIC HEARING: PD -250R25 -H, 755 W. Main St., a zoning change request from PD - 250R8 -H (Planned Development — 250 -Revision 8 -Historic) to PD -250R25 -H (Planned Development -250 -Revision 25 — Historic), to approve a Detail Site Plan for a 7,631 - square -foot, 2 -story mixed-use building with retail on the first floor and residential on the second floor; on 0.196 acres of property located on the west side of W. Main Street at the at the request of Michele and Gary Cramer. 2040 Pillars: Create Business & Innovation Nodes Executive Summary: The City currently owns this property and proposed to sell it to the applicants, Michele and Gary Cramer, who own the "Let it Shine" business also located in Old Town. The Cramers are proposing to construct a 7,631 -square foot mixed-use two-story building with retail on the ground level and a residence above where they plan on living. This is a mixed-use project similar to the George Coffee and Provisions shop also located in Old Town. Analysis: The first floor of the building is proposed to contain retail space (2,577 -ft), which opens up to a front porch which faces West Main Street. To the rear of the property are two garage spaces, the fire riser room for the building and the entry to the residence on the second floor. The Planned Development will allow for the second floor to be used as a residence proposed to be 3,300-sf in size. There are three bedrooms, three bathrooms, a kitchen, dining area, living room, office, utility room and three doors that open out onto balconies facing Main Street. The residence will have two enclosed parking spaces that will be accessed from the alley at the rear of the property. In addition, they will be constructing two driveway spaces and five additional spaces in the alley and a sidewalk that will align with the other parking spaces and sidewalk to the north of this site. Overall, the Old Town (Main Street) project has approximately 120 extra parking spaces, including this proj ect. Legal Review: N/A Fiscal Impact: None Recommendation: The Planning & Zoning Commission unanimously (7-0) recommended approval subject to the following conditions: 1. Detailed engineering review to take place with engineering permit submittal. 2. The Director of Community Development shall have the authority to administratively approve the proposed signage for this development in accordance with planned development regulations for PD -250R8 -H and the Historic District. 3. The second -floor residence shall be developed in accordance with local ordinance and building codes; and shall be used for residential purposes only. Attachments: 1. PZ Staff Report 2. Detail Site Plan 3. Floor Plan (2 Pages) 4. Elevations (2 Pages) 5. Renderings (5 Pages) 6. Landscape Plan (3 Pages) 7. Color Board CITY OF COPPELL PLANNING DEPARTMENT STAFF REPORT CASE NO.: PD -250825-H, Old Town Addition, Lot 3R, Block D P&Z HEARING DATE: June 17, 2021 C.C. HEARING DATE: July 13, 2021 STAFF REP.: Mary Paron-Boswell, AICP, Sr. Planner LOCATION: 755 W. Main Street SIZE OF AREA: Approximately 0. 196 acres of property CURRENT ZONING: PD -250R8 -H (Historic) REQUEST: A zoning change request from PD -250R8 -H (Planned Development — 250 -Revision 8 -Historic) to PD -250R25 -H (Planned Development -250 -Revision 25 — Historic), to approve a Detail Site Plan for a 7,631 -square -foot, 2 -story mixed-use building with retail on the first floor and residential on the second floor. APPLICANT: Owner: Developer: City of Coppell Michele & Gary Cramer 255 Parkway Blvd 9024 Cedar Bluffs Dr. Coppell, TX 75019 North Richland Hills, TX 76182 972-304-3677 214-673-9399 Hary a,myletitshine.com Architect: William Peck William Peck & Associates, Inc. 105 W. Main St. Lewisville, TX 75057 972-221-1424 bill(eameckarchitects. com HISTORY: Old Town Main Street: In January 2007, approximately 17 acres of what was known as the "Carter Crowley" tract were rezoned to Historic and the future land use plan was amended to allow for a continuation of the targeted uses outlined in the Old Coppell Master Plan - retail, offices, restaurants and similar uses. In August 2010, a final plat of the entire property was approved. This subdivided the larger tract of property for the purpose of establishing street rights-of-way and easements for necessary infrastructure to support development. This resulted in a total of seven blocks containing nine lots and seven different street segments. In April 2011, the zoning for the conceptual planned development was approved. This depicted the overall ITEM # X Page I of 4 plan and presented the general regulations each detailed planned development use should follow. In April 2012, the first of the Detail Plans was approved for 44 patio - home lots. In May 2012, the Old Town Square was approved as was the entry feature of the subject property and an 80 -space parking lot. In August 2012, three retail/office cottages, a replica service station for a retail/restaurant site (formerly Dodie's, now Tangerine Salon) and a neon "Main Street Coppell" sign were approved. The sign was recently changed to reflect the "Old Town Coppell" logo. In October 2012, the Local Diner site was approved at the southeast corner of Bethel Road and Main Street, east of the entry tower. In February 2013, a planned development amendment was approved which allowed for administrative review and approval of Detail Plans when in general conformance with the Concept Plan and conditions. Subsequently, ten additional Site Plans were administratively approved. In April 2015, Council approved a Conceptual Plan Amendment for development of 11 single-family lots fronting Hammond Street. In October 2015, Council approved a 7,818 -square -foot first floor coffee house with residential above for the George Coffee Shop. In late 2016, a 4,900 -square -foot office was administratively approved on the northwest corner of Travis and W Main Street. In January 2017, Council approved a Detail Plan to allow the development of 12 single-family lots fronting Burns Street. Each of these have since been constructed and are now occupied. In October 2017, Council approved a Planned Development for an office cottage and a residence at the northwest corner of Houston Street and South Coppell Road. In September 2018, a Detail Planned Development to allow an approximate 32,370 square -foot Coppell Arts Center was approved and has since been constructed. A two -lot residential subdivision located on the west side of S Coppell Road just 175 feet south of W Bethel, was approved by Council on December 8, 2020. In January of 2021, Council approved a PD Amendment for George Coffee and Provisions mixed use site allowing the coffee shop/retail to remain on the 1st floor and to convert one of the residential units (Apt. 202) into an office space on the 2nd floor. HISTORIC SIGNIFICANCE: There is no historic significance associated with this property. TRANSPORTATION: West Main Street is a 21 -foot side one-way street with on -street angled parking on both sides. SURROUNDING LAND USE & ZONING: North — Office (Optimus Capital Advisors); PD -250R1 1 -H (Historic) South — Vacant land; PD -250R8 -H East — Old Town Square; PD -250R8 -H West — Residential; PD -250R20 -H COMPREHENSIVE PLAN: Coppell 2030, A Comprehensive Master Plan, shows the property as suitable for development in accordance with the Old Coppell Historic District Special Area Plan. DISCUSSION: The City currently owns this property and proposed to sell it to the applicant. They are proposing to construct a mixed-use two-story building with retail on the ground ITEM # X Page 2 of 4 level and a residence above, a mixed-use project similar to the George Coffee and Provisions shop down the street. Site Plan This request is to approve a Detail Site Plan for a 7,631 -square -foot, 2 -story mixed- use building with retail on the first floor and residential on the second floor. The architect has designed this project in a manner which is consistent with the traditional architecture found in Old Town. The owners of the existing retail store "Let it Shine Boutique" are proposing to construct this building, live upstairs and operate a business on the first floor. The first floor of the building is proposed to contain retail space (2,577 -ft), which opens up to a front porch which faces West Main Street. To the rear of the property are two garage spaces, the fire riser room for the building and the entry to the residence on the second floor. The second floor is proposed to contain a 3,300-sf residence. There are three bedrooms, three bathrooms, a kitchen, dining area, living room, office, utility room and three doors that open out onto balconies facing Main Street. Parking: The residence will have two enclosed parking spaces that will be accessed from the alley at the rear of the property. In addition, they will be constructing two driveway spaces and five additional spaces in the alley and a sidewalk that will align with the other parking spaces and sidewalk to the north of this site. On West Main Street there already exists on -street parking that was constructed with the Old Town project. The sidewalk on the West Main Street side will also be extended with this proj ect. Landscaping: The plant materials will match those used throughout Old Town. On the north side of the property, Bermuda grass and a mix of shrubs and perennials will be planted. On the east side, along the street in front of the parking area will be three landscape islands containing Savannah Holly trees and Lirope groundcover, continuing the landscaping and trees provided already along Main Street. Along the south of the property, additional trees, grass and perennials are proposed. Elevations: The main proposed material for this building is brick. The main color will be off- white, called ACME Glacier White, with the headers providing some contrasting accent color in ACME Dove Grey. There is also some intricate brickwork banding proposed along the midpoint of the building, extending all around the building. This banding separates the retail from the residential. This banding is also found along the top parapet portion of the building. The second -floor residence will have a balcony area that extends along the front of the building over the ground floor porch area. Each of the three residential doors to the balcony will have a standing seam awning over it matching the railings. Wall sconces will provide some light to the balcony, porch, garages and side entrance. The front (East) elevation of the ground floor, will have storefront windows. ITEM # X Page 3 of 4 RECOMMENDATION TO THE PLANNING AND ZONING COMMISSION: Staff is recommending APPROVAL of this request subject to the following conditions: 1. Detailed engineering review to take place with engineering permit submittal. 2. The Director of Community Development shall have the authority to administratively approve the proposed signage for this development in accordance with planned development regulations for PD - 250R8 -H and the Historic District. 3. The second -floor residence shall be developed in accordance with local ordinance and building codes; and shall be used for residential purposes only. ALTERNATIVES: 1. Recommend approval of the request 2. Recommend disapproval of the request 3. Recommend modification of the request 4. Take under advisement for reconsideration at a later date ATTACHMENTS: 1. Detail Site Plan 2. Floor Plan (2 Pages) 3. Elevations (2 Pages) 4. Renderings (5 Pages) 5. Landscape Plan (3 Pages) 6. 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WlD I` J€ FT 0 WEATHERMATICSL1600 SERIES CONTROLLER OIR�UT (D I 6 —111- — 1-11, 1-1 P" D2 —TI -1 1� —11� II—E 11-111 Jurisdiction of Project Site Location O.ner & Professionals Information IRRIGATION PLAN O.ner & Professionals Information IRRIGATION PLAN I ry LL 0OND HILAC��R,, ... ......... C',P FE L File ID: 2021-5787 Version: 1 File Name: MPT Action City of Coppell, Texas Master File Number: 2021-5787 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Agenda Ready In Control: City Council File Created: 07/06/2021 Final Action: Title: Consider appointment of Mayor Pro Tem as required by Section 3.05 of the Home Rule Charter. 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 2021-5787 Title Consider appointment of Mayor Pro Tem as required by Section 3.05 of the Home Rule Charter. Summary City of Coppell, Texas Page 1 Printed on 7/9/2021 City of Coppell, Texas C',P FE L File ID: 2021-5793 Version: 1 File Name: Mayor and CC Reports Master File Number: 2021-5793 Type: Agenda Item Reference: 255 E. Parkway Boulevard Coppell, Texas 75019-9478 Status: Mayor and Council Re po its In Control: City Council File Created: 07/06/2021 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 2021-5793 Title Report by the City Council on recent and upcoming events. Summary City of Coppell, Texas Page 1 Printed on 7/9/2021